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Help I have forgotten the Admin Password for my QuickBooks file!

I hear you shout "oh boy, I have forgotten my admin password for my QuickBooks file, HELP!"

Panic! panic! panic!

Lets face it with countless passwords to remember these days it is not unheard of to forget a password, even temporarily, and then get locked out or just frustrated especially if you are new to QuickBooks and not settled in yet or maybe in an office and a staff member set the password and has left without telling anyone the password!

Maybe you changed it to be more secure password and now you can't remember what you changed the password to!

How Can I Recover My QuickBooks Password?


If you have forgotten, lost or don't have the administrator password required to access your QuickBooks company file the Automated Password Reset Tool from Intuit could help you.

What Do You Need To Obtain The QuickBooks Password Reset Tool?

It is Important to note that your license number, e-mail address, telephone number and post code will be validated against your registration record in Intuits database.  If any of the information does not exactly match the information Intuit have on file for you when you registered your QuickBooks product, then the request will fail.

To use the password reset tool, you need QuickBooks 2008 and later and the following:

  • QuickBooks License number
  • Contact name QuickBooks have for you
  • Email address registered with Intuit on registation
  • Phone number
  • Post Code

Where Can I Download the QuickBooks Automated Password Reset Tool?

Once your information is validated Intuit will send you an email (from quickbooks_canada_password_reset@intuit.com) with further instructions and a "Token Number".

You can only use one Token Number to reset a password in one company file.

If you have multiple company files whose passwords you want to reset, you need go back to the tool and fill out the fields up to the License Agreement BUT don't click the download button.

This will get you another email with another Token Number.

Run the Password Reset Tool and open the company file that has the password you want to reset.

You must be connected to the Internet when you run the password reset tool.

Click here to download the Password Reset Tool.

This password tool only works for QuickBooks versions 2008 and later if you have an earlier version of QuickBooks Intuit have a password removal service available but fees apply.
 
If you get the error message "Token is either invalid or has expired", go back to the webpage where you downloaded the Password Reset Tool, and fill in all the fields up to the License Agreement. Accept the agreement but do NOT download the tool again. This will generate another email with another Token Number for you to use.
 
Finally open your company file to verify that the new password works.

Personally I have never had to use the QuickBooks password reset tool (yet!) but it is important to know you can and how to do it if needed!

More information from Intuit about the password reset tool for QuickBooks.

Error Message When Opening a QuickBooks File | Error Code -6129,0

One problem I have had once or twice recently with the same QuickBooks file is that when trying to open it I got an error message box saying Warning! We're Sorry. QuickBooks encountered a problem.

The first time my heart sank and thought oh boy.

My data files are backed up to OneDrive as I go as I store my QuickBooks data files in a OneDrive folder on my local PC so they sync to OneDrive online partly for backup reasons but it is not a true backup!

Why? Well one drive syncs your local files to your online files. So if one is corrupted the sync one will corrupt too.

That is why it is important to also use the create backup file REGULARLY within QuickBooks (I also sync that to OneDrive too for additional backup).

What Fixed the Error -6129,0 For Me?


This is the 2nd time I have had this in a few weeks and for me the solution was to rename the .nd file for that QuickBooks data file.

Open file explorer in Windows navigate to the folder your QuickBooks data files are store in.

Highlight the file name ending .nd then right click on it and select "rename".

Use for example, company file nameofmyqbfile.qbw.nd.OLD

I didn't need to restart QuickBooks just selected the file and hey presto it opens again correctly.

QuickBooks - Intuit Explain The Cause of the -6129,0 Error

The -6129,0 error can be caused by: 

  • Antivirus software causing a problem when creating the new company file
  • A damaged network data file (.nd file extension)
  • Updating a company file from a prior version of QuickBooks when your Windows login is not an Administrator login.
  • Server and client machines not being on the same domain

I wonder whether the OneDrive syncing process can corrupt the .nd files. Although I am storing the QuickBooks data files in a local folder on my computer (not on a network) perhaps the syncing processes to OneDrive corrupts the .nd file maybe when worki ng oin it live or when you close it?

The solution for me has been simple though.

See Intuits advice on the -6129,0 error and other possible solutions.

Hope this helps if you have had this QuickBooks error!

So far no problems with other QB files only the .nd one and the solution for that (so far...) has been very simple each time.

 

Backing Up QuickBooks With OneDrive (Formally SkyDrive)

Backing Up? Hints, tips and help with backing up QuickBooks...

Backing up your computer, data and informtation is something that many many computer users either don't do at all, only do occasionally or don't really have any form of regular system in place for.

Anyone who has lost data in a computer crash, damaged or stolen computer will have found out the hard way what a very painful, time consuming and potentially expensive problem losing your computer data can be.

Personally I am not a fan of having everything online and relying on Internet access to do anything important as anyone who has lost Internet access, even temporarily, at a time you need to do something urgent is a real pain. With deadlines for RTI and VAT for example being able to work on your QuickBooks file on or off-line personally I find very important.

So my personal preference is QuickBooks desktop version but I can understand why other prefer QuockBooks online.

Is it Safe To Backup Up QuickBooks Using OneDrive?

The QuickBooks user licence allows for installation of QuickBooks on one computer plus an additional portable computer as long as the computers are used by the same person, or it did at the time of this blog post as per the link.

Personally my main computer that I will useful work is a Microsoft Surface Pro 2 which I have to say I absolutely love. The solid-state drive means it boots up in around 5 to 10 seconds and turns off as quickly. Fabulous.

Going more portable generally got me wondering how I could ensure that the QuickBooks data files on my Surface Pro 2 were in sync with the QuickBooks data files on my laptop.

One of my main concerns was whether storing my QuickBooks data files in my OneDrive (formally SkyDrive) folder, which is actively syncing with the Microsoft OneDrive cloud online, could corrupt my QuickBooks data files in some way if they were in use while been synced?

I can't say that this couldn't happen and that files couldn't get corrupted but I have been syncing my QuickBooks files between my Microsoft Surface Pro 2 and my laptop by storing all my work data including QuickBooks data files within folders in my OneDrive folder for around two months now without any problems.

A bit of care and observation is needed however to make sure that you are using the latest QuickBooks data file that you last worked on.

On the same computer that you last worked on this is not an issue. But if you open the QuickBooks data file on your other computer without first checking that the OneDrive folders are fully synced, and perhaps checking the date the QuickBooks file was last saved using Windows file explorer, you could risk making QuickBooks entries and your to data files not having exactly the same date in them which could cause a mess.

I haven't found this a problem but it is something to be watchful for an careful about.

Is a OneDrive backup the only QuickBooks backup you need?


Personally this is my regular backup as it is constant and I have found reliable.

However I strongly recommend that you take regular additional backups using the backup facility within QuickBooks (top menu "File" then "create backup") and store these in a separate folder in OneDrive which I call "backups" personally.

Why do this?

If you had a problem with a QuickBooks data file for whatever reason such as it corrupted, you made some silly mistakes, or for whatever reason you could restore your QuickBooks data from that backup file. Not taking these proper QuickBooks backups is a recipe for disaster if you hit a problem.

Also under the file menu, then "Utilities" you have the "verify data" and "rebuild data" options. Using the create backup feature will usually automatically run a verify data command.

Verifying your data at least occasionally is wise so that the QuickBooks software can ensure your data stays intact.

Coming to the point of whether backing up your QuickBooks data files to OneDirve is the only backup you should take I would suggest not.

Why?

One drive syncs the data in your one drive folder with your OneDrive cloud account with Microsoft.

However if you have a problem with your data file for whatever reason the copy online is going to have the same problem as your copy off-line.

For instrance if you delete a file accidentally on your computer from the OneDrive folder (or any other synced device) syncing will mean that it also gets deleted on your OneDrive account and one any or all other the other computers or devices that are synced to your OneDrive account!

That is why OneDrive is not necessarily the only backup you should keep!

So I would strongly recommend backing up all your important data, including your QuickBooks data files, to an external hard drive off-line as well as backing up to OneDrive.

For me personally I do this external hard drive occasionally now as a secondary backup offline and treat the OneDrive sync and OneDrive backup folders as my main backups as these are constantly being updated. 

You maybe able to use other cloud storage providers such as Dropbox but I haven't tested or tried it personally.



Useful List of QuickBooks Keyboard Shortcuts

Moving a mouse around any bit of software to point to menus to navigate your way around can sometimes feel a slow process.

Quickbooks offers a number of really helpful keyboard shortcut to speed things up which is really handy. The follow list of QuickBooks keyboard short cuts I find really useful. Help with QuickBooks hint and tips.

List of QuickBooks Keyboard Shortcuts

To use the following shortcuts on your keyboard to navigate around QuickBooks quickly and easily simply hold the Ctrl key down with one finger and then click the appropriate letter key with another finger to use each shortcut.

For instance one I use all the time is Ctrl+ i which I remember as "i" for invoice to open the create invoice window in QuickBooks. Very quick. Another favourite is Ctrl+ W to open the "write cheques" window.

Ctrl+


P    Print list or report (standard windows shortcut)
F    Find (standard windows shortcut)
A    Chart of Accounts
U    Use account (highlighted account or item in list)
N    New account or item (depending on window open)
E    Edit account or item (depending on window open)
D    Delete account,  item or entry (which is highlighted or open)
Z    Undo delete account
T    Memorised Transaction List
J    Customer centre
i     Create invoice
W   Write cheque
R    Use register (highlighted account in list)
M    Memorise transaction
 

F Keys Shortcuts


F1   Help
F2   Product information window
F3   Search
F4   Are you talking with a QuickBooks Technical Support Agent? (to allow remote access)
F10  Menu

Alt+F4   Exit QuickBooks (standard windows shortcut)

Know other shortcuts you want to share comment below and share your handy QuickBooks shortcuts.