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Troubleshoot multi-user issues for QuickBooks Desktop for Mac

Learn how to troubleshoot multi-user issues for QuickBooks Desktop for Mac.

Multi-user mode for QuickBooks Desktop for Mac makes it so more than one user can work on your company file at the same time. To use multi-user mode, you need additional licenses for each user. Once you’re purchased the licenses, you can install QuickBooks and register the users Mac computers.

If you’re having trouble with multi-user mode, here are some solutions to troubleshoot issues while sharing your company file in QuickBooks Desktop for Mac.

Note: Each user will need an account with the correct user and password preferences in QuickBooks Desktop for Mac.

Did the computer running QuickBooks Server go on sleep mode?

To keep your computer from going into sleep mode, you can change your preferences. Here’s how:

  1. Select System Preferences, then Energy Saver.
  2. Choose your energy preferences, then close the window.

Did any of the network settings on your computer or the QuickBooks Server computer change?

Be sure the QuickBooks Server is sharing the company file and avoid changing the network settings.

To check your settings:

  1. Select System Preferences, then select Network. 
  2. If your settings are correct, close the window. If you need to make updates, make your changes then select Apply.

Is your computer using wifi?

Your connection to the QuickBooks Server may have been dropped due to a weak signal. Move to an area with a strong wifi signal or consider using an ethernet connection.

  1. Select Go, then select Applications.
  2. Double-click the QuickBooks 20XX Server.app icon.
  3. If you need, share the file.
    1. If the file’s listed under NOT SHARED, select the file then Start Sharing.
    2. If the file’s not listed, select + to add the file.

Note: The QuickBooks Server app should only be installed and running on a host computer. Make sure the company file is on the same computer the QuickBooks Server app is installed on.

  1. Go to the Apple menu, then select System Preferences.
  2. Select the Security & Privacy icon, then Firewall.
  3. Select Firewall Options. If the button is grayed out, select the lock icon to unlock it.
  4. Make sure the QuickBooks Server app is set to Allow Incoming Connections.

  1. Go to the Apple menu, then select System Preferences.
  2. Select the Sharing icon.
  3. Select the File Sharing checkbox.
  4. Add the folder where the company file is stored in to Shared Folders.
  5. Select + under the Shared Folder column.
  6. Browse to the folder where the company file is located, then select Add.
  7. Under the Users column, make sure the permission is set to Read and Write for Everyone or just the specific users who will be using QuickBooks.

  1. Select File, then select New Finder WIndow.
  2. Make sure the other computers using QuickBooks are showing in the Shared section.
  3. Make sure these ports are open: 56565 TCP, 5297 TCP, 5298 TCP/UDP, and 5353 UDP.

Sometimes your hardware can block communication between QuickBooks Desktop and QuickBooks Server. Here’s what to do.

  1. Unplug the ethernet cable or if you’re using wireless internet, turn off your Wi-Fi.
  2. Reboot your computer.
  3. Open QuickBooks, then turn on multi-user mode.

Note: If any of the computers are using wireless internet, make sure they’re connected to the same network.

Using a peer-to-peer connection, you can connect two computers together using an ethernet cable.

  1. Shut down both computers, then connect the ethernet cable into each of the computers ethernet ports.
  2. Restart your computers. The Bonjour service should allow both computers to see each other. To make sure it is, select File, then select New Finder Window. Make sure the other computers using QuickBooks are showing in the Shared section.
  3. Choose a computer to be the host for QuickBooks Server, then open QuickBooks and select File and Enable Multi-user mode.
  4. Open QuickBooks on the second computer, then from Shared Files open your company file.

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