Quickbooks Multi User Setup and Configuration

Computer Repair Sacramento CA blog how to Install Quickbooks Multi User Setup

Quickbooks Multi User Setup Background

While there are other options, Quickbooks seems to be the go-to accounting product for many small businesses.

While many businesses are using Quickbooks online, the following is specific to the locally installed version. This version is known as Quickbooks Desktop.

A standard Quickbooks purchase is licensed for one user. If you want to setup Quickbooks for multi user access over a network, additional user licenses can be added; however, once you factor in the cost, it is often less expensive to purchase a 3-user license straightaway. For example, one Quickbooks Pro is about 200, the add-on license about 250; whereas, the the 3-user version can be had online on sale between 4-500.

Choosing the Quickbooks Multi User Setup Host Computer

The host computer stores the company file. The host may be a server, or, in the following small business scenario, the host computer may also be a workstation. Determine what computer will be the Quickbooks host computer.

Don’t know which to host the Quickbooks file? Here are a couple of suggestions:

  • Quickbooks runs faster when the company file is stored locally; therefore, if there is one primary Quickbooks user and another only accesses it on occasion, choose the primary user’s computer as the host.
  • If there multiple users will simultaneously access Quickbooks regularly, try to choose the fastest or newest computer to host the company file. This will improve the speed for the other uses as well as be a more reliable setup over older or more worn hardware.
  • The following should go without saying, but here it is: The Quickbooks host computer and Quickbooks file must be included in your regular data backup plan. Take this into consideration as it may effect which is the host computer.

Installing Quickbooks on the Host Computer

Install Quickbooks:

  • Install Quickbooks on the host computer including the networking components
  • Register Quickbooks
  • Check for and install any Quickbooks updates

Configure Sharing:

  • Determine which folder on the local computer will contain the company file
  • Configure sharing on the Quickbooks Folder so other users can access it
  • Copy the Quickbooks company file to this location or create a new company file in this location
  • Use the quickbooks database server manager to add and scan the Quickbooks Folder

Setup Quickbooks multi user access

  • Open the company file
  • Click File and set Quickbooks to host multi user access
  • Click File, utilities, Quickbooks switch to multi user mode
  • Leave the company file open

The following assumes a 3-user license or that multiple user licenses have already been purchased. If not, purchase at this time. Sync license data on the host computer if the option is available

Create User Account for the Company File

On the Quickbooks host computer:

  • Create additional user account with a secure password
  • Create a secure password for your user account
  • Write down the user names and passwords

If you chose not to create a password for your first user account, usually named Admin, you may be surprised when you open the company file next time and are prompted for a password. Don’t fret! Enter your username, leave the password field blank, and you will be able to log on. Once the company file is open, create a secure password for your user account too.

Test Quickbooks Host Computer Configuration

If Quickbooks will be setup for more than two users, just repeat the following for the additional users:

  • On the additional (client) computer(s), browse to the shared Quickbooks Folder on the host computer
  • Create a new folder in this location
  • Delete the new folder you just created

If you were unable to browse to the shared folder, there may be a firewall issue. If you were unable to create and delete a folder, your permissions must be adjusted.

Installing Quickbooks for Additional Users

  • Install Quickbooks using the same License Number and Product Code. Do not install the networking components.
  • Register Quickbooks
  • Check for and install any Quickbooks updates
  • If the Sync license data option is available, do so now
  • Ensure Quickbooks is not set to host multi user access

Browse to the location containing the company file and open it. There will be a small pop-up on both computers notifying you when multiple users are logged on.

Set Company File to Multi User Mode

  • On the Quickbooks host computer, close the company file
  • On the client computer, close the company file.
  • This should set the company file to multi user mode on both computers.

To test, close the file on both computers:

  • On the Quickbooks client computer, open the company file, attempt to open it on the host computer.
  • On the Quickbooks host computer, open the company file, attempt to open it on the client computer.

If the file does not open in Multi User Mode on one computer, simply open the company file on the other computer first, then access it from that computer. Then close it on the first computer. The company file remains in Multi User Mode. Close that computer and Quickbooks will remember the mode it was in last when closed. Test again as listed above.

Wow, lots of steps, aren’t there? Questions? Comments? Would you like us to help you choose, install, and configure Quickbooks? Do you need further support with a Quickbooks Multi User Setup or configuration? Contact Jonathan to schedule computer service. Thanks for reading and choosing Computer Repair Sacramento CA!

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