Only the QuickBooks Administrator can do this task.
To do this task
Go to the Company menu, click Set Up Users and Passwords, and then click Set Up Users.
Click Add User.
Assign a user name and password:
Choose whether this person will have access to selected areas of
QuickBooks or all areas of QuickBooks.
What do these choices mean?
Selected areas of QuickBooks: Lets you choose which areas
(sales, purchases, payroll, and so on) the user can access in QuickBooks. A sequence
of questions helps you select the areas.
All areas of QuickBooks: Gives the user access to all
areas. The user can do everything except a few special activities reserved
exclusively for the QuickBooks Administrator. Activities the user won't be
able to do are:
Setting up passwords and permissions
Importing and exporting data
Changing company setup information
Changing company-specific preferences
If you granted access to all areas of QuickBooks, you have no
more selections to make. Click Yes to confirm that you want this
person to have full access. Click Finish to complete the setup
If you are selecting the areas the user has
access to, make your selections in the window. Click Next to go to the next window.
What do the access levels mean?
No access: Denies access of any kind to the area.
Full access: Provides general access to the area, letting
the user do everything except edit and delete transactions. You'll be asked
near the end of the setup process if you also want the user to edit and delete
Selective access: Provides a more limited access to the
area than full access. Select this option if you want the user to have access,
but not be able to do a particular activity. For example, you can allow someone
to enter transactions but prevent them from printing them.
When the Changing or Deleting Transactions window opens,
click Yes to the first question if you want the user to be able to
edit and delete transactions in addition to creating them, and then indicate whether you want the user to have access to transactions from prior accounting periods.
What do my responses mean?
Yes. Allows editing and deleting of transactions in all
areas where the user has access.
No. Restricts editing and deleting of transactions to those
the user entered in the current QuickBooks session.
Yes. Lets the user edit and delete transactions entered on
or before your current closing date. This privilege is also
password-controlled. A user who has the privilege must know the closing date
password to gain access to closed transactions.
No. Prevents the user from editing or deleting closed
transactions, even if the user knows the closing date password. This protects
your records against changes that would alter balances for closed accounting
In the last window, review the table that summarizes
the access rights you granted. If you need to make a change, click
Prev to return to the appropriate window.
Click Finish to complete the setup process.
QuickBooks Enterprise Solutions offers more advanced options to customize
&qb_enterprise_solutions; offers more advanced options to customize user permissions.
About multi-user access
Assigning passwords to new users
Can more than one user access the company file at the same time?