Using QuickBooks to run your business can be very helpful. It can become even more powerful if you enable other people in your company to manage certain parts of QuickBooks for you. In this episode of MissionBusinessPodcast.com Bernard Roesch shares how you can enable multiple users in QuickBooks and important things to consider when using multiple QuickBooks users.
If you have any questions about this podcast episode, please feel free to contact us.
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Below is a summary of all the relevant points that were discussed in this episode.
Tracking User Activity
If you have multiple people using QuickBooks, it`s important to keep track of the activities of each user. For example;
- You may have mis-categorized transactions or other errors with data that’s entered in QuickBooks.
- Being able to track which user entered that data is helpful so that you can train them on how to avoid this problem in the future.
- Tracking user activity is also helpful if you need to investigate suspicious activities in QuickBooks.
User Permissions And Security Rights
If you have multiple employees accessing QuickBooks, it’s important to limit certain access if it is not needed for their activities.
Below are examples of QuickBooks user permissions and security rights.
- You can limit access to certain areas of QuickBooks such as invoicing only if you don’t want an employee to be able to see bank balances or other sensitive information.
- You can separate certain functions such as accounts receivable and accounts payable to limit the ability of employee fraud.
QuickBooks Versions And Licensing
QuickBooks Pro, the basic version of QuickBooks, allows up to three users.
- If you think you need more users, you may need to upgrade to QuickBooks Premier or QuickBooks Enterprise.
Depending on how granular you want to get with user permissions and security rights, you may want to consider using QuickBooks Enterprise. Below are a few examples of what you can do within QuickBooks Enterprise that is helpful as your company grows.
- In QuickBooks Pro, you can limit user access to functions such as accounts receivable. Within QuickBooks Enterprise, you can limit access further to specific functions within accounts receivable such as receiving payments.
- In QuickBooks Enterprise, you can configure user roles that have permissions associated with them. When you create new individual users, you can assign a role to that user.
- This makes configuring user permissions and security rights easier as you only need to define the permissions and rights once as a role and then can use that role on multiple users.
Setting Up QuickBooks Users
If you would like support in determining how many users you need for your business and how to configure them, contact Bernard today. You can also visit MissionBusinessPodcast.com and get access to a wealth of information that Bernard has been sharing with us in the past.
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