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Security in QuickBooks Enterprise

QuickBooks Enterprise Solutions is Intuit’s version of their software for medium size businesses too large for QuickBooks Pro or Premier.

It looks and feels like QuickBooks. Utilizes many of the same screens. And has the same menus and commands.

Enterprise will handle much larger company files than Pro or Premier. Lists, like the customer list, can be much larger.

A far greater number of transactions can be created and saved before the user can discern any sort of slow down from the file size.

Many more users can access the same company file in Enterprise as compared to Pro or Premier. Technically, up to thirty users can log in to Enterprise.

As with any software purchase, business data entry and access needs should be considered before deciding a thirty user installation would be right for your company.

Another reason companies move to the QuickBooks Enterprise level is security.

The login and password options in Pro and Premier are fairly simple. For Enterprise, designed for larger companies with more users, more options are built into the product.

As with Pro or Premier, setting up users starts at the Company dropdown menu.

Setting up users is different in Enterprise. In Pro and Premier, the administrator moves through a half-dozen screens and selects whether a user has access to certain features or not.

In Enterprise, the new user is assigned one or more roles.

Selecting the New button brings up the New User window. Notice the second arrow. These roles come with QuickBooks. One or more can be selected for each user.

A role is a list of parameters giving the new user access to certain areas and functions in QuickBooks Enterprise. While a user can be given access to the customer area in Pro or Premier, there are many more options such as viewing, editing, and printing selectable in Enterprise.

In the above screenshot, Jane Doe has been added as a new user. The administrator has given her the roles of accounts receivable clerk and accounts payable clerk. Jane could have fewer or more roles than these.

The preset roles that come with QuickBooks Enterprise are there for convenience. A way to quickly setup several users.

It is possible to edit these roles or to set up roles for your company from scratch.

In a future post, we will examine the process of creating custom roles for your company.

Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
12401 Orange Drive #136
Davie, FL 33330

Hector Garcia

Hector Garcia

Hector Garcia is a CPA and QuickBooks Consultant.

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