The QuickBooks administrator is the person who sets up the company file and
assigns passwords and access privileges to other users. The
QuickBooks administrator has unlimited access to all areas of
If you have an administrator set up, it appears in the User List as either Admin or User Name (Admin). To view the User List, go to the Company menu, click Set up Users and Passwords, and then click Set up Users.
Here are some of the tasks that only the administrator can
Disable the Login window in a company file
Note: You can't remove the administrator password from company files that have Customer Credit Card Protection enabled because they require an administrator password.
To avoid having to enter a password each time you open a company file, you can disable the Login window for that file.
If you're the administrator, know the administrator password, and prefer not to log in to the file each time you open it, you can remove users and passwords so that the Login window doesn't appear.
Disabling the Login window allows full, unprotected access to your company data.
Log in to the company file as the administrator.
Select a user in the list that doesn't have (Admin) next to their name, click Delete User, and then click Yes to confirm.
Repeat for each remaining non-administrator user.
After all non-administrator users have been deleted, select the administrator and click Edit User.
Delete the entries for the Password and Confirm Password fields and click Next.
In the message that appears, click No (that you do NOT want to set up a password) and then click Finish.
From now on, any time you open this company file, QuickBooks recognizes that there is only an administrator set up without a password and
will no longer display the Login window.
Change a user's access permissions
Import and export data
Change company-related information such as the company name,
address, or fiscal year
If you need to do one of these tasks, have your QuickBooks
Administrator do it for you.
There are some external limitations to the QuickBooks Administrator's ability to work with QuickBooks data. If you are backing up a data file to an external CD drive in Windows XP or Windows Vista, the Windows Administrator permissions supercede those of the QuickBooks Administrator. For more information, read about backing up to a CD using Windows XP or
What if I never had a