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Quickbooks 2010 Multi user mode issues

cmdolcet
cmdolcet asked
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I have a users that have two seat licenses and are both setup as multi user mode. My one user (the admin) is having trouble getting onto Quickbooks if the other user logs on first.
The admin user has a 32 bit Windowz 7 PC and the other user has a 64 bit Windows 7 PC. If my user logs on first and then my admin use I get the attached message and it blocks out my admin user. However if my admin user gets on first and then the standard user it will allow both on.

I downloaded the Diagnostic Tool, followed the instructions to clear the fire wall but still receive the message.

Has anyone experienced this issue before?
Quickbook-Error.png
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JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Actually, I think what is happening is correct. The admin user apparently has the QuickBooks file and has it set to "Host Multi User Access" (different than multi user mode). So the admin has to have their computer on and QuickBooks running for the standard user to access. That should work that way.

If you require more independence (anyone can access anytime) then you need to do the following:
1. On the admin machine, turn off "Host Multi User Access"
2. Move the company data file (ledger) to a server location.
3. Install the server manager (QB DVD) on that server location.
4. Scan for the ledger.

Then either user should be able to access the file with this  second method.

The two methods (a) Host Multi User Access and (b) Server location and different from each other and use only one.  If the first way is working, it is set up properly.

..... Thinkpads_User

Author

Commented:
The company database file is set to a server location. When we open a database we navigate to the store location and open it that way.

If the admin open the database first then both can get on however if the user opens the database first then only the user can get on and the admin see the attached error.
Business Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018
Commented:
Thanks.  Please review the following:

First: Close both occurences of QuickBooks on the client machines.

Then with respect to the server location:

1. Make sure the Server Manager is installed on the server and working.
2. Make sure the Server Manager is the same version as QuickBooks.
3. Make sure the ledger (Company File) is on the same partition (say C:) as the Server Manager.
4. Scan with the Server Manager for the ledger and make sure it is found.

Now:
1. Open QuickBooks on the admin machine. Close any open windows. Check File, Utilites and ensure "Host Multi User Access" is not checked. It should be unchecked. Now close the ledger.
2. Now use the main center button to Open an Existing File, navigate to the server location and open the file.
3. Go to File, Switch to Multi User mode.

Next:
1. Open QuickBooks on the other machine. Close any open windows. Check File, Utilites and ensure "Host Multi User Access" is not checked. Close the ledger if it it open (File, close company).
2. Use the main center button to Open an Existing File, navigate to the server location and open the file. It will force Multi User mode if necessary.

All should be working this way at this point.

Close the Company on both computers. Go to the second computer, open the comany and make sure Multi User Mode is selected.

Now go to the admin computer. The company file should open. Please let us know.

Issue to be concerned about:
-------------------------------------------
If the server is Server 2003, you should be fine. If the server is Server 2008 or newer, you need to upgrade to QuickBooks V2012. The newest version changed its networking structure and is the only version where the Server Manager works reliably on Server 2008.

Please let us know. .... Thinkpads_User

Author

Commented:
OK I think I understand what happend....in your earlier comment "The admin user apparently has the QuickBooks file and has it set to "Host Multi User Access" (different than multi user mode)"

I think we need to change both PC's (admin and user) to Multi user mode. But how can I do this?
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Sometimes people put a copy of the ledgers on their own computers. If you have the ledger properly and safely on your server and backed up, then delete any local copies. You sometimes need a local copy (verify/rebuild) but they should be deleted after restoring to the server. This is true for both computers. Neither one should have a local copy.

Now in case people have somehow put transactions in a local copy (see the mess that can happen), then "delete local copy" really means "move it to a safe place on the server"

Then, definitely, turn OFF "Host Multi User Access" on both computers.

Now review my directions above. Close all company files so that QuickBooks does not have any ledger open on either machine.   Use the Open button to navigate to the server (to ensure you are using the server location). Open the ledger and then File, Switch to Multi User Mode. Then use the Open button on the other computer to navigate to the server and open the ledger. Multi User Mode will force itself ON if the ledger is already open.

Look in QuickBooks and see File, Switch to Multi User Mode and also File, Utilities, Host Multi User Access and see that they are different. Ensure Host Multi User Access is always OFF on both computers. Do not let either computer host the ledger from their local computer
... Thinkpads_User

Author

Commented:
Sorry we ran your suggestions above and it seemed to answer some question, however the question remains that only the database files are on the server. No other QuickBooks program is running on the server. I know the admins PC never had to be on when the other user needed to enter Quickbooks.

So where does that leave us now?
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
>>> however the question remains that only the database files are on the server. No other QuickBooks program is running on the server.

You need to install the Server Manager on the Server. It is on the QuickBooks DVD. It is the option that says "install server manager, not QuickBooks, no license required" or words to that effect. You must install the server manager and your question implies you have not.

Keep QuickBooks closed on both computers while working on the server, installing and scanning.

... Thinkpads_User

Author

Commented:
OK I can try that...but in the 6 years we have been using Quickbooks we have never needed the software installed on the server.

The only recent change in the whole working processs, we that the user received a Window 7 64 bit machine where the admin is still working on a Windows 7 32 bit machine
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
The server manager came into place during that period you have been using QuickBooks. I have it running on all my multi-user clients and know it to work.

It should not matter, if you are not using it, what machine is being used but Windows 7 64-bit is picky on permissions and may cause an issue.  I, myself, use Windows 7 Pro 64-bit and I can use a QB ledger on a server with other users using XP Pro or whatever.

Also, your Windows 7 machines should be Pro, not Home, and Homegroup should be disabled.

.... Thinkpads_User
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Hello cmdolcet - Either by fixing the Host Multi User Access, or by adding the Server Manager, or both, did you manage to resolve the issue?

... Thinkpads_User

Author

Commented:
I will need to attempt your suggestions on Friday
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
That's fine. Please let us know then.   ... Thinkpads_User
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Hello - Any success yet? Please let us know. Thanks.

Author

Commented:
We will be attempting it tomorrow.
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Thank you and thanks for the followup.  ... Thinkpads_User

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