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T
tktjohnson03
September 23, 2025
Question

Permissions to view paychecks and liability checks in check register

  • September 23, 2025
  • 1 reply
  • 6 views

Hi, I'm using QB Enterprise. I need help granting an employee access to view ONLY paychecks and liability checks/payments (payroll taxes) in the check register from our operating account. How can I do that? I don't want them to see deposits or vendor payments etc. 

1 reply

C
continea
Level 5
September 23, 2025

Nice to see you here in the QuickBooks Community, tktjohnson03. I will be more than happy to help. You can create the roles or permissions you would like the user to have by following the steps below:

 

  1. Go to the Company menu, then select Users.
  2. Select Set Up Users and Roles.
  3. Enter the admin password, then select OK.
  4. Click the Role List tab, then select New.
  5. Give the role a name and description.
    Note: Name something that indicates its permission level.
  6. In the Area and Activities section, select an area of your accounts. Review each area and select None, Full, or Partial to set the role's permissions.
  7. Once you set permissions for each area, select OK to save.

 

Let me know if you have additional questions or concerns. I will be around here to assist. See you around. 

T
tktjohnson03Author
September 23, 2025

Thank you for the quick reply but it doesn't specifically answer my questions. I need to know exactly what permissions I need. Not the general instructions. 

C
continea
Level 5
September 23, 2025

No worries, I will break it down further specifically for you. Here's what to do:

 

  1. Log in to QuickBooks Enterprise as the Admin.
  2. Go to Company, then User and then Set Up Users and Roles.
  3. Enter the Admin password and click OK.
  4. In the User and Roles window, navigate to the Role List tab.
  5. Click New.
  6. Give the role name, such as Payroll View Only, and add a description.
  7. In the Area and Activities sections, set the following permissions:
  8.  Banking to Partial Access, Checks under the Banking section set the Activity Access Level to View, Payroll and Employees to select Partial Access, Paycheck under Payroll and Employees set the Activity Level to View, and Payroll Liabilities set this to View.
  9. For all other areas or activities, set the access level to No Access. 
  10. Click OK to save.

 

From there, assign it to the user by following these steps:

  1. Go to the Users and Roles Window and go to the User List.
  2. Click New and create a new user or edit user.
  3. In the Available Roles Section, highlight the Payroll View Only role you created above and then click Add.
  4. Hit OK to save the changes. 

Let me know how this works out! I will be looking out for an update. 

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