Quickbooks Desktop Access Control - Best Practices

TL1960 · ‎January 18, 2024

Hello,

Hopefully, it's OK to pose a question regarding best practices. I'm a newly-elected board member and treasurer for an also-new 501c3 nonprofit and I am researching best practices. My question is about access to our Quickbooks Desktop software.

-The Intuit Account belongs to another organization. No access for anyone in our nonprofit to that, of course.

-The individuals who I believe have a need to have access to our nonprofit Company in Quickbooks are the bookkeeper, myself as treasurer, the board chair, and the executive director.

-I think the Quickbooks Company admin should be either the board chair, me, or the executive director. We don't have the executive director position filled yet, so I think the board chair is a good choice. She won't likely go into Quickbooks, but will always be able to if necessary. When the executive director is hired, we could transfer the Company admin role to that person.

-I plan to be in our Quickbooks desktop program often to run reports and keep an eye on things, but I think my access should be limited to viewing all records, and running reports. I am a signator on checks and I also know that I am not permitted to record any transactions, so I don't need more than viewing privileges.

-The bookkeeper needs full access but no administrator privileges.

Am I following best practices if I recommend that we implement what I describe above? Thanks for any advice.

ChristieAnn · ‎January 18, 2024

Welcome back to the QuickBooks Community, TL1960.

I'll provide details on how user access works in QuickBooks. I'll also ensure that your organization's data permissions are properly managed.

As mentioned by 4Gal, you need to request to transfer the role of the Intuit Account's primary admin from another organization to yours. To do this, you have to coordinate with the person and this admin will request to us to move the role to your team to help maintain the security of their financial data.

On the other hand, you're now on the right track in assigning the roles. The Bookkeeper might added as a Full access user since this person needs unlimited access but no administrator privileges. Then, you're right about assigning the Company admin role to the board chair as she won't likely go into QuickBooks but will always be able to if necessary. Then, transfer the Company admin role to that executive director once hired.

Lastly, the admin can add you as the report-only user since you're only a signator on checks on the program and handling reports to keep an eye on things. To see further guidelines on how a specific role and access are organized in the program, you can read this article and share it with your organization: Create and manage users and roles in QuickBooks Desktop Enterprise. This also provides steps on how to customize each role and give individual permissions for specific tasks.

In case your organization needs further procedures for effectively managing your business using QBDT, you can read this article: Help guide for QuickBooks Desktop.

If you have any additional questions on managing users in QBDT or other related concerns, you can add them below. I'm always here to help,

TL1960. Have a great day!

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MJoy_D · ‎January 18, 2024

You're welcome, @TL1960. We are happy to be of assistance.

I'm glad to know that my colleague, ChristieAnn, was able to address your concern.

If you have any further questions or would like additional assistance, please do not hesitate to post here in the Community. We are always here to help. Have a great day!

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4Gal · ‎January 18, 2024

The Intuit Account belongs to another organization.

This will be important and crucial in the future. You must request to transfer the existing Primary Contact of the CAMPS to the Primary Admin (i.e. board chair or executive director). Then the Primary Admin will give you access as a Report only user and a Full Access user to the bookkeeper.

ChristieAnn · ‎January 18, 2024