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h2o_sea
March 8, 2021
Solved

Is it possible to run a report to see a list of users and their current permissions within Quickbooks Desktop?

  • March 8, 2021
  • 2 replies
  • 0 views
Original commenter did not share additional details
Best answer by jamespaul

Hello, h2o_sea.

 

Here's a quick overview on how we can view a list of users, and how to check for their permissions. 

 

At this time, we can only see and check the users' settings in the Set Up Users window (they're aren't exactly a list, but native to the company settings). 

 

You'll want to go to the Company menu and check your users' current permission settings one at a time. Here's how: 

 

  1. Go to the Company menu. 
  2. Hover on Set Up Users and Passwords.
  3. Select Set Up Users.
  4. Highlight a user, then click Edit user.
  5. Review their user permissions.

 

Our developers might include a simple report specific to the users list. Stay tuned for our newsletters about the program updates. 

 

If you need to see the users' activities on your company file, you can pull up the Audit trail report. Here's how: 

 

  1. Go to the Reports menu.
  2. Hover on Accountant & Taxes.
  3. Select Audit Trail. 

 

 

For more details about users and their permissions, you can check this article: QuickBooks Desktop Users and Restrictions. 

 

I'm sure you have other areas to work on in QuickBooks Desktop. You're welcome to check out our articles if you need help with the processes. 

 

Do you have other questions about the Multiuser setup or any other processes? Please let me know by replying to this thread. I'm here to help. 

2 replies

J
jamespaulAnswer
March 8, 2021

Hello, h2o_sea.

 

Here's a quick overview on how we can view a list of users, and how to check for their permissions. 

 

At this time, we can only see and check the users' settings in the Set Up Users window (they're aren't exactly a list, but native to the company settings). 

 

You'll want to go to the Company menu and check your users' current permission settings one at a time. Here's how: 

 

  1. Go to the Company menu. 
  2. Hover on Set Up Users and Passwords.
  3. Select Set Up Users.
  4. Highlight a user, then click Edit user.
  5. Review their user permissions.

 

Our developers might include a simple report specific to the users list. Stay tuned for our newsletters about the program updates. 

 

If you need to see the users' activities on your company file, you can pull up the Audit trail report. Here's how: 

 

  1. Go to the Reports menu.
  2. Hover on Accountant & Taxes.
  3. Select Audit Trail. 

 

 

For more details about users and their permissions, you can check this article: QuickBooks Desktop Users and Restrictions. 

 

I'm sure you have other areas to work on in QuickBooks Desktop. You're welcome to check out our articles if you need help with the processes. 

 

Do you have other questions about the Multiuser setup or any other processes? Please let me know by replying to this thread. I'm here to help. 

    J
    JRivers
    December 15, 2021

    When I run this report, it is not correct.  It shows virtually everything as None.  This is far from correct.  What am I doing wrong?  

    M
    Mark_R
    December 15, 2021

    Let's get this corrected, @JRivers.

     

    It's possible that some of the areas aren't set to full access that's why they are showing as None. To isolate this problem, let's first review the user's permission role. Here's how:

     

    1. Go to the Company menu, then select Users and choose Set Up Users and Roles.
    2. Click the Role List tab.
    3. From there locate and select the roles you need to check.
    4. Select Edit if you want to change the permission.
    5. Highlight each category under Area and Activities and click Full under the Area Access Level section.
    6. Click OK once done. 

     

    However, if it's correctly set up, let's update your QuickBooks Desktop to the latest release. Let me guide you how.

     

    1. Go to the Help menu and click Update QuickBooks Desktop.
    2. Click the Update Now tab.
    3. Check the Reset Update box and click Get Updates.
    4. Wait for the update to complete.
    5. Close and reopen your company file. 

     

    If you get the same result, I suggest running the Verify and Rebuild Data Utility tools to isolate data damage on your company file.

     

    You might want to know how to set data-level permissions in QuickBooks Desktop. This article will guide you through the steps: Create data level permissions in QuickBooks Desktop Enterprise.

     

    It’s nice to work with you, @JRivers. Don't hesitate to click the Reply button below if you need further assistance setting up the user's permission.

    S
    susysalvat
    December 5, 2022

    My problem at this moment is that I cannot access to an old account and I need to know what to do in order to print the W-2 from 2019, Business is not longer open 

    MJoy_D
    MJoy_D
    December 5, 2022

    I can help you with printing your W-2s from 2019, @susysalvat. 

     

    You'll have to have an updated version of QuickBooks Desktop and the latest payroll tax table to view and print W-2s from 2019 if you were using our payroll services during that time. To get this form, you'll have to open or log in to your QuickBooks account to get this information.

     

    Can you tell me more about the problem that you're having when trying to access it? Also, the version of QuickBooks you're using. That will help me provide an accurate solution to this concern. You can follow this article on how to fix problems when your company file won't open: Can't open your company file in QuickBooks Desktop. 

     

    Once you've gained access to the account, refer to the following article on preparing and printing your W-2s based on your payroll service: Print your W-2 and W-3 forms.

     

    Refer to the following article on how to file your W-2s and W-3 manually: 2022 IRS W-2 filing instructions.

     

    I'm always here if you need further help with printing your W-2s from 2019. Keep safe, and have a wonderful day!

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