How Add Computer to QuickBooks Network?

Hello JamesPaul,

Thanks very much for your clear instructions on adding a computer to a QuickBooks Desktop network.  

We have a different QuickBooks question with another organization we are working with.  I am hopeful that you can also assist me with this situation.

This organization wants to reduce their current three user QB 2016 multi-user network (with server) system to a single user standalone QuickBooks workstation that will be the only computer running QuickBooks Desktop in the very near future.

QB Desktop Pro was previously installed on this workstation via the Express installation.  At that time, the QB workstation had no company files (there are four companies involved here) stored locally.  All of the QB company files were stored on the server.  The workstation would retrieve the QB data files from the server, as needed.

My question is, what is the best way to move the server's QB data files over to the standalone PC?  Do you recommend that we uninstall the current QB 2020 software from the workstation, and then reinstall it from scratch, or can we use the workstation QB system as-is?  Also, what is the best way to transfer the QB data files (company) on the server to the workstation?  Should we use QBB backup files from the server, or just the QBW company files?  Finally, how to make the initial connection between the server data files and the standalone QB PC?

Thanks again for your assistance with this change.

Thank you for getting back to us, JN92.

Let me help set up QuickBooks to the standalone workstation. Your company files must be copied to the new location separately.

And, you don't need to uninstall the current QuickBooks 2020 from the workstation. Just make sure that the new workstation meets the system requirements need to run the program.

To transfer files to the new computer, here are the steps you can follow.

1. Install QuickBooks Desktop on the new computer.
2. Follow the steps to create a backup company file on your original computer.
3. When you save the backup file, give it a unique name so it's easy to identify. This also prevents accidental overwrites.
4. Save the backup file somewhere you can easily find it, like your Windows desktop.
5. Move the backup company file to your new computer. You can either put the backup on a flash drive or an external device. Or you can share it if your new computer is on the same network.
6. Follow the steps to restore the backup on your new computer. Remember, it should have a unique file name.
7. If you use payroll, download the latest tax table after you move your file.

If you want to connect the standalone computer to the server, you need to re-install the multi-user network. That way, other computers on your network can access the company files. 

Here's a link as a guide: Set up and install a multi-user network for QuickBooks Desktop. Then, follow step 1 to 7 to reset the hosting on the server.

Stay in touch with me by commenting below if you have additional questions about moving the company file to the standalone computer. I'm always right here to provide the information that you need.

Hello Mary,

Thanks for your informative comments on downsizing the QB 2020 Desktop Pro network for the organization we are working with.

I have a couple of points of clarification to ask.  First, there is no "new" computer involved here.  We are repurposing an existing laptop workstation to become the standalone QB workstation.  At the time we assembled the network, we installed QuickBooks 2020 Desktop via the express installation method.  This workstation meets all of the QB system requirements.  As such, our plan is to leave the QB workstation as-is and not remove and/or reinstall QB from scratch.  Please let me know if that is not okay.

We do need to get the data from the server and move it to this workstation.  Based on your recommendations, we plan to generate a company backup file (QBB) for each company on the system (there are four of them).  To "install/import" the current server company files on the laptop, I assume that we would transfer the QBB files over to the local drive on the laptop workstation, then open them via the QB File/Restore a Backup Copy option.  Of course the backup files would be reside in a local directory on the workstation (local hard disk folder).  There are no QB company or backup files on the workstation (all on the server) which should keep the files separate from any duplicate named counterparts (no overwriting of the same named QBB files).

Thanks again for your help with this.

I admire you for sharing some clarifications with us, @JN92.

Yes, you're right with your assumptions. You'll want want to transfer and restore your backup file to your standalone workstation. This way, you can access your server data to your new workstation.

To steer you away of any confusion, what my colleague MaryLandT means about new computer, is your standalone workstation.

Nevertheless, you can also utilize these links for reference about process: 
 

• Set up and install a multi-user network for QuickBooks Desktop
• Move or reinstall QuickBooks Desktop to another computer

I'd also recommend working with your IT expert for guidance in moving your files and to steer away from any errors. 

In case you want to learn some tips and tricks in managing your QuickBooks Desktop (QBDT), you can visit our QuickBooks Support page for reference. There, you can read some of our articles that can guide you in your future tasks.

If you have any follow-up questions or concerns moving your data, please let me know in your reply. I'll get back to you as soon as possible. Have a good one!

Hello and thanks for your suggestions.  I would just like to clarify one aspect of the above correspondence.  In terms of moving the QB company data files from the server to the repurposed QB workstation, I have gotten inconsistent advice over the best way to move and incorporate the data files on the server over to the laptop workstation (which will be the only machine with QB on it in the future).

One suggestion I have received is to manually transfer the company files from the server to the workstation.  More frequently I have been advised to use the QuickBooks backup files then install the backup files via the QuickBooks File menu on the workstation computer.

As you know, there are several other file that are associated with the company file (extensions include .ND, .TLG, .DSN, etc.).  I believe that these files are packed into the QBB backup files as a part of the company file backup process.  They would not be on the workstation if only the company files (QBW) are moved.

So, what I am trying to determine here is, which way is preferred in terms of transferring QuickBooks company data file information from the current server to the workstation?  Should we manually transfer only the QBW files to an available folder, then copy them over to the workstation QB data folder?  Or, is it better to create and work with full fledged QB backup files (QBB)?

Thanks.

Thanks for your follow-up questions, @JN92.

I'd suggest saving a backup file to other locations, such as a flash drive. Then, create a new folder to replace the old file. 

 You also want to use the Migrator Tool to help you move QuickBooks Desktop seamlessly to another computer. Then, use your backup file to restore your accounting data.

For additional insights, check out this link: Restore A Backup of Your Company File. 

Let me know if you have follow-up questions or additional concerns. I'm always around to help you again.