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Users with the same role or permissions do not have the same access in Enterprise 13.0.

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A user has access to areas of QuickBooks that another user, with the same role or permissions, does not have.

or

A user is denied access to an area, in which they once had access, without their role(s) or permissions being changed.

Why this is happening

This issue can be caused by damage within the company file. This damage can be:

  1. * A damaged QuickBooks User.
  2. * A damaged Role (QuickBooks Enterprise specific).

How to fix it

Pro/Premier: Create new user with same permissions

  1. Edit damaged user:Log into company file as the QuickBooks Administrator.
    1. Go to Company>Set Up Users and Passwords>Set Up Users.
    2. Click on the corrupted user ID and click on Edit User.
    3. Change user name to Damaged 1. NOTE: Do not delete corrupted user as this will cause the newly created user (next steps) to become corrupted also.
    4. If user has a password, delete the password, click on Next.
    5. In the (Access for User) screen, select Selected areas of QuickBooks.
    6. In each of the following windows, select option for No Access.
    7. Click Finish.
  2. Create a new user:
    1. Go to Company>Set Up Users and Passwords>Set Up Users>Add User.
    2. You can use the use the original user name or a new one.
    3. Enter a password if desired. Again, you can use the same one as before or create a new one.
    4. On each window, grant desired access and click Next.
    5. Click Finish.
  3. Log out of QuickBooks and log back in as newly created user.
  4. Test user's access to ensure user is set up as desired.

Enterprise:

Solution 1- Create a new user with the same role/permission:

 

  1. Open QuickBooks Enterprise Solutions, and log into the file as the Administrator.
  2. Go to Company>Users>Set Up Users and Roles. This will display the Users and Roles window.
  3. Select the User List tab.
  4. Select the user that seems to be damaged. The Roles assigned to them will appear in the lower window.
  5. From the Available Roles window, make a note of all roles that have been assigned to the damaged user. This information will be used during the recreation of the user.
  6. Click New.
  7. Fill in User Name (with a different name) and Password. The password is optional, but is recommended to help ensure file security.
  8. In the Roles portion of the window, select the same role(s) identified in step 5, .
  9. Move them to the Assigned Roles window by highlighting the role and clicking the Add button, found between the two windows.

10.  Once the new user has been created and assigned its roles, click Ok.

11.  Close the Users and Roles window.

12.  Go to File>Close Company/Logoff.

13.  Reopen the company file and log in using the newly created user.

14.  Access the areas of QuickBooks that were blocked for this user.

15.  If the user is now able to access the areas in which they were initially granted access, this confirms that this issue was caused by a damaged user.

16.  Delete the old user and continue using the newly created user.

17.  If the user is still unable to access the areas in which they were initially granted access, go to Solution 2.

Solution 2 - Create a new role:

 

  1. Open QuickBooks Enterprise Solutions, and log into the file as the Administrator.
  2. Go to Company>Users>Set Up Users and Roles. This will display the Users and Roles window.
  3. Select the Roles List tab.
  4. Select the Role that seems to be damaged.
  5. From the Users Assigned window, make a note of the users assigned to this role.
  6. Click the View Permissions button to see the permissions assigned to this Role.
  7. Under Select Roles to Include, place a checkmark next to the damaged Role.
  8. Click Display to will show all the permissions for this Role. Record this information, or print the report. This information will be used to create the new Role.
  9. Close the report.

10.  Close the View Permissions window.

11.  Click New.

12.  Fill in the Role Name (required) and Description (optional).

13.  Under Role Access, configure the permissions to match those recorded in Step 8.

14.  Click Ok, to save the Role.

15.  Select the Users tab.

16.  Select a user that is currently assigned the damaged role, and click Edit.

17.  Remove the damaged Role, and replace it with the new Role. Click Ok, to save the changes. If there is more than one user with this Role, repeat steps 15-18.

18.  Click Ok to leave the User List.

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