How to Change User Permissions in QuickBooks?

by James Antonio

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QuickBooks applications support several users. In QuickBooks, the administrator can use any file and can accomplish any function, however, it is possible to modify permissions for other users to restrict their actions.

For instance, every employee in your organization probably wants permission to the QuickBooks Time Tracking tool in order to log their respective work hours. A handful of employees require access to the crucial and confidential data of customer or credit card numbers. Changing or restricting the particular user permissions helps cut down errors and safeguards the information of your company.

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How to Change User Permissions in QuickBooks?

In order to learn how to change user permissions in, you first need to follow the steps given below:

It is always suggested to set up users with respective permission if you have more than one user who is working on a similar QuickBooks file.

Permission allows allocating transactions to users along. Any logged-in user can monitor the changes made to the particular file.

To generate user login IDs and also set particular permissions for the extra users, please do as mentioned in the steps:

Step 1: Navigate to the menu bar from the particular QuickBooks application and press on Company.

Step 2: Now, from the given Company drop-down menu, take the mouse on Users and then press below where it is mentioned Set up Users and Roles.

Step 3: After you have pressed Set up Users and Roles, the User List screen will be displayed. On that screen, press the button that has the option, Add User.

Step 4: Now, you are required to type a username for the particular new user and password. Type the password again and approve it.

Step 5: If you are not able to add a password for the given new user, press the button Yes and generate a password. In case you do not need a password for the particular new user, press the button that says, No and avoid the step.

Step 6: Post that, you require to select the access type that the new user will be having. Generally, there are two access options, such as:

  • All Areas: With the help of this option, the new user will be able to access almost everything in QuickBooks, apart from the sections that need administrator access.
  • Chosen Areas: This option will enable you to select the specific areas where it is possible to get access from the new user. The new user can access the sections and crucial information in the QuickBooks application that is added there.

Step 7: Now, you will require choosing permissions for every section via the nine dialog boxes.

Step 8: For every new dialog box, you can set a new access level for multiple areas in the QuickBooks application.

Step 9: If you are not aware of the restrictions that a specific permission setting offers in QuickBooks, it is highly suggested to choose the Create Only option.

The particular Create Only option provides the highest level of security for the particular user access.

Step 10: Now that you have set permissions for the given new users, a new screen will show up where it is possible to assess the permission provided to the new user for every area.

Step 11: After choosing Create Only for a section login to QuickBooks as the given new user. Then attempt to use the area that the new user is expected to work in. In case the user is not allowed to use a specific area, QuickBooks will show a prompt that will notify the user of the permissions that are needed to use the area.

By now it must be clear to you how to change user permissions in QuickBooks. We have shared everything in this article related to user permissions. So give it a proper read to understand your problem and find the right solution for it.

In case you are doubtful about changing user permissions just by going through the steps mentioned above, then it is highly recommended to hire professional services.

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How to Restrict Access for a Specific User?

Here are the steps to restrict access for a specific user:

Step 1: Press Company in the given menu.

Step 2: Press Setup users and passwords.

Step 3: In case you require adding the password to a specific user, press on Edit user.

In case you have a new user prior to the password setting, press Add User.

Step 4: Now choose selected areas and point out the areas where you want the user to get access to.

Step 5: A Sales and Accounts Receivable window will appear.

Step 6: Now choose Selective Access. Choose what the user wants to have access to.

Step 7: Now, keep moving to the next screen and state the number of users you want to have access with. There are several options that you can limit for a specific user like Purchase, Banking transactions, Sales, Payroll, Inventory and Payroll. It is also possible to restrict a user from deleting transactions in QuickBooks.

What is the List of Permissions that you can Grant for a Specific Area?

Here are the lists of permissions that can be granted for a particular area. Here is the list:

Full access
No access
Selective access that includes certain options like:
Create and print transactions
Generate transactions only
Generate transactions and make reports

How to Get Access to QuickBooks?

You can grant access to QuickBooks to a user with the help of the following steps:

Step 1: Press Company.

Step 2: Press Set Up users and passwords.

Step 3: Choose Set up Users.

Step 4: From present users, press Edit user.

Step 5: Press Next to check every user’s access roles and choose Selected Areas of QuickBooks.

Step 6: Press next and you will get to see that in every area there is Full Access, No Access, and Selective Access radio button is there.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

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Deletes

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Customization

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Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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