Multi-User Not Working

On the server machine:

• Press Windows key and search for "Database Server Manager"
• If found, launch it. If not found, you need to install it
• Alternatively, check C:\Program Files\Intuit\QuickBooks [Year]\ for QBServerUtilityMgr.exe

If Database Server Manager is not installed:

• Run the QuickBooks installer
• Choose "Custom and Network Options"
• Select "I'll be using QuickBooks on this computer AND I'll be storing our company file here so it can be shared over our network"
• Complete the installation

Launch Database Server Manager and configure:

• Click the "Scan Folders" tab
• Click "Add Folder" and browse to the folder containing your .QBW company files
• Click "Scan" and wait for the process to complete
• Verify company files appear in the list with status "Running"

Confirm the QuickBooks Database Server service is active:

1. Press Windows key + R
2. Type: services.msc
3. Press Enter
4. Find "QuickBooksDBXX" (XX = your version year)
5. Status should be "Running"
6. Startup Type should be "Automatic"

If the service is not running, right-click it and select "Start". If it fails to start, check Windows Event Viewer for error details.

On the server machine, add firewall exceptions:

1. Open Windows Firewall (search "Windows Defender Firewall")
2. Click "Advanced settings"
3. Click "Inbound Rules" > "New Rule"
4. Select "Port" > Next
5. TCP, Specific ports: 8019, 55378-55382, 56728-56778
6. Allow the connection > Next
7. Apply to Domain, Private, Public > Next
8. Name: "QuickBooks Multi-User Ports" > Finish
9. Repeat for "Outbound Rules"

Create additional rules for QuickBooks executables:

• QBW32.exe (main QuickBooks executable)
• QBDBMgrN.exe (Database Manager)
• QBCFMonitorService.exe (monitoring service)

Location: C:\Program Files\Intuit\QuickBooks [Year]\

If you use Norton, McAfee, Kaspersky, or other security software:

• Add QuickBooks folder to antivirus exclusions
• Add ports 8019, 55378-55382, 56728-56778 to firewall exceptions
• Temporarily disable firewall to test if it's the cause

On the server, navigate to the folder containing company files:

1. Right-click the company file folder
2. Properties > Sharing tab > Advanced Sharing
3. Check "Share this folder"
4. Click "Permissions"
5. Add "Everyone" or specific user accounts
6. Grant "Full Control" > Apply > OK

On the same folder, configure NTFS permissions:

1. Right-click folder > Properties > Security tab
2. Click "Edit" > "Add"
3. Type "Everyone" (or specific users) > Check Names > OK
4. Select user and check "Full Control" > Apply > OK

From a workstation, verify file access:

1. Open File Explorer
2. Type in address bar: \ServerNameShareName
3. You should see the company file folder
4. Right-click the .QBW file > Properties
5. Confirm you can modify the file (not read-only)

Ensure no users have QuickBooks open. On the server, check Task Manager (Ctrl+Shift+Esc) to verify no QBW32.exe processes are running.

Enable file extensions in File Explorer:

1. Open File Explorer
2. Click View tab
3. Check "File name extensions"

Navigate to the company file folder on the server:

• Find CompanyFileName.qbw.nd (delete this file)
• Find CompanyFileName.qbw.tlg (delete this file)
• Also delete any .ND.OLD or .TLG.OLD files

On the server:

• Open QuickBooks Database Server Manager
• Go to "Scan Folders" tab
• Select the company file folder
• Click "Scan" and wait for completion
• New .ND files will be created automatically

Open QuickBooks on the server, then try switching to multi-user mode. If successful, have workstations connect to the company file.

If you don't have Tool Hub installed:

• Search "QuickBooks Tool Hub" on Intuit's website
• Download and run QuickBooksToolHub.exe
• Install on both server and workstations

Launch Tool Hub and:

1. Open QuickBooks Tool Hub
2. Select "Network Issues" tab
3. Click "QuickBooks Connection Diagnostic Tool"
4. Wait 20-45 minutes for full scan (do not interrupt)
5. Review results when complete
6. Restart computer if prompted

For best results, run the Connection Diagnostic Tool on the server first, then on each workstation. This ensures all network components are properly configured across the entire network.

If you're currently using a mapped drive:

1. Close QuickBooks on all machines
2. On workstation, open File Explorer
3. Right-click mapped drive > Disconnect
4. Click address bar and type: \ServerNameShareName
5. Navigate to company file location
6. Open QuickBooks and browse to file using this UNC path
7. Add company file to "Open Previous Company" list

On each computer:

1. Open QuickBooks Desktop
2. Press F2 (or Ctrl+1)
3. Look at top line: "QuickBooks Desktop [Edition] 2024 Release R12"
4. Record the edition, year, and release number
5. Compare with other machines

If versions differ:

• Go to Help > Update QuickBooks Desktop
• Click "Update Now" tab
• Check "Reset Update" box
• Click "Get Updates"
• Restart QuickBooks when prompted
• Repeat on all machines until versions match exactly

On the server machine:

• Open QuickBooks and open the company file
• Go to File > Switch to Multi-user Mode
• If it switches successfully without error, hosting is working
• Verify File > Utilities shows "Stop Hosting Multi-User Access"

On a workstation:

• Open QuickBooks
• Open company file using UNC path (\\ServerName\Share\File.qbw)
• If prompted, switch to multi-user mode
• Verify you can access and edit data (create a test invoice)

With both server and workstation having the file open:

• On server: Create a customer
• On workstation: Refresh customer list (F5) and verify new customer appears
• On workstation: Create an invoice
• On server: Check invoice list for the new invoice
• This confirms real-time data synchronization is working

After confirming the first workstation works, add additional workstations one at a time, testing each before adding the next.