What are causes and solutions to locked file errors in QuickBooks Desktop?

One frequent category of issues in QuickBooks that might keep you from accessing your company file is locked file errors. An error notice indicating that the file you are attempting to access is already in use may appear when you try to open a business file.

Your operation may be hampered by QuickBooks Desktop’s multifaceted problems, which might prevent you from accessing the corporate file. If you’ve previously run across this issue, this page will walk you through fixing locked file issues with the QuickBooks Desktop software. Make sure you finish reading this post!

Understanding Locked File Errors in QuickBooks

QuickBooks Desktop experiences locked file issues when a user or other process locks a business file or other associated files, making it impossible for the software to access them. This can occur even in single-user mode if a file is being utilized by another program or process. It can also happen in a multi-user configuration when numerous users are attempting to access the same business file concurrently.

When this problem occurs, users could see error messages like these:

• “The file you specified cannot be opened because it is currently being used by another QuickBooks user.”
• “Another QuickBooks user is currently performing a task that requires single-user mode.” These mistakes may make it impossible for users to save, edit, or open files, which might interfere with day-to-day activities.

Common Reasons for File Lock Errors in QuickBooks

1. Multi-User Mode Discord

• When using multi-user mode, other users may be momentarily prevented from accessing the same file if one user is working on it or carrying out an action that locks it. If a single user is handling payroll or doing a backup, QuickBooks can lock the file until the job is finished.

2. Background Operations

• The business file may occasionally be held upon by QuickBooks or other software’s background operations, making it unavailable to users. For example, the file may remain closed due to a third-party program or an ongoing QuickBooks operation (such as an audit trail scan or scheduled backup).

3. Network Data File (ND File) Damage

• In multi-user configurations, QuickBooks produces a network data file (.ND) to assist control access to the corporate file. This file could be interpreted as locked by QuickBooks if it is corrupted or damaged.

4. Open the File on a Different Workstation

• The user may still have left QuickBooks open on another computer, registering the file as in use, if the user did not fully leave QuickBooks.

5. Not Enough Permissions

• QuickBooks may display a locked file error if the user lacks the necessary rights to access the file on the server or in the folder where it is kept.

6. Interference from Security Software

• QuickBooks processes may occasionally be flagged as suspicious by security software, such as firewall or antivirus programs, locking the file and causing a locked file error.

Solutions to Fix QuickBooks Locked File Errors

Before we go on to remedies, let’s consider the following steps for fixing the business file in use QuickBooks issue:

• Check to see whether the corporate file has been opened by a different person or device. If it is, ask them to close the file and give it another go.
• Make sure the company file isn’t stored on a network disc or another shared area where several users can view it simultaneously.
• After restarting the QuickBooks database server management service, try opening the company file again.
• You may need to utilize the QuickBooks File Doctor tool to find and correct any issues with the business file if none of the previously stated solutions work.

Let’s now examine the fixes for the QuickBooks issue where a user is now encountering a task error:

Solution 1: Check Each Workstation for Multi-User Hosting

Checking the hosting status on every system in the network, including the server hosting the company file, is necessary to ensure that only the server computer is hosting the company file and that every other workstation is running in single-user mode—the best configuration for a multi-user environment.

• Make sure that a single system on the network is hosting the corporate file.
• Open QuickBooks on each networked computer, then choose the File tab.
• Move your cursor over the option labeled “Stop Hosting Multi-User Access” in QuickBooks, and choose “Yes.”
• If you see the option to host multi-user access, the hosting settings are correct.
• Proceed by quitting QuickBooks and doing the same steps on every connected computer.
• Go to the next troubleshooting step if the QB business file in use problem message persists.

Solution 2: Update QuickBooks Desktop on the Workstation and Server

Using a new version of QuickBooks Desktop eliminates the possibility of running into issues with the program’s internal workings as a consequence of bugs and flaws in the prior update.

• To enter the Update QuickBooks window, select the Update QuickBooks Desktop option from the Help menu in QuickBooks.
• Go to the Upgrade Now tab and choose every software feature you wish to upgrade.
• Click Get Updates whenever the updates are ready to be installed.
• Restart QuickBooks once the updates have been downloaded, then choose Install Now when prompted.
• See if updating resolves the problem.

Solution 3: To Restart QuickBooks Database Service, use Task Manager

Restarting an application will refresh it. If QuickBooks Database Server Manager isn’t working the way it should, restarting it could help fix any internal issues.

• You may right-click the taskbar at the bottom of your computer to open the Start Task Manager.
• Under the Processes tab, look for the QuickBooks process named QuickBooks DBXX (where XX is the version of your QuickBooks Desktop).
• You may select End Process by right-clicking on the service.
• Click yes to confirm and launch QuickBooks Desktop again from your desktop.
• Regaining access to the company file should be attempted if the issue with the “Company File in Use QuickBooks” continues. In that case, go to the next stage of the troubleshooting procedure.

Solution 4: Log in to Windows Using an Admin Account

If your user account has restricted access, you are unable to perform certain tasks on Windows, including seeing the corporate file. Please use administrator rights to run QuickBooks. You may also use the admin account to log into Windows to prevent similar problems with QuickBooks.

• Click the Windows Start button, and then select Log off from the Windows Startup options.
• Next, choose Switch User and provide the login credentials for the admin account.
• Now, when you press Enter, Windows will log you in as an administrator.

Solution 5: In QuickBooks, set the user’s permissions

To provide users unlimited access to the business file, you, as the QuickBooks account administrator, must allow them enough admin permissions.

• Open QuickBooks on a separate machine that isn’t having problems.
• In the Users section of the open business file, click View Users.
• Verify that the individual who is experiencing the problem is not making use of the corporate file.
• From the Users tab in the Company section, choose Set up Users and Roles.
• Click New and provide a name to create a new user.
• Click Add to add a role to the newly created account from the Roles section.
• Click OK and then Close.

Solution 6: Run a scan using the System File Checker

You may use the Windows System File Checker (SFC) tool to search for and repair corrupted or damaged system files. To do an SFC scan on Windows, follow these steps:

1. Set the Command Prompt to Active

• To accomplish this, open the taskbar’s search box, type “cmd,” and then select “Run as administrator” from the menu. Choose “Yes” if you are asked to provide consent.

2. Hit the “SFC Command” button

• Without the quotes, type “sfc /scannow” into the Command Prompt dialogue box. A scan with SFC will be placed.

3. Give the scan time to complete

• Please wait for the scan to be completed before closing the Command Prompt window.

4. Analyze the results of the scan

• When the scan is finished, the results will be shown in the Command Prompt window. You’ll receive an alert informing you if any errors are found and corrected. Additionally, you will receive a message letting you know if any flaws were found or if they were unfixable.

5. Shut off the Command Prompt window

• After viewing the results of the scan, you may close the Command Prompt window. If the SFC scan finds and repairs any corrupted or damaged system files, your Windows PC’s stability and performance could be improved.

Solution7: A fix is required for the QuickBooks application

You may attempt to fix any problems with QuickBooks by trying to repair the software. The following are the stages involved in fixing QuickBooks:

1. Switch off QuickBooks

• Make sure QuickBooks is not running in the background or closed.

2. Turn on the Control Panel.

• To do this, open the Start menu and select “Control Panel.”

3. Kindly choose “Programs and Features.”

• Click “Programs and Features” in the Control Panel’s “Programs” section.

4. Find QuickBooks

• Look for QuickBooks in the list of installed programs, and then click it.

5. From the menu, choose “Repair.”

• Click “Repair” above the list of installed programs. Choose “Yes” if you are asked to provide consent.

6. Adhere to the guidelines

• Follow the directions to finish the repair. It may take some time to complete, so have patience and don’t close the window.

7. Turn off your computer

• After the repair process, restarting your computer will ensure the changes take effect.

Particular Cases of QuickBooks locked file issues

You can follow the instructions provided by the error messages. The following are these messages:

Error Message 1: If the error indicates that another user is Accessing the File

Even in multi-user mode, these problems typically occur when a user attempts to do a QuickBooks task that is restricted to one user at a time. In such a scenario, you can begin working on the assignment as soon as the other person finishes. Additionally, you may contact the other users and request a heads-up when they’re finished if you know who they are. Try the other methods, though, if you are certain that another user isn’t to blame for the issue.

Error Message 2: If a particular user is constantly mentioned in the error.

Another scenario would be if a certain user is mentioned in the error and they are not using QuickBooks for any tasks. In a situation like this, you should do the actions listed below:

• The other user mentioned in the issue has to shut down and restart QuickBooks on their computer.
• Now launch QuickBooks on a different computer. Next, you have to navigate to the Company menu, choose Users, and finally click on View Users. That is mentioned in the QuickBooks workstation error message when you sign out.
• Finally, return to the user list. Once that particular person has logged out, you should be able to complete the process without any problems. Follow the steps for both “Waiting for company file” and “error on multiple workstations” if the issue persists.

Error Message 3: If the error message reads “Company File in Use. Please Wait” or “Waiting for Company File,”

Performance problems are indicated when a warning similar to this one shows up on your QuickBooks account screen. The workstation isn’t meeting the system requirements for QuickBooks, or there are database problems causing performance concerns. Additional problems include a workstation or server, incompatible applications, and network problems.

Error Message 4: If the error shows up on several workstations

The remedies listed below might be applied in this situation:

Method 1: Stop hosting on all workstations and search for multiple host systems.

• The first thing to do is launch QuickBooks.
• Next, choose Utilities from the File menu, then choose between Stop hosting multi-user access and Host multi-user access.
• Shut down QuickBooks Desktop now, and then follow the same procedure again.
• Finish the procedure by launching QuickBooks and attempting to complete the problematic activity.

Method 2: Restart the server’s QuickBooks services after stopping them.

• To accomplish this, visit the server and make sure QuickBooks is closed on every workstation.
• Selecting Run from the Start menu is the next step.
• Go to services now.msc press the OK button.
• Next, choose QuickBooksDBXX by clicking on the name column.
• Selecting the Stop link is the next step.
• Moreover, choose the Start tab. The company file will be accessible as a result.
• Open QuickBooks now and attempt to complete the assignment.

Method 3: Making use of the server-side QuickBooks tool hub

The QuickBooks tools hub compiles several tools to address common problems. One should choose the following steps:

• To download and install the tool hub on the server, you must follow the instructions.
• Navigate to the Program Issues tab after opening the tool hub.
• After that, use every tool included in the program issues tab. Try completing the assignment in QuickBooks once again after using each tool.

Method 4: Reinstalling QuickBooks on the server

You may utilize the clean install tool on the server’s QuickBooks desktop for this.

Uninstalling QuickBooks Desktop

• Launch the Windows Start menu, run a search, then select the Control Panel to get things started.
• Proceed to Programs and Features after that.
• Click on Uninstall a Program after that.
• Select QuickBooks from the list of apps, and then click the Uninstall/Change option.
• After you’re done, click the Next tab.

Reinstalling QuickBooks Desktop

You must now install QuickBooks Desktop again after uninstalling it before.

• Start by downloading the most recent QuickBooks desktop version from the server.
• Next, launch the QuickBooks.exe file that you downloaded.
• To proceed, click Next after accepting the software licensing agreement and following all on-screen instructions.
• Enter the software’s product and license numbers now.
• Afterwards, proceed towards, and select the installation route of your choice:
  • Express install
  • Custom and Network installation
• Click the Next button.
• The next step is to select Change the install location and then select Browse.
• Select Next to begin the installation process.
• After that, launch QuickBooks to confirm that the mistakes have been fixed.

Error Message 5: If the issue is present on just one workstation

If a single user’s workstation consistently displays the QuickBooks business file in use error, there may be a problem with Windows or QuickBooks permissions. The following approaches ought to be used in such circumstances.

Method 1: in QuickBooks, create a new user

To accomplish this, choose Users from the Company menu, then Setup users and roles.

• In the users and roles window, choose new. Moreover, enter a name in the user name field. You may add and confirm a password if you’d like.
• The next step is to choose a role from the window, click Add, and press the OK button.
• Select the Role list and edit tabs to modify the role. As necessary, add or remove permissions, then click the OK button.
• Once completed. Select “Close” from the Users and Roles pane now.
• Following that, exit QuickBooks and log back in using the newly established user.
• Try completing the assignment as a new user.

Method 2: Adding administrator access to a new Windows user.

• The first step is to follow the instructions to make a new administrator-level Windows user.
• Then use this user to log into Windows on the workstation.
• Additionally, choose Run as administrator by right-clicking on the QuickBooks icon on the desktop. You should now be able to complete the operation on the workstation without encountering any errors.

Conclusion

This takes us closer to the conclusion of the article and the procedures. After following the procedures outlined in this section, fixing QuickBooks locked file issues becomes quite simple. But, please don’t hesitate to get in touch with us if you run into any problems. Give our tech experts a call at +1800-983-3087, our dedicated helpline number, and our QuickBooks enterprise technical support staff will make sure to offer the finest support services available, 24/7.

Frequently Asked Questions