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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 to 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. You can choose to work with a  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 different network options, You can have workstations and servers with different install options. Choose the option 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 use the same version of Enterprise to access the company file over the network.

Use Remote Desktop Services 

With Remote Desktop Services, you install Enterprise on a central server which stores the company file. Since you’ll access Enterprise remotely, you don’t need toinstall it on your workstations.

You can store your QuickBooks company file on a Linux server. You can use Enterprise on your Windows desktop client to access the data. Check out more info about Linux installations of Enterprise.

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

  1. Choose a large data file to test.
  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. Calculate to figure out 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 admin to learn how to improve your network speed.

Check firewall and AV settings

If you use 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 start, download the latest version of QuickBooks Desktop Enterprise. If you install Enterprise on multiple workstations, they all need to be on the same release.

  1. Close all  programs and anti-virus programs.
  2. Open your Enterpise install file.
  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 three options for how you’ll install QuickBooks. The option you choose can change. It depends on where (server, terminal, or workstation) you install QuickBooks.
    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 you also use as a user workstation. In a peer-to-peer network, this should be the fastest user workstation. Choose this option if:
      1. You install Enterprise on a server that serves as a workstation computer.
      2. If you install 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. Select this option to install the QuickBooks Database Manager only. This doesn't require an additional user license.
  5. Follow the onscreen prompts until your 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 on the server. You only need to do this on the server or computer you store your company file.

The Database Server Manager lets you see the status, and users who are in the company file.  You can also check for updates.

To open the QuickBooks Database Server Manager:

  1. Select Start and then Programs.
  2. Select QuickBooks, then select QuickBooks Database Server Manager.

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

  1. From the Database Server Manager, select Scan Folders.
  2. Select Add Folder, then select the folders with your 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 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 drives or folders for company files you add, remove or rename 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: You can't monitor map drives because they aren't shown.

Step 3: Set up sharing

Share the company file between workstations. Here's what to do.

To share the folder with your QuickBooks company files across your network, make sure all users have read/write access. Make sure they have create/delete rights to the directory where you store the files. Ask your network admin if you need help on how to share folders and provide access.

  1. Close all programs and anti-virus programs.
  2. Select the Enterpris install file
  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 can change. It depends on where (server, terminal, or workstation) you install QuickBooks.
  • 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 you use as a user workstation. In a peer-to-peer network, this should be the fastest user workstation. Choose this option if:
    1. You install Enterprise on a server that serves as a workstation computer.
    2. If you install 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. Select this option to install the QuickBooks Database Manager only.  This doesn't require an additional user license.
  • Follow the onscreen prompts until the install is complete. If you receive an error message when you install, reboot your computer. If that doesn't help, 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 that stores your company file. Turn off multi-user hosting on all other installs of the software.

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

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

Workstation with 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 multi-user hosting is enabled on the server:

  1. Start QuickBooks Desktop Enterprise on the server (the computer which stores your company files).
  2. Select File menu, then select Utilities.
  3. VerifyStop 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  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 transfer your data to Enterprise, make sure to back up your company file. Once you convert your file to Enterprise, you can't open it in QuickBooks Pro or Premier.

To back up your company file before you continue:

  1. Select File and then select Create Backup.
  2. Select a safe location for your file, like a different computer or server.

Now that you have a backup of your current file, 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 Admin password, then select OK.
  3. Select the I understand that my company file will be updated to this new version of QuickBooks checkbox, and then select Update Now.
  4. Select OK to back up your data and follow the onscreen prompts to back up your company file.
  5. Select Yes when you get the  prompt to confirm you want to update your file.

If an update problem occurs

  1. In QuickBooks Desktop Enterprise:
    1. Select FileUtilities, and then selectRestore 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 saved 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 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. Select File and then 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, feel, and the same features as your previous version of QuickBooks. You'll work in a familiar environment.

Your lists (vendors, items, customers, etc.) will transfer to Enterprise. You won't have the same limits on your data.

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

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

When you register, you can take advantage of the many benefits that come with Enterprise, like access to technical support.

Here's how to register Enterprise:

  1. Start QuickBooks Desktop Enterprise.
  2. Select Help, and then Register QuickBooks.
  3. Select Begin Registration and follow the onscreen instructions.

Note: If you move your QuickBooks install 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 QuickBooks Desktop Enterprise install

  1. Verify your system meets the minimum requirements.
  2. Restart your computer.
  3. Close all open programs and anti-virus programs: Go to the Windows Task Manager, select Applications and close all open programs.
  4. Try to install 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 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 use 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. We sell them in increments of five. This means you don't have to buy additional copies of QuickBooks Desktop Enterprise.

To add additional licenses to your QuickBooks Desktop Enterprise license:

  1. Select Help, and then 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 use the right combination of uppercase and lowercase letters. If you still have trouble, here’s how to reset your password for QuickBooks Desktop.

To restore a company file:

  1. Select File, 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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