QuickBooks gives administrators a very refined level of control over user access priveleges. However, they found a way to make it simple for users to be assigned priveleges based on one or more predefined accounting roles they perform. Here’s how you can make QuickBooks Enterprise security work for you.
The screen shot below demonstrates that a single user can be assigned to one or more “roles”, which is a bundle access priveleges necessary for someone performing that work to get their job done.
To make it easy for administrators QuickBooks created pre-defined roles, each with it’s own pre-defined priveleges. However, you can create entirely new roles from scratch or duplicate an existing role and modify priveleges to create a new role.
If we look at each role, we see a common set of priveleges grouped into “Areas and Activitites” For each area and activity within a role we set an access level of “None”, “Full”, or “Partial”, which is broken down into “Create Entries”, “Modify Entries”, “Delete Entries”, “Print List”, and “View Balance” as shown in the screenshot below’
Administrators who want very refined control over user priveleges can set them individually within each area and activity. Below is a screenshot depicting all QuickBooks functions for which access can be controlled.
Robert Guild is certified QuickBooks ProAdvisor in Austin, TX who conducts CPE courses for CPAs and individual training and group classes to QuickBooks users. His company at www.QBCoach.biz, maintains a sixteen-station QuickBooks lab, providing hands-on training. You can contact him directly at rguild@QBCoach.biz or follow him on twitter at QBPro