How to Setup Multi-user Mode in QuickBooks Desktop? [Detailed Guide]

Setup Multi-user Mode in QuickBooks Desktop

QuickBooks is a renowned accounting software that proves crucial for modern businesses. It offers multiple features. Among these is the ability to set up either on a single server or an entire network which is known as QuickBooks multi-user mode. This article offers a simple guide to QuickBooks Pro multi-user setup. Explore the blog for insights into QuickBooks Desktop multi-user mode.  

Understanding QuickBooks Multi-User Mode:

QuickBooks provides two modes: single-user and multi-user. In single-user mode, only one person can access the software and company files. Access attempts by other users result in errors and denial. Alternatively, QuickBooks multi-user mode allows multiple users across a network to easily access and share data. This helps in collaboration and efficiency.

How Does QuickBooks Multi User Mode Work?

QuickBooks Multi User Mode facilitates collaborative work by allowing multiple users to access the same company file simultaneously. They can access it from their respective workstations over a shared network. Consider a wholesale business scenario with various teams like sales, product development, accounting, and bookkeeping. QuickBooks Multi User Mode ensures seamless access to the company file for all team members. This eliminates the need for a single system and prevents chaos and delays in the workflow. 

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Before Setting Up QuickBooks Multi User Mode

Before delving into the process of setting up QuickBooks Multi User Mode, it's essential to ensure your system meets specific requirements:

1. Log in using Administrator credentials.
2. Confirm that QuickBooks Database Server Manager is activated.
3. Verify proper installation of QuickBooks on all computers connected to the server.

Steps To Start With QuickBooks Multi-User Mode:

Let's understand the steps to initiate QuickBooks Multi User Mode. Keep in mind the following points: 

1. QuickBooks Enterprise Solution allows up to 30 users per company file.
2. QuickBooks Premier permits access for 5 users.
3. QuickBooks Pro limits access to 3 users.
4. The main system (Host) holds the company file, while other systems (workstations) only have access to the software. The host shares the company file data and any changes made are automatically synced. 

Step 1: Download and Install QuickBooks Properly

Start by downloading QuickBooks from Intuit's official website or a reliable source. Follow these steps: 

1. Download QuickBooks and open the .exe file.
2. Install it by following the on-screen instructions.
3. Log in with your product and license details.
4. Choose "Custom & Network Install" in the installation type section.
5. Select the appropriate options for QuickBooks storage on the server computer. 
6. Complete the process by following on-screen instructions. 

Step 2: Set Folder Permissions

Provide folder access rights to share it over the network to enable QuickBooks multi-user mode: 

1. Log in as Administrator.
2. Find the folder with the company file in File Explorer. 
3. Right-click >> Properties >> Security.
4. Click Edit (pencil symbol) and choose QBDataServiceUserXX (matching your QB version).
5. Grant full control and click Allow.
6. Apply >> OK to save changes.

Step 3: Adjust Firewall Settings

Ensure seamless file sharing and access over a multi-user network by configuring your system's firewall:

1. Launch Start Menu >> Firewall >> Windows Firewall >> Advanced.
2. Click on the Inbound Rule tab and choose New Rule.
3. Select Port then select Next.
4. Enter the ports based on your QuickBooks version in TCP options. 
5. Check all boxes when prompted to allow the connection.
6. Finish the rule setup with the correct name.
7. Repeat the process for outbound rules.

Step 4: Configure Database Server Manager

QuickBooks Database Server Manager offers a smooth sharing of company files across devices. Follow these steps: 

1. Search and enter "services" in the field.
2. Open Services and find QuickBooksDBXX then go to the General tab.
3. Stop the service if running and set the startup type to ‘Automatic’.
4. Choose the Local System account in the Logon tab. 
5. Open the Recovery section set restart options and then restart the service. 
6. Return to the General tab, select Start, and then restart the service.

Use QuickBooks Database Server Manager:

1. Open Database Manager on the server computer.
2. Click Scan Folders >> Navigate and locate the company file.
3. Click OK and mark all Hard Drive boxes in Monitored Drives. 
4. QBDSM will now support seamless sharing of the company file.

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Step 5: Activate Hosting Mode

After completing the setup now enable Hosting mode to activate QuickBooks Desktop 2022 multiple user access:

1. Open QuickBooks Desktop.
2. Navigate to the File menu and locate the Utilities option.
3. Open Utilities and select the option to Host Multi-User Access in QuickBooks.
4. Confirm the prompted windows to complete the process. 

Conclusion:

In conclusion, setting up QuickBooks Multi-User Mode is crucial for seamless collaboration and data access across a network. Following the given steps to ensure a smooth transition to this mode. This might enhance the efficiency. In case the users encounter further issues during the setup process then it is recommended to seek assistance from our expert team. Feel free to reach out to our team of experts for personalized guidance and prompt resolutions to any continuous issues. 

Frequently Asked Questions

Can I set up QuickBooks Multi-User Mode on any version?

Yes, all QuickBooks Desktop Pro, Premier, and Enterprise support Multi-User Mode. However, the number of users allowed may vary between these versions.

What does Multi-user Mode in QuickBooks Desktop Define?