In an earlier post we reviewed the setup of users in QuickBooks Enterprise. The process involves creating the user and assigning one or more ‘roles’ to that user.
QuickBooks Enterprise comes with several roles already created in the program. Roles such as Accountant, Accounts Payable, Accounts Receivable, and others can be selected from an existing list. This helps define the areas of QuickBooks Enterprise your new user will be able to access.
But what about something more specific for your business? Perhaps you want the access rights for these roles to be different than the way they come ‘straight out of the box’.
Maybe you would like to setup a role for a position that is unique to your company.
It is possible to be as specific as you like. Let’s start with the graphic below.
This is the Users and Roles window in QuickBooks Enterprise. It is accessed at Company->Users->Setup Users and Roles.
It would look more familiar if we were on the User List tab (see the circled portion). In this screenshot though, we are looking at the Roles list.
You can see the roles that come by default in the list. If we click on the New button, we see the following screen.
We need to create a name for the role. The description is optional. Then notice the list of the areas of QuickBooks where restrictions can be created. The open circles to the left of the individual areas indicate there are no rights granted for this role.
Let’s use a very simple example. A machine shop wants the shop floor workers to be able to create and edit estimate forms they call work orders.
That’s a role with a lot of restrictions. Only creating, editing, and printing of estimates will be granted.
The above screenshot shows our new role for shop floor workers. Let’s look a little closer at the setup.
We want them to access estimates. Estimates are created for customers, so parameters for those transactions will be found in the Customers & Receivables section.
Clicking the plus sign next to that group opened the sub-list, showing all the options that pertain to customers.
Notice the circle next to Customers & Receivables is now half filled in. That indicates some rights have been granted in this section for this role.
The circle next to Estimates is also half filled. So, there are some rights granted within the Estimate section.
The panel on the right shows what those rights are. We have given the Shop Floor role partial rights in the Estimates area. They can create, modify (edit), and print estimate forms. They cannot delete them.
If we click OK and save this role setup, it will appear in the role list of the user setup window along with all the others shown in the first screenshot of this piece.
The last step then would be to create user names for the shop floor workers and assign to them the new role of Shop Floor.
Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
12401 Orange Drive #136
Davie, FL 33330