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AJHN1
AJHN1
March 8, 2024
Question

how to limit user access to changing sales reps on sales orders.

  • March 8, 2024
  • 1 reply
  • 0 views

Hello everyone.

 

Today, a sales manager requested a way to limit user access to changing sales reps on orders. How can this be done on QuickBooks Desktop Enterprise 23.0?

 

Thanks in advance for your answers.

1 reply

I
Ivan_G
March 8, 2024

Hello there, AJHN1. Allow me to provide you with the steps on how to reduce or limit your sales staff members' access to QuickBooks Desktop (QBDT).

 

To clarify, are you referring to restricting your sales staff from changing certain reports or data access? If so, we can utilize the Setup Users and Passwords.

 

Here's how:

 

  1. Sign in as the QuickBooks Admin.
  2. On the Home page, click the Company menu. Then, select Setup Users and Passwords, and select Set Up Users.
  3. Highlight the accurate user, then choose Edit User.
  4. Follow the Change User Password and Access wizard to remove or restrict the user's access.

 

 Also, we can limit the permissions of your sales staff users under certain categories. To do so, refer to the steps below:

 

  1. On your QuickBooks Desktop home page, select Company.
  2. Click Users. Then, Set Up Users and Roles.
  3. Choose the Roles list, then select Sales.
  4. Click Edit, then tick the Area and Activities that you want to limit their access to.
  5. You'll find an option to give Full, Partial, or None on the AREA ACCESS LEVEL which you can modify accordingly.
  6. Once done, hit OK.

 

In addition, you may refer to this article when you need to assign the primary admin role to another user in QBDT: Transfer the primary admin role in QuickBooks Desktop.

 

Feel free to post again here in the Community space should you need assistance regarding user roles in QuickBooks. We'll make sure you're taken care of. Have a great day!

    AJHN1
    AJHN1Author
    March 8, 2024

    Thank you for your reply. Unfortunately, that solution will not solve the problem because what we are trying to do is restrict the possibility of other sales representatives changing the sales representative in the sales orders.

      Bryan_M
      Bryan_M
      March 8, 2024

      Thanks for coming back, @AJHN1 

       

      There's a way to restrict other sales representatives to change the Sales rep in the sales orders. Let me share this with you.

       

      You'll need to modify the Role list, the function of the sales representative position should be minimized to View and Create only. Here's how:

       

      1. Go to Company.
      2. Pick the Users, then Set Up Users and Roles.
      3. Choose the Role List.
      4. Scroll down. Select Sales.
      5. Tap the Edit icon.
      6. Hover your cursor to Customers & Receivables.
      7. Tick the box of View and Create only.
      8. Once done, click OK. 

       

       

      If you want to manage your QuickBooks Desktop (QBDT) and service with the Customer Account Maintenance Portal (CAMPs), you can read this article: Manage your QuickBooks Desktop subscriptions and services.

       

      For additional questions about managing user roles, click the Reply button below. I'll be willing to lend a hand. Keep safe and have a good one.

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