QuickBooks® User Permissions for QuickBooks® Pro and QuickBooks® Premier

QuickBooks® Premier and QuickBooks® Pro have very extensive user permission options.  The following article will go over the different categories of QuickBooks® user permissions and the various options in each category.  If you need to restrict user access more than what is available below in QuickBooks® Premier or QuickBooks Pro, call us to discuss how QuickBooks® Enterprise, a version with more robust restrictions and privileges can help you 800-216-0763.

Access to sales and accounts receivable.

• Enter sales and returns(invoices, sales receipts, sales orders, and credit memos).
• Create estimates and generate invoices from estimates.
• Apply reimbursable expenses to sales.
• Do progress billing.
• Receive and deposit customer payments.
• Process credit cards (QuickBooks Merchant Service).
• Apply finance charges to late payments.
• Maintain the Customers & Jobs, Customer Type, Job Type, Customer Messages, Payment Method, and Ship Via lists.
• Use the accounts receivable register and individual customer registers.
• Customize sales forms.
• Print sales forms and mailing labels. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access.
• Create accounts receivable, sales, and customer reports. To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access.
• Enter statement charges and prepare statements. To allow this, select either Full Access or “Create and print transactions” under Selective Access.
• See and print all associated sales and accounts receivable information in the Customer and Vendor Centers.

Access to purchases and accounts payable.

A QuickBooks® Premier or QuickBooks® Pro user  with Purchases and accounts payable access can perform the following:

• Enter and pay bills.
• Enter reimbursable expenses.
• Write purchase orders. Receive against purchase orders.
• Enter credit card charges.
• Pay sales tax.
• Maintain the Vendor, Vendor Type, and Purchase Orders lists.
• Use the accounts payable register.
• Customize purchase forms.
• Print 1099 forms. To allow printing, you must select either Full Access or Create and print transactions” under Selective Access.
• Create accounts payable, purchase, and vendor reports. To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access.

Access to checking and credit cards.

A QuickBooks® Premier or QuickBooks® Pro user  with Checking and credit cards access can perform the following:

• Write checks for expenses (but not payroll checks).
• Void checks.
• Make deposits.
• Pay bills.
• Pay sales tax.
• Enter credit memos and create credit memo refund checks.
• Enter credit card charges.
• Print checks and deposit slips. To allow printing, you must select either Full Access or Create and print transactions under Selective Access.

Access to inventory

• Write purchase orders.
• Receive against purchase orders.
• Maintain the list of inventory items.
• Enter bills.
• Edit an item’s history.
• Build/unbuild assemblies (Premier only).
• Adjust inventory.
• Print purchase orders.
• Create inventory, purchase, and vendor reports. To allow access to these reports, you must select either Full Access or “Create transactions and create reports” under Selective Access.

Access to time tracking.

A QuickBooks® Premier or QuickBooks® Pro user with Time tracking access can perform the following:

• Prepare weekly time sheets.
• Enter time for single activities.
• Export and import Timer data.
• Print time sheets. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access.
• Create time reports. To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access.

Access to payroll and employees.

A QuickBooks® Premier or QuickBooks® Pro user  with Payroll and employees access can perform the following:

• Payroll and employees
• Write and view paychecks.
• Pay payroll-related liabilities.
• Set up year-to-date amounts.
• Make adjustments to payroll liabilities.
• Access the payroll service.
• Prepare Forms 940, 941, W-2, and W-3.
• Maintain the Employee Center information.
• Maintain payroll-related information about employees (example: Social Security numbers).
• Print paychecks, pay stubs and forms W-2, W-3, 940, and 941. To allow printing, you must select either Full Access or “Create and print transactions under Selective Access.
• Create payroll reports. To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access.

Access to sensitive accounting activities.

A QuickBooks® Premier or QuickBooks® Pro user  with Sensitive accounting activities access can perform the following:

• Use online banking. Any access to sensitive accounting gives the user online banking access if the user also has PIN access.
• Maintain the company’s Chart of Accounts.
• Work in the register for any balance sheet account, including undeposited funds.
• Transfer funds between accounts.
• Reconcile accounts.
• Create budgets.
• Make general journal entries.
• Clean up the company data file.
• Use accountant’s copy.
• Create the payroll report that is available when the “Payroll reports only” preference is selected in the Payroll Preferences window (this is a different report than those that are available when payroll is fully turned on). To allow access to these reports, you must select either Full Access or “Create transactions and Create Reports” under Selective Access.
• Print registers. To allow printing, you must select either Full Access or “Create and print transactions” under Selective Access.

Access to sensitive financial reporting activities.

A QuickBooks® Premier or QuickBooks® Pro user  with Sensitive accounting activities access can perform the following:

• Sensitive financial reporting
• Users with access to sensitive financial reports can create all reports and graphs.
  Important: This permission does not provide the ability to change or delete transactions displayed in the reports. If you want the user to be able to change or delete these transactions, you need to give the user permission to access an area (for example, A/R transactions), and to change and delete transactions. You can set these permissions on the user setup screen for Changing or deleting transactions.

Access to changing or deleting transactions activities.

A QuickBooks® Premier or QuickBooks® Pro user  with Changing or deleting transactions activities access can perform the following:

• This permission gives users the ability to change and delete transactions in areas where they have access. For example, if a person has access to sales only, that person can change invoices, credit memos, and sales receipts, but not transactions that originate in other areas (for example, paychecks).
  Note: If you do not give a user permission to delete transactions, he or she can still delete transactions they created as long as they were created during the same QuickBooks® session.
  
• With Accountant Edition, you can run the Closing Date Exception report to quickly find all changes made prior to the closing date.
  
• Changing closed transactions
  To protect the books, you may want to deny access to transactions entered before the last closing date. If a user doesn’t need access to these permissions, select No in response to the question about the closing date. By requiring permission to delete, add, or edit any transaction before a chosen date, you can discourage accidental or casual changes made in or with QuickBooks to closed periods, but still, make corrections when necessary.

If the permissions in QuickBooks® Premier or QuickBooks® Pro are not as extensive as you need, call us 800-216-0763 to discuss if QuickBooks® Enterprise within your budget or if QuickBooks® Premier or QuickBooks® Pro is the best choice for your company to buy.