Intuit

Create and modify roles in QuickBooks Enterprise

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.

What is unrestricted access?

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.

  • Admin
  • Accountant
  • External Accountant
  • Finance
  • Full Access
  • View-only

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:

  • Company > Find All Transactions
  • Reports > Accountant & Taxes > Accountant & Taxes Details
  • Reports > Company & Financial > Company & Financial Details
  • Reports > Custom Transaction > Custom Transaction Detail

Add a new user role

  1. Go to the Company menu, then select Users > Set Up Users and Roles.
  2. Go to the Role List tab, then select New.
  3. Enter a name and description for the new role.
  4. Assign the appropriate Area Access Level for each Area and Activity.
  5. When done, select OK. The new roles is displayed in the Role List.
    Note: If the new role allows users unrestricted view of all transactions including payroll, it will be marked with an asterisk (*).

Edit a user role

  1. Go to the Company menu, then select Users > Set Up Users and Roles.
  2. Go to the Role List tab, then highlight the role you want to modify. Select Edit.
    Note: Some roles cannot be edited such as Admin and External Accountant.
  3. Change the name and the description if necessary.
  4. Under Areas and Activities, select or expand the Area you want to edit, then select a specific Activity.
  5. Assign an Area Access Level as needed.
  6. Repeat steps 4 and 5 for all Areas and Activities you want to change.
  7. When you're done, select OK. Any users who have the modified role assigned to them will see the changes the next time they log in to the company file.
    Note: Changing access for one user's role affects all other users assigned to the same role.
Remember!
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.

Remove access to all transactions including payroll

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.

  1. Go to the Company menu, then select Users > Set Up Users and Roles.
  2. Go to the Role List tab, then select the role marked with * that you want to remove specific access from. Select Edit.
  3. Look for Areas that are marked with **, then expand to view the sub-Areas.
  4. Highlight the Area you want to modify, then change the Area Access Level.
  5. Repeat steps 3 and 4 with other Areas you want to edit.w
  6. When you're done, select OK.

View roles and permissions report

  1. Go to the Company menu, then select Users > Set Up Users and Roles.
  2. Go to the Role List tab, then select View Permissions.
  3. Highlight any role, then select Display. You'll see a report that shows all roles as well as the assigned permissions.