When invoices, purchase orders, etc are transferred from Autotask to QuickBooks, it is sometimes necessary to set up new customer records, items, or financial accounts. This requires Admin permissions in QuickBooks, which not all QuickBooks users will have. Because the user who initiates it does not have permission to create new items, customers, etc., the transfer will fail or generate constant warnings.
To get around this limitation, you must specify a user account with Admin permissions that the QuickBooks Web Connector app will use for the data transfer. Your team mate can initiate the update with limited permissions, but the integration will use an admin user account to effect the transfer. If you have multiple users accessing multiple QuickBooks files, this permission must be configured for each company file.
You can use the system Admin account or, if you want to create a more specific audit trail, another full Admin account created for this purpose. Call it something like Autotask Integration Admin User.
To specify the Admin user, do the following:
- In QuickBooks, go to Edit > Preferences.
- Select Integrated Applications and click the Company Preferences tab.
- Select Autotask QuickBooks Integration and click Properties.
- On the Access Rights tab, click the Login as: control and select the Admin user, or the admin user you created for this purpose.
- Click OK.
This will enable team mates without admin permission to log into QuickBooks with their own user account, but run the web connector to retrieve data from Autotask using an Admin account. It will prevent error messages and connection failures that are based on insufficient permissions.
IMPORTANT The Login as: control contains all user accounts, not just admin accounts. If you select a user with insufficient permissions, it will cause the integration to fail.