QuickBooks Enterprise- Defining the “User types”

QuickBooks Enterprise Defining User Type

QuickBooks Enterprise is the most advanced version for the QB desktop software product line. QuickBooks Enterprise allows up-to 30 users. You need to assure that each user can access the areas of the program and are not restricted from the particular job that they need to view or edit.

This most powerful version of the desktop editions allows accessibility to a maximum number of users without giving control or access.

How to setup users and roles

  • Navigate to Company menu
  • Next, set Up Users & Passwords >> Set Up Users.
  • Choose “Add User”
  • Enter “User Name, Password, & Confirm Password fields and then choose “Next.”
  • Finally, on the username window- select “the area of QB the user has to access to and choose “Next.”

 Note: If you opt for “selected areas of QB,” you can customize the restrictions for different areas of a company file by choosing – “No Access, Full Access, or Selective Access “option

  • Once completed, choose Finish.

Need immediate tech assistance – connect with QuickBooks Enterprise Error Support team

Below given is a list describing users, permission & roles for your use.

The User types: There are 14 default types available.

  • Accountant

The user can enter journal entries, closing dates & password, access to the COA, all accountant/taxes and the financial reporting. The user has the option to access all features & capabilities of the company file.

  • The Accounts Payable (A/P)

This User type will be given to a person who would work on a specific section of the company file related to “Accounts Payable tasks” such as entering and paying bills, Pos, entering expenses & credit card transactions. The user can access any vendor or accounts payable type reports.

  • The Accounts Receivable (A/R)

The user type is for the person handling the Accounts receivable tasks such as sales& invoicing, statements, and credit memos. This user will have any customer& sales type reports.

  • Banking

The role is made for the staff member that requires access to all bank & credit card accounts. The user will have access to all bank type reports.

  • The External Accountant

The person in charge will have full access to all areas of the company file, except the sensitive customer data like credit card numbers.

  • Finance

The user type provides access to budgets, bank accounts, assets, liabilities & equity. This role ideally suits finance staff members that require access to financial data.

  • Full Access

In case you require full access to the company file, you can assume this role.

  • Inventory

The user type here requires full access to the inventory module so that can he/she can adjust quantities on hand (QOH), build assemblies, make item receipts & have access to inventory reports.

  • The Payroll Manager

The user type has full access to payroll data.

  • The Payroll Processor

The role is designed for the person who will enter payroll hours to process the payroll checks & payroll liabilities only.

  • Purchasing

The user type is for the staff member who requires access to Purchase orders& purchase order reports.

  • Sales 

The role is designed for the user that will have access to sales orders, sales receipts, sales reports, estimates & all the info in the customer list.

  • Time Tracking

It will be assigned to the employee who will enter timesheets & time to track functions. The role is ideal for a business owner who has a contractor, and he can employ a person to track their time and job name for job costing.

  • View only

    (QuickBooks Enterprise Solutions is the only desktop program to have this type of user.

The user cannot create, modify or delete any transactions.

 “Custom Role”- Giving multiple roles to a single user

After you have setup the user type, you can now define the roles. This is a benefit of QBES as you can create specific roles for your business. You can customize the custom roles.

Note: You can have up-to 115 “granular permissions.”

  1. Go to the “user list.”
  2. Choose the tab on the right side
  3. Click “New”
  4. In “Areas & activities”- select the role(s) specific to this staff member.
  5. In the “hierarchy list” – choose the tasks you would like this staff member to access.

Thanks for reading this article. Hopefully, it gave a good insight into QuickBooks user type creation and their specific functions. Talk to a ProAdvisor to clear out any doubts and issues as this can be a complex and confusing topic. Call at QuickBooks Enterprise support number 1-805-257-5030 and get the best solutions.