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K
Karin W
June 1, 2020
Question

What is the best User Type to use for an employee who needs to look at (not edit) inventory?

  • June 1, 2020
  • 1 reply
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Original commenter did not share additional details

1 reply

J
JamesM
June 2, 2020

Hi there, 

 

QuickBooks offers a powerful payroll feature which allows you to manage your employees with ease. I'd be glad to steer you in the right direction with this. 

 

Based on what you've described, I recommend setting up a limited user.To manage users, follow the steps below: 

  1. Select Settings.
  2. Select Manager Users
  3.  From here you can edit the user roles and place limits on certain users. 

There's a great article which goes over how you can do that. I encourage you to check it out using this link here: User types in QuickBooks Online. 

 

Give this a try and if you're still having issues, I recommend contacting our support team using this link.

A
adminAD
November 12, 2020

I've just set up a new user with only inventory access.  She will be able to post purchase orders and receive items from those purchase orders.  I've selected no access to everything else, including deleting things, but when I'm testing the user account, it is allowing me to enter and delete bills, and there is also access to all previous bills, which can also be deleted.  Is there a way to block the bill area?  I really only want this user to have access to the inventory.

L
LauraAB
November 12, 2020

Hello adminAD,

 

Thanks for joining this thread about modifying a user type in QuickBooks Online so that the person only has access to specific areas. I've gone over what's been said previously and would like to offer some clarification about the options available. That way, you can decide how to proceed with your user who only needs to access the inventory feature and enter some purchase orders.

 

It's good to hear you were testing this out before giving your employee the access to QuickBooks because that way you can be sure that she only has access to what she needs to in the books. The reason you're seeing that that access has the ability to do more than what you've described is because QuickBooks Online's user access features don't currently have the ability to really tailor the user access. Even with taking advantage of the limitation areas on a Standard user type, choosing that they're limited to Customer or Supplier means they have access to all the relevant areas for Customers and Suppliers respectively. The program should outline on the right what the user would and wouldn't have access to when you make a selection and before clicking next.

 

I see my colleague shared the global edition of the following article, but here's Canada's user types article to make sure you have information relevant to this product: User types and user permissions in QuickBooks Online

 

I know having specific user accesses is important for keeping a handle on your books, so I recommend sharing your thoughts about the options available via feedback. This article explains how: How do I submit feedback? It's a simple process that results in your thoughts and ideas being forwarded to the product development team for consideration in future updates to the software.

 

I'll be around if you've more questions. Don't hesitate to ask!

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