Unable to connect to a QuickBooks QBi 2008/09 file when another user has logged off

Legacy KB ID: 266

Question

Why can't I access my QuickBooks QBi 2008/09 file when another user has logged out?

Answer

As QuickBooks 2008/09 QBi is now a SQL based program, a database server manager is used to access the company files.
When one QuickBooks user is logged into a company file, that QuickBooks database server manager is sharing the file for other users on the network.
If the user logs out of the file it is no longer shared and therefore the other users on the network will NOT be able to access the company file.
In this instance the user will need to add the folder containing the company files in the QuickBooks Database Server Manager. This will share all files within the folder for all QuickBooks users to have access.

** The folder will also need to be shared on the network using the Windows sharing permissions and privileges ** 

If the folder is located on a network drive then the QuickBooks Database Manager will need to be installed on that system. This installation will not be classed as one of your QuickBooks licenses.

To open the QuickBooks Database Server Manager:

Click on Start > All Programs > QuickBooks > QuickBooks Database Server Manager

1. From the Scan Folders tab, click on the Add Folder... button
2. Browse to the shared folder on your network including the company files.
3. Click OK
4. Click on the Scan button
5. Included/shared files will be displayed in the QuickBooks Files Found section

Your files will now be available to be accessed by other QuickBooks users.

Note: The QuickBooks program does not need to be running or open, as the Database Server Manager will be active in the background. This is the case even if the system is restarted.


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