Control What Info Users Have Access to in QuickBooks
Question: How can I set up QuickBooks to control what information users can access?
Answer: QuickBooks allows you to set up users and passwords under the “company” tab. When setting up a user, you can specify which information you want that particular user to see or not see, and edit or not edit. And, you can adjust these settings at any time.
For instance, you don't want your salespeople entering orders in QuickBooks to see the payroll and employee information, such as social security numbers. And, you want to control which of your users has access to customer credit card information if you choose to enter that in QuickBooks.
To keep your data safe, review the access levels for your users to make sure they only have access to information and the permission to make entries in QuickBooks where appropriate. By being cautious, you can protect your customers, employees and yourself.
Please email accounting questions you would like considered for the column to HGatter@AccountingSupportLLC.com with the subject line of “Ask the Accountant.”
Harriet Gatter, owner of Accounting Support LLC, was an ad specialty distributor for 23 years and an adjunct professor of accounting at Neumann University. She sold her ad specialty business in 2012, became certified as a QuickBooks ProAdvisor, and now works exclusively with ad specialty distributors nationwide on their QuickBooks, order management and accounting needs.