[QODBC-Desktop] Troubleshooting - QODBC - User Rights within QuickBooks
Posted by Jack - QODBC Support on 20 October 2016 06:49 AM

Troubleshooting - QODBC - User Rights within QuickBooks

Problem Description 1:

I want to be able to access QuickBooks to extract inventory data in database format. I believe this is possible with QODBC. My issue is that I do not want this person to have access to everything in QuickBooks (customer credit card information, payroll, financial information, etc.). Can I limit their access to the data with a user profile? 

Solution 1:

You can set up access right in QuickBooks by creating users & provide him/their rights.

For Example:

Create user "Jack" and assign Inventory rights only.

When you connect to QuickBooks using QODBC first time, you need to log in as Admin in the QuickBooks company file & the certificate for a particular QuickBooks User (In this example, "Jack").

Integrated Application shows Access rights for the user.

If the user is restricted from accessing a particular module from QuickBooks UI, then he cannot access the same from QODBC.

Now log out to QuickBooks as Admin & login as a user (In this example, "Jack").

Now we will connect using QODBC & try to access the ItemInventory table.

The user can access the ItemInventory table because the user has the right to access Inventory.

Now, We try to access the Invoice table.

No data returns. The user cannot access the Invoice table because the user has no rights to access the Invoice.

Now log out to QuickBooks as Jack & login as Admin & try to access the Invoice table.

Admin has Full access. So Invoice table will return data.

QODBC will use QuickBooks Logged in User access rights. Integrated Application user rights will be overridden if the logged-in user is different.

When QuickBooks is not running, QODBC will use auto-login user rights.

For Example:

You have accepted the certificate for User A & User A has Inventory access only. User A can access only Inventory data when User A is logged into QuickBooks.

User A can access other data If Admin or Another user (who has different access rights) is logged into QuickBooks.

Problem Description 2:

My colleague and I would have read/write access, and other employees' access would be more "read-only." So is it possible through QODBC? 

Solution 2:

You can set up access right in QuickBooks by creating users & provide them "View Only" rights.

Note: When you set up "View Only" rights for the user, at that time, the user is limited to View Only in QuickBooks UI and through QODBC.

You can disable write permission from QODBC by enabling "Read-Only Access" options from:

Start>>All Programs>> QODBC Driver for use with QuickBooks>>QODBC Setup Screen>>Advanced Tab>> Enable "Read-Only Access"

Note: When you disable write permission from QODBC. It will be affected by all users accessing QuickBooks data through QODBC. So it is impossible to disable the written license for the particular user.


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