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multi user mode in QB Desktop

Forum|Forum|4 years ago
February 9, 2022
4 replies
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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.

QuickBooks Desktop

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.

R

Rasa-LilaM

Answer

QuickBooks Team

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

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.

JessT

Moderator

@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.

Fiat Lux - ASIA

Level 14

@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

Level 11

@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

@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

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

Level 14

@Jstangelo

Are all the computers in the same building?

J

Jstangelo

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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