Only the QB Administrator can add and edit users, passwords,
and permissions.

1. From the Company menu, choose Set Up Users.

2. Enter the Admin password if you have previously set a password. If you have not set an Administrator's Password, enter a password in the Password field and the Confirm Password field. Click OK. [IMPORTANT: If you don't enter a password and click OK, the password is "blank." When you open the company file, click OK to enter the "blank" password.]

3. Click Add User.

4. You can add an unlimited number of users. The number that can have access at one time, however, depends on your QuickBooks license agreement.

5. Assign a user name and password.

6. Enter the name of the person in the User Name field.

7. Enter a password: first in the Password field and then in the Confirm Password field.

8. Click Next.

9. Choose whether this person will have access to selected areas of QuickBooks or all areas of QuickBooks.

   • Selected areas of QuickBooks. Lets you choose which areas (sales, purchases, payroll, etc.) the user can access in QuickBooks. A sequence of questions helps you select the areas.

   • All areas of QuickBooks. Gives the user access to all areas. The user can do everything except a few special activities reserved exclusively for the QuickBooks Administrator.

   
   

10. Click Next. Follow step 11 or 12.

11. If you granted the user access to all areas of QuickBooks, you have no more selections to make. Click Yes to confirm that you want this user to have full access. Then click Finish to complete the setup process for this user. If you need to add another user, go back to step 3. If you are finished adding users, skip to step 18.

12. If you are selecting the areas the user has access to, make your selections on each screen that appears. For example, the first area is Sales and Accounts Receivable.

    • No access. Denies access of any kind to the area.

    • Full access. Provides general access to the area, letting the user do everything except edit and delete transactions. You will be asked near the end of the setup process if you also want the user to edit and delete transactions.

    • Selective access. Provides a more limited access to the area than full access. Select this option if you want the user to have access but not be able to do a particular activity. For example, you can allow someone to enter transactions but prevent them from printing them.

    
    

13. Click Next to go to the next area. Repeat step 12 for each area of QuickBooks for this user.

14. When the Changing or Deleting Transactions window appears, select Yes to the first question if you want the user to be able to edit and delete transactions in addition to creating them. Also indicate whether you want the user to have access to transactions from prior accounting periods. Click Next.

15. On the last screen, review the table that summarizes the access rights you granted to this user. If you need to make a change, click Prev to return to the appropriate screen.

16. Click Finish to complete the setup process for this employee.

17. Repeat steps 3 through 16 for each employee that needs access to selected areas of QuickBooks.

18. After all employees are added as users, click Close.