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T
TheDeed
May 7, 2020
Question

Write a check without entering a bill first (without displaying cash in bank balance)?

  • May 7, 2020
  • 2 replies
  • 3 views

Upgraded from Desktop Premier to Enterprise. In Premier you could set a user permission to have access in other areas and limit what they see. I was under the impression that Enterprise would allow the same and allow even more fine tuned settings.

 

The user in Premier had access to A/P and A/R (create and print options) and none on sensitive information where needed. For example the user could enter checks, create/apply credit memos, etc. They could also enter vendor bills and pay them. They could also write a check without seeing the balance of cash in bank since this was an option to disable their view.

 

Moved to Enterprise. User can write a check if and only if they enter a bill first. Through Pay Bills are they able to cut a check. However, if they go to just write a check (without entering a bill first) the error that is displayed is: You need 'Create' and 'Print' access under Cash in bank to perform this action.

 

So you need to navigate to Roles > Banking > Bank Registers > Cash in bank. Funny thing about the error message is that it states you need to have create and print access. Create isn't an option. You either have full access or none at all which is View and Print.

 

Making this change will allow the user to write a check without entering a bill. However, the issue is when you make this change the Cash in Bank balance is now viewable to the user. We are looking for a way to eliminate that view.

2 replies

S
SarahannC
Level 9
May 7, 2020

Hi there, TheDeed. I appreciate you for providing enough information about your concern.

 

Let me help you get the things you want in QuickBooks Desktop Enterprise.

 

I've tried this on my end, and it seems everything is working fine. We can start by checking the Role setup. Let's ensure that the Check has a full access level. Let me walk you through the process. Here's how:

 

  1. In the Role List tab, click Banking.
  2. Double click the Banking under the Area and Activities to see other options.
  3. Click the Check section and make sure to tick the view and print access to have a full access level.

 

If the issue persist, we can perform some troubleshooting steps to resolve this. We'll need to run the rebuild tool to your company file to fix the error you're getting. Here's how:

 

  1. Go to the File menu.
  2. Select Utilities, and choose Verify Data.
  3. You will receive a warning message to backup your company file, press OK.
  4. If QuickBooks detected an issue, select Rebuild Now. 
  5. Click OK when you get the message "Rebuild has completed".

 

You can also visit this article to get additional information about it: Verify and rebuild data in QuickBooks Desktop.

 

Let me know if you still need a hand with this. I'll be around to guide you further. Take care!

T
TheDeed1
May 21, 2020

Hi, SarahannC. While the user has more roles than what your Role List indicates, the reason you're able to print the check is because you have full access for Bank Registers. Allowing full access for Bank Registers will display the sensitive information (Cash in Bank).


Disable that and you will get the error as I've outlined and not be able to print the check. The check screen will populate but as soon as you attempt to print the check it will throw up the error. Additionally, the user doesn't need full access for checks. View, Create and Print would also work. However, whether partial or full, still an issue without bank register view/print access.


This is also not a file issue. I have checked the file and there are no problems.

 

 

So the answer must be NO you cannot give a user permissions to write checks without them seeing sensitive information (cash in bank).

 

Your roles, you added full access to Check Register. Doing so allows the user to see the balance for cash in bank. Doesn't matter if you have this user with check writing roles only or not. You will get this error otherwise:

 

QB Error

 

I find this very strange considering in QB Premier you could grant a user access without them having to have view and print permissions to sensitive information. The user on QB Premier could write the check without the bank balance displayed on the vendor/write screen nor was it in the shortcut list under View Balances.

 

So QB Enterprise which should have even more flexibility with user permissions to fine tune cannot do what QB Premier can?

M
Matt 1
January 12, 2021

I went through this with the Quickbooks Enterprise team 3 years ago and found the same error. In other copies other then Enterprise it is possible to print checks with no access to the register for that account. Enterprise is the only one with this issue. At the time I made them notified about the error but 3 years later it is still a problem.

 

There is also an error when calculating % of completion in progress billing off an estimate that I let them know about 12 years ago and it is also not fixed. Issues like this create problems in every company with more then a few employees that use limited access with Quickbooks and they really need fixed but looks like when there is problems with the software forget getting it fixed. Its more productive not to waste my time letting Intuit know about it because you will waste your time and never get the errors fixed. I had forgot all about this check error I was trying to figure out why someone in my office could see the bank register they defiantly should not be able to see.

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