Multi User Mode Not Working error

Fix QuickBooks Multi-User Mode Not Working Error in Desktop

QuickBooks is an essential tool for many businesses, providing comprehensive accounting solutions that facilitate everything from payroll management to financial reporting. One of its most beneficial features is the Multi-User Mode, which allows multiple users to access the company file simultaneously, fostering collaboration and efficiency. However, there are instances when QuickBooks Multi-User Mode does not work as expected. This article aims to provide a detailed guide on troubleshooting and fixing the Multi-User Mode error in QuickBooks Desktop.

Understanding QuickBooks Multi-User Mode

Before diving into the solutions, it is important to understand how Multi-User Mode works. This mode allows multiple users to work on the same company file over a network. To enable this, QuickBooks Desktop must be installed on a server or a host computer and configured correctly. Other computers (workstations) connect to the host to access the company file.

Common Causes of Multi-User Mode Issues

  • Incorrect Hosting Configuration: Each computer must have the correct hosting settings. Only the server or host computer should have the hosting feature turned on.
  • Network Issues: Problems with the network connection can prevent workstations from accessing the company file.
  • Firewall and Security Software: Firewalls or antivirus software might block the communication between the server and workstations.
  • Database Server Manager Issues: QuickBooks Database Server Manager is essential for Multi-User Mode. If it’s not installed or configured properly, errors can occur.
  • Windows Permissions: Incorrect folder permissions can prevent access to the company file.

Step-by-Step Guide to Fix Multi-User Mode Not Working

1.      Verify Hosting Settings

  • On the Server:
  • Open QuickBooks Desktop on the server.
  • Go to File > Utilities > Host Multi-User Access.
  • Ensure this option is selected. If it says “Stop Hosting Multi-User Access,” it means hosting is already enabled.
  • On Workstations:
  • Open QuickBooks Desktop.
  • Go to File > Utilities.
  • Ensure it says “Host Multi-User Access.” If it says “Stop Hosting Multi-User Access,” do not select it.

2.      Check Network Connectivity

  • Ensure that all computers are connected to the same network.
  • Ping the server from each workstation to verify connectivity:
  • Open Command Prompt.
  • Type ping [Server Name] and press Enter.
  • If the ping is successful, network connectivity is not an issue.

3.      Configure Firewall and Security Software

  • Add exceptions for QuickBooks programs in your firewall and security software.
  • QuickBooks requires the following ports for Multi-User Mode:
  • QuickBooks Desktop 2017: 8019, 56727, 55373-55377
  • QuickBooks Desktop 2018: 8019, 56728, 55378-55382

Steps to configure the firewall:

  • Open Control Panel.
  • Go to System and Security > Windows Defender Firewall.
  • Click on Advanced Settings.
  • Select Inbound Rules > New Rule.
  • Choose Port and click Next.
  • Select TCP and enter the required port numbers.
  • Repeat these steps for Outbound Rules.

Use QuickBooks Database Server Manager

  • Ensure QuickBooks Database Server Manager is installed and running on the server.
  • To check:
  • Open QuickBooks Desktop on the server.
  • Go to File > Utilities > Setup/Activate QuickBooks Database Server Manager.
  • Scan the folder where the company file is stored:
  • Open Database Server Manager.
  • Click on Scan Folders.
  • Add the folder containing the company file and click Start Scan.

Verify Folder Permissions

Ensure the folder containing the company file has the correct permissions.

To set permissions:

  • Right-click on the folder.
  • Select Properties > Security > Edit.
  • Ensure Full Control is allowed for Everyone or specific users.

Check QuickBooks Services

Ensure QuickBooks services are running on the server:

  • Open Run by pressing Windows + R.
  • Type services.msc and press Enter.
  • Locate QuickBooksDBXX (XX represents the QuickBooks version).
  • Ensure the service is running and set to Automatic.

Configure Windows User Account Settings

  • Ensure the Windows user account has administrative rights.
  • If necessary, create a new user account with administrative privileges:
  • Go to Control Panel > User Accounts > Manage User Accounts.
  • Create a new account and set it as an administrator.

Update QuickBooks

Ensure you are using the latest version of QuickBooks Desktop.

To update:

  • Open QuickBooks Desktop.
  • Go to Help > Update QuickBooks Desktop.
  • Click on Update Now and follow the prompts.

Use QuickBooks File Doctor

  • QuickBooks File Doctor is a tool designed to fix company file and network issues.
  • Download and run QuickBooks File Doctor from the Intuit website.
  • Follow the prompts to diagnose and fix the problem.

Reboot and Restart Services

  • Sometimes, simply rebooting the server and workstations can resolve connectivity issues.
  • Restart QuickBooks services after rebooting:
  • Open Run by pressing Windows + R.
  • Type services.msc and press Enter.
  • Restart QuickBooksDBXX and QBCFMonitorService.


QuickBooks Multi-User Mode is a powerful feature that can significantly enhance productivity and collaboration within a business. However, when it encounters issues, it can disrupt operations. By following the steps outlined in this guide, you can troubleshoot and resolve common issues related to Multi-User Mode not working in QuickBooks Desktop. Ensuring proper configuration, network connectivity, and up-to-date software are key factors in maintaining a smooth and functional multi-user environment. If the problem persists after following these steps, it may be beneficial to contact QuickBooks Support for further assistance.

DacEasy to QuickBooks

Migrating DacEasy to QuickBooks: A Step-by-Step Guide

As businesses grow and evolve, so do their accounting needs. DacEasy, a once-popular accounting software, has served many businesses well. However, many users are now finding QuickBooks to be a more comprehensive and user-friendly solution. Migrating from DacEasy to QuickBooks can seem daunting, but with careful planning and execution, the process can be smooth and efficient. This guide will walk you through the steps to successfully migrate your accounting data from DacEasy to QuickBooks.

Understanding the Migration Process

Before diving into the migration process, it’s essential to understand the overall procedure. The migration involves the following key steps:

  • Preparation: Evaluate your current system, clean up your data, and ensure all necessary information is ready for transfer.
  • Data Export from DacEasy: Extract your data from DacEasy in a format that can be used for importing into QuickBooks.
  • Data Import into QuickBooks: Import the extracted data into QuickBooks.
  • Verification and Reconciliation: Verify the accuracy of the imported data and reconcile it with your previous records.
  • Training and Adjustment: Train your staff on QuickBooks and adjust your processes to align with the new system.

Step 1: Preparation

Evaluate Your Current System

  • Assess Current Data: Review the data in DacEasy to determine what needs to be migrated. Focus on critical data such as customer information, vendor details, chart of accounts, inventory, and financial transactions.
  • Clean Up Data: Before exporting, clean up your data. Remove duplicate records, correct any inaccuracies, and ensure that all data is up-to-date.
  • Backup Your Data: Always create a backup of your DacEasy data before starting the migration process. This ensures you have a safe copy in case anything goes wrong during the transition.

Plan the Migration

  • Set a Timeline: Determine a suitable time for the migration to minimize disruptions. Ideally, choose a period of low activity, such as the end of a financial quarter or year.
  • Identify Key Personnel: Assign roles to team members who will be responsible for various aspects of the migration. This includes IT personnel, accountants, and relevant department heads.

Step 2: Data Export from DacEasy

  • Export Chart of Accounts: In DacEasy, navigate to the chart of accounts and export the data to a CSV or Excel file. This file should include account names, numbers, and balances.
  • Export Customer and Vendor Lists: Similarly, export customer and vendor lists, including details such as names, addresses, contact information, and account balances.
  • Export Inventory Data: If applicable, export inventory data, including item names, descriptions, quantities, and prices.
  • Export Financial Transactions: Extract all relevant financial transactions, including invoices, payments, bills, and journal entries.

Step 3: Data Import into QuickBooks

  • Set Up QuickBooks: If you haven’t already, set up your QuickBooks account. Choose the appropriate version of QuickBooks that suits your business needs (e.g., QuickBooks Online or QuickBooks Desktop).
  • Configure Company Settings: Before importing data, configure your company settings in QuickBooks. This includes setting up your fiscal year, tax preferences, and account settings.
  • Import Chart of Accounts: Navigate to the import feature in QuickBooks and upload the chart of accounts file. Map the fields correctly to ensure accurate data transfer.
  • Import Customer and Vendor Lists: Similarly, import the customer and vendor lists. Ensure that all fields are mapped correctly to avoid data discrepancies.
  • Import Inventory Data: If you have inventory, import the inventory data, ensuring all item details are accurately mapped.
  • Import Financial Transactions: Finally, import your financial transactions. This step might require more attention to detail, as you need to ensure that all transactions are accurately recorded in QuickBooks.

Step 4: Verification and Reconciliation

  • Verify Imported Data: After importing, verify the accuracy of the data in QuickBooks. Check for any discrepancies or missing information.
  • Reconcile Accounts: Reconcile your bank accounts, credit card accounts, and other financial accounts to ensure that the balances match your records.
  • Run Financial Reports: Generate financial reports in QuickBooks and compare them with your DacEasy reports. Ensure that the balances and transactions match.

Step 5: Training and Adjustment

  • Train Your Staff: Provide training for your staff on how to use QuickBooks. This includes basic navigation, data entry, and generating reports.
  • Adjust Processes: Adjust your internal processes to align with QuickBooks. This might include updating workflows, redefining roles, and modifying procedures.
  • Seek Support: Utilize QuickBooks support resources, including online tutorials, customer support, and community forums. This can help address any issues or questions that arise during the transition period.

Tips for a Successful Migration

  • Plan Ahead: Adequate planning is crucial for a successful migration. Ensure that all stakeholders are on board and understand their roles and responsibilities.
  • Test the Migration: If possible, conduct a test migration with a subset of your data. This can help identify potential issues before the full migration.
  • Maintain Documentation: Keep detailed documentation of the QuickBooks data migration process. This includes records of exported and imported data, mapping fields, and any issues encountered.
  • Be Patient: Data migration can be a complex and time-consuming process. Be patient and take the necessary time to ensure accuracy and completeness.

Common Challenges and Solutions

Data Compatibility Issues

Challenge: Data from DacEasy might not be directly compatible with QuickBooks.

Solution: Use data conversion tools or services that can help map and convert data into a compatible format. Additionally, manually review and adjust data fields during the import process.

Data Loss or Corruption

Challenge: Risk of data loss or corruption during the migration process.

Solution: Always create multiple backups before starting the migration. If possible, work with IT professionals who have experience in data migration to minimize risks.

Training and Adaptation

Challenge: Staff may find it challenging to adapt to the new system.

Solution: Provide comprehensive training and ongoing support to help staff transition smoothly. Encourage them to utilize QuickBooks’ support resources and community forums for additional help.


Migrating from DacEasy to QuickBooks is a significant step that can enhance your business’s accounting capabilities. By following this step-by-step guide, you can ensure a smooth and successful transition. Remember, preparation and planning are key to mitigating risks and ensuring that your data is accurately transferred. With careful execution and support, your business will be well on its way to leveraging the powerful features of QuickBooks for improved financial management.

By approaching the migration with a structured plan and leveraging available resources, you can transition your accounting system effectively, paving the way for better financial management and business growth.