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123kimhazen
Level 1

Multi User Mode

I have wasted the last several days trying to get help with Multi User. I have chatted and talked with QB support but I feel as if no one understands what I need help with.

I have QB Accountant Desktop 2021 setup on 2 computers, I just added another license so I have 2 license. I set my computer up as the server (I think) 

How do I get the other workstation to access the server and work on our clients that we do accounting for?

I am really wishing someone could remote into my computer and help me out.

I feel this should not take so much of my time

Thanks

Solved
Best answer March 31, 2021

Best Answers
MadelynC
Moderator

Multi User Mode

I can help you with setting up multi-user so other workstations can access your company files, @123kimhazen.


When setting up multi-user in Quickbooks Desktop, we recommend keeping your company files on your server computer's local hard drive. This makes it easier to share them over your network.


You’ll want to turn on the folder and windows access permissions to share company files. This makes sure workstations can access and work with your clients. Here’s how:

 

  1. Right-click the folder that carries the company file.
  2. Go to Properties, then select Security and Edit.
  3. Choose QBDataServiceUserXX and then click Full Control.
  4. Press Allow.
  5. Click Apply, and then press the OK button.

 

Once done, follow these instructions below:

 

  1. Press Windows + E keys to open File Explorer.
  2. Find and right-click the folder containing your company files.
  3. Move to Properties> Sharing> Shared Add.
  4. Choose the corresponding QBDataServiceUserXX for your version.
  5. Set permission level of both users to Full Control and Share.


You can refer to this reference for complete instructions to set up and install a multi-user network. This provides you depth information, so everything is properly configured.


I’ve also included this troubleshooting guide in case you’re having issues when you try to switch to multi-user mode. I’m sure this will be helpful.


Let me know if you need further assistance with multi-user. I’m here determined to help you out. Take care and have a good one!

View solution in original post

20 Comments 20
MadelynC
Moderator

Multi User Mode

I can help you with setting up multi-user so other workstations can access your company files, @123kimhazen.


When setting up multi-user in Quickbooks Desktop, we recommend keeping your company files on your server computer's local hard drive. This makes it easier to share them over your network.


You’ll want to turn on the folder and windows access permissions to share company files. This makes sure workstations can access and work with your clients. Here’s how:

 

  1. Right-click the folder that carries the company file.
  2. Go to Properties, then select Security and Edit.
  3. Choose QBDataServiceUserXX and then click Full Control.
  4. Press Allow.
  5. Click Apply, and then press the OK button.

 

Once done, follow these instructions below:

 

  1. Press Windows + E keys to open File Explorer.
  2. Find and right-click the folder containing your company files.
  3. Move to Properties> Sharing> Shared Add.
  4. Choose the corresponding QBDataServiceUserXX for your version.
  5. Set permission level of both users to Full Control and Share.


You can refer to this reference for complete instructions to set up and install a multi-user network. This provides you depth information, so everything is properly configured.


I’ve also included this troubleshooting guide in case you’re having issues when you try to switch to multi-user mode. I’m sure this will be helpful.


Let me know if you need further assistance with multi-user. I’m here determined to help you out. Take care and have a good one!

Fiat Lux - ASIA
Level 15

Multi User Mode

@123kimhazen 

Which one do you have? A QBD license for 2 users or 2 QBD license for 1 user? If the latter, you have to contact Support and ask them to merge the license.

123kimhazen
Level 1

Multi User Mode

I have the QBD license for 2 users

MadelynC
Moderator

Multi User Mode

Thanks for the additional information, @123kimhazen.


Have you tried the recommendations I’ve mentioned above? Those steps and references will help you set up multi-user successfully in QuickBooks Desktop.


You can refer to my instructions and make sure the product license for both workstations are the same. Here are the steps to check the number:

 

  1. Open your QBDT account.
  2. Go to the Help menu, then select QuickBooks Accountant Desktop.
  3. Take note of the license number.
    Capture.PNG


If you need tips, resources, and playlists, you can visit our Support page to learn more. This helps manage your account and improve your QuickBooks experience.


Don't hesitate to drop a reply below if you have additional multi-user concerns. I'll be around to help in any way I can. Always take care!

123kimhazen
Level 1

Multi User Mode

I know this is quite a while since you sent me a message but tax season was busy. I am now trying to get this figured out but not much luck. when I open my QB program it shows the location as C:\users\kim\downloads\

but when I right click on the C folder PROPERTIES, SECURITY & EDIT I do not see QBDataServiceUsersXX in any form - have I not saved it correctly?

ZackE
Moderator

Multi User Mode

Thanks for getting back with the Community about this, 123kimhazen. I appreciate your detailed information about what's going on.
 

The C:\ drive you're referring to is your computer's hard drive, whereas the Downloads area is a folder. Since QuickBooks is showing your company file's location in the Downloads folder, you'll want to perform the same steps provided by MadelynC with that folder.
 

Once you've finished setting up your folder's permissions, you can proceed with the next set of steps in MadelynC's post.
 

You'll additionally be able to find many detailed resources about using QuickBooks in our help article archives.
 

Please don't hesitate to send a reply if there's any questions. Have a wonderful day!

Innovative B
Level 1

Multi User Mode

Hello I want to clarify that if we want to use multi user mode for 2 pcs we cannot back up files to the Intuit cloud. Correct?

AbegailS_
QuickBooks Team

Multi User Mode

Thanks for turning to the Community about your concern, @innovative B. 

 

You can create a data backup in your account using either Multi-user or Single-user mode because both of these modes provide a task or feature to completely back up the file. To learn more about the tasks that can be performed in multi-user mode, check out this article: Features available and tasks you can perform in single or multi-user mode

 

Additionally, you have an option to adjust user roles in QuickBooks Desktop by going to the Company tab, then select Users and Roles, and click the Edit button to review or change the access level. For the detailed guide, please visit this article: Create and manage roles

 

I'll share the article about how to fix Error H202 and H505 as a future reference. 

 

You're always welcome to tag me in your reply if you have other questions about multi-user mode. It's always my top priority to help and ensure to keep you on the right track. Stay safe!

 

 

 


 

 

 

 

 

cypress3606
Level 1

Multi User Mode

Hi,

 

Please help !!!!!!

 

I did the switch to multiuser and allow the sharing on the server computer (office), how I open the file on the other computer (Home)?? Do I need copy the file from office and restore at home or what's the steps?

 

Thanks,

 

Carlos

Fiat Lux - ASIA
Level 15

Multi User Mode

@cypress3606 

Secure a backup file (QBB) from your office and restore it on your machine at home. You have to install QB Desktop on your home machine and need one user license to do so. Make sure no one access your company file at your office until you restore the file with the updated one. This method is free but very risky for your team.

 

Another option, you need to purchase a 3rd party solution to lower the risk.

ShiellaGraceA
QuickBooks Team

Multi User Mode

Thanks for joining us here, @cypress3606.

 

Yes, you can restore the copy of your company file at home. However, you'll need to set up a multi-user mode to share your data file. Let me share the steps on how you can switch to multi-user mode. Before we begin, make sure to back up your company file. Here's how:

 

  1. Go to File.
  2. Choose Back up Company.
  3. Select Create Local Backup.
  4. In the window, tap Local Backup and then Next.
  5. Browse the location where you want to save your backup company file.
  6. Select Complete verification. Then, follow the rest of the prompt to continue.
  7. Click Finish.

 

 

 

 

See this guide for more information: Back up your QuickBooks Desktop company file.

 

Once done, proceed with setting up multi-user mode. You can refer to the above steps provided by my peer @MadelynC. You can also check out this article for details: Set up and install a multi-user network for QuickBooks Desktop.

 

With the above steps you're able to share your company file. Drop a reply anytime below if you have follow-up questions or concerns with your company file. I'll be around to assist you. Take care and have a great day ahead.

cypress3606
Level 1

Multi User Mode

Ok. I did all those steps.

 

I did restore file at home and switch to multiuser but how I know home computer is linking with office computer?

Its small bussines and I the only user.

 

Carlos

Fiat Lux - ASIA
Level 15

Multi User Mode

@cypress3606 

You need to have a 3rd party solution. As long as you don't need more than one user working on a file at the same time, consider using this solution.

https://qbox.coraltreetech.com/?associate_code=FL-AF34

 

ReymondO
QuickBooks Team

Multi User Mode

Good day, @cypress3606.

 

Let me join in this conversation and provide you with further help.

 

The steps that were shared above were focused on how to set up and install a multi-user network for QBDT. 

 

To check if your home computer is connected to your office computers, simply go to the Windows search bar. Then, look for View network computers and devices. This will show you all the devices that are connected to your server computer.

 

You can also reach out to an IT professional to help identify which workstations are connected to your host computer. 

 

Please take note that on a multi-user network, one computer hosts your company files. This is your server computer. Computers that connect to your network that don't host your company files are called workstations.

 

Additionally, you may be able to find some helpful resources about using QuickBooks in our Help article archives.

 

Don't hesitate to drop a reply below if you have additional multi-user concerns. I'll be around to help in any way I can. Always take care!

BillW7F
Level 1

Multi User Mode

When I go into properties and Security and Edit I don't have QBDataServiceUser...

Candice C
QuickBooks Team

Multi User Mode

Good afternoon, @BillW7F

 

It's great to see you back in the Community. I appreciate you joining in on this thread about Multi User Mode. 

 

The reason why you may not be seeing this option, is because you need to be on the server computer when trying these instructions. 

 

If this doesn't help, don't hesitate to reach back out to me. I'm only a post away. Have a wonderful day! 

amanda_concepteight
Level 1

Multi User Mode

How do I set up multi-user mode when we do not have a network.  Our company stores all files in Dropbox.  We each have a laptop we use.

Rasa-LilaM
QuickBooks Team

Multi User Mode

Let me assist you and guide you on how to set up multi-user for your QuickBooks, amanda_concepteight.

 

Before we begin, allow me to share some details about storing files via Dropbox. Sharing your QuickBooks data file via Dropbox will not work because the type of technology used by the program would cause technical problems. The program synchronizes copies of your cloud-based files to all of your computers that access Dropbox. 

 

When you open a file from your Dropbox, you're opening a copy of that file from your local computer, and it automatically synchronizes any changes you make to the cloud-based master file. For additional information, you can browse the following reference: Can You Drop(box) QuickBooks?

 

You can consider using a hosting program to run and store your data files on a service provider's servers (commercially or to self-host). Click here to view all of the information about the supported service providers.

 

Regarding the multi-user setup option, you'll need to configure the multi-user network so that other computers can access your company files. Please note the following before setting up the feature:

 

  • Install users for the company file before switching to a multi-user network.
  • Verify the windows file permissions by logging in as admin.
  • Check the QuickBooks database server manager and turn it on.

 

When you're ready, follow the instructions in this resource on how to: Install QuickBooks Desktop on a server. Furthermore, these materials will lead you through the steps of mapping a network drive and remotely accessing QBDT from a host or server computer:

 

 

These links include solutions and topics on how to fix any issues you may have when switching to multi-user mode or performing other accounting-related tasks:

 

 

Don't hesitate to leave a comment below if you have concerns about QuickBooks or additional questions about the multi-user mode. I'll get back to help you the best that I can, amanda_concepteight.

Fiat Lux - ASIA
Level 15

Multi User Mode

@amanda_concepteight 

Do you only need to access QB Desktop files one at a time or in multi-user mode at the same time?

amanda_concepteight
Level 1

Multi User Mode

Multi-user mode at the same time.  I cannot even upload my back up files onto his laptop. 

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