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Protecting your Invoices and Statements with Passwords in Reckon One

Overview

In our continuous effort to enhance the security of your financial data, Reckon One now offers the ability to password-protect your invoices and statements. This new feature ensures that sensitive information remains secure and accessible only to authorized individuals. This article will guide you through the steps to set up and use this feature effectively.


Why Use Password Protection?

Password protection adds an extra layer of security to your financial documents. By assigning passwords to invoices and statements, you can prevent unauthorised access and ensure that only intended recipients can view these documents.


Setting Up Password Protection

Follow these steps to assign passwords to your invoices and statements:

  1. Go to Contacts Centre > Customers.
  2. Open a customer's record.
  3. Scroll down to the DOCUMENT SECURITY SETTINGS section.
  4. Turn on the toggle for either or both:
    1. Invoice password
    2. Statement password
  5. Enter a strong password. The same password will apply to both Invoice and Statement.
    1. Passwords are case sensitive.
    2. Passwords must be between 8-20 characters.
  6. Click Save & close when done.
  7. Please notify the customer about this password so that they can access Invoices and/or statements that you will send from now on.


Emailing Password-Protected Documents

When you send an invoice or statement that is password-protected, the recipient will be prompted to enter the password to view the document. Ensure that the password is communicated securely to avoid unauthorised access.

Sending password-protected Invoice

  1. Open an Invoice and click on Send via email
  2. You will notice that the pop-up window mentions that the customer will require password to view Invoice.
  3. Click Send


Receiving a password-protected Invoice

  1. When the customer receives the email, they will get a link to download the Invoice
  2. The customer will then have to enter the password
  3. The Invoice will then show and they can print/save the Invoice as PDF


Sending password-protected Statement

  1. From the left navigation menu, expand Day to Day > Business > Statements
    1. or go to Contacts Centre > Customers > select the checkbox next to the customer > click on Create statement
  2. Select a Statement type and the other details
  3. Select a customer
  4. Click on Send via email


Receiving a password-protected Statement

  1. When the customer receives the email, they will get the password protected Statement
  2. Password will be required to open the Statement

Depending on the security software installed on the computer, your customer might get a warning message about the encrypted attachment cannot be tested against virus. Your customer can ignore that message and add email-reckonone@reckon.com to their safe list.

Tips for Strong Passwords

  • Use a combination of letters, numbers, and special characters.
  • Avoid using easily guessable information such as birthdays or common words.
  • Change passwords regularly to maintain security.


Need more help?

Ask the Reckon Community at: https://community.reckon.com/categories/reckonone

Or Log a Support Ticket: https://www.reckon.com/au/support/

How did we do?

Contacts centre

Reckon One: Contacts

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Invoices - Reckon One
Approving an invoice - Reckon Invoices App
Creating an invoice - Reckon Invoices App
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