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?

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491 thoughts on “How to Restrict User Access in QuickBooks

  1. How to prevent deleting any transaction entered by the person, i.e. allowing the delete function only to the administrator and not for the other users including the person who has entered the transaction?

    Reply
    • Hi Zaid,

      For those other users permissions, you can just select “No” on the “Changing or Deleting Transactions” permissions screen, per the screenshot above. Thanks for your question.

      Reply
  2. I have a question… I recently fired a manager who in six months did over 100 reversals…I DO NOT accept returns and in my 11 years of doing business …I’ve only done reversals a few times…I’m wracking my brain to figure out what he was up to…ANY IDEAS???

    Please email me…I need an answer!..

    Reply
    • Hi Edgar,

      If you have the Enterprise edition of QuickBooks, you can set up a role for your entry person, and not give access to “Change Item Prices”. Maybe that would help. If you are using Pro or Premier, you’re not going to be able to fine tune that control. Thanks for your question.

      Reply
  3. I want to have my accountant helping me to issue invoice for selling of inventory. Is it possible for just letting him to have authority to issue invoice for the respective inventory WITHOUT the authority to look at any reports?

    Reply
    • Hi Jayford,

      You don’t want your accountant looking at accounting reports? Well, if you have Enterprise then you can give access to invoicing but not reporting. Otherwise, he/she will have access to A/R reports. Thanks for your question.

      Reply
  4. I’m re-designing the Chart Of Accounts in QBooks Desktop Pro 2018 and would like to prevent posting to PARENT accounts but I can’t find a way to do this other than telling people not to. Please tell me there’s a better way. Thanks!

    Reply
  5. Pingback: Play Good Offense AND Defense with QuickBooks in 2019 « QuickBooks and Your Business

  6. We have someone trained in IT, who had remote access to the business office computer, and has since left the company. They have QB loaded onto the new Treasurer’s personal home computer as well as at the business office of the company. We removed all access and changed passwords on the QB version at the business office; however, it seems this person has now managed to lock out the access of the new Treasurer. What steps do we need to take to ensure this person’s access is completely removed and inaccessible in the future?

    Reply
    • Hi Sherri,

      That’s pretty alarming! I would uninstall whatever remote access software they have been using in your computers for starts. I would do that on both computers. You don’t want them accessing your computers, relating to QuickBooks or otherwise. If you have legitimate other needs for people to remote in to your computers, change the passwords there so your former consultant can’t get in.

      For QuickBooks, I would change the admin password in the file, remove that consultant’s username if he has one, and change the passwords of all other users.

      In every case, use strong passwords.

      Thanks for your question.

      Reply
  7. Do you know which (if any) versions of Quickbooks allows us to set specific user permissions? For example we require a 5 user package but do not want each user to be able to see each others salary payments. Therefore we would like to restrict viewing of one certain account where the salary payments are posted to but require them to each have access to all other expense accounts . Is that possible and if so which version? I am guessing enterprise? Many thanks

    Reply
  8. Setting up a new bookkeeper for our small business. She’ll need to run some various reports, but I made sure to choose NO for all access to employee information. But when I tested her account after setup, the account was totally able to see all staff member’s hourly wage! I double checked and settings still show NO to the employee info. Is there another area that would control if the bookkeeper is able to see coworker’s pay information?

    Reply

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