Learn how to set data level permissions in QuickBooks Desktop Enterprise Platinum, Diamond and Accountant 21.0.
In QuickBooks Desktop Enterprise, you can set different data level permissions for a users job role. This way, you can give access to only the areas of QuickBooks a user needs to do their job.
For example, you can give access to a sales rep in Texas so they can create invoices or email customers for their area’s customer group. You can create groups for vendors a user works with. You can also create groups for employees. Here’s what to do.
How to create a restricted role
- Go to the Company menu, then Users and select Set up Users and Roles.
- Select the Role List tab and select either New or select Edit for an existing role.
- Go to Areas and Activities, then Centers and select either Customer center or Vendor center.
- Select Custom, then select Define.
- Select the customer/employee/vendor groups to give permission at a group level.
- Select the view, modify, delete, print and view balance access levels based on your requirements.
- Note: Creating a new record permission will be global for the role created.
- Select OK to save the role.
How to assign a restricted role to a user
Depending on the user roles assigned, the user will only be able to see and create transactions and entries for their customer or vendor group. They can also see reports based on their group.
- Go to the Company menu, then Users and select Set Up Users and Roles.
- From the Users tab, select either New or select Edit for an existing user.
- Enter the User Name and Password.
- From Available Roles, select the users role then Add.
- When you’re done, select OK.