multi user mode in QB Desktop

Thank you. These links were very helpful.  I will try following the steps in "Set up and install a multi-user network for QuickBooks Desktop".  Question:  How do we avoid two users making conflicting edits?  Should we limit access to one user at a time (not a problem for the limited time we need), or is there some kind of record-locking mechanism so this isn't necessary?  Example: Someone at the clinic is entering a bill payment at the same time I am doing a bank reconciliation that has that same payment.

I'd be happy to share some information with you about entering data into QuickBooks Desktop (QBDT), @macquigg1.

Working simultaneously at the same time will increase productivity. When users modify the same transaction at the same time, there will be a notification that will pop up to let the other user know that someone is working on the same transaction.

Looking at your concern, the user who entered the payment of the bill will still be recorded. I'd recommend collaborating with your colleagues at work to let them know that you were reconciling. Or you can also check a report to check if there are modifications that happened for your reference. You can also reconcile it once no one is using the company file.

This feature will help users to identify the entries made. So that they can make any changes to a transaction if needed and will know who entered it.

To know more about managing your Audit Trail Report, you can check out this article: Understand reports.

Moreover, you can also read this article about managing users in QBDT: Create and manage users and roles in QuickBooks Desktop Enterprise. This contains steps on how to restrict each users with their access that might help you in the future.

I'll be around if there's anything that I can help you with. Keep safe!

@macquigg1 

Another option, consider to setup a simple private cloud solution in their existing network. They don't need to migrate anything and will work as usual. You (and other remote users) will be able to access the same file(s) in multiuser mode at any time. It costs $25 per month per access. You can use the same access among other remote users in turns to lower subscription if needed. 

Thank you MarsStephanieL.  I will study the docs you recommended.  I've installed QB Desktop on the server at the clinic (step 1), and may have an even simpler solution than multi-user mode.  The clinic uses LogMeIn for for remote access to their medical records.  I can log into their server and do my accounting, payroll, etc. without a conflict.  The next step, if we ever need simultaneous access to QuickBooks, will be multi-user mode.

I still have a problem with zombies in the Pay Bills window, going back to 2019.  It looks like payments were recorded during reconciliations of the bank account, but not applied to a bill, leaving bills in the Pay Bills window, even though the vendor balances are zero.  I would like to simply delete those bills from the Pay Bills window, without disturbing any vendor or bank account balances.  Is that possible?

Hello, macquigg1.

Here are some reasons why bills remain to appear in the Pay Bills window:

• A check is created to pay the bill.
• The bill payment was deleted/unlinked.
• Damaged data.

You can delete those bills by opening them one by one and then pressing Ctrl + D on your keyboard. I'd recommend speaking with your accountant first to make sure your records are in order. Since deleting a bill may have an impact on your Account Payable (A/P) account.

It's also possible that a check is created to pay a bill. If the check has been reconciled, you can link the check to the bill. I'll show you how.

1. Open the check.
2. Change the account to Accounts Payable.
3. Add the vendor's name in the CUSTOMER: JOB column.
4. Click Save & Close.
5. You'll receive a message, "You have changed the transaction. Do you want to record your changes?", choose Yes.

Then, here's how you can link it to the bill:

1. Open the bill, then click Pay Bill.
2. Make sure the bill is checked, then click Set Credits.
3. Put a checkmark in the credit, then click Done.
4. Click Pay Selected Bills.

Check out this resource for more details: Bill shows as unpaid after writing a check in QuickBooks Desktop.

You can use the following articles to handle vendor transactions in the future:

• Pay bills in QuickBooks Desktop
• Customize reports in QuickBooks Desktop

Don't hesitate to post your reply if you need further assistance managing the bills. I'll be right here to help you.

@macquigg1 

Consider using QBox.  It is a company file-sharing system specific to QuickBooks Desktop.  I have been using it for many years and it works fantastic.  It costs $12/month (or $120/yr) and you can share between unlimited users.  It locks the company file when you're working in it (to prevent conflicted copies) so there can be just one user at a time in the company file.  You just download and install it on each machine and you're good to go. 

Their customer service is fantastic if you need it. I had an issue at 8PM on a Sunday night  Their online chat was quick to answer, they called me on the phone to discuss and screen shared to fix the issue.  I was very impressed.  I have no affiliation with them - I'm just a satisfied user.

@Rainflurry, QBox looks like exactly what is needed for this small business. The office manager can spend a few hours a month entering bills and payments, then I can spend a few hours doing reconciliations and reports.  We will use QBox's simple file locking to avoid simultaneous edits.  Thank you for this recommendation.  Much better than having to lock them out of their medical records while I do LogMeIn on their server.

@Giovann_G Thank you for your instructions on how to delete old zombie bills. l tried deleting a bill from 2020, and QB gives me a warning that 2020 is closed.  Tax reports have been done, and there is a small error in the vendor balances for 2020, which we will just have to leave as is.  I think what is needed is a reversing transaction in 2021 (not yet closed), so the error doesn't carry forward forever.  I entered a Credit for that vendor (using the Pay Bills window). That corrected the vendor's current balance (in the Vendor Information window), but when I try to apply that credit to the zombie invoice, I get the same warning.  How can I get the 2020 zombies out of the Pay Bills window without changing the 2020 closed account balances?

Hi macquigg1,

Thank you for the additional details.

You'll want to let the admin of the QuickBooks company edit the closed books. When you attempt to change or add details in a closed book, you'll be prompted to enter a password to be able to edit it.

If you have other concerns, feel free to go back to this thread.

Hello,

I just purchased Premiere Desktop 2023 with 3 licenses and I want to install on 3 separate computers but there is not a dedicated server or shared network. Is it possible to operate in multi user mode in real time without a shared network? How should I handle the installation, express or custom?

Thanks!

@Jstangelo 

Are all the computers in the same building?

Not always. I am the host and will sometimes work from home so even though we have 3 licenses the other user won't be able to access if I'm not in the office?

Hi, Jstangelo. Allow me to add and share some information about a multi-user setup for QuickBooks Desktop.

On a multi-user network, your company files are hosted on a single computer. This is your server. Workstations are computers that connect to your network but do not store company files.

So, in response to your question, In a multi-user setup, a shared network is required for the host computer/server and workstations to access the QuickBooks company file. If you need to know the complete details for the multi-user setup, see this link: Install QuickBooks Desktop on a server.

Also, we recommend you choose Express install if you're:

• A first-time user.
• Reinstalling QuickBooks.
• Going to use QuickBooks on one computer (not as part of a network of computers).

And choose a Custom install if you:

• Install QuickBooks somewhere other than the default location (such as on a server).
• Host your company files on a server.
• Have a multi-user network.

I'm adding these articles for more information: Install QuickBooks Desktop. It contains detailed instructions for both Express and custom installation.

Return to this thread if you still need further assistance or have questions about the multi-user setup. I'll be happy to help.

@Jstangelo 

You can set up a simple private cloud solution on your notebook and other users can access your QuickBooks file through an internet connection in multiuser mode.

Can you elaborate on how a private cloud set up would work? How does this not require data migration on my notebook? 

@BabyBeluga 

Explore this solution.

https://app.myquickcloud.com/#/register?pc=fiatlux

Contact me in private if you need assistance. 

Hello there,

I just had first time in my 15 years experience with Quick Book conflicted copy of QB Company file and I lost the one I was working whole day...

Don't know what happened.

We installed QB Enterprise 2024 in DROPBOX cloud storage (our host) and all company files stored there as well.

So admin in the office use her workstation getting to Dropbox and run company file.

I am working on my laptop and going to dropbox as well to work with files.

it is only 2 of us and we usually tell each other on which company file we are going to work.

Another option I used, we have software Splashtop Business, when I can get into Admin PC and help her doing some tasks.

Always worked before.

Is there any way to retrieve my 'old' file I was working on and lost?

Thank you for posting your concern here in the QuickBooks Community, @svialykh. Let me share more information about restoring the company file you're working on.

In the meantime, we're unable to restore the file you're working on unless you have secured a copy of the backup file. I suggest contacting Dropbox and Splashtop Business Support Team so they can help you in recovering the files. Note that QuickBooks Desktop uses different types of files to store different types of data. You can share this article as additional reference in recovering the file: File types and extensions used by QuickBooks Desktop. 

Furthermore, I suggest storing the QBDT data file on a cloud storage platform, such as Google Drive or Dropbox, for backup purposes only. When you need to work on the file, download it to your local storage, make your changes, and then re-upload it to the Dropbox. Some of our clients have reported instances of data file corruption when opening it directly from the cloud.

Additionally, we can back up a real-time copy every time you've finished working on something to ensure that your work will be secured. To avoid unexpected behaviors moving forward, you'll want to check the list of recommended hosting providers in this article: Hosting providers authorized by Intuit.

Let me know if you still have questions about your company files. Have a great day, and take care always.

@svialykh 

Is there any way to retrieve my 'old' file I was working on and lost?

Can you find any ADR files in the same folder you save QBW files?