User & Role Set-up(Enterprise Solutions 8.0): How do you restrict access to specific G/L account balances and account detail? Sensitive accounts needing restrictions are cash and payroll related accounts.
Intuit Community is an excellent forum. Yet, I was not able to get an answer from either Intuit Community or QuickBooks tech support. . I am sure my posted question is valid to many other accountants looking for more flexibility of use in specific applications, especially in the areas of control procedures/segregation of duties. I do wish to take it to the next level. How do you go about requesting Intuit to develop this feature in their QuickBooks Enterprise Software? Again, I'm very confident that other accountants would like to have this feature.
Aloha and Mahalo!
MadeInHawaii
I have a similar issue. I want to restrict salespeople in one city from seeing the customers from another city in order to keep them from stealing each other's customers but it appears that once you give someone access to the customers they can see them all.
In Enterprise you can restrict access to certain accounts and areas but not as detailed as you may like. As it relates to your specific question, the cash and payroll related accounts can be restricted by editing the user role. I am not sure what user role you are using, but if you allow no access to bank accounts under the banking area and no access to the employees and payroll area with the user role you have assigned to the user, you will be able to control access to certain areas within QuickBooks.
To complete the task perform the following: Company>Users and Roles>Roles List>Select Role>Select Edit>Expand all Areas and Activities>Select and activity you want to restrict access>Select None or Partial>Click OK. Make sure you edit the role of the user you want to restrict. If multiple users have the same role but you do not want to restrict everyone with that role, you would need to create a new role with the limited access and assign it to the user(s) with limited access.
If this helps you, please mark this question as solved or helpful (click the button under the answer in the lower, right corner), if this does not answer your question, please include more information or additional questions so we may better assist you. Have a Great Day!
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Herman C. Baptist
http://community.intuit.com/me...
http://www.therylangroup.com
Hi JPHMB,
Thanks for the comment. More comments the better! Perhaps Intuit will eventually hear my hopeful ("cry") request.
MadeInHawaii
Hi Herman,
Thanks for the response. You are right. It's not as detailed as I would like it.
I have 2 bank accounts set-up, operating and payroll. I wish to give access to staff#1 access to only the operating and the remaining GL accounts to drill down and reconcile with access to AR, AP, GL and financial reports with restrictions to payroll detail. Staff#2 is given full access to the payroll function, but given access to only the payroll cash account and payroll related expenses and liabilities; and payroll reports.
I've already tried the solution of Users and Roles/Role List/Edit/Area and Activities(none,full,or partial) with no avail. Perhaps there's a combination of settings I need to discover.
Please let me know what you think.
Thanks,
MadeInHawaii
Like Herman said, QuickBooks doesn't provide that kind of control. You can make suggestions to Intuit through the feedback option in the help menu. Or you can find a third party custom developer who can make a custom program that people could use to perform certain functions, but that would be very limiting. Not a lot of good options here.
