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Wboe27
Level 1

How to delete users?

 I just updated from QB Mac 2012 to 2015 (version V16.0.3 R4 Build 1460) and I have two users I need to delete. I open preferences and “users and passwords” and then select the user I want to delete. I’m SUPPOSED to be able to click on the minus sign to remove them but it is grayed out. I’ve restarted my computer, tried added a password to the Admin account and the user accounts, then tried deleting the passwords, restarted again, etc. and nothing works! Any help would be greatly appreciated!

Solved
Best answer December 10, 2018

Best Answers
IntuitBrooks
Level 9

How to delete users?

You can't delete users that have created transactions. What you can do is change their user names to "Inactive 1", "Inactive 2", etc.  And then change their password to something that can't be guessed.

View solution in original post

23 Comments
IntuitBrooks
Level 9

How to delete users?

You can't delete users that have created transactions. What you can do is change their user names to "Inactive 1", "Inactive 2", etc.  And then change their password to something that can't be guessed.

View solution in original post

cdino
Level 2

How to delete users?

This is helpful.  I wonder if I deleted all transactions in this account, could I delete the account then?
IntuitBrooks
Level 9

How to delete users?

I can create a new user and as long as it isn't the primary admin user I can delete them. So I think yes - although I doubt it has been tried often or is worth it. If you delete all the transactions you probably mess up your books (assuming the transactions were valid to begin with).  There are many things in QuickBooks (like accounts, vendors, employees) that can't be deleted but can be made inactive. We really need an "inactive" mode for users, too.
cdino
Level 2

How to delete users?

Thanks for the info.  It was very helpful.  I actually don't believe I ever really used the account I wish to delete but it seems that although there are no transactions, it does share the same Chart of Accounts as my main account.  I don't know how that is possible because it is clearly updated but there are items I'm positive I didn't track a year ago when I initially tried to delete the unwanted account.
IntuitBrooks
Level 9

How to delete users?

There might be a problem with it not allowing deletion. In most cases the better solution is going to be to make it inactive and disable it (since most of the time users will have transactions associated with them).  I created a request for this in our work data base.
Brian-Steck
Level 1

How to delete users?

I'm going to agree with @IntuitBiscotti on this; a "hide user" option or "inactive" mode would be very helpful.  The login screen is becoming clogged with old users who no longer work at the company.
IntuitBrooks
Level 9

How to delete users?

We are adding that to 2016 version
Brian-Steck
Level 1

How to delete users?

That's awesome! Thanks @IntuitBiscotti .  Does there happen to be a launch date for the 2016 version?
IntuitBrooks
Level 9

How to delete users?

Not allowed to comment on that sort of thing.
Magenta1
Level 1

How to delete users?

I need to delete an old book keeper but not the transactions she entered.  Surely QB allows for this?
IntuitBrooks
Level 9

How to delete users?

2015 does not but you can rename the bookeeper to "deleted" or something similar and change the password.  In 2016 you will be able to set them to inactive.
thurman1974
Level 1

How to delete users?

I do not think this user had any transactions because I just set it up as a test to see for another QB user to tell them how.  Now I am stuck with the thing.  How do I go back and see if there are any transactions created by this user so I can delete them.  There will not be more than 1 at the most so I can just repost it under the Admin user....
IntuitBrooks
Level 9

How to delete users?

Reports->Transaction Detail Report.  Click on the Options button and check "Last modified by".  That will list the user.  Change the dates popup to All Dates. You can then click on Last Modified by in the report to sort by user. You can also use the search field in the top right then.
SkinnyRaven
Level 8

How to delete users?

You are logged in as an admin user? 

WBoe
Level 2

How to delete users?

Yes, I am logged in as the Admin.
margogc
Level 1

How to delete users?

I have the same problem
cdino
Level 2

How to delete users?

I also have the same problem.  Help!
cdino
Level 2

How to delete users?

I am logged in as the admin but I cannot delete an account that has no information in it.
SkinnyRaven
Level 8

How to delete users?

I got nothing unless its a bug. Use quickbooks>quickbooks feedback and report it as such.
Barbro
Level 1

How to delete users?

I don’t want to pay for past employees that no longer use the app. How can I do that?

Catherine_B
QuickBooks Team

How to delete users?

Hello there, Barbro.

 

What app are you referring to so I can walk you through the detailed steps on how to remove or inactivate your employees.

 

If you're referring to QuickBooks Desktop, you can inactivate your employees that no longer work for the company. However, you can't them if they have pending transactions or a balance. Inactivating them will not show up on your reports and every time you run payroll.

 

Here's how: 

 

  1. Open your QuickBooks Desktop company file.
  2. Go to the Employees menu and select the Employee Center
  3. From the list of employees, select the first employee to inactivate.
  4. Right-click on the employee's name and select Delete Employee
  5. Select OK to confirm the deletion. 

If you're not paying the employee, for the time being, you can unselect them in the Enter Payroll Information window when you run payroll. 

 

If you're using QuickBooks Online, you can follow the steps in these articles on how to manage your employees: 

Any additional information about the app you're using is much appreciated. Feel free to post your reply below if you need more help. You take care and have a great day!

sancrisme
Level 2

How to delete users?

how do I delete a user in QBO? the user screen is clogged up with a bunch of users which we don't need anymore. The links above don't help resolve that. 

LollyNino_C
QuickBooks Team

How to delete users?

Thanks for reaching out to us here in the Community, @sancrisme

 

You unable delete users that have created transactions. What you can do is change it into inactive instead. Then change their password to something that can't be guessed.

 

If you're referring to QuickBooks Desktop, you can inactivate your employees that no longer work for the company.

 

Here's how: 

  1. Open your QuickBooks Desktop company file.
  2. Go to the Employees menu and select the Employee Center
  3. From the list of employees, select the first employee to inactivate.
  4. Right-click on the employee's name and select Delete Employee
  5. Select OK to confirm the deletion. 

If you're not paying the employee, for the time being, you can unselect them in the Enter Payroll Information window when you run payroll.

If you're using QuickBooks Online, you can follow the steps: 

  1. Sign in to QuickBooks with a user profile that has permission to manage users.
  2. Select Settings ⚙.
  3. Select Manage users.
  4. Find the user you want to delete. Then select the arrow icon in the Action column.
  5. Select Delete.
  6. In the confirmation window, select Delete again.

Keep in mind, deleting a user is permanent. But you can still view their history in the audit log

For your reference, you may check out these articles for more information: 

If you have any other questions or concerns, feel free to post below. Thank you for your time and have a nice day. 

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