How To Create And Modify Roles In QuickBooks Enterprise

QuickBooks Enterprise is the highest version of QuickBooks as it allows up to 30 users to work on the same company file. It is an end to end accounting software that helps you to increase the growth of your business. It comes with all the essential features that helps you in managing your business with ease. However, to use the QuickBooks Enterprise, you need to create and modify roles in QuickBooks that can become a bit hectic for you. This article will provide you the complete information about creating and modifying roles in QuickBooks Enterprise versions.

QuickBooks Enterprise provides you detailed restrictions to its users by using the roles to make sure that all the users get appropriate permissions. You need to read this article properly and you will be able to add, edit or view roles in QuickBooks Enterprise. You can also contact us at our toll-free QuickBooks Enterprise Support Phone Number +1800-567-0425 to get an instant resolution for your QuickBooks issues.

More on QuickBooks’ predefined roles

By default, QuickBooks Enterprise comes with 14 predefined roles. A role basically contains or restricts access to areas used by some separate functions in your QuickBooks company file such as Accounts Payable, Accounts Receivable, Sales, Purchasing, and Human Resources. These are the roles with preset access to Areas and Activities depending up on the functions most commonly found in a business.

What is unrestricted access?

Unrestricted access allows you to see all transactions in different reports while searching transactions or while performing any task. Roles that contains an asterisk (example: Accounting*) have no restrictions to view all transactions including payroll. QuickBooks 19.0 comes with this new indicator. Note: Users with access to all these info (especially payroll information) may find that is no longer the case based on their role.

  • Admin
  • Accountant
  • External Accountant
  • Finance
  • Full Access
  • View-only

Additionally, some areas and activities in QuickBooks Enterprise comes with unrestricted view access to all the transactions. And these are highlighted with ** under the Areas and Activities section. Some of examples are as given below:

  • Company > Find All Transactions
  • Reports > Accountant & Taxes > Accountant & Taxes Details
  • Reports > Company & Financial > Company & Financial Details
  • Reports > Custom Transaction > Custom Transaction Detail

Add A New User Role

  • From the main menu, go to the Company > Users > Set Up Users and Roles.
  • Navigate to the Role List tab and then click on New.
  • Provide a name and description to the newly created role.
  • Assign appropriate Area Access Level for all the Area and Activity.
  • Once you are done with it, click on OK. The new roles is displayed in the Role List. Note: The new user will be marked with an asterisk (*) if it allows its users an unrestricted view of all transactions including payroll.

Edit a user role

  • From the main menu, go to the Company > Users > Set Up Users and Roles.
  • Navigate to the Role List tab and then select the role that you want to edit Click on Edit. Note Some roles won’t get edited such as Admin and External Accountant.
  • Modify the name and description of the role if required.
  • In the Areas and Activities section, expand the Area that you want to modify and then click on a specific Activity.
  • Assign an Area Access Level if required.
  • Repeat above to steps again for all the Areas and Activities in which you want to make modifications.
  • Click on OK once you are done. The user who made changes in the role assigned to them will be able to see the changed the next time when they will log in to the company file. Note: Modifying the access for user will have an impact on all the users assigned with same role.

When you modify the access for one user, all other users with same roles will be affected. You can restrict the changes to a single user by duplicating the role, assigning the duplicate role to that user and then modify the permissions for the duplicate role. After doing this, you won’t be required to recreate each role each time a new user for that role is added.

Remove access to all transactions including payroll

Note: Doing this will remove the unrestricted access to view all the transactions and allows that user to view only those transactions for which the permission is provided.

  • From the main menu, go to the Company > Users > Set Up Users and Roles.
  • From the Role List tab, chose the role marked with * for which you want to remove specific access from and then click on Edit.
  • Locate the areas marked with ** and then expand to view the sub-Areas.
  • Select the Area you want to edit and then modify the Area Access Level.
  • Repeat the above two steps for all the Areas you want to edit.
  • Once you are done, click on OK.

View roles and permissions report

  • From the main menu, go to the Company > Users > Set Up Users and Roles.
  • From the Role List tab, click on View Permissions.
  • Select any role and then click on Display. You will get a report which will show all the roles including the assigned permissions.

Follow The Steps Carefully or Contact Our ProAdvisors

Technical Support For QuickBooks

Following the steps provided in this article will surely help you to create and modify roles in QuickBooks Desktop Enterprise. However, there can be several instances when you can face various issues while creating or modifying roles. You can also get some errors or issues if you don’t set up roles properly. In case, if you are have any kind of issue, you can contact us at our toll-free QuickBooks Support Phone Number +1800-567-0425 and get an instant solution for all your QuickBooks at any point of time.

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How To Create And Modify Roles In QuickBooks Enterprise

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