sharing a Quickbooks database on network

The option to "run in multiuser mode" was never an option when I was running quickbooks single user edition(at least I do not remember). Without this option, how can this be done with two copies of quickbooks single user edition?
 
nlinecomputers said:
It is on the file menu, you click on Multi User access and if never setup before it walks you through the wizard.
Click to expand...

Thanks. I just didn't remember that option available when I had a single user version. I never noticed it, so I must have incorrectly assumed it was only an option in the multiuser version. Thanks for clearing that up.
 
"Step 0" is always "make a backup".

Before any work is performed or changes introduced, back up your client's data.

If you corrupt it or compromise it in any way, you have a safety net to fall back on.

You can setup users from any workstation with QB's (Company >> Set Up Users and Passwords >> Set Up Users) but you need to be logged in is an Admin in QB.

To be clear, these are QB's users, not workstation users.
 
Mainstay said:
"Step 0" is always "make a backup".

Before any work is performed or changes introduced, back up your client's data.

If you corrupt it or compromise it in any way, you have a safety net to fall back on.

You can setup users from any workstation with QB's (Company >> Set Up Users and Passwords >> Set Up Users) but you need to be logged in is an Admin in QB.

To be clear, these are QB's users, not workstation users.
Click to expand...

Right....got ya :)
 
Mainstay said:
0. Backup your QB's company file (just in case)
1. Buy QB w/ multi-user licensing
2. Setup users in QB and define permissions (and user names and passwords)
3. Share the folder from the Host computer (and open appropriate F/W rules)
4. From your client's computer map that shared folder (Q for quickbooks usually helps) & set Q to open automatically on startup of the computer (not necessary, but it helps sometimes)
5. Install QB on your client's computer
6. On the host computer, open the company file in multi-user mode (c:\path\company.qbw)
7. On your client's computer, open the company file in multi-user mode (q:\company.qbw)

If you encounter problems with the sharing, use: https://intuitcorp.quickbase.com/db/bd9yykidd?a=dr&r=w&rl=cc2

Sometimes for simplicity, I actually map everyone (even the local user) to the mapped drive Q:\
Click to expand...

I have to set up Quickbooks to share data at a real estate office tomorrow, and like the OP, my experience with Quickbooks is...not much. Do the above instructions still apply? Anything that should be added or omitted? Some have said network mapping should be avoided...?

One thing I'm unclear on: I think the guy only needs it for two systems, and I don't think they're networked. Probably no server. I'm not sure if I should be recommending two separate regular licenses, multiple multiuser licences orrrrrr the online version (which really, seems like it would avoid a lot of hassle?). @YeOldeStonecat
 
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TechLady said:
One thing I'm unclear on: I think the guy only needs it for two systems, and I don't think they're networked. Probably no server. I'm not sure if I should be recommending two separate regular licenses, multiple multiuser licences orrrrrr the online version (which really, seems like it would avoid a lot of hassle?). @YeOldeStonecat
Click to expand...

I'm sure technically they're "networked"...as I'm sure all the computers at a real estate office are wired/wireless to a LAN which leads to a broadband router for internet access. Most real estate offices have a server of some sort..they do LOTS of file sharing, listing folders, scan to folders from MFPs, usually quite a good folder heirarchy. But even if not...I'm sure they are networked as far as being connected to a LAN on the same IP range for internet access. File/print sharing may not be setup...but, being on the same IP range..1/2 your work is done. Just setup file sharing for the QB database, do the usual workgroup old fashioned folder sharing/permissions, add local user to match the login of the client workstation, etc. For simplicity of managing the backup of the data I usually change the location of the database file from the default, to something more organized. Perhaps in the users My Docs folder, or in the rood of C, I'll make a QData folder. For client workstations I'll map a Q drive to that.

As for QB Online...it sure makes things easy. Access from anywhere. No network setup needed, just internet access. No worries about backup. No worries about buying the latest version of QB's....it's auto upgraded and included in the subscription cost.

However, for some users....there are some drawbacks. Such as no integration with other on-prem LOB apps like on-prem can, no online bill pay, or the report functions are too watered down for some users. These may or may not be a big deal for your client...have to check with their office manager/book keeper, and accountant.
https://community.intuit.com/articl...oks-online-to-the-quickbooks-desktop-versions
 
The math still stinks, though (well, stinks for the end user, looks awesome to Intuit).

Desktop: Quickbooks Pro = $200 Usage lifetime = 3 years = $5.56 per month
Desktop: Quickbooks Premier = $349 Usage lifetime = 3 years = $9.69 per month
If you don't use payroll, you can probably get a longer usage lifetime, but let's stick with this for now.

Online Essentials: $26.95 per month. 484% of the cost of Pro Desktop, 278% of the cost of Premier Desktop over a 3 year period

"Advantages" of Online:
  • You always have the latest version (I've been using quickbooks for 15 years, and I have never, not once found a new feature that made the upgrade worthwhile or made me want to upgrade early)
  • You can easily share a single database from two separate locations (home & work, multiple retail locations, etc.) This one I'll give you. If you or a client has two locations that want to access quickbooks from, then recommend the online version.
  • Easier to sync/link with other apps and the sync is faster. For example, I have repairshopr linked with Quickbooks to push new customers and invoices, and can also sync inventory from Quickbooks to Repairshopr. For the desktop version, the sync tool only runs once every 30 minutes. For the online version, there is no tool to run on my desktop computer and the sync is closer to every minute.
So for me....I don't think any of the advantages are worth the incredible increase in cost, so I use the desktop version of Quickbooks. Plus, you don't get the full feature set in the online version, so if you use any of the "missing" features, you have to stay with Desktop or find another way to do those tasks. For example, "assemblies". If you buy parts, put them together into a computer and want to have your invoice to the client just say "Workstation Computer - $1,299" as opposed to listing each individual part, then you need the Desktop version to do that.

Much like the math for Office365 vs. desktop versions of Office, you have to lay out the pros and cons and decide for yourself (or explain to your client so they can decide for themselves) which version makes the most sense.
 
nlinecomputers said:
What he said. The main thing to note is that for a second user to run QB at the same time requires a second licensed copy of Quickbooks.

You can use one license but the other user will have to log out when the second user wants to access it.
Click to expand...
I would like to add to the list, make sure the clients stay on the same network!! One of the shares logged into the guest wifi account and she went all week messing with it before she called and I figured it out.
 
ell said:
I would like to add to the list, make sure the clients stay on the same network!! One of the shares logged into the guest wifi account and she went all week messing with it before she called and I figured it out.
Click to expand...
LOL, reminds me of one of our clients. One day we get a call that nobody can print to their one network printer. I went on site since they are not managed, and the printer is connected to the guest Wi-Fi network. When I asked who did this, of course nobody had any idea. Right, OK, so the printer just guessed that the guest Wi-Fi is one of your networks and it just happened to be able to guess the password correctly......sure, OK. Set it back to the hidden main network and all was good.
 
Well, they don’t want the online version...the bookkeeper hates it. So much for the easy way out! When I called Intuit they indicated they’ve heard that a lot.

Also, I learned Intuit will no longer let you buy additional liscences for 2016...they force you to upgrade to 2018 to do it
 
HCHTech said:
The math still stinks, though (well, stinks for the end user, looks awesome to Intuit).
Click to expand...

Hidden/forgotten/overlooked cost savings of QB online vs local installs.
*Little to no cost in having some IT guy setup your network for sharing of QB's..
*For places with several locations, or for someone who might need to work after hours and remote in from home...gone are those setup costs..can easily hit the online one from anywhere. There's a huge convenience factor in this for many clients.
*Less cost in needing fast computers....for accountants we typically sell beefed up workstations, 16 gigs, SSD, etc.
*No backup needed
*No cost in having the IT guy upgrade QBs every 3 years
*No cost in having the IT "fix" Quickbooks when a Windows update breaks it like one of the .NET Frame updates in mid Feb of this year did.

I look at Quickbooks online sorta like I did when Microsoft retired Small Business Server and pushed O365. Just on a smaller scale, but it took a bit of money out of the pockets of us IT guys.
 
I had a very similar discussion today with a very small business owner. He wants his sister to help with invoicing but she lives 80 miles away. QB Online would be awesome if it weren't so freaking expensive. But the kicker was the fear that trying to go backwards from a cloud solution back to a single-user local database could be made artificially difficult by Intuit.

We are going to experiment with TeamViewer for a few days and see if it's viable over their poor Internet connections. If so then I'll put the effort into making RealVNC work because $49 a month for TV is also pretty crazy for a few hours a week of access. SplashTop is a lot cheaper but the one time I used it I thought it was needlessly complicated.
 
ell said:
I would like to add to the list, make sure the clients stay on the same network!! One of the shares logged into the guest wifi account and she went all week messing with it before she called and I figured it out.
Click to expand...

This is one of the big reason's I really, really, really HATE unsecured WiFi's in congested areas. Especially with large chains like DD, Starbuck's, etc, etc. So many people have them on their devices, including laptops. Get to their office and can't understand why they can't see stuff. I'll remove those remembered sites and they just load them up again. At least it's easy money. LOL!!!!
 
Had a client recently with a HDD crash that wiped out his copy of QB. Luckily he had backups.
After we reinstalled QB and tried to activate it with his license key, it kept failing. We called them and they told us that he "MUST upgrade to a QB Online subscription or find another program!"
They refused to do anything about it simply stating that the "local install was no longer supported!"
After some foot stomping and pleading the QB guy finally relented and activated his key - after they lightened his bank account of $75 for a "non standard activation!"
QB sux!
 
Yeah but none of the positives about Quickbooks Online matter if the bookkeeper hates it...and apparently, almost all of them do. Ha.

Anyway since they decided against that route...between all the maintenance the computers needed (there was no antivirus anywhere, for instance) and multiple Quickbooks snafus...I was there for a looooong time. I still have to go wrap things up tomorrow. Systems are something like nine years old so that didn't help.

It was hard to take notes while I was working with Intuit but the rough process came out like this:
  • Install Quickbooks
  • Import data files (you made backups because you’re smart)
  • Go to Quickbooks database server manager
  • Scan for folders
  • Set permissions for .QB files (full control)
  • Go to windows services, stop QB databases service, restart it and set to Automatic
  • Set up user names and passwords in Quickbooks
  • Go to File > multiuser mode, verify that QB is running in multiuser mode
  • In windows network, turn off password protected sharing
  • Go to other computers and see if you can find database on network, which is now shared
And that's where we had to stop for the day...we got permissions fails which we're going to have to fix tomorrow.
 
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