Sharing Company File in Reckon Hosted, for working on same file at same time – Got Best Response from Australia Support Team

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  • Updated 2 months ago

I received a very efficient response from Support Team in Australia for my query below. All my doubts are now resolved. Thanks reckon for the awesome response.

 

Question. I am using reckon Hosted. How to share my “company file” with my accountant (also hosted user), so that both of us can work on same file at same time.

 

A. Sharing a Company File for first time in Hosted -

First login to Hosted, it takes you to page “Welcome to Reckon Accounts”. Click on “Control Panel”, then under “File Management” click on “Share Your Company File”. In “Select User” select your User-Id > In “Select Company File” click and add the company file to be shared > click Next. In “Select the User for access” enter User-Id of your accountant, search and add it to “Selected Users”, click Next. In next page click “Create Share”. A company file once shared, shows up in a folder (with same name as the company name) in your “My Live Q” drive in cloud.

B. Sharing a Company File that has been previously shared (as given above) -

If a company file has been shared previously with someone and you want to share it again with another user (2nd hosted user), then you need to share that folder in which the company file is sitting. Login to Hosted, then Click on “Control Panel”, under “File Management” click “Manage Shared Folder Access”. Under “Select the Shared Folder” click and add the folder to be shared, click Next. In “Select the user” enter User-Id (of 2nd hosted user) to search it, then under ‘All Users’ click and add it to ‘Selected Users’, click Next. Now click ‘Grant Access’.

You can share your company file with any number of reckon hosted users as you want.

C. You and the accountant can work on same company file at same time, only after you create a new “Username” in that company file (for the accountant). So, first log-in to company file as “Admin” then go to the menu : Company > Users > Set up Users and Roles > User list > New > Create Username-Password (of your choice). Now, under “Available Roles” select and add only those roles for which you want him to have access (do not select ‘View Only’, otherwise ‘new user’ can see the data but cannot work on it). After adding the relevant roles click OK and Close and it’s done.

Inform your accountant about the Username-Password you created for him. You can create as many users for a company file as you want and define the kind of access you want to give to that user. There are no charges for creating Username(s) for your Company File.
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Miranda Holmes

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Posted 3 years ago

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Kevin Russell, Accredited Partner

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Yes Miranda its a pity so many accountants are technophobic. Its very easy to use.
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Miranda Holmes

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Hahaha..very true. Thanks kevin.
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Lyn Mangan

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Hi Miranda,
What happens when you cannot see a file to share.
Yes, both users are set up to share, but no file appears in the box
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Helen Case

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What if the BAS agent is does not have a User-ID?  Does Reckon not give access the same way that QBO, MYOB & Xero does?
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Kevin Russell, Accredited Partner

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Helen if your BAS Agent doesn't have a Reckon Hosted account, how are they supporting you now? You could print out the Tax summary and Tax detail. Or you could fire him and find someone who knows how to use Reckon. Either way.
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Helen Case

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Wow!  I am the BAS Agent.  And I was the one who recommended this client go with Accounts Hosted for his new enterprise.  So sorry if I made the wrong recommendation.  I do know how to use Reckon and have been using it for many many years - I find your comments offensive.  But there you go.
I think it is presumptive of Reckon & its partners to expect every Tax Professional to have subscriptions to every software product out there.
So, if you cannot answer the question, please move on and let someone who can answer the question answer it.  Tks!
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Kevin Russell, Accredited Partner

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Helen the end user can still provide you with the reports. I work with Accountants and end users every day. We make things work. I'm a BAS Agent too. We are all professionals, we all have our tools of trade. Are you a Reckon professional partner? That might be an option for you
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Helen Case

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No I am not a Reckon professional partner and cannot warrant the expense.  I have four clients on Reckon hosted; three of which I work onsite with them.  The new one is based in Townsville and is not software literate so I will be doing all the transacting in the file.  All good, I will just use his login details - that makes things work.