I am still not comfortable with installing Quickbooks 2006 on a network....
Fri, Feb 24 2006 12:19
Installing Quickbooks 2006 on a network
***** AUDIENCE AFFECTED *****
QuickBooks ProAdvisors and/or their clients who are installing and
configuring QuickBooks 2006 on a network.
***** KEY INFORMATION *****
There have been a number of questions that have surfaced around
networking QuickBooks 2006. Many of these questions have stemmed
from the fact that QuickBooks 2006 has changed the way it accesses
company files from previous versions. The purpose of this alert is
to ensure that you have the information and resources you need to
optimize for this new environment.
The process for how company files are accessed is different because
QuickBooks 2006 is now built on top of a robust SQL database. This
new database will enable us to deliver some significant performance
and functionality improvements year over year, and we’ve only begun
to realize these advantages in QuickBooks 2006.
In response to the questions, we have created a NEW support
Web page dedicated to setting up QuickBooks 2006 on a network.
This page contains a variety of reference materials including;
a useful installation guide, tips & tricks on optimizing QuickBooks
2006 performance and more. It will be updated on a frequent basis
and will contain the latest and most up-to-date information.
As a result, we recommend that you use the following Web page as
your one-stop resource in order for you to successfully install
QuickBooks 2006 on a networked environment:
***** QUICKBOOKS 2006 NETWORK SET-UP FAQs *****
The use of file servers has generated a number of questions.
Therefore we start this list of FAQs by addressing file-server
installations, as taken from the new Web site:
> Why do I need to install QuickBooks on my data-only file server?
If you designated one computer to hold company files only, even
though that computer is not used for data entry, you should install
QuickBooks on that computer (this is a change from previous versions
The QuickBooks 2006 software includes a database manager, which
is a software component that manages QuickBooks company files. The
database manager is responsible for managing users who are working
in a company file, including users who are accessing the file from
a remote computer. Users communicate with the database manager, and
the database manager communicates with the company file, making
sure that data is verified before it is saved.
Any QuickBooks company file that is opened in version 2006 must
be linked to, and hosted by, a database manager. Because all the
communication between the user and the data file takes place through
the hosting database manager, QuickBooks works smoothly and
efficiently when the database manager is installed on the same
computer as the company files.
> Does QuickBooks need to be running on the data file server to
access a company file from another computer?
No. After installing QuickBooks 2006 on a data-only file server
and turning on hosting, you do not have to open QuickBooks on the
server in order to let remote users access the files stored on that
computer from another computer. Only the other computer, the one
being used by a QuickBooks data entry person, needs to be running
When you install QuickBooks 2006, the QuickBooks database manager
is configured to run automatically, without the need to open
QuickBooks. This function is technically called "Running as a
Service", and it means that Windows runs the database manager
automatically when you start the computer.
> Do I need to buy a license for the data file server copy of
If you are not going to use the computer on which the data
files reside for QuickBooks data entry, you do not need to buy
a license for the software. When you use a data file server,
data entry is performed by users working at remote computers
that are running licensed copies of QuickBooks.
> How do I make sure that the data file server is properly set
up to manage company files?
You must configure QuickBooks as the host of the data files
that are on the data file server. After you install QuickBooks,
open the software and enable the Multi-User hosting function by
selecting File > Utilities > Host Multi-User Access. This
configures QuickBooks 2006 as the host for all QuickBooks 2006
data files on the computer for all users that access the files.
In addition, you must make sure that users have sufficient
permissions to work with the data files, which is the same
requirement that exists in previous versions of QuickBooks
(as well as all software data files). Create a folder for your
QuickBooks 2006 data files and share it, making sure that all
users can save data. See the QuickBooks 2006 Network Installation
Guide (available from www.quickbooks.com/support/networking) to
learn how to set permissions.
> I have installed QuickBooks 2006 on my file server. Do I need to
open every data file on my file server before remote users can
No. QuickBooks may prompt you to do this if you have attempted
to open a data file on the file server from a remote computer that
has not been accessed through the Database Manager.
This request is generally the result of not having the level of
permissions that QuickBooks requires. On the computer that holds
the data file(s), you should have a local user account for every
user who accesses the file from another computer. That local user
account must be configured for Power User permissions (or higher).
As an alternative, you can also create a local Power User and have
all users log in to the computer holding the files with that user
name, instead of creating user names for all your network users on
that computer. Details about executing these tasks are available in
the Installation Guide and Technical White Paper available from
If you prefer not to use Power User permission levels, you can
open each data file on the file server. This automatically creates
a small file linked to the company file, and the database uses that
small file to enable remote users to work on the company file. You
only need to open the file once.
However, this approach could be quite cumbersome for an accounting
firm that accesses multiple data files, and we are continuing to
look at how we can improve this process. As an immediate step,
Intuit has a utility that creates the small file automatically for
every file in the QuickBooks 2006 data file folder. This means you
don't have to open QuickBooks and open each file. You can download
the utility from: www.quickbooks.com/support/networking.
ADDITIONAL FAQS. The following FAQS relate to questions that are
not specific to the data-file only server model.
> How do I install QuickBooks on my network where multiple
computers are running QuickBooks and each computer has its own set
of data files?
If you have multiple computers on your network that house
QuickBooks data files, merely install QuickBooks on each computer.
(Note: Since no computer in this scenario is a data-only file
server, you must have a paid QuickBooks license for each QuickBooks
installation.) If users on other computers need to access any of
the files on the computer, configure the QuickBooks software for
multi-user access. After you install QuickBooks, open the software
and enable the Multi-User hosting function by selecting File >
Utilities > Host Multi-User Access. This configures QuickBooks
2006 as the host for all QuickBooks 2006 data files on the
computer, including users who access the files from remote
It is possible (and common) for QuickBooks users to store data
files on their own computers, but occasionally need to access data
files that are on another computer. This works the same way it did
for previous versions of QuickBooks, as long as the QuickBooks 2006
software is configured for multi-user hosting.
Note that it is important in this case to always open files that
are on a given machine’s local disks using the local disk’s drive
letter (i.e. c:\ or d:\) and not through a mapped drive letter or a
network file path.
> QuickBooks asks me if I want to open the company file in
"Alternate" mode. What is this?
The “Alternate” mode is in contrast to the “Recommended” mode of
installation. You see this message when you try to open a data file
on another network computer, and that computer is not configured for
hosting QuickBooks data files. No QuickBooks database manager is
controlling this file. This could mean that QuickBooks 2006 is
installed on that computer, but the hosting mode has not been
configured, or it could mean that the file is on a computer that
is not running QuickBooks.
THE OTHER NETWORK COMPUTER HAS QUICKBOOKS 2006 INSTALLED.
computer has QuickBooks 2006 installed, open QuickBooks on that
computer and configure Hosting Mode by choosing File > Utilities >
Host Multi-User Access. This enables the database service, and
hereafter the file will open normally from a remote computer.
THE OTHER NETWORK COMPUTER DOES NOT HAVE
QUICKBOOKS 2006 INSTALLED.
If the computer does not have QuickBooks 2006 installed, you
Filed under: Security
should install it. If nobody is using QuickBooks on that computer
(that is, you are installing the QuickBooks software solely to
manage the data files on that computer), you are not required to
buy a license for the software.
ADDITIONAL NOTE ON OPERATING SYSTEMS. If you serve your company
files from a Novell or Linux file server we STRONGLY recommend that
you set up a Windows machine to service your company files for
QuickBooks 2006. Otherwise no SQL database server, including the one
in QuickBooks, can deliver appropriate levels of performance or
reliability accessing the database across a network. For more
information the Alternate Mode, see the technical White Paper at:
TECHNICAL SUPPORT: We have also established a network helpdesk for
QuickBooks ProAdvisors which will be staffed with agents
experienced in networking issues, in order to provide you with
the best possible help. You can either access this helpdesk by
calling the QuickBooks ProAdvisor support line at 888-333-3451
Monday through Friday during the hours of 6:00am – 6:00pm Pacific
Time. Or you can take advantage of our online call-back tool at:
www.quickbooks.com/pap/callback. (Be sure to check the box
designating that you are a QuickBooks ProAdvisor.)
(C) 2006 Intuit Inc. Intuit, the Intuit Logo, QuickBooks, and
QuickBooks ProAdvisor are registered trademarks and/or registered
service marks of Intuit Inc. in the United States and other
countries. Other parties' trademarks or service marks are the
property of their respective owners and should be treated as such.
This notice is provided as a convenience for our customers and is
not intended to supplement, modify, or extend the Intuit software
license agreement between Intuit and the customer for any Intuit
product or service. Terms and conditions subject to change without