Does anyone know how to get around standard users seeing payroll expenses in the search bar ? They can't access payroll directly, but can see $$ in search bar Thank you

Hi jfederico,

When clicking into the search field at the top it will always initially default to show the most recent activity in QuickBooks. The entries the user will be able to view are not in Payroll, but are rather the journals entered into QuickBooks when a payrun is finalised. 

While the search menu at the top can't be customised, what transactions display will depend on the level of access the standard user has. As an example, a Standard user with Limited Access to Suppliers or Customers would not see the journal entry created by the payroll journal. To edit your user's access:

1. Go to the Settings icon (top right), then Manage Users.
2. Under the Users tab, select the Edit option next to the name of the user.

-Kass

Hi Kass, I currently have the users setup with limited as you’ve said, but the problem is they can see the “cheque expense “ of each employees pay, this should be strictly confidential as they are neither a customer or supplier. Is this something that can be fixed ? 

We can assign a Customer role only to your users, jfederico.

This way, they won't be able to see any vendor transactions such as Cheque Expenses. I'll show you how:

1. From the Gear icon, select Manage Users.
2. Select Standard user, and then Next.
3. In the Select access rights page, select Limited.
4. Tick the Customers box.
5. Click Next, and then Next again.
6. Enter their contact information.
7. Click Save.

I've also added these articles for more information about the different user types and roles:

• User types
• Add, delete, or change user access

You always have me if you still need help. Stay safe!

Thank you Adrian, But they need to see vendor transactions, that's part of their job to look after the outgoing expenses, however I still don't understand why employees expenses are visible.  This is something that really needs to be changed by QB.  

Thanks for coming back, jfederico.

I appreciate you for performing the recommended solutions provided by my colleagues. Though they can see the employee's expense, however, they can't edit or modify the transaction in QuickBooks Online (QBO). 

For them to see vendor transactions, just place a checkmark on the Vendor option. You can follow the steps provided by Adrian_A above. 

I have a link here that provides you with articles about managing your account: https://quickbooks.intuit.com/learn-support/manage-your-account/misc/02/manage-your-account-au?label....

Keep me posted if you need a hand with running reports or any QBO related. I'll be here to ensure your success. Take care always. 

This still does not solve the fact that other restricted users can see how much each check is for other employees that should be kept confidential.

Thank you for joining this thread, Rock510.

We value the privacy and security of your records including your payroll information. The ability to restrict which specific areas restricted users can view will be a great addition to QuickBooks Online (QBO). You can directly send feedback about this product idea to our engineers for consideration in future enhancements.

Here's how:

1. In your company, head to the Gear icon at the top and choose Feedback under Profile.
2. Enter a brief description of your concern in the field box.
3. Click Next to submit.

I've included a link to a page where you can learn about the latest product innovations and updates: New QuickBooks Features. You can bookmark the Community page in your browser for future use. From there, you'll find topics on managing your business's cash flow, handling your banking data, and other accounting-related tasks.

Keep me posted if you have other QuickBooks concerns or additional questions about the user's access level and permissions. I'd be delighted to respond to them.