QuickBooks enables you to create users and assign roles in a company file.
“Users” in QuickBooks are people who have access to the company file while “Roles” control the areas and activities the users have access to in QuickBooks company file. By using roles, you can keep your company file more secure by granting users access to only the activities in QuickBooks they need. You can assign multiple roles to a single user and multiple users can have the same role.
Example:
(1) David is your Accountant. You can create a role called "Accountant," set the level of access for the role, and then assign that role to David.
(2) Mrs. Theresa is the owner of the business. You can create a role called “View only,” set the level of access for the role and assign the role to Mrs. Theresa.
Note: Only the QuickBooks Administrator can create a role.
1) Click ‘Company’ at the menu bar, select Users, Setup Users and Roles
2) The Users and Roles window below appears. Click ‘New’ to add a new user
3) A window titled ‘New User’ appears.
A: Enter the name of the user in the box
B: Enter the user’s password
C: The list or roles already created in the company file
D: Click ‘Add’ after choosing the role you want to assign to the user
E: These are roles that are already created in the company file
F: The roles assigned to the user are listed in the box
G: View-Only is selected as the role of the managing director
H: The details of the role selected is shown in the box
I: Click OK to continue after filling in the necessary information
4) The user (Managing Director) created, automatically appears in the users list. The role assigned to the user is shown below the window because the user is selected.
Click Close below to window.
Check
a) Close the company file (Click File at the menu bar and select ‘Close Company/Log off) from the drop down list)
b) Reopen the same company file (Select the company file from the list and click Open)
c) The QuickBooks Login window appears telling you to enter a username and a password to log in to the company. Enter the correct username and the password and click OK
Note: If you type wrong information, an information message will appear telling you about the wrong details you input.
d)
When the company file open, click ‘File” at the menu
bar, select ‘Users’, View Users
Note: Managing Director (Logged on)
e) The managing director cannot do anything on the company file because his role is to view only. If he/she tries to do anything apart from the role given, an information message appears.
“Users” in QuickBooks are people who have access to the company file while “Roles” control the areas and activities the users have access to in QuickBooks company file. By using roles, you can keep your company file more secure by granting users access to only the activities in QuickBooks they need. You can assign multiple roles to a single user and multiple users can have the same role.
Example:
(1) David is your Accountant. You can create a role called "Accountant," set the level of access for the role, and then assign that role to David.
(2) Mrs. Theresa is the owner of the business. You can create a role called “View only,” set the level of access for the role and assign the role to Mrs. Theresa.
Note: Only the QuickBooks Administrator can create a role.
1) Click ‘Company’ at the menu bar, select Users, Setup Users and Roles
2) The Users and Roles window below appears. Click ‘New’ to add a new user
3) A window titled ‘New User’ appears.
A: Enter the name of the user in the box
B: Enter the user’s password
C: The list or roles already created in the company file
D: Click ‘Add’ after choosing the role you want to assign to the user
E: These are roles that are already created in the company file
F: The roles assigned to the user are listed in the box
G: View-Only is selected as the role of the managing director
H: The details of the role selected is shown in the box
I: Click OK to continue after filling in the necessary information
4) The user (Managing Director) created, automatically appears in the users list. The role assigned to the user is shown below the window because the user is selected.
Click Close below to window.
Check
a) Close the company file (Click File at the menu bar and select ‘Close Company/Log off) from the drop down list)
b) Reopen the same company file (Select the company file from the list and click Open)
c) The QuickBooks Login window appears telling you to enter a username and a password to log in to the company. Enter the correct username and the password and click OK
Note: If you type wrong information, an information message will appear telling you about the wrong details you input.
Note: Managing Director (Logged on)
e) The managing director cannot do anything on the company file because his role is to view only. If he/she tries to do anything apart from the role given, an information message appears.
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