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system
Level 3

User access edible only current year

In quickbooks online, is it posssible to set up user permission whicih allows user to edit date on only current year, not data on previouse years?

Solved
Best answer July 11, 2021

Best Answers
Ryan_M
QuickBooks Team

User access edible only current year

Thank you for the prompt reply, @system. Allow me to join the thread and take care of this query for you. 

 

When you set a closing date on your QuickBooks Desktop (QBDT) company along with a password, it prevents accidental changes to transactions on or before the set date. If you don't want changes for the next fiscal year, you'll need to change the closing date again.

 

Check out this article for additional information on this process: Close your books in QuickBooks Desktop. It includes a table of factors you need to consider before closing your books.

 

Post a reply if you have other questions about closing dates in QBDT. I'll be around to help you out. Enjoy your day! 

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6 Comments 6
ShiellaGraceA
QuickBooks Team

User access edible only current year

Thanks for visiting us here today, @system.

 

I have some information about user permission. In QBO, you have the option to choose the user's access rights. However, you're unable to limit it to edit the date only.

 

You can check out this guide for details: User roles and access rights in QuickBooks Online.

 

About the previous year's data, you have the option to enter a password as you closed your books. That way, only the account Admin can make changes to the transactions before this date.

 

Here's how to do it:

 

  1. Go to Gear and then tap Accounts and Settings.
  2. Choose the Advanced tab.
  3. Tick the pencil icon in the Accounting section.
  4. Select the Close the books checkbox.
  5. Enter a closing date. Then, select the Allow changes after viewing a warning and entering a password option from the drop-down menu if you want to require a password before editing your closed books.
  6. Click Save and then Done.

 

Learn more about it in this article: Close your books in QuickBooks Online.

 

 

Additionally, here's a link that covers all the tasks you can do when managing your account.

 

Know that you're always welcome to reply anytime if you have other questions or concerns with user permissions. I'll be around for you. Have a fantastic day ahead.

system
Level 3

User access edible only current year

Thank you for your reply and advices.

I understand how I can solve this issue.

 

I'd like to ask one more question.

In Quickbooks desktop pro2018, is it possible to close the book with password to avoid editing data on previous year?

Fiat Lux - ASIA
Level 15

User access edible only current year

@system 

Navigate to menu Edit > Preferences > Accounting > Company Preferences > Closing Date

Jen_D
Moderator

User access edible only current year

Thanks for coming back, @system,

 

Joining the thread to share some insights about closing books on a QuickBooks Pro 2018 company file. Just like other versions, you can set a closing password to restrict access to data from the prior accounting period.

 

To do that, follow the steps below:

 

  1. Go to the Company tab, then select Set Closing Date.
  2. Click on the Set Date/Password button.
  3. Enter a Closing Date and Closing Date Password.
  4. Mark the option to exclude sales transactions.
  5. Press OK to close the window.

 

I'll be adding the following links related to closing books for reference:

 

 

If you need further help about closing books or other topics in QuickBooks, just leave a comment below. I'll be more than happy to help. Have a good one!

system
Level 3

User access edible only current year

Dear Jen_D san

 

Thank you for givinig your support.

In the dialogue "Set Closing date and password", shoud I change the closing date every year?

Or, when I set it like 2018-12-31, does this book close automatically on 12-31?

Ryan_M
QuickBooks Team

User access edible only current year

Thank you for the prompt reply, @system. Allow me to join the thread and take care of this query for you. 

 

When you set a closing date on your QuickBooks Desktop (QBDT) company along with a password, it prevents accidental changes to transactions on or before the set date. If you don't want changes for the next fiscal year, you'll need to change the closing date again.

 

Check out this article for additional information on this process: Close your books in QuickBooks Desktop. It includes a table of factors you need to consider before closing your books.

 

Post a reply if you have other questions about closing dates in QBDT. I'll be around to help you out. Enjoy your day! 

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