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Level 1

User Role - view item list & quantity without seeing cost

I am on QB Enterprise and we use the item list a lot to quote prices to customers. I would like to set up a new user that has access to this item list, but limiting their access to viewing the price and quantity without gaining access to cost info. Is this possible?


Since we have advanced inventory turned on and use multiple inventory sites, I also want to give this user access to viewing the quantity on hand at different inventory sites. Right now we do it by double clicking on the item on the item list (or hitting ctrl+E), then clicking inventory site info. This reveals the quantity on hand by site.


Using reports is too cumbersome for us since there is no ability to do a quick search within the report. We also do not want to revert to Excel.

4 Comments 4
QuickBooks Team

User Role - view item list & quantity without seeing cost

Greetings, @kaisersy.


Welcome to the Community! I can share some resources on how you can set up user access and restrictions in QuickBooks Desktop Enterprise.


You can set up a specific access to your user who will be managing your inventory access. here's how:

  1. Go to Company.
  2. Choose Users.
  3. Select Set Up Users and Roles.
  4. Under the User List tab, click New.
    1. Enter the user name and password for the user.
    2. In the Available Roles, scroll down and locate Inventory.
    3. Click Add.
    4. Hit Ok.  
  5. Go to Role List tab.
    1. Look for Inventory.
    2. Click Edit.
    3. In the Edit Role window, you can specify up to what level of information would you like this specific User will be able to access.
      • None
      • Full 
      • Partial
    4. Click on the Plus icon (+) on each Area and Activities to expand lists.
    5. Click Ok. 
  6. Hit Close. 

That should do it! For additional insights, you may check out this article:

If you need further assistance with the steps above, I’d recommend reaching out to our Technical Support Team. A specialist will be able to access your account on a secured environment and further help you via secured remote access session.


Here’s how you can reach them:

  1. Go to the Help menu.
  2. Choose QuickBooks Desktop Help.
  3. In the Have a Question window, click Contact us at the bottom portion of the screen.
  4. Click Search for something else.
  5. Type in a keyword about your concern.
  6. Hit Search.
  7. Click on Start a Message.

Stay in touch with us here in the Community and let me know how it works. I'm always here to help you user’s access and restrictions in QuickBooks Desktop.

Level 1

User Role - view item list & quantity without seeing cost

Thanks for this. The workaround I found was to limit the user role access to view item list only. I didn't realize there was a "current availability" option in the activities button. This reveals quantity by inventory site and whether they are available to sell. The only problem with this method was if there is an incoming quantity on PO, clicking the show details button reveals the name of the vendor below. I know some businesses consider this sensitive information that do not need to be seen by sales staff, so I don't understand why this cannot be blocked in user roles. I had to change each vendor name to a code name.

QuickBooks Team

User Role - view item list & quantity without seeing cost

I appreciate the information that you've given, @kaisersy.


Allow me to step in this conversation and provide some insights about the user roles in QuickBooks Desktop.


Currently, hiding the vendors' information when opening a purchase order in QuickBooks Desktop isn't an option for us. The options provided by my peer @IamjuViel above, are the only restrictions that we can offer. 


However, I can see how this option would be beneficial to you and your business. We always aim to deliver customer satisfaction, that said, I'll submit feedback on your behalf to our developers. Doing this helps them asses on how we can improve your QuickBooks Desktop experience.


This should get you moving today.


Don't hesitate to reach back out to me if you have any other concerns with QuickBooks. Wishing you and your business continued success.

Level 1

User Role - view item list & quantity without seeing cost

One workaround I used to limit my sales staff's ability to "click into the Item list" is to arrange each Users Item List columns to show them the Qty. on PO, Qty. on Sales order, etc. 

First, you allow "them" to customize the item list, and then once you personally have added & removed the columns you want them to see, you log in as Admin again & limit that role's ability to customize the list themselves later.

We were having trouble previously with price updates, description updates, etc. This trick definitely squashed those issues, as well as allowed them to see if out of stock items were already placed on a PO by our Purchasing Team.

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