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Business file opening in Classic Deluxe

EdandPeg

Big problem. I have Quicken Classic Deluxe (QCD) for my personal database and Quicken Business and Personal (QBP) for my HOA database installed on my desktop. Everything has been working great. When I open my business file it opens in QBP. If I go to 'File' and choose my personal file, then QCD opens. I'm not sure it's because of a recent update, but now when I open my HOA's file it opens in QCD instead of QBP and I loose all of my business tabs. Fortunately, I have them installed on my laptop and I was able to get the HOA file backup over to my laptop and it opened properly. Although, it seems to think this is a new install and wants me to set it up. However, all of the data and tabs are present. Before I open the backup on the desktop does anyone have any idea or suggestions on what happened and how I should proceed without losing any data? Also, should there be a QBP .exe file that I should use to open it first or is there only a Classic Deluxe .exe that handles both? I've been thinking that maybe I should download the latest QBP and reinstall and then open the backup. Thanking you in advance for your help.

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NotACPA

You need to clarify what you've got. Because unless you've got 2 independent operating systems on that laptop, it isn't possible to have 2 versions of Q installed on the same machine.

When you installed whichever was 2nd, it would have un-installed the 1st.

q_lurker

My limited understanding is that the ‘installed’ version is tied to the Quicken ID. Do you possibly have separate Quicken IDs for yourself and the HOA?

EdandPeg

Yes, you are right. When I installed Q B&P and opened my business file the banner says Q B&P. When I open my personal file the banner shows Quicken Classic Deluxe. The banner for the business file always used to say Quicken Business and Personal. Now it shows this and the personal files shows the second banner. When I open the business file I no longer have the business tabs and I don't know how to get them back.

EdandPeg

q_lurker: Yes. When I perform a quick update I use the appropriate ID and password for each separate file. But, the ID & password are not asked for when I open Quicken with either file.

EdandPeg

When I open the business file on the laptop this is what shows in the banner:

q_lurker

I am not sure who you are affirming as ‘right’. The title bars are not indicative of the applicable Quicken ID. You did not indicate if the HOA bought a separate copy of Quicken B&P versus your personal copy of Quicken Deluxe.

Perhaps with the HOA file, you need to go to Edit / Preferences / Quicken ID and try the sign in as a different user. Again, I have limited knowledge in this area. @Chris_QPW may be able to clarify or confirm.

EdandPeg

q_lurker: Thank you for that idea. I hadn't done a quick update when this happened, so I had forgotten that when you do you are required to enter your credentials. Once I did that the program was restored to its normal configuration. Thank you.

Chris_QPW

OK, as I understand it you are switching between two different Quicken Ids, and two different data files associated with those Quicken Ids, right?

This is a very tricky situation because in fact Quicken Inc has never explained how the Quicken Id/subscription authorization works. And there certainly isn't any guarantee that system might be changed at any time.

From my personal experience (which is quite limited, I don't do this on a regular basis) what I have seen is that Quicken maintains a "user (maybe even system)" idea of what the "current Quicken Id" is, and it will try to use that Quicken Id for whatever data file you are opening. What I have seen in the past is If it sees that the data file it is opening is from a different Quicken Id it will prompt you to either switch the Quicken Id of the data file or log in/register the data file with the different Quicken Id.

As @q_lurker said, you might need to "sign out". But it also strikes me that people had problems going from one data file to another that have different Quicken Ids, and the suggested steps were to first go to a data file that you didn't care about and logging into the Quicken Id you want there first, and then go to the other data file that has the Quicken Id you just logged into.

@splasher might remember more about that kind of problem. I think he has mentioned it a few times (or it is a different problem and I'm remembering wrong).

The real bottom line of all of this is that you are doing something that Quicken Subscription wasn't designed to do.

splasher

Here is something I wrote a while back for another user using two different licenses.

====
You already have both editions of Quicken installed. There is only ONE subscription Quicken program, the license decides which features (edition) are available.
You can switch between editions by going thru Edit→Preferences→Quicken Id, "login as different user".
To prevent hiccups in your separate data files, make sure that they are both uniquely named and switch between them using this process.
Create a dummy data file named something like go_between.qdf with no accounts in it, it is just for transitioning between the two Quicken IDs.
Now, you do NOT want to open your personal data file while the Quicken program is setup for the Club's ID and the same holds true for opening the Club's data file with your personal ID.
So, that is where the dummy data file comes into play. Lets say you are using your data file and now want to work with the Club's data file.

Open the dummy data file using either File→Open Quicken file or picking it from the recent file list on the File menu.
Do EditPreferencesQuicken Id and then "login as different user" using the Club's ID.
Open the Club's data file using either File→Open Quicken file or picking it from the recent file list on the File menu.
Do what ever you needed to do.

Now, when you want to work with your personal data file, follow the same procedure except substitute your personal data file and Quicken ID where you used the Club's information.
I suggest always returning the state of registration of Quicken to your personal Quicken ID and only have it in "Club mode" when it needs to be so that you don't inadvertently open your personal data file with the Club ID which would require you do do steps 1 & 2 again as 5 & 6 using personal ID.
====

EdandPeg

@Chris_QPW

"The real bottom line of all of this is that you are doing something that Quicken Subscription wasn't designed to do"

I have to disagree, because this is a combination business and personal program. It is or should have been designed to keep the data files separate both locally and in the cloud. Since you can't have two Q programs running on the same pc, they sort of solved the problem by doing this combo deal. I suppose they could have created a new, separate file extension for the business and keep the common QDF for the personal. This might keep the program from getting confused. Just a thought.

Chris_QPW

@EdandPeg What you or I might believe something should be designed for is in fact not the point. The point is what it was actually designed for, and that was what I was stating.

And for the record I see nothing in the "Business and personal" that implies that it should work "smoothly" changing from one Quicken Id to another, just the opposite. That edition is designed to "combine business and personal" into one data file. Which to implies that they believe that most of the time their customers will be using one data file for both business and personal. And note that one thing that has constantly come up on the business side of this is that it is clearly designed for the schedule C kind of businesses and has to be shoehorned into other kinds of businesses. But that isn't even the point here. This isn't about how many data files you have; it is about the fact that they definitely didn't design it to quickly/smoothly changed between two different Quicken Ids. Just logging out is hidden in the Preferences, that isn't a design for constant switching of Quicken Ids.

UKR

To avoid future confusion … and because there's only one set of Quicken configuration files on your computer …

I would suggest that you run both your personal and your HOA file under the Quicken ID associated with the Business feature, for as long as you administer the HOA.
When, at some point in time, you give up running the HOA and let someone else have the HOA data file and the Business Quicken ID and password, change your personal data file to the personal (Deluxe) Quicken ID and password.

Of course, you need to be sure to not use any business features while working with your personal data file.

EdandPeg

So, if I'm understanding your suggestion correctly, I would temporarily change "ownership" of the personal file to the HOA and have access to my account and the HOA account at the same time. My account would then be listed on the left side along with the HOA's checking and dues accounts. Two things come to mind: First, I would still have to pay the subscription fee for each account separately in order to keep both active and able to access the one step update process and, Two, I am concerned that when the data is synced to the cloud my data will also be there and possibly be accessible or viewed. Am I misunderstanding how this all works? We previously had Quickbooks for the HOA, but it became prohibidly expensive and was a bit overrkill for our size community. Now, I'm wishing the board had voted to keep it.

Boatnmaniac

My account would then be listed on the left side along with the HOA's checking and dues accounts.

No, your account would not be listed on the left side (or anywhere) along with the HOA's accounts….unless, that is, you decide to add your account to the HOA file. Which accounts are shown depends on which file you are using. The subscription has nothing to do with that. What @UKR has suggested is that you do not switch back and forth between the subscriptions. Just use the Business & Personal subscription but continue to use each file separately.

First, I would still have to pay the subscription fee for each account separately in order to keep both active and able to access the one step update process…

No you would not. There is only 1 software called Quicken Classic. The subscription simply determines which features are enabled or disabled. Using just the Business & Personal subscription will permit you to use both your personal data file and the HOA data file as separate files.

And you could discontinue subscribing to Deluxe….at least until such time that you no longer have responsibilities for the HOA and someone else takes ownership of the HOA subscription. So, for you personally it would be a cost reduction.

Two, I am concerned that when the data is synced to the cloud my data will also be there and possibly be accessible or viewed. Am I misunderstanding how this all works?

Since you have 2 different data files, then there are 2 different Cloud Account IDs…one for your personal data file and a different one for the HOA data file. Data is not shared between them in the data files, in the Cloud Accounts nor in QMobile nor QWeb. However, if you will be having both your personal and the HOA files synced to QMobile/QWeb and if you will be giving the Business & Personal QuickenID & PW access info to someone else so they can access the HOA data there then, yes, they will also be able to view your personal data. If you feel you must have Mobile & Web Sync turned on for your personal data file then perhaps it would not be a good idea to use Business & Personal for both your personal and the HOA data files. But if you do not need/want QMobile/QWeb for your personal data file go to Edit > Preferences > Mobile & Web > Sync = OFF > OK. Then using the Business & Personal subscription for both your personal and HOA files seems to be a good option.

In short, you can continue to use your HOA data file just like you have been using it. You can also continue to use your personal data file just like you have always been using it except that if you open it with Business & Personal you will see the additional Business & Personal features (not the HOA accounts) that you do not see with Deluxe. Nothing else will change for you.

(EDIT: Added a clarification above in italics.)

Chris_QPW

@Boatnmaniac is this statement really true these days:

Since you have 2 different data files, then there are 2 different Cloud Account IDs…one for your personal data file and a different one for the HOA data file. Data is not shared between them in the data files, in the Cloud Accounts nor in QMobile nor QWeb.

In the past if you synced your data file to a given Quicken Id anyone that logged into Quicken Mobile/Web with that Quicken Id would be able to see both data files if they are both synced to Quicken Mobile/Web.

I have seen the comments about the new "shared access", so does that now solve that problem?

Boatnmaniac

https://community.quicken.com/discussion/comment/20472456#Comment_20472456

Good catch. I was thinking strictly about the data from the two data files not getting intermingled. I overlooked that using Business & Personal for both data files, enabling Sync for both files and then giving QMobile/QWeb access to an outside party (an HOA member) would also give that party access to the personal data file. I have edited my post above to clarify this as a potential issue.

@EdandPeg - There is a relatively new feature with which we can give QWeb access to another person but they would have their own login instead of needing to use your own QuickenID and PW. I do not know, yet, if this access can be restricted to a specific file or if it will provide access to all files that are set up with QWeb. Perhaps @Quicken Kristina can answer this question?

Quicken Kristina

Hello All,

To answer @Boatnmaniac's question, the access is restricted to just the file that you share. You can choose to share more than one file with someone, but they should not be able to access any files that you have not shared with them.

Please note that when you share a file with someone, it does give them full access to that file: they are able to view the file and make changes to it.

Please also note that you can share a file with only one person at a time. If the file is already shared with someone (or you sent an invite), the Share button will be greyed out.

I hope this helps!

Boatnmaniac

https://community.quicken.com/discussion/comment/20472518#Comment_20472518

Very helpful information! Thanks for the quick response.

@EdandPeg - So, if you were to grant shared access of your HOA data file on QWeb, it means they would not be able to access your personal data file content. Granting shared access to that other person would result in them having their own login ID and PW and they would not need to use your QuickenID and PW. Does this alleviate your concern?

NotACPA

@EdandPeg going back to the title of this thread, the file formats are, within any given product year and usually/recently crossing years, identical.

It's the Q ID that determines what features are available within that file. SO, if you open a B&P file in QCD, all of the data will still be there … but none of the B&P features will be available in QCD. All B&P accounts will be presented as regular QCD asset and liability accounts … without the Business features.

Boatnmaniac

@EdandPeg -

It is or should have been designed to keep the data files separate both locally and in the cloud.

I think we have answered the cloud question/concern. Let us know if you still have questions/concerns about that.

Regarding keeping the data files separate locally: We most certainly can keep the data files separate. All you need to do is to give each file a custom file name….just go to Windows Explorer and rename you current Quicken data files. For example, you could name one "Quicken Data_Personal.QDF" and the other you could name "Quicken Data_HOA.QDF" or whatever else you want to name them.

Since you can't have two Q programs running on the same pc, they sort of solved the problem by doing this combo deal. I suppose they could have created a new, separate file extension for the business and keep the common QDF for the personal. This might keep the program from getting confused.

I'm not sure what you mean by "the program getting confused". Is it that the look of Business & Personal is different from Deluxe? If so, you should be able to customize the look and functionality some in your personal data file so that is looks more like what you are used to seeing in Deluxe.

For instance, if there are tab in B&P that you do not want to see in Deluxe: Go to View > Tabs to Show > deselect the tabs you no longer want to see.

If there are categories you do not want to see in Deluxe: Go to Tools > Category List > check the box for Show Hidden Categories (bottom toward the left) > scroll down the list and in the "Hide" column on the right side check the boxes for those categories you do not want to see > when done, uncheck the box for Show Hidden Categories. All of those categories will still be present but you will no longer see them. (NOTE: Do NOT delete any categories because if you do it will also delete those categories from the HOA file. Hiding them will not affect the HOA file.)

There are other customizations that can be done regarding views and report. As you explore the program one of the things you will want to look for are Gear icons because clicking on them will provide menus to customize things. Also, click on any Customize button. It won't hurt to look and see what each does or does not do.

If the look of B&P vs Deluxe is not the concern, please provide some clarification about what the concern is.

q_lurker

To me, his confusion was pretty clear - the HOA file was opening up in a Deluxe programming style. Now I don’t understand all the nuances of the Quicken ID setup, I only use one even though I manage 4+ Quicken files. But it certainly sounds to me as if switching files from one with the ‘personal’ ID to a ‘HOA’ ID file keeps the program operating in the mode bought by that ‘personal’ ID, Deluxe, in this case.

I think @splasher offered the right operational advice yesterday 1/20.