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C
CFGDM_NAS
October 30, 2023
Question

User permissions with payroll

  • October 30, 2023
  • 1 reply
  • 0 views

My organization uses Quickbooks Premier Edition 2021 for payroll for 10 of our non-profit clients. We have very strong internal controls for payroll, so we currently do not e-file any payroll reports as we want the account managers of those 10 clients to review the reports before they are filed. Once they are reviewed, the account manager signs the reports and then they are mailed. The IRS is really encouraging e-file to eliminate the amount of informational reports being sent through the mail. I am exploring user permissions to see if there is a way for our accounting associate to have limited permissions (create transactions and create reports), who already processes payroll within quickbooks, can generate the reports for the account managers to review. Then once they review and sign off, another person with Admin privileges can log in and e-file. This would allow us to keep with our internal controls and still e-file. I was going to login and give it a try to make sure the accounting associate could still do her job of creating payroll and reports, but not e-file, but unfortunately, once you change your filing method to e-file, it starts a chain of events with the Federal filing, that I am scared to start if it doesn't work like I think it should. Does anyone else have these type of controls and try it this way?

    1 reply

    R
    rvrfrf
    October 30, 2023

    Thanks for becoming part of the Community, CFGDM_NAS. I appreciate your detailed information.

     

    You can choose a user's permissions while creating their profile.

     

    Here's how to set up a user:
     

    1. In the top menu bar, go to Company, Set Up Users and Password, then Set up Users.
    2. Click Add User....
    3. Fill out your User Name, Password, and Confirm Password fields, then hit Next.
    4. From the Access for user: (username) window, choose which area(s) your user will have access to and press Next. If you pick Selected areas of QuickBooks, you can customize the restrictions for different areas of the company file for your newly created user by selecting No Access, Full Access, or Selective Access.
    5. Select Finish.

     

    If you don't see the customization options you're looking for, I'd recommend submitting feedback to our Product Development team about it:
     

    1. In your top menu bar, go to Help, Send Feedback Online, then Product Suggestion.
    2. Enter the suggestion.
    3. Select Send Feedback.

     

    I've also included a detailed resource about adding/editing users which may come in handy moving forward: Users & restrictions

     

    I'll be here to help if there's any additional questions. Have a wonderful Monday!

    C
    CFGDM_NASAuthor
    November 1, 2023

    Thank you very much for your response Zack, it is very much appreciated. I have figured out how to setup users and change their privilege's. I was looking more to see if someone else has the same type of internal controls in place in which one person prepares a return and another e-files and if the user permissions work appropriately to do this. 

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