Method to Set-up Multi-User Network in QuickBooks Desktop (Overview)

Set-up Multi-User Network in QuickBooks Desktop

Setting up a multi-user network in QuickBooks desktop enables you to share the accounting software and its data with other computers. Multiple users from multiple systems will have access to the same accounting data, enabling collaboration between large teams. However, before you can enjoy the benefits of this feature, you need to set up the settings and preferences to enable it.

What are the Methods to Set-up Multi-User Network in QuickBooks Desktop?

To set up a multi-user network in QuickBooks desktop, you need to configure the accounting software, windows, and the server. In this article, you will find steps for each of the following. Also, before starting out, make sure that you have already downloaded and installed QuickBooks desktop on your server.

Requirements Before setting up a Multi-user Network in

The requirements for setting up a multi-user network in QuickBooks desktop are provided below:

Basic Steps to Set-up the Multi-User Network in QuickBooks

The main server system will host the software and the company file. All the other systems, known as workstations, will have the software on them but not the company file. This way, all the changes made to the company file from any workstation will be synced with all the other workstations.

Install QuickBooks Desktop

Follow the steps provided below to download and install QuickBooks on your network computer:

  1. Download QuickBooks setup and launch it
  2. Follow the instructions provided by the installation wizard.
  3. Agree to the terms and conditions
  4. Enter License and Product numbers.
  5. Click on Next
  6. Choose Custom and Network Options. Select Next
  7. From the provided options, click on:
    • ‘I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing…’ or,
    • ‘I will NOT be using QuickBooks Desktop on this computer’
  8. Follow the rest of the instructions provided by the installation wizard
  9. Click on Finish

If you store the company file on the local hard drive of your server, it will become easier to share it on the network. You can also store your files on a mapped network drive.

Set Folder Permission

You need to allow the folder which contains the company file to be shared over the network. Without this permission, you’ll constantly get network errors when trying to access the company file. Follow the steps provided below to set folder permission:

  1. Log into windows with an admin account
  2. Open the File Explorer
  3. Go to the folder which contains the company file
  4. Right click on the empty area and select Properties
  5. Click on Sharing
  6. Select Share Add
  7. Select the QBDataServiceUserXX version corresponding to your version of QuickBooks Desktop
  8. Set permission level to Full Control for both users
  9. Select Share
  10. Click on Ok

Install QuickBooks Database Server Manager

This free tool provided by Intuit enables users to share their company file over a network. It makes it easier to configure the multi-user mode and tracks all the changes made from multiple workstations.

Go to this link to download QuickBooks database server manager.

Once you’ve done so, you need to configure firewall so that other workstations can connect to the company file without interference:

  1. Go to the start menu
  2. Go to the Control Panel
  3. Select Windows Firewall
  4. Click on Advanced Settings
  5. Click on Inbound Rules and then New Rule
  6. Click on Program and then Next
  7. From the provided options, select This Program Path. Click on Browse
  8. Find the executable listed below
  9. Click on Next
  10. Mark the option for Allow the Connection
  11. Select Next
  12. Give a name and description to the rule.

You’ll have to create an outbound rule for all of the files. The steps are similar.

The files that you need to create rules for are mentioned below:

  • AutoBackupExe
  • Dbmlsync
  • DMManagerExe
  • FileManagement
  • FileMovementExe
  • QuickBooksMEssaging
  • QBW32
  • QBDBMgrN
  • QBServerUtilityMgr
  • QBCFMonitorService
  • QBLaunch
  • QBUpdate
  • IntuitSyncManager
  • OnlineBackup

All these files are executable (.exe). You may also need to create exceptions for ports in QuickBooks. Once you’ve finished creating both the inbound and outbound rules for each of the files mentioned above, restart your system.

You can now scan your QuickBooks company file using the database server manager.

Switch on Hosting

After setting everything up, you need to switch on hosting for QuickBooks. The steps to do so are provided below:

  1. Open QuickBooks Desktop and Login with an Admin Account
  2. From the main menu, select File
  3. Click on Utilities
  4. Select Host Multi-User Access
  5. Click on Yes

Once you’ve switched on hosting, you can install and configure QuickBooks on other workstations. The company file can be accessed from all of the workstations without any issues. To know more, or for any help with set-up multi-user network in QuickBooks Desktop.