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Level 1

quickbooks 2020 vs 2021

We are currently using quickbooks desktop pro 2020 on one PC in our office.  We would like to have another person in the office use the software at the same time and for the company files to update on both PCs when one of us makes a change.    I contacted quickbooks last week and they told me the only way to do this was to pay a hosting service.  I'm doing some more research today and  I'm noticing quickbooks pro 2021 says "collaborate with 1 to 3 concurrent users".  I'm hoping someone can help point me in the right direction on how we can best setup our office so that we can have two users using quickbooks at the same time.    We have 8 different company files and we have to use the desktop version in order to import certain iif files from our point of sale system.   Will 2021 solve our problem?  Is there a way to make this work with the 2020 version?  Thank you!

9 Comments
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QuickBooks Team

quickbooks 2020 vs 2021

Hello there, @MM470.

 

You can still work with your QuickBooks Desktop Pro 2020. Let's set up and install a multi-user network so you can share your QuickBooks Desktop data with another team member(person). Please note that the recommended multi-user setup is having the company file stored on the Host computer. 

 

To start, set up your QuickBooks Desktop:

 

  1. If you haven't already, follow the steps to download and then install QuickBooks Desktop on your server computer.
  2. Select Custom and Network install for the install type.
  3. Select I'll be using QuickBooks Desktop on this computer, AND I'll be storing... if you want the full version of QuickBooks Desktop on your server computer. 
  4. Follow the on-screen instructions to finish the install.

You can keep your company on your server computer's local hard drive, so you can easily share it. 

 

Then set up folder permissions on your server computer. Ensure that the folder holding your company files has permission to be on your network.

 

Once done, install the Database Server Manager. This will let you share your company files with other computers over your network and helps you monitor your multi-user network. 

 

  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. Then follow the on-screen instruction.
  4. Agree to the Software License Agreement, then choose Next.
  5. Type in your License and Product numbers, then select Next.
  6. Select Custom and Network install for the install type.
  7. Select I'll be using QuickBooks Desktop on this computer, AND I'll be storing
  8. Follow the on-screen instructions to finish the install.

 

For detailed steps, just click this article: Set up and install a multi-user network for QuickBooks Desktop. Just proceed to Step 5,6,7.

 

Now you can host your company files over your network. If you want to access your multi-user network, sign in as a user with admin rights on your server computer and workstations.

 

I'm adding this article that will guide you about importing and exporting IN QuickBooks Point of Sale: QuickBooks Desktop Point of Sale: Import and Export overview.

 

In case you encounter any error upon installing, you can perform the troubleshooting steps in these articles: 

 

Please let me know how it goes or if I can be of additional assistance in the comment section below. I'll be always here to help you. have a great weekend.

Highlighted
Level 14

quickbooks 2020 vs 2021

@MM470 


@MM470 wrote:

I contacted quickbooks last week and they told me the only way to do this was to pay a hosting service.


Why did Support say that? Do you need to access the same company file but both of you are not in the same network environment? 

Highlighted
Level 1

quickbooks 2020 vs 2021

Thank you for replying.  We are on the same network and  from the sound of it we can do what we want without going to a hosting service.  I'm not sure why quickbooks support told me we couldn't.   Maybe the person I spoke to didn't understand the question properly.

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Level 1

quickbooks 2020 vs 2021

Thank you so much for your answer!  I will work on this shortly and reply back with any questions.  Greatly appreciate your post! 

Highlighted
Level 14

quickbooks 2020 vs 2021

Make sure you are purchasing an additional seat for your current license. If you got another license code, it would be another problem to resolve.

Highlighted
Level 1

quickbooks 2020 vs 2021

Thank you again for your assistance with this.  I already have Quickbooks 2020 pro desktop installed on my host computer, the instructions your previously provided seem to be for a new install.  Can you assist with how to make the existing program shareable with a new PC that I’m installing. 

 

Thank you!

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Moderator

quickbooks 2020 vs 2021

Thanks for getting back to us, MM470.

 

The instructions shared by my colleague is correct concerning sharing your existing program with your new computer. You'll have to continue with the process of setting up multi-user in QuickBooks Desktop. You may proceed with step 2 until you reach 7 in this article: Set up and install a multi-user network for QuickBooks Desktop

 

The recommended article will surely help you with hosting company files over your network and ensures all users can access the file.

 

I've listed an articles below for more information:

Visit again here if you have any other concerns. We're here to help.

Highlighted
Level 1

quickbooks 2020 vs 2021

thank you for all of your help.  We were able to set up the remote PC so that it can access the intuit folder on our host computer.  Do I need to download quickbooks on the remote computer as well, and if so, do I need to purchase an additional license for that PC.  thank you!

Highlighted
Level 14

quickbooks 2020 vs 2021

You will need a QB Desktop for 2 users license to have 2 computers working on the same file at the same time. 

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