Fix QuickBooks Company File in Use Error (Locked File)

The company file in use QuickBooks error might aggravate any user. Users may experience fear while trying to find a solution. Read this article all the way through if this mistake is bothering you so that you may find practical strategies to fix it.

The data file can be edited by several users in QuickBooks Desktop. Most importantly, QuickBooks multi-user hosting is simple to set up. The wrong hosting configuration is one of the main reasons of the error message “Company File in Use QuickBooks“. If file access privileges are not assigned, QuickBooks will not let numerous users to view the data for security reasons.

Imagine that QuickBooks won’t let you open the company file, especially while it’s in multi-user mode. In that instance, there’s a chance that another person or program is using the company file. You could become irritated when this occurs since QuickBooks displays “Company File in Use QuickBooks,” but you shouldn’t start to worry just yet. There are numerous ways to get rid of this error message, however troubleshooting is necessary to fix the issue. Accordingly, if you’re worried about how the “QuickBooks Company File in Use” error notice may affect your QuickBooks application and important company data, read the entire article for a detailed explanation of the mistake and a step-by-step fix.

“Company File in Use QuickBooks” – Error Description

In QuickBooks Desktop, the data file can be changed by a number of individuals. Most significantly, setting up QuickBooks multi-user hosting is easy. One of the primary causes of the error notice Company File in Use QuickBooks is an incorrect hosting configuration. For security purposes, QuickBooks won’t allow multiple users to access the data if file access rights aren’t assigned. QuickBooks Desktop may occasionally display different error messages, depending on the cause.

What Various Error Messages Displayed on Your Screen?

The error messages that you can encounter are:

• Sorry, you are not able to change this (transaction) now. Another user is currently doing a task that uses that in this transaction.
• Company file in use. Please wait. Only one user at a time is allowed to do (a task).
• The automatic entry of (transactions) is being skipped because (another user) is accessing them.
• Another QuickBooks user is currently performing a task that must finish before you can continue.

Reasons for Company File in Use QuickBooks Error Message

Several reasons can cause QuickBooks to give you an error stating the company file is already open despite not having the company open.

• There are a number of possible causes for why QuickBooks still tells you that the company file is already open when you don’t even have the company open. All of their explanations are included here.
• Inaccurate multi-user hosting configurations on the server and the network’s workstations.
• Background operations in QuickBooks are being interrupted by third-party programs.
• One of the most common reasons of the QuickBooks Desktop Company File in Use error message is that QuickBooks Database Server Manager is Not Running on the Computer.
• An error notice stating “QuickBooks Not Loading Company File” appears when another user is already making modifications to the information in the QB company file that you are attempting to access.
• The file could already be in use by an additional QuickBooks user (an unknown user) on another machine. It makes it difficult to access the file on your device and causes the error message “Company File in Use” to appear.
• Multiple users can access a company file that is kept in a shared space, such a network disk. The file-in-use error can appear as a result.
• The error is typically caused by network connectivity difficulties between the host computer and workstations.
• The file may not be able to be used if QuickBooks was installed incorrectly.
• The QuickBooks company file is in use, Please wait problem might be brought on by another program utilizing the company file.

Signs Caused by QuickBooks Company File in Use

The following alerts and signs may appear for users while a QuickBooks company file is in use:

1. A company file becomes difficult to open or change.
2. Error messages similar to the ones below show up:
   • We apologize, But at this time, you cannot change this (the transaction). That is presently being used in this transaction by (another user).
   • Company File in use. Kindly wait. One user can only do (a task) at once.
   • You must wait for another QuickBooks user to finish their work before moving on.
   • Due to (another user’s) access, the automated input of (transactions) is skipped.
3. There might be some connection issues with the multi-user mode.
4. QuickBooks could run slowly and have performance lag.

These signs collectively demonstrate that consumers require prompt and efficient troubleshooting for the notice that another QuickBooks user (unknown user) is now executing a job. So let’s get started with the correction methods.

Solutions to Resolve QuickBooks Company File in use Error

Let’s think about the following procedures for resolving the company file in use QuickBooks problem before moving on to solutions:

• Verify whether another person or machine has opened the company file. Ask them to shut the file and try again if it is.
• Make sure the corporate file isn’t kept in a common space that several people may access at once, like a network drive.
• Try opening the company file once again after restarting the QuickBooks database server manager service.
• If none of the aforementioned suggestions help, you might need to use the QuickBooks File Doctor tool to identify and fix any problems with the company file.

Let’s get started with the remedies for the QuickBooks issue that a user is presently completing a task error:

Solution 1: On Each Workstation, Confirm Multi-User Hosting

In order to confirm that only the server computer is hosting the company file and that all other workstations are operating in single-user mode, which is the optimal configuration for a multi-user environment, It is necessary to check the hosting status on every system in the network, including the server that hosts the company file.

• Ensure that the company file is only being hosted by one system on the network.
• On each computer on the network, launch QuickBooks, then select the File tab.
• If QuickBooks shows Stop Hosting Multi-User Access, move your mouse over that option and choose yes.
• The hosting settings are right if you see the choice to host multi-user access.
• Continue by exiting QuickBooks and doing the identical actions on each networked machine.
• If you are still seeing the QB company file in use error message, proceed to the next troubleshooting step.

Solution 2: On the Server and Workstation, Update QuickBooks Desktop

The potential of experiencing difficulties due to internal problems in the QuickBooks Desktop application as a result of bugs and glitches in the previous update is completely eliminated when using an updated version of QuickBooks Desktop.

• Select the Update QuickBooks Desktop option under the Help menu in QuickBooks to open the Update QuickBooks window.
• Select all the software features you want to update by going to the Update Now tab.
• When the updates are prepared for installation, click Get Updates.
• Once the updates have been downloaded, restart QuickBooks and select Install Now when requested.
• Check to see if upgrading fixes the issue.

Solution 3: Use Task Manager to restart QuickBooks Database Service

Any program may be refreshed by restarting it. Restarting QuickBooks Database Server Manager may assist resolve any internal problems that are preventing it from functioning as it should.

• Start Task Manager may be accessed by right-clicking the taskbar at the bottom of your computer.
• Locate the QuickBooks process with the name QuickBooks DBXX under the Processes tab (where XX denotes the version of your QuickBooks Desktop).
• End Process can be chosen by right-clicking the service.
• To confirm and reopen QuickBooks Desktop from your desktop, click yes.
• If the “Company File in Use QuickBooks” problem persists, try regaining access to the company file. If so, go to the following step in the troubleshooting process.

Solution 4: Sign in Using an Admin Account on Windows

You are unable to carry out a number of operations on Windows, including viewing the company file, if your user account has restricted rights. Run QuickBooks using administrator privileges, Please. To avoid similar issues in QuickBooks, you may also log in to Windows using the admin account.

• Select Log off from the Windows Start up choices after clicking the Windows Start button.
• After that, Select Switch User and provide the admin account’s login information.
• Windows will now log you in as an administrator when you hit Enter.

Solution 5: Configure the User’s Permissions in QuickBooks

If you are the administrator of the QuickBooks account, you must grant the users with sufficient admin permissions in order for them to have unrestricted access to the company file.

• Open QuickBooks on a different computer that isn’t experiencing the issue.
• Click View Users in the Users section of the open company file.
• Make sure that the person receiving the error is not actively utilizing the corporate file.
• Select Set up Users and Roles from the Company section’s Users tab.
• To create a new user, click New and provide a name.
• Hit Add to add a role from the Roles section to the new account.
• Click OK, Followed by Close.

Solution 6: Perform a System File Checker Scan

To check for and fix any corrupted or damaged system files, you may run a System File Checker (SFC) scan in Windows. The steps to do an SFC scan on Windows are as follows:

1. Activate the Command Prompt

To do this, type “cmd” into the taskbar’s search box, right-click “Command Prompt,” and choose “Run as administrator.” When asked for your consent, select “Yes.”

2. Press “SFC Command”

Enter “sfc /scannow” (without the quotations) in the Command Prompt dialog box. There will be an SFC scan.

3. Permit the Scan to Finish.

Be patient and do not shut the Command Prompt window until the scan is finished.

4. Examine the Scan outcomes.

The Command Prompt window will show the outcomes when the scan is complete. You will get a notification stating whether any mistakes were discovered and fixed. You will also get a notification informing you whether no faults were discovered or if they could not be fixed.

5. The Command Prompt Window should be Closed.

You can shut the Command Prompt window after seeing the scan findings.

The stability and performance of your Windows PC may be enhanced if the SFC scan identifies and fixes any corrupted or damaged system files.

Solution 7: The QuickBooks Application Needs to be Repaired

If QuickBooks is giving you troubles, you can try to repair the program to resolve any issues. The steps to repair QuickBooks are as follows:

1. Turn off QuickBooks

Verify QuickBooks is shut down and not active in the background.

2. Activate the Control Panel.

“Control Panel” may be accessed from the Start menu to accomplish this.

3. Please Choose “Programs and Features”

In the “Programs” area of the Control Panel, click “Programs and Features“.

4. Locate QuickBooks

In the list of installed apps, look for QuickBooks and click it.

5. Pick “Repair” from the menu.

Above the list of installed apps, select “Repair”. When asked for your consent, select “Yes.”

6. Follow the Instructions

To complete the repair, Adhere to the instructions. Be patient and don’t shut the window; it can take some time to finish.

7. Switch off Your Computer

Restarting your computer after the repair procedure will guarantee the modifications take effect.

Specific Instances Surrounding the Error

You can perform things according to the error messages. These messages are as follows:

Error Message 1: If the Error Message Says that Another User is doing Something

This error encounters when another user is performing a task of QuickBooks. The task is limited to one user only; even you are using the multi-user mode.

You have to start the task just after another user finishes it so that no other user can start the task before you. If the user is known to you then ask them to tell you about the task when they are done with it.

Error Message 2: If the Error is Continuously Referring to the Specific User

In this case, the user is not performing the task in real into the QuickBooks account. But the error is specifically refers to the particular user. So, do these steps below:

1. Check that the user that is referred in error have close and reopen the QuickBooks software on the workstation
   • Open the QuickBooks on another workstation.
   • Then click on the Company menu.
   • Further, select the Users option.
   • Click on View Users.
2. Verify that the user who is referred to the error sign out of QuickBooks on the workstation
   • You have to go to the User’s list.
   • Check that the specific user who is facing the issue is appearing in the list as the signed in.
   • Check that you are able to do the task without any error.
   • But if the user is still appearing in the list of users as the signed in.
   • Then try the other solutions that are listed for the “Waiting for Company File” and “Error on multiple workstations”.

Error Message 3: If the Error is about “Waiting for Company File” or “Company File in Use. Please Wait”

When this type of error message appears on your screen of QuickBooks account that means there are performance issues. The performance issues are database issues or workstation won’t meet system requirements for QuickBooks. Further, more are network issues or conflicting programs, and a server or workstation.

There are 2 series of performance issues that are:-

1. Performance issues- Manage your computers
   • Enhance your Computers
   • Virtual Memory
   • Competing Programs
   • RAM Improvements
   • Upgrade your Operating System
   • Upgrade Computers
   • Terminal Server
   • Where to store your data file
   • Use Computer on a Network
   • Non-Dedicated Host or Server
   • Your Data Folder
   • Optimize your Network Interface Card (NIC) Settings
2. Performance issues- Manage your data file
   • Set Company and Personal Preferences
     • Bill Preferences
     • Search
     • Reminders
     • Sales and Customers
     • Automatic Updates
     • Desktop View
     • Items and Inventory Preferences
     • Reports and Graphs
   • Reduce the Size of the Company File
     • Run the Condense Data Utility
     • Truncate your Company File
     • Start a New Company
   • Optimized QuickBooks Operations
   • Maintain Lists
     • Custom Sorted Lists
     • Modify Lists
       • Employee List
       • Customer List
       • Chart of Accounts
       • Vendor List
       • Item List.

Error Message 4: If the Error Happens on the Multiple Workstations

In this case, you have to perform the following solutions that are as follows:-

Solution 1: Use the QuickBooks Tool Hub on the Server

• In your Windows system, open the QuickBooks software.
• Click on the File menu option.
• Then select the Utilities option.
• Further, if you see the Stop Hosting Multi-User Access.
• Then click on it and select the Yes button to confirm.
• If you see the Host Multi-User Access then don’t do anything and move to another step.
• Close the QuickBooks software.
• You have to repeat these steps on all the workstations that are not hosting the company files.
• Open the QuickBooks and then check for errors.

Solution 2: Check for the Multiple Host Computers and Stop Hosting on all the Workstations

• Firstly, go to the server
• Check and ask all users to close the QuickBooks on their workstations
• Click on the Windows Start menu button
• Then type Run in the search box and press Enter button
• The Run window opens up
• In the field type services.msc
• Then press the Enter button to open it
• Click on the QuickBooksDBXX from the Name column (XX is the number that reflects the particular version of the software)
• The item you select reflects the version of your software you are using-
  • QuickBooksDB31 – QuickBooks 2021
  • QuickBooksDB30 – QuickBooks 2020
  • QuickBooksDB29 – QuickBooks 2019
  • QuickBooksDB28 – QuickBooks 2018
• You have to click on the Stop link option. It ends all user’s access to your company file
• After that, select the Start link option that let the users access the company file again after sign in
• In the end, open the QuickBooks and perform your task to check that error happens or not.

Solution 3: Stop and Restart the QuickBooks services on the Server

• Download the QuickBooks Tool Hub.
• Then save the file into the default location that is the downloads folder.
• After downloading the tool, go to the downloads.
• Locate for the .exe file of Tool Hub.
• Then double-click on the file to install the tool.
• Follow the steps for installation.
• After installation, go to the QuickBooks Tool Hub icon.
• Right-click on the icon and choose the option Run as Administrator.
• The tool opens up now select options to fix the error.
• Click on the Program Problems tab.
• You have to run the program that you see inside the Program Problems tab one by another.
• If the issue resolved then stop running the remaining tools and you are done.

Solution 4: Again, Install QuickBooks on the Server

1. Uninstall QuickBooks software
   • In your Windows system, close all the programs.
   • Open the Control Panel.
   • Click on the Programs option.
   • Then click on the Programs and Features option.
   • Now, locate the QuickBooks program.
   • Right-click on QuickBooks and select the option Uninstall/Change.
   • Then the uninstall Wizard opens up.
   • Follow steps one by another by clicking the Next button.
   • When the uninstallation is completed.
   • Click on the Finish button and you are done.
2. Reinstall the QuickBooks on your computer
   • Go to the Downloads folder.
   • Locate the downloaded file in the Downloads folder.
   • Then double-click on the .exe file to start the installation.
   • In the installation wizard, you have to perform the on-screen instructions one after another.
   • When the installation status bar completes in the end then click on the Finish button.
   • Go to your Desktop, search for the QuickBooks icon or open the Windows Start menu, type QuickBooks.
   • Right-click on QuickBooks and select the option Run as Administrator.
   • Now, try to do your task and then check for errors.

If the Error occurs only on one Workstation

If this happens only with one user’s workstation then there is a problem with their Windows or QuickBooks. Here are the solutions that you have to perform for fixing the error you are facing:-

Solution 1: Create a new Windows user that has Admin Rights

• In your Windows system, press and hold the Windows + I keys altogether.
• This opens up the Settings window on your desktop.
• Choose the Option Accounts and click on it to open it.
• Then go to the option of other People or Family.
• To the computer option, click on the Add Someone else.
• If it asks you to enter any email address then no need to mention the email address.
• Instead, click on the option I don’t have this person’s sign-in information.
• Click on the option Add a user without a Microsoft account.
• You have to create a new username and password.
• Then click on the Next button to continue.
• Create this new account Local as Administrator into your computer.
• Hit on the local account that you just created newly.
• To change account type click on the Change Account Type option.
• In the account type, transform from the Standard User to Administrator.
• Click on the OK button to continue.
• You have to reboot your QuickBooks Desktop application.
• In the end, open the Company File to check for errors.

Solution 2: Create a New User into QuickBooks Account

• In QuickBooks, click on the Company menu option.
• Choose Users option.
• Then click on the Set up Users and Roles.
• In the window of Users and Roles click on the New button.
• In the User name field, add the name of the user.
• After that, add and confirm the password.
• From the Role window, click on the Role and then select Add.
• When the addition of role is done click on the OK button.
• To make changes in the role then click on the Role List tab.
• Then select Edit to make changes.
• When you are done with changes click on the OK button.
• Click on the Close button to close the Users and Roles window.
• On the workstation log out of QuickBooks.
• Log in to the newly created user into your QuickBooks software.
• Also, test the user access and its set up that is done according to you or not.
• In the end, do your task to check for errors.

After you’ve finished the repair procedure, open QuickBooks once more to see if the problem has been fixed. If the issue persists, you might need to take further steps for troubleshooting or speak with Dancing Numbers team to get more help.

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