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justin_dev
Level 2

Limiting Access for Managers

I want to make it so managers who I add as users can only view reports for their specific store. There are 6 individual stores and don't want managers to see anything from the stores they don't belong to. Let me know if that is possible for any plan. Thanks

Solved
Best answer June 23, 2021

Best Answers
MadelynC
QuickBooks Team

Limiting Access for Managers

I’m here to help so your users can have specific access to areas in QuickBooks, @justin_dev.


You can choose QuickBooks Online advanced to obtain this limit access for your managers. With custom roles, your users can view reports based on their location.


First, make sure you have locations set up for each store. This way, you can create a role with different access for each. Here’s how you do it:

 

  1. Go to the Gear icon, then select Manage users.
  2. Click the Roles tab, then select Add role.
  3. In the Sales section, choose what your user can access.
  4. Select one or more locations, then hit Next.
  5. Enter a role name and description, then select Save.


After, you’ll need to add your managers in QuickBooks and assign a role. You can follow the steps outlined below:

 

  1. Go back to the Gear icon, then choose Manage users.
  2. Select the Users tab, then Add user.
  3. Click Custom role, then choose from the existing roles you created.
  4. Enter the manager’s name and email address, then select Save.


Check out this reference for complete and detailed instructions with the process: Add and manage custom roles in QBO Advanced.


You might want to visit this reference to learn more about the different options for roles and permissions: User roles and access rights in QuickBooks.


If you still have other questions or concerns with the user's limit and access, please let me know. I'll get back to you as soon as I can. Keep safe!

View solution in original post

7 Comments 7
MadelynC
QuickBooks Team

Limiting Access for Managers

I’m here to help so your users can have specific access to areas in QuickBooks, @justin_dev.


You can choose QuickBooks Online advanced to obtain this limit access for your managers. With custom roles, your users can view reports based on their location.


First, make sure you have locations set up for each store. This way, you can create a role with different access for each. Here’s how you do it:

 

  1. Go to the Gear icon, then select Manage users.
  2. Click the Roles tab, then select Add role.
  3. In the Sales section, choose what your user can access.
  4. Select one or more locations, then hit Next.
  5. Enter a role name and description, then select Save.


After, you’ll need to add your managers in QuickBooks and assign a role. You can follow the steps outlined below:

 

  1. Go back to the Gear icon, then choose Manage users.
  2. Select the Users tab, then Add user.
  3. Click Custom role, then choose from the existing roles you created.
  4. Enter the manager’s name and email address, then select Save.


Check out this reference for complete and detailed instructions with the process: Add and manage custom roles in QBO Advanced.


You might want to visit this reference to learn more about the different options for roles and permissions: User roles and access rights in QuickBooks.


If you still have other questions or concerns with the user's limit and access, please let me know. I'll get back to you as soon as I can. Keep safe!

View solution in original post

Fiat Lux - ASIA
Level 15

Limiting Access for Managers

@justin_dev 

Consider having POS as an additional app to integrate with your QBO. 

justin_dev
Level 2

Limiting Access for Managers

Thanks!

jsandhoo
Level 1

Limiting Access for Managers

Right now we use QuickBooks desktop for paying to vendors, and all other bills. To write checks only. We are considering to start entering sales figures, bank statements data etc. I do want the current operator to be able enter all the data but I want him to have access to check reports and vendor reports only

Mark_R
QuickBooks Team

Limiting Access for Managers

I've got you covered, @jsandhoo.

 

In QuickBooks Desktop (QBDT), you have the option to set user rules depending on the version you're using. Let me guide you on how to set it up.

 

If you're using QBDT Pro or Premier, you can choose Selective Access and select the Create transactions and create reports option for your operator. This way, they can only create vendor transactions and run vendor reports. Here's how:

 

  1. Open your QBDT account.
  2. Go to the Company menu, then select Set Up Users and Passwords and choose Set Up Users.
  3. Click the Add Users button, then enter a user name and password.
  4. Choose Selected areas of QuickBooks from the options and click Next.
  5. In the Sales and Accounts Receivables window, select No Access and click Next.
  6. In the Purchases and Accounts Payable window, choose Selective Access and select Create transactions and create reports. Then, click Next.
  7. Select No Access on every window, then click Finish.

 

However, if you're using QBDT Enterprise, you have the option to create a role list for your operator. Please be guided to the steps below:

 

  1. Go to the Company menu, then select Users and choose Users and Roles.
  2. Enter the admin password and click OK.
  3. From the Role List tab, select New. Then, enter the user name and password.
  4. Find the vendors or purchases from the list, then set the role access for your operator from the Area of Activities section.
  5. Click OK once done.

 

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

 

As always, feel free to visit our QuickBooks Community help website if you need tips and related articles in the future.

 

I'm glad working with you. Don't hesitate to click the Reply button below if you need further assistance managing users in QBDT. Have a good one.

imburnsey
Level 1

Limiting Access for Managers

Is there a way to limit users to view only certain bank accounts in the company file?  I currently have a business with multiple bank accounts.  I want to allow a user to access only one of those bank accounts.  How do i configure this? 

ReymondO
QuickBooks Team

Limiting Access for Managers

Good day, @imburnsey.

 

When you add a user in QuickBooks Online (QBO), you can manage their roles and limit their access to specific tasks. Once you assign the standard user role, QuickBooks lets you choose the user’s access rights. You can choose to give them all access, limited access or none.

 

For now, giving users specific access to certain bank accounts is unavailable in QuickBooks Online. I can see how this option would be helpful for you and your business. Therefore, let me take note of this as a suggestion to improve your QuickBooks experience.

 

You can also send this suggestion to our developers. This way, they can review your request and most likely include it in our future updates.

 

  1. Select the Gear icon at the top and click Feedback.
  2. Enter your comments or product suggestions. Then, select Next to submit feedback.

 

In the meantime, I recommend visiting our Firm of the Future site. This is where we share recent happenings and future developments, such as updates to newly added features.

 

Additionally, QuickBooks Online Advanced lets you add custom roles to specific users. To get more details, please refer to this article: Add and manage custom roles in QBO Advanced.

 

If you have any other concerns, feedback, or questions, don't hesitate and come back to the Community. I'm always here to help you. Have a good day!

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