now let's discuss some advanced issues regarding setting up users and passwords
in this video we will address the topic of lost or forgotten passwords also in this video we
will address the topic of what is an external accountant user first let's talk about lost or
forgotten passwords what will happen if a user loses or forgets their password getting into
QuickBooks well if you're not the administrator QuickBooks is simply going to give you a message
to contact the administrator because remember the admin user is the one who gives the usernames and
passwords and can take them away or give you the ability to change them however if you are
the administrator what do you do well your first choice is to answer the security question that
you set up when you set up the administrators password if you answer the security question
what happens is all password protections are removed that means everybody's username
and everybody's password is removed and the file is reset as if you never put usernames
or passwords on it at all and you can just use the file normally let's take a look at
what would happen if we did that so here's our file for the holden video company let's double
click and open it up now notice as soon as it opens it asks for a username and password there
we go now if I click I forgot my password all I have to do is answer the security question
now when I click okay I get this message your password and challenge answer in question have
been removed and your company file is no longer password protected when you close this window you
will be asked to create a new password and select an answer your challenge question so I'm going to
click close and now it's going to give me the opportunity to again put a new password for the
administrator and to set up a challenge question again now if you do that you'll be password
protected again and then you have to reissue all the users and passwords again if you click
cancel you can just proceed normally with a file that does not require usernames and passwords the
very next question that students ask is what if you forgot both your password and the answer to
your security question well you could still reset your password with your QuickBooks user license
and registration information if you have to do this you will have to wait for the QuickBooks
company to email you instructions on how to get back in let's take a look at what would happen
if we did that we double click the file and have it open up and of course as usual it asks for the
username and password okay if I click I forgot my password it asks me for the security question but
now if I click I forgot my answer now you would put in your license number which was issued to
you upon purchasing your QuickBooks software and you'd put in all the other relevant information
then when you click OK QuickBooks would email to you something called a token something that you
can put into your computer that allows you to reset the username and password as well as the
secure any question if you're still having trouble you have to contact intuit directly give them your
information and ultimately you will get back into your file but if you lost both your username your
password and also forgot your security question and also misplaced your license number in that
extreme case you will have to work with the software company on the phone step by step
but you will ultimately get back into the file now you may ask what kind of security features
relate to the external accountant user well the external accountant user can do everything the
administrator can do except manage other user accounts such as adding another user editing
another users permission or deleting a user which would make sense it makes sense that only
the administrator can do that but the other thing that the accountant cannot do is see the customer
credit card information so what we're about to do now is set up an external accountant user let's
make the external accountant username saundra and let's make her password vazquez 61 with a capital
v at the beginning and an exclamation point at the end once we have the external accountant user you
will see that the only thing she cannot do is see the customers credit card information now before
we actually set up the external accountant user let's open the customer center and look at this
customer mary manya if i double-click you'll notice in her payment settings I can see her
credit card number I am able to do that because as you saw in the previous video I'm logged in as
the administrator now let's create an external accountant user and see what happens from the
main menu click company setup users and passwords setup users the administrator still has to put in
his or her password click okay and now we're going to click add user now in this window the user name
is saundra and the password is capital v KS q u z6 1 exclamation point capital v a squ easy 6
1 exclamation point click next and we're going to make her the external accountant click next click
yes to give for access to everything but credit cards and then click finish now we'll see what
it's like to log in as Sandra we're going to close QuickBooks reopen it and when it asks us for the
username and password will log in as the external accountant username Sandra password capital v a s
q u z6 one exclamation point click ok and now here we are logged in as Sandra the accountant we know
that we're logged in as the accountant and not the administrator because if we attempt to open up the
customer information in this case Mary Manya and we look at her payment settings we see that we
cannot see her credit card information that's how we know we're not logged in as the administrator
in closing you should know that there are two things that the external accountant user can
do that the administrator cannot do and if the administrator needs to do that they need to log
off and log in as an external account and user the administrator cannot make something called
an accounts receivable adjustment that's an adjustment that a professional accountant
will make when they apply their accounting judgment for preparing your books and records
for reporting purposes the other thing that only the external accountant user can do that
the administrator cannot do is use something called the accountants toolbox the accountants
toolbox will not show up in your QuickBooks main menu unless you're logged in as the external
accountant in order to use the accountants toolbox the accountant must be a current
active pro advisor in the QuickBooks ProAdvisor program and put in their pro advisor information