This guide will help explain how to disable Quickbooks from showing the last user that signed in to the application. This is useful in RDS (Remote Desktop Services) and other multi-user environments.
Are you running into an issue where every time a user opens Quickbooks the Username field is automatically populated with a different user’s username that last logged in to the company file? If so, the fix, while not documented and easily found, is actually very easy.
DISABLE AUTO POPULATION IN QUICKBOOKS
The way to disable the last user login name from showing up in Quickbooks is fairly simple. The file responsible for this has to have its’ permissions adjusted to not allow users outside of the Administrators group to modify the file. Regular users should only have Read permissions to the QBW.ini file
The QBW.ini file is usually located in the following directory:
- C:\ProgramData\Intuit\QuickBooks XXXX\
The folder after Intuit will differ depending on the version of Quickbooks you have installed. For example, Quickbooks 2011 will have the QBW.ini file located in this directory:
- C:\ProgramData\Intuit\QuickBooks 2011\
You will want to adjust the permissions for QBW.ini to be as follows:
Everyone - Read Only
System - Full Control
Administrator - Full Control
Once these permissions have been adjusted, you will want to edit the QBW.ini file to have the LASTUSERNAME variable be blank. The variable should look like this:
Go ahead and save the file once that change has been made.
Once these changes have been performed correctly, the last user login name will no longer populate automatically on Quickbooks.