Multi-user access to server file

(1) can we install extra copies of the software on people's home office PCs on the same license as their desktop so that people can work from home and connect via VPN to the server hosting the data file and we do not need extra licenses from them, or do they have to VPN into their workplace PC running their copy of QB Desktop?

do they have to VPN into their workplace PC running their copy of QB Desktop? Yes, This is the cheapest option.

(2) Only one user can currently use the program at a time (no concurrent connections to the datafile). I understand there is a way to have multiple people logged in at once, but I am not clear from the instructions on how to activate this feature. While we may go to QBO at some point, if we can keep this set up, it would be better than paying for cloud hosting or learning a new system. I am sure there is documentation somewhere that can walk me through the steps to do this and would appreciate being pointed in the right direction.

For your reference

https://quickbooks.intuit.com/learn-support/en-us/help-article/install-products/install-quickbooks-d...

Alternatively, you can set up a private cloud. You can combine LAN users and remote users accessing the same company file simultaneously. It costs $22.5/month/user access. You can use the same user access interchangeably to lower costs.

Thank you for posting your question about remote and multi-user access in QuickBooks, mrogovin. I'd like to provide answers and guidance on this matter.

While using a VPN to remotely access computers running QuickBooks is technically possible, we generally advise against this method. There are a couple of key reasons for this:

1. Performance & Data Integrity - VPN delays and latency over longer distances increase the potential for data errors, corruption, and sync issues when multiple users are accessing QuickBooks simultaneously.
2. Reliability - VPN connections can often be inconsistent and drop unexpectedly, causing disruptions to your QuickBooks work.

Instead of using a VPN, it's recommend to use a cloud hosting solution to enable secure, reliable multi-user access to a shared QuickBooks company file from anywhere.

With an accredited cloud hosting provider, you and your team can access the same QuickBooks file simultaneously anytime, anywhere you have an internet connection. Let me share these articles for additional details:

• Recommended Networks For QuickBooks
• QuickBooks Desktop Cloud Hosting Powered By Rightworks
• Hosting Providers Authorized By Intuit

For your second question, you can set up QuickBooks Desktop on a multi-user network since you already have a 5-user license. 

To do this, you'll need to install QuickBooks Desktop on either a cloud server or a dedicated computer that will act as a host. Then you can enable the multi-user mode functionality.

Let me give you these articles with step-by-step guides for setting up the multi-user network configuration:

• Host Your Company Data In Multi-user Mode In QuickBooks Desktop
• Features Available And Tasks You Can Perform In Single Or Multi-User Mode In QuickBooks Desktop

These articles cover the full process of preparing the host computer/server, enabling multi-user mode, and getting additional users connected to the shared company file over the network.

Please don't hesitate to reply to this thread if you have any other follow-up questions as you work through the multi-user setup, mrogovin. The Community is also here as an ongoing resource if you need any other assistance while working with the installation.

> you'll need to install QuickBooks Desktop on either a cloud server or a dedicated computer that will act as a host. 

QBD is installed on several workstations in the office. The data file is on a server which is a mapperd drive, the same letter on all workstations. Can any of them set up the QB file to work in multi-user mode to allow for multiple simultaneous logins? Do they all need to be set up the same way, or only one? That is: is the multi-user option part of the DATA FILE or the QBD app? I do not think it is cost effective to pay for a cloud-based desktop app since there is a per user monthly cost. We would either continue to access a desktop via VPN unless it is possible to do installs on home PCs and VPN direct to the server. The only other viable solution is QBO. 

Let me chime in and answer your queries individually regarding the networked QuickBooks Desktop installation, mrogovin.

First, the admin will set up the QuickBooks file to work in multi-user mode to allow multiple simultaneous logins. Then, the admin will configure folder permissions for all users and install QuickBooks Database Server Manager on the server computer to share company files over the network. Lastly, it can be file-based, that the user can access a specific company file simultaneously within your QuickBooks Desktop (QBDT).

I recommend following these steps to set up QBDT in multi-user mode with a VPN. Before doing so, I'd recommend you work with an IT professional. They're the ones who can thoroughly guide you on managing a VPN.

Here's how:

1. Download and then install QuickBooks Desktop on your server computer.
2. Select Custom and Network Install for the install type.
3. Select I'll be using QuickBooks Desktop on this computer, AND I'll be storing option if you want the full version of QuickBooks Desktop on your server computer.
4. If you want your server computer to host your files, select I will NOT be using QuickBooks Desktop on this computer.
5. Follow the on-screen instructions to finish the install.

I also suggest that you store your company files on the local hard drive of your server computer. It will let you share the files over your network. However, you can map the drive to Windows if you prefer to store your files on a network drive. It will enable you to access the folders stored in another drive, server, or computer over a network.

Check out this article for reference on setting up the multi-user network configuration: Host Your Company Data In Multi-user Mode In QuickBooks Desktop.

Moreover, you can utilize the QuickBooks Desktop Tool Hub if you encounter problems and errors when handling different activities in the system. It gives you tools to fix common QBDT issues moving forward.

Please keep me informed by commenting below if there's anything else you need assistance with your QBDT installation. I'm always ready to share some information and references. Take care.

Thanks. Not 100% sure how this works: there is no server computer, just a network drive. I assume that multiuser access can be set up on any PC that has QBDT with admin privileges and has the network drive mapped. Once this is done on the admin's computer, anyone logging in from a local PC or VPN to local PC would then have multiuser access. Is that right?

Thanks for getting back to the thread, @mrogovin.

Let me share additional information about managing multi-user access to server files in QuickBooks Desktop (QBDT).

Yes, I agree with you. However, you'll need to ensure that the said VPN to the local PC has full access to the server drive.

Additionally, QBDT requires three conditions to be met before it can allow access to company files. 

You can refer to the following conditions below:

• Windows File permissions: The user who logged in must have permissions set to Full control, which includes permission to look at, open, and modify the file.
• Database Server mode: The database server can successfully open the company file.
• QuickBooks User login: Each user must have a QuickBooks user login and password.

You can check out this article for more details: Host your company data in multi-user mode in QuickBooks Desktop.

In case you encounter an error when you switch to multi-user mode, you can check out this article for future reference: How to fix Error H202 and H505.

Please reply to this thread if you have clarification about accessing your company file in a multi-user mode or other QuickBooks-related concerns. I'm always here to help you.

Thank you for this. Does all this apply to QBDT 2019 as well as 2021? We will probably upgrade anyway, but I wanted to check. 

Hi again, mrogovin. Thanks for always responding to us as we work to sort out your concerns about QuickBooks installation.

The information provided in the last response applies to all versions of QuickBooks Desktop.

Regarding upgrades, please note that QuickBooks 2021 will be discontinued after May 31, 2024. This means that starting June 1, 2024, this version will no longer receive critical security updates to protect your data.

Additionally, access to live technical support and any add-on services, such as Payroll, QuickBooks Payments, and Online Bank Feeds, will also be discontinued.

For more detailed information, please refer to this article: QuickBooks Desktop Service Discontinuation Policy.

To ensure continued use and support, you'll want to upgrade to the QuickBooks 2024 version instead, as it will remain supported until 2027. Let me share these articles for more details:

• QuickBooks Desktop Plus 2024 Final Sale
• What’s New In QuickBooks Desktop 2024

The Community is always available if you need any further assistance, mrogovin. We're here to help you through the upgrade process or address any other questions you may have.

@mrogovin 

What do you mean "upgrade"? Do you already have the license of QB Desktop 2021 Premier?

This is probably off topic: We would purchase through TechSoup. I only see options for QBDT 2021. Do the discount codes apply to QBDT2024? Do I need to post to a different forum or ask TechSoup

As I know, TechSoup don't offer QB Desktop 2021 any longer. You may consider upgrading to QB Desktop 2024 Premier Plus for 5 users to upgrade your version. You must call Sales team to purchase it. Otherwise, you can get it thru a partner and you can get $100 cashback.

Hi there, mrogovin. I'll provide some information about your query.

Since you've mentioned you want to purchase QuickBooks Desktop (QBDT) through TechSoup, I recommend contacting them directly or posting this concern to their forum about the discount codes. They can provide you with more specific assistance about the availability of discount codes for that version. This way, they can give you the best deals possible. 

To reach out to their support team, you can refer to this link:

https://www.techsoup.org/about-us/contact-us.

You can always refer to this website if you have other concerns about QBDT: QBDT Self-Help Articles. It contains articles that will help you in navigating the product seamlessly. 

Feel free to reply to this thread if you have further questions about purchasing QBDT in TechSoup. I'll always be here, ready to assist you.