The user with limited access rights can create checks but can't view the register, nernessendodontics. When setting up a user with limited access, they can't do the following: Add, edit, and delete accounts and quantity on hand View bank registers Set up new tax agencies or change tax settings Set up multicurrency Perform home currency adjustments See total income and expense amounts on Home, Vendor, and Customer pagesHere's how to create this type of user: Click the Gear icon. Under Your Company, select Manage Users. Click the Add user button in the upper right-hand corner. Select the Standard user tick box, and then click Next. Select the Limited radio button and choose Vendors. Read the activities that this user can do in QBO. Click Next until you complete the setup. Click Save on the last page.If you have follow-up questions, just let me know. Thanks for dropping by the Community.

Question

How do I setup a limited access user to write checks and view checks they have written, but NOT view any other transactions in the register?

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SophiaAnnL

Level 5

The user with limited access rights can create checks but can't view the register, nernessendodontics.

When setting up a user with limited access, they can't do the following:

Add, edit, and delete accounts and quantity on hand
View bank registers
Set up new tax agencies or change tax settings
Set up multicurrency
Perform home currency adjustments
See total income and expense amounts on Home, Vendor, and Customer pages

Here's how to create this type of user:

Click the Gear icon.
Under Your Company, select Manage Users.
Click the Add user button in the upper right-hand corner.
Select the Standard user tick box, and then click Next.
Select the Limited radio button and choose Vendors.
Read the activities that this user can do in QBO.
Click Next until you complete the setup.
Click Save on the last page.

If you have follow-up questions, just let me know. Thanks for dropping by the Community.

3

3500Reading

We use QB Enterprise. I am having trouble setting up a user to write checks and NOT see bank account balances.

When I give them access to Check Writing Only - we receive the message " need to set up Create and Print for that bank account.

When i give them access to those things then they SEE the bank account balance.

What am I not doing correctly? I can see a box for "View Balances" but it is not active. It is shades.

M

Mark_R

Moderator

I've got your back, @3500Reading.

You'll have to make sure that the Role Access of the user is only for Check Writing. Let's modify the Area and Activities and Activity Access Level section so your user can only write checks.

Here's how:

In your QuickBooks Desktop, go to the Company menu.
Select Users, then click Set Up Users and Roles.
Go to the Role list tab, select the created role from the list and click Edit.
In the Area and Activities section, make sure that the Accounting, Banking, Centers, Company, Customers & Receivables, and etc. are set as None in the Area Access Level section.
Then, click the + icon in Banking, then select Checks from the list.
Put a checkmark in the Create checkbox in the Activity Access Level section.
Click OK to save the changes.

I'm adding this article for more details: Create and manage roles in QuickBooks Desktop Enterprise.

You might also want to check out this article to know more about QuickBooks Desktop users and restrictions: QuickBooks Desktop Users and Restrictions.

Please keep in touch if there's anything else I can do to help you succeed with QuickBooks. I always have your back and am always happy to help. Have a great day!

Y

YYS

In the desktop version, how do I limit users/employees of seeing checks/payroll ?

JessT

Moderator

Hi YYS!

Thank you for this question about your user's access. I just got the information you need.

In QuickBooks Desktop, there's an option to restrict users from accessing your payroll activities. Here's how:

Click on the Company menu.
Select Set Up Users and Passwords and then Set Up Users.
Enter your password if prompted and click OK.
Select the employee and click Edit user.
In the Access for user: [name of user] section, choose Selected areas of QuickBooks.
Click Next until you reach the Payroll and Employees section.
Choose No Access and click Finish.

You can also check out this article for your additional information: QuickBooks Desktop Users and Restrictions.

Let me know if you have any other questions about managing your users. Have a good day!

S

SaraG2

Hi everyone,

I am having a hard time limiting access to a certain bank account. For example, I need to allow access only to Bank Register 2, to prevent employees to continue to post checks to the wrong bank register. I have unselected all check registers but the one I want to allow access to and somehow they are still allowed access to other registers.

I followed this thread in hopes to find answers, but nothing has seemed to work for me.

J

JamesAndrewM

Moderator

Hello there, @SaraG2.

I appreciate you trying the steps suggested in this thread. You're on the right track when it comes to restricting your employee's access to a certain bank account.

What you need to do is to double-check the access restriction and make sure that it has been applied to the user successfully. Keep in mind that you'll have to do the same process for each employee you want their access to be restricted.

Here's how:

1. After setting up the restrictions for the user, click OK to save changes.

2. Go to View Permissions, select User, then put a checkmark in the Employee checkbox in the User column and click Display.

3. Carefully check if the restrictions have been applied already.

Your employee will be prompted with this message whenever they try to access that bank account.

If the issue persists, you may visit this article to get different QuickBooks Desktop tools to help fix problems and errors: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

You can browse these links in case you need more information on handling your user roles:

You can leave a response, and we are available to help. Have a good one!

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