Question

User Roles

Forum|Forum|4 years ago
March 15, 2022
2 replies
30 views

I would like to create a User Role with limited permissions regarding payroll and various reports. Specifically they'd need to be able to run Profitability Reports that include lump sum payroll amounts (without being able to drill down to see who's making what) so that they can get the full cost of the job rather than just seeing the material costs. Is this even possible?

QuickBooks Desktop

MJoy_D

QuickBooks Team

I can help you with creating a user role that can run the report that you need, @Elarocca.

Yes, you can set a role that can access and generate specific reports only.

Here's how:

Go to the Company menu and hover on Users and choose Set Up Users and Roles.
Click the Role List tab and choose New.
Give the role a name and description.
In the Area and Activities section, click on Reports and set the areas where this user can only access.
Review each area and select None, Full, or Partial to set the role's permissions.
Click on OK to save.

Once you're creating the role, you can add a user and set the role. Check out these steps:

From the Role List tab, proceed to the User List tab and select New.
Set the user name and an optional password.
In the Available Roles section, select the user’s roles and click Add.
Click OK to save.

Refer to this article for more information about creating and assigning roles to your users: Create and manage users and roles in QuickBooks Desktop Enterprise. This will also guide you on how to view all roles and their permissions by generating a Permission Access by Roles report.

Here's also more information on how to reset your Admin password or a user password in case you've lost it or a user forgot it: Reset your password for QuickBooks Desktop.

Let me know if you need further help with user roles and permissions in QuickBooks Desktop (QBDT). I'm always here to help. Have a great rest of the day!

G

GC11

We have two employees that should not have access to payroll reports of any type. We have them set up under user roles that they cannot get into the Payroll section, however, they can bring up a deposit detail report and a check detail report and see this information. Can I set up a new role that these reports would be blocked.

MaryLandT

Level 10

Thanks for joining this thread, GC11.

You can select None for the Employees & Payroll role. That way, your employees won't have access to payroll reports.

To give them access to the Deposit Detail report, you can navigate the Banking area from the Role List. Then, edit the areas and activities you want to restrict.

Here are the steps you can follow to modify the access of an employee or a user.

Go to the Company menu, then select Users.
Select Set Up Users and Roles.
Enter the admin password, then select OK.
Select the Role List tab.
Choose Banking, then select Edit to review its permissions.
From the Area and Activities section, select an area of your accounts. You can select None, Full, or Partial to set the access level.
Once you set the permissions, select OK to save.

You can always set up a new role, modify the access, then assign it to the user. Keep in mind, any adjustments you make apply to all users who have that role.

I'm leaving these articles to keep both your QuickBooks Desktop and tax table up-to-date.

Get back to me if you need more help by commenting below. I'll be right here whenever you have follow-up questions about setting up an access to your employees.

J

just reading

I have the exact same problem. I need a project manager role that can see all the details of job cost details without exposing employee specific payroll data. The job costing needs to include payroll costs, without the ability to see individual pay rates. Why hasn't this been solved?

G

GebelAlainaM

QuickBooks Team

I hear your sentiments and would be happy to make things better. I can provide you with some details on how you can enable this feature in the future.

I understand that having the option to manage a project that can see all the details of job costs without exposing employee-specific payroll data is beneficial for your business. However, it is currently unavailable.

If you want to enable this feature in future updates, you can submit feedback to our product developers. This way, they will get a great chance to know this and may add these feature enhancements in future updates in QuickBooks Desktop.

Here's how:

Go to the Help menu and then select Send Feedback Online.
Choose Product Suggestion.
Add the type of feedback.
Type in your feature suggestion.
Once done, click Send Feedback.

Then, you can visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback.

Additionally, please keep in mind that we can't provide our developers will be based on the number of requests they receive from customers like you. The more request they get, the sooner it is implemented.

Moreover, you can check out this article for future use: Create and manage users and roles in QuickBooks Desktop Enterprise.

Post a response below if you have any other concerns related to QuickBooks or if you need more help managing users in QuickBooks Desktop. I'll be happy to help you. Take care!

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