Question

How do I set up a user with limited permissions but can make deposits from Undeposited Funds? This is something that can be done in QB Desktop.

Forum|Forum|5 years ago
December 23, 2020
1 reply
8 views

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QuickBooks Online

Level 8

Hello dustin-chok,

I love that you're familiar with QuickBooks Desktop and are also working in QuickBooks Online. Both of these versions of the software are useful for many businesses and offer a variety of different features. I'd be happy to introduce you to user accesses and permissions in QuickBooks Online.

QuickBooks Desktop and QuickBooks Online are designed with the same purpose of helping business owners and bookkeepers manage accounting for businesses, but there are many notable differences between the two programs. One of those differences is in user accesses and permissions. You're right, QuickBooks Desktop has a number of ways to set up a user so they have certain limitations and can only complete certain tasks, and if you use QuickBooks Enterprise, there are even more options to choose from.

QuickBooks Online also has a few different user permission settings and limitation options, but it's not as refined as what you're used to with QuickBooks Desktop. In this case, QuickBooks Online limits more based on the section of the books that the user will need to access. For instance, if you need a user that handles customer transactions, you can limit them to customers. If you have a user that you don't want to see payroll, you can make sure they don't have that access.

I recommend reviewing our User roles and access rights in QuickBooks Online article to learn what these limitations are to see if you're able to set up a user with the limitations you're looking for while also being able to make deposits from the Undeposited Funds account.

If you're not seeing the limitations you're looking for or think there are other changes we could make, feel free to share your thoughts using the steps here: How do I submit feedback? Your comments will be forwarded to our product development team and help them get a sense of what users are looking for in QuickBooks Online.

I hope that helps. If you'd like more clarification, feel free to share what kinds of limitations you're looking for with your user. That way, I can do some testing to see if QuickBooks Online can set up a user the way you'd like.

Take care!

D

dustin-chokAuthor

Hi Laura,

Thanks for your detailed answer to my question.

Basically l need to set up a user that is all things “customer sales”. They can create invoices, customers, products/services, and record payments on those invoices. We use an external (to QB) payments processor that batches the payments into daily deposits at the end of the day, so my user would need to be able to batch the deposits from Undeposited Funds so that it matches the deposit into our bank account.

I’m very surprised that QBO does not support this, it seems like a pretty basic flow. The current “Limited Customer” access that exists is pretty much what I need, its just missing this last step of being able to batch payments into a deposit at the end of the day, which is a bit of deal killer for me.

L

LauraAB

Level 8

Thanks for the additional details about what you're looking for. I've just gone in and tested a user limited to customer transactions and tasks, and I see what you mean about making deposits using the Bank Deposit feature through the +New button not being included in that access. I can also see how this is an important user capability to you since you have an external payments processor. This is definitely a good opportunity to submit feedback.

Another thing you can check on is whether the payments processor you're using connects with QuickBooks Online via a partner app. You may already have done this, and that's what you mean when you discuss the payments being batched in the Undeposited Funds account. However, if that's not already on your radar, visit the Apps tab to see what options are available. Since these are mostly developed by third parties, I can't speak to how each of them works, but there may be one that brings the payment processor's data into QuickBooks Online in a way that works with the current user access limitations.

It's worth a shot.

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