QuickBooks 2013 Pro and Premier in a Multi-User Environment

QuickBooks Pro and Premier 2013 allow you to set up several passwords for the QuickBooks data file. What’s really neat about this is that you can tell QuickBooks to allow certain users and passwords to do only certain things.

The business owner, for example, may have a password that allows her to do anything. But a new accounting clerk, for example, may have a password that allows him only to record bills into the system.

To set up additional users and passwords in QuickBooks Pro and QuickBooks Premier 2013 editions, follow these steps:

  1. Choose the Company→Set Up Users and Passwords→Set Up Users command.

    QuickBooks displays the User List dialog box. The Users and Roles dialog box identifies any users for whom QuickBooks access has been set up and the roles QuickBooks can fill when using QuickBooks. The Users list, on the User List tab of the dialog box, also identifies who is currently logged on to the system.

  2. Tell QuickBooks that you want to add a user by clicking the Add User button.

    QuickBooks displays the first Set Up User Password and Access dialog box.

  3. Identify the user and supply a password.

    Give each user for whom you are setting up a password a username. You do this by entering a short name — perhaps the user’s first name — into the User Name box. After you identify the user, enter the user’s password into both the Password text box and the Confirm Password text box.

  4. Identify the user’s role(s).

    Use the Available Roles list box to select the roles (or duties) the user fills. Then add the selected role to the user’s list of assigned roles by clicking the Add button. To move a role from a user, select the role from the Assigned Roles list box and then click Remove.

    The Description box at the bottom of the New User dialog box describes the role in more detail, including the type of QuickBooks user who might typically be assigned the selected role.

  5. (Optional) Modify roles as necessary.

    You can fine-tune the roles that you, with QuickBooks’ help, assign. To do so, select the Roles tab on the Users and Roles dialog box, click the role you want to change, and click the Edit button. When QuickBooks displays the Edit Role dialog box, select an accounting activity or area from the Area and Activities list and then use the Area Access Level buttons to specify what a user with the selected role can do.

    You can indicate that the user should have no access by selecting the None radio button. You can indicate that the user should have full access by selecting the Full radio button. If the user should have partial access, you select the Partial button and then check or uncheck as appropriate the Create, Modify, Delete, Print, and View Balance boxes. Click OK to save any changes and return to the Users and Roles dialog box.

    You can see what access any role initially has by selecting one of the entries in the Area and Activities list. QuickBooks uses the Area Access Level buttons and boxes to show the current settings for the role.

  6. (Optional) Review your user permissions.

    After you set up a user, you should (just to be careful) review the permissions you’ve given the user. To do this, click the User List tab of the Users and Roles dialog box, select the user, and then click the View Permissions button.

    When QuickBooks displays the View Permissions dialog box (not shown), select the user and then click the Display button to see the View Permissions window, which displays a very detailed list of what the user can and can’t do.

  7. (Optional) Review your role modifications.

    If you make changes to a role’s permissions, you probably also want to review those changes. To do that, click the Role List tab of the Users and Roles dialog box, select the role, and click the View Permissions button. QuickBooks displays another version of the View Permissions dialog box that lists the roles you and QuickBooks have set up.

    Select the role you want to review and then click the View Permissions button. QuickBooks displays another version of the View Permissions window with a detailed list of what someone with the role can and can’t do.

  8. After you finish with the review of user and role permissions, click Close to close any open windows and then click the Cancel or Close button to close any open dialog boxes.

    From this point forward, the new user can use QuickBooks; however, his or her rights are limited to what you specified.

Accountants often want to see the rights that particular users have. 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’s View Permissions window is a slick way to see this data online, and if you want to print a copy of the permissions information, all you need to do is click the window’s Print button.

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