Join Jess Stratton for an in-depth discussion in this video Enabling multiuser mode, part of QuickBooks Pro 2016 Essential Training.
- [Voiceover] In multi-user mode, somebody else from a different computer can access your company file, located on this computer at the same time. However, your company file needs to first be closed, and then reopened in multi-user mode. There's two prerequisites. The first one is that each user needs to have an account set up in this QuickBooks company file first. I'm going to show you how to do that in a later video in this chapter. But the second prerequisite is that each user also has to have a purchase license.
But first, let's reopen our company file, in multi-user mode. Select file from the top menu, and choose switch to multi-user mode. QuickBooks will then reopen the file in that mode. You're going to get prompted to set up additional users, because remember, every user has to have an account. Because I'm going to be showing you how to do that in another video, for now, I'm going to click No. From here, I can expand my file. Now any user coming in from a different computer will be able to access this file simultaneously while you're working in it.
QuickBooks Pro 2016 currently allows up to five users to work on a company file. However, only three of those users can access it simultaneously, that is at the same time. Provided that you purchased separate user licenses, for each of these users, QuickBooks can tell you when you're running in multi-user mode. You can tell by looking at the very top of the screen next to the title of your company file. The only thing that you still need to remember is that if you're not going to be actively working on the file, you still need to leave your computer on.
However, you don't have to leave QuickBooks open. You just have to make sure your computer's on. It's going to be running simultaneously in the background, in multi-user mode. To stop running in multi-user mode at any time, click file from the top menu, and choose switch to single user mode. There's one more thing I want to show you. Your users need to know how to find this company file on your computer. So any user that accesses it, is going to need to browse to it from their version of QuickBooks.
Remember in an earlier chapter when we opened up a company file. They need to know where this actual company file is located on your computer. QuickBooks recommends putting it in the public folder, in the public documents sub-folder. This is also assuming that you've correctly set up file and folder sharing on your computer, and given all your users the appropriate permissions, to be able to access your computer. When you installed QuickBooks, they made a folder there already, in that public documents sub-folder, and you can put your company file there.
I'm going to open up Windows Explorer. I'll navigate to my C: Drive. From here I'll click Users. Then I'll click the public folder. I'll click the public documents folder. There's already a folder in here called Intuit. We can navigate the QuickBooks file. Here's a folder for company files, and here it is, the Wisdom Pet Medicine company file. So you can give your users this path up at the top here, to open up your file. Because it's a public folder, any users who are on your local area network at your office can easily browse to this, without worrying about firewall settings.
They do need to be able to get to this folder easy, and this is a very easy way to make that happen. By putting it in the public folder. I'm going to close out of this and go back into QuickBooks. So that's how easy it is to work in multi-user mode. Just remember that the number one step if you have to troubleshoot why people can't connect to you, is to come up here to file, see what mode you're in, or look at the top of the screen and make sure that you really are running in multi-user mode. Up next, let's add some user accounts.
- Setting up a new company file
- Working with the chart of accounts
- Adding bank accounts and credit cards
- Adding service or inventory items
- Setting up sales tax
- Adding customer, vendor, and employee profiles
- Creating estimates and purchase orders
- Invoicing customers
- Receiving payments
- Recording deposits
- Handling refunds and credits
- Paying employees
- Banking online with QuickBooks
- Sharing QuickBooks with others
- Running reports