Role permissions

I can guide you through the steps on how to manage the rule assigned to a user, candreoli.

You need to modify the banking role and uncheck the Delete option. This way, the user won't be able to delete a deposit. Let me show you how to do it:

Step 1: Remove the current roles of the user
 

1. Go to the Company menu.
2. Select Users, then pick Set Up Users and Roles.
3. Go to the User List tab.
4. Highlight the user, then click Edit.
   
5. Remove Banking from the Assigned Roles section, then click OK.
   
    

Step 2: Modify the Baking role
 

1. Go to the Role List tab.
2. Highlight Banking from the list, then click Edit.
3. Under the Area and Activities, click the + Banking to expand the section.
4. Highlights Deposits.
5. Uncheck the Delete box.
   
6. Click OK to save the changes.
7. Once done, go back to the User List tab and re-assign the Banking role.
8. Click OK to save the changes.
    

I'm adding this link to learn how to customize the access for different user roles: Create and manage roles in QuickBooks Desktop.

Also, to keep your program up-to-date, make sure to download the latest QuickBooks release. This helps the system have the latest features and fixes.

Let me know if there are other roles you need to modify by commenting below. Just tag my name, and I'll get back to you.

Would like to discuss the best roles for an external user to prevent modification of data but to allow as many other functions as possiable. Chris at [Removed].

Hi there, CF17. 

Setting up users with permissions is recommended when you have multiple users working in the same QuickBooks® file. Transactions are assigned to users and many changes to the file are also tracked to the user who logged in to the file.

To create a user login and set permissions for additional users, follow these steps:

1. Click the Company, and select Users. Then Set Up Users and Roles.
2. From the User List dialog box, select Add User.
3. Enter a User Name and Password (optional but recommended) and enter the password again to confirm.
4. If you need to add additional licenses to your QuickBooks file, click the Explain link
5. If you didn’t enter a password, click Yes to create a password or No to skip this step.
6. Select the access option:

• • All areas—Provides access to all areas of QuickBooks except those which require Admin access.
  • Selected areas—Allows you to choose the options for access to each sensitive area of your QuickBooks data.

Each dialog box offers details about the access levels and most include some or all of the following permission levels: 

• No Access
• Full Access
• Selective Access—Includes all or some of these options:
  • Create transactions only
  • Create and print transactions
  • Create transactions and create reports

If you are uncertain about the limitations of a permission setting in QuickBooks, I recommend you set it for the Create Only option. The highest level of security. Then log in as that new user and attempt to access an area the employee will work in or an area she shouldn’t be in to determine if the permissions assigned provide the controls you need. QuickBooks will tell you what level of permission is needed for any task you attempt. 

You can also check this link for QuickBooks Desktop Users and Restrictions. 

Our doors are always open to assist you with any concerns or questions you may have. Looking forward to helping you out again. Stay safe!