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Level 2

Accidental File Duplication

We are using QB desktop. We are using the multi-user function, one login Admin password, with two different computers. We are backing up to the One Drive cloud. The issue is every time we work on a file, it duplicates and it causes confusion on which one is the most current as we work on the same accounts with the 2 different computers and everything is constantly being backed up to the one Drive cloud... please help!!!

Thanks,

SMB

Solved
Best answer April 27, 2020

Best Answers
Highlighted
QuickBooks Team

Accidental File Duplication

Hello there, @smb4ou.

 

The possible reason your company file keeps duplicate because you're using automatic back up for each computer.  You can use one computer to create a back-up copy of your company file to avoid duplicates.

 

Here's how to disable automatic back up:

  1. Go to the File menu, then hover over Back Up Company.
  2. Choose to Create Local Backup.
  3. Select the Local backup radio button, then click Next.
  4. Click the Save it now and schedule future backups radio button, then hit Next.
  5. Uncheck the Save backup copy automatically when I close my company file every times.
  6. Hit Finish.

Also, you can manually back up your company file to avoid duplicate. Here's the article: Back up your QuickBooks Desktop company file.

 

If you have other questions about a duplicate company file or any other QuickBooks related questions, I'm always here to help.

View solution in original post

6 Comments
Highlighted
QuickBooks Team

Accidental File Duplication

Hello there, @smb4ou.

 

The possible reason your company file keeps duplicate because you're using automatic back up for each computer.  You can use one computer to create a back-up copy of your company file to avoid duplicates.

 

Here's how to disable automatic back up:

  1. Go to the File menu, then hover over Back Up Company.
  2. Choose to Create Local Backup.
  3. Select the Local backup radio button, then click Next.
  4. Click the Save it now and schedule future backups radio button, then hit Next.
  5. Uncheck the Save backup copy automatically when I close my company file every times.
  6. Hit Finish.

Also, you can manually back up your company file to avoid duplicate. Here's the article: Back up your QuickBooks Desktop company file.

 

If you have other questions about a duplicate company file or any other QuickBooks related questions, I'm always here to help.

View solution in original post

Highlighted
Level 2

Accidental File Duplication

Thank you!!

Highlighted
Level 2

Accidental File Duplication

We looked at this and we already have the option to automatically backup unchecked (#5 in your guidance).  I think the issue is the fact that we have the actual quickbooks file we work in saved in the folders that are within our onedrive by Microsoft.  We have it this way so we can access the file from any computer that shares the onedrive amongst our computers, so we don't want to move if from that location for sharing purposes. 

 

The problem is that the onedrive wants to SAVE files regularly.  We found this out when we found missing data, and then ultimately two files (one from each computer), so prevented using the same client files at the same time, hoping it would prevent the duplication (because onedrive wants to save the file and will duplicate it if is "read only" when it is open on another computer) even in multi-user mode.  I understand the duplication is a onedrive issue, but I am looking for a solution from quickbooks that will allow:

1 Use by multiusers at the same time (without duplication) from two computers at least

2 Ability to use the file remotely (which is the purpose of onedrive/cloud service) this eliminates a local server unless I am missing something.  We don't want to have to "VPN" in when we travel, etc, which the cloud prevents for us.

 

Hope this helps clarify our issue and you have seen this. I can't be the only one that uses onedrive or a cloud based back up to manage our quickbooks files and keep them safe and accessible at the same time.

 

SMB

 

 

 

Highlighted
Level 2

Accidental File Duplication

We looked at this and we already have the option to automatically backup unchecked (#5 in your guidance).  I think the issue is the fact that we have the actual quickbooks file we work in saved in the folders that are within our onedrive by Microsoft.  We have it this way so we can access the file from any computer that shares the onedrive amongst our computers, so we don't want to move if from that location for sharing purposes. 

 

The problem is that the onedrive wants to SAVE files regularly.  We found this out when we found missing data, and then ultimately two files (one from each computer), so prevented using the same client files at the same time, hoping it would prevent the duplication (because onedrive wants to save the file and will duplicate it if is "read only" when it is open on another computer) even in multi-user mode.  I understand the duplication is a onedrive issue, but I am looking for a solution from quickbooks that will allow:

1 Use by multiusers at the same time (without duplication) from two computers at least

2 Ability to use the file remotely (which is the purpose of onedrive/cloud service) this eliminates a local server unless I am missing something.  We don't want to have to "VPN" in when we travel, etc, which the cloud prevents for us.

 

Hope this helps clarify our issue and you have seen this. I can't be the only one that uses onedrive or a cloud based back up to manage our quickbooks files and keep them safe and accessible at the same time.

 

SMB

 

 

 

Highlighted
Level 2

Accidental File Duplication

We looked at this and we already have the option to automatically backup unchecked (#5 in your guidance).  I think the issue is the fact that we have the actual quickbooks file we work in saved in the folders that are within our onedrive by Microsoft.  We have it this way so we can access the file from any computer that shares the onedrive amongst our computers, so we don't want to move if from that location for sharing purposes. 

 

The problem is that the onedrive wants to SAVE files regularly.  We found this out when we found missing data, and then ultimately two files (one from each computer), so prevented using the same client files at the same time, hoping it would prevent the duplication (because onedrive wants to save the file and will duplicate it if is "read only" when it is open on another computer) even in multi-user mode.  I understand the duplication is a onedrive issue, but I am looking for a solution from quickbooks that will allow:

1 Use by multiusers at the same time (without duplication) from two computers at least

2 Ability to use the file remotely (which is the purpose of onedrive/cloud service) this eliminates a local server unless I am missing something.  We don't want to have to "VPN" in when we travel, etc, which the cloud prevents for us.

 

Hope this helps clarify our issue and you have seen this. I can't be the only one that uses onedrive or a cloud based back up to manage our quickbooks files and keep them safe and accessible at the same time.

 

SMB

Highlighted
QuickBooks Team

Accidental File Duplication

Thanks for the additional details, smb4ou.

 

I suggest reaching out to our Technical Support Team so they can check the setup of your QuickBooks Desktop. Simply go to the Help menu and select QuickBooks Desktop Help.

 

In the meantime, you'll want to check these articles for more details about setting up QuickBooks Desktop:

Please post again if you need further assistance. Wishing you all the best!

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