Can I use 2 separately registered QBD 2020 licenses for multi-user access?

Thanks for reaching out to the Community, gerdgoebel.

If the license your file's open in isn't a 2022 version, it's possible you might need to recreate new users.

In the event you're using the same version, you'll be able to switch to multi-user mode as usual.

Here's how:

1. Follow the steps to set up folder permissions on your server computer.
2. Install Database Service Manager.
3. Set administrative rights.
4. Run your Database Server Manager.
5. Set admin rights.
6. Use the Database Service Manager.
7. Turn on hosting.

I've also included a detailed resource about setting up and installing a multi-user network which may come in handy moving forward: Set up & install a multi-user network

Please feel welcome to send a reply if there's any additional questions. Have a wonderful day!

One more questions, does it have to be a network computer, or can the DB server also be a laptop or desktop the additional users have access to?

Thanks for coming back to this thread, @gerdgoebel. I’ll share further information to help you setup multiuser access.

The QuickBooks Database Server Manager allows you to share your company files over your network with other PCs. To allow their access and work on the same file at the same time, you’ll need to set up a network. It also aids in the management of multi-user networks.

Let’s install the QuickBooks Database Server Manager on your server computer. Please take note that this will host your company files.

Here’s how:

1. Close all open programs on your server computer, including QuickBooks.
2. Open the install file you downloaded. It's called Setup_QuickBooks.exe.
3. Follow the onscreen instructions. If you need to find your product or license numbers, here's how to find them.
4. When QuickBooks asks you to choose an install type, select Custom or Network Options. Then select Next. Don't select Express.
5. Choose the best option for your network setup and then select Next. Both the options install the Database Server Manager. If QuickBooks Desktop is already installed on your server computer, this won’t overwrite any existing company data.
   1. If you want Database Server Manager and QuickBooks Desktop on your server computer, select I'll be using QuickBooks Desktop on this computer, AND I'll be storing... We strongly recommend this option.
   2. If you only want Database Server Manager on your server computer, select I will NOT be using QuickBooks Desktop...
6. Follow the rest of the onscreen instructions. When you’re ready, select Install. Windows may ask you for permission.

Feel free to read through this article for more information about setting up this server: Install QuickBooks Database Server Manager.

Windows will then ask for your permission to access the folders that hold your company files. Then, set your firewall permissions to run on your server computer.

I’ve got this article about multi-user set up in QuickBooks Desktop to guide you: Set up and install a multi-user network for QuickBooks Desktop.

If you have more questions about the process, don’t hesitate to leave a comment below. I’ll be right here to provide the resolution specifically for you.

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@gerdgoebel wrote:

We have 2 QBD 2020 Prem licenses.

Does it matter if the licenses are registered to different account names, or can we still setup multi-user access once we have sorted out our network server?

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@gerdgoebel 

You must be able to access both CAMPS as Primary Admin to continue. Then chat Support to ask them merge the license. You have to use a license of QB Desktop 2020 Premier for 2 users to work in multiuser mode. Another option, purchase a new one time license of QB Desktop 2021 Premier for 2 users to upgrade your version.

Thanks you very much for the details.

One more question about the hardware?

I assume I can use any W10 or W11 desktop or laptop?

What are the memory and disk requirements?

If possible I would like to use a laptop with about 16-32gb memory and 2 TB SSD.

And would I need an additional license if I would setup the DB on the laptop? Or just the licenses on the work laptops that would access the server laptop?

QBD 2020 and 2021 don't run on Win 11 natively. You don't need a license to install QBD on a computer as storage. 

Allow me to jump in and add more information, gerdgoebel.

Versions 2020 and 2021 only support Windows 10 and can be installed on a laptop or a desktop. An 8 GB RAM is recommended for both, especially when there is more than one user. 2 TB SSD is great, and it is way beyond the minimum required space. For more information, please check out the system requirements for the said versions.

• System requirements for QuickBooks Desktop 2020
• System requirements for QuickBooks Desktop 2021

About the other question, you don't need to buy an additional seat license to set up a multi-user network since you already have two standard licenses. Just install them on separate computers and set up the sharing (multi-user network), so both computers can access the company file at the same time or not.

If you have any other concerns, please don't hesitate to go back to this thread. The QuickBooks Team is always here to help.

Thanks for the details.

Does anybody in the community know if version 2020 also runs under W11? If I get a new PC it quite likely has W11 installed, and W10 is no longer readily available.

I would hope I still can download W10 Pro from MS. I still have my W10 license code, which is currently unused after I am on a Mac and don't have Windows PCs anymore.

There is no difference between a Windows 10 or Windows 11 key or digital license. If the PC is activated in Windows 11 then a clean install of Windows 10 will activate too. Windows 10 can be upgraded for free to Windows 11 at any time.

Thanks for your reply.

It does not quite answer my question. I was hoping that somebody already tried loading the QB network server portion in a W11 environment. If yes, and it works, I won't have to downgrade Windows to W11 first.

If nobody has tried it then I volunteer as a guinea pig and just give it a try. I have time to play a bit around.

I first need to get a faster Internet connection and VPN setup.

Hi there, @gerdgoebel.

Thanks for getting back to us. Allow me to chime in and provide additional information about QuickBooks Desktop (QBDT) system requirements.

As mentioned by Fiat Lux - ASIA and my colleague JessT above, version 2020 doesn't support Windows 11. We haven't seen any posts from other users regarding what you're trying to perform yet.

These are the Windows version that supports the 2020 version of QBDT:

• Windows 10, all editions including 64-bit, natively installed
• Windows 8.1 (Update 1), all editions including 64-bit, natively installed
• Windows Server 2019, Standard and Essentials
• Windows Server 2016, Standard and Essentials
• Windows Server 2012 R2, Standard and Essentials
• Windows Server 2012, Standard and Essentials
• Windows Small Business Server 2011, Standard and Essentials

Please note that QuickBooks requires you to use Windows natively and not through an emulator or virtual environment.

To learn more about the system requirements for the version of QBDT you're using. Please check out this article: System requirements for QuickBooks Desktop 2020 and Enterprise Solutions 20.0.

For more tips and other resources, I recommend visiting our website for future reference: QBDT self-help articles.

Post again if you have any follow-up questions about this or anything else QuickBooks. I'll be here to help. Take care.

Thanks again,

and yes, I will purchase a Windows PC and not run it on my Mac with Parallels installed.

Hi there, @gerdgoebel.

Thanks for getting back to this thread and considering the recommendation provided by my colleague.

Please leave a comment below if you have any other issues or concerns, and I'll get back to you right away. I'm always here to help. Have a good one!

I have one more question for you.

When I have loaded QBD onto my server and changed both licenses to multi-user mode, can the server be accessed via a VPN connection?

Which VPN solution do you need to use? Afaik, you can not use any VPN connection to access QBD server as storage. You have to use one user license to install it in QBD server as host.

I did not quite understand your answer.

We are working from 2 locations, and copy/paste our company file as we need via MS OneDrive. However, after the file gets bigger and bigger I thought about using a dedicated PC as the QBD server, but want a secure connection from the remote site to the server, thus, thought about using a VPN connection.

So, are you telling me we could setup a VPN connection to my PC and have the remote user accesses the company file on my PC? Once I get my fiber optics internet connection we would like to change to multi-user mode.

I should have said, I am thinking about a VPN connection to my network

 Appreciate your quick replies, gerdgoebel. 

You're required for hosting once you access QuickBooks in a different area. It's possible to access the server via a VPN connection. However, this only depends on the hosting provider. I'd recommend checking this article to get additional details: Hosting providers authorized by Intuit.

Also, the hosting provider can verify if you need a VPN when accessing the files from different locations.

You'll want to check this article on what are the recommended networks for QuickBooks: Recommended networks for QuickBooks.

The Community is always here to assist you further. Stay safe, gerdgoebel.

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@gerdgoebel wrote:

I should have said, I am thinking about a VPN connection to my network

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@gerdgoebel 

Which one do you need to deploy?

1. a QB Desktop machine as storage at Location A + 2 remote users at Location B & C, or

2. a QB Desktop machine as host at Location A + 1 remote user at Location B

We should have 2.

sorry I should have said 1, the server would be at location A on a laptop.

I probably should mention location A is in Europe. I extract all the data from our web-site and the payment processors, import them into QB. Location B is in California, where our business is located.

I access QB from a Mac with Parallels, and our guys in CA will access it from CA.

And after you mentioned that I would need a QB approved VPN provider I need to read up on that first. I had thought that I setup VPN on my network, then forward the VPN credentials to location B.

If you only need to alternately access QB files, explore this solution.

https://qbox.coraltreetech.com/?associate_code=FL-AF34

You will need another solution to access the file in multiuser mode at the same time. It costs $25/user/month

Hi there, @gerdgoebel!

I'll help share how you can start working with your company data in QuickBooks Desktop (QBDT) with a multi-use network.

You can manually set up location A as the main host of your company file's multi-user network. I'm here to help you accomplish this.

To start with, here are the things you'll need to prepare before you can set up a multi-user network:

• Set Folder Permissions
• Install Database Server Manager
• Set Admin Rights
• Use Database Server Manager

Once completed, you can turn on the hosting of your company file for a multi-user network:

1. Go to File.
2. Select Utilities.
3. Click Host Multi-User Access.
4. Select Yes.

In addition, I've included an article that you can read to learn more about hosting and multi-user network: Set Up and Install a Multi-user Network for QuickBooks Desktop.

In case you need some related articles on managing your multi-user network, here's an article you can read for more insights: General Info about Hosting your Company Data in Multi-user Mode in QuickBooks Desktop.

If there's anything else that I can help you with aside from using QBDT in a multi-user network, please let me know in the comment section down below. I'll be always around ready to help.