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TL1960
February 4, 2024
Solved

Payroll Processing Permissions

  • February 4, 2024
  • 2 replies
  • 5 views

Hi,

We recently changed some permissions in our small nonprofit and the bookeeper transitioned from having Admin access to Full Access. When trying to process payroll, the accompanying restriction message showed up. I signed in as Admin and we promptly finished processing payroll. 

 

However, we want the bookeeper to process payroll. Is the resolution as easy as me going in an editing the Full Access role to include payroll processing, or do we need to select a different role such as External Accountant even though that title doesn't fit the job bookeeper is actually doing?

Thanks! 

Best answer by BigRedConsulting

Yes, "Full" access is not the same as the special Admin user. Not "Full", basically.

 

Yes, to do whatever the bookkeeper was trying to do, they will need to be either the Admin user or the special Accountant user.

 

I wouldn't get hung up on the label. It's whatever you make of it.

2 replies

T
TL1960Author
February 4, 2024

FYI,

The pop us says "Only Quickbooks Administrator or or an External Accountant can perform this action. You must reopen the company file and login a the Admin or an External Accountant to do this. 

Adrian_A
Adrian_A
Level 8
February 4, 2024

Hi TL1960,

 

I appreciate you for adding a screenshot. Let's modify some settings to get rid of the error.

 

You'll receive this error message since the full payroll setup is set to only the Administrator or an External Accountant can access it. For the Full Access role, your bookkeeper can still change the payment method and filing method when setting up payroll.

 

To resolve the issue, you'll need to remove sensitive reporting. Here's how:

 

  1. Sign in as the QuickBooks Admin.
  2. Go to the Company menu, then select Setup Users and Passwords, and then Set Up Users.
  3. Highlight the user, then select Edit User.
  4. Follow the Change User Password and Access wizard to remove sensitive reporting access.

 

Furthermore, you can check this article on how to manage user roles: Create and manage user roles.

 

You can always post in the forum whenever you have concerns about setting up payroll.

L
Lilalykat
April 24, 2024

I received the same error when trying to import a file. I logged in as Admin to review the user who is assigned Accountant, AP, AR, Banking, Finance, Full Access, Payroll Manager, Payroll Processor, Time Tracking roles. When I review permissions for the user, most items are "Full" or "Mixed" including the Timer Import and Timer Export functions, so why is the user receiving that error? 

BigRedConsulting
BigRedConsultingAnswer
Level 15
February 4, 2024

Yes, "Full" access is not the same as the special Admin user. Not "Full", basically.

 

Yes, to do whatever the bookkeeper was trying to do, they will need to be either the Admin user or the special Accountant user.

 

I wouldn't get hung up on the label. It's whatever you make of it.

    T
    TL1960Author
    February 5, 2024

    Thank you so much! Between you and the QB Forum Admin, I'm sure I have a good solution and will check back to mark this as done when I get the settings changed. 

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