Intuit Login Procedures for QuickBooks Desktop

Let’s start our article about the “Login Procedures for QuickBooks Desktop“. In order to better protect the financial and personal data of users, Intuit has released multiple security features.

These features were made available to users through updates which can either be installed directly from the software or downloaded and installed manually. Users who’ve personally identifiable information or credit card data stored in QuickBooks will be required to set up a complex password for all the users in the software. This will help reinforce the level of security in this software.

To facilitate productivity, Intuit has offered users the option to not require a login to open a company file. You can simply log in once and open the company file as many times every few days. This solves a lot of productivity issues for users who work with multiple company files. Earlier, users had to authenticate every time they switched between two company files. Now, that is no longer the case. However, you may need to enter the username and password if you logged out of the company file. We also recommend that you reinforce windows security by creating a complex password for your account.

Note: This option is not available for company files in which credit card protection is enabled. The primary reason for this is to protect the credit card authentication details from possible hacks.

Before you can use this new feature, the Admin/Owner of the company file will have to enable it for you. This can be done from the Company Preferences menu. Further, the Admin has the flexibility to select the time for which a user can remain logged into a company file. The maximum time limit is 90 days and the default is 2 days.

To Set this up, you can follow the steps provided below

• Go to Company and select Set Up Users and Passwords.
• Click on Manage Login Settings.
• Change the input in ‘Keep User Logged for’.
• Here you can enter the number of days for which you want to enable the user to stay logged in.

If you don’t input the number of days, then it will default to 2 days. Only the admin/owner of the company can make these changes. We also recommended that you create a complex password for your Windows user account to ensure more security of your accounting data.

After enabling this option, you can exit QuickBooks or switch among company files without the need to re-authenticate every time. This will definitely increase your productivity, especially when working with multiple company files.

Any user who logs off explicitly from the company file will have to enter the username and password to gain access. Also, if the user entered credit card details into QuickBooks, then the option to not require a username and password will be disabled. Credit card information must be protected at all costs, even if this cost is productivity. I hope the above mention information will help you.

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