cancel
Showing results for 
Search instead for 
Did you mean: 
Terralogix
Level 1

Multi user access on a Remote Desktop Server

Hello,

 

We bought a multi user QB Pro license and installed it on our RDP server.

 

To be clear, all users log onto the server like they are sitting at he machine itself.

 

I set the file for multi user but when we try to access the data from a second user it says only one user name can be logged in at once.

 

I can't find any articles on this so I am concerned it isn't possible even though it seems like a simple thing to me.

 

Any help would be appreciated.

Solved
Best answer March 24, 2021

Best Answers
GlinetteC
Moderator

Multi user access on a Remote Desktop Server

Let's figure out why other users can't access your company data, Terralogix.

 

There are three conditions that you'll have to consider so that other users can access your file. These are the following conditions:

 

  • Windows File permissions
  • Database Server Manager
  • QuickBooks User Login Credentials

Please check this article to learn more about these conditions: Hosting your company data in multi-user mode in QuickBooks Desktop.

 

Although there is a bit more to it, I have a great article that explains in depth all the steps to the process for setting up and using multi-user access in QBDT.

 

Please get back to me if you continue to get the same results to look further into this. 

View solution in original post

16 Comments 16
GlinetteC
Moderator

Multi user access on a Remote Desktop Server

Let's figure out why other users can't access your company data, Terralogix.

 

There are three conditions that you'll have to consider so that other users can access your file. These are the following conditions:

 

  • Windows File permissions
  • Database Server Manager
  • QuickBooks User Login Credentials

Please check this article to learn more about these conditions: Hosting your company data in multi-user mode in QuickBooks Desktop.

 

Although there is a bit more to it, I have a great article that explains in depth all the steps to the process for setting up and using multi-user access in QBDT.

 

Please get back to me if you continue to get the same results to look further into this. 

View solution in original post

Terralogix
Level 1

Multi user access on a Remote Desktop Server

Thank you for pointing me to these articles, I really appreciate it.

 

I have done everything in them and I still get the same error when I type in the Password for the data file

 

It says...

 

The attempt to login with the username Admin failed.  This user is already logged into the company file.  Try logging in using a different username.

I have no idea how to use a different username, I was hoping changing the service to login with local account was going to fix this but it hasn't.

Any other ideas?

 

Terralogix
Level 1

Multi user access on a Remote Desktop Server

Thank you I got it figured out, after all the config I needed to set up Users in the company

 

I appreciate your help!!!

Fiat Lux - ASIA
Level 15

Multi user access on a Remote Desktop Server

@Terralogix 

When you created a company file, the first user is the Admin. Navigate to the menu Company > Setup Users and Passwords > Setup Users.

anirudhad
Level 1

Multi user access on a Remote Desktop Server

How about the same admin user. Can he login at both the desktop server and his local machine simulateneously?

anirudhad
Level 1

Multi user access on a Remote Desktop Server

Can the admin login into both the machines i.e. (remote desktop server and his local machine) simulataneously?

Fiat Lux - ASIA
Level 15

Multi user access on a Remote Desktop Server

@anirudhad 

Elaborate your question. You can setup a private cloud with a simple solution to access the host machine with the internet connection. You will run QB Desktop on the host by remote and you can also open QB Desktop separately on your local machine if required. 

anirudhad
Level 1

Multi user access on a Remote Desktop Server

@Fiat Lux - ASIA  thanks for responding

The use-case is currently we have installed our quickbooks on remote desktop server and we access quickbooks on our local machine as well
So i'm the admin, when i try to log in both remote server and my local machine
I get the following error, a user is already logged in
PS : We are working on multi user mode
Is it not possible for me to login at both the systems at the same time

Fiat Lux - ASIA
Level 15

Multi user access on a Remote Desktop Server

Are you able to access the remote server as Admin and local machine as User? 

anirudhad
Level 1

Multi user access on a Remote Desktop Server

Yes i'm using the same user credentials and i can log into both remote desktop server and my local machine separately (i.e. one system at a time) but when i try to do at the same time i see an error

Fiat Lux - ASIA
Level 15

Multi user access on a Remote Desktop Server

Make sure the hosted file is in multi-user mode and your license is for 2 users, not 2 licenses for 1 user.

TirzahC
Level 6

Multi user access on a Remote Desktop Server

Hello, anirudhad. 

 

All QuickBooks Desktop software enables you to set up different users to access a company file. However, if you're using a single license (standard), accessing and making changes on the file can only be done one at a time. You can get an error upon logging-in to QuickBooks when:

  • The accountant or user logging into the company file is using Remote Access and did not log out from a previous session.
  • The user is already logged into the company file from a different workstation.
  • An electrical problem caused an issue in the network.

For more details, please visit this link: Set up a multi-user network for QuickBooks Desktop

 

You might also consider reading this handy article that will discuss you more about access limits in single or multi-user mode: Tasks that can be performed in a single or multi-user mode in QuickBooks Desktop.

 

I'm always here if you need more help with logging in to the account. Keep safe and enjoy the rest of the day!

anirudhad
Level 1

Multi user access on a Remote Desktop Server

Thanks a lot @TirzahC & @Fiat Lux - ASIA 

 

We are on multi user mode. So everyone in the team is able to access simultaneously.

It's just that like you said when i'm logged on QBD application at server and when i forgot to log out and try logging in again at my local machine. I get this error message user already logged in

So the only solution as per your answers are

a) Logout from server machine

b) Purchase another license and create a new user if i want to log in simultaneously at both the machines

Fiat Lux - ASIA
Level 15

Multi user access on a Remote Desktop Server


@anirudhad wrote:

b) Purchase another license and create a new user if i want to log in simultaneously at both the machines


 

@anirudhad 

Which QB Desktop year version and how many user license do you have?

anirudhad
Level 1

Multi user access on a Remote Desktop Server

We are QB enterprise 20 version and we have three licenses

Fiat Lux - ASIA
Level 15

Multi user access on a Remote Desktop Server

You have a license for 3 users and have assigned the server as a host. This means that you can only have 2 workstation users + 1 remote user opening the same file at the same time. You cannot purchase additional seats for your existing license. You must cancel your license and purchase a new license of QB Desktop US Enterprise. Anyway, why did you need QB Desktop Enterprise? You can use QB Desktop US Premier to manage up to 5 users. You can still purchase a one time license of QB Desktop 2021 US Premier or 2020 US Premier at a lower cost if required.

Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up

Need to get in touch?

Contact us