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Advanced Security in QuickBooks Enterprise

Business owners often need to restrict permissions of those using their QuickBooks file. While there are some restrictions available in QuickBooks Pro and Premier, QuickBooks Enterprise offers the MOST user control options on more than 115 "individual" activities. To access these settings, choose Users from the Company menu. From here, you can manage users and roles.

QuickBooks - Users and Roles

QuickBooks Enterprise allows the file "admin" the ability to assign roles to each user. In many cases, a user may wear many hats within the company and therefore may require that multiple roles be added to their profile.

QuickBooks - Users and Roles

To make life easier, Intuit created predefined user roles in Enterprise Solutions. These include:

  • Accountant
  • Accounts Payable
  • Accounts Receivable
  • Admin
  • Banking
  • External Accountant
  • Finance
  • Full Access
  • Inventory
  • Payroll Manager
  • Payroll Processor
  • Purchasing
  • Sales
  • Time Tracking
  • View-only

Permission controls are customizable. That means:

  • Roles can be created from scratch.
  • User roles can be copied and customized to fit the needs of the business.
  • Distinct user access levels are available, including view-only, create, modify, delete and print options.

QuickBooks - Edit Role

Additionally, Enterprise Solutions users have the ability to:

  • Pull a "permissions" report in order to see the roles that individual users are assigned to and what permissions each role has.
  • Limit user access to specific bank accounts.
  • Migrate existing Pro and Premier user permissions to Enterprise, where they can be further customized to suit the needs of the business.

If you need any help with User Permissions in QuickBooks Enterprise Solutions, please contact our office.

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