QuickBooks multi user remote access allows you to work on the same company file from several desktops. In a multi-user setup, you host your company file on a computer called the server. You and other team members can access this company file from their desktops, which are called workstations. QuickBooks Desktop needs to be installed on all these computers.
In this blog, we will see how to map your host computer as a network drive, set up multi-user remote access, and use QuickBooks on the workstations. Let us get started.
|Although, this article will guide you on setting up QuickBooks multi user remote access, an expert can get it done for you in minutes. Dial 1(800) 580-5375 now, and speak to a QB ProAdvisor.
Important Things for QuickBooks Multi User Mode to Work
Let us look at some important things that are required for the QuickBooks multi user remote access to work.
- QuickBooks must be installed on the host computer or server.
- The hosting settings must be properly configured
- The Windows firewall and the antivirus must allow QuickBooks to connect with the network and the computers.
- The Windows firewall and antivirus must allow the QuickBooks programs like database server manager to run.
- The Windows file permissions must be properly set to allow QuickBooks and the users access to the required files.
- The database server manager must be able to open the company file.
Three Ways to Host Company Files for Multi-User Access
There are three ways you can host the company file on the network and access it on the workstations. The differences are in where you host the company file and where you use QuickBooks.
1. Dedicated Hosting Method
In the dedicated hosting method, you host the company file on the server, and access the company file through the workstations. However, you don’t use QuickBooks on the server, only on the workstations.
The QuickBooks Desktop will be need to be installed on both the server and the workstations. The server has the hosting on while the workstations will have the hosting off.
2. Peer-to-Peer Hosting Method
In peer to peer hosting method, the company file is hosted on a server and accessed through both the server and the workstations. The users use QuickBooks both on the server and the workstations.
The QuickBooks Desktop will need to be installed on both the server and the workstations. The hosting will be on on the server and hosting is off on the workstations.
3. Alternate Hosting Method
In the alternate hosting method, the company file is stored on the data server. This method is similar to dedicated hosting except that company files are present on the data server instead of the server or the host computer.
The QuickBooks Desktop will need to be installed on both the server and the workstations. The hosting will be on at the server, and hosting will be off at the workstations.
Let’s Set Up QuickBooks Multi User Remote Access
Setting up multi-user mode involves several steps such as Installing QuickBooks Desktop on the host computer, installing database server manager, configuring multi-user mode, and then locating the company file and accessing it on the remote desktop.
Let us walk you through the detailed steps of setting up QuickBooks multi user remote access.
1. Install QuickBooks Desktop on the Host Computer (Server)
You can access the same company file from different computers in multi-user mode. However, to configure multi-user mode, you will need to host your company file on a computer and use it as a network drive. This computer is called the server. The other computers where you access the company files are called workstations. They are connected to the server with a network connection.
Your host computer, also called the server, will need to have the QuickBooks Desktop application installed on it.
- Therefore, first, Download and Install QuickBooks Desktop. Provide your personal information, payment info, and details like what you will be using QuickBooks for. You will have the option to choose from various QuickBooks versions and plans.
- When asked for the install type, choose Custom and Network Install.
Now, know that when you install QuickBooks Desktop, you will see three options like this in the image below.
As we saw in the last section, there are three ways you can host the company file on the server. Therefore, when you proceed to install QuickBooks Desktop, you will have three options to choose from.
- I’ll be using QuickBooks Desktop on this computer.
- I’ll be using QuickBooks Desktop on this computer AND I’ll be storing our company file here so it can be shared over our network.
- I’ll NOT be using QuickBooks Desktop on this computer. I’ll be storing our company file here so it can be shared over our network.
Now, as you need to host the company file on the server (host computer), you can choose the last two options. You may or not use the QuickBooks Desktop on the server computer.
- Choose “I’ll be using QuickBooks Desktop on this computer AND I’ll be storing our company file here so it can be shared over our network.” if you will be using QuickBooks on the host computer.
- Choose “I’ll NOT be using QuickBooks Desktop on this computer. I’ll be storing our company file here so it can be shared over our network.” if you won’t be using QuickBooks on the host computer.
- Follow the installation wizard to complete the installation process.
QuickBooks does allow you to keep your company file on a network drive instead of the local disk of the server computer. However, storing the company file on the server computer makes it easy to access it from the workstations.
2. Set Up Folder Permissions on Your Computer
Now, you need to set up the folder permissions on your computer. Check and verify that the folder that has the company file has permission to be on the network.
3. Map Host Computer as Network Drive
To access company files from another computer, you will need to map your host computer as a network drive. Here is how you can map the server computer as a network drive for Windows 10 and 11. Once you are done mapping, you can access the company file through the shared folder.
- Press the Windows button or click on the Start
- Now, enter File Explorer in the search bar and tap on File Explorer.
- Right-click on This PC.
- Tap on More or More Options, and choose Map Network Drive.
- Now, choose the Drive letter you want to keep for the mapped Drive. For example, you can keep it S.
- Now, either enter the full path of the folder you want to map or enter the path of the computer where the file is hosted and go ahead to browse the folder.
- After you browse and select the right folder, tap on Reconnect at sign-in. This will keep the drive mapped every time you log in to the computer.
- Finally, tap on Finish.
4. Ensure Database Server Manager is Installed
When you download and install QuickBooks Desktop and choose the option to host company files, QuickBooks automatically installs Database Server Manager on your computer.
Check that the database server manager is installed on your computer. This is a tool that must be running in the background even when QuickBooks is not open to allow the workstations to access the company file.
If the Database Server Manager is not installed on your computer,
5. Check Firewall and Antivirus Settings
Check and make sure that Windows Firewall and antivirus settings allow QuickBooks programs to run and connect to the network. If you find that Windows Firewall or antivirus interrupts the smooth functioning of the QuickBooks programs or their ability to connect with the network, create the required firewall and antivirus exclusions for QuickBooks.
6. Ensure Admin Rights
You’ll need to log in to your host computer with the administrator or a user with admin rights. Ensure that the user you use to login to the server has the administrator rights.
7. Scan the Folder that Contains the Company File
Now that you have the Database Server Manager installed on your computer, let us proceed to scan the folder with the company file. After scanning the folder, you will be able to access the company file from the workstations.
a. Scan Your Folders
You will need to scan the folders holding the files once before sharing them. Here is how you can do that:
- Go to the Start menu on your server computer. To open the start menu, all you have to do is go to the Windows Desktop and press the Start or Windows
- Search for Database Server Manager and tap on QuickBooks Database Server Manager when you see it.
- Now, choose the Scan Folders
- Tap on Browse. Locate the folder that has the company file.
- Finally, tap on OK.
- Now, click on Start Scan.
Allow the tool to scan, and when it finishes, you will see the folders in the QuickBooks company file found section.
b. Monitor Your Drives
When you scan the folder, the drive containing the folders shows up in the monitored drives. If you select the drive to monitor these folders, Database Server Manager will automatically scan the file if you move it inside the drive.
- You will see a Monitored Drives Click on it.
- Now, mark the checkbox for the hard disk drive that contains your company file. Don’t add extra drives as it might cause your computer and QuickBooks to slow down.
Note: One cannot monitor mapped drives.
8. Turn on Multi User Access
After you install QuickBooks Desktop and Database Server Manager, and scan the folders, you are ready to turn on the hosting mode to experience QuickBooks multi user remote access on your workstations.
Know that you should only turn on this feature on the host computer (server) and not on the workstations as that will cause a conflict and the hosting won’t work anymore.
- Open QuickBooks Desktop on your host computer.
- Tap on the File Choose Utilities.
- Now, choose Host Multi-User Access.
- Finally, tap on Yes.
9. Install QuickBooks Desktop on Workstation
You have turned on the multi user mode on the host computer. Now, you need to install QuickBooks on the workstations.
Note: Skip this step if you already have QuickBooks installed on the workstations.
- Download and Install QuickBooks Desktop on the workstation. Choose the option “I’ll be using QuickBooks Desktop on this computer” when you install QuickBooks Desktop.
- Now, proceed with the on-screen instructions that follow.
To access the multi user network, ensure that you sign with a user that has admin rights both on the server and the workstations.
Open the Company File on Another Computer
After you have set up QuickBooks multi user access on the server, and installed QuickBooks Desktop on the workstation, you can open the company file on workstations.
- Open QuickBooks Desktop.
- You will see the No Company Window or the Welcome to QuickBooks Desktop window.
- Tap on Open an existing company file.
- Click on Open a company file followed by Next.
- Now, you will see the window where you can browse for the company file.
- Locate the company file to where it is stored. If the company file is in a shared drive, navigate to the folder that contains the company file.
Here is an example of the default locations for the company file in a shared drive S:
- Finally, select the right company file.
This will open your company file on the remote computer.
Wrapping It Up
The above guide will help you to set up QuickBooks multi user remote access and open a company file on another computer. If you find trouble in configuring the multi user mode or working on the company file from the workstations, reach out to our QB ProAdvisors.
These QB Experts will help you troubleshoot all the multi-user mode issues in no time. Dial 1(800) 580-5375 now.
Frequently Asked Questions
Can QuickBooks be accessed remotely?
Yes, you can access QuickBooks Desktop remotely, through many computers. One way is that you can set up multi-user mode and access the company file from another computer. Another way is hosting QuickBooks on a computer and accessing it from a remote desktop using RDP or software like AnyDesk. However, if you access the same QuickBooks Desktop application present on a computer and not the company file, you can’t access it at the same time.
Can multiple users access QuickBooks at the same time?
Yes, multiple users can access the QuickBooks company file through the QuickBooks installed on their computer. For that, you will need to set up a company file and buy QuickBooks licenses for the host computer and workstations.
The bottom line is that you can’t access the same QuickBooks Desktop application from many computers at the same time.
What is host multi-user access QuickBooks?
QuickBooks allows you to host a company file on the server computer and access it through the workstations. This is called hosting or multi-user mode.
How many users can access QuickBooks Desktop?
There are two different things – accessing QuickBooks Desktop and accessing the company file. If you want to access the company file from several computers, you can do so in multi-user mode. The number of users who can access company file depends on the licenses you have. However, if you want to access the QuickBooks Desktop application from many computers, you will need to use services like Remote Desktop Connection.