QuickBooks Setup

20 posts

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…"

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.

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.

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)

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 – The 2003 Version In 2009

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Business Systems Support QuickBooks

Recently, I received an inquiry about installing QuickBooks Multi User, the 2003 version. I thought this situation fits many small businesses and the conversation might help you out.

We own a new, unused QuickBooks Pro 2003 2 user license. Our aim is to put it to good use and to dedicate a Windows XP Pro workstation or a Windows SBS 2000 server for using QuickBooks in a server environment so that it can be accessed on a local network and from the Internet using VPN simultaneously by two users.

We plan to centralize all company accounting, documents, email etc.

Is all of this feasible? With reference to your eBook "Build Your Own QuickBooks Production Server” you make no mention of QuickBooks 2003. Would the principles in the book apply to QuickBooks 2003, easily?

We would appreciate pointers in the right direction and any advice would be much appreciated as we are trying to keep this project as simple and painless as possible

The first thing I would do if I were seriously considering a QuickBooks multi user production environment, even a two user environment, would be to purchase QuickBooks 2009. I would not yet consider 2010 because it’s too early in the product cycle.

Your requirements seem to be, to have (1) a multi user accounting software installed in a server environment, (2) accessible from client computers on the LAN and (3) accessible by remote users on the Internet, although you are only considering two simultaneous users right now; as well as (4) the need to centralize all company docs, email etc.

Your potential resources seem to be a Windows SBS 2000 server and some Windows XP Pro workstations.

With reference to my eBook, the basic design principles would apply to QuickBooks 2003, however all of the installation screens look different and newer versions of QuickBooks multi user deploy differently. My book focuses on QuickBooks 2006, 07, 08, 09 and 10; my preference being 09.

Also, the design applies to a client/server five user installation on a gigabit LAN with throughput exceeding 200 mb per client pc. A client/server installation of QuickBooks does not work well using less than a gigabit switch and gigabit nics for LAN connectivity.

A client/server installation of QuickBooks does not work at all using low bandwidth VPN connectivity.

I would not install QuickBooks on any version of Microsoft Small Business Server. I prefer to dedicate an SBS box to Microsoft; too much going on to jeopardize it with QuickBooks.

If you want to meet all four of your requirements and plan to add users in the future, consider the option to install QuickBooks on a Terminal Server using Windows Server 2003 or 2008 with Terminal Services or Citrix. Some versions of QuickBooks will scale to thirty users. It’s important for me to know business details and plans before I could size your environment and make more detailed recommendations.

If you will always have only two to five users for QuickBooks, purchase my eBook and use it to help build an XP Pro server dedicated to QuickBooks. You could even repurpose your SBS 2000 hardware by adding a gigabit nic, installing 2 gig of memory, installing a fresh copy of XP Pro on it and using it as the QuickBooks dedicated XP Pro server. I’ve done this many times.

You might also consider dedicating a desktop to your remote user and using a desktop remote control product to access that desktop from the Internet. That desktop would also need a gigabit nic as well as any additional desktop you use to access QuickBooks.

Don’t forget to plug all of your QuickBooks computers and server into a gigabit switch and plug the switch into your network.

If you wish to use your QuickBooks 2003 version, follow all of the instructions in my eBook, including installing QuickBooks on the server, but pay close attention to the networking instructions that come with your 2003 software. It’s a bit different that the newer versions. If you’ve lost the instructions, I’m sure that are on the Internet.

Good luck! If you need help, contact me. I’ve remotely assisted people all over the world.

QuickBooks Multi User On Terminal Server 2008 Decisions

Business Systems Support QuickBooks

No question about it; if you can fit Microsoft Server 2008 with Terminal Services into your budget, QuickBooks Multi User will scale to thirty users and will function with incredible performance. But first, you will need to do some soul searching and answer several important questions before you plan to deploy.

Can you comfortably place your mission critical data in someone else’s data center or do you have to physically possess your own hardware so that you can “touch” your data? This fundamental decision revolves around your personal preference. This might sound strange to some computer people, but much of the argument for remote data boils down to personal preference exercised by those business people that “own” the data. It’s a big reason for continuing sales of LAN based servers and will determine where your instance of QuickBooks will sit.

Will you scale beyond thirty users within the next seven years? If you plan to grow beyond thirty users, now is the time to begin considering products other than QuickBooks. Commit to the fact that you cannot reuse generic users without introducing many interconnected points of failure into your systems. There are reasons beyond legality and profitability, to require a unique user for every person that logs into QuickBooks, or any other multi user line of business software.

Will you be prepared for a technical and methodical installation process and all of it’s configuration nuances? The installation challenge proves not so much in it’s level of difficulty, but it requires much time to knock down the step after step task list and to test functionality.

Will you craft your business processes around functionality in your chosen version of QuickBooks? Change will come in the way you do your business processes. But, it’s not enough to plan for only the new and different installation of QuickBooks Multi User on Microsoft Terminal Server 2008, you must plan for each new change in your business processes.

Are you prepared to lock down the way that you deploy QuickBooks on Terminal Services? This is Windows, so there will be more than one way to do almost everything. However, for the sake of uniformity, minimizing points of failure and support costs, decide to deploy either the server desktop or the application only, then stick with one or the other. Also, decide to deploy using distributed RDP files or a web interface, then stick with one or the other. Do not mix client server with terminal server deployment. Avoid the temptation to install that one client on that special desktop pc. It will come back to hurt you.

Finally, are you ready to deal with printers, including label printers? Work out your printer plan before you deploy. Use either dedicated server printers, or carry local printers to the unique terminal server session. You might also consider remote printer servers for sessions that cross the WAN.

Download QuickBooks 2010, Try Without Hurting Current QuickBooks Company Files

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Business Systems Support QuickBooks

Today is the QuickBooks 2010 release date.

You will most certainly want to upgrade from your present version of QuickBooks to QuickBooks 2010. There are many New Features in QuickBooks 2010. My favorite new feature; “Scan documents directly into QuickBooks and attach them electronically to QuickBooks transactions”

However, please don’t endanger your current production QuickBooks. Try out QuickBooks 2010 without messing up your production quickbooks using one of several ways.

First, download the QuickBooks Solutions For Your Industry or, you can Save 20% off QuickBooks Pro Small Business Accounting Software + Free Shipping

Next, if you plan to buy a new computer in the next several months, purchase a new PC that is upgradable to Windows 7 Pro or Ultimate. Purchase QuickBooks 2010, install it on your new PC. Restore one of your company files on your new PC and start experimenting.

Use this combination as a tool to help you plan your upgrade after the first QuickBooks 2010 updates come out in several months. Then, in several months, install your clean version of Windows 7 on the new PC and move it into production.

Another great way to test QuickBooks 2010 without purchasing a new PC requires installing Microsoft Virtual PC 2007 to your current XP or Vista PC. Virtual PC 2007 allows you to create a virtual computer inside of your present computer. Follow the Virtual PC 2007 instructions, install Windows XP, Vista or 7 on your virtual computer. Install QuickBooks 2010 on your virtual computer.

Then get with the program; learn about QuickBooks 2010 and create your upgrade plan.

More QuickBooks Shipping Manager Errors

Business Systems Support QuickBooks

Question: When I click OK to configure the Shipping Manager path on the network computer, it gives me the error:

Access violation at address 08928D7C in module ‘ZRUSH_~1.OCX’. Read of address 0000001C

Answer: The problem might be folder and/or database damage or permissions. You must also have at least a two user licenses version of QuickBooks. Basically, the "Shipping Manager" database needs to be in the shared company files folder. Generally, following these steps corrects the error:

1 – Restart both the host computer and the network computer

2 – On the host computer, open QuickBooks and confirm that shipping manager works (if it works, the database is not damaged) leave QuickBooks open.

3 – On the host computer, in QuickBooks, select Help and About QuickBooks. In the green window, confirm that "User Licenses" says 2 or greater. Note the license number. Leave QuickBooks open.

4 – On the network computer, open QuickBooks and confirm that the company file works on the host computer (if it works, the "Company Files" folder permissions are ok) leave QuickBooks open

5 – On the network computer, in QuickBooks, select Help and About QuickBooks. In the green window, confirm that the license number matches the license number for the host computer, confirm that "User Licenses" says 2 or greater.

6 – On the host computer, in the "Shipping Manager Settings>>Connection Settings>>Connect Via Network" box, confirm that the shipping manager database is located at "C:\Documents and Settings\All Users\Documents\Shipping Manager v4\Database.v4" (or a path other than the default). Take note of the Shipping Manager path.

7 – On the host computer, confirm that the company file is located at "C:\Documents and Settings\All Users\Documents\Intuit\QuickBooks\Company Files" (or a path other than the default). Take note of the company files path.

8 – Close QuickBooks on both computers.

9 – On the host computer, open the "C:\Documents and Settings\All Users\Documents\" folder or the Shipping Manager path noted in step 6. Copy the "Shipping Manager v4" folder. Open the "C:\Documents and Settings\All Users\Documents\Intuit\QuickBooks\Company Files" folder or the company files path noted in step 7. Paste the "Shipping Manager v4" folder into the "C:\Documents and Settings\All Users\Documents\Intuit\QuickBooks\Company Files" folder.

10 – On the host computer, open QuickBooks. In the "Shipping Manager Settings>>Connection Settings>>Connect Via Network"box, enter the path "C:\Documents and Settings\All Users\Documents\Intuit\QuickBooks\Company Files\Shipping Manager v4\Database.v4\" OK or save back to QuickBooks main screen then close QuickBooks.

11 – On the network computer, open QuickBooks, select "Shipping Manager Settings>>Connection Settings>>Connect Via Network" then enter "\\[host computer name or ip address]\SharedDocs\Intuit\QuickBooks\Company Files\Shipping Manager v4\Database.v4\" in the block. OK or save back to QuickBooks main screen.

Occasionally, I have to delete the UPS or FEDEX accounts in Shipping Manager on the network computer, then repeat 10 and 11. One can avoid all of this by using a QuickBooks Remote Application Server

QuickBooks Multi User With Windows 7

Business Systems Support QuickBooks

If you plan to run out and buy a new Windows 7 computer at the end of October, I’m sure you’ve done the research to know that only QuickBooks 2010 is supported on Windows 7; and that there are problems with QuickBooks Pro 2009 on Windows 7

Don’t throw away your old Windows XP Pro computer yet. First, not only will QuickBooks 2010 install ok on a fresh copy of Windows 7 with Internet Explorer as the default browser, but earlier versions of QuickBooks will also install and run on Windows 7. Second, Windows 7 will see network shares on Windows XP Pro with little effort as opposed to setting up Windows networking with Windows 7 or Vista.

So, using your old Windows XP Pro computer as a dedicated QuickBooks server makes terrific sense. Put a fresh installation of Windows XP Pro on the computer from a restore CD or Windows XP Pro CD, then follow the instructions at painlessquickbooks.com to build out and configure the server. All of your valuable QuickBooks company files will be in a safe, secure, out of the way location, not on a dynamically changing computer used on someone’s desk every day.

You can also configure your dedicated QuickBooks server to complete automated tasks like a backup or syncing your website orders and inventory to QuickBooks.

QuickBooks Multi User Options

Business Systems Support QuickBooks

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 License Problems

Business Systems Support QuickBooks

Question: I have a license issue… can’t access company file from new computer. I have a 5 user license…1 of my 5 computers crashed (2x). Since I could not uninstall on the damaged drive, I cannot access the company file from the NEW computer. The first time intuit fixed it right away. Now they tell me I have to pay for tech support. How can I fix it?

Answer: You will need to evaluate and compare the licensing on each of your computers.

These instructions located at http://support.quickbooks.intuit.com/…

On each computer currently accessing the company file, open QuickBooks (you do not need to open the company file) and press the F2 key on your keyboard. This opens the Product Information window.

Write down the number of user licenses (either 1 or 3) and the license number from the Product Information window.

Repeat for each computer that accesses the company file.

Compare the license information you wrote down for each computer.

Make sure that you do not have single user licenses duplicated on multiple. If no single user licenses are present, sync all five computers’ licensing with Intuit. On each installation, go to Help >> Manage My License >> Sync License Data Online, starting with the computer hosting your company file(s).

The ‘exceeded max users’ message appears when you use the same single-user license on more than one computer and more than one individual tries to use the program.

If you are using the same single-user license on more than one computer accessing the company file, use a different license number. Each computer accessing the company file at the same time will need a unique single-user license.

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.

Just Purchased QuickBooks?

Business Systems Support 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.

QuickBooks MultiUser on a Network

QuickBooks

If you are like 90% of American small business, myself included, you most likely find yourself dealing with QuickBooks everyday. I find that it lives up to its advertising in every way, except performance. Through the years, I have developed a best practice for QuickBooks MultiUser deployment on a network.

Most businesses that use QuickBooks have 10mb or 100mb networks with uncertified data drops. Generally, they own consumer grade computers purchased from Office Depot, Dell or Walmart. I find that most application problems including QuickBooks are directly related to business trying hard to save money on their computing infrastructure.

Unfortunately, QuickBooks 2006/7/8 have raised the bar beyond the network and computing environment that most small businesses have in place. Minimum standards must be adhered to for a QuickBooks configuration to work correctly and the QuickBooks environment to be productive.

The computers running QuickBooks 2007/8 must meet these minimum system requirements:

1 – XP Professional SP2, Vista Home Premium, Business or Ultimate Operating Systems
2 – 2.0GHz or faster processor
3 – 2GB or more of RAM for XP, 4GB or more of RAM for Vista
4 – 5GB or more free hard drive space
5 – Conflicting software applications must be shutdown and removed from client computers
6 – 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.

Also, interaction between QuickBooks and each networked computer’s operating system must be configured properly for QuickBooks to perform properly.

You are probably thinking that these requirements are way beyond what you read on the QuickBooks box. Well, you are correct. However, many years of experience and exposure to robust QuickBooks multi-user environments tells me that meeting these minimum system requirements proves to be the cheapest business insurance you can buy.

When each of these requirements are addressed correctly, QuickBooks works great.

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.