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Breaking News – New Update in Patch

Posted on | Posted in News & Updates

Earlier in 2016, Intuit implemented updates to QuickBooks Desktop software that require all users who have credit card data or Personally Identifiable Information (PII) to setup a complex password for all users. Personally Identifiable Information is defined in our earlier article, (Link to Article). This protects the sensitive data in a QuickBooks Company Data File.

Intuit is adding a new option with which customers are no longer required to login every time they open a Company File. As a benefit, customers only have to login with their username and password once every few days and can open the Company File or switch to another Company File without having to enter username and password, as long as they are using the same Windows user account.

2 key items:

1. This makes it important to protect/safeguard the computers and Windows accounts

2. This is only available for QuickBooks Company Files where Credit Card Protection is not enabled.

How to utilize this feature:

Assuming you have installed the patch to enable the function, Intuit explaines the following steps:

* Login as Admin into QuickBooks; this is a new option in General Preferences. The Company Preference is accessible through a new menu item: Company > Set Up Users and Passwords > Manage Login Settings. The Admin user can change this preference to “Keep user logged for: [1-90 days]” so that users can remain logged for an extended period. The default for this period is 2 days. However, the Admin can select from a variety of settings – EG, 1, 7, 30, 60, or 90 days.

* With the “Manage Login Settings” option configured, a user can close or exit QuickBooks and still be able open the Company File without it asking for username and password.




About the Author: Chris Fraser

Chris Fraser CPA.CITP, CISA, CGMA has over 20 years of business technology and IT risk management consulting experience. He specializes in accounting systems, business process improvement, CIO services, risk management, design, implementation, integration and support of IT systems, business technology and IT assurance services. Chris earned his bachelor’s degree in accounting and his MBA at the University of Florida. Chris has been a speaker several times for the Florida Institute of Certified Public Accountants. He has served a member of the Board of Governors of the Florida Institute of CPAs. He served as a member on the FICPA Finance and Office Advisory committee. He served as chair of the FICPA Business Technology Section and the 2008 Business Technology Conference chair. Chris was a founding member of the young CPA committee and task force member, chaired the membership task force, served on the communications task force, and wrote several articles for CPA Today magazine. He leads the CITP State champions and is a member of the American Institute of CPA’s Certified IT Professional (CITP) Credential Committee. 

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