Learn About User Roles and Navigation in QuickBooks Enterprise

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Recap
Trisha from Fourlane discussed customizing user roles and navigating the key features of QuickBooks, including the customer, vendor, and inventory centers, as well as accessing reports and managing banking and inventory transactions. She provided guidance on setting up preferences, creating custom user roles, and leveraging the software's functionality to streamline accounting and operational workflows for the company.

Key points
1. Meeting Overview: The session will cover customizing user roles, their importance, and navigating QuickBooks, including various centers, reports, and transactions.
2. Home Screen Navigation: The QuickBooks home screen is divided into Vendor, Customer, and Employee sections, with core accounting functions on the right, and its display is based on company setup preferences.
3. Setting Preferences: Preferences are accessed via Edit - Preferences, distinguishing between 'My Preferences' (limited user-specific changes like desktop view) and 'Company Preferences' (admin-level, company-wide changes often requiring single-user mode, affecting home screen features).
4. User & Role Setup: User and role setup is found under Company, Users, then Set Up Users and Roles, requiring admin login; the admin role should be used sparingly for company changes to maintain an effective audit trail.
5. Customizing Roles: It's recommended to duplicate standard roles (e.g., Accounts Payable) before customizing them, allowing for specific access adjustments (e.g., limiting accounting or banking functions) while preserving original roles.
6. Granular Role Permissions: Role customization allows for detailed control over permissions, such as enabling specific views (e.g., vendor center, item receipts) or restricting actions (e.g., modifying/deleting bills, paying bills) for different user levels.
7. Adding Users: After creating customized roles, individual users are added, assigned roles (multiple roles possible), and can be set up with or without an initial password; the number of simultaneous logins is limited by license count, not total users.
8. Center Navigation Consistency: QuickBooks maintains consistent layouts across different centers (Vendor, Customer, Inventory), allowing users to easily navigate, customize displayed columns, and view transaction details or related items.

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