Prevent a user from making copies of Purchase Orders

RonnieBoone · ‎December 17, 2020

I have a user who keeps making copies of Purchase Orders when needing a new PO for something he previously ordered. Not necessarily a bad thing, but sometimes he forgets he hasn't yet made the copy and overwrites the old PO. I want to prevent him from making copies and use memorized transactions instead. Asking him to do so hasn't worked, so how can I prevent him from making copies?

Thanks in advance.

JenoP · ‎December 17, 2020

Hi there, RonnieBoone.

For now. we're unable to only restrict the user to not make a copy of old transactions in QuickBooks Desktop. Once given access to the Purchase Order or Vendor section, the user can edit old transactions. More details about user permissions and restrictions are discussed here: QuickBooks Desktop Users and Restrictions.

We'll take note of this as a feature request and a product suggestion. You can also visit this site where you can see all the latest updates and newly added features in QuickBooks Desktop: Product Updates.

You'll also want to use the Memorized Transaction feature in QuickBooks. This will automatically create new transactions out from the old ones. Here's an article in case you want to try it out: Create, Edit, Or Delete Memorized Transactions.

Please don't hesitate to reach out to us again if you have other questions.

View solution in original post

JoesemM · ‎December 17, 2020

Hello there, @RonnieBoone.

You can prevent him from making copies by removing their user access. Just go to the Company menu, then click Users. Let me guide you how:

Go to the Company menu, then Users.
Select Set Up Users and Roles.
Under User List choose the name of the user.
Click the Edit button.
Under Assigned Roles click Purchasing.
Hit the Remove button.
Tap OK, then click No.

Once done, they're unable to make a copy of the purchase order.

For more information on how to manage user access, check out this article: Create and manage roles in QuickBooks Desktop Enterprise.

To see the complete list of workflows and other vendor-related transactions, refer to Accounts Payable workflows.

Please know that you're always welcome to post if you have any other concerns. I'm here to help.

RonnieBoone · ‎December 17, 2020

That sounds like an easy enough solution, but the guy is our Purchasing Manager and needs to be able to create Purchase Orders. If I remove his Purchasing permissions, then he won't be able to create new ones. That's not what i want. I just don't want him to be able to make copies of old ones.

JenoP · ‎December 17, 2020

Hi there, RonnieBoone.

For now. we're unable to only restrict the user to not make a copy of old transactions in QuickBooks Desktop. Once given access to the Purchase Order or Vendor section, the user can edit old transactions. More details about user permissions and restrictions are discussed here: QuickBooks Desktop Users and Restrictions.

We'll take note of this as a feature request and a product suggestion. You can also visit this site where you can see all the latest updates and newly added features in QuickBooks Desktop: Product Updates.

You'll also want to use the Memorized Transaction feature in QuickBooks. This will automatically create new transactions out from the old ones. Here's an article in case you want to try it out: Create, Edit, Or Delete Memorized Transactions.

Please don't hesitate to reach out to us again if you have other questions.

RonnieBoone · ‎December 17, 2020

I was afraid of that. Thanks for the reply. I'll just have to pound it in his head to use the Memorized Transactions instead of making copies.

Topics

Training

Community

Resources

Prevent a user from making copies of Purchase Orders