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mrogovin
March 14, 2024
Question

Multi-user access to server file

  • March 14, 2024
  • 1 reply
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We have QB Premier Non Profit 2019 Windows, probably upgrading to 2021 before it is no longer possible to do so. We have 5 users on our license and the file is on a shared fileserver directory mapped to each local computer and accessible for off-site computers via VPN (currently, some users use VPN to connect to an on-premises PC, such as their desktop while others use their home computer to VPN into the server). Issues are:

 

(1) can we install extra copies of the software on people's home office PCs on the same license as their desktop so that people can work from home and connect via VPN to the server hosting the data file and we do not need extra licenses from them, or do they have to VPN into their workplace PC running their copy of QB Desktop?

 

(2) Only one user can currently use the program at a time (no concurrent connections to the datafile). I understand there is a way to have multiple people logged in at once, but I am not clear from the instructions on how to activate this feature. While we may go to QBO at some point, if we can keep this set up, it would be better than paying for cloud hosting or learning a new system. I am sure there is documentation somewhere that can walk me through the steps to do this and would appreciate being pointed in the right direction.  

1 reply

4
4Gal
March 14, 2024

(1) can we install extra copies of the software on people's home office PCs on the same license as their desktop so that people can work from home and connect via VPN to the server hosting the data file and we do not need extra licenses from them, or do they have to VPN into their workplace PC running their copy of QB Desktop?

do they have to VPN into their workplace PC running their copy of QB Desktop? Yes, This is the cheapest option.

 

(2) Only one user can currently use the program at a time (no concurrent connections to the datafile). I understand there is a way to have multiple people logged in at once, but I am not clear from the instructions on how to activate this feature. While we may go to QBO at some point, if we can keep this set up, it would be better than paying for cloud hosting or learning a new system. I am sure there is documentation somewhere that can walk me through the steps to do this and would appreciate being pointed in the right direction.

For your reference

https://quickbooks.intuit.com/learn-support/en-us/help-article/install-products/install-quickbooks-database-server-manager/L2ORySIYh_US_en_US?uid=lmoxck2m

 

Alternatively, you can set up a private cloud. You can combine LAN users and remote users accessing the same company file simultaneously. It costs $22.5/month/user access. You can use the same user access interchangeably to lower costs.

 

JenoP
JenoP
March 14, 2024

Thank you for posting your question about remote and multi-user access in QuickBooks, mrogovin. I'd like to provide answers and guidance on this matter.

 

While using a VPN to remotely access computers running QuickBooks is technically possible, we generally advise against this method. There are a couple of key reasons for this:

 

  1. Performance & Data Integrity - VPN delays and latency over longer distances increase the potential for data errors, corruption, and sync issues when multiple users are accessing QuickBooks simultaneously.
  2. Reliability - VPN connections can often be inconsistent and drop unexpectedly, causing disruptions to your QuickBooks work.

 

Instead of using a VPN, it's recommend to use a cloud hosting solution to enable secure, reliable multi-user access to a shared QuickBooks company file from anywhere.

 

With an accredited cloud hosting provider, you and your team can access the same QuickBooks file simultaneously anytime, anywhere you have an internet connection. Let me share these articles for additional details:

 

 

For your second question, you can set up QuickBooks Desktop on a multi-user network since you already have a 5-user license. 

 

To do this, you'll need to install QuickBooks Desktop on either a cloud server or a dedicated computer that will act as a host. Then you can enable the multi-user mode functionality.

 

Let me give you these articles with step-by-step guides for setting up the multi-user network configuration:

 

 

These articles cover the full process of preparing the host computer/server, enabling multi-user mode, and getting additional users connected to the shared company file over the network.

 

Please don't hesitate to reply to this thread if you have any other follow-up questions as you work through the multi-user setup, mrogovin. The Community is also here as an ongoing resource if you need any other assistance while working with the installation.

M
mrogovinAuthor
March 14, 2024

> you'll need to install QuickBooks Desktop on either a cloud server or a dedicated computer that will act as a host. 

 

QBD is installed on several workstations in the office. The data file is on a server which is a mapperd drive, the same letter on all workstations. Can any of them set up the QB file to work in multi-user mode to allow for multiple simultaneous logins? Do they all need to be set up the same way, or only one? That is: is the multi-user option part of the DATA FILE or the QBD app? I do not think it is cost effective to pay for a cloud-based desktop app since there is a per user monthly cost. We would either continue to access a desktop via VPN unless it is possible to do installs on home PCs and VPN direct to the server. The only other viable solution is QBO. 

 

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