How to Enable Multiuser Mode in QuickBooks?

Multiuser means multiple users working on same file at a same time on different systems. It helps in increasing production and saving time too. As all the users work on a same data at same time so accuracy parameters also increases.

Multiuser mode permits several users to access single system which is running on single software. The system with which other system are connected is frequently complex or is properly managed that it can manage the tasks or replied by other systems. The main Moto of multi user mode is time sharing and mainframe systems.

Multiuser System Application:

Multiuser system is mainly used in every sector like large organization institutions, colleges. Government sectors etc. Servers are like: UBUNTU server or windows server etc. This software have multiuser mode ON by default. These system access the operating system such as kernel & hardware at same time.

Multiuser mode is responsible for handling memory and processing of the running program. It identifies system hardware and handles user interaction and data request. Other systems rely or depend on the main server which have multiuser mode on for their work. This mode performs several tasks as same time. Multiuser mode executes several programs at same time. Examples of Multiuser operating system, they are: UNIX, Multiple Virtual Storage, and Shared Computing. It also have one feature that if one system, workstation comes on HALT in the network then other will work, they will not HALT. One of the best examples of Multi user Operating System that it also allows printing process because one printer can be accessed by many other systems.

QuickBooks is the best financial management and accounting software for both the user’s i.e individual users as well as organization. Its application makes the accounting management process as simple as can, which never thought about but QuickBooks done. QuickBooks one of the best features is that it allows multiple users to sign up at one time. Due to multiple signup at one time work progress increases.

Let’s have a small summary that how can we activate multiuser mode in QuickBooks.

• Firstly, user has to login the Software.
• After login you see that the software is running in single user mode. Single user mode is a default mode of the software.
• Now, Click on the menu bar.
• Click on file button which is in menu dropdown.
• In file menu user will find multiuser mode.
• Activate Multiuser mode.
• After activating it your software automatically changes to multiuser mode from single user mode.
• QuickBooks also provide you feature of provisions in multiuser mode.
• In provision you can create administer user, who have full authority of doing work on the file.
• Administrative user can permit access to the user whom would he like within a limit. Within in a limit means that admin user will decide the authorities for the users which they will perform. They will access the file within it.

Now let’s Know the detail summary that what setups we require to adjust setting in QuickBooks Desktop, Windows and Server. So the following it is:

1. Setup of QuickBooks in Desktop

In multiuser network one main desktop i.e the admin desktop host all files. That admin desktop or the desktop having all authorities of file is known as the Server computer. Server computer is the computer which handles all the work. It has all authorities. The computer that is connected to this server who works on its demand is known as the workstation.

• Download and Install QuickBooks Desktop on you server computer.
• During installing it will ask you about install type at that time click on Custom and Network install.
• There are two type of QuickBooks desktop installation. Click on any one as user requirement. The installation are :
  • If user want full version of QuickBooks desktop on his server computer, Then the user will select I’ll be using QuickBooks desktop on this computer and I will be storing.
  • If user wants that server computer to host his files, Then the user will select I will be not using QuickBooks desktop on this computer and it will be not storing.
• Then just follow the instructions and finish the installation.
• Keep all the company files on server computer local hard drive it is easy to find them while sharing or working on them.

2. Set Folder Permission

Set folder permission on your server computer. Set all the permissions for the folder that who can and what can other do with files in that system. The folder which has all the company files must be on network without network no one can access or can’t do anything with files.

3. Install Database Server Manager

Database server manager is the important step of installation of QuickBooks desktop installation. It helps in share and exchanging database/files on the network. So, while installation when system asks you about install database server manager then just click on allow/yes.

• After installation open the database server manager.
• Select scan folder tab in the software.
• Browse for the folder which contains the file in it.
• Select the scan tab in order to start scanning process.
• Now add new folder in order to save file.
• Now select close and you are done.

4. Set Admin Rights

Set all the admin rights while installation. Setting admin right is the important step of installation. It is very important to set rights because after setting admin right you can assign authorities. User came to know what one can do on that server and other. It is like privacy to the file. It allow who can share files and who cannot, who can edit files and who cannot, who can view file and who cannot etc.

Setting of Admin Rights in Windows 10

• Open setting tab by clicking on start menu.
• Now in Accounts option select family and other users option.
• Select I don’t have this person sign-in information person and now insert user without Microsoft account.
• Now assign new name and password in order to create new account.
• Finish the process after clicking finish tab.
• Now you can provide admin authorities to new user.
• Now select newly created account and select the account type.
• Select admin tab from drop down menu of Account type.
• Click OK and save all the changes.

Window 8 and 7

• Press CTRL+R Key.
• Open Control Panel of the system.
• Now select user account and then manage another account.
• Select create new account option.
• Now type user name and select admin tab in it.
• Click on the create option.

5. Use of Database Server

Once user installs Database Server on their server than user can use Database server. It is used to scan and search files which are store on server. Through this user can search files, edit file, share file etc. It is the important part of installation. It is the main and important part of the server. Users have to work on this only.

6. Turn On Hosting

It is the main and the last step of our installation. This is the final step of the installation. In this user will turn on multiuser access on your server computer. This server is the only server on which multiuser access is on not on other because it is only the main server who has all database stores on it, It is only the system which can share files with other workstations and set all permissions for all workstation. All the workstation is connected to this main server on network. So, only one computer have multiuser mode on. So, follow the following steps to turn on multi user mode. Steps are:

• Open QuickBooks Desktop which you installed on system.
• After open QuickBooks Desktop on system click on file.
• Then select utilities in file menu.
• In utilities select Host multiuser access.
• After selecting then click on yes. Give permission for multiuser access and convert system to server.

7. In Server Desktop Configure Firewall and Security

• Click on start and check the detail about firewall.
• In Window of firewall click on advance setting.
• Select inbound rules in advance setting menu.
• From the dropdown menu of inbound rules select new rule option.
• Click on start and check the detail about firewall.
• In Window of firewall click on advance setting.
• Select inbound rules in advance setting menu.
• From the dropdown menu of inbound rules select new rule option.
• Tick all the profiles and click on next option to enter in other step.
• Finish the configuration mode by clicking on finish tab.
• Now you can open QuickBooks Multiuser mode.

8. Start with the File Located on Remote Computer

• Open QuickBooks File menu and switch to multiuser mode.
• Click on Yes tab and then OK.
• Click on Company tab and select setup user and password option in it.
• Now Select Set up user in setup user and password drop down menu.
• Add User.

Now you can easily share system files on the network. Multiple users can work on same at one time. The amount of users that can access the QuickBooks company data file is controlled by the QuickBooks license that company have. In this admin control access of other employees. One main server which have multiuser mode on assign work as well as permission to other workstations that what work they have to do & what not. Whenever user want to access multiuser mode on the server then the user have to sign in with the admin rights on the server then can perform their jobs.

Multiuser mode is highly beneficial in making your work smoother and efficient. If you have huge firm, big business then it is necessary to configure multiuser mode in order to perform task effectively and efficiently.

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