QuickBooks Desktop Pro/Premier/Accountant has a very narrow set of options for setting user permissions, all listed here.
Note: if you want more robust user permissions, consider using QuickBooks Enterprise, here is a list of those
Category |
Area |
Options |
| Sales and Receivables | ◾Enter sales (invoices, sales receipts). ◾Create estimates and generate invoices from estimates. ◾Apply reimbursable expenses to sales. ◾Do progress billing. ◾Receive and deposit customer payments. ◾Process credit cards (QuickBooks Merchant Service). ◾Enter returns (credit memos). ◾Apply finance charges to late payments. ◾Access customer and job information in the Customer Center. ◾Maintain the Customer Type, Job Type, Customer Messages, Payment Method, and Ship Via lists. ◾Use the accounts receivable register and individual customer registers. ◾Customize the look of sales forms. ◾Print sales forms and mailing labels. To allow printing, you must select either Full Access or Create and print transactions under Selective Access. ◾Create accounts receivable, sales, and customer reports. To allow access to these reports, you must select either Full Access or Create transactions and Create Reports under Selective Access. ◾Enter statement charges and prepare statements. To allow this, you must select either Full Access or Create and print transactions under Selective Access. ◾See and print all associated sales and accounts receivable information in the Customer Center and Vendor Center | None / Full / Create / Create and Print / Create, Print and Reports |
| Purchases and Accounts Payable | ◾Enter and pay bills. ◾Enter reimbursable expenses. ◾Write purchase orders. Receive against purchase orders. ◾Enter credit card charges. ◾Pay sales tax. ◾Access vendor information in the Vendor Center. ◾Use the accounts payable register. ◾Customize the look of sales and purchase forms. ◾Maintain the Vendor Type and Purchase Order lists. ◾Print 1099 forms. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access. ◾Create accounts payable, purchase, and vendor reports. To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access. Important: This permission does not provide the ability to change or delete previously-recorded transactions. You can assign permission to change and delete transactions when you come to the window titled “Changing or Deleting Transactions.” | None / Full / Create / Create and Print / Create, Print and Reports |
| Checking and Credit Cards | ◾Write checks for expenses (but not payroll checks). ◾Void checks. ◾Make deposits. ◾Pay bills. ◾Pay sales tax. ◾Enter credit memos and create credit memo refund checks. ◾Enter credit card charges. ◾Print checks and deposit slips. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access. Important: This permission does not provide the ability to change or delete previously-recorded transactions. You can assign permission to change and delete transactions when you come to the window titled “Changing or Deleting Transactions.” | None / Full / Create / Create and Print |
| Inventory | ◾Write purchase orders. Receive against purchase orders. ◾Make adjustments to inventory. ◾Maintain your list of inventory items. ◾Enter bills. ◾Edit an item’s history. ◾Print purchase orders. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access. ◾Create inventory, purchase, and vendor reports. To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access. Important: This permission doesn’t provide the ability to change or delete previously-recorded transactions. You can assign permission to change and delete transactions when you come to the window titled “Changing or Deleting Transactions.” | None / Full / Create / Create and Print / Create, Print and Reports |
| Time Tracking | ◾Prepare weekly timesheets ◾Enter time for single activities ◾Export and import Timer data ◾Print timesheets. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access. ◾Create time reports. To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access. Important: This permission does not provide the ability to change or delete previously-recorded transactions. You can assign permission to change and delete transactions when you come to the window titled “Changing or Deleting Transactions.” | None / Full / Create / Create and Print / Create, Print and Reports |
| Payroll and Employees | ◾Write and view paychecks. ◾Pay payroll-related liabilities. ◾Set up year-to-date amounts. ◾Make adjustments to payroll liabilities. ◾Access the payroll service. ◾Prepare Forms 940 and 941. ◾Prepare Forms W2 and W3. ◾Maintain the Employee Center information. ◾Maintain payroll-related information about employees (example: Social Security numbers) ◾Print paychecks, paystubs, and forms W2, W3, 940, and 941. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access. ◾Print paychecks, paystubs, and P60s. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access. ◾Create payroll reports. To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access. Important: This permission does not provide the ability to change or delete previously-recorded transactions. You can assign permission to change and delete transactions when you come to the window titled “Changing or Deleting Transactions.” | None / Full / Create / Create and Print / Create, Print and Reports |
| Sensitive Accounting Activities | ◾Use bank feeds. Any access to sensitive accounting gives the user online banking access if the user also has PIN access. ◾Maintain your company’s chart of accounts. ◾Work in the register for any balance sheet account, including the register for undeposited funds. ◾Transfer funds between accounts. ◾Reconcile accounts. ◾Create budgets. ◾Make general journal entries. ◾Clean up the company data file. ◾Use Accountant’s Review. ◾Create the payroll report that is available when the “Payroll reports only” preference is selected in the Payroll Preferences window (this is a different report than those that are available when payroll is fully turned on). To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access. ◾Print registers. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access. Important: With the exception of the Payroll Info report, this permission does not provide the ability to create reports or to change and delete previously-recorded transactions. You can assign permission to create sensitive financial reports on the next screen. And you can assign permission to change and delete transactions on the screen following the next screen. | None / Full / Create / Create and Print / Create, Print and Reports |
| Senstitive Reports | Important: This permission does not provide the ability to change or delete transactions displayed in the reports. If you want the user to be able to change or delete these transactions, you need to give the user permission to access an area (for example, A/R transactions), and to change and delete transactions (on the next screen). | None / Full / Create / Create and Print |
| Changing or Deleting Transactions | Change or Delete Transactions with access to. Note: If you do not give a user permission to delete transactions, he or she can still delete a transaction they create as long as it was created during the same QuickBooks session. | Yes / No |
| Changing or Deleting Transactions | Change or Delete Transactions before closing Date. Before your closing date. To protect your books, you may want to deny access to transactions entered on or before your last closing date. If you don’t want a user to have access to these transactions, select No in response to the question about the closing date. (Anyone who does have access privileges will also need to know the closing date password.) | Yes / No |
If you want to learn more about QuickBooks Desktop and user permissions, call us to 954-414-1524
