Access Even If QuickBooks Is Not Running

This section describes an alternate way of handling the QuickBooks® authorization process, which allows the application to run even if a copy of QuickBooks is not actually running.

Note that only one user can run in this mode at a time, so it is of limited use.

In the QuickBooks Authorization screen there are several options that you can choose to control how QuickBooks will handle requests from outside applications for access to company data. Most people will choose Yes, whenever this QuickBooks company file is open – that will allow you to run the application any time that you have the company file open in QuickBooks®.

Another option is allow access even if QuickBooks is not running. If you choose this option then you don’t have to start QuickBooks first before running our application. To ensure that your data is secure and protected from unauthorized access by someone using your computer, we recommend that you take some additional installation steps.

You should create a user specifically for this kind of access. With this approach the application will automatically log in as this special user, and you can control access to your company information. The example shown here is based on Premier, but the process is essentially the same in Enterprise.

1.  While logged in to the company as a QuickBooks administrator, select Company and then Set Up Users.

2.  Click on Add User and follow the prompts to add a new user. You can name this “ccr”, or any other user name that you wish.

3.  When you get to the screens that talk about Access permissions you have a choice. If you say that this user will have access to all areas of QuickBooks then you are assured that this program will be allowed to access your files. You may decide that you want to place limits on this user, however. If you do, please note that you must provide access to certain features. The list of features depends on the plug-in program that you are using (see the documentation for each plug-in for details).

4.  Now that you have established a special user, you need to set the properties for this application to use that user. Select Edit from the main menu, and then Preferences. Click on the Integrated Applications icon at the left, and then select the Company Preferences tab. You should see a screen similar to the following:

5.  Click on the application to highlight it, and then click on the Properties button. Place a check on the Allow this application to read and modify this company file option, and then place a check on the Allow this application to login automatically option, as shown below.

6.  In the Login as: dropdown box select the user that you added for this application. Then click the OK button.