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Most people using QuickBooks use a single license. In literal terms, this means that you can access QuickBooks on multiple computers. However, files are only accessible to a single user over a maximum of two computers, one at a time. How, then, can you use QuickBooks on multiple computers at the same time? This quick guide will show you the steps to simultaneously access Quickbooks files on different computers.
What Do You Need?
To use Quickbooks on multiple computers at the same time, you need the following:
– A multi-user license mode
A multi-user license allows different people with a QuickBooks license (single-user license) to work with a single QuickBooks company file simultaneously.
– Number of Users
Before choosing the QuickBooks version, you must note the number of users accessing your company file. Currently, there are three types of QuickBooks versions and corresponding user quotas:
– QuickBooks Pro – three users
– QuickBooks Premier Edition – five users.
– QuickBooks Enterprise – Up to thirty users.
Note: A server is not a user if you don’t work on it.
– Server
A multi-user license is more common in companies and businesses, with several individuals working on a single file over a wide array of computers. To use the multi-user license, you must share the file over a network after hosting it on the cloud or a local computer. Each hosting technique has its advantages which we talked about in the methods.
Method 1: Hosting QuickBooks on a Local Computer
Hosting the version of Quickbooks on a local computer will allow other computers connected to the same network to access files hosted on the host computer. The version of QuickBooks depends on the number of multi-users you have, as explained above. Follow the steps below to set up QuickBooks on the local computer.
Note: This method is only suitable and advisable for computers connected over the same network. Connecting over the internet can expose you to risks.
Step 1: Download and install QuickBooks Desktop
Download and install QuickBooks Desktop on the host (local) computer
Under Install Type, click on Custom and Network
Select I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing…
Finish the installation by following the onscreen instructions.
Step 2: Map the network drive
Mapping the drive on the host computer makes the drive accessible on other drives, servers, or computers connected to the same network. The steps below show how to map a network drive on a Windows 10-enabled computer.
Open Windows Explorer on the host computer
Under the upper tab, click on Map a network drive.
Select an unused drive letter and click on Browse.
Navigate to the network location of the QuickBooks file and click OK.
Reopen the file from the newly mapped drive.
Set up the folder permissions on the server computer
Step 3: Set Up the Database Server Manager
QuickBooks Database Server Manager will allow the server computer to share company files with workstations. However, ensure that the hosting account and the Database Server Manager have admin rights. Use the guide below to set up the database server manager:
Open the QuickBooks Database Server Manager
Click on Browse to select the company file
Choose the company file you want to work on
Click on Scan
Close the QuickBooks Database Server Manager
Step 4: Turn on hosting on the server computer
Launch the QuickBooks Desktop
Click on the File menu and hover over Utilities.
Click on Host Multiuser Access and click on Yes
Navigate to Company > Users
Click on Set up Users and Role
Click on New and add the users
Step 5: Install QuickBooks Desktop on your workstation
Download and install QuickBooks Desktop on the workstation
Under Install Type, click on Custom and Network
Select I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing…
Finish the installation by following the onscreen instructions.
Sign in as a user with admin rights on any workstation and begin work.
Method 2: QuickBooks Cloud Hosting
Hosting the version of Quickbooks on the cloud is a more secure option. There are two modes: dedicated hosting, which allows different users to connect directly to the server, and alternate hosting, in which one user (host) connects to the server and other workstations can connect to the server using a local network. There are several types of cloud hosting services you can use. Nonetheless, they all have the same general mechanism highlighted below:
– Installation of QuickBooks on the server (the cloud service will provide this)
– Defining the security and access
– Establish a connection to the server via the internet or remote desktop connection
Quickbooks hosted on the cloud is similar to the locally installed QuickBooks. Furthermore, the server automatically saves changes, and it is accessible remotely.
Access QuickBooks Desktops On Multiple Computers using V2Cloud
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