Fixing Quickbooks permissions for file transitions
Quickbooks is an accounting software utilized by many businesses. It’s common to encounter different errors during use. In this last article, we’ll be touching and assisting with issues relating to file permissions.
During Quickbooks, you may encounter a message indicating you lack proper permissions to move or transfer a file. Typically the message will say “You do not have permissions to the specified folder.”
There are different reasons the error may be occurring.
- Improper folder permissions
- The file is saved in a location with restrictions/administrator privileges
- The save location is damaged or corrupted
- The save location is on a different OS or from older software versions
Depending on the issue, one or all problems may need addressing.
Use the repair tool
First, it’s recommended to use the Quickbooks Tools Hub. This software is a repair tool and can address problems automatically.
Once running, find and select the Quickbooks File Doctor. When this runs, it will attempt to resolve any issues you’re having automatically. Note: make sure to run the program as an administrator.
Create a new directory for the company file(s)
To create a new file/directory, do the following:
- In the save file directory, create a new folder.
- Find the location of your company file (the one you’re attempting to move).
- Copy the file by selecting right click and then “Copy” from the dropdown. The file extension should be .qbw.
- In the Quickbooks menu, from the File dropdown, select Open or restore company. Make sure you have set access permissions for this file.
- Select Open a company file then Next.
- Browse to the new file you create and select any company file, then Open the selected file.
Move the company file to its default area
You may need to transition the company file to a default company location. To accomplish this, perform the following:
- Close the Quickbooks software and Quickbooks Desktop.
- Browse and find the location of your company files.
- Right-click the desired company files and from the dropdown select “Copy.” Note: the file extension is “.qbw.”
- Once the file is copied, transfer it to the default location by selecting “Paste.” If you’re not sure what the default location is, typically it will appear like this: C://Users/Public/PublicDocuments/Intuit/QuickBooks/Company Files. This may differ based on the company, so check with your administrator.
- Once copied, open the file from the default folder.
Adjust folder and file permissions
If you or other users are still having difficulty accessing files, you may need to adjust file access permissions.
To test this, save a file to the default company location. Once saved, attempt to open the file. Opening a file without errors indicates proper permissions are set up. If you receive an error message, it means proper permissions are not in place.
If you cannot move, access, or save a file because of incorrect permissions, you will need to adjust Quickbooks’ settings.
Before anything, it is highly recommended to use the Quickbooks File Doctor. In some cases, checking every file permission is an exhaustive process.
If you’ve gone through the file doctor and tried all automated steps, continue reading.
Be sure to read each step carefully. These steps modify files. If you need additional assistance, ask an IT administrator for help.
Are permissions set correctly?
You’ll need to check if permissions are verified. To do so, perform the following:
- Navigate the File Explorer.
- Find and locate the Company associated file and right-click. In the dropdown menu, select Properties.
- Navigate to the Security tab, and select Advanced in the available options. You should see “QBDataServiceUser.”
- Select Edit. Here, we need to check if permissions are set correctly. There will be a list of settings, and you need to make sure each is set to “Allowed.”
Traverse Folder/Execute File
List Folder/Read Data
Read Extended Attributes
Create Files/Write Data
Create Folders/Append Data
Write Extended Attributes
If you need to set the permissions correctly, you can quickly do with by following these steps:
- Like above, find the company file and go to Properties > Security > Edit.
- With the QBDataServiceUser file, find and select “Full Control.” Then, set this option to Allow.
- Select Apply then OK.
If you’re still having difficulty with file permissions and/or moving Quickbooks files, you’ll need IT support.