How to Capture QuickBooks Rights Settings

By Stephen L. Nelson

QuickBooks makes your life easier by giving you and your accountant everything you need to keep things in order. However, sometimes a workaround is in order. Accountants often want to see the rights that particular users have, especially if they’re auditing you as part of annual closings. (You may be audited if the bank wants audited financial statements, for example.)

QuickBooks doesn’t provide a way for you to print the information shown in the Set Up User Password and Access dialog box. Windows, however, allows you to use the Print Screen key 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 key combination 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 by choosing File →  Save As. You may want to capture a screen shot image this way to record the user access and rights for employees.