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Use the Workpapers lock feature

by Intuit•1• Updated 10 months ago

Learn how to lock and unlock Workpapers in QuickBooks Online Accountant. 

One of the main benefits of working in the cloud is the ability to collaborate with clients and colleagues within a firm.

During the year-end workflow, accounting professionals like to have even more line-of-sight into the transactions that are being added to QuickBooks Online.

If you're an accountant or bookkeeper who does year-end work, it will bring you some comfort that we are introducing our new feature User Lock. This feature allows you to lock the year-end Workpapers as you review and adjust the financial statements.

  1. Sign in to QuickBooks Online Accountant.
  2. Open the client file to be archived.
  3. Select Workpapers from Accounting Review in the left navigation menu. 
  4. Select the Tools drop down icon and then select the Lock option. 
    The Lock/close your books window will display.
    LockCloseBooksWindow
  1. Select the Lock/close your books checkbox.
  2. Enter a date in the Lock/close a date field.
  3. Select a setting in the Allow changes after field.
  4. Enter and confirm a password. This password may be kept to yourself or shared with your firm’s users if they need to make an additional entry.
    Note: Lost or forgotten passwords cannot be recovered in Workpapers.
  5. Select Save.

If you missed entering a transaction or a supporting document, you can quickly unlock files to make new edits.

  1. Select the Tools dropdown arrow and then select the Lock option.  

    The Unlock/open your books window will display.
    WorkPapers_UnlockWindow
  2. Uncheck the Lock/Close the books option and select Save.

    3. - OR -
    You can simply enter the transaction and the following message will appear:
    WorkPapers_Unlock
    Enter the password and select Yes.

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