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Intuit

Upgrade to QuickBooks Enterprise from Desktop Pro/Premier

Learn how to upgrade to QuickBooks Enterprise from Desktop Pro/Premier.

When you’re ready to upgrade to QuickBooks Desktop Enterprise, it’s best that you do it after-hours or over the weekend. This way, you’ll have the least disruption to your normal work hours.

Since you’re going to need to set up a network and work with your company file, it’s best to have help from somebody with an IT background and an accountant. Or, you can choose to work with an authorized ProAdvisor or QuickBooks Solutions Provider. Here’s what to do.

Note: To learn more about the new features you’ll have access to in Enterprise, take a look at what’s new in QuickBooks Desktop.

Step 1: Prep and test your network

Before you get started, check the system requirements for QuickBooks Desktop Enterprise.

Here’s the different network options, showing workstations and servers with different install options. Choose the option that works best for your company.

Use a Central Server

You'll install the QuickBooks Database Manager on a central server. This also stores the company file. Then, install Enterprise on each workstation so they can access the company file over the network.

Use a Peer-to-Peer network

With a peer-to-peer network, one workstation stores the company file. The other workstations all use the same version of Enterprise to access the company file over the network.

Use Remote Desktop Services 

Using Remote Desktop Services, Enterprise is installed on a central server which stores the company file. Since you’ll access Enterprise remotely, you don’t need to have it installed on workstations.

Or, you can store your QuickBooks company file on a Linux server and use Enterprise, running on your Windows desktop client, to access that data. More detailed information about Linux installations of Enterprise is available here.

If you’re using a multi-user environment, you need to test your network bandwidth. If you’re using a single-user environment, you only need to check firewall and AV settings.

  1. Choose a large data file for testing.
  2. Note the size of your test file in megabytes (MB).
  3. Copy your test file from a network location to the computer and note the time it takes (in seconds) to copy.
  4. Perform the following calculation to determine the network bandwidth:
    1. File size (in MB) x 8 / copy time
    2. For example 150 MB x 8 / 25 seconds = 48 MB per second (Mbps)

If your bandwidth is 40 Mbps or more, your connection is fast enough for Enterprise. If it's less than 40Mbps, your connection will be too slow to run Enterprise. Contact your network administrator to learn how to improve your network speed.

Check firewall and AV settings

If you’re using a firewall while installing QuickBooks, you might need to allow QuickBooks access to your network, especially in a multi-user environment.

Step 2: Install QuickBooks Desktop Enterprise on the server

Before you get started, download the latest version of QuickBooks Desktop Enterprise. If you’re installing Enterprise on multiple workstations, they all need to be using the same version.

  1. Close all running programs, including anti-virus programs.
  2. Double-click the file you've downloaded.
  3. Follow the onscreen prompts until you reach Choose Installation Type.
    1. Choose Express to let the installer make the best choice; or select the Custom and Network to customize the install and location.
  4. Select one of the following three options for how you’ll install QuickBooks. The option you choose is likely to change depending on whether you're installing on a server, terminal, or workstation.
    1. I'll be using QuickBooks on this computer, but the company file will be located on a different computer.
    2. I'll be using QuickBooks on this computer and storing our company file here so it can be shared over our network. This may be a server that is also actively used as a user workstation. In a peer-to-peer network, this should be the fastest user workstation. Choose this option if you're installing Enterprise on a server that also serves as a workstation computer, or if you're installing on a terminal server, with software and company data stored on a remote computer.
    3. I will not be using QuickBooks on this computer; but I'll be storing our company file on it so the file can be shared over our network. This computer is typically the server. Selecting this option will install the QuickBooks Database Manager only and does not require an additional user license.
  5. Follow the onscreen prompts until install is complete.
  6. Launch the QuickBooks Database Server Manager to configure the database server.

Once you install Enterprise on the server, you need to set up the QuickBooks Desktop Server Manager. This is so users can access the company files stored on the server. You only need to do this on the server or computer you store your company file.

Using the Database Server Manager, you can see the status of the service, see which users are working in the company file, and check for updates.

To open the QuickBooks Database Server Manager:

  1. Go to the Start button and select Programs.
  2. Select QuickBooks, then select QuickBooks Database Server Manager.

To allow access to other QuickBooks users, you need to scan all company files you have on the server.

  1. From the Database Server Manager, select the Scan Folders tab.
  2. Select Add Folder, then select the folders that contain company files. You’ll see the folders in the Folders That Contain Company Files section. If you're not sure where you store Enterprise company files, you can select Scan to search your entire hard drive.

Note: If you create a new company file or move your company file to a new location, you may need to repeat the company file scan process.

The Database Server Manager monitors any selected drives or folders for company files that you add, remove or have renamed on the server. This allows other computers to access them.

To monitor the computer drives:

  1. Select the Monitored Drives tab.
  2. Select all local drives that you want to monitor.

Note: Mapped drives are not displayed and can’t be monitored.

Step 3: Set up sharing

This is where you set up the ability to share the company file between workstations. Here's what to do.

To share the folder containing your QuickBooks company files across your network, make sure that all users have read/write access and create/delete rights to the directory where the files are stored. Make sure to ask your network administrator for help sharing folders and providing access.

  1. Close all running programs, including anti-virus programs.
  2. Double-click the file you've just downloaded.
  3. Follow the onscreen prompts until you reach Choose Installation Type.
    1. Choose Express to let the installer make the best choice; or select the Custom and Network to customize the install and location.
  4. Select one of the following three options for how you’ll install QuickBooks. The option you choose is likely to change depending on whether you're installing on a server, terminal, or workstation.
  • I'll be using QuickBooks on this computer, but the company file will be located on a different computer.
  1. I'll be using QuickBooks on this computer and storing our company file here so it can be shared over our network. This may be a server that is also used as a user workstation. In a peer-to-peer network, this should be the fastest user workstation. Choose this option if you're installing Enterprise on a server that also serves as a workstation computer, or if you're installing on a terminal server, with software and company data stored on a remote computer.
  2. I will not be using QuickBooks on this computer; but I'll be storing our company file on it so the file can be shared over our network. This computer is usually the server. Selecting this option will install the QuickBooks Database Manager only and doesn’t need an additional user license.
  • Follow the onscreen prompts until the install is complete. If you receive an error message during the install and rebooting your system doesn't fix the problem, go to the QuickBooks support site for help.

In a multi-user environment, only one computer can host multi-user access. This is the computer storing your company file. On all other installs of the software, turn off multi-user hosting.

If you've installed just the QuickBooks Database Server Manager on a file server, there's no need to enable multi-user hosting on the server. However, make sure that all user workstations have multi-user hosting disabled.

Here’s how to know if you should have multi-user hosting enabled:

Workstation that has Enterprise installed and stores the company file (peer-to-peer environment)

  • ON on server
  • OFF on workstations

Remote Desktop Services Server

  • ON on server
  • not applicable on workstations

Central Server

  • ON on server
  • OFF on workstations

To verify that multi-user hosting is enabled on the server:

  1. Start QuickBooks Desktop Enterprise on the server (the computer which stores your company files).
  2. Go to the File menu, then select Utilities.
  3. Verify that Stop Hosting Multi-Access displays in the Utilities menu (the option displays "stop" because the service is running).

If Host Multi-User Access displays in the Utilities menu, the computer isn’t the host for the company files and you'll need to follow the steps below:

  1. Select Host Multi-Access to turn the service on.
  2. Choose Yes when prompted to confirm starting multi-user access.
  3. Choose Yes when prompted to close and reopen the company file.

Make sure that your user workstations have multi-user access turned off. Do this on each computer you use for Enterprise.

Step 4: Convert your data from Pro or Premier to Enterprise

Before you convert your data, make sure to back up your company file before opening it in a new version of QuickBooks. Once you convert your company file from QuickBooks Pro or Premier to QuickBooks Desktop Enterprise, you can no longer read or use that file in your Pro or Premier software.

To back up your company file before you continue:

  1. Go to the File menu, then select Create Backup.
  2. Select a safe location for your file, like a separate computer or server.

Now that you've created a backup, it's time to update your company file to work with QuickBooks Desktop Enterprise.

  1. Open QuickBooks Desktop Enterprise, then open your company file.
  2. Enter the Administrator password, then select OK.
  3. Select the I understand that my company file will be updated to this new version of QuickBooks checkbox, then select Update Now.
  4. Select OK to back up your data and follow the onscreen prompts to back up your company file.
  5. When prompted to confirm that you want to update your file, select Yes.

If an update problem occurs

  1. In QuickBooks Desktop Enterprise:
    1. Go to the File menu, then Utilities and select then Restore Backup For Earlier QuickBooks Version.
    2. Select the three dots ... next to the Backup filename field.
    3. Find and select the QuickBooks backup made during the update process, then select Open. The default location is where you last selected to save backup company files.
    4. Select the three dots ...  next to the Restored filename field.
    5. In the Save In list, select the folder where you want to save the restored company file. We recommend saving it to your desktop.
    6. Enter a unique name for the restored file in the File Name field, this is so you don’t overwrite an existing company file, then select Save.
    7. Select Ok
  2. In your previous version of QuickBooks:
    1. Go to the File menu, then select Open or Restore Company, then choose Open a company file.
    2. Open the restored file.
    3. Go to the File menu, then Utilities and select then Rebuild Data and follow the onscreen prompts. Note: The Rebuild Data Utility has you to create another backup. Enter a new file name (for example, pre-update12.qbb). Don’t overwrite any existing backups.
    4. After the rebuild is complete (which may take a long time depending on the size of your company file), exit your previous version of QuickBooks.
  3. In QuickBooks Desktop Enterprise:
    1. Go to the File menu and select Open or Restore Company.

Select the newly rebuilt company file on your desktop and select OK.

Step 5: Configure network and server settings

QuickBooks Enterprise has the same look and feel, and the same features as your previous version of QuickBooks, so you'll begin working in a familiar environment.

Your existing lists (vendors, items, customers, etc.) will transition to Enterprise, but you won't have the same limits on your data.

For example, QuickBooks Pro and Premier only allow storage of 14,500 names (customers, vendors, employees, and other names combined) and 14,500 items. These limits don’t apply to Enterprise.

You can also change the permissions you grant to each user, with up to 30 simultaneous users now allowed.

Registration allows you to take advantage of the many benefits that come with your Enterprise, like access to technical support.

Here's how to register Enterprise:

  1. Start QuickBooks Desktop Enterprise.
  2. Go to the Help menu and select Register QuickBooks.
  3. Select Begin Registration and follow the onscreen instructions.

Note: If you move your installation from one computer to another, you'll need to re-register Enterprise on the new computer.

Frequently asked questions

Here’s some answers to frequently asked questions about installing QuickBooks Desktop Enterprise.

  1. Verify that your system meets the minimum requirements.
  2. Restart your computer.
  3. Close all open programs, including anti-virus programs: Go to the Windows Task Manager, select the Applications tab, and close all open programs.
  4. Try installing QuickBooks Desktop Enterprise again.
  5. If you need help with the install, visit QuickBooks Support.

  1. The person who purchased QuickBooks Desktop Enterprise was sent an email with your license and product numbers. If you have a QuickBooks Desktop Enterprise CD, look for the sticker on the CD folder.
  2. If you can't locate it, but have QuickBooks Desktop Enterprise installed on another computer, here’s how to find your License Number and Product Number:
    1. Open QuickBooks Desktop Enterprise on another computer.
    2. Press the F2 key or Ctrl + 1 to open the Product Information screen.
    3. Write down the License and Product numbers.
    4. Select OK.

If you're still unable to get your License Number and Product Number, you can request new numbers.

To use QuickBooks Desktop Enterprise, you need to have Microsoft Internet Explorer 11 or later installed on your computer. Here’s how to download Microsoft Internet Explorer.

Yes. You can install multiple versions of QuickBooks Desktop Enterprise (for example, this year's version of QuickBooks Desktop Enterprise as well as last year's version) on the same computer. However, all users of the company file need to be using the same version of QuickBooks Desktop Enterprise.

QuickBooks Desktop Enterprise allows multiple users to access the company file at the same time. As your company grows, you can purchase additional licenses, in increments of five, instead of buying additional copies of QuickBooks Desktop Enterprise.

To add additional licenses to your existing QuickBooks Desktop Enterprise license:

  1. Go to the Help menu, then select Manage My License.
  2. Select Buy Additional User Licenses, then follow the onscreen instructions.

If you forgot your password, don’t worry. Passwords are case-sensitive, so make sure you’re using the right combination of uppercase and lowercase letters. If you’re still having trouble, here’s how to reset your password for QuickBooks Desktop.

To restore a company file:

  1. Go to the File menu, and then select Open or Restore Company.
  2. Choose Restore a backup copy, then select Next, and follow the onscreen prompts.

Here’s some more info for each backup and restore option for your company file.

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