Learn How to Install and Configure QuickBooks On A Server

The multi-user network feature in QuickBooks allows multiple users to access and manage a company file. Users can simultaneously be on the same network, enhancing collaboration and saving time. You can install and configure QuickBooks on a server to share your QuickBooks Desktop for Windows data with multiple users.

This setup requires adjustments to settings in QuickBooks Desktop, Windows, and your server. This article provides a detailed guide on installing and setting up a multi-user network in QuickBooks.

Steps to Install and Configure QuickBooks Desktop

Try out these steps to install and configure QB Desktop.

Download and Install QuickBooks Desktop

• Opt for a custom installation and select network installation as the installation type.
• Utilize custom options to configure multi-user access in QuickBooks.
• Adhere to the instructions displayed on your screen to complete the installation.
• Select the multi-user host installation option as needed.

Once you have downloaded and installed QuickBooks on a server, follow the steps below to learn how to setup QuickBooks Desktop on server.

Step 1: Switch to Multi-User Hosting

• Launch QuickBooks Desktop.
• If required, update the QuickBooks company file to the latest version.
• Navigate to File > Utilities > Host Multi-User Access.

Step 2: Configure Firewall and Security Settings for Desktop

• First, locate the firewall settings.
• Select the Windows Firewall and access the advanced settings tab.
• Navigate to inbound rules and choose the option to create a new rule.
• Generate a new rule in the firewall settings specifically for QuickBooks multi-user mode.
• Enter the port number and proceed to the next step.
• Enable the TCP option and input the required ports for your QuickBooks version.
• Choose to Allow the connection.
• Ensure all profiles are checked and proceed to the next step.
• Assign a name to the rule and click on the Finish button.
• Finally, open QuickBooks in multi-user mode to complete the process.

Step 3: Access Windows Permissions

• Begin by right-clicking on the folder containing the company file.
• Navigate to the Properties option and select Security.
• Proceed by clicking on the Edit option.
• Select QBDataServicesUserXX, choose the Full Control option, and click Allow.
• Save the changes by clicking Apply and OK.
• Lastly, configure Windows access permissions to facilitate sharing your company files.

Step 4: Setup Database Server Manager

• To initiate this procedure, access the Start menu and navigate to Programs.
• Select QuickBooks, then proceed to QuickBooks Database Server Manager.
• Click on the Scan Folders tab.
• Next, select the Add Folder option.
• Choose the company file folder, then click OK, then select Add Folder.
• Click on the Scan tab to commence the scanning process.
• Finally, conclude by clicking on the Close option.

Step 5: Utilize Admin Privileges

• Begin by selecting the Start menu and navigating to Settings, Accounts, and then Family & Other Users.
• Next, opt to Add someone else to this computer.
• Choose the option stating, I don’t have this person’s sign-in information, and proceed to create a user without a Microsoft account.
• Assign a new name and password to the account, then click Finish.
• Grant administrative rights to the new user by selecting the newly created account and specifying its account type.
• Click on the Admin tab, then save the changes by clicking OK.

Step 6: Let’s Get Started With Company File on a Remote Computer

• To begin, navigate to the QuickBooks file menu and select the option to switch to multi-user mode.
• Afterward, confirm by selecting Yes in the multi-user setup hosting window.
• Click OK in the multi-user setup information window.
• Finally, conclude the process by adding anticipated users through the following path: Company > Set Up Users and Passwords > Set Up Users > Add User.

This blog post explores the essential steps to install and configure QuickBooks on a server. From initial setup to configuring user access and ensuring proper network connectivity, this guide provides a concise overview for businesses looking to centralize their accounting software for improved efficiency and accessibility.