Do you want your A/P clerk having access to your payroll records? Or your billing clerk having access to your profit and loss statements? Maybe so, but maybe not.

If not, then you can configure your QuickBooks company so that each user has access only to the information they need.

Set this up through the top menu: Company / Set Up Users and Passwords / Set Up Users. Click Add User or Edit User, depending on whether they are already existing users. Then you’ll see this screen:

Click on “Selected areas of QuickBooks” to begin the process of specifying authorized functions for that user.

The first screen that appears gives you control over the user’s access to Sales and Accounts Receivable functions:

You see that control can be broken down between data entry, transaction printing, and reporting. Select the functions that your user needs access to. You can also click (or not) on the checkbox giving the user access to customer credit card numbers.

This level of control in QuickBooks is great — it introduces accounting controls to your use of the software, and potentially reduces the risk of fraud and error.

You can set up controls for these areas in QuickBooks:

* Sales and A/R
* Purchases and A/P
* Checking and Credit Cards
* Inventory
* Time Tracking
* Payroll and Employees
* Sensitive Accounting Activities (like journal entries and online banking)
* Sensitive Financial Reporting

Finally, you can control the ability to change or delete transactions:


This is an important accounting control. If you open this capability to a user, they will be able to delete or change previously entered transactions. Limiting this capability to only staff that truly need it could help lower the possibility of bookkeeping crime in your office, because it makes it harder for users to cover their tracks if they are making entries they don’t want others to see.

Also, you can prevent users from making changes to the books after the close date. Your accountant will really like it if you restrict that.

There are news stories coming out all the time about embezzlement and fraud taking place in offices where QuickBooks or other accounting software is used. Want to lower the chance of it happening to you? Just limit your employees’ access in QuickBooks to the functions they need to do their jobs.

Do you have any tips or advice on using access restrictions in QuickBooks?

265 thoughts on “How to Restrict User Access in QuickBooks

  1. We have a bookkeeper and would like the bookkeeper to download banking transactions but not know the user name and password for the bank. Is it possible to restrict viewing access but still allow transactions to be downloaded?

    Thank you

    Reply

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