Adding Users in QuickBooks Desktop

Adding Users in QuickBooks Desktop

You can configure access for various user roles in QuickBooks Desktop Enterprise. Users will only be able to access the information they need to complete their tasks in QuickBooks in this manner. You may also invite users who don’t deal with QuickBooks daily, such as a Payroll Manager or Payroll Processor, to sign up for an Intuit account so they can use services like Payroll and QuickBooks Time.

How to Add Users to QuickBooks Desktop

You can add or invite users to a specific position if they work in QuickBooks regularly. An inventory position, for example, will have access to change inventory quantities on hand, display item receipts, and run inventory reports. Here’s how to do it:

  • Select Users and Roles from the Company menu, then Users.
  • Select OK after entering the admin password.
  • Select New from the User List tab.
  • Enter a User Name and a Password, if desired.
  • Pick the user’s position from Available Roles, then Add.
  • Select OK after entering the User’s email address.
  • Select OK from the confirmation window.

A user’s Intuit account will be needed for some roles. Accountant, External Accountant, Finance, Full Access, Payroll Manager, Payroll Processor, and View Only are only a few of the positions available. The names of these roles will appear next to the job name. Request that the user search their email for the invitation. They must accept the invitation and then sign in with their Intuit ID.

Manage the functions and users of your Intuit account.

You may invite users to build an Intuit account if they don’t work with QuickBooks daily and only need access to connected resources like Payroll, Workforce, QuickBooks Time, or Capital. After that, they’ll be given the position of Basic User. This is a mandatory default function that is automatically allocated to the user and does not grant any permissions in and of itself.

  • Select Intuit Account User Management from the Company menu, then Users.
  • Select Add user from the Users tab.
  • Enter the User’s name and email address, choose a role from the list of available positions and click Add.
  • Choose the option to add a user.
  • Choose OK.

Request that the user search their email for the invitation. They must accept the invitation and then sign in with their email or user ID.

Pre-defined functions should be used.

There are fourteen predefined positions from which to choose. These positions are prevalent in most companies. Roles marked with an asterisk (*) have complete access to your account’s transactions. You can also configure predefined roles so that you have some permissions, to begin with. Keep in mind that any changes you make will affect all users with that function.

  • Pick Users from the Company menu. After that, choose Users and Roles.
  • The Role List tab should be selected.
  • To check a role’s permissions, pick it and then Edit.
  • Select an account region in the Area and Activities section. You can set the access level to None, Complete, or Partial if you like.
  • Select OK to save your changes after you’ve set the permissions.

Make a brand-new custom job

You can make completely new positions from the ground up. This gives you the freedom to control which areas of your accounts can be accessed.

  • Pick Users from the Company menu. After that, choose Users and Roles.
  • Pick the New option from the Role List tab.
  • Assign a name and a description of the position. Tip: Give it a name that reflects its permission level.
  • Select an account region in the Area and Activities section. To set the role’s permissions, go through each area and pick None, Complete, or Partial.
  • Select OK to save your changes after you’ve set permissions for and region.

Examine the duties and permissions.

Run the Authorization Access by Roles report to check your roles and permissions:

  • Pick Users from the Company menu. After that, choose Users and Roles.
  • The Role List tab should be selected. Then choose View Permissions from the drop-down menu.
  • Pick the positions you’d like to examine, then click Display.
  • A report will be produced that lists all roles and their permissions.

Unauthorised users can’t see the account balances.

Accounts receivable, payable, bank and credit card balances are all shown on the Home Page. Users’ access privileges must be limited to prevent them from seeing account balances.

  • Tap on Set-Up Users and Password from the Company menu, then Set Up Users.
  • Select Edit User after highlighting the user.
  • Select the Selected Quickbooks Areas choice, then Next until you reach the Sensitive Accounting Activities tab.
  • No Access is the option to choose.
  • Select Next until you hit the end of the list, then Finish.
Conclusion

In conclusion, QuickBooks Desktop software is accounting software widely regarded by all the strata of different bookkeepers and accountants. The motive of this blog is to help you understand how can you add users to QuickBooks Desktop and some other important aspects related to the same, so please read the whole blog carefully. I hope that this blog helped you and was worth a read. 

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