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J
JN92
February 5, 2022
Solved

How Add Computer to QuickBooks Network?

  • February 5, 2022
  • 1 reply
  • 3 views

We are working with an organization that has a small QuickBooks Desktop network (three user license).  One of the regularly used QuickBooks workstations has failed, due to a corrupted Windows profile.  We would like to replace the malfunctioning computer with a different machine.  The server for set up for QuickBooks several years ago and has worked very well.  So, that part of the system has been fully set up for some time now.

 

My question is, how do we add a new workstation to this QB network?  I don't think that the standard Express installation method is appropriate, since all of the QB company data files are on the server, rather than a workstation.  For example, the <F2> company file path is \\SERVER\Company Files\xxx.QBW (where xxx is the name of the company.

 

How do I connect this replacement workstation computer to the appropriate data stored on the server?  This setup does not seem to be addressed by the express installation process since in that case, everything ends up on the standalone computer (both QB program and data files).  This system is a working network, with hosting enabled on the server, the QB services running on the server, etc.  I do not want to cause any problems with the network and/or server by adding this workstation.

 

Thanks for any guidance/assistance you can provide.

Best answer by jamespaul

Hello, JN92.

 

I appreciate the details regarding the nature of your network setup. I'll gladly share some information on how you can install QuickBooks on the new workstation and have it open the company file on your server. 

 

You'll want to select custom installation when you run the installer on the workstation. The Express method is mainly used if you want to install QuickBooks regularly (not part of any network). 

 

With that said, boot up your new workstation and follow the installation steps below: 

 

  1. Download your QuickBooks version here: https://downloads.quickbooks.com/app/qbdt/products.
  2. After downloading, run the installer. 
  3. Follow the prompts until you've reached the Choose Installation Type window.
  4. Select the Custom and Network option.
  5. Go with I'll be using QuickBooks on this computer (but the company file is in a different computer or server). 
  6. Follow the on-screen prompts to complete the installation process. 

 

After installing, open QuickBooks Desktop and activate it (using the same product and license numbers). Assuming all of the network permissions and settings are set up correctly, you'll simply want to open or locate the company file manually through the No company open window. 

 

If you'd like to familiarize yourself with the multi-user setup, I would suggest checking this article for reference: Set up and install a multi-user network for QuickBooks Desktop.

 

Does your worker need help recording customer-related transactions on his workstation? Check out the articles from our Sales and customers topic page. 

 

I'm willing to give you a hand again if you have more concerns regarding the network setup for QuickBooks Desktop. Do you need help with a specific task in the program? Let me know the details and I'll work with you. 

1 reply

J
jamespaulAnswer
Level 8
February 5, 2022

Hello, JN92.

 

I appreciate the details regarding the nature of your network setup. I'll gladly share some information on how you can install QuickBooks on the new workstation and have it open the company file on your server. 

 

You'll want to select custom installation when you run the installer on the workstation. The Express method is mainly used if you want to install QuickBooks regularly (not part of any network). 

 

With that said, boot up your new workstation and follow the installation steps below: 

 

  1. Download your QuickBooks version here: https://downloads.quickbooks.com/app/qbdt/products.
  2. After downloading, run the installer. 
  3. Follow the prompts until you've reached the Choose Installation Type window.
  4. Select the Custom and Network option.
  5. Go with I'll be using QuickBooks on this computer (but the company file is in a different computer or server). 
  6. Follow the on-screen prompts to complete the installation process. 

 

After installing, open QuickBooks Desktop and activate it (using the same product and license numbers). Assuming all of the network permissions and settings are set up correctly, you'll simply want to open or locate the company file manually through the No company open window. 

 

If you'd like to familiarize yourself with the multi-user setup, I would suggest checking this article for reference: Set up and install a multi-user network for QuickBooks Desktop.

 

Does your worker need help recording customer-related transactions on his workstation? Check out the articles from our Sales and customers topic page. 

 

I'm willing to give you a hand again if you have more concerns regarding the network setup for QuickBooks Desktop. Do you need help with a specific task in the program? Let me know the details and I'll work with you. 

    J
    JN92Author
    February 8, 2022

    Hello JamesPaul,

     

    Thanks very much for your clear instructions on adding a computer to a QuickBooks Desktop network.  

     

    We have a different QuickBooks question with another organization we are working with.  I am hopeful that you can also assist me with this situation.

     

    This organization wants to reduce their current three user QB 2016 multi-user network (with server) system to a single user standalone QuickBooks workstation that will be the only computer running QuickBooks Desktop in the very near future.

     

    QB Desktop Pro was previously installed on this workstation via the Express installation.  At that time, the QB workstation had no company files (there are four companies involved here) stored locally.  All of the QB company files were stored on the server.  The workstation would retrieve the QB data files from the server, as needed.

     

    My question is, what is the best way to move the server's QB data files over to the standalone PC?  Do you recommend that we uninstall the current QB 2020 software from the workstation, and then reinstall it from scratch, or can we use the workstation QB system as-is?  Also, what is the best way to transfer the QB data files (company) on the server to the workstation?  Should we use QBB backup files from the server, or just the QBW company files?  Finally, how to make the initial connection between the server data files and the standalone QB PC?

     

    Thanks again for your assistance with this change.

    MaryLandT
    MaryLandT
    Level 10
    February 8, 2022

    Thank you for getting back to us, JN92.

     

    Let me help set up QuickBooks to the standalone workstation. Your company files must be copied to the new location separately.

     

    And, you don't need to uninstall the current QuickBooks 2020 from the workstation. Just make sure that the new workstation meets the system requirements need to run the program.

     

     

    To transfer files to the new computer, here are the steps you can follow.

     

    1. Install QuickBooks Desktop on the new computer.
    2. Follow the steps to create a backup company file on your original computer.
    3. When you save the backup file, give it a unique name so it's easy to identify. This also prevents accidental overwrites.
    4. Save the backup file somewhere you can easily find it, like your Windows desktop.
    5. Move the backup company file to your new computer. You can either put the backup on a flash drive or an external device. Or you can share it if your new computer is on the same network.
    6. Follow the steps to restore the backup on your new computer. Remember, it should have a unique file name.
    7. If you use payroll, download the latest tax table after you move your file.

     

    If you want to connect the standalone computer to the server, you need to re-install the multi-user network. That way, other computers on your network can access the company files. 

     

    Here's a link as a guide: Set up and install a multi-user network for QuickBooks Desktop. Then, follow step 1 to 7 to reset the hosting on the server.

     

    Stay in touch with me by commenting below if you have additional questions about moving the company file to the standalone computer. I'm always right here to provide the information that you need.

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