With the expansion of the business, it becomes necessary to manage finances with ease, particularly in cases where multiple users want to access the same QuickBooks Desktop company file. QuickBooks Desktop can be easily networked across two computers, allowing you to work in tandem and maintain accurate financial records.
This blog will guide you through the steps of installing QuickBooks Desktop, enabling you to use it on another computer and become more productive with ease.
What Is QuickBooks Multi-User Mode?
The QuickBooks Desktop multi-user option allows more than one user to access a company file simultaneously in a network where multiple users are on different computers. It is easier to work with, and all users have access to the latest information, and none of them have to move files between two or more users.
Advantages of QuickBooks Multi-User Mode
- Provides up-to-date information, ensuring no duplication or conflict of information.
- Assigns the right to access to ranks, which in turn boosts data security.
- Promotes increased cooperation, because it enables various persons to do separate duties at the same time.
Licensing Notes for Multi-User Access
- QuickBooks Pro itself allows three users.
- QuickBooks Premier has a maximum of five users.
- QuickBooks Enterprise can accommodate up to 30 users.
- QuickBooks Pro or more advanced software will be suitable for two computers.
Securing Your QuickBooks Multi-User Network
Although it is possible to connect QuickBooks Desktop to two computers and enhance cooperation, it is necessary to ensure the safety of your financial information. To secure your
Quickbooks Environment, Follow These Steps:
- Stabilize User Permissions: Authorize appropriate roles in QuickBooks, and ensure that authorized users have access only to sensitive information.
- Secure Folder Sharing: Using password-protected Windows accounts, one can block access to shared folders that you do not want to share.
- Change Firewall: Open QuickBooks through the Firewall to allow secure network communication with the Firewall.
- Adjust Firewall: Open QuickBooks via the Firewall to permit secure network communication.
- Install Firewall: Open up your firewall configurations to allow QuickBooks to pass and access secure network connections on the internet.
- Have Updates and Backups Current: You need to regularly back up your company file and ensure that QuickBooks and your system are updated with the latest security patches.
- Install the anti-virus Software: Have both computers secured by installing antivirus and anti-malware programs against the viruses of the computer.
Steps to Network QuickBooks Desktop on Two Computers
1. Install QuickBooks Desktop.
Install QuickBooks Desktop on the second workstation and the server (primary) computer.
During installation:
- When asked which type of installation should be done, choose ‘Custom’ and ‘Network Options’.
- Select the workstations, as I will be using QuickBooks Desktop on this computer.
- I will be storing the company file on the host/server computer.
2. Install Host Computer (Server)
The company file is stored in the host computer. To prepare it:
- Open QuickBooks Desktop.
- Go to the File menu and choose Utilities.
- Click Host Multi-User Access and confirm by saying ‘Yes’ to the host.
3. Enable Folder Sharing and Permissions
So that the other computer can access the company file, the folder containing the file must be shared with the required permissions:
- To determine your Company’s file folder (.qbw), you will need to find the folder.
- Right-click the folder, then scroll to click Properties, and click on the Sharing tab.
- Click on Advanced Sharing, ensure Share this folder is clicked on, and ensure permissions are set to Full Control for everyone who needs to access it.
- Share the folder freely over the network.
4. Map the Network Drive on the Workstation
To share the folder with a second computer, you will want to map a network drive:
- Open the File Explorer on the second computer.
- Click the Map drive network in the toolbar.
- Select a free drive letter and navigate to the shared drive in the computer used as a host.
- Confirm and map the drive.
5. Install QuickBooks Database Server Manager.
QuickBooks Database Server Manager aids in controlling network access to your business documents:
- QuickBooks Database Server Manager on the host PC (located in the QuickBooks program group).
- Click the Scan Folders tab.
- Include the folder in which the company file is located.
- Click Start Scan to provide multi-user hosting services on that folder.
6. Access Workstation QuickBooks Company File.
On the second computer:
- Open QuickBooks Desktop.
- Browse into the mapped network drive and open the company file.
- On demand, configure QuickBooks users and permissions by visiting Company > Users and assigning roles accordingly.
Potential Issues and How to Fix Them
In some cases, the multi-user mode can fail to operate as desired because of:
- Incorrect QuickBooks system installation or hosting on the server.
- Antivirus software or preventing network communication through firewalls.
- Wrong sharing of folders or Windows file permissions.
- Connection problems in the network.
Conclusion
A viable way to enhance collaboration on two computers without any data loss would be to Network QuickBooks Desktop. After the correct installation, hosting, folder sharing, and database administration processes, you can easily configure a stable multi-user setup in a short time. This will improve teamwork, real-time data entry, and productivity in your expanding business.
