quickbooks desktop how to change access to company file,QuickBooks Desktop: How to Change Access to Company File

QuickBooks Desktop: How to Change Access to Company File

Managing access to your QuickBooks Desktop company file is crucial for maintaining data security and ensuring that only authorized users can view or modify your financial records. In this detailed guide, we will walk you through the steps to change access to your company file, covering various aspects such as user permissions, file sharing, and network settings.

Understanding User Permissions

User permissions in QuickBooks Desktop determine what actions each user can perform within the company file. To change access, you need to understand the different permission levels available:

By understanding these permission levels, you can assign the appropriate access to each user based on their role and responsibilities within your organization.

Adding a New User

Follow these steps to add a new user to your QuickBooks Desktop company file:

1. Open QuickBooks Desktop and log in as an Admin user.
2. Go to the “Company” menu and select “Users.” This will open the “Users” window.
3. Click on “Add User” to create a new user account.
4. Enter the user’s name, email address, and password.
5. Select the appropriate permission level for the user.
6. Click “Save” to add the new user to your company file.

After adding a new user, you may want to send them an email notification with their login credentials and instructions on how to access the company file.

Changing User Permissions

Follow these steps to change the permission level for an existing user:

1. Open the “Users” window by going to the “Company” menu and selecting “Users.”
2. Locate the user whose permissions you want to change.
3. Click on the user’s name to open their user profile.
4. Select the desired permission level from the “User Type” dropdown menu.
5. Click “Save” to update the user’s permissions.

Remember to save your changes before closing the “Users” window.

Removing a User

Follow these steps to remove a user from your QuickBooks Desktop company file:

1. Open the “Users” window by going to the “Company” menu and selecting “Users.”
2. Locate the user you want to remove.
3. Click on the user’s name to open their user profile.
4. Click on the “Remove User” button at the bottom of the window.
5. Confirm the removal by clicking “Yes” in the confirmation dialog box.

Before removing a user, ensure that you have backed up your company file and that the user’s data has been transferred to another user or exported.

File Sharing and Network Settings

QuickBooks Desktop allows you to share your company file with other users on the same network. To change access to the company file, you may need to adjust your network settings and file sharing permissions:

1. Open the “Company” menu and select “Company File” > “Open or Restore Company.”
2. Click on “Open a Company File” and select your company file.
3. Click on “Next” and then “Next” again to proceed.
4. Select the “Multi-User Access” option and click “Next.”