Limiting access to users

QuickBooks Enterprise allows you to restrict a user's access to specific groups of customers using a feature called Data Level Permissions. This is available if you use the Platinum, Diamond, or Accountant editions (version 21.0 or newer).

While QuickBooks does not provide a direct method to filter user access based solely on a store or class, you can create a Customer Group that includes all the customers associated with the stores your salesperson services. By doing this, you can limit their role so they only see sales, transactions, and balances for that specific group.

Here’s how to create a Customer Group and apply these access restrictions to a role:

1. Sign in to your company file as the admin.
2. Go to the Company menu, select Users, and choose Set Up Users and Roles.
3. Enter the admin password and select OK.
4. Select the Role List tab and choose New to create a role, or select an existing role and click Edit.
5. In the Area and Activities box, select Centers.
6. Choose Custom on Activity Access Level. Then, click Define.
7. Assign the role a name and apply the Data Level Permissions by linking it to the Customer Group you created for that salesperson.
8. Select OK to save.

If you are using a different edition of Enterprise, or if your stores are tracked differently and can't be grouped by customer, you might need a third-party app.

You can explore available apps that connect with QuickBooks by visiting the QuickBooks Desktop App Center at desktop.apps.com. If you decide to build your own application, you can use the QuickBooks Desktop SDK to create a custom solution.

If you have any inquiries about how to restrict a specific user's access to view financial data associated with their assigned locations, please don’t hesitate to reply to this thread. Your questions are welcome.

​@Rubmat What WB Desktop year version do you run?