Users in an office working on QuickBooks company files in multi-user mode, can use Qbox to share the file with users who work at remote locations, like their accountants or employees who work from home. Users in the office need to setup Qbox MU configuration, while users at remote location can setup the Qbox SU configuration, which is the default.
Please note that, to use QuickBooks in multi-user mode, the company file needs to be located on a Windows server or a peer computer. The QuickBooks database manager needs to be running on the server or the peer computer hosting the file. The company file should not be located on a shared network drive (NAS), which cannot run the QuickBooks database manager, and will cause errors. Each user has QuickBooks desktop software installed on their work station, and have concurrent access to the company file, which is configured for multi-user access. If the file is hosted on the server, QuickBooks running on the individual workstations should not host the multi-user access. If the file is hosted on a peer computer, QuickBooks running on that computer should be set to host the multi-user access. Please refer to Intuit documentation for additional details on QuickBooks multi-user configuration.
Qbox MU configuration is designed strictly to conform to this requirement, so users can lock and work on the file concurrently, without any change in the way QuickBooks works.
Each user sets up Qbox on their work station in the MU configuration. Their Qbox Explorers point to the common sync folders on the server or peer computer. Company files in the sync folders can now be accessed by the users in MU concurrently, for multi-user access in QuickBooks. When one user locks the file, it is in effect locked for all the users in MU. When all the MU users logoff and close the company file, Qbox will sync the file to the cloud and to the remoter users. A remote user can then lock to work on the file, during which time the users in the office cannot work on the file. When the remote user closes the file, Qbox will sync their changes to the Sync folder in the office and release the lock. The MU users in the office can now lock and work on the file.
The following sections provide instructions for setting up Qbox MU configuration in the office. Qbox MU can be setup during first time installation. If Qbox has been installed already, the users can ‘switch’ to Qbox MU for multi-user access.
If you want to host Qbox folders on a Windows server, create a folder on the server, in a directory where all users have full access permission. If other multi-user company files are already hosted on the server, you could consider creating this folder in the same directory. Please note that the server storage needs to be mapped to a drive letter like ‘S:’. UNC mapping like \\server1\ is not supported in Qbox. If the server has a UNC path, the folder you created on the server needs to be mapped to the same drive letter on each user work station. This can be done using the Windows drive mapping function available on the Windows Explorer.
If you want to host Qbox on a peer computer, first decide which computer will be used. This computer needs to be running in the office for everyone to work on the files. Create a folder on this computer, under the user’s Documents folder, and give it a name like “Qbox MU folder”. Right click on the folder, select Properties, select Sharing, and add Everyone to the list. Select R/W permission for everyone.
Now this folder needs to be mapped to a drive letter like S:, on all the work stations. Before you begin, make sure that the drive letter you selected is available on the work stations. On the Windows Explorer, select ‘This PC” (or My PC) and click on the “Map network drive”. Select a drive letter like S:, then browse and select, first the host computer on the network, and then the folder ‘Qbox MU folder”. If prompted, enter the password for the user on the host computer. Check the box ‘Reconnect at sign-in’ and click Finish. Now you should see a drive with label S: on the work station. Repeat this mapping on each work station where Qbox MU will be installed.
Qbox MU can be setup by the following types of users:
New installation – account owner and team members
Qbox MU installation is now completed. You can copy the QuickBooks Company file into the Sync folder at any of the work stations. After the file syncs, open the file, lock it and configure the file for multi-user access, so the other users in the MU gropy can work on the file concurrently.
New installation – users invited to share a folder
Qbox MU installation is now completed. You can copy the QuickBooks Company file into the Sync folder at any of the work stations. After the file syncs, open the file, lock it and configure the file for multi-user access, so the other users in the MU group can work on the file concurrently.
If you have already installed Qbox, you can switch the users to Qbox MU to be able to get multi-user access to QuickBooks files. As mentioned before, the users need to be on the same private email domain to be able to switch to Qbox MU.
Switching to Qbox MU is now completed. You can open a file, lock it and configure the file for multi-user access, so the other users in the MU group can work on the file concurrently.
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