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T
Tsunegirl
November 17, 2020
Question

Manaaging Permissions

  • November 17, 2020
  • 1 reply
  • 4 views

How can I restrict specific users from creating new customers or vendors? Is there an option in manage roles?

The employees I want to restrict create PO's to the vendors but I want the vendor account to be approved and set up properly before a PO is written.  Any way to restrict specific employees and/or allow only certain employees?

1 reply

Jessica_young
Jessica_young
Level 4
November 17, 2020

This is a great question, @Tsunegirl.

I would be happy to help you adjust permissions within your account.  In QuickBooks Desktop Enterprise, you can customize the access for different user roles. This way, users will only be able to access what they need to do their job in QuickBooks.

 

You can create brand new roles from scratch. This gives you the flexibility to determine which specific area of your accounts can be accessed.

  1. Go to the Company menu and select Users. Then select Users and Roles.
  2. Select the Role List tab and select New.
  3. Give the role a name and description. Tip: Name it something that indicates its permission level.
  4. In the Area and Activities section, select an area of your accounts. Review each area and select None, Full, or Partial to set the role's permissions.
  5. Once you set permissions for each area, select OK to save.

 For more details on how to limit these permissions, check out this article: Create and manage roles in QuickBooks Desktop Enterprise.

 

Let me know if you have follow-up thoughts on this, I am happy to help! Take care.

T
TsunegirlAuthor
November 18, 2020

Hi Jessica:

Thank you for that information.  

I do need specific instructions, like with radio button to include/not include, so employees are not able to add new vendors.  It is not apparent to me.  I already have roles set up for each employee.

Please let me know if you have any insight.

R
ReyJohn_DModerator
Moderator
November 18, 2020

I have some inputs to make sure you're able to assign restrictions to your employees, @Tsunegirl.

 

Congratulations on being able to create roles in QuickBooks! Let's do a few tweaks to ensure we can apply them to your specified users. Here's how:

 

  1. Go to the Company menu at the top.
  2. Select Users, and then Set up Users and Roles.
  3. Go to the Role List tab, and then choose View Only from the options.
  4. Click New, and then give your role a name or description.
  5. Tap the plus icon beside Centers, and then select Vendor Center.
  6. Choose either None or Partial under the Activity Access Level. This way, that employee can only view the vendor info but unable to add, modify, or delete any entries.

Once done, you can go ahead and assign the created role to your employees. This time, go to the User List tab and then click New or Edit. Select the said role from the Available Roles list. When you're ready, click Add, and then OK.

 

IFor more insights, please review this article: Create data level permissions in QuickBooks Desktop Enterprise.

 

Lastly, if you want to view all the access permissions of your employees or users, you can click View Permissions below. Select the users you want, and tap Display.

 

I'm always around to help if you follow-up questions about this. I'd be happy to assist you further. Have a nice day!

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