Search Results for : QuickBooks Multi User Setup

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Time To Chose A QuickBooks Hosting Provider

If you are tackling a new QuickBooks server installation, consider this story line.

Let me be honest with myself here. I would like to have a five user QuickBooks installation that allows me the same functionality as a commercially hosted QuickBooks setup, one that would run me $250 per month.

Actually, I really want to recoup my cost by hosting a few of my clients for $50 a user. I know of twenty clients that I can host right now. It can’t be that hard, as I find myself opening up my new $1000 Dell server I succumbed to purchasing online.

Much to my surprise, the server sets up almost automatically right out of the box. My new copy of QuickBooks Pro sets up quickly. Within a few hours, I’m up on the network and sharing files and QuickBooks with my other two employees. So, I’ve decided to add a couple more employees and set this server up for a few customers. Although sharing QuickBooks with a few employees and customers sounds simple and straight forward, this story usually ends with many unhappy customers and a project that turns into a money pit.

Consider the real gotchas.

The $1000 on sale server might be enough to share QuickBooks among three employees, but it won’t live in a situation that demands any more stress. Options like virtualization, redundant power supplies, redundant disk arrays, multiple processors and up to 32GB memory for multiple application loads do not come standard on a $1000 server.

Terminal Services, a necessity for running QuickBooks in a multi user remote access environment requires additional Microsoft licensing to be purchased. Microsoft states, “In addition to a server license, a Windows Server Client Access License (CAL) is required to access the Windows Server software. If you wish to utilize the RDS functionality of the Windows Server software, an incremental Terminal Services Windows Server 2008 Terminal Services Client Access License (TS CAL), or the new Remote Desktop Services Client Access License (RDS CAL) is required as well”

Intuit will not support QuickBooks Pro in a Terminal Services environment for end user customers. One will lose access to any support help from Intuit unless the Enterprise version and Enterprise support are purchased and run exclusively.

The typical software architecture to add multiple secured users to Windows Server is not possible, when clients require any third party add on software or integrated FEDEX or UPS shipping functionality. Virtualization of QuickBooks and the underlying server software established itself as a mature technology long ago. Third party software is expensive but an absolute must.

Recently, Rick Fallahee, CEO of NovelASPect, offered some great advice about choosing an application Hosting provider. One of Rick’s suggestions is spot on. “When searching for an application hosting provider, make sure they offer Citrix.” Microsoft Terminal Services presents a “remote desktop” to the end user. But software designed to virtualize applications such as QuickBooks and Peachtree often finds its way to the cutting room floor in order for hosting providers to cut cost. Citrix removes boundaries imposed by default Terminal Services and allows effortless printing and scanning from USB devices such as POS devices, webcams, microphones, scanners, digital cameras, and more. Citrix facilitates access from many types of devices like Apple MACs and smart phones. Invest your $250 a month (a typical five user hosted application) in a solution with Citrix.

QuickBooks Enterprise retails for $3000 for a five user version. A fully virtualized and redundant server setup from Dell with appropriate licensing runs well over $20000. I don’t think I’ll be offering up my $1000 server to host QuickBooks Pro and Premier to my customers anytime soon.

If you need QuickBooks hosting or Peachtree hosting, contact me. I can help out.

QuickBooks Server Remote Applications On A Shoe String

They say one picture’s worth a thousand words. Check out this screen shot of my QuickBooks Remote Application Server, a QuickBooks multi user terminal server on a shoe string. You can plainly see three users’ remote desktop QuickBooks Multi User sessions and an administrator desktop session simultaneously working on an XP Pro based terminal server. This stuff’s so much fun.

Three Simultaneous QuickBooks Sessions on QuickBooks ServerThe key to all this fun is a product called Thinstuff, a remarkable tool that changes an XP computer into a multi user terminal server computer. The cost can be as little as $99 for a three user license. Thinstuff uses several license models to help companies save on expense. Try it out by downloading a trial from their product purchase page.

I know you will be as impressed as I am. Thinstuff XP/VS Terminal Server Lite and XP Pro saves me a substantial amount of money over Microsoft Server 2008 Standard Terminal Server or utilizing a hosted QuickBooks solution that averages around $50 per user per month. If you need control or have requirements for faxing, label printers, bar coding or other unusual things, this is the way to go.

To gain access from the Internet, port forward remote desktop through the local firewall to the QuickBooks server or avoid any tricky firewall configurations at all by adding another level of security with LogMeIn Hamachi. Install it on the server and any of your remote users including your CPA.

I’m still amazed at the number of times people inquire about purchasing a new XP Pro computer. I see no reason not to buy an XP Pro computer. I use XP Pro commercial desktop computers to build the Holy Grail of QuickBooks setups, QuickBooks Remote Application Servers, multi user terminal servers. I also use them to build QuickBooks Dedicated Production Servers, the standard QuickBooks multi user client-server deployment that I detail in my book.

The Dell summary worksheet details my computer specs for a new QuickBooks server, a great deal considering it has 2gb memory, 3 year on site service and 3 year anti virus software. As a mater of fact, I will use this computer as a multi session terminal server designed for both local access and remote access from a CPA’s office. The entire project costs typically come in under $1000 plus the QuickBooks license.

If you need a new XP Pro computer, all the major players still sell Windows 7 Pro downgrades to XP Pro. It just takes a bit of effort to configure and purchase them. I continually need a steady supply of XP Pro computers for small businesses. If you want to save a good bit of money, try searching Amazon for off lease desktop or refurbished desktop. Check the specs carefully for memory, hard drive size, dvd burner and the operating system to get a great deal.

Annoying QuickBooks Error Codes

If your a QuickBooks user like me, you’ve probably noticed all of the mentions of errors popping up in QuickBooks about the time anyone gets up a head of steam to do a bunch of work. Again, if you are like me, you want all of your software to work all of the time. So, those annoying QuickBooks errors could be a real problem. Fortunately, they’re not typically a problem for me.

If you find yourself having to deal with application errors, Intuit can shed some light on them for you. They’ve received the calls so often that error code resolution’s built into the default search on their support web site.

qbsupport

I recently took the opportunity to respond to a question on LinkedIn at the Successful QuickBooks Consultants – QuickBooks Technical Questions group. You must join LinkedIn or sign in to see comments in this group.

Here’s the question. I hope my answer might help you.

errors

I’ve used and supported QuickBooks environments almost twenty years. I agree that the proliferation of errors and increased sophistication of QuickBooks can be problematic. On various forums, blogs and visits to new clients sites, I primarily see two types of errors; errors related to connectivity to company files both on the local computer and across the network and errors related to data integrity issues. I also occasionally see setup and update errors.

Improvements to and increased sophistication of QuickBooks in recent years has increased the demand on both the computer where QuickBooks resides and the network where QuickBooks accesses company files in a multi user environment. End users need to be more careful about purchasing and configuring production computers and networks, as well as executing regular automated backups and an overall maintenance program in a typical QuickBooks production environment.

Intuit’s done a decent job of publishing necessary information about configuration, backup and maintenance, but I think much of the information is difficult for most end users to both access and understand. Computer and network configurations for reasonable performance of a typical QuickBooks environment exceed normal consumer understandings of such things.

My installations tend to be relatively error free because I remove any connectivity problems by doing things like utilizing fully certified cabled gigabit networking, moving any firewall software to the Internet gateway, using fast processors with maximum memory and automating computer maintenance. I eliminate data problems by automated backups and regularly scheduled file maintenance. QuickBooks updates are typically not automated to prevent installation and update errors.

QuickBooks offers a lot of bang for the buck, especially the Enterprise version. I know of multi thousand-dollar software that can’t do what QuickBooks does. But along with this level of sophistication comes the price of sophisticated infrastructure and close attention to detail. Most end users need to know that their expectations and level of computer systems understanding might be a bit skewed by their consumer frame of reference and that it might be time to call a seasoned IT professional.

Cloud QuickBooks – Let Me Lay It Out For You

What’s all the fuss about QuickBooks not being ready for cloud computing? This one’s easy. Since version 9, Intuit fully supports QuickBooks Enterprise installed on Microsoft Server 2008 with Terminal Services deployed. Details for installing QuickBooks on a Terminal Server clear up any questions about setup and make the process easy for anyone schooled in Server 2008 Terminal Services.

Currently available hosted QuickBooks solutions sets the precedent for reasonable speed, performance and security of applications solutions from vendors like InsynQ, Right Networks, myownasp.com and many others.  Licensed through Intuit for hosting QuickBooks Pro through Enterprise and various add on software, these companies move thousands of QuickBooks users off of local computers, into hosted data centers with stable monthly services charges, usually around $50 per user. Strong arguments can be made for these solutions to be QuickBooks in the cloud, but not by popular definitions.

Contributors to Wikipedia state that cloud computing “typically involves the provision of dynamically scalable and often virtualized resources as a service over the Internet.” The key phrase here is “dynamically scalable” placing cloud computing firmly in the realm of services from Amazon Web Services, gogrid, The RackSpace Cloud and others. The “cloud computing” model, pay-as-you-go for server RAM hours, data transfer and storage usage easily scales from one to thirty users, the size of a large QuickBooks Enterprise deployment.

So, what about your QuickBooks in the cloud?

It’s a matter of time before QuickBooks Enterprise will not be the only product supported on Microsoft Terminal Services, by Intuit. Until that time comes, focus on using Enterprise for your cloud computing environment. Size your Windows 2008 server for the appropriate amount of QuickBooks users and add on software. Provision your Windows Server 2008 resources from a cloud service provider. Configure your virtual server to use terminal services. Complete a routine remote installation of QuickBooks Enterprise, a very straight forward task. Determine your method to deploy the application or desktop to end users. Copy your production company files and databases to your virtual server.

Your now in the cloud with your production QuickBooks environment. Enjoy the control you have over configurations and licensing. Scale to your maximum thirty users as needed by provisioning processor, RAM and storage as needed. Perform processor intensive operations like company file verify and rebuild, manipulating financial statements and spreadsheet operations on your virtual server’s desktop. Best of all, pay-as-you-go for computing resources. Your virtual QuickBooks Multi User environment in the cloud will pay big returns. ROI determined by your monthly expense compared to market pricing of hosted QuickBooks users, currently $50, should help make your evaluation and decision making process easy.

QuickBooks Multi User Server Uses Up A License

Question: I recently set up the XP Pro QuickBooks server and have a couple of questions.

The only way for all users to have access to files is to keep QuickBooks open on the server. This, in turn is using up one of my licenses. I have tried the server manager, but it is not allowing users to access the files.

Is this the way it has to be setup? How can I fix this?

Answer: No, this is not the way it has to be set up.  The entire version of QuickBooks should be installed on your server and hosting company files does not require QuickBooks to stay open or use up a user license.

The only time a user license comes into play on the server is when QuickBooks is open and has a company file open on the server for those times that you might be configuring automation or performing file maintenance.

These steps will clear up your installation:

1 – Restart your server then access the server’s desktop.

2 – Open QuickBooks with the Admin user and confirm that the server is hosting multi user access. From file, select Utilities. The drop out menu will show "Stop Hosting Multi-User Access…" (see below) The server is the only QuickBooks installation that should show "Stop Hosting Multi-User Access…"

"Stop Hosting Multi-User Access..."

3 – Select the F2 key to pop out the "Product Information" screen (see below). Print the screen or take note of these items. At the top, the "Product" "License Number", "Product number" and "User Licenses" needs to match on each computer that has QuickBooks installed. The "File Information" "Location" needs to be the network location and match on each computer accessing QuickBooks including the server.

F2 Product Info 

4 – Confirm that you have unique users set up in QuickBooks. Select "Company" then "Set Up Users And Passwords" then "Set Up Users…" (see below) Every unique logon to QuickBooks requires a unique user.

"Set Up Users And Passwords" 

5 – Close QuickBooks on the server

6 – Open QuickBooks on each client computer confirm that the server is hosting multi user access. From file, select Utilities. The drop out menu will show "Host Multi-User Access…" (see below)

"Host Multi-User Access..." 

7 – On each client computer, select the F2 key to pop out the "Product Information" screen and confirm that each item in step 3 matches.

Update your clients to the latest version if the "Product" does not match. Contact QuickBooks support if the "License Number", "Product number" and "User Licenses" do not match. Browse to open company files from the correct network location if  "File Information" "Location" does not match.

8 – Confirm that no firewall software is turned on or running on either the server or any of the clients. Firewalls belong on your Internet gateway device, not on your business desktop computer. If you use a laptop, you need to learn how to disable and enable the firewall software.

QuickBooks Multi User Options

Intuit has detailed QuickBooks Multi-User Instructions at http://support.quickbooks.intuit.com/…  However, you have other more effective options.

For a client-server installation, install QuickBooks according to the instructions in the guide that I wrote. You can purchase it at painlessquickbooks.com The benefit to you comes with stability of your company files and automation, such as a staggered automated backupand online, off-site backup that your business cannot do without. My configuration also remedies all of the Windows Vista and Windows 7, 32-64 bit problems with application data hosting and networking. The guide will be the best twenty bucks you’ve ever spent.

If you require a very large and stable  environment, please do not consider a client-server, by the Intuit book installation. It redefines the meaning of slow and troublesome.

Instead, opt for a Server 2008 Terminal Server dedicated to QuickBooks. You will gain substantial performance and additional hours of less headaches over the client-server setup. You can publish QuickBooks as an application or use the more recognized remote desktop client to access QuickBooks.

I never fail to have happy clients after I recommend a 2008 terminal server based dedicated QuickBooks Remote Application Server.

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.

QuickBooks Enterprise Off Site Access

Question – How do we access QuickBooks Enterprise files from an offsite location?

Answer – Depending on how your QuickBooks Enterprise software is installed, you can remotely access the software in one of two ways.

1 – If you are setup as a client server application with software on each computer that accesses QuickBooks, use a remote PC access tool like QuickBooks Remote Access, LogMeIn or GoToMyPC to access the desktop of a client computer.

2 – If you are setup as a Terminal Services application, have a remote user access QuickBooks using RDP through the local firewall or other secure remote network access device.

Both methods allow a remote user to transfer files back and forth between remote and local devices.

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.

QuickBooks and Terminal Server

Question: I am running Windows Server 2003 Terminal Server and want to install QuickBooks on the Terminal Server to be available at work and at home.

How do I install QuickBooks on the Terminal Server?

Answer: You’ve probably read that Intuit does not support any other version of QuickBooks in a Terminal Server environment except QuickBooks Enterprise Solutions; however, I’ve sucessfully run QuickBooks Pro 2008 and 2009 in Terminal Services. I use Enterprise and Pro 2008 in Terminal Services every day.

Check out this knowledgebase article at http://support.quickbooks.intuit.com/…

If you have QuickBooks Enterprise Solutions, use it. If not, use Pro or Premier 2008 and 2009. It is very important that you install Quickbooks using Add/Remove Programs only using the administrator account.

Install the complete installation of QuickBooks on your server. Follow the network installation instructions in the QuickBooks manual, or the instructions at http://accountant.intuit.com/… or the instruction manual at http://painlessquickbooks.com/…

Register QuickBooks from within the administrator desktop, then set up your company file and any add ons.

If you plan to use it just for yourself, logoff administrator, then logon to your user account then setup Quickbooks. If you want to use it multi user, keep reading.

Now for the ugly part. The Windows Server 2003 Terminal Server must be stand alone, not part of a domain, no active directory and no manage by policy. All users must be local and have administrative rights to the server. In some environments, this is ok, in others, it’s simply not possible.

(Having said this, if you are a Windows Server Active Directory guru, you can get by the stand alone business. For most of the computer world, keep it a stand alone server.)

Configure your users Remote Desktop Clients to use ONLY the server’s printers and trust each of your users to take care of your server.

Although QuickBooks will work, some of your add ons may not work at all. I’ve had issues with external merchant account integration, external inventory management and others.

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.

QuickBooks Shipping Manager Revisited

It’s been over a year since I discussed networking QuickBooks Shipping Manager, allowing many computers to share a single shipping manager database as well as facilitating a restorable backup. Well, I’ve discovered an entirely new twist.

This escapade involves UPS settings and UPS accounts. Seems that after I moved a business from one city to another, UPS required the business to open a new shipping account and close their old shipping account. No big deal, right? Wrong, turns out to be a very big deal.

Remembering from my previous article, the default shipping manager database in a hidden folder named “Shipping Manager” in a users profile on the local computer at C:\Documents and Settings\[username]\Application Data\Intuit\ShippingManager\

Adding a new account in the UPS settings requires one to carefully confirm the network path and default label printer remains correct. Again from my previous article, \\[host ip address]\[shared company files folder]\ShippingManager\Shipping Manager v4\Database.v4

The rub comes when one fails to setup all of the QuickBooks computers and the profiles in those computers and/or each profile in a Terminal Server environment. As soon as UPS cancels the old account number, all manner of destruction is wrought upon your QuickBooks Shipping Manager environment.

In many cases, QuickBooks Shipping Manager will not start, throwing all sorts of error messages. In most cases, QuickBooks Shipping Manager reverts the path back to the default local profile. The fix, though much work, needs to occur before the old account is cancelled.

Methodically add the new UPS account to each instance of QuickBooks, in each profile carefully confirming that the network path persists in the configuration and configure the new account as the default account. Leave the old account in place within the configuration so as not to damage any history.

Again, do all of this work before the old UPS account is cancelled.

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.

Just Purchased QuickBooks?

I often get the question, “I just purchased QuickBooks, so what do I do next?”

1 – Install the software on a test computer, preferably a new computer that meets High Performance System Requirements with a fresh operating system installation.

  • XP Professional SP2, Vista Home Premium, Business or Ultimate Operating Systems, Win 7 Pro or Ultimate
  • 2.0GHz or faster processor
  • 2GB or more of RAM for XP, 4GB or more of RAM for Vista or Win 7
  • 5GB or more free hard drive space
  • Conflicting software applications must be shutdown and removed from client computers
  • In a multiuser QuickBooks 2007/8 configuration, each computer must have a gigabit network interface, connected to a gigabit switch, using gigabit certified cables and/or data drops

2 – Learn as much as you can about QuickBooks starting with the “Learning Center Tutorials”. Select “View the Tutorial” from “QuickBooks Coach” or “Help” then “Learning Center Tutorials”

3 – Setup a prototype company file to look as close to your company as possible, install add on and third party software

4 – If your requirements include QuickBooks Multi User, review how you want to install your computer systems and network .

5 – Write a step by step plan to deploy QuickBooks in your company. Include not only computer systems and QuickBooks installation, but also who will do what task and the training and transition to go live.

6 – Create and test your production company file on your test computer using a single Company Files folder to contain all of your company files. This might be a good time to get a QuickBooks Pro Advisor involved

7 – Execute your plan to install your production environment, install your computer systems and network, install QuickBooks software, test network access to QuickBooks with each computer using a demo company file

8 – Stop using your current accounting system, transfer data from your old system into your new QuickBooks system using your test computer. Make a copy of your “Company Files Folder” to serve as a temporary backup.

9 – Copy all of the contents of your “Company Files Folder” into the folder that is your production shared company files folder.

10 – Setup all addons and links, storing databases like “QuickBooks Shipping Manager” and “QuickBooks Loan Manager” in your production shared company files folder.

11 – Configure and test an Automated Off Site Backup

12 – Go live and start enjoying QuickBooks

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.