How to Setup QuickBooks Server to Host Multi User Access

Hello Dev, welcome to our guide on how to set up a QuickBooks server to host multi-user access. If you have a business that requires multiple users to access QuickBooks, then this guide is for you. We will take you through the steps of setting up a QuickBooks server with multi-user access, and also provide you with some FAQs that we think will be helpful for you.

What is QuickBooks Server?

QuickBooks server is a program that allows multiple users to access QuickBooks company files. This means that several people can work on the same file at the same time from different computers. QuickBooks server will host the company files while the clients connect to the server to access the files.

Setting up the QuickBooks server is an easy process, and we will guide you through every step of the way.

Step 1: Installing QuickBooks Server Manager

The first step to setting up a QuickBooks server is to install the QuickBooks Server Manager. The Server Manager is a program that manages the QuickBooks server, and it is available on the QuickBooks installation CD or can be downloaded online.

Downloading QuickBooks Server Manager

If you don’t have the QuickBooks installation CD, you can download the Server Manager from the QuickBooks website. Follow these steps:

Step
Instruction
Step 1
Go to the QuickBooks website and sign in to your account.
Step 2
Click on the Download option and select QuickBooks Desktop.
Step 3
Select QuickBooks version and choose the Server Manager option from the list.
Step 4
Click on the Download button to start the download process.

Installing QuickBooks Server Manager

Once you have downloaded the QuickBooks Server Manager, install it by following these steps:

Step
Instruction
Step 1
Double-click on the downloaded file to start the installation process.
Step 2
Accept the terms and conditions and click on the Next button.
Step 3
Select the installation folder and click on the Next button.
Step 4
Follow the on-screen instructions to complete the installation process.

Step 2: Setting up QuickBooks Server

Now that you have installed the QuickBooks Server Manager, it is time to set up the QuickBooks server. Follow these steps:

Creating a Company File

If you do not have a QuickBooks company file, you will need to create one. QuickBooks company files are created using the QuickBooks desktop application, and the file should be saved on the computer that will be used as the server.

Creating a Company File for Multi-User Access

To create a QuickBooks company file for multi-user access, follow these steps:

Step
Instruction
Step 1
Open QuickBooks Desktop and click on File > New Company.
Step 2
Select Express Start or Detailed Start to set up your company file.
Step 3
Follow the on-screen instructions to set up your company file.

Configuring QuickBooks Server Manager

Now that you have created a company file, you need to configure QuickBooks Server Manager to host the file. Follow these steps:

Step
Instruction
Step 1
Open QuickBooks Server Manager from the Start menu.
Step 2
Click on the Add Folder button and select the folder where the company file is saved.
Step 3
Click on the Scan button to scan the folder for company files.
Step 4
Once the scan is complete, click on the Close button.
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Setting up User Accounts

Now that you have configured QuickBooks Server Manager, you need to set up user accounts to allow access to the company file. Follow these steps:

Step
Instruction
Step 1
Open QuickBooks Desktop and click on Company > Set Up Users and Passwords > Set Up Users.
Step 2
Enter a username and password for each user that will access QuickBooks.
Step 3
Set the access level for each user (administrator, standard, or custom).
Step 4
Click on the Next button and follow the on-screen instructions to complete the process.

Allowing Remote Access to QuickBooks Server

If you want to allow remote access to the QuickBooks server, you need to set up a VPN or a Terminal Server. This will allow users to connect to the QuickBooks server from outside the office. Follow these steps:

Step
Instruction
Step 1
Set up a VPN or Terminal Server. Consult with your IT team or a professional to help you set up the server.
Step 2
Install QuickBooks Desktop on the remote computer.
Step 3
Open QuickBooks and click on File > Open or Restore Company.
Step 4
Select Open a company file and click on the Next button.
Step 5
Enter the server name or IP address and click on the Next button.
Step 6
Select the company file and click on the Open button.

FAQs

What is QuickBooks Server Manager?

QuickBooks Server Manager is a program that manages the QuickBooks server. It allows multiple users to access QuickBooks company files from different computers.

How do I install QuickBooks Server Manager?

You can install QuickBooks Server Manager from the QuickBooks installation CD or by downloading it from the QuickBooks website. Follow the on-screen instructions to complete the installation process.

How do I set up user accounts on QuickBooks Server?

To set up user accounts on QuickBooks Server, open QuickBooks Desktop and click on Company > Set Up Users and Passwords > Set Up Users. Enter a username and password for each user, set the access level, and click on the Next button to complete the process.

How do I allow remote access to QuickBooks Server?

To allow remote access to QuickBooks Server, you need to set up a VPN or a Terminal Server. Consult with your IT team or a professional to help you set up the server. Install QuickBooks Desktop on the remote computer and follow the on-screen instructions to connect to the QuickBooks server.

What are the access levels for QuickBooks user accounts?

There are three access levels for QuickBooks user accounts: administrator, standard, and custom. The administrator has full access to all QuickBooks features, while the standard user has limited access. The custom user can be set up with specific access permissions.

What is a QuickBooks company file?

A QuickBooks company file is a file that contains all the financial information for a business. It includes information such as customer data, vendor data, banking transactions, and more.