How to Install and Use QuickBooks on Different Computers?

You might have often wondered using QuickBooks on two computers simultaneously. The benefits of this accounting miracle are enormous and for two people using those benefits at the same time requires a multi-user setup. QuickBooks offers this feature of multi-user mode where more than one person can work on the same company file simultaneously. This makes the business processes more productive and improves overall efficiency.

This feature is especially beneficial when you have a large number of employees that require access at the same time. QuickBooks Desktop has three versions that allow multiple users to be accessing the QuickBooks at the same time. These three are namely QuickBooks Desktop Premier, QuickBooks Desktop Pro, and QuickBooks Desktop Enterprise. These three allow different users at the same time. In this blog, let us learn how to set up a multi-user setup in QuickBooks.

How to set up a multi-user setup or QuickBooks Desktop on two computers?

If you want multiple users to use the same QuickBooks Desktop and work on the same company file at the same time, then you need to perform the multi-user setup. This setup also requires some changes in the QuickBooks Desktop, Operating System and Server, etc.

Step 1: Set up QuickBooks Desktop

One system houses your company’s files on a multi-user network. Your server system is this. Workstations are any additional computers connected to your network that don’t house any company files.

1. Install QuickBooks Desktop first on your server system by downloading it.
2. For the install type, select Custom, and Network Install.
3. Next, select I’ll be using QuickBooks Desktop on this computer
4. if QuickBooks Desktop’s full version is installed on your server system. Click I Will Not Be Using QuickBooks Desktop On This Computer if you simply want your server to host your files.
5. Then, to complete the installation, adhere to the directions displayed on the screen.

Keep your QuickBooks Company files on your server, as advised.

Drive-in window and map network

However, you should follow these instructions if you want to store your files on a mapped network drive:

You can access a folder that is located on another disc, server, or computer over a network by mapping a network drive in Windows. Through Mapping, you can quickly access files from the shared storage.

Windows 8/10 and Windows 7 network drive mapping

For Windows 8 and 10:

• Start by typing This PC into the window’s search field. Following choose This PC.
• Choose to Map a network drive under the Computer tab option.
• Select Browser after choosing any free drive.
• Continue to the network location where your QuickBooks Company file is kept after that.

For Windows 7:

1.) In the Start Menu, click computer.

2.) Next, select Map network drive from the Tools menu. Press the Alt key to display the menu bar if you can’t find the Tools menu.

3.) Then, choose to Browse after choosing any available drive letter.

4.) Visit the location on your network where your QuickBooks company file is saved next.

Step 2: Adjust Folder Permissions

To configure folder permissions on your server, follow the instructions. Verify that the network permissions for the folder containing your company’s files are valid. For QuickBooks to function as a multi-user program, all component versions must be updated. The time-consuming problem can be fixed by using QuickBooks’ multi-user access capability. You must download and use the QuickBooks File Doctor to check whether your system is configured correctly for multi-user mode and to help identify and fix these errors.

Before taking any action, keep the following in mind:

1.) Before taking any further action, make sure of everything.

2.) Ensure that the installation directory has the appropriate permissions.

3.) Additionally, if you are using Microsoft Windows Home Edition, you must restart your computer in Safe Mode to finish the process because the security tab is not accessible in normal mode. Because of

4.) Press F8 to launch the Advanced Boot Window after restarting the computer.

5.) Press Enter after selecting Safe Mode in the Advanced Boot box.

6.) Your version of QuickBooks Desktop will determine the QBDataServiceUserXX. Download and launch the QuickBooks File Doctor to look into and fix the issue. QBDataServiceUser28 in QuickBooks Desktop 2018 and QBDataServiceUser27 in QuickBooks Desktop 2017.

Create a folder and grant Windows users access so they can exchange company files:

Verify that permissions and authorities are established properly.

• Choose Properties by doing a right-click on the company file folder.
• Under the Security tab, click on Advance.
• After that, choose QBDataServiceUserXX and choose Edit.
• Ensure that all of the following settings are set to Allow.

Settings that should be set to Allow-:

• Traverse Folder/ Execute File
• List Folder/Read Data
• Read Attributes
• Read Extended Attributes
• Create files/Write Data
• Create Folders/Append Data
• Write Attributes
• Write extended Attributes
• Read Permissions
• Permissions to Read

If for any reason, your permissions are not proper, then you should follow these steps-:

1.) Select Properties by right-clicking on the Company file folder
2.) Select Security and Choose Edit
3.) Now, choose QBDataServiceUserXX and allow Full Control
4.) Choose Apply and then OK

Setting Windows access permissions to share company files

Make sure that QuickBooks has all the appropriate permissions to help solve future issues you might encounter while accessing your company files across the system.

For Windows 10/8/7

1.) Open up File Explorer
2.) Try right-clicking on the folder that hosts the company file
3.) After that, access the Properties option, then sharing, and then Share Add
4.) Choose the QBDataServiceUserXX that corresponds to the version that you have
5.) Set the permission level to such that it grants the full control

Windows Server 2012

Below are your steps:

1.) Open the Run command
2.) Locate Server Manager and then click Ok
3.) Go to File, Storage Services, and then Shares.
4.) From the drop-down menu, choose New Share.
5.) Choose SMB share-Quick

Step 3: Installing Database Server Manager(Verifying an existing setup)

QuickBooks Desktop Manager is used to verify an existing setup and is used to scan the company file, wherever it is located in the system. You must ensure that Database Server Manager is installed on your system as it helps you to share your company files with other systems on the network.

Step 4: Setting Admin Rights

Whenever you log in, you should have admin rights. Make sure that your account has Windows admin rights while your Database Server has admin rights too. This can help you traverse through QuickBooks smoothly.

Step 5: Turn on Hosting

Now that you have set up every exterior setting on QuickBooks, all you need to do now is to turn on the host multi-user access QuickBooks. Ensure that your server should be the only server in which this feature should be on.

1.) Launch QuickBooks Desktop. Then go to File and then hover over Utilities
2.) Select Host Multi-user access and then click on Yes to confirm

Now, you can host your company files through your network. When you need to access the multi-user network, all you need to do is just sign in to the server system and workstations as an admin.

How Can I install QuickBooks on a Second System?

Follow these steps to install QuickBooks on a second system-:

1.) Open your second system having QuickBooks Desktop software.
2.) On your original system, create a backup of your company file
3.) Connect the two, and copy the backup company file onto the new system via flash drive or other external device or network.
4.) Restore all the backup data on your new pc

Conclusion:

Hopefully, after reading this article, you will be capable of using QuickBooks on two computers simultaneously or let’s say you will understand to use QuickBooks in a multi-user setup. Although we have tried to provide you with the complete troubleshooting guide, there might arise a situation when you might encounter a problem that refuses to be resolved. Get in touch with our expert professionals that are well versed with the processes of QuickBooks. Feel free to either call us, chat with us.