Reckon Accounts Hosted Company Files

Question

In Reckon Accounts Hosted, each restored backup becomes a separate company file (even though we only operate one company). I would like to confirm whether Reckon provides any alert or warning if an old company file is opened by mistake.

For example, if I open an archived company file for the 2023/2024 financial year and attempt to enter a transaction dated after 30 June 2024 (e.g. 01/01/2026), will Reckon generate any alert or restriction?

Jason Zhu · Answer

Hi @MabunjiFM

As Kris has already mentioned, there wouldn’t be any alert to notify you that an older file had been opened. The system wouldn’t be aware of this, as each company file is treated as a separate company.

If you’re looking for a way to move these company files into a new folder so that they are out of the way, Rav has provided some helpful instructions, along with a video demonstrating how it’s done.

https://community.reckon.com/discussion/comment/20654513#Comment_20654513

Let me know if you have any further questions.

Datarec · Answer

When restoring a backup for the purposes of only reviewing or comparison consider:

* giving the restored QBW file a modified file name compared to the current data file such as by adding a prefix to the file name (eg. "Archived DD-MM-YYY - Company File Name.QBW")
* then editing the Company Information section and also adding a prefix to the Company Name (eg. "Archived DD-MM-YYY - Company File Name"

Kris_Williams · Answer

There is no alert, which is why I don’t keep copies of old files, only old backups. You could either delete them or put them in a folder of their own. Another thing you can do is put a different password on them (providing you use a password on your main file) that way when you open a file and type in the normal password there will be a notification if it’s not the current file