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Sharing the desktop version between two computers

Forum|Forum|7 years ago
February 28, 2019
12 replies
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At my shop we currently have 2 computers running QuickBooks, a main computer and then a laptop. I have downloaded the same version on the laptop as the computer and logged in with the same product key. Is there a way to make my computer match with the other one so that when I enter a transaction on the laptop it shows up on the desktop and vice versa? Is that even possible?

QuickBooks Desktop

Best answer by SterlingD

Hi @York Signs.

Thanks for reaching out to the Community about running QuickBooks Desktop on two computers. I'll be happy to explain how to set this up.

QuickBooks Desktop uses a database file manager to communicate with the company file.

Use the Recommended mode to set up your file: The Recommended multi-user set up is having the company file stored on the Host computer.

To turn on Hosting:

Important: Turn on hosting only for the Host computer or where the company file is stored. If you're using a server to host your file, one computer still has to act as a Host. You must not turn on hosting for workstations.

From the File menu, select Utilities.
Click Host Multi-User Access.
Click Yes on the confirmation window.

After turning this on, you'll want to follow these steps:

Go to your server computer (computer that physically stores your company file).
At your server computer (computer hosting your company file/s), open the start menu and type database.
Click on QuickBooks Database Server Manager.
If no folder locations are shown, click Browse and browse to the folder where you store your company file(s).
Click OK.
Click Start Scan, which will repair the firewall permissions to allow QuickBooks to communicate over your network and resolve your error.
When finished, click Close and try opening QuickBooks in Multi-User mode on your workstation(s).

For more information on Multi-User mode, click Here.

Please keep me posted on your results with this here, the Community has you covered. Thanks again, I'll be standing by for your response.

SouthernStacy

Hi there!

You would have to set up a multi-user environment or network, where the QB file would sit on a central server and be accessed by both computers. Most times the file cannot be accessed at the same time however.

Check out this article: https://quickbooks.intuit.com/community/Help-Articles/Set-up-multi-user-network/m-p/203684

Hope that helps!

-Stacy

Z

Zap Electrical

Very informative. Thank you!

S

SterlingDAnswer

Hi @York Signs.

Thanks for reaching out to the Community about running QuickBooks Desktop on two computers. I'll be happy to explain how to set this up.

QuickBooks Desktop uses a database file manager to communicate with the company file.

Use the Recommended mode to set up your file: The Recommended multi-user set up is having the company file stored on the Host computer.

To turn on Hosting:

Important: Turn on hosting only for the Host computer or where the company file is stored. If you're using a server to host your file, one computer still has to act as a Host. You must not turn on hosting for workstations.

From the File menu, select Utilities.
Click Host Multi-User Access.
Click Yes on the confirmation window.

After turning this on, you'll want to follow these steps:

Go to your server computer (computer that physically stores your company file).
At your server computer (computer hosting your company file/s), open the start menu and type database.
Click on QuickBooks Database Server Manager.
If no folder locations are shown, click Browse and browse to the folder where you store your company file(s).
Click OK.
Click Start Scan, which will repair the firewall permissions to allow QuickBooks to communicate over your network and resolve your error.
When finished, click Close and try opening QuickBooks in Multi-User mode on your workstation(s).

For more information on Multi-User mode, click Here.

Please keep me posted on your results with this here, the Community has you covered. Thanks again, I'll be standing by for your response.

J

JoPri

What are the steps to get the second computer connected to the host?

A

Anonymous

hi @JoPri ,

It depends on how you want to connect the host. Using LAN, internet, or both of them?

D

David-212915

Level 5

Thanks for joining the Community, @G842_2.

So that I'm able to provide you with the best assistance, do you have questions about sharing QuickBooks Desktop between two computers? If so, please let me know what you're needing help with and I'll work to get you the best resolution.

I'll be keeping an eye out for your response and look forward to providing further assistance. Take care.

S

snhhull

I am thinking about doing something similar for our small business, so that my husband and I can use the file at the same time. I am looking at adding an additional user and having it hosted on one computer. I have completed file sharing in windows and set up multi user functionality on the host computer. Do I have to have QB software installed on both my computers, so the file share will work correctly?

D

David-212915

Level 5

Thanks for joining the Community and this thread, @snhhull. I'd be glad to provide clarification on software installation.

For any computer that you wish to access/open the file with, it will need to have QuickBooks installed. Additionally, it's not a requirement that the host computer has the software installed, but it will be unable to access/open the file without it being installed. Since you and your husband are wanting to use both computers, it will need to be on both machines.

My colleague, @SterlindD, included an article above that I recommend as it provides an overview of multi-user mode.

As always, I'm just a post away if I can be of additional assistance. Cheering you to continued success.

S

Selma1

Hello

I am new to QB and I have installed it on desktop at the shop but I would like to be able to access it from home using laptop is it possible and how?

Thank you

Fiat Lux - ASIA

Level 14

@Selma1

Utilize a remote desktop app

https:// my.splashtop.com/splashtop_referral/AAHHq6GG344maw

You will need another solution to run both computers working on the same company file at the same time.

B

bschreifels

I need some help with this also. The computer at my business is used to create invoices, and receive payments for the bank deposit. I backed up the file this morning and accessed it at home to make some additional entries. How can I merge the progress today? There were entries made on both computers. I'm assuming in this case I will have to look back at today's work I did at home and manually redo it at the work computer. What would be a solution for future?

The computer at the workplace needs to stay there as invoices are created daily. But I also work from home a lot because I have small children.

Fiat Lux - ASIA

Level 14

@bschreifels

Basic question, is there someone else at your office working on the same file you need to access from your home at the same time?

B

bschreifels

So this is a brand new company we opened last week! I was at home doing opening balance equity transactions, and things like that.

At the shop My employee created several invoices. Then I went to the business and received payments and did bank deposit.

We wouldn’t have to be in the file at the exact same time, no

L

Laura510

Hello,

I have 1-user/QB Pro Plus 2021 Desktop Version & would like to have a laptop in another state to work on remotely. I would like data in either state to be instantly updated wherever I am working. How do I go about setting this up?

Thank You for any information you may have.

IamjuViel

Level 8

You've come to the right place, @Laura510.

Let me guide you in setting up a multi-user network so computers on your network can access your company files.

First, you can use the desktop computer as the host computer. You'd want to make sure that QuickBooks is installed in it and your company files are also stored on it. Here's how:

Download QuickBooks Pro Plus 2021 on your desktop computer.
Open the file QuickBooks.exe you downloaded.
Follow the onscreen instructions.
Accept the software license agreement and then select Next.
Enter your Product and License numbers. Then select Next.
Choose Custom and Network install for the install type.
Select I'll be using QuickBooks on this computer and storing our company file here so it can be shared over our network.
Follow the on-screen instructions to finish the install.

On the other hand, you'll have to install QuickBooks on the laptop too using the steps above except step 7. Just make sure to choose I'll be using QuickBooks on this computer, but the company file will be located on a different computer. By doing this, your source of data is the desktop computer. You can refer to this article for the step-by-step instructions: Set up and install a multi-user network for QuickBooks Desktop.

I'm adding these articles as additional reference in configuring your multi-user network:

Swing by here again if you have other questions or questions. Know that the Community and I are always here to help you achieve your goals.

P

PHW65

I have Quick Book pro 2018. When I installed on a second computer, it stopped working on the first one.

MaryLandT

Level 10

Let's find out what's causing QuickBooks not to open on the first computer, PHW65.

You can check if the company file or the QuickBooks program itself is causing the issue. Here's are the steps to follow:

Open the Windows Start menu.
Type “File Explorer” into the search and open File Explorer.
Search for and find the QuickBooks.exe file. It’s usually in your QuickBooks folder.
Hold down CTRL on your keyboard and double-click QuickBooks.exe. Don’t let go of CTRL until QuickBooks opens.

After QuickBooks opens, open your company file. If you can't, try a second test. Open QuickBooks but don't open your company file. Instead, select Open a sample file.

If QuickBooks or the sample file don't open, or you see an error, the program is causing the issue. Here's how to fix QuickBooks Desktop that doesn't start or won't open.

Let me know how everything turns out by commenting below. I'll be around until QuickBooks opens on the previous computer.

Rainflurry

Level 11

I'm surprised no one has mentioned QBox. It is specifically designed for this purpose. We've been using it to share our company files for two businesses between three computers and it works flawlessly. It only allows one user at a time to be logged into the company file so conflicted copies are a non-issue. Easy set-up and at $120/year, it's peace of mind. I have no affiliation with QBox, just a happy customer of over 3 years.

T

tkatelman

We have the same issue. Trying to set up QB Premier to run on 2 different computers at the same time, with a multi-user license. Part of the challenge is i'm hosting the file on a Windows Virtual Machine on my M1 Macintosh. How does the second user access the company file on my computer?

Secondly, is there any way we can do this when we're not in the same office at the same time using the same wifi? I'd love to be able to do this remotely.

Thanks!

K

Klent

Level 8

I can share some insights about how a multi-user network works, tkatelman.

When hosting multi-user user access in QuickBooks Desktop, we don't recommend setting it up on virtual servers and machines. The program is designed for local networks in which the computers are connected via a LAN cable. Also, Mac M1 won't work on a virtual network.

With regard to your second question, QBDT won't seamlessly work via WiFi connection. This is because the database is stored on the server computer and multi-user mode requires constant connection when a user is logged in. Wireless fidelity might break the connection and disconnect your QuickBooks Desktop session causing data issues and runtime errors in the program.

Since your computers are not in the same office, you'll want to consider using a third-party cloud hosting provider. With this, your file is stored on an enterprise-level web server at a secure facility. You can access them over a secure internet connection from anywhere or any device rather than using your local network.

To know more about the network compatibility of QuickBooks Desktop and the authorized hosting providers, you can read these articles:

Drop me a comment below if you have further questions about this topic. I'll be right here to keep helping.

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