This article describes how to set up QuickBooks Pro or Premier 2008 or later in a multi-user environment. QuickBooks 2008 and later use a new QuickBooks Database Server Manager installation option that may be better suited for some network environments.

This article is broken up into the following sections:

• Terminology

• Standard Install

• Network Install

• Related Articles

Hosting. This refers to a computer's ability to share QuickBooks Company Files with other computers. The hosting ability is managed by the QuickBooks Database Server Manager.

Multi-user Installation. This is another common term for a network installation. Typically (but not always), the network installation is used to support multiple users of QuickBooks company files.

QuickBooks Application. This is the main QuickBooks software program that you use to do work. But it does not work alone. Behind the scenes, the QuickBooks application performs its tasks by sending commands to a database server to read or write data to a company file.

QuickBooks Company File. This is the database file itself, containing all the financial information for one company.

QuickBooks Company File Server. This application lets QuickBooks read and write to QuickBooks Company Files. It is also called the QuickBooks Database Server.

QuickBooks Database. QuickBooks 2008 and later now use a database approach to manage QuickBooks Company Files. Therefore, a QuickBooks Company File is also a QuickBooks database file.

QuickBooks Database Server Manager. This application, in QuickBooks 2008 and later, helps the user deal with some of the chores required for maintaining the QuickBooks Database Server. For more information, see What is the QuickBooks Database Server Manager?.

Server Only Installation. In some companies, QuickBooks company files are hosted on a server, but no one uses the QuickBooks application on the server computer. With QuickBooks 2008 and later, you can now install only the QuickBooks Company File Server (or QuickBooks Database Server). For more details see What is the QuickBooks Database Server Manager?.

The Standard Install is typically used for a single, stand-alone installation, where the user runs QuickBooks from only one computer that also has the company file. It is called a "Standard Install" because this the most common QuickBooks configuration.

In a multi-user system, however, you use the Standard Install for a computer that runs the QuickBooks application, but accesses a company file that is hosted on another computer. (That is, a company file hosted by a Server-only or Multi-User Host installation on another computer in the network.)

To install QuickBooks using a Standard Install:

1. Start the installation program. If the installation program does not start automatically when you insert the CD in your CD drive (or if you are installing a downloaded version), you must run the SETUP.EXE file manually.

   The installation begins with a Welcome screen.

2. On the Welcome screen, click the Guided Install button. (The Expert Install is recommended only for professionals whose business includes installing QuickBooks for their clients or for IT administrators.)

3. The next window asks the user how he or she will be using the QuickBooks software. Click the One Computer Option, then click Next.

   This starts the installation process.

   Note: If necessary, you can convert a Standard Install into a Multi-User Host. For more details, see the article How do I convert a Standard (single user) installation into a hosting, Multi-User Installation?.

When installing QuickBooks on a computer that will be part of a networked QuickBooks system, you have three choices:

• If the company file will not be hosted on this computer, use the Standard Install above.

• If the company file will be hosted on this computer, and there is already a standard installation of the current version of QuickBooks on this computer, see How do I convert a Standard (single user) installation into a hosting, Multi-User Installation?.

• Otherwise, continue with the instructions below. That is, this computer will host the company file, but you have not yet installed the current version of QuickBooks on this computer.

To begin the installation on the host computer:

1. Start the installation program. If the installation program does not start automatically when you insert the CD in your CD drive (or if you are installing a downloaded version), you must run the SETUP.EXE file manually.

   The installation begins with a Welcome screen.

2. On the Welcome screen, click the Guided Install button. (The Expert Install is recommended only for professionals whose business includes installing QuickBooks for their clients or for IT administrators.)

3. The next window asks the user how he or she will be using the QuickBooks software. Click the More Than One Computer Option, then click Next.

4. The next window asks which type of installation you would like.

   • If someone will be working with QuickBooks on this computer, click Install QuickBooks with the Company File Server. This installs QuickBooks as a "Multi-User Host"

   • If no one will be working with QuickBooks on this computer, click Install QuickBooks Company File Server Only.

     Note: Due to how Windows® Vista handles network access permissions, a server-only install may not work on a computer running Windows® Vista. Instead, use a Multi-User Host.

      

     
     

   When you've made your choice, click Install Now to proceed with the installation.

5. When the installation finishes, remember to install QuickBooks using a Standard Install on every computer that will access the company file.

QuickBooks Database Server Manager

Convert a Standard (single user) installation into a Multi-User Host installation