Network QuickBooks

How to Network QuickBooks Desktop Pro, Premier, Enterprise

QuickBooks has different features that help users in running their businesses effectively and efficiently. One such feature that QuickBooks offers is networking, this article will give you the steps on how to network QuickBooks all with ease.

With your QuickBooks network, you can share the QuickBooks database with more than one person. For that, on a shared folder, you will be required to copy the database. You can then limit the access to who can run QuickBooks by limiting the folder access.

You will not be required to purchase a separate license if the computer is used only to store the database. However, if that is not the case, then you will be required to purchase a new QuickBooks license for each user and install the accounting software on the user’s computer.

How to Setting Up QuickBooks Networking and Sharing

  • Open Windows Explorer and then locate the shared drive on the network.
  • In the shared drive store the QuickBooks database.
  • Select ‘New’ and ‘Folder’ with a right-click in Explorer.
  • Enter a name for the folder like ‘QuickBooksData’.
  • Locate the original folder with the QuickBooks database.
  • Open the folder and select all the files by pressing Ctrl-A and then to copy them press Ctrl-C.
  • In the new folder that you have created paste the files by pressing Ctrl-V.
  • On the new folder do a right-click and select ‘Properties’.
  • Next, click on the ‘Sharing’ tab and then click on the ‘Advanced Sharing’ icon.
  • Check the box labeled ‘Share This Folder’ and then enter a name for using the shared folder.
  • Next click on the ‘Permission’ button.
  • Click on ‘Add…’ and then select the name of the user whom you would like to access the QuickBooks.
  • Next click on OK.
  • In the Allow column check the box with the tag ‘Full Control’.
  • Next click on OK.
  • For the user’s permission level set it to ‘Full Control’.
  • Keep repeating these steps from 12-to 16 for all the users to whom you would like to have QuickBooks access.
  • Next allow access to the QuickBooks system user account, QBDataService XX.
  • To ensure that it is the correct ‘XX’ is being used, you have to subtract 2000 from the year of your QuickBooks edition and then add 10.

Example: In case it is QuickBooks 2013, then subtract 2000, which comes to 13 and after adding 10 it comes to 23. You then give ‘Full Control’ access to a QuickBooks user named QBDataService23.

  • To finish the permission settings, click on OK.
  • Adjust the maximum number of simultaneous users if required and then click on ‘OK’ and then ‘Close’.
  • On the My Computer, at the top of the screen click on ‘Map Network Drive’.
  • Select the drive letter that you would like to use as a reference for your QuickBooks database, like Q.
  • Next click on ‘Browse…’ and navigate to the shared QuickBooks folder.
  • Next click on ‘OK’.
  • Lastly to finalize the map of the drive click on Finish.

How to Access QuickBooks?

  • Open QuickBooks and click on ‘File’ > ‘Open’ the company file from the new shared location.
  • Enter the drive letter you have used for mapping and follow it with a colon and a backslash.
  • Click on ‘File’>’ Utilities’ and select from the menu the label ‘Start Hosting Multi-User Access.
  • From the menu bar Click on Company and select ‘Set Up Users.
  • Add a user and grant permission for accessing QuickBooks modules.
  • Click on ‘File’>’ Switch to Multi-User Mode’ so that others can access QuickBooks.
  • Buy a license for each computer that will access the QuickBooks database.
  • Install the licensed version of QuickBooks and verify if the database can be accessed.

Hope you are all sorted with your problem, but if there is still something creating issues and you still don’t know how to network QuickBooks then ask for help. If you have any further queries, please contact us at our QuickBooks Consultant to resolve the issues.