How to Add, Edit, and Troubleshoot QuickBooks Desktop Users and Restrictions

Guidelines for users and restrictions for QuickBooks Desktop accounting software have a provision of multi-user, which means that you (Admin User) can assign several other users to your QuickBooks application. You have an option to restrict their access. In this article, you will know in detail how to add QuickBooks Desktop users and restrict their access. You will also read about some errors that are associated with other users.

Setting Up Users & Assigning Roles for QuickBooks Desktop

• Open QuickBooks software.
• Run this software as the Administrator.
• Go to the Company option and click on the option, Set Up Users and Passwords.
• Go to the Set Up Users
• Click on Add User
• Enter the details in the required field like, User Name, password, and Confirm Password.
• Go to Next.
• For User access, go to the Sample window and select the section of the field in QuickBooks that the user has access to.
• Press Next.
• You can now customize the restrictions for distinct areas in the QuickBooks Company file for the recently created user by choosing from the options, i.e. No Access, Selective Access, or Full Access.
• Click on Finish.

Related Topic: QuickBooks Has Reached the Maximum Number of Unregistered Users

Hiding the Account Balance from Unapproved Users

You can see the account balances from accounts payable, accounts receivable, credit cards, and bank accounts. To keep your users from seeing the account balance, you will have to restrict their access. Follow the steps below to restrict their access to your QuickBooks:

• Go to the Company option from the menu bar and click on the Set Up Users & Password
• Go to the Set Up Users
• Highlight the user and go to the Edit User
• Press the Next option till the Sensitive Accounting Page opens on your screen. It is basically the 7^th page out of 10 pages.
• Press No Access
• Press the Next option until you have reached the last page and press the Finish option to end the process.

Restrict User Permission in QuickBooks

QuickBooks introduces restricting user permissions which helps to keep your company’s data under a high-level security approach and also provides a limit to all linked users. This is the only way to find a trustworthy network to share your company data to work on business productivity.

Steps to Restrict User Permission in QuickBooks

• Select Company in the Top Menu.
•  Click on ‘Set Up Users and Passwords.’
• Now select Set Up Passwords.
• If you have to add the password to an existing user then click on Edit User. If you have to add a new user before setting up a password then click on Add User.
• Now select ‘Selected areas of QuickBooks’ and specify the areas of QuickBooks you want the particular user to have access to.
•  A window titled ‘Sales and Accounts Receivable’ will appear. It will have the description for the data it provides access to.
• Now mark ‘Selective Access’. New options will appear. Among them select what you want that user to have access to. You can select among,’ Create transactions only’,’ Create and print transactions,’ or ‘Create transactions and create reports.’ You can also restrict the user from viewing the complete Credit Card number of your customers.
• Now keep on going to the next windows and provide the amount of access you want for the user. There are many options that you can restrict for any particular user like Sales, Purchase, Inventory, Banking transactions, Reporting, and Payroll. You can even restrict a user from deleting transactions from QuickBooks.

Solutions for Some QuickBooks Desktop Users and Restrictions Unexpected Results

Here are some errors that are related to adding new users to your QuickBooks application and their solutions:

Using these options to restrict users’ access to multiple functions can make QuickBooks much more secure for you and your organization. You can even advise users to set up passwords or even set passwords for them. Save your organization from the threat of fraud by restricting access. Remember, it’s better to be safe than sorry.

FAQ’s