Search Results for : QuickBooks Multi User Setup

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Best QuickBooks Multi User Setup

Question – What is the best setup for multi user to make sure each machine can open and operate the QuickBooks data file. Vista and XP Pro machines?

Answer – For an out of the box client server setup…

First, you need to have your Windows networking set up correctly. The shared folder where your Company File is located should have full write permissions (network users can change files) to all network users. Make sure your network’s Internet access is through a hardware firewall. Turn off the firewall software on each QuickBooks computer.

Second, each QuickBooks installation must be the same version, updated to the same level with all patches (upgrades) installed. Each QuickBooks installation must have a unique license.

Third, each computer, including the hosting computer, must open the QuickBooks company file from the same location. Do not use different mapping letters on different computers. Map the hosting computer just like you would do the other computers; \\[computer name]\[share name]

Fourth, the computer that “hosts” must be turned on to host the file. The location of the company file must be on the computer that is hosting the file. The hosting computer must have “Host Multi-User Access…” turned on. Every other computer that access QuickBooks must have “Host Multi-User Access…” turned off. The company file must be in “Multi-User Mode” in order for other users to access the file. You must have unique Users set up in QuickBooks in order for other users to access the file.

Intuit has detailed Multi-User Instructions at http://support.quickbooks.intuit.com/…

Finally, save yourself the headache of a mixed XP, Vista, Windows 7 installation. Use a QuickBooks Production Server. Learn how at http://painlessquickbooks.com/…

QuickBooks Multi User

Multi-User QuickBooks Networking Setup

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LEARN QuickBooks

Most businesses using QuickBooks have 10/100mb networks with low cost switches and uncertified data drops. Generally, they own consumer grade computers purchased from a big box store or online discounter.

I find that most client/server application problems, including QuickBooks, directly relate to businesses trying hard to save money on their computing infrastructure. Unfortunately, QuickBooks raises the bar beyond the network and computing environment that most small businesses adopt. Business must adhere to higher standards for Multi-User QuickBooks to work correctly and be productive.

In a multi-user QuickBooks environment, each computer must have a gigabit network interface, connected to a gigabit switch, using gigabit certified cables and data drops. Also, interaction between QuickBooks and each networked computer’s operating system must be configured properly for QuickBooks to perform optimally. You can accomplish effective QuickBooks networking easily.

First, install QuickBooks on a dedicated production server.

Second, connect only the QuickBooks Production Server and each computer running the installed QuickBooks application to a 1000 mb (gigabit) switch, then connect the 1000 mb (gigabit) switch to the existing 10/100 mb network, preferably at the top level switch. Your gigabit network segment for QuickBooks becomes part of the overall network, so each QuickBooks computer can reach the Internet, use business applications, share files, and print to network printers.

QuickBooks Wireless

Intuit consistently discourages QuickBooks Desktop running on a wireless network in Intuit’s support community and documentation, and rightfully so. The community generally assumes that classic QuickBooks Desktop Client Server setup will be deployed in an office wireless environment. A classic QuickBooks Desktop client server setup will not work correctly using a wireless network. Unfortunately, QuickBooks Desktop appears to work, but can actually result in lost data and lost time working to solve wireless connectivity issues impacting your accounting, computing and employees.

However, QuickBooks Desktop performs exceptionally well in a Remote Desktop Services environment on a wireless network and it is the way forward. I think any larger than a three QuickBooks Desktop multi user setup should be a Remote Desktop Services deployment and that secured wireless should be deployed in any office network.

Although Microsoft’s Windows Server products are the gold standard of Remote Desktop Services Servers, other major players such as Thinstuff , TSplus and other software providers offer lower cost alternatives. For example, a five user Windows 10 Desktop Server with Thinstuff deployed as Remote Desktop Services software built with an off lease computer and QuickBooks Desktop software can be completed for under $1000 and have a life span of over three years.

Consider Wireless QuickBooks Desktop as a very special case requiring careful consideration. Proponents advocating wireless in businesses understand cost savings and productivity increases after successful wireless deployments in certain types of working environments.

If wireless drives your consideration in a small installation, think about one of these lower cost alternatives. If you’re thinking DIY, use our experience to complete your QuickBooks Desktop Multi User Server. Before installing QuickBooks Desktop, install Thinstuff. Setup and test your Thinstuff users. Install QuickBooks. Set up and test your QuickBooks users. Use Remote Desktop Services from your wireless workstation or laptop to access your QuickBooks Desktop Server, without installing QuickBooks Desktop on each client computer. Interested?

Call, Text or Email Us or Read More QuickBooks Information

Top Three QuickBooks Setup Tips

QuickBooks

These three steps will make your QuickBooks default client/server installation sizzle!

First – Networking QuickBooks computers cannot be wireless and needs to be a step up from the norm. QuickBooks networking runs best with ultra fast gigabit networking. Each QuickBooks computer must have a gigabit network interface, connected to a gigabit switch, using gigabit certified cabling. Easily achieve gigabit networking by using an off the shelf eight port gigabit switch and manufactured cables; plug a cable from the new switch to your current network and plug cables from each QuickBooks computer to the new gigabit switch.

Second – Each QuickBooks computer must meet the minimum requirements listed below:

Windows 7, 8 or 8.1 computer
2.0GHz or faster processor
4GB or more of RAM
5GB or more free hard drive space
Each computer must have a gigabit (1000MB) network interface
Firewall software turned off while connected to the local network

It’s very important to distinguish between firewall or security software and antivirus software. Each desktop computer that runs QuickBooks needs an antivirus program. However, do not use comprehensive security software. One or more firewall software installations on a QuickBooks computer will cause QuickBooks to run very poorly or not at all. Turn off the Windows firewall and remove any security software except a single antivirus program.

A firewall’s place is at the gateway to the Internet. Install a Dell SonicWALL Totalsecure unified threat management device as your only firewall. Maintaining your network’s security cannot be overstated. UTM devices prove themselves superior to any other method day after day. While your competitors worry about malware, phishing attacks and slow moving accounting software, you’ll be speeding around in QuickBooks and surfing the Internet without fear.

Third – Install all production QuickBooks company files on a dedicated QuickBooks computer that will become your QuickBooks production server. Your valuable QuickBooks company files must be in a safe, secure location. A dedicated QuickBooks server is a computing device that has no keyboard, mouse or monitor. It usually resides in an out of the way closet or shelf. Only QuickBooks and QuickBooks add on software is installed on a dedicated QuickBooks server. Long story short; you simply do not want to host QuickBooks company files on a dynamically changing computer used on someone’s desk every day.

Yes, I know that QuickBooks can be hosted on a user’s desktop computer; however, I’ve seen multitudes of problems with desktop computers becoming unstable due to virus, other malware and unintended user problems, causing file damage and rendering QuickBooks data unavailable to other network users. In order for your QuickBooks multi user setup to work correctly and your QuickBooks environment stay robust and productive over time, your business demands a dedicated QuickBooks Server and gigabit networking infrastructure.

Next: Learn more about and how you can build your own Dedicated QuickBooks Server

QuickBooks 2015 System Requirements

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QuickBooks

Regarding all the questions I get about QuickBooks 2015 requirements; if you plan to move to QuickBooks 2015, it’s time for you to upgrade from XP to a new operating system. However, if you plan to stick with QuickBooks 2014 for awhile, consider that currently, all versions of QuickBooks 2014 support installation on XP Pro Service Pack 3. Check this link: http://support.quickbooks.intuit.com/support/articles/INF24382.

Although Microsoft no longer supports XP, by using a modern version browser, not Internet Explorer 8 and by using updated security software, one can mitigate most of XP’s security problems. No Microsoft support for XP Pro means very little, as refurbished XP Pro desktops will be around for some time to come.

The Painless QuickBooks XP Pro based QuickBooks Production Server still proves itself to be the easiest to configure and most cost effective way to host QuickBooks company files to Windows 7 or 8 client computers running any version of QuickBooks 2014 or earlier, sized for five users or less.

When you’re ready for QuickBooks 2015, return to painlessquickbooks.com and review these QuickBooks 2015 system requirements direct from Intuit QuickBooks Support at http://support.quickbooks.intuit.com/support/articles/inf26865 are listed below.

Pay particular attention to “natively installed,” performance issues with QuickBooks on RAID arrays and Microsoft Office 365 issues.

Operating systems:

Operating systems supported:

Windows 8, all editions including 64-bit, natively installed
Windows 7, all editions including 64-bit, natively installed
Windows Vista (SP1 or later), all editions including 64-bit, natively installed
Windows Server 2012, Windows Small Business Server 2011, Small Business Server 2008
Windows Server 2008 R2, Windows Server 2008, and Windows Server 2003 (SP2), including 64-bit, natively installed

Database Servers:

Windows: natively installed & Windows 8, Windows 7 or Vista (SP1) with UAC on, Windows Server 2011, Windows Server 2008 R2, Windows Server 2008, Windows Server 2008 – Terminal Server Config., Windows Server 2003 (SP2), and Windows Small Business Server 2008

Note: Windows Home Server Edition is not supported.

Hardware and operating system requirements (client and server)

2.4 GHz processor minimum
System processor should support at least Streaming SIMD Extensions 2 (SSE2) instruction set
2 GB RAM minimum

RAM requirements for multi-user setup
5 users: 2-3 GB
10 users: 3-4 GB
15 users: 4-6 GB
20 users: 6-8 GB

4x CD-ROM drive required for CD installations

Display optimized for 1024 x 768 screen resolution or higher with up to 2 Extended monitors

Best optimized for Default DPI setting (96 DPI or 100%). Additionally, medium DPI (120 DPI or 110%) is supported to ensure an optimal experience for 110% scaling.

Windows:
U.S. version
Regional Settings are supported when set to English (United States) with keyboard setting to U.S. only
Administrator Rights required for the server computer when hosting Multi User Access
Natively installed

Disk space requirements:
1.5 GB of disk space (additional space required for data files)
Additional software: 250 MB for Microsoft .NET 4.0 Runtime, provided on the QuickBooks CD
Additional requirements for Intuit Data Protect in QuickBooks Connected Services offerings
Require minimum 2.0 GB Ram
Twice the size of the largest File set to back up + 100MB or twice the size to restore. The space is only required from the work folder LocalApplicationData+”Intuit\Intuit Data Protect”

Software compatibility:

QuickBooks is capable of integrating with hundreds of third-party applications. The following integrations are provided with QuickBooks; additional RAM will enhance the use of these features. See Intuit Marketplace for the most up-to-date list.

Microsoft Office:

Office 2010 and Office 2013/365 (including Outlook 2010 and Outlook 2013) both on 32 and 64 bit. (Note: Office 365 is only supported when it is locally installed, not the web version.)
Preparing letters requires Microsoft Word 2013, 2010, or 2007.
Exporting reports requires Microsoft Excel 2013, 2010, or 2007.
Contact Synchronization with Microsoft Outlook requires Outlook 2013, 2010, or 2007.
Synchronization with Outlook requires QuickBooks Contact Sync for Outlook (the download is available at no charge).
Contact Sync does not work with the Microsoft Business Contact Manager Outlook plug-in. If a sync is performed, duplicate records could result

QuickBooks Point of Sale 2015 (V12.0), V11.0 , V10.0

Adobe Acrobat Reader: Business Planner functionality and viewing forms requires Adobe Acrobat Reader 5.0 or later.

Payroll and other online features and services requires Internet access with at least a 56 Kbps connection speed (DSL or cable modem recommended)
TurboTax 2014 and 2013 (Personal and Business)
Lacerte 2014 and 2013
Pro-Series tax years 2014 and 2013
QuickBooks for Mac 2015
Quicken 2015, 2014, 2013
Gmail, Yahoo Email, Windows Mail, Hotmail and AOL
Internet Explorer 11, 10, and 9.
Firewall and antivirus software compatibility
QuickBooks Pro 2015 has been tested with the following firewall and antivirus products.

Note: In some cases, it may be necessary to adjust settings in these products to ensure the best possible performance with QuickBooks.

Windows Server Firewall (all editions)
Windows 8 and 8.1 Firewall (all editions)
Windows 7 Firewall (all editions)
Windows Vista Firewall (all editions)
Microsoft Security Essentials
Avast
Windows Defender
AVG
Symantec
ESET
Avira
Kaspersky
McAfee
Bitdefender
Norton

Note: QuickBooks will work with systems running RAID (Redundant Array of Inexpensive Disks) but this is not recommended because performance issues may cause QuickBooks to operate slowly.

The Two Fundamental Ways To Install QuickBooks

QuickBooks

One has many options with QuickBooks, but when it comes to QuickBooks setup, they boil down to two fundamental ways to install QuickBooks.

1 – Setup QuickBooks as a client server application with software on each computer that accesses QuickBooks on a server. This is the least expensive way, in up front costs, to deploy QuickBooks. You can use a Windows Server product or XP Pro. My step-by-step manual details an inexpensive XP Pro “server” for five users or less. Intuit publishes support documentation for a typical peer to peer multi user installation of QuickBooks.

2 – Setup QuickBooks as a Terminal Services or Remote Desktop Services application. No QuickBooks software is installed on any computer except the server. Most deployments use Windows Server 2008 Terminal Services to pull this option off. Although, there are several other products on the market that will accomplish the same thing, including one that uses XP Pro as a terminal server. If you require Intuit service, they require the QuickBooks Enterprise on your server. Intuit does not support any other version on a Terminal Services or Remote Desktop Services server.

You will need high speed, firewalled Internet access to remotely reach your QuickBooks environment.

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 QuickBooks client computer.

2 – If you are setup as a Terminal Services or Remote Desktop Services application, have a remote user get to QuickBooks using an RDP client on a PC, MAC, tablet or smart phone, from the Internet, through the local firewall, to your QuickBooks Terminal Services or Remote Desktop Services server.

Networking QuickBooks Requires Mapping A Network Drive

QuickBooks

I’ve been all over the map about QuickBooks requirement to map a network drive in a QuickBooks multi user setup. For awhile, UNC paths were the way to go. First it was \\[server name]\[share name] not mapped, then \\[ip address]\[share name] not mapped. Now it appears that we’re back to mapped drives.

Straight from the source, Intuit spells out QuickBooks curent thinking about mapped drives below.

QuickBooks Map Drive

The take away: Do it by the book, there must be a good reason.

I’ve learned from experience that when picking a drive letter, choose something above LMNOP and make it the same for every computer accessing QuickBooks.

QuickBooks Network

Windows 7 Home Networking With QuickBooks Pro 2012 3 User Works Great

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QuickBooks

Some of my simplest Multi User QuickBooks installations use Windows 7 Home Networking with great success.

My three step process starts with a default Windows 7 Home Networking setup and several new Windows 7 Home Premium or Pro computers with Microsoft Security Essentials or other Internet security software installed. I use the Windows 7 Home Networking wizard to create the primary Windows 7 Home Networking computer. Then, I attach each subsequent computer to the primary computer with a gigabit network switch and by configuring Windows 7 Home Networking using the wizard and Windows 7 Home Networking password.

Once I have several Windows 7 Home Networking computers setup and working with each other and printing to a network printer, I begin my second step. I install a default multi user QuickBooks setup on the primary Windows 7 Home Networking computer, paying close attention to the firewall questions that open up appropriate ports for QuickBooks to function correctly. I use the “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” option to install QuickBooks. I open QuickBooks to register, create users and host the company files. Then I copy or add a new company file to the default shared company files folder. I also take note of the QuickBooks default shared company files folder and name of the primary computer.

Finally, I install QuickBooks 2012 on each networked computer and map the shared company files folder using the name of the primary computer. If any computer has difficulty opening a shared company file, I use Intuit’s QuickBooks Connection Diagnostic Tool to locate and repair any network issues. I log on to QuickBooks and test several simultaneous users on different computers.

Intuit provides the QuickBooks Connection Diagnostic Tool at http://support.quickbooks.intuit.com/support/networking/nettool.aspx

The QuickBooks Install Center at http://support.quickbooks.intuit.com/support/InstallCenter/default.aspx can answer additional questions you might have about your Multi User QuickBooks installation.

QuickBooks Multi User QuickBooks Server QuickBooks Remote Access

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QuickBooks

Not all small businesses can afford QuickBooks Hosting. But, many businesses can’t afford not to. A small business must make a solid business case to spend $50 per user on Hosted QuickBooks. Make the business case and you too can spend many years using QuickBooks Pro, Premier, Accountant or Enterprise Solutions trouble free.

If your business can’t make the case for Hosted QuickBooks, consider this unorthodox route to your own QuickBooks Multi User, Remote Access QuickBooks Server.

The process to build what you need is very straight forward. It will work for 3 user Pro or Premier. If you use a re purposed XP Pro computer, you can save quite a bit of money. The steps are below.

Build a new XP Pro or Win7 Pro computer.

Assign to a domain if it needs to be part of your domain.

Download and Install per their instructions the appropriate version of Thinstuff XP/VS Terminal Server (http://www.thinstuff.com)

Install your version of QuickBooks Pro or Premier.

Setup domain security or local user security.

Turn off any firewall software on the server or write rules to allow rdp and vpn.

Test multiuser desktop access on the local network.

Setup QuickBooks users.

Test multiuser QuickBooks access on the local network.

You now have a multiuser RDP accessible QuickBooks server.

You can use XP/VS Terminal Server to serve a desktop or TSX RemoteApp to serve only QuickBooks.

To add remote access to the server, install OpenVPN or LogMeIn Hamachi VPN on the server and on client computers. You can then access QuickBooks from anywhere you have fast broadband Internet.

Compare this to my Enterprise Solutions server by the book setup:

Remote Desktop Services with Microsoft Windows Server 2008 R2 standard with the latest Intel 64 bit processors, 32 GB RAM and 1000GB drive (not raid) for serving thirty users’ desktops, the maximum size for a single Enterprise installation on a physical server. Add a backup/recovery scheme and redundancy to power and memory to allow for maximum uptime. For a datacenter, dedicate one physical server and network segment to one unique business.

One can save a ton of money.

QuickBooks In Converged Data/Voice Networks

QuickBooks

During last week’s run up to a local data center conference, I found myself telling an IT Director that one should consider their network in terms of being voice centric.

I almost choked. After my many years of preaching data centricity, I found that I had moved beyond converged networking to looking at a network from the perspective of real time traffic prioritization.

My IT protégé choked because he could hardly believe his ears and he totally agreed with me. His mantra; design to voice and specific applications needs.

The new converged network embraces coexistence of real time traffic such as video and voice with all other traffic. Seeking new and better ways of prioritizing traffic, that is, forcing video and voice traffic to move across the network ahead of all other traffic, drives development of the new converged network.

QuickBooks for five users or less fits neatly into converged data/voice networks because all QuickBooks clients in the default client-server QuickBooks setup need to operate on an isolated gigabit switch, up linked to the legacy data/voice network. QuickBooks above five users should reside on a remote desktop services server. The low bandwidth requirements of remote desktop services plays very nice with converged data/voice networks.

Painless QuickBooks can help you with any QuickBooks multi user setup from a three user local server to a thirty user local and remote access server. We also provide Hosted QuickBooks from one to thirty users. Please contact us today!