Restricting user access in QuickBooks

A lot of businesses rely on confidentiality of information when it comes to accessing certain accounting records. Many business owners prefer practicing discretion when it comes to the amount of information an employee using QuickBooks can access. It helps in keeping the confidentiality of some of your business records and it also gives business owners a peace of mind knowing that the employees will not be able to misuse the additional amount of information accessed by them. It also helps in identifying responsibilities which lie with the person using QuickBooks. If anything goes wrong, the person is liable for only the sections that he or she had access to. If the problem lies beyond their premise of QuickBooks then someone else may be responsible for that error.

To set up QuickBooks so that users have access only to the information they require, follow these steps:

  1. Through the top menu, look for Company / Set Up Users and Password / Set Up Users. Select Add User if you are doing this for a new user, or else you can select Edit User for an existing user. You will find a screen which says Access for User: (Username) and it will present three options for you to choose. You must select the second option which is Selected Areas of QuickBooks. Then click on Next.
  2. Next you will find some more options to set up selective access for a user. You can either give them the ability to create transactions which will be data entry only or create and print transactions or they can create transactions and reports. You can also check or uncheck the option where the user will be able to see the complete credit card details of customers. With the help of these settings, you can minimize the scope for error and also avoid fraudulent activities.
  3. In the last step, you will be able to assign the users the ability to change or delete transactions. This is a control that you will find favourable if you would like to keep bookkeeping crime away from your office. With lower capability to change the transactions that they record or have access to, it will be difficult for the user to cover their tracks if they are creating entries which they do not want others to see. With these limitations, you are in a way safeguarding your employees too. By doing so your employees will only know what they need to know.

You will be able to set up user accessibility to these areas of QuickBooks:

  • Sales and A/R
  • Purchase and A/P
  • Checking and Credit Cards
  • Inventory
  • Time Tracking
  • Payroll and Employees
  • Sensitive Accounting Activities
  • Sensitive Financial Reporting

They will not have to take blame for something that they did not have access to. It also gives them more responsibility for the areas they have access to since they will be liable for anything that goes wrong in those areas.

Use this feature in QuickBooks to limit user access so that employees can function in a better way and you get to have a robust accounting system in place.

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