Wednesday, April 25, 2012

QuickBooks: Add users and give them access

“When I started using QuickBooks for my business I was the only one doing the books.  Now I’ve expanded my company and I’ve hired someone to help me with my bookkeeping.  How do I give them a user name and restrict their access to sensitive information?”  

NOTE:  Only the QuickBooks Administrator can do this task so I’m assuming that you set yourself up as the administrator in the beginning.
To do this task
  1. Go to the Company menu, click Set Up Users and Passwords, and then click Set Up Users.
  2. Click Add User.
  3. Assign a user name and password:
    1. Enter the name of the person in the User Name field.
    2. (Optional) Enter a password in the Password field and again in the Confirm Password field.
    3. Click Next.
  1. Choose whether this person will have access to selected areas of QuickBooks or all areas of QuickBooks.
  2. Click Next.
    • Select the areas the user will have access to, make your selections in the window. Click Next to go to the next window.
  1. When the Changing or Deleting Transactions window opens, click Yes to the first question if you want the user to be able to edit and delete transactions in addition to creating them, and then indicate whether you want the user to have access to transactions from prior accounting periods.
  2. In the last window, review the table that summarizes the access rights you granted. If you need to make a change, click Prev to return to the appropriate window.
  3. Click Finish to complete the setup process.

No comments: