Linda Artesani shows how to create users and assign roles in QuickBooks Enterprise Solutions. You can use preset roles like Accounts Payable or build custom ones, controlling granular permissions down to specific registers and payroll functions for each employee.
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Hi there, Linda Artesani, Artesani Bookkeeping. I wanted to do a short tutorial on how to edit and add roles, add users to QuickBooks Enterprise Solutions. So I've opened up a sample company file here, and I just wanted to show you how easy it is and how detailed you can get this to be. So let's just set up a Generic user that has a preset role already in the system. So I'm going to go over to users, and I'm going to set up a new user, and I'm just going to create a new person, and I will hit Peters Smith, the password. And then I'm going to give this person a role of Accounts Payable. So it's a preset role. And I don't really have to worry about it. It's set up, it's by default in QuickBooks for, for someone who's going to specifically work on Accounts Payable. And that's what this person's job is. If you want to look at what's in the role, you can go over to the Role List. So just click over this other tab, come over to the Accounts Payable role, you can edit it, you can fine-tune it, you can actually get in here and open it up and expand it to see exactly what they can do. They can enter credit card charges, credit card registers, come into the centers and where they can get into the payable stuff, get into some of the company stuff. So you can see here that there's some parts of this that they can get involved with that they're able to get access to in, in the file as an accounts payable clerk. So that's basically setting up a user with a preset default user type. But what if we wanted to make a specific role for a specific employee? So in a perfect world, you'd have an accounts receivable and accounts payable clerk, separate people. But maybe you want to make your own role. So you can create a new role here and define it as you need to. So you could have any name of this role. It could be, you know, accounts payable and accounts receivable. It could be the payroll person, payroll. Clerk, and you could give this person specific role defining exactly what they can do in here. And maybe this person doesn't create the paychecks, but they're allowed to get into a lot of the other things inside of payroll. So maybe they only have a partial role here, and you can come in here and start to give them specific abilities inside that payroll. And then maybe there also has some lists that they may be able to view because they need to. For their specific role. So you can just highlight this and then give them maybe a partial— they can view that payroll item list. So you can get into the real details of what is specific to this new customized role that you're creating. And it's that easy. And you can really get in there and really fine-tune exactly what this job is for your business. And that's what's so great about QuickBooks Enterprise, you can really deep dive into a specific category and give specific individualized sections that are on each individual role. So I hope that's helpful, and I hope that helps you get into that area of QuickBooks Enterprise that sometimes can be confusing. If you have any questions, feel free to reach out to me. Again, my name is Linda Artesani, Artesani Bookkeeping. Bye now.
