To set up a multi-user network in QuickBooks Desktop, you will need to follow these steps:
1. Install QuickBooks Desktop: Install QuickBooks Desktop on the computer that will serve as the host or server. Make sure to choose the option for multi-user installation during the installation process.
2. Set up a shared folder: Create a shared folder on the host computer where you will store the company file. This folder should have the necessary permissions for other users to access it over the network.
3. Enable multi-user mode: Open QuickBooks Desktop on the host computer and go to the File menu. Select “Switch to Multi-User Mode” and follow the prompts to enable multi-user access.
4. Set up user accounts: Create user accounts for each person who will be accessing the company file. Go to the Company menu, select “Users,” and then “Set Up Users and Roles.” Follow the on-screen instructions to create user accounts and assign appropriate roles and permissions.
5. Map network drives (optional): If you want to access the shared folder easily, you can map it as a network drive on each user’s computer. This step is optional but can simplify the process of accessing the company file.
6. Connect to the company file: On each user’s computer, open QuickBooks Desktop and go to the File menu. Select “Open or Restore Company” and then “Open a Company File.” Browse to the shared folder on the host computer and select the company file to open it.
7. Access the company file: Once connected to the company file, each user can work simultaneously on different areas of the file. QuickBooks will automatically handle the synchronization of data.
Note: It is recommended to use a dedicated server or a computer that remains on and connected to the network at all times to host the company file. Additionally, make sure all computers are connected to the same network and have the necessary network permissions to access the shared folder.