QuickBooks Desktop Enterprise provides detailed restriction for its users through the use of roles to ensure the correct access for each of them. Read through this article to learn how to add, edit, and view roles in QuickBooks Desktop Enterprise.
More on QuickBooks' predefined roles
QuickBooks Desktop Enterprise comes with fourteen (14) predefined roles. A role includes or restricts access to areas used by certain separate functions within your company such as Accounts Payable, Accounts Receivable, Sales, Purchasing, and Human Resources. These are roles with preset access to Areas and Activities based on the functions most commonly found in a business.
Unrestricted access allows users to view all transactions in different reports, while searching transactions or any other activities. Roles marked with an asterisk (example: Accounting*) have unrestricted access to view all transactions including payroll. This indicator is new with QuickBooks Desktop Enterprise 19.0.
Note: Users who had access to view such information previously (especially payroll information) may find that is no longer the case based on their role.
In addition, some Areas and Activities in QuickBooks Desktop Enterprise provide unrestricted view access to all transactions. These are highlighted with ** in the Areas and Activities screen. Some examples include:
Changing access for one user's role affects all other users assigned to the same role. If you want to change access for only one user, duplicate the role, assign the duplicate role to that user, then edit the permissions for the duplicate role. This prevents the need to recreate the role each time a new user for that roles is added.
Note: This removes the unrestricted access to view all transactions and permits the user to view only transactions in areas where specific permission has been granted.