Fix QuickBooks Multi User Mode Not Working in Desktop/Macos

Are you having problems using QB Desktop in multi-user mode? QuickBooks multi user mode not working properly, causing the system […]

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Are you having problems using QB Desktop in multi-user mode? QuickBooks multi user mode not working properly, causing the system to switch to single-user mode, or workstations may be unable to sign into the corporate file. Perhaps Windows or an antivirus firewall blocks QuickBooks’s internet access or prevents it from accessing the server-stored company files. When switching to multi-user mode, you may get QuickBooks Errors H202 or H505 (or H101 and H103). These are some of the challenges QB users may have while working in a multi-user environment.

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In a word, the challenges you may encounter with multi-user mode are numerous and diverse. However, we are here to take care of it. In this blog, we will look at a few examples of when the QuickBooks multi-user option does not operate. We will go over various reasons why several multi-user mode issues appear. Furthermore, we will go over extensive troubleshooting procedures to guarantee that the hosting is configured correctly and that you may operate on numerous workstations without facing any errors.

Table of Contents

What is QuickBooks Multi User Mode Not Working?

This error occurs when the location of the Company file that you are working on is not found on your computer system but on another system. Also, you don’t even have a copy of the same company file on the server you are working on.

Even though QuickBooks is one of the most flexible accounting software, you can still experience some sort of errors or problems while using it. QuickBooks multi-user mode not working is one such error you might come across. Go through this article till the very end to know more about it so that you can set yourself free of this error while you work.

This particular article thoroughly deals with the responsible factors that can trigger QuickBooks error H202 and the required approaches that can be taken into consideration when you try to fix it.

Why is QuickBooks Multi User Mode Not Working?

You will not be able to use this mode smoothly if any of these constituents fail to function in a proper internet connection or improper network settings can also lead to malfunctioning of the multi-user mode. Listed below are some of the major causes that may raise QuickBooks multi-user mode not working error:

  • If you have not installed QuickBooks on your server computer, it can lead to this error.
  • Multi-user mode fails to work efficiently if you do not arrange the hosting settings properly on the network.
  • If the computer systems in your network are not compatible with each other because of the firewall.
  • You have not granted the permissions to your files or folders properly.
  • If the Database server manager is unable to open the company file, it can also trigger the QuickBooks multi-user mode not working error.

Prerequisites Before Jumping to Resolutions

Some points must be kept in mind before you try to fix the QuickBooks multi-user mode not working error. They are as under:

  • Make sure to install QuickBooks Database Server Manager.
  • Moreover, you must ensure that the version of the server manager that you have installed should be the same as the QuickBooks version that you are using.

Use QuickBooks File Doctor

To use QuickBooks File Doctor, follow the below-listed steps:

Download and Run QuickBooks File Doctor
  • To begin with, Download the QuickBooks File Doctor.
  • Now, select the ‘Run‘ option. Located on Intuit’s website, this tool helps you to check if your computer system has been set appropriately for the proper functioning of QuickBooks multi-user mode or not.

Once you are done with these settings successfully, try to run the file doctor again and see if the error persists or if it is resolved. If it does, switch on to the second method.

Fix QuickBooks Multi User Mode Not Working in Desktop

Below are the methods which can help you resolve the error “QuickBooks Multi-User Mode Not Working”:

Method 1: Use QuickBooks Database Server Manager

QuickBooks Database Server Manager
  • The very first step is to open and navigate the QuickBooks Database Server Manager found on your computer desktop.
  • Then, open the Start menu and enter ‘Database‘ in the space provided.
  • After that, click on the Browse option and search for the required folder in the company files if you are not able to locate it.
  • Finally, click on the OK button followed by hitting the Scan button.

If you follow the steps listed above properly, you will be able to mend the firewall permissions easily. If it still could not help fix the error, move ahead.

Method 2: Verify the Host Mode Settings of Every User’s Server

This can be done by following the below-listed steps:

  • The first step is to explore the QuickBooks File menu on your computer system.
  • Then, open Utilities.
  • If you see “Host Multi-User Access” appearing on the list, move to the other system in the queue. This is because it just indicates that the system you were at earlier was not the one hosting the company file.
  • But, if “Stop Hosting Multi-User Access” gets displayed on the list, in that case, you are supposed to enable the QuickBooks single-user mode followed by disabling the hosting.
  • After successfully disabling the hosting mode on all the computer systems, check if the error “QuickBooks multi-user mode not working” is resolved.

Method 3: Check Whether QuickBooks Services are Running

Verify that the server PC is running QBCF Monitor Service and QuickBooks DBXX (where XX is the year of QuickBooks).

  • You have to enter services.msc in the Windows search box to start the first step. Then you have to click the Enter key to continue.
enter services.msc
  • You have to look out for the Services Window to see the QuickBooks DBXX service. If this does not appear, then you have to follow the given steps:
    • You have to ensure the server is correctly installed with the Database Server Manager.
    • You have to look out for the corresponding, latest Database Server Manager. The Manager receives an upgrade just like every year following the installation of QuickBooks Desktop on the user’s machine.
    • One must make sure that hosting is enabled on the server in case the full software is running on the computer.
  • The QuickBooks DBXX service should be double-clicked after that. Once the service starts, one of two options should be available: Running or Start option.
  • For the first, second, and subsequent failures under the Recovery tab, you have to choose the option to restart the QuickBooksDBXX Service in the next step.
  • Simply repeat the bullet points 1, 2, 3, and 4 for the QBCF Monitor Service.

The user needs to open QuickBooks in multi-user mode on each of the work computers after taking the previously mentioned steps. This is to see if the ‘QuickBooks multi-user mode not working‘ problem has been resolved or not.

The user must verify their membership in the QuickBooks DBXX service if the issue continues and an error message appears. The administrator group should include the membership service, and it should have all necessary permissions.

Method 4: Check that QuickBooks Must be able to Send Data

To solve the multi-user mode issue, take these two steps:

Step 1: Change the Settings of Firewall and Antivirus

The main cause for this problem could be a firewall or antivirus program. If a firewall setting is the cause of the problem, you can create exceptions in the firewall settings to let QuickBooks transmit data. If your antivirus is causing the issue, adjust it to fix the error.

  • You have to press the Windows key and then click the Control panel.
  • Then you have to find and select the Windows firewall option.
  • Select the prompt to approve “An app through the Windows firewall option“.
  • Click the checkbox next to the public list for the QuickBooks application and then tap Change settings.
  • Press OK after that, and then you have to click on the Public for the application.
  • Run QuickBooks in multi-user mode to see if the issue has been resolved.

Step 2: Test-Path and Ensure QuickBooks can Communicate with the Server

This step is needed to turn on Network Discovery.

  • To launch the Run command, press the Windows button and the R key (Windows + R keys), type ping [servername], and then press the Enter key.
Test path and ensure QuickBooks can communicate with the server
  • Use UNC (Universal Naming Convention) on your computer to access the server’s shared folder.
  • Finally, you have to use the UNC path to return to the QuickBooks business file.

Step 3: Create a New Company File Folder

  • For the Company file, Create a New Folder. Make sure to reach the Host system.
  • Moving forward, you must configure the folder and for the new folder allow Windows to Access Permissions.
  • The company files can be shared across systems.
  • Copy the .QBW File to the New Folder right away, and make sure the company file is opening in multi-user mode. The problem is now resolved if it opens up properly.
QuickBooks Company File locally

Step 4: Configure Firewall Exception for QuickBooks Program and Port

  • Begin by clicking on the Windows button
  • To access the Windows Firewall setting, type Windows Firewall into the Search box.
  • You have to choose the Firewall Advanced option that is in the left sidebar.
  • The inbound and outbound rules are located on the Advanced Settings tab.
  • Choosing Inbound Rules will prompt you to select New Rules.
  • After selecting Port in the New Rule Windows, you have to select TCP.
  • You have to add the Port based on the version of QuickBooks you are using.
  • The previous actions must be repeated while leaving out the outbound rules.
    • For QuickBooks Desktop 2019, enter 8019, XXXX.
    • For QuickBooks Desktop 2020, enter 8019, XXXX.
    • Type port Numbers 8019, 56728, and 55378–55382 for QuickBooks Desktop 2018.
    • Type port Numbers 8019, 56727, and 55373-55377 for QuickBooks Desktop 2017.
  • You have to add QuickBooks to the Firewall.
  • The only difference is that this time, rather than selecting a port, we will add the QuickBooks Program to our inbound and outbound firewall rules. Otherwise, all of the processes listed above remain the same.
  • You have to select New Rule under Advanced Firewall configuration.
  • This time, you have to select the application and then go to the directory that contains the executable file for the program.

OnlineBackup.exe — IntuitSyncManager.exe — QBUpdate.exe — QBLaunch.exe —QBCFMonitorService.exe — QBServerUtilityMgr.exe — QBDBMgrN.exe — QBW32.exe QuickBooksMessaging.exe — FileMovementExe.exe — FileManagement.exe — DBManagerExe.exe Dbmlsync.exe — AutoBackupExe.exe

  • Each of the above-mentioned files should be included in the Inbound rules.
  • To apply the outbound Rules you have to follow the same steps.
  • Finally, Restart your computer to make sure the issue has been fixed.

Method 5: Make a New Company File Folder

  • If you want this step to work properly, then you are required to make a new folder for the company file. Remember, this step is supposed to be performed on the host computer only.
  • Grant the Windows permission to access the newly made folder after it has been completely set up. This way you can make sure that the company files are being shared to all the systems in the network.
  • The last and final step is to copy the .qbw file to the new folder. And then see if the multi-user mode is open in the company file. If it is, the error has been resolved.

Method 6: Renaming the *.TLG and the *.ND Files

The network data and transaction log files in QuickBooks, .ND and .TLG, respectively, help in connecting to and opening the company file. Renaming these files triggers QuickBooks to create new ones that are free from any corruption and damage since damage in any of these files might result in problems accessing the company file in QuickBooks.

  • Below are the methods to help you locate the .TLG and .ND files before renaming them.-
  • You have to the Company File for QuickBooks Desktop.
  • Then you have to press the F2 key while you are on the Home page.
  • A window with Product Information appears. You can find the location of the Company File under File Information. The same folder contains the .TLG and .QBW .ND files.
Renaming the *.TLG and the *.ND Files
  • To rename the above-mentioned files, you have to right-click on them from the location.

Method 7: Configure the Windows Firewall Settings

One such component of the Windows operating system that, in case not properly configured, can hamper every step of Windows is the Windows Firewall. Change the Windows Firewall settings as mentioned below to enable QuickBooks to function in multi-user mode.

  • Use the Windows Start button to access the Control panel.
  • Then you have to search for Windows Firewall and then you have to click Enter.
Windows Firewall
Windows Firewall Start Menu
  • You have to click on Allow an app through the Windows Firewall option.
Allow an app through the Windows Firewall
  • Select the Public list checkbox for the QuickBooks application by clicking Change Settings.
  • Select Public for the application after clicking OK.
  • Check whether issues like H202 and related ones return by attempting to run QuickBooks in the multi-user mode once more.

Method 8: Add Your Server to Windows Host File

It will be easier for Windows to recognize and connect with the server computer that has the company file saved on it if the server information is added to the Windows Host file.

  • Access the Windows hosts file on the computer facing the Cannot switch to multi-user mode problem using Notepad.
  • The host file is located at (C:\Windows\System32\Drivers\Etc).
  • If required, open Notepad as admin.
  • After the last IP address, type the server’s IP address.
  • Enter the server name while holding down the Tab key.
  • Go to the File menu, and select Save.
  • Select Exit.
  • Check to see if the QuickBooks multi-user mode problem has been fixed.

Method 9: Ping Your Server from a Workstation

Turn on Network Discovery before beginning the procedures below to fix the QuickBooks multi-user not syncing problem. The server and workstations that cause QuickBooks Error H505 must be turned on.

  • Open the Start menu on your server and workstations where QuickBooks is stuck in single-user mode.
  • Enter Network into the search bar to launch the Network and Sharing Center.
  • Change Advanced Sharing Settings by clicking on it. Turn on File and Printer Sharing and Network Discovery after that.
  • Then get the name of the server.
  • Now you have to type CMD into the Run window from the search bar and then you have to hit Enter.
  • After typing the line ipconfig/all in the CMD window, and then you have to press Enter.
  • Right next to the Host Name on the screen is the Server Name.
  • Now you have to note down the Host Name.
  • Go to the workstation so you can test the server. You may now require technical assistance to get further, especially if you are a beginner.
  • Launch the Run command window by clicking the Start button.
  • In the Run window, you have to type CMD.
  • Then, Enter the command ping_[your server name]. Without the brackets, type the server name.

Method 10: Get Your QuickBooks Desktop Updated to Avoid Multi-user Errors

In addition to ensuring you have the latest version of QuickBooks, updating it also fixes any flaws from the prior version that may have caused your QuickBooks to become stuck in Single-user mode. Here’s how you can easily download QuickBooks Desktop’s latest upgrades.

  • Open QuickBooks Desktop first, then ensure sure Windows is running as an administrator.
  • Next, you have to select the Update QuickBooks Desktop option under the Help tab.
  • With the help of this step, it will open the window of Update QuickBooks, where you will find three tabs.
  • To prompt QuickBooks to download the available updates, go to the Update Now tab and select the Get Updates option.
  • You have to restart QuickBooks once the updates are downloaded, and then it will ask you to install the updates.
  • After that, you have to click Install Now, and in no time, your QuickBooks will be updated.
  • If QuickBooks was not allowing Multi-user mode on any of your systems, try opening the company file again to see if the problem has been resolved.

Method 11: Switch to Multi-user Hosting

  • You would need to first open the QuickBooks application and update the company file to the latest version.
  • Then you have to choose the File menu and then you have to go to the Utility tab.
  • You have to select Host multi-user access.
Switch to multi-user hosting
  • Finally, Perform other related steps if the previously hosted multi-user setup is present.

Method 12: Configuring the Default Setting

The problem can be resolved and the default setting can be changed. The multi-user mode not working error will be fixed as a result. Here are the steps that you need to follow:

  • Firstly, you will need to open QuickBooks and then you have to click on the File tab.
  • Then you have to click Utilities open and then you have to select the option to Host multi-user access.
  • Also, you have to add the number of users that you want with the company file.
  • Then you have to follow it up by selecting Cancel. In case the Multi-user mode is already enabled, then you have to disable it.
  • Lastly, for other users, you have to create different login credentials, and then the setup is complete.

Method 13: Reinstalling the QuickBooks Software

Reinstalling QuickBooks will solve the problem if it is still present. The procedures that must be followed are as follows:

  • Begin by clicking on the Start tab and then you have to move to the Control panel.
  • After that, you have to look for QuickBooks from Programs and features.
  • Then, you have to click on QuickBooks and carry out the uninstallation process.
  • Now you have to go to the official website of Intuit and then you have to download the required version of QuickBooks.
  • Lastly, you have to click on the Multi-user mode hosting and then switch to it.

Fix QuickBooks Multi User Mode Not Working in macOS

This article will come to a close in the hopes that the below information will be useful for you in resolving the QuickBooks multi-user issue with QuickBooks for Mac.

Solution 1: Check if the Server of QuickBooks is Running or Not and if the File of the Company is Shared or Not

  • Hit the Go button and then click on the Applications.
  • Now, Double-click on the QuickBooks 20XX icon.
  • Share the following files if necessary.
    • If the file is listed in the NOT SHARED list then choose that file and click on the Start Sharing button to share it.
    • If the file is not listed in the list then use the plus sign + for adding a file in the list.

Always remember only a host computer should have the QuickBooks Server program installed and active on it. Also, verify if the QuickBooks Server program is installed on the same computer where the company file is running.

Solution 2: Check for the Firewall Setting of MacOS

Follow the following steps for checking the firewall setting:

  • Navigate to the Apple menu and select System Preferences from there.
  • Now, Click on the Firewall under the Security & Privacy tab.
  • Navigate and select the Firewall Options. If the button is grayed icon then hit the lock icon to select the lock icon.
  • Check if the setting of the QuickBooks Server app’s Incoming Connections is set to Allow or not.

Solution 3: Check if the Permission for Sharing of Files is Set Correctly on the Host Computer

Steps need to be followed to check the permission

  • First, You have to select the System Preferences from the Apple menu.
  • Now, Choose the Sharing icon from the Apple menu.
  • Tick the File Sharing checkbox to enable it.
  • Now, In the list of Shared Folders, add the company file’s storage location’s folder.
  • To add the folder, you have to click on the + sign in the Shared Folder column.
  • Now, You have to search for the company file by clicking on the browse button and then look for the file from the desired location where it is and then hit the Add button.
  • Ensure that the Read and Write Permission is set to everyone or just for the individual users who will be using QuickBooks under the Users column.

Solution 4: Check if the Bonjour Service is Working Properly on all Computers or not

Below are the steps that you have to follow to check the Bonjour service on the computers.

  • First, You have to choose the File and then the New Finder Window.
  • Ensure that all the QuickBooks-using machines are also visible in the Shared area.
  • Now, Check if these ports are open or not (in case they are not then open them): 5297 TCP, 5298 TCP/UDP, 53535 UDP, and 56565 TCP.

Solution 5: Check for the Configuration of the Network

The interaction between the QuickBooks Desktop and QuickBooks Server may occasionally be impeded due to the issue of hardware. So, to resolve the issues follow the following steps:

  • If you are utilizing the wireless internet then turn off your Wi-Fi and unplug the Ethernet cord.
  • Now, You have to restart your computer by clicking on the start button and selecting the restart menu from the list of options.
  • Open your QuickBooks with the help of using Username and password and then activate the multi-user mode.

Make sure that all the systems are connected to the same network. If you are using wireless internet then all the systems are need to be connected with same wifi.

Solution 6: Settings of Peer-to-Peer Direct Connection

You can use an Ethernet cable for the establishment of a peer-to-peer connection between two computers. Following are the explained steps for the same:

  • First, You have to turn off both the computers that you want to connect by plugging the Ethernet wire into the Ethernet ports on each machine.
  • Now, Switch on your computers, once the system is on wait for some time, the Bonjour service ought to make it possible for both the machines they see one another. Choose a file, then a New Finder Window to confirm that both systems are connecting to the same network. Ensure that the other QuickBooks-using machines are visible in the Shared area.
  • Now, Open QuickBooks by logging in using user ID and Password then click on a File and Enable Multi-user mode, and then from the list of shared computers pick the computer that you want to use as the host for the QuickBooks Server.
  • On the second computer you have to open QuickBooks, and then Access Your Company File from the list of Shared Files.

The above-mentioned information will help you to fix the QuickBooks Multi User Mode Not Working error, its primary causes, and the associated troubleshooting steps. After carefully following the debugging approaches listed above, if you still fail to help yourself out, feel free to contact the Dancing Numbers experts via LIVE CHAT.

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+1-800-596-0806 or chat with experts.

Frequently Asked Questions

How can I check whether my Current QuickBooks Version is Compatible with Multi-mode use?

To check and analyze whether your current QuickBooks version is compatible with multi-mode use, you need to download QuickBooks File Doctor and run a scan.

Why do I need to install QuickBooks Database Server Manager to avoid QuickBooks Multi-User Mode Not Working error?

You can easily share your company files with the other neighboring computers and look after your multi-user network with the help of the QuickBooks database server manager. After a network is set up, you are required to run the QuickBooks database server manager to allow all the users access to your company files. Don’t forget to run the database server manager in multi-user mode so that multiple users can work on the same company file simultaneously.

Is Mac Allows the Multiuser Mode?

If your Mac can accommodate more than one user, you should create separate accounts for each user so that they can separately customize the settings and choices without affecting other users. You can allow infrequent users to log in as guests without gaining access to their files or settings. You can also choose automatic login settings and establish groups.

Is there a way to force QuickBooks to Open in Multi-user Mode?

To switch to multi-user mode, open QuickBooks Desktop and go to the File menu. Now, tap on Switch to multi-user mode.

How can I Enable Multiple Users in QuickBooks?

You need to enable multi-user mode in QuickBooks to allow multiple users to work on the company file at the same time. Open QuickBooks Desktop and tap on the File menu. Select Switch to Multi-User mode. Set up a server for the company file, and use the other computers as workstations.

How do I Ensure QuickBooks opens in Multi-user Mode Next time?

If you check the box for Open file in multi-user mode when you open a QuickBooks company file, QuickBooks will open in multi-user mode the next time you open it.

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