Banking
I appreciate your effort and patience as we resolve this issue, Patriarca. I recognize the importance of addressing this concern to ensure your financial records remain accurate and updated. Let me help clarify and resolve this situation.
If you've given your employees user role rights to access your company file, any changes they make will reflect on your computer. QuickBooks Desktop supports real-time data updates across all users connected to the same file. This means that activities such as creating invoices, adjusting invoice numbers, or deleting transactions will be visible to everyone.
If your employees have access to the company file, they might accidentally edit or delete invoices. This could directly affect the invoice sequence for everyone using the same file and cause discrepancies.
On the other hand, if you have provided your employee with a backup company file and they have made edits to that file, those changes will not automatically reflect in your main company file. However, if the altered backup file is later used to overwrite or update the main company file, it could lead to discrepancies such as missing invoices or changes in invoice sequences.
Moving forward, to prevent any unnecessary updates to your company file, I recommend creating a new company from your existing file. This allows employees to freely review and learn how to configure QuickBooks to its full capacity. Here’s how to proceed:
- Open your QuickBooks Desktop company file, then go to the File menu.
- Choose New Company from Existing Company File.
- Next, click Browse to locate the company file you wish to copy.
- Select the file and click Open.
- Then, create a new name for the new company file in the field provided.
- Once done, click Create Company.
For reference, please see the screenshot below:
Once completed, share the file with your employee and instruct them to restore the company file.
Furthermore, you can consider consulting with our live support team. They can further examine and identify the reasons behind these discrepancies, as they have the appropriate tools and expertise to assist in diagnosing the issue you're facing.
Additionally, here's an article that you can check if you need help in personalizing your sales form template in QuickBooks: Use and customize form templates.
The Community forum is always available for you if you have other questions or concerns about this issue, Patriarca. Just click the Reply button and we'll be glad to help you any time.
