MY STAFF CAN SEE OUR BANK ACCOUNT DESPITE IT BEING ON STANDARD USER LIMITED ACCESS, HOW DO I REMEDY THIS?

Hello david73,

Welcome to the Community - thank you for your question.

Can they view the bank feed, or the bank within the chart of accounts?

Thanks,

Talia

Hello,Talia

thanks for your prompt reply, I am not sure exactly what they can see but they can see the total in the bank and what we have paid other staff members for their wages which is a bit of a security breach really. I just need to prevent that.

thanks 

david

screenshot attached 

another bug it won’t attche the screenshot 

So now we have a problem inside a problem.

i am trying to post a .jpg file and it’s guvung me this 

Correct the highlighted errors and try again.

• The file 132bfc4c-49c8-426f-98ef-2f3b3e24ee4b.jpeg does not have a valid extension for an attachment and has been removed. jpg,gif,png,pdf are the valid extensions.

then when I try and post I get some html ban message and then when I try and repost it I get this 

Correct the highlighted errors and try again.

• Post flooding detected (user tried to post more than 1 messages within 30 seconds)

WHAT IS WRONG WITH THIS BL00DY SITE?!

nkw it’s done it again 

Your post has been changed because invalid HTML was found in the message body. The invalid HTML has been removed. Please review the message and submit the message when you are satisfied.

Hi david73, 

If the user is setup as a standard user with limited access to customers and suppliers they should not have access to the banking screen or the bank register in the chart of accounts.

Could you send a screenshot of the user settings by going to the Gear icon > Manage users > Edit. If it is not allowing you to attach a screenshot on here you can drop us a private message on Facebook or Twitter (@QuickBooksUK) and we can take a look from there!

Hello

i have been desperately trying to attach a screenshot but even that doesn’t work and throws up error messages and then yet more error messages about the previous errors.

sorry but we don’t have Twitter or Facebook, if you have a proper e mail address then I would be happy to send it to you. Maybe Kyle can call me as he seems to be the only person that knows what is going on.

I want to ensure your two concerns will be taken care of, @david73. 

Let's first check your staff's user access rights so you'll be able to determine if it's properly set up or not. Here's how: 

1. Go to the Gear icon at the upper right. 
2. Select Manage Users under Your Company. 
3. Locate the user's name you want to edit. 
4. Select the drop-down in the Action column, then choose Edit.

If your staff is set up as a standard user with limited access to customers and suppliers, he/she should not see your bank account or have access to your bank register. Please see the screenshot below for your reference. 

If you've selected the All button before, your staff can see and do everything other than with your customers and suppliers transactions. You'll need to change his/her access rights to the appropriate one. Here's how: 

1. From the User type drop-down, choose the type of access you like this user to have.
2. Click Save at the bottom right. 
3. Ask the user to log out, then sign back in to see the change in access rights.

For more information about user types in the program, here are great articles you can refer to: 

• Add, Delete, or Edit A User
• Learn About User Types and Permissions in QuickBooks Online

We haven't received any reported issues about the first error you're getting when trying to post a screenshot on your post. The system will prompt you about the post-flooding error if you’ve entered a reply several times in less than a minute. To help get rid of the error, I'd suggest posting it after every 30 seconds interval.

To help isolate the first error, you can use a private browser since it doesn't store data in the cache. 

For Mozilla Firefox and Internet Explorer, you can press CTRL  + Shift + P on your keyboard. For Google Chrome, hit CTRL  + Shift + N.  Press Command + Shift + N if you’re using Safari. 

If you can post a screenshot using a private browser, go back to your regular browser. Then, clear the cache to improve your browser's overall performance. If private browsing doesn’t work, you can use another browser. 

You can learn more about our product innovations by visiting this link: The QuickBooks Online Blog. I'm also adding these tutorial videos to help you get the most out of QuickBooks. 

This will get you on the right path, @david73. 

Please drop me a line below if you need anything else.  I’ll be right here to help.

I am trying to post a screenshot which is a jpeg and I get an error message saying it needs to be a jpeg 

it about sums this software up 

Correct the highlighted errors and try again.

• The file 6fe2155f-fe8a-4f01-9f4e-d640ae1e1bf8.jpeg does not have a valid extension for an attachment and has been removed. jpg,gif,png,pdf are the valid extensions.
• and then when I try and post it I get another message 
• Your post has been changed because invalid HTML was found in the message body. The invalid HTML has been removed. Please review the message and submit the message when you are satisfied.

Done all that, makes no difference 

Hey David,

I'm loath to see difficulties on our community site, but i also want to ensure you get the best service. It may be worthwhile speaking to our contact teams, we can use our screensharing service, and get the user to log in to see live - what they are seeing, diagnose and advise accordingly.

We are contactable on 0808 234 5337 - Or from within product using the help button, and request a callback.

Sorry there is no such thing as request a callback option on the help screen

its 

chat (wait 5 mins)

or 

post to the community 

which is what I have already done to no effect 

there is in my experience about a 15 minute wait when you call the number which is unacceptable 

I appreciate you are trying to help but this is severely dysfunctional 

Hey david73,

Do you sign in via a QuickBooks Accountant portal? 

If so you will need to navigate into the clients account and select the 'Help' option within there. You will then see the option to get a callback after entering a question - the wait time for this is generally around 5 minutes.

We apologise the wait time for our support line can get busy during peak periods, but we'd like to be able to fully investigate this issue for you.

You could also try deleting your staff members user from the Manage Users and re-adding them with the custom user permissions (limited access to customers and suppliers) to see if this resolves the problem. I have created this user type in my system and am unable to replicate the issue reported in this instance, so if this is still not working please contact phone support so we can get to the root-cause :)

Hi David,

I'm interested to know if you ever resolved this.  I had exactly the same problem.   Staff all set up as limited users, but  could see bank account and thus everyone's salaries.  We  process all our payments for salaries as one block payment in Quickbooks to get around this.  I was told no one else had reported this as a problem so assumed I was doing something wrong.

Thanks

Karen

Hello Karenfritzfryer, 

If you have set users as standard and limited to customers and supplier they should not be able to see the banking section and they will not have the permission to. 

They cannot go onto the bank and see the actual bank account.  However, if they have access to 'Expenses' (which they have if they need to enter purchase orders etc. because they need access to suppliers) they can then see all the Payroll Expenses including all the salaries.

I attached screen shots of the user settings and the salary entry they can see.

Here are the payroll expenses they can see.

We have to bulk enter our payroll payments to overcome this - but there is a lot of very personal information that all staff who need to enter purchase orders have access to.

Because you have got it on expenses which fall under a supplier they will be able to see this as they have access to suppliers. That is why they can see this. 

Ok, I understand that, but that it how it is set up in Quickbooks and I've just been migrated to Advanced Payroll and I see that it is the same.  There is a Wages Expenses Account by default for salaries.  Can this be changed to a non expense account somehow?

What I meant by my last comment is that I didn't create it as an expense account - that is the Quickbooks default. 

Hi, KarenFritzFryer.

Let me share some insights regarding changing your default account for salaries in QuickBooks Online.

Changing the Wage Expense Account for salaries into a non-expense account isn't possible in QuickBooks Online Advanced Payroll. You'll need to choose another expense account if you want to change it.

If you want to change the account, here's how:

1. Click the Gear icon at the upper right corner and choose Payroll Settings.
2. Click Chart of Accounts in the left panel.
3. Select Default Accounts and change the account under Wages Expenses Account.
4. Hit Save.

I'm including this article to help guide you more about the Advanced Payroll in QuickBooks: QuickBooks Online Advanced Payroll Hub.

Also, please know that you can always visit our Help Articles page for QuickBooks Online in case you need some reference for your future tasks.

I've got your back if you need more help with changing payroll account in QuickBooks. I'd be more than willing to lend you a hand.

So, we are back to my original point - if you process salaries in Quickbooks, every member of staff with access to Purchase Orders can see all the salary details of all the other staff because they can see all the expenses listed!

And you are confirming this is how it is set up in Quickbooks, because the previous response implied that my staff could see all the salaries because I had set up Payroll Expenses as an expense account, thus suggesting there was another way to do it?

My issue is, I have only the standard accounts set up for Payroll in Quickbooks.  I don't want to change them.  I just don't want the staff who have access to Supplier settings to be able to see everyone's salary cheque each month.

I am evaluating QBO, I have found by setting up a limited user with only supplier access. (Supplier access i.e Creditors, means they should have the ability to raise PO and post Supplier invoices.

WHY would they need to see your entire bank ledger? If you dont understand what I mean by this... In simple lament terms, our entire bank register is accessible through the expenses tab.

If whilest logged on with a limited access user -- navigate to expenses -- sub menu "expenses" the limited user is able to see all your private financial information.

I think developers should consult with industry specialists before marketing a product. 

This product is useless to me. Just thought I would like to let you know.

I will be evaluating something else instead.

Agreed.  QB is an absolute joke as financial software goes.  Software programmers with zero business experience or knowledge.  To allow a jr bookkeeper access to click off items in a bank rec they can also automatically see the entire employee list of pay checks.  No in the bank but on the actual employee home screen. Again, this is on the employee homescreen with "NO ACESS" granted.   And they can click on every employee and see past payroll check amounts prior to a dialog box popping up saying they have no access to change employees.   Online support is of course no help with the same rote empty promises they've been throwing out for years "I totally agree with you. I will forward this feedback to our engineers so they can work on it and hopefully it will be added in the future updates. As much as I would love to give a work around, we don't have any control"

QBO development team: this is totally unacceptable!!

your development team should have spent at least 5 minutes testing what standard users can access - it is such basic short-sightedness!! They didn't even think to limit access to detailed reports that give a line by line report of every transaction in the bank...so who cares that they can't see the banking feature if they can see everything that has been done in there.

Quite frankly I am shocked that this is so sloppy. How can we put new clients on the system when you cannot even be trusted to secure their information internally! totally unacceptable (yes it's worth repeating!)

I will not try drag and drop files for you to see but you guys can do some actual test in the product...hint: transaction detail by account