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.