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michelle c2
February 7, 2024
Question

Asset acounts showing up in expenses.

  • February 7, 2024
  • 1 reply
  • 0 views

Manually posted outsourced paychecks are showing up as expenses so everyone can see them. I have created new roles excludeding all expenses and they can still see them. How can I remove all asset accounts from appearing in the expenses?

1 reply

R
Rasa-LilaM
February 7, 2024

Hello there, michelle c2.

 

Keeping your accounts organized is crucial to ensure your financial records are accurate. To better assist you, I just need to ask for more details on what happened to the transactions.

 

Did you manually create checks to record the paychecks or enter a journal entry? Can you share with us the specific account types used for the entries? Regarding the roles, are you referring to bank rules or user access?

 

Any information you can provide will help me get on the same page. This will also ensure the best solution to your concern.

 

Thank you in advance. I look forward to your response. Have a great day ahead, michelle c2.

M
michelle c2Author
February 8, 2024

Morning! Thanks for your quick response!  

I manually create checks to record the paychecks.  The account they are posted to in is "other assets".  As of right now, any user can go into expenses and see the names and the amounts for every employees paycheck.  I am not sure why all of the asset accounts are appearing under the expense category.

 

I have tried to create custom roles in manage users for some employees WITHOUT expense access and for some reason, the expenses and paychecks are still visible.

Tori B
Tori B
February 8, 2024

Thanks for providing those extra details, @michelle c2.

 

Setting up custom roles for users can get a little tricky at times. Not every company is set up the same way, so what works for one, won't work for the other. But no worries, I'm happy help you sort this out. 

 

Based off the information you've provided it sounds like the Sales and Expense role will be your main focus area. As these roles don't have access to checks and/or expenses as a whole:

 

Sales
 

  • Invoices

Expenses
 

  • (basically, every role except for the All Expenses and Checks roles)

 

The Invoices only role prevents access to all expenses, and then all the roles under the Expense category prevent access to checks, except for All Expenses and Checks. Some of the roles under the Lists category (Customers, Vendors, etc.) may work as well. 

 

To best review what roles your users can and can't see, I recommend reviewing our guide that shows each area: Add and manage custom roles in QuickBooks Online.

 

If you have any follow up questions about roles after you've reviewed our guide, please don't hesitate to let me know. I'll keep an eye out for your response in case you need me. Have a good one! 

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