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Brian170
Sep 7, 2021 2:02 AM UTC
Solved

Locking new class formations

How do you lock new classes from being added? Users are accidentally creating new classes while adding invoices and we want to prevent this from happening going forward.

    BigRedConsulting
    BigRedConsultingAnswer
    Sep 7, 2021 2:51 AM UTC

    If you have Enterprise you can give detailed access to lists, including the Class list, and can for example disable the ability to create new classes. However, that's not possible with Pro or Premier.

     

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    4 replies

    katherinejoyceO
    katherinejoyceO
    Sep 7, 2021 2:45 AM UTC

    Welcome and thanks for posting your concern here in the Community, @Brian170. At the moment, we can only turn off the class tracking in QuickBooks. Doing this will stop them from showing up as a line on an invoice or other sales forms.

     

    As an alternative, you'll also want to manage users and their roles in QuickBooks. Refer to the steps under How to assign a restricted role to a user in this help article: Create data level permissions in QuickBooks Desktop. 

     

    For future reference, you can also browse some of our articles and other related topics if you need some insights from other users on the QuickBooks Resource page. 

     

    I'll be around to assist if you have additional questions or if you need more help with your QuickBooks transactions. Take care!

     

    MCawthon
    May 8, 2024 11:22 AM UTC

    Has this been updated since 2021?  It's still an issue I'd like to resolve.  Thanks!

    Ivan_G
    May 8, 2024 12:47 PM UTC

    Let me add more information about user roles and access in QuickBooks Desktop (QBDT), MCawthon.

     

    As mentioned above, we can limit some users' accessibility in QBDT. It allows you to control the areas that can be viewed and managed by your team members. 

     

    Please know that this feature is available on the Enterprise subscription. If you're currently on the Pro or Plus versions, you might want to consider upgrading to the Enterprise plan to utilize the feature.

     

    To proceed with limiting user access, kindly follow the steps below:

     

    1. Open your QBDT account
    2. Go to the Company menu.
    3. Click Users and select Set up Users and Roles.
    4. From the Role List, click the user role you need to modify. Then, hit Edit.
    5. Click the mini plus icon + on the Area and Activities to expand and select which field to edit.
    6. From the Mixed Access section, pick None to dismiss completely or Partial to partially restrict the user's access.
    7. Once done, press OK.

     

    For further reference regarding handling users in QBDT Enterprise, please check this article: Create and manage users and roles in QuickBooks Desktop Enterprise.

     

    Additionally, you may review this article that can guide you in handling your reports and viewing your business' performance. It also aids in drawing up some needed data in a given timeframe: Reports - QuickBooks Desktop.

     

    You can always reply to this thread if you need additional assistance managing roles or any QuickBooks-related queries. The Community is always open to help.

    BigRedConsulting
    BigRedConsultingAnswer
    Sep 7, 2021 2:51 AM UTC

    If you have Enterprise you can give detailed access to lists, including the Class list, and can for example disable the ability to create new classes. However, that's not possible with Pro or Premier.

     

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