faqs-password-security-for-quickbooks-desktop

Your QuickBooks Desktop requires certain complex passwords to ensure the security of the important company data you store on the software. To enhance the security of your complex QuickBooks password, you must change it every 90 days. To make sure you don’t miss out on it, your QuickBooks software will prompt you to change your password before the end of the 90 days. Also, you will get a reminder on the expiration date too.

Now, if you are yet to set up your QuickBooks password, take note of the three important requirements you must take care of while setting up your password:

  1. The password should at least include 7 characters, including numbers, letters, and/or special characters
  2. The password must have at least 1 number
  3. There should be at least one uppercase letter to make your password stronger.

Why do you need password protection?

If your QuickBooks files contain any sort of sensitive or critical information such as your social security number, credit card numbers, or your employer identification numbers, you will be required to set up a complex password. Also, users who have ‘Credit Card Protection’ will also need to set up a password.

What Are the Various Password Requirements for QuickBooks Desktop?

  1. Your QB Password can have 8-16 characters
  2. It should include at least one uppercase character
  3. The password must have at least one lowercase character 
  4. Your QuickBooks password must have at least 1 number (0-9)
  5. The password must also have at least 1 special character (For example- ! @ # $@ % ^ & * ( ) _ + = – [ ] { } \ | ‘ “ ; : ? / . > <)
  6. You should not use your password in your username
  7. Your username cannot be used as your password
  8. There should not be spaces in your password

Note– QuickBooks passwords are case sensitive.

Should I download the security update even though I rarely use the internet?

Yes, it is recommended that users download and install the security update irrespective of how often you use the internet.

As an accountant, can I set a password on my client’s file?

Yes, you can. It will not have any effect on your client’s original data file.

What if I do not want to set a password on my QuickBooks file? Do I still have to?

If your QuickBooks file contains sensitive information regarding your credit card, social security number, or more, it will be mandatory for you to set up a complex, secure password. A strong password will ensure that only people you have granted access to are able to access the information. If you find difficulty in remembering your passwords, you can take the help of QuickBooks File Manager on your QuickBooks Enterprise Accountant or Desktop Accountant to manage them.

What happens if I forget my QuickBooks password?

If you forget your password, you can use the password reset hint set by you to reset the password. In case you are finding difficulty remembering the password hint as well, you can resort to the Automated Password Reset Tool to reset your password.

How do I ensure security on other computers connected to my network?

For users using their QuickBooks Desktop in the multi-user mode, you must ensure that every user is using the supported version of QuickBooks. Also, every user must install the security update as well.

Image source:- fivetalents.co.uk

What should I do about security if I have multiple QuickBooks Desktop products?

No matter how many QuickBooks products or versions you have installed on your computer, you will have to download and install the security update for every version.

What are the specific personal details or lists of data for which QuickBooks Desktop mandates having a complex password?

Here is a list of the Personally Identifiable Information (PII) that QuickBooks will detect:

  1. The company EIN
  2. Bank details such as account number
  3. Credit card number
  4. Social security number (Employee and Company)
  5. Fixed and Other Assets account number
  6. Other current assets account number
  7. Loan/Liability account number
  8. Long term liability account number
  9. Vendor Tax ID
  10. Vendor Account No.
  11. Employee's Birth Date (QuickBooks 2018 versions only)

What if I disable my credit card protection? Or if I remove my credit card information from the data file?

The security update for your QuickBooks is designed to detect information specified in the list in the answer above. Now, since you have removed the sensitive information from your data file, QuickBooks will detect it and you will not be prompted to set a complex, secure password.

Do I need to install the security update for my QuickBooks trial version?

There may be two different cases for the above question. One, if the trial version is expired. In that case, you need to uninstall it. Two, the trial version is not yet expired. If that is the case, you will have to install the security update.

Still having questions? Contact us on our toll-free number +1-801-610-6141 (24*7 available)

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