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naviseyer
September 23, 2023
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2022 Quickbooks Enterprise 2 different company files @ different license

  • September 23, 2023
  • 2 replies
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I am the network Admin for a small company .  We have multiple company files running on a server dedicated to quickbooks and nothing else .  Lets call it company A .. company A has a 12 user license and 4 company files on the server . 

 

I have been tasked with Adding a new company file for the owners daughters company .lets call her company Z .  She had up until now been working from home and no one had access to her Quickbooks file as no one needed it . She has her own License for quickbooks with 3 users . 

 

She wants to maintain her own license software and always be able to go back to working at home should her push to expand fail . 

 

For now she only wants herself , her sister and the company book keeper to have access to her file which i can control no problem by controlling the shared folder Rights . my question is  Does the file need to be opened with her LIC number ? will the file change at all if we opened it with the same software my users open company A files with ? Do i need to run a separate instance of  QB server manager for this ? 

 

I could really use some info on how to set this up .  I was planning on  creating  a new share on the server running quickbooks . Only giving access to that share to the 3 people she wants to have access. 

but my concern is the software on the workstations and her being able to pack up and go home or elsewhere if she chooses to . I need to make sure her file wont change if we use company A lic number . Or i need to find away of getting her Lic on the 3 workstations and the users knowing which software to use to open what file ... i hope i explained this correctly . thanks for any help 

Best answer by Fiat Lux - ASIA

@naviseyer 

As I mentioned before, you are not allowed to install 2 different licenses with the same year version and edition on the same host. One of the two groups must use QB Desktop 2023 Enterprise (or 2021 if available). You also need to create 2 different data folders for the 2 groups with different permission settings.

 

You can explore this 3rd party solution to setup a simple private cloud solution.

https://app.myquickcloud.com/#/register?pc=fiatlux

 

Contact me in private if you need assistance.

 

2 replies

A
AileneA
September 23, 2023

I'll share some information to help you manage your company file, naviseyer. 

 

Thanks for sharing all the necessary information with me. It is my pleasure to assist you in understanding the functioning of the multi-user feature in QuickBooks Desktop and guide you on how to manage your files with ease. 

 

If you want other users to access your QuickBooks Desktop file from different locations, you'll need hosting services. Fortunately, we've partnered with various hosting service providers to make this easier for you.  

 

One of our hosting services is Right Networks. This hosting service allows you and your team to collaborate in QuickBooks Desktop from anywhere online. If you want to learn more about this feature, I found this article: QuickBooks Desktop cloud hosting powered by Right Networks. 

 

Yes, you need to open the same with her LIC number and ensure she has permission as a user to access the company file. This is important for maintaining security and confidentiality.  

 

It is important to note that any modifications made to the shared company file will affect the file itself. However, you won't be automatically logged out from the file if another user opens the same file. You can still access and work on the file as usual.

 

You don't need to install any additional software, as your current Database Server Manager is capable of hosting your company files. All you need to do is grant access or permission to the other user to access your company file. If you want to learn more about this, I highly recommend checking out this article: Install QuickBooks Database Server Manager. 


I'm also attaching these handy articles for additional reference.

 

 

Please don't hesitate to reach out to me if you have any additional questions or if there's anything else I can assist you with. Have a great day!

N
naviseyerAuthor
September 25, 2023

Im not sure you actually understood my question . But thanks for trying , I appreciate your time . 

 

The next person seem to understand my crazy rant a little better and i think he got me on the right track just hoping he will clarify a few things . 

 

Thans again .

Fiat Lux - ASIA
Fiat Lux - ASIAAnswer
September 25, 2023

@naviseyer 

As I mentioned before, you are not allowed to install 2 different licenses with the same year version and edition on the same host. One of the two groups must use QB Desktop 2023 Enterprise (or 2021 if available). You also need to create 2 different data folders for the 2 groups with different permission settings.

 

You can explore this 3rd party solution to setup a simple private cloud solution.

https://app.myquickcloud.com/#/register?pc=fiatlux

 

Contact me in private if you need assistance.

 

Fiat Lux - ASIA
Fiat Lux - ASIA
September 24, 2023

@naviseyer 

You have 2 different licenses, correct?

QB Desktop 2022 Enterprise for 12 users and QB Desktop 2022 Enterprise for 3 users?

You can't install and run more than one license with the same edition and year version on the same server. Check with the daughters, when did they purchase the license? If they bought it last year, it is possible you can use their license for QB Desktop 2023 Enterprise to run on the same server.

 

Another problem is connection. You need a third-party solution to allow daughters to access company files on the server over the internet.

N
naviseyerAuthor
September 25, 2023

Not sure what you mean to access the server over the internet ,,

 

But yes you are correct about everything else ... Do you know what wouyld happen if i just allowed the file created by the 3 user license to be opened by the !2 user license ? Would that change anything ? Would it even work ?

The whole issue is that she doesnt want to be stuck . To not be able to pick up and go back on her own if things dont work out . 

If i just added her license and her software to the 1 workstation she uses is their anyway i can give her sister and the book keeper access to it ?

 

Any ideas what third party software so i can look into it . Maybe i can find a solution that way . i know i can have and run the file and keep it isolated . She was working out the office a few years ago and i had 2 workstations set up to use it they were also able toget to the network . What i never set up before was access for someone that also accessed the other quickbook files from their workstation . I mean worse case i will set it up on 2 computers like before andf her sister and book keeper will have to sit at it to work but if thiers away to avoid that i would like to.   Thanks again for your help . i appreciate your time . 

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