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How users and passwords work in QuickBooks for Mac

Find out how users and passwords work in QuickBooks for Mac.

There are three instances where QuickBooks for Mac would require you to enter a password.

  • Setting up permissions such as replacing the admin and Data Entry passwords.
  • Setting a Closing Date for your company file.
  • Round trip or converting between QuickBooks for Mac to QuickBooks Desktop for Windows.

Users and Passwords when upgrading from a prior version of QuickBooks for Mac

  • A Migrated Administrator user is created when upgrading. The Owner password on the file is attached to the new Migrated Administrator user.
  • The Data Entry password is lost and a new user must be created.
  • The closing date password is transferred and it functions as it did in the prior versions.

Users and Passwords when converting a QuickBooks Desktop for Windows file to QuickBooks for Mac

  • When converting from QuickBooks Desktop for Windows to QuickBooks for Mac, the admin password is migrated and attached to the created Migrated Administrator user.
  • The Round Trip password functions the same but it is already independent from the admin password. In the event that a file gets updated after being converted, users need to enter their old admin password to unlock the file.
 Important: QuickBooks for Mac 2019 requires all files to have a password. If the file you’ve converted from QuickBooks Desktop is asking for a password that wasn’t set up before, reset the password.

Locate your password if it is stored in the OS X keychain

  1. From the Finder menu, select Go, then Utilities.
  2. Double-click Keychain Access.
  3. Select Passwords from the Category list on the left side of the window.
  4. Locate the keychain with the name QuickBooks User Password. Double-click to open.
  5. Select Show Password.
  6. When prompted, enter your OS X user account password, then select Allow.
  7. Take note of the password.

Log in to your company file

Once you have your password, you can log in to your company file as the admin user. Here’s how.

  1. Double-click your username.
  2. Enter your password.

Rename the Migrated Administrator user

If you opt to remove the administrator name as Migrated Administrator, follow these steps:

Step 1: Create a new admin user

  1. Log in to your company file as an admin user.
  2. From the Company menu, select Users and Passwords.
  3. Select Add to create a new admin user.
  4. Enter your preferred username.
  5. Set the type of access to Administrative, then select Save.
  6. Go to File, then select Close Company/Log Off.

    Note: It's recommended to log out whenever you're finished working with the company file.

Step 2: Edit the Migrated Administrator user

  1. Log in to your company file as the new admin user.
  2. From the Company menu, select Users and Passwords.
  3. Select the Migrated Administrator account, and select Edit.
  4. Edit the Username field, and select Save.

For further information about users and passwords in QuickBooks for Mac, go to the Help menu, then select QuickBooks Help.

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