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Level 1

Access for Users



We are using QB for office purposes and have 3 users (1 Admin and  2 Accounts). 


I want to know how i can stop the 2 Accounts user from editing/changing entries without having permission from the Admin User. For Example if they have posted a Journal Entry and if they want to do any editing than they should not be allowed until Admin approves the editing. 



2 Comments 2
Fiat Lux - ASIA
Level 15

Access for Users

You may have 2 options

1. Close your book


2.  Go to the menu of Company > Set Up Users and Passwords > Set Up Users. You may modify your team profile for selected area of QuickBooks.


Access for Users

Hello there, ATA911203.


Being able to create journal entries is one permissions that an admin user have. If you're using QuickBooks Desktop Pro or Premier, we don't have an option to restrict them from editing journal entries. You can downgrade their access rights, however, they might not be able to create journal entries. You can use this link for more information: QuickBooks Desktop Users and Restrictions.


If you're using QuickBooks Desktop Enterprise, we might be able to manage the roles assigned to the user: Create and Manage Roles in QuickBooks Desktop Enterprise.


If you're still unable to restrict the user from editing journal entries (but can still create one), the only thing we can do is to keep track of the changes though the Audit Trail Report.

  1. Click Reports at the top menu and select Accountant & Taxes.
  2. Select Audit Trail.
  3. You can customize the report if necessary.

From there, you'll see who edited the journal entry and what details were changed.


Feel free to get back to us if you have additional concerns.

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