QuickBooks Server Client Setup on Workstation and Network

In QuickBooks, a client-server setup enables the relationship between components of an application. It helps to initiate service requests for servers. So, if you need to use multi-user networks to access QuickBooks company files, it is mandatory to set up a server. AccountsPro compiled the insights related to QuickBooks server client setup and workstation settings which included both QuickBooks Setup on Network and the correct way for QuickBooks Setup on Workstation.

Setting Up QuickBooks on Workstation and Server

Moreover, by using QuickBooks Server Utility Manager you can easily do a QuickBooks multi-user setup. You need to apply settings in QuickBooks desktop, server, and Windows. Here are the steps you need to follow:

Method 1: Install QuickBooks on the Server Machine

Multi-user Network permits one system to host the company files, known as a server computer. It links the other computers connected to the Network. The computer that is not hosting the company files is referred to as a workstation.

• Initially, you need to proceed with downloading and installing the QuickBooks desktop on the server system.
• After this, choose the “Custom and Network install option for the type called install.
• Click on I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing…If you need the complete version of QuickBooks Desktop on the server system.
• If you need the server system hosting the files, click on” I will NOT be using QuickBooks Desktop on this computer.”
• Once done now, you need to follow the instructions on the screen to complete the installation.
• It is a better decision if you keep the company files on the server system’s local hard drive; it would help in the ease of sharing the file over the Network.
• If you need to keep the files on a network drive, you need to perform mapping of the drive.

Method 2: Adjust folder permissions

Check the setting of the folder permissions through the below steps:

• Click on the Start menu of the Windows
• Now open File Explorer
• Once prompted locate the Security option
• Hit Advanced button
• Choose QBDataServiceUserXX
• Click Edit tab
• Adjust the below settings to Allowed:
• Traverse Folder/Execute File
• Read Extended Attributes
• List Folder/Read Data
• Read Attributes
• Create Folders/Append Data
• Write Attributes
• Write Extended Attributes
• Create Files/Write Data
• Read Permissions
• If you are unable to set permission correctly, then follow the below steps:
• Locate the company file folder
• Give a right-click on it
• Click Properties button
• Hit Security and then select Edit
• Click QBDataServiceUserXX
• Hit Full control
• Select Allow
• Click Apply and then choose the OK button

Method 3: Database Server Manager Installation

The QuickBooks installation installs the Database Server Manager on the system. The tool permits sharing of company files across the Network. Ensure that you have installed the QuickBooks Database Server Manager. You can get full details about QuickBooks Database Server Manager Installation and setup.

Method 4: Adjust Administrative Rights

Follow the steps:

Step 1: Create a Windows user

• Click on the start menu
• Choose All Programs
• Hit Windows Small Business Server
• Click Windows SBS Console
• Choose to Users and Groups option
• Click the tab named Add a new user account
• Enter the user information then follow the instructions on the Add a new User Account Wizard
• Click on the new user administrator rights
• At last hit Finish

Step 2: Set admin access to programs of QuickBooks

After QuickBooks Database Server Manager Installation, it automatically makes a new Windows user. You require giving user admin rights to run across the Network. Here are the steps:

• Close the QuickBooks Desktop
• Click on the start button
• Open Control Panel
• Choose User Accounts
• Discover QBDataServiceUserXX according to the version of QuickBooks Desktop
• Click Change the type named Account
• Hit Administrator button
• Choose to Change Account Type
• Click Apply

Method 5: Run Database Server Manager

Once you have done with the database server Manager Installation, you are required to scan the company files. It allows users to work together in QuickBooks from multiple systems. Start folder scanning, monitor drives, and Managing Server Manager.

Method 6: Enable Hosting Mode

• Open your QuickBooks Desktop
• Locate File menu
• Hit Utilities
• Choose Host Multi-user access
• Click the Yes button to confirm

Connect QuickBooks Server Machine to Client

Connecting a QuickBooks server machine to client systems involves configuring the network and ensuring proper access permissions, allowing seamless data sharing and multi-user functionality. This setup ensures efficient collaboration and centralized data management for QuickBooks users across different devices.

1. Server Setup on a Remote System

Before remote access to the QuickBooks Desktop, you need to map the server or host system as a network drive to the specific workstations. QuickBooks Database Manager is a program through which users do the configuration for multi-user access. Follow the below instructions:

• Locate the server system
• Start downloading and installing QuickBooks Desktop on it
• Click on the File menu
• Choose Switch to Multi-user mode
• It will display a Multi-user hosting setup window
• Click Yes option
• The QuickBooks Desktop installs and begins QBDBMgrN.exe as a background service.
• It will prompt Multi-user setup information on Page
• You need to click on the OK button
• Go to the company tab to add the required users
• Click Users and then hit Setup Users and roles
• After that, hit the New button

Do you want to manage one or more companies in one QB, check out complete details QuickBooks Enterprise For Multiple Company setup.

2. The process needs to be done while the Workstation Setup remotely

• Open the Control Panel
• Select Network and Sharing Center
• Click Change Advanced Sharing settings
• Now you need to expand the type of profile you are using
• Below Network Discovery, click on the Turn on Network Discovery button
• Hit the Password Protected Sharing tab, choose the Turn-off Password protected sharing button
• Click on Save changes

Steps to Configure QuickBooks Database Server Access

• Open QuickBooks on your system
• Click the “File” and “Utilities” menu in QuickBooks.
• Click the “File” menu, “Utilities” and “Host Multi-User Access” on the computer you want to use for administrator access.
• Click the “Company” menu and “Set Up Users and Passwords.”
• Select “Set Up Users” and “Add User.”
• Add a username and password and select the access options for the user and the changing or deleting transaction options for the user. Click “Finish.”
• Open QuickBooks on each computer connected to the network. Click the “File” menu and “Open or Restore” Company.
• Click “Open a Company File” and “Next.”
• Browse to the network location where you stored your QuickBooks Database Server Management file. Select the file and click “Open.”
• Provide the username and password assigned to each computer and log in.

Resolve Issues during QuickBooks Server client setup

• Error: Fixing the Connection
• QuickBooks Not Connecting To Server
• Error: You are not connected to the server
• QuickBooks Server Busy Or Time Out Error
• Error: Specify the Server and Company Data File
• Point of Sale is grayed out
• POS error message 181002: The Server workstation is not running with not accessible company file

The reasons behind the errors mentioned above associated with Server setup are below:

• Not enable multi-user mode.
• A third-party application or Firewall blocks the server and workstation communication.
• Network connection errors
• Dynamic IP address
• Incorrect configuration of Network & folder permission

You can go for the QuickBooks Hosting solution if don’t have enough budget and staff to manage QB on Server.

Fix the QuickBooks client-server setup errors

Fixing QuickBooks client-server setup errors involves addressing network issues, file permissions, and incorrect configurations to ensure seamless communication between the server and client systems. Proper troubleshooting ensures multi-user mode functionality and uninterrupted workflow.

Method 1: Verify the Point of sale enabled multi-user mode

• In case multi-user is enabled, click Switch Company file to single-user mode
• Choose File button
• Refresh multi-user connectivity by Clicking on the Switch Company file to the Multi-user mode option

Method 2: Renaming saved MS Activity

• Open the folder with MSActivity
• Right-click on it
• Click Rename option
• Rename the file to OLDWSActivity
• Close the POS in all workstations

So this is the ending of the article! I hope the information is beneficial to set up the server in the workstation and host computer. In case of any issue, you can get connected with the AccountsPro QuickBooks professional team over QuickBooks Support or do a live chat.

Frequently Asked Questions