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Maverick2
Mar 22, 2022 9:03 PM UTC
Solved

Quickbooks Desktop role permissions overlap

It seems to me that there are overlapping permissions within the roles. If two roles have the same permission, do you have to be thorough enough to change it in both places? 

KlentB
KlentBAnswer
Mar 24, 2022 3:11 PM UTC

I'm not sure if I was clear enough on this question.

 

Let's use again for an example, the ability to delete an invoice.

User John Smith has more than one role assigned to him:

  1. Under the "Accountant" role, Customers & Receivable>Invoices. The access level for delete is off.
  2. Under the "Accounts Receivable" role, Customers & Receivable>Invoices. The access level for delete is on.

 

There is a permission conflict. Which takes precedence?

 

P.S. - I do know other users with permissions to delete invoices can delete them.

 

 

 


Thanks for the additional information, Maverick2.

 

I'm here to clear things out for you. That particular user will still be able to delete the invoice since one of the roles you've assigned has this permission. If you need to restrict the user, you'll need to manually uncheck the Delete option on each role.

 

To help manage your users and access rights in QuickBooks Desktop, I recommend checking these articles:

 

You can always find me here if you have any other concerns or additional questions. Have a pleasant day ahead.

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5 replies

Angelyn_T
Angelyn_T
Mar 22, 2022 9:59 PM UTC

Hi there, Maverick.

 

It's not necessary to change overlapping permissions within the roles in QuickBooks Desktop (QBDT). However, you can always create a user with a specific role and access. Or, use predefined roles for adjustments.

 

Here's how:

 

  1. Click on Company, then tap on Users.
  2. Select Set Up Users and Roles.
  3. Enter the admin password, then select OK.
  4. Select the Role List tab.
  5. Select a role, then select Edit to review its permissions.
  6. In the Area and Activities section, select an area of your accounts. You can select None, Full, or Partial to set the access level.
  7. Once you set the permissions, select OK to save.

 

To create brand new roles from scratch, check out this article as your guide: Create and manage users and roles in QuickBooks Desktop Enterprise. The same resource gives you insights on how to review all roles and their permissions.

 

If you have any other questions about managing user roles and permissions, let me know by adding a comment below. I'll be right here to help. Have a good one!

Maverick2Author
Mar 23, 2022 1:40 AM UTC

If an overlapping permission was, for example, the ability to delete invoices where it was YES in one spot and NO in another spot, which will take precedence?

MaryLandT
MaryLandT
Mar 23, 2022 2:47 AM UTC

Thanks for getting back to us, Maverick.

 

QuickBooks will provide the Yes or No options on both spots or permissions. Even if you set up multiple permissions, any activity on the program will apply to your entire company data.

 

If a user selects Yes when deleting invoices, transactions are removed on the company file. Other users won't be able to delete those invoices since a user already performed the task.

 

The same goes when a user selects No. Invoices remain on the program until a user deletes them.

 

Learn more about permissions through these articles I've added below.

 

 

Keep me posted if there's anything else you need about managing roles and permissions by commenting below. I'm always right here to guide you.

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