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E
Elarocca
March 15, 2022
Question

User Roles

  • March 15, 2022
  • 2 replies
  • 9 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?  

    2 replies

    MJoy_D
    MJoy_DQuickBooks Team
    QuickBooks Team
    March 17, 2022

    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:

     

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

     

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

     

    1. From the Role List tab, proceed to the User List tab and select New.
    2. Set the user name and an optional password.
    3. In the Available Roles section, select the user’s roles and click Add.
    4. 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!

    D
    Dbljs
    April 4, 2024

    Mine isnt even giving me the roles option, how do I go about getting that?

     

    Clark_B
    Clark_BQuickBooks Team
    QuickBooks Team
    April 4, 2024

    Thank you for joining the thread, @Dbljs.

     

    Allow me to provide insight about the roles option in QuickBooks Desktop (QBDT).

     

    To start with, only the admins can create and manage users. I suggest to making sure that you sign in as the admin user of the company file. However, if you're the admin and you signed in but still don't have the roles option.

     

    Let's use the verify and rebuild tools in QBDT that address a data issue with your company file that causes the behavior where you don't have the roles option. The verify tool situates the most common problems in a company file, and the rebuild tool fixes them. Here's how:

     

    1. Go to Window, then select Close All.
    2. Go to File, then choose Utilities.
    3. Select Verify Data. If you see:
    • QuickBooks detected no problems with your data — your data is secure, so you don't need to do anything else.
    • If you see an error message – you can search on our QBDT support site to learn how to fix it.
    • If your data has lost integrity – damage to your data was found in the file and we have to rebuild your data.

     

    If you need to rebuild the data in your company file, please follow the steps provided below:

     

    1. Go to File, then select Utilities.
    2. Click on Rebuild Data.
    3. Follow the on-screen instructions, then press OK.
    4. Select the place where you want your backup file to be saved, then tap OK.
    5. Enter a new name in the File name. Click Save.

     

    Please refer to the article below, which provides detailed instructions on the steps I outlined earlier.: Verify and Rebuild Data in QuickBooks Desktop.

     

    You can utilize these articles to help manage the restrictions of a user on your company file.

     

     

    I'll also add this article to guide you on how to export and modify your reports: Understand reports.

     

    You can always get back to this thread if you have follow-up concerns with the roles option. The Community is here to help you out.

    J
    just reading
    March 8, 2023

    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
    GebelAlainaMQuickBooks Team
    QuickBooks Team
    March 8, 2023

    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:

     

    1. Go to the Help menu and then select Send Feedback Online.
    2. Choose Product Suggestion.
    3. Add the type of feedback.
    4. Type in your feature suggestion.
    5. 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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