Entry level staff having access to sensitive financial reports

I appreciate your loyalty to QuickBooks, @sewfarm.

I recognized how important it is to keep your financial information confidential.

Allow me to share some information on how to keep it this way without any uneasiness that your staff would have access to it.

To ensure they won’t have access to your financial reports, you’ll want to modify their role and exclude it. Let me guide you on how to do change it in your QuickBooks Desktop (QBDT) software:

1. Go to the Company menu,
2. Select Users and click Set Up Users and Roles.
3. From the Role List tab.
4. Select Sales and click Edit.
5. Click Reports and thick the None option.
6. Do the same thing for the Employees & Payroll section.
7. Make some other changes if necessary and click OK once done. 

You can also read through these articles for more information about managing your users access effectively in QBDT:

• Create and manage roles in QuickBooks Desktop Enterprise
• QuickBooks Desktop Users and Restrictions

Let me also add these resources that you can use for future reference. These links that can walk you through the detailed steps on how to personalize your invoice and reports:

• Customize reports in QuickBooks Desktop
• Use and customize form templates

You’re always welcome to post a reply in this thread if there’s anything else you need to ask. I’d be more than happy to assist you and keep you in working order. Have a great day and keep safe!

I ended up finally getting competent support from the Priority circle. It would have been great if the Intuit tech support staff, including Enterprise specific tech support would have known even a little bit about this problem.  I spent 1.5 hours on the phone trying to get guidance and was finally told that a manager would call me back in 24 hours.  Then I had to log in and write an email to the Community.  2 hours of executive time wasted because of Intuit's software change and lack of team training. 

Staff didn't even know about the critical asterisk next to roles.  It is very apparent that much more training is required for these staff members.  Intuit does not care about their customers time enough to do proper training and just think of the poor staff members that have to feel incompetent every day when dealing with questions because their company doesn't care enough to invest adequate time and money in their careers.  When it comes to staff performance, pay more and you will get more. 

I have a sales person that needs access to the income and cost of sales portion of the profit and loss statement. Is this possible?  How do I give him access to only that part of the profit and loss statement?

Also I have an IT person that does all the problem solving for our system which includes an on line store hooked into quickbooks enterptise. I don’t want him to have acces to the profit and loss statement and balance sheet. Is Admin access the only way this person can fix system problems?

Hey Smbc1,

Nice to see you in QuickBooks Community! You can set Full or Partial or None access levels in QuickBooks Desktop for each predefined role and even create a new custom role. This way, you can determine which areas of your account you want them to access. Here's how to create a new role:

1. Go to the Company menu, then click Users.
2. Hit Set Up Users and Roles.
3. Enter the admin password, then select OK.
4. Click the Role List tab, then select New.
5. Give the role a name and add a description.
6. In the Area and Activities portion, choose an area of your accounts. You can use the + to add an access level to each section and if users can create, modify, print, or delete information.  Review each area and select None, Full, or Partial to set the role's permissions.
7. Once you set permissions for each area, hit that OK button to save the information.

From there, go back to User List and either Edit the user profile to assign this new role or create a new user and add the newly created role. For assistance assigning a role to a new or existing user, this article is very instrumental.

If you have any questions, please don't hesitate to let me know. I will be delighted to assist you further with this customization of roles. Take care for now!