 QuickBooks Online 2024. Manage users. Get ready and clear your mind because we don't overanalyze, we intuit, within tuits. QuickBooks Online 2024. Here we are in our Get Great Guitars 2024 QuickBooks Online sample company file we set up in a prior presentation remembering the primary goals as an accountant or bookkeeper include number one creation of the financial statements balance sheet income statement and related reports number two recording facilitating and communicating transactions with those we do business with which includes customers, vendors and employees. When we think about the normal cycle in that process we're usually going to the forms which are located in the new or plus button this being broken out by cycle customer cycle or revenue cycle, vendor cycle or expense or purchases cycle, employee cycle or payroll cycle. When we enter these data input forms that will help us to create the financial transactions which create the financial statements when we want to communicate with the customer. First a word from our sponsor. Actually we're sponsoring ourselves on this one because apparently the merchandisers they don't want to be seen with us but but that's okay whatever because our merchandise is is better than their stupid stuff anyways. Like our CPA six-pack shirts a must have for any pool or beach time mixing money with muscle always sure to attract attention. Yeah even if you're not a CPA you need this shirt so you can like pull in that iconic CPA six-pack stomach muscle vibe man you know that CPA six-pack everyone envisions in their mind when they think CPA. Yeah as a CPA I actually and unusually don't have tremendous abs however I was blessed with a whole lot of belly hair yeah allowing me to sculpt the hair into a nice CPA like shape which is highly attractive yeah maybe the shirt will help you generate some belly hair too and if it does make sure to let me know maybe I'll try wearing it on my head and yes I know six pack isn't spelled right but three letters is more efficient than four so I trimmed it down a bit okay it's an improvement. If you would like a commercial free experience consider subscribing to our website at accountinginstruction.com or accountinginstruction.thinkific.com e-commerce vendors and employees we can do those in the centers on the left the sales revenue or customer center the expenses vendor center or purchases center the employee center or payroll center when we set up a new company file however we have to lay it down the foundation that's what we're doing now most of that is located in the cog dropdown where we have the lists which include the general ledger as well as the item list and under the company area where we have the account and settings which we looked at last night and are now looking at the users so let's go into the users here this is our point of focus the users and the capacity to have multiple people using QuickBooks online is one of the major factors that may affect the type or level or tier of QuickBooks online we want to be purchasing so let's look at that real quickly over here I'm on the QuickBooks online homepage here where we have the comparison between the the simple start the essentials the plus and the advanced so remember when you're thinking about QuickBooks there's two major categories desktop versus online we're here in the online category and then within the online category we've got these tiers or levels which isn't really any difference in terms of what the software is they're just different levels of access in terms of your benefits within it so you're not switching from one software to another for the most part you're just using QuickBooks online you just have access to more features within that system as you go from the simple start up to the advanced it's a pretty easy process to then level up if you want to it's going to be a more difficult process if you start say at the advanced and try to level down due to the fact that QuickBooks has an incentive not to try to have you level down where they do have an incentive to level you up number one and number two you might be using some of these things and therefore when you level it down it's going to be difficult to stop using them if you already had access to them even if they're not essential to your accounting process okay so one of those things are the users so if you had a simple start generally you can see down here the the bold items are the ones that are differentials between the two so this one if we go to essentials you can see that it includes three users where we don't have that over here so that's one of the major differences also we have these other differences that could be impacting one of the other connect three sales channels that would only be necessary possibly if you have like a Shopify store or you're an Amazon seller or something like that multiple currencies that would be if you have more complex transactions where you're where you're receiving money or paying money in different currencies so and then we have the bill management where you're going to be tracking your bills mainly on that'd be like tracking accounts payable and then time entry which might be necessary for job cost type of system but this one is another big one the users now when you think about the users we have this says invite your accountant to access your books control user access levels and share reports without sharing a login in other words if you have multiple people working on quickbooks it would be nice if they could all log in at the same time with their their their log ins so that you don't have to provide the same log ins to log to everyone in and two it would be nice if you can have some control over the amount of things that each individual can see and more advanced accounting systems you would like to limit the control depending on what people do in your business so then if we go from here and also note that the accountant when we have an accountant at the end of the year for the united states at least for tax preparation we would like to be able to invite the accountant into our system instead of generated reports it used to be that we have to generate the reports balance sheet income statement related reports and then ask or answer any further questions from our our accountant that's doing our taxes or financial preparation as they come up it's a lot easier if we can actually give the accountant some access to the software and they can then answer their own questions and I believe the access of the accountant is something different than the number of users so you have three users and then access for the accountant if we go up to the plus which is where we are at then we have up to five users so now we have the accountant and five users capacity and we also have these other things connect all sales channels things like Shopify stores amazon and so on inventory that's the other big one that's the advanced here that we that's why we're using this one in our practice problem and because it's kind of the default or recommended project profitability which is often used in a job cost kind of system and the financial planning create budgets with real-time data you can collaborate with your team and then if you move up to the advanced then you have the includes 25 users so invite your accountant to access your books control user access levels and share reports without sharing a login and then you also have the auto tracking for fixed assets which is a new thing there data sync with excel which is something that could be useful as well if you have a lot of data that you're dealing with employee submit expenses and quickbooks batch invoices and expenses custom access and control so here's the one that kind of goes with the users now if you get more advanced in accounting and you have a larger company you want to limit the use the access to certain users and you have more control over that in the advanced so easily control who sees your data assign work to specific users and create custom permissions then you got the workflow automation data restoration 24 7 support and so on so that's the idea if we go over here we are once again in the cog under the company your company and the users so we have the primary user here and then we have the accountant on the right hand side so if you don't have an accountant that we can add the accountant notice they're separate because basically we think about these as two different things the users being the bookkeepers in essence the accountant then the person you're giving access for support and possibly for a year in tax preparation and financial reporting to financial to finalize your financial statements for external use possibly so an accountant can be your best business partner make it easy to work together invite yours to your quick books so instead of at the end of the year printing out your balance sheets or income statement and so on and then providing that to the accountant and having them come back to you for further reports if they need further reports to do the taxes or whatever it's easier to invite the accountant and allow them the access they need to get the reports they need to do whatever they need to do now if you don't have an accountant you can find a pro it has the finding a pro here you have the location you've got the service provided industry service and here you've you've got select industry and so on just and so that's great but note that when you're looking at quick books for support they're likely to be focusing in on someone who is a quick books expert and when you're thinking about the support in the United States you might also want a tax expert or someone that's going to help you with audits or reviews or bank loans or something like that so those are kind of two different things when you're thinking do i need do i need someone to help me with my bookkeeping if you do that's great then you might use the quick books tool because you're using quick books and you get some kind of support there or some type of assurance that they have met some minimum standards in order to be on the list but you also want to keep them in communication with your tax preparation because that's often one of the primary goals of small businesses to make sure that you're in compliance with taxes and possibly you might need like a cpa firm or something like that an accountant to help you to to compile your financial statements if not review or audit them so that possibly you can get loans or something like that if the bank is requesting that type of thing so keep those two things kind of separate in your mind if you already have a cpa or an accountant make sure if you hire a bookkeeper you keep the accountant in the loop because the end goal is possibly tax preparation and financial statement reporting for year-end purposes and and and if you don't have a tax preparer and you're thinking about hiring someone you might want to think about someone that can cover both of those bases if it was possible all right let's go back on over I'm going to go back on in the company and manage the users so that's the accountant and then on the user side of things we have the ability to add the user so if I add a user let's go ahead and do it so we're going to add a new user personal information you'll send them an invite to join your company with their their intuit account so let's say we have the user here I'm going to say it's going to be I'm just going to say that we have Jane Clark here that we're going to add and then we have the the control permissions for your new user by signing a system rule so you have you can take a look at this for more information if I select the drop-down we've got the company admin you probably only want one company admin which is obviously going to give you the most control you've got the standard access level we've got the standard all access without payroll if you have payroll within the system payroll is going to obviously give a lot of personal information to the employees so then we have the standard limit customers and vendors we got the standard limited customers only standard limited vendors only and standard with standard no access so let's go through a few of these when we click on any of these items it'll give us a summary up top and then it'll give us basically the cycles and the access within those cycles so the sale cycle or revenue or accounts receivable cycle the expense cycle the inventory if you're dealing with inventory lists chart of accounts for example and the item list bookkeeping accounting payroll becomes important if you're processing the payroll within it reports then time tracking commerce go payment app and access and account management so let's take a look at some of these here we go to the full admin if I go to the company admin then the description says users added to this rule can see and do everything because they are the admin so this includes sending money changing passwords and adding users not everyone should be an admin so even if you hire a full service bookkeeper you probably don't want to put them in as admin you might want to have you have you be the admin and then the full purpose bookkeeper if you want to give them as much control then you might send them a standard all access but you can see here if you put them as admin then under the sale cycle here's all the items within it we'll go into them in a little bit more detail but they're gonna have full access of course to all of these areas if they are the admin that's the point of the admin so you probably only want one person as the admin next level down standard all access so users added to this role get full access without admin privileges plus access to payroll payroll being one of those key items do you want to give them access to payroll or not because payroll does have sensitive information within it so if we look at the sales cycle just to get a quick look at these items we have the view create edit and delete of all the forms under the payroll cycle invoices if you're on a cruel system estimates the thing before you create the invoice sales receipts the cash based form for sales typically the receive payments after you create the invoice you receive the payment credit memo someone return something refund receipt then the delayed credit and delayed charges we talked about those forms a little bit more detail in another section we have the expense area we can view create edit delete and then if appropriate we have the approve and pay tabs here as well because we might have an approval process for the accounts payable to be paying something out so we have the bills we have the access to that the payments the bill payments the vendor credits the credit card credit expenses checks full access to print checks and then purchase orders expense claims notice again these columns over here even though there's not any checkmarks you would think that this is the full access here because this is the full access category so these areas aren't applicable would be the general idea or assumption inventory view create edit delete remember that inventory if you're on a perpetual inventory system would be something that you're tracking both in unit and dollar amount as you're entering it although even if you have inventory you might not use a perpetual inventory system if you're tracking inventory outside in which case you would have a periodic inventory system so lists so you have the view create edit and delete lists including employees vendor customers and the currencies and then we have the bookkeeping where you have view edit create edit and delete bank deposits transfer bank transactions rules tags receipts and then we have the the accountant so we have view create edit and delete the chart of accounts that's going to be an important one which is the foundational thing that we usually first set up the register full access register being a way that you can you can get into the activity of a particular account reconciliation primarily bank reconciliation and credit card reconciliation internal control reports journal entries which are often used for period and more i guess complex in some ways or or kind of a different part of the accounting system than what's typically done with just the forms normally which is way the way we want to do normal data input payroll so view and edit the payroll reports so you have full access to the sales expense payroll management custom reports time so for entering time tracking into the system possibly to help with payroll but possibly also to then create invoices then we have access to that additional permissions we have company information access the subscription so that there's where we don't have it there you have the option to basically check these off manage users so that's unchecked off right now there and you have the option to manage the user possibly there as well all right let's go to the next one next we have next standard all access without payroll so now you have full access full access full access full access full access uh but but without the payroll so where's the payroll no access to payroll so if you want to give them everything but you don't want them to actually see the payroll and you keep that on your side that would be the one so we have the standard limit customers and vendors so now we have standard limited to customers and vendors customers being the sales side of things vendors being the the uh the payable side of things or the expense side of things so full sales full expenses uh inventory full access lists full access reports full access time tracking full access uh account management partial access uh here and bookkeeping no access to the bank deposits transfer transfer bank transactions rules tags receipts so you have a little bit more kind of double check that might be a safe way to go or a little bit safer way to go for a bookkeeper so that you keep control over some of these items that are managing more over the actual cash going going in and out and whatnot and and give them access to the other forms and then the accounting you've got the chart of accounts so so you're the one that has access over adjusting the chart of accounts which can be kind of tedious if you're hiring a bookkeeper and whatnot but it might give you some more internal control and then payroll payroll here no access to the payroll all right let's do the next one next one we've got you've got standard limited standard limited customer only so now we're we are restricting only to the customer side which was just on the sales side so now they have full access for the sales side of things inventory full access lists full access reports full access time tracking full access but you can see on the no access we don't have the expenses no access to the bookkeeping no access to the counting and the payroll so so now we're getting into more kind of internal control systems where we're saying i'm only going to give them access to the sales side of things and then we can do the opposite only giving access to the vendor side of things if we have two people working as bookkeepers this might be one way that you could partially separate the internal control so now they have access to the to the expenses the inventory lists reports additional permissions time tracking no partial access to management reports and then no access to the revenue side of things sales bookkeeping accounting and payroll and then if we go down to the the standard standard no access so now we have no access to time tracking partial access to to the account management information for the view of the company information no access to the sales expense inventory lists bookkeeping accounts payroll and the reports okay so let's try to let's go back up to the second level imagining we're picking up a bookkeeper we don't want to make them act admin but we'll go to the second tier down and then of course we can send the invitation so it's going to be sent then to the email and i'm not going to share my thoughts here so it's been sent to the email and now if i go back to the first tab you can see that we have the two people here jane clark has now been invited so we can resend the invite jane clark once they receive the invite hopefully by email will then have a link they can open she can open up the bookkeeper whoever you're sending it to can then open it up and verify it and then have access to the login on their side if we hit the drop down we could of course delete it here as well once they have accepted then we should be able to edit it so once the the the invite has been accepted you'll see the edit field and if we want to adjust the settings within it then we can go back in there and adjust the settings so note that they have kind of updated those options to separate the internal controls versus what they had before to give limited options to people but just remember that if you get into a larger business then you're probably going to want to separate the duties even further and that's when you get into some of this advanced area one of the one of the main things on the advance is one that you have the more users if you have more people that are using the software but also you have more custom access to control and in order to manage who sees what that's one of the major internal controls over larger accounting systems we specialize to people doing specific things and we have more kind of red tape where someone has to have approval processes in place and we limit the views of of people to see only what it is that they're they're specifically focused in on that's just part of the pain it's a pain to do that right but that's just part of the process of of growing to a larger business where you have to spend more time on those internal controls and that's one of the reasons where you might need to level up on a subscription