How to Fix “The File You Specified Cannot Be Opened” Errors in QuickBooks?

QuickBooks accounting software often witnesses a QuickBooks file error while attempting to open a file or an attachment. Here’s how the complete error message reads:

The file you specified cannot be opened. Make sure that it is not currently being used by another program or a read-only file.

The Windows error was “The file exists.”

The error messages appear on the screen due to several circumstances. Here’s a list of other instances when this error is witnessed:

Updating payroll account in QuickBooks
Opening payroll state or federal forms
Paying scheduled payroll liabilities in QuickBooks Online

Now, since there is a basic understanding of the QuickBooks file error, let us move on to learn about the causes that trigger the issue.

How to Fix “The File You Specified Cannot Be Opened” Errors in QuickBooks?

Several steps can be implemented to fix “The file you specified cannot be opened” and “The file exists errors”. From reviewing the QuickBooks updates and running the software as an Admin to updating the Windows permission, all the solutions have been explored below:

Solution 1: Check for the Latest Product Updates

Updating QuickBooks fixes glitches and enhances performance. Follow these steps to update QuickBooks to its current release:

Open QuickBooks Desktop and click the “F2 key”.
Use the “Product Information” window.
Select the right QuickBooks version.
Click on the “Get the Latest Updates” option.
Create a new folder and save the file.
Click twice on the installation file to begin the update.
Restart the system and confirm the status of the issue.

Solution 2. Run as Administrator

The "File you specified cannot be opened" error often appears after updating QuickBooks or QuickBooks Payroll. To fix it, follow these steps:

Open the Windows Start menu.
Type QuickBooks into the search bar.
Find your QuickBooks version and year in the results.
Right-click on the QuickBooks application.
Choose the option “Run as administrator”.
Perform the payroll update.
After the update, close QuickBooks.
Reopen QuickBooks normally (without admin rights).
In case the error persists, try the next solution.

Solution 3: Update Windows Permissions

Allocating the correct permissions ensures QuickBooks works effortlessly with Windows. Here are the steps to configure permissions:

Open the Windows Start menu.
Type File Explorer into the search bar and launch it.
Find the QuickBooks Program File in File Explorer.
Change the permissions as needed to grant the required access. It will look like this:

Processor Type	File Path for QBW32.EXE
32-bit	C:\program files\intuit\quickbooks (year)
64-bit	C:\program files x86\intuit\quickbooks (year)

Here are the steps to configure permissions for QuickBooks:

Hit right-click on the QuickBooks program (QBW32.EXE) file and select the “Properties” option.
Go to the “Security” tab and click the “Edit” option.
Click the “Add” button. Type Everyone in the window and click the “OK” button.
In the Security window, check the box for Full control and click the “OK” button.
Click the “Add” button again. Enter Users in the window and click the "OK” button.
Check the box for Full control in the Security screen and click the “OK” button.
Click the “Apply” button, then click the “OK” button to save and close the settings.

This makes sure the required permissions are allocated.

Solution 4: Run Quick Fix My File

A corrupted company file often triggers the "The file you specified cannot be opened" error in QuickBooks. Use the Quick Fix My File tool to fix this. Follow these steps:

Download and install the QuickBooks Tool Hub.
Open the Tool Hub and choose the “Company File Issues” option.
Click the “Quick Fix My File” option.
Click the “OK” button once the process is over.

This restores the integrity of the company file and fixes the issue. In case the error persists, use QuickBooks File Doctor to resolve it. Follow these steps:

Open the QuickBooks Tool Hub and choose the “Company File Issues” option.
Click the “Run QuickBooks File Doctor” option.
In the File Doctor dashboard, click the dropdown menu to choose your company file.
Choose the option “Check your file” and click the “Proceed” button.
Add your admin credentials when notified.
Click the “Next” button to begin the file repair process.

This helps fix company file issues effectively.

What causes “The file you specified cannot be opened” and “The file exists”?

The "The file you specified cannot be opened" and "The file exists" errors in QuickBooks payroll can arise due to multiple reasons. Here are some of the causes:

Inactive or poor internet connection: Ensure the internet connection is stable.
Outdated firewall: An outdated firewall restricts QuickBooks from opening certain files.
Misconfigured internet security settings: Check and modify the security settings.
Outdated QuickBooks Desktop application: Ensure QuickBooks is up-to-date.
Windows User Account Control (UAC): If UAC is interfering, it will trigger issues.
Lack of Admin rights: Ensure you have the required admin rights to use the file.
Incorrect software installation: Reinstall QuickBooks if the installation was not done systematically.
Malware on the server: Scan for viruses or malware that impacts the system.

What are the Symptoms of the QuickBooks Error "The file you specified cannot be opened"?

The symptoms of the QuickBooks Error "The file you specified cannot be opened" comprise:

QuickBooks cannot open the company file.
An error message appears with the text: "The file you specified cannot be opened".
QuickBooks freezes or crashes while attempting to access the file.
The company file remains unreachable even after several attempts to open it.
Users will experience performance issues while trying to load the file.

Note: These symptoms specify a problem with the file or its accessibility.

Final Words

Payroll helps businesses handle employee finances efficiently. QuickBooks Payroll simplifies handling payroll taxes and paying employees. It provides a comprehensive solution for jobs like setting up a payment schedule, monitoring employee hours, and handling salaries. However, the process can be interrupted by the error: "The file you specified cannot be opened." In this guide, all the relevant troubleshooting methods have been discussed along with their symptoms and causes. In case any user gets stuck while implementing the steps or needs professional expertise, feel free to reach out to us.

Frequently Asked Question

Q 1: Can a user experience the “The File You Specified Cannot Be Opened” error if the file is placed on a network drive?

Ans: Yes. This error occurs if the network drive is inaccessible.

Q 2: Why do users experience the “The File Exists” error after renaming the file?

Ans: Double-check the file's location to ensure no other files have identical names. In case duplicates exist, rename the file with an exclusive name to prevent conflicts.

Q 3: How to check Folder permissions?

Ans: Here are the steps to check folder permissions:

Right-click the folder where your company file is saved.
Choose the Properties option and go to the Security tab.
Click the Edit option, select the user who is experiencing the error, and ensure Full Control is checked.
Implement the changes and try opening QuickBooks once more.

Q 4: Can the QuickBooks Company File itself cause these errors?

Ans: Yes. Technical errors or corruption in the company file can trigger these errors. Use tools like Quick Fix My Program, QuickBooks File Doctor Tool, or Install Diagnostic Tool to resolve it.

Q 5: Can this QuickBooks file error impact the system data?

Ans: No. The error does not impact the data. It only restricts QuickBooks from using the file.

Q 6: Is this error related to multi-user mode?

Ans: Yes. When multiple users try to use the file simultaneously or if the server is set up improperly, the error gets triggered.

How to Fix “The File You Specified Cannot Be Opened” Errors in QuickBooks?

How to Fix “The File You Specified Cannot Be Opened” Errors in QuickBooks?