Credit Card

Becky H · ‎July 19, 2022

For a company that has numerous employees with company credit cards, & the credit card statement is connec is it possible for each employee to code their own credit card transactions to the proper accounts/division within Quick Books & then for the manager just to be able to approve?

Maybelle_S · ‎July 19, 2022

You can add your employee as a standard user type, @Becky H.

A standard user type is limited to particular options. This type of user will be able to add, edit, and delete products and services. That said, they can input credit card transactions into your book. You'll want to check here to know more about the access rights of the standard user.

Now, I'll guide walk you through step by step on how to invite a standard user to type in your book:

Go to the Gear icon.
Select Manage users under Your company.
Click the Add user button in the upper-right corner.
Select Standard user and then, click Next.
For the access rights, select Limited.
Tick the Customer box. After that, you'll see what this user can see and do in your book.

Let them know that they'll need to accept your invitation through email so they can now input inventory in your book. Also, you can use the audit log to see the activities of the users. Like who made the changes and the date when the changes happen to your books.

Get back to me anytime if you have other questions about managing user your QuickBooks account. Thanks!

View solution in original post

Maybelle_S · ‎July 19, 2022

You can add your employee as a standard user type, @Becky H.

A standard user type is limited to particular options. This type of user will be able to add, edit, and delete products and services. That said, they can input credit card transactions into your book. You'll want to check here to know more about the access rights of the standard user.

Now, I'll guide walk you through step by step on how to invite a standard user to type in your book:

Go to the Gear icon.
Select Manage users under Your company.
Click the Add user button in the upper-right corner.
Select Standard user and then, click Next.
For the access rights, select Limited.
Tick the Customer box. After that, you'll see what this user can see and do in your book.

Let them know that they'll need to accept your invitation through email so they can now input inventory in your book. Also, you can use the audit log to see the activities of the users. Like who made the changes and the date when the changes happen to your books.

Get back to me anytime if you have other questions about managing user your QuickBooks account. Thanks!

Becky H · ‎July 19, 2022

Maybelle, this is great news! Thank you so much. One more question, when the employee enters the transactions, are they able to place the expense in to the correct account/category? For example, placing a meal expense in to the meal account for the Phoenix location; or an office supply expense in the Office supply account, for the Phoenix location?

ShiellaGraceA · ‎July 19, 2022

Thanks for getting back t us, @Becky H.

I'll share some insight about coding credit card transactions. When your employee records an expense transaction, they can choose the accounts. Just make sure to create them from the Chart of Accounts so they can apply it. Let me guide you how.

To create an account:

Go to Accounting.
Select Chart of Accounts.
Tap New. Then, enter the necessary account information.
Click Save.

After that, record a credit card expense transaction by following these steps.

Go to +New.
Select Expense.
Enter expense details.
Under Category details, locate the meal account.
Click Save and Close.

For more information about expense transactions and accounts, check out these articles:

I'm also attaching this link here in case you need help managing expenses in QuickBooks Online. It has topics with articles to guide you along. Take care and have a great day ahead.

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