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Beverly P
December 20, 2023
Question

Restricted User can see all Payroll Information!

  • December 20, 2023
  • 2 replies
  • 0 views

We have a user who has access permissions restricted to suppliers only. Her role is to enter bills and expenses only.  However, we have been horrified to see that despite her access being correctly restricted, Quickbooks is giving her full access including payroll, salaries, dividends etc.

If she goes to reports, it says access denied, but on the home page 'dashboard' there is a pie chart, titled 'expenses.'  This shows in our case the total paid to each of the salary accts. That would be bad enough, but worse still, there is a button to click 'view all spending' which opens a spreadsheet showing every single line entry into an expense acct!  So absolutely everything is visible, all payroll journal information, dividends, everything.  We now have a very difficult situation to manage as she has told everyone she knows their salaries and worse still, I can see no way to rectify what is obviously a terrible error by QB in making this information easily available to all users.  

Would anyone know how this information can be hidden from a user please?

Many thanks!

 

    2 replies

    M
    Mark_AG
    December 20, 2023

    Hi there, Beverly.

     

    Let's ensure you're only restricting your users to bills and expenses. QuickBooks Online Standard limited vendors only role can let users see and do everything with vendors and purchases. However, you can create custom roles with customized access using QuickBooks Online Advanced.

     

    In this case, I recommend contacting the QuickBooks Online support team so they can investigate the probable cause and apply a solution to this problem.

     

    Furthermore, here's an article to learn about the maximum of accounts or users and more in QuickBooks Online: Learn about usage limits in QuickBooks Online.

     

    Keep us updated if you have other concerns besides restricted users who can see payroll information in the dashboard. I'm always here to help.

    B
    Beverly PAuthor
    December 21, 2023

    Hi,

    Thanks so much for your reply. We are using Quickbooks Online essentials.  The user is restricted to supplier access only.  The issue is the pie chart on the home dashboard which gives her full access to every expense acct entry including payroll. I did speak to the support team, who to be fair were somewhat horrified when they realised the problem but could not offer any suggestions for a fix, other than to forward the issue to Tier Two level. 

    C
    CNIdavid
    January 3, 2024

    We are experiencing something very similar where we just migrated from QB Desktop to QBO and set up our users logins. One of the users was assigned the role of "Standard all access without payroll". We tested their login to make sure that the user could not access QBO Payroll, which they could not, however, the user could access individual payroll info by way of Expenses. They could click on each record and see exactly how much each employee was paid. If they tried that same method using DT, they would get a warning saying that they needed permission to perform that action. What are we missing here with QBO?

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      Beverly PAuthor
      January 3, 2024

      This is clearly a huge programming blunder.  Despite promising to call me back with an update I have had no further correspondence from QB regarding this. I'm planning to ring them again this week.  It makes a mockery of offering restricted access when it's not restricted at all. 

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