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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!

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Best answer 12-10-2018

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Established Community Backer ***

You can't delete users that have created transactions. Wh...

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.

19 Comments
Established Community Backer ***

You can't delete users that have created transactions. Wh...

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.

Not applicable

This is helpful.  I wonder if I deleted all transactions...

This is helpful.  I wonder if I deleted all transactions in this account, could I delete the account then?
Established Community Backer ***

I can create a new user and as long as it isn't the prima...

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.
Not applicable

Thanks for the info.  It was very helpful.  I actually do...

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.
Established Community Backer ***

There might be a problem with it not allowing deletion. I...

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.
Not applicable

I'm going to agree with @IntuitBiscotti on this; a "hide...

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.
Established Community Backer ***

We are adding that to 2016 version

We are adding that to 2016 version
Not applicable

That's awesome! Thanks @IntuitBiscotti .  Does there happ...

That's awesome! Thanks @IntuitBiscotti .  Does there happen to be a launch date for the 2016 version?
Established Community Backer ***

Not allowed to comment on that sort of thing.

Not allowed to comment on that sort of thing.
Not applicable

I need to delete an old book keeper but not the transacti...

I need to delete an old book keeper but not the transactions she entered.  Surely QB allows for this?
Established Community Backer ***

2015 does not but you can rename the bookeeper to "delete...

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.
Not applicable

I do not think this user had any transactions because I j...

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....
Established Community Backer ***

Reports->Transaction Detail Report.  Click on the Options...

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.
Established Community Backer ***

You are logged in as an admin user?

You are logged in as an admin user? 

Not applicable

Yes, I am logged in as the Admin.

Yes, I am logged in as the Admin.
Not applicable

I have the same problem

I have the same problem
Not applicable

I also have the same problem.  Help!

I also have the same problem.  Help!
Not applicable

I am logged in as the admin but I cannot delete an accoun...

I am logged in as the admin but I cannot delete an account that has no information in it.
Established Community Backer ***

I got nothing unless its a bug. Use quickbooks>quickbooks...

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