Limiting Access for Managers

@justin_dev 

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

Thanks!

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

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.

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? 

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!

Hello,

Any idea why this is not clickable?

Thanks for joining the Community, bingusarap.

To verify my understanding, what screen are you on in your screenshot, and which option isn't clickable?

Once I have this information, I'll be able to do further research on my end. I'll be looking forward to hearing back from you. Have an awesome Friday!