Shared my file with accountant but now I have two files?

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JenIdosaka
JenIdosaka Member Posts: 6

Hi, I followed the instructions to share my company file with another user (my accountant), but when I did that it moved my company file to a folder with a shortcut link in the Q drive labelled mycompanyfilename - 083619. My website links to Reckon Accounts Hosted so this stuffed up the link as it couldn't find my file anymore. I restored my company file from a back up and that put the company file back in Q drive where it was originally. BUT there is still a copy of my file in the other folder it created when I shared the file. Will my accountant be accessing a different company file to the one I'm using? How do I get rid of the duplicate company file and make sure we are both accessing the same file?

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  • Acctd4
    Acctd4 Accredited Partner Posts: 3,482 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
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    Reckon Accounts Hosted is the Reckon Accounts software program which is "hosted" on Reckon's servers (the "Q" Drive) to give users the benefits of "online" access. Only your specific login details have access to your Q Drive company file. Therefore, in order to share access with someone else, a special "shared" folder is created & your file then sits there in order to allow this shared access. It's not a duplication.

    Unfortunately though, you've now created a duplicate by moving it! Your accountant can currently access the file that's in that shared folder however he can't access your Q Drive. You need to delete the copy you've duplicated back in the Q drive to prevent you both inadvertently working in 2 separate files!

    Upon initial sharing (the creation of this shared folder, resulting in the file being moved), you simply need to Open Company File & navigate to it in it's new (shared) location. You should only need to do this the first time - it should default to there automatically after that ☺️

    Shaz Hughes Dip(Fin) ACQ NSW, MICB

    *** Reckon Accredited Partner (AP) Bookkeeper - specialising EXCLUSIVELY in Reckon Accounts / Hosted ! ***

    * Regd BAS Agent (No: 92314 015)* ICB-Certified Bookkeeper* Snr Seasonal Tax Consultant since 2003 *

    Accounted 4 Bookkeeping Services

    Ballajura, WA

    shaz@accounted4.com.au

    https://accounted4.com.au

    (NB: Please give my post a Like or mark as Accepted Answer if I have been able to resolve your query as this helps others when seeking solutions!)

Answers

  • JenIdosaka
    JenIdosaka Member Posts: 6
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    Thanks for that explanation. I'll go back and get rid of my file made from the back up and use the one in the shared folder.

    BUT - how can I get my website to link to the shared folder too? Until now I had set up multi user and created one user login for the website to use, and one for my accountant to use. But my accountant couldn't log in that way and sent me the instructions to share the file, which was a whole different process and has now blocked my website because it can't find the file in the new folder. There is just a short cut link in my Q drive, so how can I work out the "address" to point my website to? Why can't my accountant just log in as a user in the multi-user mode like my website does?

  • Acctd4
    Acctd4 Accredited Partner Posts: 3,482 Reckon Accounts Hosted Expert Reckon Accounts Hosted Expert
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    I'm not too sure what you mean ... Why do you need your file to link to your website ?

    User access is for users to be able to view & enter transactions. Are you referring to integrating sales from your website automatically ? If so, RAH isn't able to do that on it's own however there are a number of 3rd party add-ons that you can use for this. Have a look on the add-ons page here:

    A few of the developers are also on this Community forum & may be able to assist with that such as @PhuongDo & @cosmic 😊

    Shaz Hughes Dip(Fin) ACQ NSW, MICB

    *** Reckon Accredited Partner (AP) Bookkeeper - specialising EXCLUSIVELY in Reckon Accounts / Hosted ! ***

    * Regd BAS Agent (No: 92314 015)* ICB-Certified Bookkeeper* Snr Seasonal Tax Consultant since 2003 *

    Accounted 4 Bookkeeping Services

    Ballajura, WA

    shaz@accounted4.com.au

    https://accounted4.com.au

    (NB: Please give my post a Like or mark as Accepted Answer if I have been able to resolve your query as this helps others when seeking solutions!)
  • JenIdosaka
    JenIdosaka Member Posts: 6
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    Don't worry. Yes the website integrates with Reckon. After a bit of trial and error I eventually worked out the path to the new shared file. Thanks for your help. Knowing how the shared file works and that I just needed to find the path really helped.