HELP - Quickbooks Desktop Enterprise - Proper Network Setup

Hello @Jvasconcelos,

Thank you for posting here in the Community. I'd be glad to lend a hand with setting up QuickBooks for multi-user access.

When hosting in multi-user mode, it's crucial to set up everything correctly. Since the computer storing a company file (the host) allows other computers to access the file, the proper setup varies from the mode chosen.

There are three hosting modes available depending on what you prefer for your Enterprise 2021 version. Dedicated hosting, Peer to peer hosting, and Alternate hosting.

Begin by checking our link about hosting, which includes diagrams illustrating the connectivity process: Hosting your company data in multi-user mode in QuickBooks Desktop.

On a multi-user network, one computer hosts your company files (server computer). Computers that connect to your network but don't host your company files are your workstations.

These additional links will guide you further with setting up QuickBooks in a server:

• Install QuickBooks Desktop on a server
• Use QuickBooks Database Server Manager

Also, aside from manually backing up your company file, QuickBooks can do it automatically on your behalf. For more information about how you can schedule a backup, I recommend checking out this article: Back up your QuickBooks Desktop company file.

Drop a comment below if you need more guidance with setting up QuickBooks Desktop. I'll keep an eye on your response. Take care.

Hi @AlcaeusF 
Thank you so much for your assistance and resource articles. Best graphic to describe our current setup is the one below:

Again, on this server we only Database Manager installed, Quickbooks desktop is NOT installed - Should I install it and turn on Hosting?

This afternoon I been reaching out to our users and personally check if their QB is set for Hosting under Utilities and no one is, setting is OFF. Yet almost every morning we will get the message the company file is locked or being used by someone, sometimes error H505, H202.. Only solution is to reboot the server where company file and QB Database Manager resides.

@Jvasconcelos 

Do you only have 2 or more company files?

Does the error message only occur on a certain company file?

How big is the file size?

Thanks for coming back, @Jvasconcelos. Yes, you can follow the suggestion shared by my peer AlcaeusF to install Quickbooks on a server and then turn on hosting.

Here's the link with complete steps to guide you in this process: Install QuickBooks Desktop on a server. 

Let me know if you have additional concerns about installing QuickBooks and hosting. We're always around to help. 

@katherinejoyceO  Do I run BOTH Quickbooks Desktop in "Hosting Mode" and also the Database Manager on the same server?

@katherinejoyceO / @AlcaeusF 
Do I run BOTH Quickbooks Desktop with "Hosting On" & Database Manager on the same server at the same time?
On the clients side, will they still sign-in in Multi-User mode (Hosting Off) OR do they sign in in Single-User?

We have a couple company file but 99% of the times the error occurs on main/headquarters file which is used by about 20 users. The second one is much smaller 32Mb and used by less than 5 people - to be honest don't recall last time it got locked (also not used every day)

File Size:

@Jvasconcelos 

Your file > 1 GB and you should run QB Tool Hub to find and fix any error. The next option is to run the Condense Data utility to delete old transactions. Your team can access the deleted data in the archive file if needed.

@katherinejoyceO / @AlcaeusF 
Do I run BOTH Quickbooks Desktop with "Hosting On" & Database Manager on the same server at the same time?
On the clients side, will they still sign-in in Multi-User mode (Hosting Off) OR do they sign in in Single-User?

Thank you for clarifying and adding screenshot, @ Jvasconcelos. I appreciate your patience in setting up your QuickBooks Desktop.

For your first question, you’ll need to install Database Server Manager and turn on Multi-user Access on your server computer. Your server computer should be the only computer with this feature on.

For your second question, you’ll need to set admin rights for your client. See the Step 5: Set admin rights section of this article: Install QuickBooks Desktop on a server. This will help you determine what administrator privileges are required.

Furthermore, you can sign in as a user with admin permissions whenever you wish to access your multi-user network on your server computer and workstations.

You may also want to consider Fiat’s suggestion of running QuickBooks Diagnostic Tool to automatically identify and fix issues. I’ll show you how:

1. Download the QuickBooks Install DiagnosticTool.
2. Save the file to your local Desktop.
3. Close any open programs and run the QBInstall Tool.
4. Reboot the computer after running the tool to ensure the components are properly updated. 

You can also follow the rest of the solution if you're still having issues with QuickBooks:  QuickBooks Desktop won't open, has stopped working, or not responding. 

Also, if you have a large file and performance is slower than what is needed, you can reduce the size of your company file.

If the issue persists, you'd want to optimize your server and workstations to help minimize the issue. You can read through this article for the step-by-step instructions: Resolve QuickBooks Desktop performance issues - Manage your computers. 

Don't hesitate to reply to this thread so we can answer further questions about setting up your network in QuickBooks. Keep safe always.

As per my original post Database Server Manager is already installed, just trying to confirm I need to install also QuickBooks Desktop App and Enable Hosting?

I appreciate your prompt response, @Jvasconcelos.

I can see that you've been working on a great setup. You're correct that you need to install the QuickBooks Desktop application on that station that serves as the server. Also, ensure to enable hosting to let the multi-user mode work.

Regarding your other issues where users get locked out with a message file being used by someone else or someone is using QB in Single-User mode. You can reference this article for more details to resolve such prompt messages moving forward: Fix locked file errors in QuickBooks Desktop.

In addition, there are specific tasks that only one user can access it, even in multi-user mode. The user may need to reach out to the other user for a heads up when they are done to start the task.

Please let us know if you have other questions in mind. We'll be right here to assist you more. Stay safe and healthy!