POS Online user without user rights to QuickBooks Hosted, can access the company file

Legacy KB ID: 4701

Question

Why does QuickBooks Hosted allow a POS Online user to access the company file when the user does not have credentials for the company file? 

After the transfer is complete Quickbooks prompts the user:  Are you sure you want to close QuickBooks?  If you click on No, QuickBooks stays open and the user can access the file, even though the user has no credentials to the file. 

 

Answer

Point of Sale works with the QuickBooks company file and must access it at particular times:

·         Setting up the POS database for the first time;

·         Transferring data from QuickBooks to POS;

·         Posting POS transactions to QuickBooks.

Only Admin Users on Point of Sale can do these functions. 

At the appropriate times POS will open the QuickBooks company file and when it completes the task will prompt the user whether to keep the company file open.  If Yes is selected, the company file will stay open without any further request for credentials. 

 

Workaround

Please Note:  The QuickBooks company file must be shared to all POS Online users for them to be able to post and transfer data between the two products.

 

When the message “Are you sure you want to close QuickBooks?” appears, tick the box “Do not display this message in the future.”  The next time POS Online accesses QuickBooks, the company file will close without any prompting.

Please Note:  This message will re-appear if the Option “Bring back all one time messages” is ticked in Edit > Preferences > General > My Preferences.  You will then need to:

1.    Untick Bring back all one time messages”;

2.    On the next POS posting, when QuickBooks provides the prompt, tick the box “Do not display this message in the future.” 

 

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