Permissions Archives - CCRSoftware

Cannot open this QuickBooks Company (access permission)

There are several reasons why you may get an error saying “Cannot open this QuickBooks Company”. If you look at the details of the error message one of the common issues you will see is the following:

In this case, QuickBooks is returning an error to the CCRSoftware product saying that the QuickBooks Admin user has not given permission for the product to access this QuickBooks company file.

Please note that there are other issues that can cause the “Cannot open” error. See this article for one variation, and the Windows 10 article for another.

The first time that you run the CCRSoftware product with a particular company file, QuickBooks must be open using the Admin user account. You will see a message similar to the one shown below.

If the Admin user doesn’t give permission here, the CCRSoftware product cannot access the QuickBooks company file, and you will get the error.

Similarly, if you don’t have QuickBooks open with the Admin user account when you first run the CCRSoftware product, you will get the error.

One situation does cause some confusion. You may have been running a CCRSoftware product without any problems, but then you install an updated version. Often QuickBooks will consider this to be a new program, and it will require this program to be authorized by the Admin user. Often a user won’t realize that the authorization is required, since they had already been running the program. This is a common occurrence when people are upgrading their program due to the Windows 10 security update.

How do you fix this? Run QuickBooks using the Admin user account and then run the CCRSoftware product. You should see the approval window as shown above, and you need to select the option “Yes, whenever this QuickBooks company file is open”. Note, though, that sometimes this won’t work due to some internal QuickBooks permission settings. In this case:

Run QuickBooks as the Admin user
Select Edit in the main menu, then Preferences.
In the Preferences window, select Integrated Applications in the left menu, and click on the Company Preferences tab.
Locate the CCRSoftware product in the list of applications, click on it to select it.
Click the Remove button to remove it from the list. If there are multiple occurrences of the same application in the list, remove those also.
Click OK to close this window.
Run the CCRSoftware product, and you should get the permission window.

The QuickBooks Administrator has not given permission

In some cases, when you start a CCRSoftware product you may see an error message similar to the following: Cannot open company file (Session:1009,0) Cannot open this QuickBooks Company. This application does not have permission to access this QuickBooks company data file. The primary issue here is that the QuickBooks admin user has not given permissions to our product to work with this particular QuickBooks company file. Keep in mind that these permissions are set per company file, so you will need separate permissions for each file.

Ask your QuickBooks admin user to perform these steps to resolve this issue:

Run QuickBooks as the Admin user and open the QuickBooks file that you want to work with.
Select Edit from the QuickBooks main menu, then Preferences.
In the Preferences window, select Integrated Applications in the left menu.
Select the Company Preferences tab.
Make sure that the Don’t allow any applications to access this company file box is not checked.
Locate the CCRSoftware product in the list of applications. Make sure that the Allow Access column has a check mark by the application name. In the screen shot below, CCRQInvoice does not have the box checked, and that is what is preventing the program from accessing this file. Click once in that column to add a check mark.
Click OK to close the window, and exit QuickBooks

That normally will resolve the problem.

In some cases you may continue to have problems. Here are a few additional considerations:

Sometimes you may find that there are several instances of the same CCRSoftware product in the application list. This occurs if you have installed an updated version – both the original and the update will be listed separately. Make sure that all instances of the program have the allow access column checked.
In rare occasions there may be some data corruption in your QuickBooks company file, due to issues that have nothing to do with the add-on program. To resolve this, locate the CCRSoftware application in the list, select it, and click the Remove button to remove it from the list. Remove all instances of the CCRSoftware product that you are using. Then, exit QuickBooks and restart it (as the Admin user). Run the CCRSoftware product again, and you should be asked if you want to allow our product to access your file. It is important to answer Yes, whenever this QuickBooks company file is open.

These steps resolve 99.99% of the issues we’ve seen that generate the error. If it does not, this indicates that you may have some file corruption in your QuickBooks file and that you should consider a “file rebuild” process to clean up your file. Please consult with a qualified QuickBooks ProAdvisor before proceeding, and always make a backup copy of your file before running a File Rebuild process.

CCRQInvoice and QuickBooks Permissions

If you use user accounts in QuickBooks and limit user permissions (and you should!), you need to provide users of CCRQInvoice with a basic set of permissions. It can be a bit confusing, because of the odd way that Intuit has configured things in QuickBooks. Here’s the basic permissions that you need to be able to use CCRQInvoice.

The Error You Might See…

If you have CCRQInvoice working with QuickBooks as the admin user, but you then open QuickBooks with a different user account that doesn’t have the proper permissions, you’ll usually get a 3260 error code.

There are several possible errors that can be displayed, but the common thread is the “3260” code at the end. That indicates a QuickBooks user permission error. The user running CCRQInvoice doesn’t have the correct data access permissions necessary to work with the transaction.

QuickBooks Pro and Premier Permissions

This is pretty easy. All you usually need to be able to run CCRQInvoice with QuickBooks Pro and QuickBooks Premier is to set Sales and Accounts Receivable Create permissions to Yes, and set Changing or Deleting Transactions to Yes.

With some older versions of QuickBooks you may also need Create Transactions permissions for Inventory. This might also be the case in some non-US versions of QuickBooks.

QuickBooks Enterprise Permissions

QuickBooks Enterprise is more complicated, and somewhat confusing. In Enterprise you have users and you have roles. You create the permissions in the roles and then assign the role to the user.

In addition, Intuit has a tendency to tinker with permission settings every once in awhile, so there may be some variations in how this works in different versions/releases.

There are two areas that you have to work with, Customers & Receivables and Lists. The permissions that I’ll lay out here should provide you with access to all features of CCRQInvoice (as of the version currently in production at the time this is being written), including sorting. You might be able to get by with fewer permissions if you don’t sort, although that isn’t certain.

In Customers & Receivables you need to provide View, Create and Modify permissions for Estimates, Sales Orders and Invoices (assuming you will work with each).

For Lists we have a number of permissions to set:

Item List needs to be set to View List.
Fixed Asset Item List needs to be set to View List. This isn’t intuitive – but internally, the Fixed Asset Items are actually a part of the overall Item List, so when CCRQInvoice asks for a list of all items, it has to be able to see the Fixed Asset Items as well. This catches a lot of people.
Terms List, which is a part of the Customer & Vendor Profile Lists, needs to be set to View List. This is a hard one to figure out – there isn’t any logical reason for this, but without it you can’t use the program.

Note that there isn’t a Customer List permission in the QuickBooks preferences – I think that may be why we have to have the Terms List there, something is slopping over to cover the customer list. But that is speculation.

In some cases you may need to give the user access to “sales tax” as well.

If you set your user permissions to be at least what I’ve listed above, your user accounts should be able to access CCRQInvoice without difficulty.

" Cannot Open/Create a parameter file" error

If you see an error message similar to the following: (CCRQParmCommon:3,0) Cannot Open/Create a parameter file – there are several possible causes for the problem; Essentially, CCRSoftware programs store a parameter file named CCRQ.XML at a location that you specified (the “common location” or “common folder”). For some reason, either that location cannot be accessed or your Windows user account doesn’t have the proper permissions to access that location.

This location was specified the first time that you ran the CCRSoftware program on this computer. Note that in a multi user environment all users should be sharing this location as this is where we store your “preferences”, and where modified report templates are stored.

The details of the error are found in the Error.PDF file that the program creates – the location of this file is displayed in the error window. You can also find it by scrolling through the “boring technical details” section of the error window, but that may be more difficult to see.

Common Location Doesn’t Exist

The most common error occurs when the location of the file no longer exists. We usually see this when someone has reconfigured their network or workstation, or upgraded the version of Windows. For example, in the screen shot above, the program is looking for the CCRQ.XML file at the location “Z:\”, which is a networked drive. The error is “Could not find a part of the path.” Windows is saying that “Z:\” no longer exists. Another common detail message would the “The network path was not found” without specifying what that path is.

If you are told what the path is, one way to fix this is to recreate the drive mapping to Z:, and make sure it points to the correct shared location. This is the location where the CCRQ.XML file exists.

Another way to fix this is to tell the CCRSoftware product to look at another location. Select Help and then Tech Support, and then Reset Common Location. This will open a window that lets you pick the proper location. Again, you want to pick the location where CCRQ.XML exists.

After you reset the common location you must exit the CCRSoftware product and restart it.

If you are in a multi-user environment and other workstations are running the software correctly, you can use them to determine where the “common location” is. Go to one of those workstations, select Help and then Status, and scroll down to the Common Path line. This is the location where this workstation is looking to store the preference file.

Incorrect User Permissions

CCRSoftware products need the Common Location to be a place where you have read/write/create Windows file permissions. If you don’t have full permissions here, you will get a parameter file error. The Windows error in the error window will refer to user permissions.

The simplest fix for this is to give this user read/write/create file permissions at this location.

If that is not possible, you need to create a folder where all users CAN have that permission, move the CCRQ.XML file and any files with a file type of “repx” from the old location to the new location, and change the “common” location on each installation of the CCRSoftware product to point to that new location (use the Help/Tech Support menu option as shown above).