QuickBooks Multi-user Setup

QuickBooks Multi-user mode enhances QuickBooks experience and productivity by easily letting multiple users access and manage the same file at the same time. But, do you know how to effectively set-up and use multi-user mode?

QuickBooks uses different services to manage company files access, which are:

  • QuickBooks 2018 uses QuickBooksDB28
  • QuickBooks 2017 uses QuickBooksDB27
  • QuickBooks 2016 uses QuickBooksDB26
  • QuickBooks 2015 uses QuickBooksDB25

In Windows Control Panel, you can find these services in User Accounts, under Users for theComputer. Look specifically for the service that corresponds to the version of QuickBooks that you are using.

What is QuickBooks Multi-user Setup?

The multi-user mode in QuickBooks allows multiple users to collaborate and work on the same company file simultaneously. By enabling multi-user mode, you can easily enhance productivity and accuracy, and also get the most-up-to-date data.

Exciting Features of QuickBooks Multi-user Mode

  • Adjust inventory
  • Edit or Delete list items
  • Change sales tax rates
  • Define custom fields
  • Set a closing date
  • Make deposits (multiple users can make deposits at the same time)

In Windows Control Panel, you can find these services in User Accounts, under Users for the Computer. Look specifically for the service that corresponds to the version of QuickBooks that you are using.

Different Hosting Modes

There are a set of different hosting modes for different computers and QuickBooks versions. However, it is not the set of the Company File or QuickBooks installation. When multiple versions of QuickBooks are used simultaneously or concurrently, then the hosting mode setting for different versions are independent.

Three Different Hosting Modes Explained

In Not Hosting Mode

  • QuickBooks Database Manager works as a normal and similar process as a Windows users running QuickBooks Desktop.
  • This Hosting Mode doesn’t support multi-user mode. This mode uses shared memory to connect and communicate with QuickBooks Desktop.
  • In this Hosting Mode, only the users of QuickBooks Desktop

Prerequisites to Access Your Company File

Prior to accessing Company file on QuickBooks Desktop, you need to meet these three conditions:

Windows File Permission

The user logged in should have permissions for Full Control, which includes, permission to look, open and modify the file.

QuickBooks User Login

Every user must have QuickBooks credentials.

Database Server Mode

The Database server mode to successfully open the company file.Once these three prior conditions are met, you can start accessing and managing company file.

QuickBooks decides the Database Server to Communicate

QuickBooks decides the database server to communicate with by following these three steps:

  • QuickBooks Desktop looks for .nd file, which is a small text file with the similar name as the company file, with the only difference of an .nd file extension. This file is located in the same directory file as the company file, which has the extension .qbw. This directory has all the essential information needed for contacting the server, such IP address and port.
  • QuickBooks Desktop then tries to determine if .qbw is in use or not.
  • If QuickBooks Desktop finds .nd file and also detects the company file is in use, then QuickBooks ultimately tries to communicate with the server, and:
    • If the process is successful, QuickBooks Desktop opens the Company File
    • If not successful, then error messages will be displayed, such as Error H101, H202, H303 or H505

QuickBooks Multi-user Licensing

A standard QuickBooks Desktop purchase is licensed for 1 user. And, in case you want to setup QuickBooks Desktop for multi-user access over the network, then this can be done by adding different user licenses. In a long term, however, once you analyze the cost, then it is beneficial to get 3 – user licenses in one go.

Selecting the QuickBooks Host Computer

The Company Files are stored in the Host Computer. The Host Computer is generally a server, however, in case of small businesses, host computer can also be a workstation.

To host QuickBooks files in much more feasible way, here are few recommendations:

  • QuickBooks always functions in a much faster way when the Company File is locally hosted. And, if there is one primary user, and the other user accesses the Company File occasionally, then it is recommended to select Primary Computer as the Host.
  • If multiple users will access the Company File simultaneously, then it is advisable to select the computer as host, which is new and fastest. By doing this, you can easily speed-up QuickBooks for other uses as well.
  • One of the most important factors that you need to always keep in mind is to have a regular data backup plan for every QuickBooks files. This is an important consideration, which can affect the host computer.

Installing QuickBooks on the Host Computer

Install QuickBooks

  • Install QuickBooks Desktop on the host computer
  • Include the networking components
  • Register QuickBooks
  • Check for and install QuickBooks updates

Setting Up Multi-user or Network for QuickBooks Desktop

QuickBooks Desktop uses a database file manager to connect and communicate with the Company File. As of now, there are two ways to configure and setup multi-user for QuickBooks Desktop

Recommended Mode Alternate Mode

Recommended Mode

The recommended multi-user hosting mode has the company file stored on the Host Computer.

To Turn On Hosting:

You need to turn on hosting only for the Host Computer or where the Company File is stored. In case, you are using a server to host your single file, then also one computer will still act as Host. And, also ensure that you don’t turn on hosting from workstations.

To Turn on Multi-user Hosting Mode, Follow these steps:

  • Select Utilities, from the File menu
  • Select and Click Host Multi-user Access
  • Finally, Click Yes on the Confirmation Window

Troubleshooting Multi-user Setup Problems

While setting up multi-user mode, if you come across error messages, such as H101, H2012, H303 or H505, then there are several recommendations to fix them.

  • Solution 1: Download and Use QuickBooks Doctor
  • Solution 2: Check Hosting and Services
  • Solution 3: Open the Network Ports that QuickBooks Uses to Transmit Data
  • Solution 4: Add Your Server to the Windows Hosts File
  • Solution 5: Create a New Folder for the QuickBooks Company File

There are several technical considerations that you may come across while setting up multi-user mode for accessing QuickBooks Company File. However, if you want to get the best QuickBooks experience than it is advisable to get in touch with QuickBooks Technical Advisors USA.

Any kind of support Call +1800-865-4183 and work properly.