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 3 years 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