One of the biggest issues for Accountants and Bookkeepers who use
QuickBooks is managing the different versions of the software,
and keeping track of which clients are using which version,
updating the system of tracking the issue when they upgrade, 
not to mention the additional issue of keeping track of their
passwords (assuming they provided it to you in the first place).
As part of continuing quest to find tools and resources to make
your job easier, we have several suggestions to make the process
easier. Although we do not endorse all of these ideas, we provide
them to help spark the thought process for your own clients. We
will start with the most extreme, and end with what we feel is
the best solution.

Never return data to the client - one solution is to only have
the most recent version of the software and as files arrive,
convert them to the latest version. The problem with this
approach is that the file cannot go back to the client using the
Accountants Review Copy, or if major revisions are needed.

Force all clients to upgrade (or not) - another solution is to
keep all clients on the same version. This can be accomplished
one of two ways, instruct the clients not to upgrade until you
say to, or always require all clients upgrade to the latest
version. Some firms have even gone so far as to include the
software price in an annual amount charged to the clients.

Different versions on different computers - although this process
works well for some QuickBooks consultants, it creates work flow
issues as staff members move from desk to desk, not to mention
additional work and confusion when a client upgrades.

Data files saved in version specific directory - As a client data
file is restored, it can be placed in a folder named for the
version i.e. QB2002. This works well if the client does not
upgrade. If the client does upgrade, it will be important to move
the data file in Windows from one folder to another. The other
reason this is a problem is because the data file may not be
quickly found when needed (i.e. opening a version of QuickBooks,
finding the file and discovering it needs another version,
closing QuickBooks and opening the correct version to open the
data file).

Password Management - When a client uses the password feature,
they improve internal control (a good thing) but they can
complicate the accountant's life (a bad thing). Typically the
problems arise because either the client set up a password and
did not provide it to the accountant, or changed the password. To
track passwords, the procedures vary, but typically one of the
following three methods will be used: 1. write the password and
version in the front of the client work paper file, 2. passwords
are kept in an Excel or Word document for all clients (a master
list), or 3. passwords are kept with the client contact
information in some type of contact data base. Any of these
solutions can work, but the system breaks down when the
information is not kept current (or the client changes the
password and forgets to let you know).

Our Best Solution - What we have found works best is a little
program called Advanced Intuit Password Recovery. From within the
program you choose the appropriate data file. A pop up box then
appears with all the passwords for the file (including Admin). In
addition, the version used is also displayed. This tool works for
versions 4-2005 (including Enterprise Solutions version 5): All
of this for only $99 for the business version. There is a trial
version available, but it only provides the version and part of
the password. Obviously, we are assuming that you have permission
from the owner of the file to access the file, and that you are
not doing anything illegal with the tool.  To obtain the trial
version or licensed copy of the tool, visit our online store at
http://www.4luvofbiz.com/store.html.

As a resource for this and other questions, submit a question via
"Ask the Expert" or attend our free, monthly discussion forum
tele-class at http://www.4luvofbiz.com. 

Bonnie J. Nagayama, CPA has been featured by Intuit in their 
QuickBooks Advisor Spotlight and frequently teaches and consults 
on using QuickBooks to its maximum advantage. For a FREE weekly 
newsletter of QuickBooks tips and tricks, plus many free and 
low cost QuickBooks resources visit http://www.4luvofbiz.com