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QuickBooks Multi-User Mode Not Working? Let Us Resolve That

quickbooks multi user mode not working  issue

As we all know, we can access and work on company files in two modes: single-user mode and multi-user mode. In this blog, we have our emphasize multi-user mode and its prominent issues, such as QuickBooks multi-user mode not working, QuickBooks freezing when switching to multi-user mode, inability to connect to QuickBooks after turning on multi-user mode, and many more. Therefore, let’s delve into the blog and find the working solutions.

quickbooks multi user mode not working  issue

Proven Solutions to Swiftly Deal with the ‘QuickBooks not Working in Multi-user Mode’ Issue

Let’s implement the tried-and-tested solutions recommended by experts to quickly resolve the ‘QuickBooks multi-user mode not working’ issue.

1. Set up Folder and Windows Access Permissions to Share the Company Files

It’s essential that the folder containing the company files must have permission to be on your network. Therefore, let’s check the folder permissions on the server by following the detailed steps below.

set up folder permissions

Let’s verify whether the folder permissions are set correctly by implementing the detailed solutions below.

  1. Press the Windows + E keys simultaneously and open File Explorer.
  2. Move to the folder containing the company file, right-click it, and choose Properties.
  3. Further, move to the Security tab and select Advanced.
  4. Select QBDataServiceUserXX > Edit and set the following settings to Allowed:
  • Traverse Folder/Execute File
  • List Folder/Read Data
  • Read Attributes
  • Read Extended Attributes
  • Create Files/Write Data
  • Create Folders/Append Data
  • Write Attributes
  • Write Extended Attributes
  • Read Permissions
  1. Right-click the folder with the company file and choose Properties.
  2. Move to the Security tab and click Edit.
  3. Choose QBDataServiceUserXX, select Full Control, and then hit Allow.
  4. Lastly, select Apply, then hit OK to conclude.

In case you need to adjust folder permissions, implement the detailed solutions below

  1. Press the Windows + E keys together and open File Explorer.
  2. Find and right-click the folders mentioned below:
  • C:\Program Data\Intuit\Entitlement Client\v8
  • C:\Program Data\Intuit\Entitlement Client\v6.0
  • C:\Program Data\Intuit\Entitlement Client\v5
  • C:\Program Data\Intuit\Entitlement Client\v3
  • C:\Program Data\Intuit\Entitlement Client
  • C:\Program Data\Intuit\QuickBooks Enterprise Solutions X.0 (X = version) or C:\Program Data\Intuit\QuickBooks 20XX (XX = year)
  • C:\Program Data\COMMON FILES\INTUIT
  • C:\Program Data\COMMON FILES\INTUIT\QUICKBOOKS
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\FAMXX (XX = year)
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks

Now, let’s perform the following steps for any of the folders listed above. However, it must be remembered that you may not have all of these folders. Some folders are specific to certain versions of QBDT.

  • Right-click the folder containing the company file and select Properties.
  • Move to the Security tab and select Everyone.
  • Select the Full Control checkbox, then select Apply and hit OK.
 Download Database Server Manager on the Server Computer

In order to work seamlessly on the company files over the network, QuickBooks must have the right level of access. Here is how you can easily set Windows access permissions and share the company files uninterruptedly.

  1. Press the Windows + E keys on the keyword to access File Explorer.
  2. Locate and right-click the folder that contains the company files.
  3. Select Properties > Sharing > Share Add.
  4. Further, select the corresponding QBDataServiceUserXX for your version and set the permission level of both users to Full Control.
  5. Lastly, select Share to conclude.

If you still can’t open QuickBooks in multi-user mode, move to the next solution.

install quickbooks database server manager

Since Database Server Manager is a part of the QuickBooks Desktop file, downloading and updating QuickBooks Desktop will automatically update the Database Server Manager.

  1. Close QuickBooks and all open programs on the server computer.
  2. Open the Setup_QuickBooks.exe file that you have downloaded and follow the onscreen instructions.
  3. Select Custom or Network Options as an install type and hit Next.
  4. Choose the best option suitable for your network setup, and then hit Next. Both options will install the Database Server Manager on the server.
    • If you want to run both the Database Server Manager and QuickBooks Desktop on the server computer, select I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing our company file here so it can be shared over our network.
    • In case you only want to run the Database Server Manager on your server computer, select I will NOT be using QuickBooks Desktop on this computer.
  5. Follow the remaining on-screen instructions. When you’re ready, hit Install. Remember, Windows may ask you for permission.

Note: Make sure to give QBDataServiceUserXX (XX is the user number) permission to access the folders that contain the company files. Remember, you may see these users whenever you set system-level permissions.

If this doesn’t help resolve the ‘QuickBooks multi-user mode not working’ issue, move to the next solution.

set-the-windows-account-with-admin-rights
  1. Firstly, select Start  > Settings  > Accounts.
  2. In Family & Other Users, select the account owner name (you will see “Local account” below the name), then opt for Change account type.
  3. In Account type, select Administrator, and then hit OK.
  4. Finally, sign in with the new administrator account; you now have a Windows account with admin rights.

If this doesn’t help resolve the QB Desktop in multi-user mode issues, move to the next solution.

4. Scan the Folders Using the Database Server Manager

Before sharing the company files over the network, you once need to scan the folder containing them using the Database Server Manager. Let’s learn how to do that.

  1. Firstly, open the Windows Start menu on the server computer.
  2. Open QuickBooks Database Server Manager by entering “Database” into the search bar.
  3. Move to the Scan Folders tab and select Browse
  4. Finally, select the folders containing the company files (QBW) and select OK when you’re done.
  5. Select Start Scan when you’re ready.

After the scan finishes, the folders appear in the QuickBooks company files found section.  The company files can now be accessed in these folders from other computers on your network.

However, if you still can’t sign into the QuickBooks file in multi-user mode, move to the next solution.

5. Turn the Multi-user Mode on 

turn the multi-user mode on

Here is how you can turn on multi-user mode in QuickBooks.

  1. Click the File menu, hover over Utilities, then select Host Multi-User Access, and hit Yes to confirm.

If this also doesn’t resolve the QuickBooks multi-user mode not working issue, move to the next solution.

6. Install QuickBooks on a Workstation

Now that the files have been hosted over the network from the server, let’s install QuickBooks Desktop on the workstations.

  1. Download and install QuickBooks Desktop on the workstations.
  2. Select Custom and Network install for the install type and then select I will be using QuickBooks Desktop on this computer.
  3. Lastly, follow the on-screen instructions to finish the installation.

If this also doesn’t help resolve the issue, switch to the next solution.

7. Configure Firewall Manually on the Server

windows firewall setting
  1. Press the Windows Start button and enter ‘Windows Firewall’ in the search box.
  2. After opening Windows Firewall, select Advanced Settings and right-click Inbound Rules
  3. Then, select New Rule> Port> Next.
  4. Make sure that TCP is selected, and then enter the specific ports needed for your QuickBooks year version in the Specific local ports field.
    • QuickBooks Desktop 2020 and later: 8019, XXXXX.
    • QuickBooks Desktop 2019: 8019, XXXXX.
    • QuickBooks Desktop 2018: 8019, 56728, 55378-55382.
    • QuickBooks Desktop 2017: 8019, 56727, 55373-55377
  • Press the Windows Start menu, enter “QuickBooks Database Server Manager” into the search, and then click to open it.
  • Move to the Port Monitor tab and find your QuickBooks version.
  • Lastly, take note of the Port Number, as you’ll use this for your firewall port exceptions.
  1. After entering the port number, select Next.
  2. Further, select Allow the Connection and then select Next again.
  3. Furthermore, make sure all profiles are marked and then select Next once again.
  4. Lastly, create a rule; give it a name such as “QBPorts(year),” and when you’re done, select Finish.

Repeat the above steps as they are and create Outbound Rules by selecting Outbound Rules in place of Inbound Rules in Step 2.

Now, open QuickBooks Desktop and try to switch to multi-user mode. If the issue still persists, move to the next step in this solution.

The first thing to remember is that QuickBooks uses executable files (.exe) to perform various tasks. Therefore, let’s learn how to create Windows Firewall Exceptions for QuickBooks Programs.

  1. Open the Windows Start menu, enter “Windows Firewall” into the search, and then open it.
  2. Select Advanced Settings, then right-click Inbound Rules, and then select New Rule.
  3. Select Program and then hit Next to continue.
  4. Select This Program Path and then hit Browse.
  5. Find and select one of the executable files from the table below and then hit Next.
  6. Further, select Allow the Connection and then hit Next.
  7. Make sure that all the profiles are marked, and after that, hit Next.
  8. Lastly, create a rule; give it a name such as “QBFirewallException(name.exe)” and then consider creating Outbound Rules similarly. Make sure to select Outbound Rules this time in step 2.
Executable filesLocation
AutoBackupExe.exeC:\Program Files\Intuit\QUICKBOOKS YEAR
Dbmlsync.exeC:\Program Files\Intuit\QUICKBOOKS YEAR
DBManagerExe.exeC:\Program Files\Intuit\QUICKBOOKS YEAR
FileManagement.exeC:\Program Files\Intuit\QUICKBOOKS YEAR
FileMovementExe.exeC:\Program Files\Intuit\QUICKBOOKS YEAR
QuickBooksMessaging.exeC:\Program Files\Intuit\QUICKBOOKS YEAR
QBW32.exeC:\Program Files\Intuit\QUICKBOOKS YEAR
QBDBMgrN.exeC:\Program Files\Intuit\QUICKBOOKS YEAR
QBServerUtilityMgr.exeC:\Program Files\Common Files\Intuit\QuickBooks
QBCFMonitorService.exeC:\Program Files\Common Files\Intuit\QuickBooks
QBLaunch.exeC:\Program Files\Common Files\Intuit\QuickBooks
QBUpdate.exeC:\Program Files\Common Files\Intuit\QuickBooks\QBUpdate
IntuitSyncManager.exeC:\Program Files\Common Files\Intuit\Sync
OnlineBackup.exeC:\Program Files\QuickBooks Online Backup

Open QuickBooks Desktop and try to switch to multi-user mode. If you still see issues or error messages, move to the next step and set your antivirus settings.

Misconfigured antivirus settings may cause QB multi-user mode issues. Therefore, make sure that QuickBooks has general permissions so it’s not blocked. Another key point is that the configuration steps vary from program to program. So, it’s not possible for us to cover the configuration steps of all the antiviruses currently available in the market in this single blog. However, you can check your antivirus official website for the same or contact your nearest vendor.

If configuring the firewall settings also doesn’t work, move to the next solution.

You Can Also Read This Blog:- QuickBooks Migration Failed Unexpectedly

8. Run the File Doctor Tool Using the Tool Hub

run the file doctor tool using the tool hub

Let’s learn how to download and install the QuickBooks Tool Hub first and then run the File Doctor tool by following the detailed steps below.

  1. Firstly, close QuickBooks and download the most recent version (1.6.0.3) of the QuickBooks Tool Hub.
  2. Save the file to a conveniently accessible location on the system, such as the downloads folder or the Windows desktop.
  3. Further, launch the downloaded (QuickBooksToolHub.exe) file.
  4. Follow the on-screen steps to install; agree to the terms and conditions, and when the installation finishes, double-click the icon on your Windows desktop to open the Tool Hub.
  5. Furthermore, open the Tool Hub, select Company File Issues, and then select Run QuickBooks, File Doctor.
  6. In the QuickBooks File Doctor, select the company file you want to scan from the dropdown menu. If you don’t see the file, select Browse and search to continue.
  7. Select Check your file and Network (the top option), and then hit Continue.
  8. Lastly, enter the QB admin password and then hit Next to conclude.

If running the File Doctor tool doesn’t resolve the ‘QuickBooks multi-user mode not working’ issue, move to the next solution.

9. Check the Services on the Server

Firstly, make sure that QuickBooks services are running on your server computer, and then follow these steps to check QuickBooksDBXX. Then, consider repeating them for QBCFMonitorService.

check the services on the server
  1. Firstly, open the Windows Start menu on the server computer; enter “Run” into the search bar and then open it.
  2. Further, enter “services.msc” into the Run window, then hit Enter.
  3. Find and then double-click QuickBooksDBXX on the list. Remember XX notes the version of QuickBooks plus 10.
  4. Select Automatic for the Startup Type and make sure the Service status is either Running or Started. If it’s neither, select Start.
  5. Select the Recovery tab and then choose Restart the Service from each of these dropdown menus: First failure, Second failure, and Subsequent failures.
  6. Select Apply and then hit OK to save the changes.
  7. Lastly, consider repeating these steps for QBCFMonitorService.

If this also doesn’t eliminate the ‘QuickBooks enterprise multi-user mode not working’ issue, move to the next solution.

10: Ping the server from a Workstation

ping the server from a workstation

To check the connection, you can ping the server from a workstation by following the detailed steps below.

To begin with, enable Network Discovery on the server computer and any workstations with Error H202:

  1. Firstly, open the Windows Start menu on the server and workstations; enter “Network” into the search bar and open Network and Sharing Center.
  2. Further, select Change advanced sharing settings, and ensure that Turn on Network Discovery is selected in the Network Discovery and File and Printer sharing sections.
  1. Open the Windows Start menu on your server computer, enter “Run” into the search, and then open it.
  2. Further, type in “CMD” into the Run window, then press Enter to continue.
  3. Furthermore, type in “ipconfig/all” into the CMD window, then hit the Enter button.
  4. Locate the Host Name in the Windows IP Configuration section. Your server name should be on the right.
  5. Finally, write down the hostname or copy it simply to a Word document so that you can access it quickly.
  1. Open the Windows Start menu from a workstation; type “Run” into the search and then open it.
  2. Type in “CMD” into the Run window, press the Enter button, type in “ping [your server name],” and then press Enter again. It must be remembered that you mustn’t include the brackets around the server name.

Consider repeating these steps for each workstation receiving a multi-user mode issue.

We mentioned the best and most effective troubleshooting solutions in the hope that they would help you eliminate the ‘QuickBooks multi-user mode not working’ issue without any hassle. However, if the issues haven’t been resolved yet for whatever reason, you can connect with the experts A2 Auto Care Experts by dialing +1(800) 780-3064. They will provide you with effective tips and tricks to eliminate the error from the root.

1. What is the multi-user mode in QuickBooks?

In multi-user mode, a server(host computer) hosts the company file using the QuickBooks Database Server Manager, whereas workstations access the company file to accomplish a number of financial and bookkeeping tasks.

2. How to enable multi-user mode in QuickBooks?

In QuickBooks Desktop, move to the File menu, hover over Utilities, then select Host Multi-User Access, and click Yes to confirm.

3. Can QuickBooks Enterprise have multi-user mode?

Yes, QuickBooks Enterprise does have a multi-user mode.

4. Can you backup QuickBooks in multi-user mode?

No, you can’t backup QuickBooks in multi-user mode.

5. How can you disable multi-user mode on QuickBooks?

In QuickBooks Desktop, move to the File menu, hover over Utilities, then select Stop Hosting Multi-User Access, and click Yes to confirm.

6. Why is QuickBooks Desktop multi-user mode not working?
The following are the leading reasons for QuickBooks multi-user mode not working error.

1. QuickBooks isn’t installed on the server computer.
2. Hosting settings are misconfigured.
3. When the firewall or antivirus software doesn’t allow communication between user computers, we encounter multi-user mode issues.
4. In case the database server is unable to open the company file.
5. Windows file permissions are not appropriately set.

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