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macquigg1
February 9, 2022
Solved

multi user mode in QB Desktop

  • February 9, 2022
  • 20 replies
  • 120 views

I have been helping a vet clinic using QB Desktop Pro Plus 2020 for their accounting.  I would like to set them up so that I can access their account from my office and access the company file without them having to send me a huge backup copy via Google Drive, worry about file synchronization, etc.  I tried to set up multi-user mode, and even got some help from Intuit's tech support, moving the file to Intuit's cloud server, but it isn't working, and I don't want to waste any more hours on an unreliable phone connection with no callback, if this is not the best solution.  My needs are: 1) Access to the company file, even if that means locking out their access for a few hours.  2) Remote access, so I don't have to travel to their clinic. 3) No major upgrades to their network, which is running a mix of Windows 7 and 10.

Best answer by Rasa-LilaM

Thanks for turning to the Community about your concern, macquigg1.


Let me point you in the right direction on how to access your client’s company file remotely.


The Intuit Hosting Program helps boost productivity, enhances collaboration, and lets your teamwork from anywhere. We have a list of companies authorized to host QuickBooks.


Since every business and their needs are different, I'm unable to recommend which one to use. However, I can provide resources to help you pick which one fits best. Check this article for the complete details: Hosting providers authorized by Intuit.


For your other concern, I recommend reaching out to the hosting provider for the system requirements. Then check if you no longer have to upgrade.


For additional resources, you can over the links below. These articles provide detailed information on QuickBooks Desktop hosting and multi-user mode. You’ll also see the steps on how to troubleshoot multi-user issues.

 

 

Leave a comment below if you have additional questions on how to access and use QuickBooks remotely and in multi-user mode. I’ll be glad to answer them for you. Wishing your business continued success.

20 replies

R
Rasa-LilaMQuickBooks TeamAnswer
QuickBooks Team
February 9, 2022

Thanks for turning to the Community about your concern, macquigg1.


Let me point you in the right direction on how to access your client’s company file remotely.


The Intuit Hosting Program helps boost productivity, enhances collaboration, and lets your teamwork from anywhere. We have a list of companies authorized to host QuickBooks.


Since every business and their needs are different, I'm unable to recommend which one to use. However, I can provide resources to help you pick which one fits best. Check this article for the complete details: Hosting providers authorized by Intuit.


For your other concern, I recommend reaching out to the hosting provider for the system requirements. Then check if you no longer have to upgrade.


For additional resources, you can over the links below. These articles provide detailed information on QuickBooks Desktop hosting and multi-user mode. You’ll also see the steps on how to troubleshoot multi-user issues.

 

 

Leave a comment below if you have additional questions on how to access and use QuickBooks remotely and in multi-user mode. I’ll be glad to answer them for you. Wishing your business continued success.

    M
    macquigg1Author
    February 9, 2022

    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.

    G
    Giovann_GModerator
    Moderator
    February 11, 2022

    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:

     

     

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

      Fiat Lux - ASIA
      Fiat Lux - ASIA
      Level 14
      February 10, 2022

      @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. 

        Rainflurry
        Rainflurry
        Level 11
        February 12, 2022

        @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.

          M
          macquigg1Author
          February 12, 2022

          @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.

          J
          Jstangelo
          June 6, 2023

          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!

          Fiat Lux - ASIA
          Fiat Lux - ASIA
          Level 14
          June 6, 2023

          @Jstangelo 

          Are all the computers in the same building?

           

          J
          Jstangelo
          June 6, 2023

          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?

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