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Quickbooks desktop multiple users |
Quickbooks desktop multiple users
However, before you can enjoy the benefits of this feature, you need to set up the settings and preferences to enable it.
To set up a multi-user network on QuickBooks desktop, you need to configure the accounting software, windows, and the server. Also, before starting, make sure that you have already downloaded and installed the QuickBooks desktop on your server.
The primary server system will host the software and the company file. All the other systems, known as workstations, will have the software on them but not the company file. All the changes made to the company file from any workstation will be synced with all the other workstations. Follow the steps provided below to download and install QuickBooks on your network computer. If you store the company file on the local hard drive of your server, it will become easier to share it on the network.
You can also keep your files on a mapped network drive. You need to allow the folder which contains the company file to be shared over the network. This free tool provided by Intuit enables users to share their company files over a network. It makes it easier to configure the multiuser mode and tracks all the changes made from multiple workstations.
Go to this link to download the QuickBooks database server manager. All these files are executable. QuickBooks would then allow both users to use the program at the same time. If you need more than two licenses for QuickBooks, you can purchase a multi-user license instead of additional single-user licenses. Multi-user licenses allow a fixed maximum number of employees to use QuickBooks at the same time. QuickBooks Pro offers a three-user license, QuickBooks Premier offers a five-user license and QuickBooks Enterprise offers licenses from five to 30 users in five-user increments.
Both single- and multi-user licenses are associated with specific users. They cannot be shared among a larger group of users who need access to the software. For example, let's say you have a group of seven employees that might use QuickBooks. Even though no more than three employees would ever need to run QuickBooks simultaneously, you must purchase a user license. You cannot purchase a three-user license and share the licenses among the seven who need access because each individual needs his own QuickBooks license.
If an employee leaves the company, you can assign her license to a different employee. When you implement multi-user QuickBooks, place the QuickBooks database on a shared drive that all QuickBooks users can access. If you have a server that only stores the QuickBooks database and doesn't provide access to the program, you don't need to buy a separate license for the computer. Install a copy of QuickBooks on each user's computer and enter one of the license keys from your multi-user pack.
The QuickBooks administrator must activate multi-user mode through the File menu and set up each user in QuickBooks if the user doesn't already exist.
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