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orcmw
Level 1

accessing the same file on two different computers

How can i access the same file on two different quickbooks desktop computers in two different locations?

 

6 Comments 6
RogelioL
QuickBooks Team

accessing the same file on two different computers

Accessing QuickBooks Desktop (QBDT) files from two different computers is key to flexibility, and I'm here to help you achieve this.

 

First, you'll need to ensure you have at least two user licenses to activate the multi-user feature. QuickBooks Desktop allows multiple users to work simultaneously on the same company file over a network server.

 

Once you've confirmed that you own the necessary licenses, the next step is to map the server or host computer as a network drive. This allows you to access QBDT from a different computer that's not the main server.

 

Then, set up the computers that will be accessing the files for multi-user mode and specify the folder where the company file is located.

 

To enable hosting of your company file in a multi-user network, follow these steps:

 

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

 

After this, you’ll need to install the QuickBooks Database Manager on the remote computer to configure multi-user access for the QuickBooks Server.

 

Here’s how to do that:

 

  1. Download & Install QuickBooks Desktop on the primary computer.
  2. From the QuickBooks File menu, select Switch to Multi-user Mode.
  3. In the Multi-user hosting setup window, click Yes.
  4. Note: QuickBooks Desktop installs and runs QBDBMgrN.exe as a background service. This service must be running on the computer storing the company file even if QuickBooks Desktop is not open.
  5. Select OK on the Multi-user setup information window.
  6. Add the necessary users by going to Company, selecting Users, then Set up Users and Roles, and selecting New.

 

For more guidance on hosting your company files across your network, you can also check out these articles:

 

 

If you have any other questions about the multi-user network in QBDT, please feel free to reach out by clicking the reply button or creating a new post in the Community. We wish you a successful year ahead.

Rainflurry
Level 14

accessing the same file on two different computers

@orcmw 

 

As long as you don't need to have both computers access the file at the same time, look at QBox.  It's designed specifically to share QB Desktop between different computers.  I have no affiliation with the company, I've just been a user for years and am happy with it.     

lorid1243
Level 1

accessing the same file on two different computers

I have this set up on the host computer but on the other computer I cannot find the host computer on the network to connect or find the company file

 

lorid1243
Level 1

accessing the same file on two different computers

I have this set up on the host computer but on the other computer I cannot find the host computer on the network to connect or find the company file

 

Chrea
Level 6

accessing the same file on two different computers

@lorid1243 

Do you have a license for 2 users or 2 licenses for single user?

RogelioL
QuickBooks Team

accessing the same file on two different computers

Thank you for joining this thread, Lorid. Let me walk you through the steps to ensure the host computer is discoverable on your network and set up for multi-user access.

 

To resolve this, let's ensure first that the hosting is turned on only for the host computer:

 

  1. Open QuickBooks Desktop on the host computer.
  2. Go to the File, then hover to Utilities.
  3. Verify that the Host computer is logged in to QuickBooks Desktop with the Admin user.

 

Once done, make sure the folder containing your company file is shared:

 

  1. Locate the folder on the host computer where your company is stored.
  2. Right-click the folder, select Properties, then click Sharing.
  3. Hover to Advanced Sharing, then choose Share this folder.
  4. Click Permissions and ensure Everyone or specific users have Full Control access.

 

After this, let's check the network connectivity. On the secondary computer:

 

  1. Press Windows + R, type // [Host (Computer Name], and press Enter.
  2. Replace [HostComputerName] with the name of your host computer.
  3. If it doesn't open, confirm both computers are on the same network.
  4. Locate the folder with your QuickBooks company file and confirm access.

 

Then, ensure the QuickBooks Database Server Manager is running on the host computer:

 

  1. Open the QuickBooks Tool Hub on the host computer.
  2. Go to the Network Issues, then click Database Server Manager.
  3. Select Browse, then choose the folder containing your company file.
  4. Click Start Scan to fix permissions automatically.  

 

Let's reconnect the secondary computer to the file:

 

  1. Go to File and then hover to Open or Restore a Company File
  2. Select Open a Company File.
  3. Navigate to a shared folder on the host computer and select the company file.
    image (7).png

If you still can't, please configure the firewall and security settings, as it can sometimes block communications.

 

Once you've resolved your concern, you might want to check out this page to learn how to identify and fix data integrity issues within a company file: Verify and Rebuild Data in QuickBooks Desktop.

 

Let me know how these steps go for connecting the secondary computer to the host, Lorid. If you're still having trouble finding the host computer, I can offer more guidance. Ensuring smooth multi-user access is essential, and I'm here to lend a hand.

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