How to Restrict a Memorized Report in QuickBooks
QuickBooks includes many standard reports, but situations can occur where you need to change some of the filter options on the reports to reflect the answers to the specific questions you have. You can restrict a report by many variables, including date, account and payment method. You may have an employee who enters invoices, but you do not want her to have access to invoice or payroll reports. In QuickBooks, you can set up users and allow them access or restrict their access to specific information.
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Instructions
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Restrict Access to a Memorized Report
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Select "Company" on the top menu and choose "Set Up Users and Passwords," then "Set Up Users..."
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Click the "Add User..." button in the "User List" window, or if you have already added the user, click "Edit User."
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Enter a user-name and password and click the "Next" button. If editing a user, just click the "Next" button.
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Select the "Selected areas of QuickBooks" radio button in the "Change user password and access" window. Click the "Next" button.
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Choose the level of access for each section on pages one to eight in the "Change user password and access" window and click "Next." Choose "No Access," "Full Access" or "Selective Access. To allow access to create reports, select the "Create transactions and create reports" radio button.
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Review your selections on page nine of the "Change user password and access" window. Click the "Back" button to edit your choices and the "Finish" button to complete adding or editing the user. Click the "Close" button.
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Test the account you just created. Sign in on the user account and try to access a type of report for which you restricted the user's access. The user will see the name of the report, but if she tries to open it, she will get a message saying that she does not have access.
Restrict a Memorized Report Using Filters
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Select "Reports" on the top menu and choose the "Report Center."
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Double-click the report you would like to filter.
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Click the "Modify Report..." button at the top of the report. Select the "Filters" tab.
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Select the item to filter in the "Choose Filter" section on the "Filter" list. Use the scroll bar to see all available options.
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Edit the variables for the item you are filtering in the right section of the "Choose Filter" section.
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Click in the "Current Filter Choices" box and the filter will appear in that list. Repeat the steps to add multiple filters. Click the "OK" button when finished.
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Remove a filter by selecting it in the "Current Filter Choices" section and clicking the "Remove Selected Filter" button found under that section.
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Remove all changes to filters by selecting the "Revert" button in the bottom, right side of the window. Click the "OK" button.
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Select the "Memorize" button. Name the report, and if you choose to save it to a memorized report group, select the check-box and choose the group in the pull down menu. Click the "OK" button.
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Tips & Warnings
Restrict users' access to what they need to see to do their jobs.
Password protect user accounts.
