In house accountant's role in bank and credit card reconciliations

Yes, @Helen83. as an in-house accountant in QuickBooks Online (QBO), you have the permissions to edit bank and credit card reconciliations. I'll share further details about it.

This role grants access to all bookkeeping and accounting tools, financial reports, customer sales, and vendor purchase tools. However, keep in mind that even small changes can unbalance your accounts. It's important to ensure that any changes you make are accurate and properly documented. 

QBO has an Audit log feature  that allows the tracking of changes made to transactions in the system. You can use this feature to maintain data integrity and accountability. 
 

For more information about user rights and access permissions, check out this article: User roles and access rights

Moreover, it's important to follow the best practices for reconciling accounts to minimize errors and discrepancies. Refer to this article for more guidance: Learn the reconcile workflow in QuickBooks

Let me know in the comments below if you have any more questions regarding user roles in QuickBooks, @Helen83. I'd be more than happy to answer them for you.

Thanks Nicole!

Currently, I'm only able to view and print bank and credit card reconciliations using my in house accountant access. What do I need to do to be able to edit them? Should I ask more permissions from the admin?

Thanks for going back to this thread, Helen. Allow me to clarify the abilities associated with the role you're assigned in QuickBooks Online (QBO).

The In house accountant role in QBO has full access and can edit bank credit card reconciliations. If you're experiencing difficulties, your role may not be configured correctly. I suggest contacting your company admin to review your role settings.

You can show these steps to your admin in checking the user roles:

1. Go to the Gear icon, then select Manage users. 
2. Under the Users tab, check the list and let your admin review your role.
3. Select Edit under the Action column to change the role.
4. Once done, click Save changes.

If your admin needs further guidance, they can also refer our article about user roles and permissions for a detailed overview.

Additionally, you can create a custom role and choose what role can access has in QBO.

If you continue to experience challenges or have any additional questions, don’t hesitate to ask. You're in good hand here in the QuickBooks Community.

Thanks RoiceW!

So that means with my In house accountant role, I don't need the Accountant toolbox to be able to edit the bank and credit card reconciliations? Where do I have to go to be able to edit the bank and credit card reconciliations? Coz currently, I go to the Reconcile tab where I select the account to be reconciled. Then when I click History, it will give a list of the monthly reconciliations done for that particular accounts I have selected. At the right of each list are the options to print and view the report but no option to edit the reports.

Thanks RhoiceW!
So that means, with my In house accountant access, I don't need the Accountant toolbox anymore to be able to edit bank and credit card reconciliations? Currently, I'm only able to view and print the reconciliation reports when I go to the Reconciliations tab. May I know where should I go to be able to edit the bank and credit card reconciliations?

Thanks for your ongoing communication, @Helen83. Let me clarify things for you.

With your In house accountant role, you're able to reconcile accounts and at the same time edit them in QuickBooks Online. You will need the Accountant role if you want to undo an entire reconciliation. 

To modify and review a reconciliation, you can follow these steps:

1. From the Cog Wheel, select Chart of accounts.
   
   
    
2. Find the account that has the reconciled transaction. Then select View register.
   
   
    
3. Locate the transaction. If the transaction is reconciled, you’ll see an “R” in the checkmark ✔ column.
4. Select the transaction to expand the view.
   
   
    
5. Make any necessary changes, then click Save.
6. Close the account register after making changes.

After that, you can run a reconciliation report and print them in case you want to have a copy of it. 

If you have further questions, please let us know by leaving a comment below. 

Hi Nicole, thank you for the clarification. So that means, my client needs to send me an Accountant invite so that I can undo the reconciliations? In this case, I will have two roles, one as in-house accountant and another one as Accountant (with accountant toolbox)?

Thanks for checking back with us, @Helen83. 

Being added to your clients account as an accountant will give you the tools you need to perform accounting solutions. This will make tasks such as undoing a reconciliation possible. Whereas other user roles can not do these tasks. 

Essentially, this gives you the key to unlock doors that regular users can't. 

To see more information about accountant roles in QuickBooks, check out Add Accountant Users in QuickBooks Online.

Please don't hesitate to reach back out if you have any additional questions or concerns. Have a good one! 

Hi @Tori B, thanks for the explanation. I already told the client but he is a bit confused with the terminology. Just want to clarify. If he is going to add me as an accountant, does he have to select the "Accounting firms" from the dropdown list of users? Or is there another option to select an individual accountant?

Further, I noticed that there is already an accountant connected to the QBO. Can he still add me as another accountant?

Hi @Nicole_N, regarding editing the bank reconciliations, is it applicable to previous reconciliations completed and saved by the previous bookkeeper? At the moment, I can only view and print the bank recon report. I want to see how the reconciliation was done (like what opening balance was used) coz the resulting "Register balance" does not agree to the account balance when I generate the balance sheet for the same cut off date as the reconciliation. Any idea on this? Thanks for your help.

My colleagues are correct about the access that an accountant role can perform on someone's company file, @Helen83. Let's answer your questions one by one so we can get you started in managing your client's books.

Since In house accountant roles can only access all bookkeeping and accounting tools as well as financial reports. We'll need you to be added as an Accountant in your client's company to enable you edit or undo previous reconciliations.

In adding you as one of your client's accountants, you're right that they need to go over to the Accounting Firm tab and click the Invite button to send you an invitation. And yes, they can still add you as QuickBooks Online (QBO) Simple Start, Essentials, and Plus can add up to two accountants per account. Otherwise, they'll have to upgrade to the QBO Advanced plan.

 

1. Go to the Gear icon and select the Chart of Accounts (COA).
2. Locate the bank account you want to make changes or correct the balance, and select View Register.
3. Look and select the opening balance entry. It should be Opening Balance Equity in the Account column.
4. Take note of the date and balance.

• Reconcile an account in QuickBooks Online
• Fix issues at the end of a reconciliation in QuickBooks Online
• Use accountant tools and features in QuickBooks Online Accountant

Hi @RoseJillB, thanks for that detailed explanation. Will inform client to add me as Accountant via the Accounting Firms tab. So he will send the invite to my gmail address since that is my registered email with Intuit where I have my accountant tools.

However, I believe I still need to maintain my In house accountant access as I need that to connect with other applications my client is using like Jobber. Am I correct? Thanks!

I'm glad that my colleague was able to give you the necessary information you need, Helen. Yes, you can maintain your In-house accountant access to connect with other applications with your clients. 

Once your client sends an invitation to your Gmail, you'll be able to access their QuickBooks account and use the accountant tools associated with your registered Intuit email. 

After accepting your client's invitation, here's a screenshot of what you can see once you're going to log in to your account:

Disclaimer: This is a sample account. 

As for maintaining your In-house accountant access, it's a good idea to keep that role intact if you're working with integrated apps like Jobber. Having both an accountant and an In-house accountant) allows you the flexibility to manage these connections without disruption. 

Additionally, you may want to check out these articles to learn how to manage reconciliation in QuickBooks Online: 

• Reconcile an account in QuickBooks Online
• Fix issues at the end of a reconciliation in QuickBooks Online
   

The Community is always open if you have further concerns about reconciliation and your user roles and access. Keep up the great work supporting your client's need. 

Hi @RogelioL, thank you for confirming. Will proceed to discuss with client on sending me an Accountant invite that will allow me to do more for their account.

Will let you all know how I progress

Thanks to your great team's quick response!