Wednesday, February 20, 2013

QuickBooks: Hide Certain Accounts

I am a business owner that does not want my employees seeing or posting transactions to certain accounts. I don’t know how to lock someone out of a specific chart of account item.  Is there something that I can do that will make it less likely for them to accidently post to these particular accounts?

If someone does not see the account, they are not likely to post to it. Therefore, you can select the specific accounts and make them inactive. That will “hide” them from view. Make sure that the box at the bottom of the chart of account list that says – Show inactive accounts – is not checked.

Now when your employees enter transactions and use the drop down list to find a particular account, they will not see the hidden ones.

If YOU want to post something to these accounts, enter the account name or number manually. QuickBooks displays a message asking you if you want to use the (hidden) account  just once, or reactivate the account.

Click the option to use the account just once. (You can use the account "just once" as many times as you want to. 

Don’t forget to tell your CPA that you’ve hidden accounts – they will be needed in financial review/analysis.

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