About setting up multi-user QuickBooks
To do this task
If you haven't already done so, install QuickBooks on the computers of
all users who will be working on the company file.
Decide which computer should host multi-user access to the company file, then open QuickBooks on that computer.
How do I decide?
When choosing which computer to use, be aware that the user must be logged
in to Windows with the computer turned on for other users to access the
What if I don't set up a computer?
The first person to open the company file in multi-user mode will be
prompted to set up multi-user access to the company file.
From the computer you selected in step 2, open the company file
in multi-user mode.
When prompted to set up multi-user access to the company file, click Alternate Setup.
To protect your company information from unauthorized access, Intuit recommends that you set up permissions.
In the alternate setup, to provide other QuickBooks users with continuous access
to the company file, the computer that is hosting multi-user access to the company
file must be left on and the user must remain logged in to Windows. However,
QuickBooks can be closed.
Once you turn on hosting, all company files on this computer and company files
that you open on other computers on the network can be opened in multi-user
mode as long as users have valid user names and passwords.
Will the same computer always host multi-user access?
No, the hosting computer can change for each multi-user session. The first
person to open the company file in multi-user mode will host multi-user access.
What if more than one computer is set up to host multi-user access?
More than one computer can be set up to host multi-user access. On a particular
day, the first computer to open the file in multi-user mode is the one that
is hosting multi-user access.
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