QuickBooks Passwords

There are different ways to reset a lost password. In QuickBooks there are three different password types. In this article we will outline the purpose of different password types and the ways in which to reset them if they are lost.

Administrator Password:

This allows unlimited privileges. When logged on as Administrator you can add, change, and delete users of the file. If the Administrator Password is lost, you will need help to recover it by using the Automated Password Removal and Reset Service.*

*This service is not available for Point of Sale or any version on QuickBooks for Macintosh – you will be directed to the assisted password removal option if using these products.

User Password:

This is required to log in as a User of a QuickBooks® file. Users can change their assigned password, but cannot change their user name or level of access to the QuickBooks® file data. When a User Password is lost, the Administrator can reset it by logging in and modifying the User Record in the Set Up Users window.

Closing Date Password:

This locks the file so users cannot add, edit, void or delete any transaction dated on or before a specific date – unless they enter this password. Only the Administrator has permission to enter this password to make a change to a closed period. If the Closing Date Password is lost, the Administrator can reset it in the Accounting Company Preferences window.

Troubleshoot Passwords:

Passwords can be rejected for any of the following reasons:

• Passwords are case-sensitive – check your Caps Lock
• Are you in the correct version of QuickBooks®?
• Are you in the correct Company File?
• Could a space have been recorded inadvertently when you created or entered the password?
• Make sure the Numbers Lock is not interfering with numerical characters.
• The keyboard might not be functioning properly
  • Enter the password in a text editor program such as Notepad to be sure the keyboard works properly.
• An incorrect login screen appears
  • A login screen that asks for a password but not a user name is the Administrator’s login access. If the Administrator’s login screen appears, close QuickBooks® and reopen it.

Automated Password Removal & Reset System:

To reset the Administrator Password by using the Automated Password Removal Service, you must have the product license number and the phone number and zip code you registered the product with. Note: The version of QuickBooks® you last opened your company file with must be on the computer you are using to remove and reset the password.

After completing the Automated Password Removal Service, proceed to use the Automated Password Reset Tool which will reset your Administrator password in any version of QuickBooks® for Windows. All information must match exactly what was used to register the product. The email with the new Access Token will only be sent to the original email on file. The Automated Password Reset Tool will guide you through the remainder of the process.

Important Tips:

• Keep a record of your clients’ Administrator passwords
• It is best that no one, not even the owner, uses the file as Administrator. Set up a username and password for the owner and give the owner full access to the file, except for the ability to affect closed periods. This will add another layer of protection to the closed financial periods.

For more information on this matter, please call us or visit Intuit’s support page on Password Removal here: http://support.quickbooks.intuit.com/support/passwordremoval.aspx

This article of QuickBooks Tips and Tricks was based on the 2012 version of QuickBooks.