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When you have several people working on your company file, you want to be able to tell which user does what in your books. That makes it easier to spot someone playing games with your company finances or a user who needs some additional training on QuickBooks. You can also restrict what different users can do, so you can give some people access to almost every QuickBooks feature, while limiting data entry people to writing checks or recording invoices and other sales transactions. To create a new user on the Company menu, point to Set Up Users and Passwords and then choose Set Up Users.
If the QuickBooks Log In dialog box opens, type your password. That's an extra precaution to prevent someone from creating users in your company file. It appears if you haven't logged in recently. The User List dialog box shows all the users that currently exist. The user that's logged in to this session has the words "logged on" after the user name. To create a new user click Add User. The Set up user password and access dialog box opens, on the first screen, fill in the username and password for the new user. Be sure to type the password in the Confirm Password box. Don't copy and paste the password from one box to the other or you might copy a typo. Click Next to start setting the user's permissions.
To set this user up as an all-powerful administrator level user, select the All areas of QuickBooks option. Remember the administrator user can do anything in the company file, so you don't want to give this to just anyone. To set up a user with some privileges, keep the Selected areas of QuickBooks option selected. The External Accountant user is especially user you can create so your accountant can log into your company file and get to absolutely everything except sensitive customer information.
To set the specific areas click Next. The Sales and Accounts Receivable permission covers things like invoices, sales-receipts and receiving payments. You can give someone No Access at all, Full Access or limit them to creating transactions, creating and printing transactions, or creating transactions and reports. A checkbox lets you give the user permission to see a customer's full credit card number. Click Next to move to the next area.
Purchases and Accounts Payable relates to bills, credit card charges and purchase orders. Checking in credit cards lets the user work with banking tasks like writing checks, making deposits, and recording credit card charges. Inventory lets the user do things like enter purchase orders, receive items, and adjust the quantity or value of inventory. Time Tracking relates to entering time or importing and exporting time data.
Payroll and Employees covers creating paychecks, printing payroll tax forms, and paying payroll taxes. Sensitive Accounting Activities includes making journal entries and performing online banking. Sensitive Financial Reporting gives someone access to all QuickBooks reports. Changing or Deleting Transactions lets the user change or delete the transactions that they can access. This is good for trainees or to protect against embezzling.
The last screen shows the access you've set up for the user. If you want to change any of these settings click Back and make the changes. When the user is set up the way you want, click Finish to add the user. To edit an existing user, select the user in the list and then click Edit User. Follow the steps you've just learned to change that user. Any user can change the password for his or her user account.
On the Company menu, choose Set Up Users and Passwords and then choose Change Your Password. When you change your password, you can set up a challenge question and provide the answer to it. That way if you forget your password, you can reset it by answering the challenge question. Click OK to complete the change. Remember, by setting up different users and telling QuickBooks what they can do, you keep your financial records safe and secure.
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