Quickbooks Desktop Track and Approve Transactions Questions

Hi, ndamo.

Not to worry, I've got the information you'll need to have your accountant open the "track and approve transaction" screen in QuickBooks Desktop.

Setting up your accountant as an External Accountant user in QBDT lets him/her access your company file to all areas except customer credit card numbers. Let me walk you through how:

1. Go to Company, Set Up Users and Password, and then Set up Users.
2. Select Add User. Fill out the User Name, Password, Confirm Password, and then select Next.
3. Choose External Accountant, and then click Next.
4. Select Yes to give access to your new user, and then Finish.

You can check this article to learn more information about this: Set up an External Accountant user in QuickBooks Desktop.

I'm always here if you have any other questions, @ndamo.

The accountant works for me and has full access.  She is the one creating the bills and requesting approval.

Hi there, ndamo.

Thank you for coming back to the thread, ndamo. I'll make sure to share details on how Track and Approve Transactions features works. Then, route you to the right support team to assist them further.

The convenient dashboard organizes those bills that require specific approval before being paid. Both the accounts payable clerk and selected approvers receive emails keeping them informed of the status of vendor bills. That said, only one approval process can be activated for a specific type of transaction and you can only assign an approver for an approval process. With this, if you already assigned a particular user as an approver, accessing the Track and approve Transactions screen as an accountant isn't possible even have full access. 

Since the mentioned above is unavailable, I encourage you to submit feedback. These requests and suggestions are forwarded to the Product Development Team for consideration in the future. To start with, you'll have to go to the Help icon and choose Send Feedback Online.

You may refer to his article to view various information on how an External Accountant user in QuickBooks Desktop manages some areas in the system and how it works: Set up an External Accountant user in QuickBooks Desktop.

I'll be around to help if you have any other questions about this concern. Just let me know by leaving a comment below. Have a nice day ahead.

The requester cannot even see the comments.  Why is there a place to put comments, when the requester will never see them.  This has nothing to do with an outside accountant, I have been referring to the account payable clerk,  

Also, some of the bills that the accounts payable clerk are submitting are not being submitted for review, and are bypassing the review process.  The only condition set is the amount being over $0, so I'm not sure why it is not working

Hello there, @ndamo. 

 I'll make sure to share details on how Track and Approve Transactions features works. Then, route you to the right support team to assist them further.

For now, I recommend contacting our support so you’ll be added to the list of affected companies. This way, you’ll get notified once the resolution is rolled out. Just ensure to check our business hours to prevent waiting time. Then, follow the steps outlined below:

1. Open QuickBooks.
2. Go to Help, then select QuickBooks Desktop Help.
3. Select Contact Us.

You may refer to his article to view various information on how an External Accountant user in QuickBooks Desktop manages some areas in the system and how it works: Set up an External Accountant user in QuickBooks Desktop.

All of us here in the Community are happy to help in any way we can, so please don't hesitate to reach out with any more questions you have!

Did they fix it yet

Thank you for getting back here in the Community, @ndamo. 

Let's make sure you have the latest QuickBooks release on that one computer. 

Keeping your QuickBooks updated prevents unexpected issues within the program. Let me walk you through the steps. 

1. Go to Help, then Update QuickBooks Desktop.
2. Select the Options tab, and tick the Mark All button.
3. Click the Update Now tab, then put a checkmark on the Reset Update box.
4. Hit Get Updates. Once the update is complete, restart your computer. 

Then, you can set up again your External Accountant user in QuickBooks Desktop. 

1. Go to Company, Set Up Users and Password, and then Set up Users.
2. Select Add User. Fill out the User Name, Password, Confirm Password, and then select Next.
3. Choose External Accountant, and then click Next.
4. Select Yes to give access to your new user, and then Finish.

Aside from that, make sure that users are using the minimum system requirements to ensure compatibility, thus making QuickBooks works without issues. 

If the issue still persists, you'll want to get in touch with our Customer Care Team. This way, we'll be able to look into your account in a safe environment and run a series of tests to rectify the underlying issue. You may check our support hours first to ensure that we address your concerns on time.

You can check this article to learn more information about this: Set up an External Accountant user in QuickBooks Desktop. 

Don't hesitate to reach out anytime if you need help with anything else. The Community is always here to lend a hand. Thanks for posting and have a wonderful day. Stay safe! 

Why do you keep telling me to set up an external accountant?  I don't have an external accountant.   To help someone solve their problem you should probably read what the problem is first.  

It states there is nothing new to download and will take a long time.  I don't have all day to take shots in the dark here.

Allow me to step in and clarify things out for you, ndamo.

Yes, you're right that only the approver can view the approve or reject status of the bill from the Track and approve transactions window.

This is because you can only assign one approver for the approval process. If you want the accountant to do the approvals, make sure to select the name. Here's the screenshot of where to select an approver.

You can consider sending a request about adding a second user to access the Track and approve transactions page. Let me show you how:

1. Go to Help.
2. Pick Send Feedback Online, then Product Suggestion.
3. Fill in the form, then click Send Feedback.

Your valuable feedback goes to our Product Development team to help improve your experience in QuickBooks. 

I'm adding this link to see the video tutorial on where to enter the approver: How to set up custom bill approval workflows in QuickBooks Desktop Enterprise.

For additional information about the Track and approve transactions page, you can visit page: New and improved features in QuickBooks Desktop 2022. Then, scroll down and go to the NEW! Accounts payable approval process section. It provides screenshots and some insights about the feature.

Keep me posted if there's anything else I can help you with tracking approved and rejected bills. I'll be around to provide the information that you need.

Yes, thank you for the detailed instructions on setting it up.  I don't know why the accountant would also approve the transactions, that doesn't make any sense.    The problem is that the system actually does not work.  Many transactions are not being sent for approval, they are just skipping the entire approval process.  

A secondary problem is that AP cannot see the status of any of the transactions.  The third problem is that once a transaction is rejected, the transaction, item receipt AND the PO have to be deleted and recreated in order to rectify the problem; this is so bad that I would never reject a transaction.  The transaction should be made so that it can be resubmitted.  

You guys should make products that work instead of making products that you can advertise as working to sell subscriptions.  By the time people realize your product doesn't work it's too late to switch to another product that does work.