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Level 2

User Access - QuickBooks Enterprise Desktop

We have a new employee starting and I would like to have that person prepare bank reconciliations.  Is there a way for me to give access to the bank rec, but very little other information?  We use QuickBooks Enterprise Pro - Desktop.  

3 Comments 3
QuickBooks Team

User Access - QuickBooks Enterprise Desktop

Let me guide you add a new user and set up roles in QuickBooks, 7150.


QuickBooks Enterprise is the only version that can restrict access to certain areas of a user. You can add the new employee and set up the user and its roles.


Here's how: 

  1. Go to the Company menu, then select Set Up Users and Password, and then Set up Users.
  2. Select Add User...
  3. Fill out the User NamePassword, and Confirm Password fields, then select Next.
  4. On the Access for user: (username) window, choose which area of QuickBooks the user has access to, then select Next.
    • If you choose Selected areas of QuickBooks, you can customize the restrictions for different areas of the company file for the newly created user by selecting No AccessFull Access, or Selective Access.
  5. Click Finish.

Here's an article that you can go over for more information: QuickBooks Desktop Users And Restrictions.


For future reference, you can go to these banking articles if you have questions related to banking topics that include bank reconciliation.


Keep me posted if you have any other concerns about the user's setup. Stay in touch if there are any other questions that arise.

Level 1

User Access - QuickBooks Enterprise Desktop

My enterprise is asking for Intuit Login before changing any of the user access or adding a new user. Where can I find the new process for this? Specifically, how do I assign "export" access to an existing user?

QuickBooks Team

User Access - QuickBooks Enterprise Desktop

Thanks for chiming in on this thread, ntrammel.


I'll share some information why this happens.


QuickBooks will ask you to log in if you have explicitly logged off from the Company File, or when the login period set has expired.


To stay signed in, you can modify the preference settings. More details and steps are included in this article: Stay logged in to QuickBooks company file.


With regard to assigning an export access to an existing user, let's customize roles and permissions.


Here's how:


  1. Go to Company Users Set Up Users and Roles.
  2. Click the Role List tab.
  3. Select a role and then click the Edit button to review its permissions.
  4. In the Area and Activities section, select the icon beside the File and choose Export.
  5. Set the Activity Access Level to Full.  
  6. Hit OK.

I've got this sample screenshot as a visual reference:



To learn more about the different roles in QuickBooks Desktop Enterprise and how to manage them, check out this article: Create and manage roles in QuickBooks Desktop Enterprise.


Please let me know if you need more help with the users or you have other concerns. I'd be glad to help you out some more. Have a great day ahead!

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