Accountants often want to see the permissions that particular users have in QuickBooks 2012. This is especially true if you’re audited by your CPA as part of annual closings. (You may be audited if the bank wants audited financial statements, for example.)

QuickBooks 2012 doesn’t provide a way for you to print the information shown in the Set Up User Password and Access dialog box shown below.


However, Windows allows you to use the Print Screen button to capture a screen shot of the QuickBooks program window and the Set Up User Password and Access dialog box.

Press Alt+Print Scrn to shoot a screen shot of the dialog box. This copies an image of your screen to the Windows Clipboard. Next, open Paint by choosing Start→Programs→Accessories→Paint.

Paste the image into Paint by pressing Ctrl+V. You may see an error message that says:

The image in the Clipboard is larger than the bitmap. Would you like the bitmap enlarged?

Click Yes. Save the screen shot using File→Save As. You may want to capture a screen shot image in this way in order to record the user access and rights for employees.