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multi-user mode setup

Steps to QuickBooks Multi-User Set Up | Top 7 Methods

If you wish to exchange data with numerous users in the QuickBooks program. Then you must set up and install QuickBooks multi-user mode. QuickBooks is widely recognized as one of the best accounting software programs available today. It’s extremely efficient and allows you to keep track of all of your accounting tasks in the most efficient way available. Multi-user mode allows numerous users on the same network to view and control the same file.

If you are looking for information regarding, setting up a multi-user network on a QuickBooks desktop, then you are at the right place. We have provided you with all the basic knowledge users must know about QuickBooks and its multi-user mode.

QuickBooks Multi-User Mode Networks: What is it?

While you can learn how to set up a multi-user network on a QuickBooks desktop, you must first grasp what it is. In multi-user mode, many people can work on the same corporate document at a given time. 

This tool allows you to save a lot of time and make things simple. Multi-user mode may be quite advantageous if you have a large company with high employees. This should be highlighted, although, that in order to set up a QuickBooks desktop multi-user, you must have a different licensed copy of the software installed.

System Requirements for QuickBooks Multi-User Mode 

  • Another key step is to activate and check the QuickBooks database server management.
  • By entering data in as administrator, in QuickBooks add the user you can check the Windows file permissions.
  • When converting to a multi-user network, it’s a good idea to set up users for the corporate file.

Points to Remember in Setup

You can have a connection to the data file from anywhere on the network using QuickBooks. The program must, however, be installed individually for each user. See how to add a user to QuickBooks. Varied accounts have different levels of access, such as:

  • In QuickBooks Premier, the number of users is limited to five.
  • The QB corporate solution allows up to 30 users to acquire the file simultaneously.
  • In QuickBooks Pro, the number drops to a limit of three.
Also Read : Download & Use QuickBooks Connection Diagnostic Tool

Easy Methods to Setup Multi-User Mode Network

To complete the setup, you must change the QuickBooks Desktop, Server, and Windows operating system settings. The following are the methods to complete these configurations:

Method 1: Go to QuickBooks Desktop and Set-Up

1.QuickBooks Desktop is available for Windows users to download.

  • Locate a reputable site for the download link.
  • Then go ahead and download QuickBooks Desktop.
  • Save the file to the Downloads folder, which is the default.

 2. On the server device, install QuickBooks Desktop.

  • Go over to the QB Desktop installation file that you downloaded.
  • The file may be found in the Downloads folder.
  • To open the.exe file, double-click it.
  • The type of installation is then displayed.
  • For the install type, pick Custom and Network Install.
  • Then choose the I will be using QuickBooks Desktop on this computer, and I’ll be storing. If you wish to install QuickBooks Desktop in its complete form on your server machine.
  • If you prefer the files to be hosted on the server computer, select that option. On this PC, I will not be using QuickBooks Desktop on this device.

Then, as directed on the display, follow the directions to finish.

Method 2: Switch hosting to multi-user

QuickBooks add user

  • To use QuickBooks, you must first launch the program.
  • Then, if necessary, update the QuickBooks company file to the latest version.
  • Now next step is to navigate to the file and choose the utility option, as well as the host multi-user access option.
  • If the earlier hosted multi-user setup is still intact, you should proceed to the following step.

Method 3: Install Database Server Manager

The Quickbooks Database Server Manager facilitates the transfer of a corporate file from one device to another. As a result, when you download and install QuickBooks programs on your machine, this is also installed. By customizing it, you can ensure that it is correctly installed. The following are the steps to see if it’s working:

how to add a user on quickbooks

  • In the Windows operating system. Go to the search bar in the Start Menu.
  • Write Service in the space.
  • From the results, tap on the Service to open it.
  • Open QuickBooksDBXX in the Service by clicking on it.
  • Select the General tab from the drop-down menu.
  • Find the service status section on this tab.
  • If it’s already operating, select Stop.
  • Select the Automatic option from the starting type drop-down box.
  • Hit Login from the drop-down menu. Select Local System Account from the drop-down menu.
  • Using the drop-down menu of the Recovery tab, select Restart the Service.
  • Select the General tab from the drop-down menu.
  • Click to Start to restart in your Database Server Manager.

Method 4: Configuring firewall and security

QuickBooks desktop multi user

  • Verify the firewall after opening the start menu.
  • Then select Windows Firewall from the drop-down menu, and then select Advanced Settings from the drop-down menu.
  • The next step is to tap on the inbound rules and then select the option to create a new rule.
  • Then, select Port and Next Options from the drop-down menu.
  • After that, go to the TCP option and enter the ports that QuickBooks requires for the current year.
  • Permit the connection to be established.
  • Then, after checking all of the profiles, move on to the next stage by picking the next option.
  • Give the rule a name and then click the Finish button.
  • Finally, launch QuickBooks in multi-user mode to complete the process.

Method 5: Access Permissions to share company files 

quickbooks add user

  • Users must now right-click the folder containing the business file.
  • After that, go to the properties menu and choose the security option. Also, select the choice to modify.
  • Users must now right-click the folder containing the business file.
  • You must also choose QBDataServicesUserXX, then choose Full control and press Allow.
  • Go to apply and hit on OK.
  • Finally, access permissions on setup windows to share your Company File.

Method 6: Set Windows Admin Rights for Windows 10,8,7 Users

Windows 10:

  • Choose the start tab, then settings > accounts > family & other users, if appropriate.
  • Then choose the option to add someone else to this device.
  • Afterward, choose I don’t have this person’s sign-in information and add a user who does not have a Microsoft account.
  • Then, give the account a new id and password.
  • After that, select the finish option.
  • Then, give the new user admin permissions.
  • When you’re finished, choose the newly created account and then the account type.
  • From the drop-down menu, choose the admin tab.
  • Finally, select the OK and Save options.

Windows 7 and 8:

  • Hit on the Ctrl + R button and open the Control panel.
  • Choose user accounts, then control another account and finally create a new account.
  • After that, fill in the user’s name, choose the admin tab, and then hit the create button.

Method 7: On a different device, Run the company file

  • You must first go to the QuickBooks file menu and select switch to multi-user mode.
  • Then, in the multi-user setup hosting window, choose Yes.
  • On the multi-user setup information window, click the OK tab.
  • Finally, finish the procedure by adding expected users by going to business > set up users and passwords > set up users > add user, and you’re done.

You have learned how to set up and install a multi-user network for QuickBooks Desktop in this post. Multi-user mode can help make this process go more smoothly and efficiently. In a word, setting up a QB multi-user network is a must, especially if you have a large company.