QuickBooks - Security
As most of us have experienced by now, the latest update to QuickBooks has added a password complexity requirement to all users. In addition, the passwords now have to be changed every 90 days, unless the “Credit Card Protection” feature is turned off.
What that means is that if you have created “dummy” users in QuickBooks (such as Livery1, Livery2, etc.,), and registered any Livery Coach users to those “dummy” users, then you must update the passwords on those users to meet the complexity requirements, or Livery Coach users tied to those QuickBooks users will not be able to interact with QuickBooks (e.g. can’t close trips in TripBook, and can’t do Accounting Update). QuickBooks says that a password must now have at least 7 characters, including at least one number and one upper case letter. (Note that you are the only one who needs to know these passwords, since the “dummy” users are only used for integration and not for regular desktop logins to QuickBooks).
While there is no easy way to shut this complexity requirement off (but read below), there is a way to keep QuickBooks from requiring that the passwords be changed every 90 days. To do this, the QuickBooks Administrator can turn off the “Credit Card Protection” feature by logging in to QuickBooks and going to “Company” and then “Customer Credit Card Protection”.
What that means is that if you have created “dummy” users in QuickBooks (such as Livery1, Livery2, etc.,), and registered any Livery Coach users to those “dummy” users, then you must update the passwords on those users to meet the complexity requirements, or Livery Coach users tied to those QuickBooks users will not be able to interact with QuickBooks (e.g. can’t close trips in TripBook, and can’t do Accounting Update). QuickBooks says that a password must now have at least 7 characters, including at least one number and one upper case letter. (Note that you are the only one who needs to know these passwords, since the “dummy” users are only used for integration and not for regular desktop logins to QuickBooks).
While there is no easy way to shut this complexity requirement off (but read below), there is a way to keep QuickBooks from requiring that the passwords be changed every 90 days. To do this, the QuickBooks Administrator can turn off the “Credit Card Protection” feature by logging in to QuickBooks and going to “Company” and then “Customer Credit Card Protection”.
More information from QuickBooks can be found at this link:
https://community.intuit.com/articles/1370759-quickbooks-desktop-security-information
If you want to avoid having to have a password at all, you have to strip your QuickBooks data file of a lot of info that could be useful. Since you can turn the 90-day requirement off, and no one needs to know the password (for the dummy users) except the administrator, we can’t recommend this, but the information is below for reference (taken from info presented at the link above).
Q13. What are the specific Personally Identifiable Information (PII) data that QuickBooks Desktop detects to require a strong password?
QuickBooks detects presence of the following PII to deliver strong password controls:
https://community.intuit.com/articles/1370759-quickbooks-desktop-security-information
If you want to avoid having to have a password at all, you have to strip your QuickBooks data file of a lot of info that could be useful. Since you can turn the 90-day requirement off, and no one needs to know the password (for the dummy users) except the administrator, we can’t recommend this, but the information is below for reference (taken from info presented at the link above).
Q13. What are the specific Personally Identifiable Information (PII) data that QuickBooks Desktop detects to require a strong password?
QuickBooks detects presence of the following PII to deliver strong password controls:
- Employee and Company Social Security Number
- Company EIN
- Company Bank Details (Routing Number, Account Number)
- Company Credit Card Acct. No.
- Other Assets Account No.
- Other Current Assets Account No.
- Loan/Other Current Liability Account No.
- Long Term Liability Account No.
- Vendor Tax ID