Change the QuickBooks user the connection uses

During setup you picked a QuickBooks user under Login as. The Web Connector signs in as that user when it opens the company file by itself. You can change the user at any time in QuickBooks. You do not need a new setup link.

Common reasons to change it:

• The current user is a person who also signs in, and the two collide.
• The current user lacks permission for something the app does.
• The person whose user you picked has left, and you want to remove or lock their user.

Which user QuickBooks actually uses

• QuickBooks is closed, or open with no company file. The Web Connector opens the file and signs in as the Login as user.
• QuickBooks already has the company file open on that computer. The app’s requests run in that open session, as whoever is signed in. Their permissions apply, not the Login as user’s.

So if a person keeps the file open all day on the Web Connector computer, their user is the one that matters while they are signed in.

Change the user

1. On the computer that runs the Web Connector, open QuickBooks and the company file.
2. Sign in as Admin.
3. Switch to single-user mode with File › Switch to Single-user Mode if that option is shown.
4. Choose Edit › Preferences.
5. In the list on the left, select Integrated Applications.
6. Select the Company Preferences tab.
7. Select the app in the list. It is named like “App name via Desktop Accounting API”. Click Properties.
8. Under Login as, choose the user the connection should use.
9. Check that Allow this application to login automatically is still selected, along with the option to allow access when QuickBooks is not running.
10. Click OK, then OK again to close Preferences.
11. If you switched to single-user mode, switch back with File › Switch to Multi-user Mode.

Note

The new user needs access to every area the app reads or changes. A user with limited access causes permission errors on some requests. See The QuickBooks user lacks permission.

Check that it worked

1. Exit QuickBooks on the Web Connector computer.
2. Do something in the app that needs QuickBooks. The request succeeds.
3. If the app changed a record, the QuickBooks Audit Trail report shows the new user’s name for that change.

When to contact the app’s support team

Contact them if requests fail after the change, and changing back to the old user fixes it. Send the old and new user names, the time and exact message, and a screenshot of the app’s row in the Web Connector.

Related pages

• Create a dedicated QuickBooks user for the connection
• QuickBooks denied access to the app
• Web Connector settings to keep