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Paystubs that are emailed to employees from QuickBooks require password before they can be opened

The message that is displayed when opening the paystub is:

'Paystub__from_[Company Name]' is protected. Please enter a Document Open Password.

The password protection was added to increase the security of employee information. This change took effect in QuickBooks 2007 and Enterprise 7.0 release R10 and later and QuickBooks 2008 and Enterprise 8.0 Release R3 and later.

Note: This feature cannot be disabled due to employee privacy issues.

Additional Note: This feature is only available for paystubs - not any other type of form or report in QuickBooks. If you wish to password to protect any other type of form, that must be done using another program.

The password used will be:

  • The first four characters of the employee last name. If name is shorter than 4 characters, use the whole last name (do not append the first name to it). These four characters are always lower case. The only time an employee's password would contain an uppercase character is if the first character of the employee's last name was an extended character. QuickBooks does not convert extended characters to lowercase
  • The last four digits of the SSN
  • Any non-alpha character is removed from the last name (no dash, space, etc) when building the password.

The following are examples:

  • If John Smith's Social Security Number was 123-45-6789, his password to view an emailed paystub would be smit6789
  • The password for Ben Narramore with SSN 855-56-4545 would be narr4545
  • The password for Deb D'Spain with SSN 782-34-3419 would be dspa3419
  • The password for Jimmy Wu with SSN 903-88-7465 would be wu7465

Basic troubleshooting steps:

  • Check employee name setup for non-alpha characters or spaces.
  • Was the employee name or social security number edited since the pay stub was emailed? (The password is created and encrypted the moment the email is sent).
  • Attempt this process with a different employee and see if you get the same results.
  • Resubmit the pay stub.
  • If all else fails, delete and recreate the paycheck and attempt again.

 

  

KB ID# INF12548
9/1/2014 6:49:41 PM
PPRDQSSWS400 9102 Pro 2013 ae894f