QuickBooks permissions let you permit — or restrict — your users’ activities in QuickBooks. If you have more than a couple of employees’ who use QuickBooks, you probably take advantage of this feature.

When I posted “How to Restrict User Access in QuickBooks” a few years ago, it elicited scores of questions and comments. My thanks go out to all those commenters. Here’s a summary of those comments and answers:

What is possible to restrict in QuickBooks (partial list):

You can restrict…

  • Access by module (Sales, Payroll, etc.)
  • Reporting
  • Ability to change or delete existing transactions
  • Access to especially sensitive information like bank accounts, customer credit cards
  • Access to financial reports

What is impossible to restrict in QuickBooks (any edition):

You cannot restrict…

  • Name-based access (e.g. you can’t allow transaction entry or reporting for some customers / jobs / employees / vendors / sales reps, while restricting others)
  • Changing other users’ entries, but allowing you to change your own entries
  • Access to only selected reports (as opposed to whole categories of reports)
  • Access based on payroll group, weekly vs. bi-weekly, for example
  • Date-based access (e.g. running reports or viewing transactions only data before or after a certain date)
  • Account-type access (e.g. able to view P&L accounts but not BS accounts)
  • Viewing of the item list
  • Access to bank accounts without access to paychecks
  • Field-level access, e.g. disallowing a sales rep from changing the sales rep field, or disallowing access to inventory cost while retaining access to QOH
  • Allowing the entry or reconciliation of some bank accounts or credit cards, but not others
  • Entering a transaction without being able to see the previous entries also

There are many examples of restrictions that are possible in Enterprise edition but not in Pro or Premier editions. Here are a few differences that came out of the comments.

What is possible to restrict in Enterprise, but impossible to restrict in Pro or Premier:

  • Preventing the viewing the Employee Center’s list of employees
  • Allowing access to estimates without also giving access to other sales/receivables functions
  • Allowing access to payments without also giving access to invoicing
  • Allowing creation of purchase orders but no other A/P entries
  • Creating classes
  • View-only mode for non-financial reports, without also giving the ability to enter transactions (e.g. you can’t keep access to A/R reports without also giving access to A/R transactions)

Which of the “impossibilities” listed above do you think Intuit should definitely address in a future version?

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