Manage Employees in QuickBooks Desktop Point of Sale

Setting up users or Employees in Quickbooks Desktop Point of Sale are important for tracking commissions, securing your data, and monitoring who created particular transactions.

Turn on Employee Log-in:

1. From the File menu, go to Preferences then Company.
2. On the left pane, select General.
3. Check the Require users to log in box, then Save.

Add new Employees

Note: Only Sysadmin can add new Employee or reset password of Employees.

1. From the Employees menu, select Employee List.
2. Click on New Employee.
3. On Employee Info tab, fill up the necessary fields.
   • Login Name - This serves as the Employee's username when logging into the company file.
   • Security Group - Assign a Security Group to determine the level of access the Employee has to the company file.
   • Create Password - Enter a password that the Employee will use together with the Login Name when logging in the company file.
4. Click Save.

Security Rights

Adding and modifying security rights are important to give or limit an Employee’s access to the company file. There are already predefined Security Groups that can be assigned to each Employee in which you can modify the rights by going to Employee menu > Security.

You can also add a Security Group by going to Employee menu > Security > New Group.

Note: If an Employee doesn’t have the security right to perform a certain task, the button or the action is grayed out or unavailable.

To check if the Employee doesn’t have enough security rights:

1. Log in as Sysadmin.
2. If you are able to click the button or perform a task that was unavailable before, this means that the Employee lacks the security rights.

Add Employee’s security rights

1. Log in as Sysadmin.
2. From the Employees menu, go to Employee List.
3. Take note of the Employee’s Security Group, then hit Close.
4. Go back to the Employees menu, then choose Security.
5. Use the View drop-down to filter the task.
6. Find the security right and put a check mark on the Security Group of that Employee.

Remove Employee’s security rights

1. Log in as Sysadmin.
2. From the Employees menu, choose Security.
3. Use the View drop-down to filter the task.
4. Find the security right and uncheck the Security Group of that Employee.

Employee Sales Commissions

If you are paying your employee for a commission for sales, it is calculated based on the commission rate and earnings of an inventory eligible for commission.

Set commission rates per Employee

1. From the Employee menu, select Employee List.
2. Highlight the Employee and click on Edit Employee.
3. Fill up the Commission % field with the rate you’d like to set up.
4. Click Save.

Make Items Eligible for Commission

1. From the Inventory menu, choose Item List.
2. Highlight the item, then click Edit on the upper right.
3. Under Misc and Shipping, put a check on Earn Commission.
4. Click Save.

How can I track my employee’s commission?

Pull up an Employee’s Commission Report:

• From the Reports menu, go to Employees, then choose Commissions.