How to Manage Users in Quickbooks As an Administrator
QuickBooks is priced according to the number of users that will have simultaneous access to the program. A small business owner thus pays additional fees to enable her employees, i.e. users, to be able to enter transactions into the company's financial software. The business owner acts as the "Administrator" over all these users, maintaining a certain level of control, in order to prevent users from gaining access to information that is unnecessary or inappropriate for them to see.
Other People Are Reading
Instructions
-
-
1
Open the "Set Up Users" option in QuickBooks. Click on the "Company" button in the top menu bar, and scroll down to the "Set Up Users and Passwords" option. When the side menu opens, choose the "Set Up Users" option. The User List window has a list of all user accounts previously created. If there are no users, the "Admin" will be the only one listed.
-
2
Enter the user name for the individual you wish to create as a user. If you are limited in the number of licenses, you can create a user name for a specific area of your business instead of for an individual. For example, create a user named "Register" for all sales associates and another named "Warehouse" for all back-room workers.
-
-
3
Enter a password unique to each user. Keep track of each user name and its password in a secure area. Do not let users assign their own passwords; these are for the purpose of keeping employees in different areas from accessing another employee's user identification. Click on the "Next" button to edit a user's access to the different areas of QuickBooks.
-
4
Create a list of the different areas of your business and the different employees who require access to the QuickBooks file. The work the employee performs should govern the areas of QuickBooks he is allowed in.
-
5
Choose the "Selected areas of QuickBooks" option and then on "Next." The first area is "Sales and Accounts Receivable." For each area there are three options, "No Access," "Full Access" and "Selective Access." Cashiers and those entering customer transactions need only "Selective Access," unless the user is a manager.
Under "Selective Access" the options are to allow the user to "Create Transactions Only," to "Create and Print Transactions," and to "Create Transactions and Create Reports." A cashier may need to create and print transactions, but not create reports. That feature may be reserved for managment.
-
6
Click the "Next" button. The second area is "Purchases and Accounts Payable." This area is typically reserved for bookkeeping and office staff. It's for entering and paying bills, entering credit card charges and purchase orders. Choose the "No Access" level for all but office staff and then click "Next."
-
7
Look at your list of employees and determine if any of them need to be able to write or print checks, make deposits or enter credit card charges. This area is the "Checking and Credit Cards" area. It is not recommended that any staff, including bookkeeping staff, be given access to entering checking account transactions. In general, this should be reserved for you, as the Administrator. Click "Next."
-
8
Choose the "Selective Access" option for warehouse or receiving users. This next area is the "Inventory"; all warehouse users with the exception of management should have selective access to Inventory information, with the ability only to create and print transactions. Click "Next."
-
9
Choose the "No Access" option for the last five areas, which include "Time Tracking," "Payroll and Employees," "Sensitive Accounting Activities," "Sensitive Financial Reporting," and the "Changing and Deleting Transactions" options. These are areas that only the Administrator should be able to enter and view information within. As long as you keep the passwords for each user secure, there should be no user who is able to access areas that do not pertain to her job.
-
1
References
- Photo Credit Puppet image by Tomasz Pawlowski from Fotolia.com
