QuickBooks program must be installed on each workstation, the company data file can be stored on a single server or workstation and accessed by multiple users. QuickBooks allows users to simultaneous access to the data file across the network. Every QuickBooks user on the network must have a separate, licensed copy of QuickBooks installed on their local workstations.
- QuickBooks Pro allows up to 3 users to simultaneousally access a file.
- QuickBooks Premier allows up to 5 users to simultaneousally access a file.
- Enterprise Solutions allows up to 30 users to simultaneousally access a file.
Verify an existing setup
To verify an existing setup, use the QuickBooks Database Server Manager to scan company files on the computer where the company file is located. See step 3 below for detailed information.
Important: These steps apply to the computer where the company file is located.
Step 1: Install QuickBooks (Refer to the printed “Startup and Reference Guide” for detailed installation steps.)
- Go to the computer where the company file is located.
- Install QuickBooks and choose the Multi-User Host Installation. (Use the Standard Installation for each additional installation on computers that do not share company files.)Note: QuickBooks also offers a Server Installation option for file servers. For steps to install the QuickBooks Server, see Install the QuickBooks Server.
Step 2: Host multi-user access
Note: Microsoft® Windows® administrator permissions are required to change hosting modes.
- Open QuickBooks.
- If you are prompted to update your company file, update your file to the new version.
- Go to the File menu, click Utilities, and then click Host Multi-User Access.If you see Stop Hosting Multi-User Access, you’re already hosting multi-user access and can continue to the next step.
Step 3: Use the QuickBooks Database Server Manager to scan company files
- On the computer where the company file is located, go to the Start button, click Programs, click QuickBooks, and then click QuickBooks Database Server Manager.
- Click the Scan Folders tab.
- Click the Add Folder button.
- Select the folder that contains your company files and then click OK. Click Add Folder again to add additional folders. (If you’re not sure where your files are stored, select the entire disk to scan all folders.)
- Click the Scan button to begin the scan.
- Once the scan is complete, click Close.
Step 4: Prepare the company file for additional users
- Add users and give them access to the company file.
- To protect your company information from unauthorized access, Intuit recommends that you set up passwords.
Step 5: Have other users log in to the company file
- Open QuickBooks on another computer on your network.
- Open the company file and log on. Be sure to browse to the computer where the company file is stored when you open the company file.
In the recommended setup, to provide other QuickBooks users with continuous access to the company file, the computer that is hosting multi-user access must be left on. However, QuickBooks can be closed.