In the event that you plan to have different workers utilizing QuickBooks, you can constrain their entrance to particular ranges.
Controlling access to your QuickBooks organization record is simple when you're a one-individual bookkeeping office. You basically utilize one secret word to secure your information.
In any case, when you add new representatives to the blend, do you need them to approach completely everything in QuickBooks? Most likely not. You have trust in your workers or you wouldn't have procured them. Be that as it may, this isn't exclusively a matter of trust. It's quite recently great business practice to confine people to particular zones and obligations, regardless of what the application.
That is the reason QuickBooks has worked in devices to enable you to farthest point action. Here's the means by which it works.
To begin, open the Company menu and look down the rundown to highlight Set Up User Names and Passwords. On the slide-out menu, select Set up Users. The User List window will open, and you ought to see your own entrance as Admin. Click Add User.
To give an employee access to QuickBooks, enter a User Name for him or her here, then a password.
The Set up user password and access window will open. Fill in those fields and check the box in front of Add this user to my QuickBooks license. This will not be an option if you already have five users, since that’s the maximum number allowed by QuickBooks Pro and Premier. To buy more, open the Help menu and select Manage My License, then Buy Additional User License.
Tip: If you’re not sure how many user licenses you’ve purchased, hit your F2 key and look in the upper left corner. If you’ve maxed out and need more licenses, talk to us about upgrading to QuickBooks Enterprise Solutions.
Click Next. In the window that opens, you’ll define the access level for your new user. Your options here are:
- All areas of QuickBooks,
- Selected areas of QuickBooks, or,
- External accountant (you can grant us access to all areas of the software except for those that contain sensitive customer data, like credit card numbers).
Click the button in front of the second option, then Next.
You can specify the access rights for individual employees in numerous areas.
The image above shows the first screen of 10 that display the levels of access available in many individual areas of QuickBooks. Be sure to read the whole page carefully before assigning rights. Here, for example, you’re not just allowing the employee to enter sales and A/R transactions. You’re also deciding whether to grant him or her permission to view the Customer Center and A/R reports. As you can see, your options are No Access, Full Access, and Selective Access (three levels there). Check the box below this list if you want the employee to be able to View complete customer credit card numbers.
When you’re finished there, click Next to specify your similar preferences for Purchases and Accounts Receivable, Checking and Credit Cards, Inventory, Time Tracking, and Payroll and Employees. The next two screens contain more complex concepts, but you’ll follow the same process to express your wishes. They are:
- Sensitive Accounting Activities, like funds transfers, general journal entries, and online banking tasks
- Sensitive Financial Reporting, which allows access to all QuickBooks reports. The option you choose here overrides all other reporting restrictions that you’ve specified for the employee.
Finally, you’ll tell QuickBooks whether this person can change or delete transactions in designated areas, and whether he or she can do so to transactions that were recorded before the closing date (if this applies). The last screen displays a summary of the access and activity rights you’ve given the employee. Check them carefully, and if they’re correct, click Finish.