If there's one thing that I am finding more and more common amongst my clientele, it's the need to run QuickBooks. Not just in a standalone environment, but with two, three or even more users accessing the data simultaneously.
QuickBooks Mac allows up to 3 users to work simultaneously in one company file in a multi user mode. Emailing invoices, credit memos and sales receipts is another great feature inbuilt in the Version.
Working in a multi-user QuickBooks environment tends to introduce certain challenges that you wouldn't normally have in a single-user environment. For the purpose of this post, I will be focusing solely on QuickBooks for Windows. This is not because I don't think QuickBooks for Mac is a valid financial tool, but because not a single one of my clients uses QuickBooks for Mac. It does tend to be limited when compared to QuickBooks for Windows (this is something that Intuit needs to correct). As a result, it's normal to run VMWare Fusion or Parallels with Windows and QuickBooks (allowing the users to still enjoy the benefits of using a Mac while using QuickBooks for Windows).
The first challenge is deciding where you want your QuickBooks data file hosted. You can either host it on a client machine, or ideally, on a server. The reason a server makes more sense in most cases is because client computers are designed to go to sleep, be restarted, or be even shut down from time-to-time. This is normal and encouraged, but if you expect to host centralized data on these systems, you need to know that these systems can't go down.
A server is better suited for this task because they're designed to be on all the time. The second challenge in a multi-user environment is performance. This isn't necessarily network performance, but performance with how QuickBooks accesses and reads their own data files across a network. In my experience, working with any size QuickBooks data files when stored locally (meaning when the file resides on the same computer that is accessing that file) runs really well.
The problem is that when you open these same files across a network connection, performance suffers. This is especially true for larger files (greater than 50 MB). Common symptoms include application sluggishness, application time-outs and even possible data corruption. Believe me, this can be frustrating to work with. To make matters worse, I have had nearly a dozen phone calls with Intuit support staff to see if there is anything that can be done to eradicate this painful problem.
The answer in short is. In fact, several of these support agents have told me that I just need to ' deal with it'. Fortunately, there are ways to resolve this issue, but it may require you to roll up your technical sleeves and get your hands dirty (or call us to do the dirty work for you). The solution that I have in mind requires hosting your data files on a Windows Terminal Server, then running the QuickBooks software directly from that virtual instance.
A Terminal server is essentially a computer that 'lives' somewhere else (whether on your local area network or in the cloud), and you simply remotely control that computer from your Mac. There are upsides and downsides to this: The Upsides. Doesn't require you to install and run VMWare Fusion or Parallels on your Mac. Doesn't require you to install and run Windows within your virtualized environment. Performance is much, much faster. The entire setup is simpler to manage The Downsides. If you host your own Terminal Server, there is some complexity to the setup and maintenance.
If you use an outside hosting company, there is a monthly hosting fee For most situations, I don't recommend building and maintaining your own Terminal Server in-house. Between the cost of maintenance, licensing, etc, it can be more expensive than outsourcing it. How does QuickBooks Hosting Work? Every QuickBooks hosting company is a little different, but they all have the same general characteristics.
They offer you space on one of their virtual servers to run QuickBooks and host your data files. When it comes time to access the software and data, you simply run a free program on your Mac (this program varies depending on the hosting company), enter the address given to you by the hosting company, and log in.
Within a few seconds, you are running a virtual copy of Windows and QuickBooks on your Mac (with a very small installation footprint, I might add). Because only screenshots of the software is sent back and forth to your Mac (instead of your data files), speed is no longer an issue. Access time is usually very fast. My intent here is not to endorse a specific QuickBooks hosting company, but to simply encourage you to spend five minutes exploring QuickBooks hosting options.
A quick Google for ' QuickBooks hosting' will yield plenty of options for you to choose from. Take the time to call a few to see which one is right for you. Those two or three phone calls could save you a lot of pain down the road. At time of post, typical outsourced QuickBooks hosting services will cost you from $25/month and up (depending on features and licensing options). Of course if you're still in need for expertise, give us a.
We're always willing to help get you to an ideal setup.
Converting a File from QuickBooks for Mac to QuickBooks for Windows Because QuickBooks for Windows and QuickBooks for Mac use different types of databases, there is not an Accountant's Copy feature available in the Mac version of QuickBooks. For that reason, it is sometimes necessary to convert a file from the Mac version to the Windows version, and then back again. Reference the steps below to learn how to convert a QuickBooks file. Due to differences between operating systems, converting a file from QuickBooks for Mac to QuickBooks for Windows requires some file preparation. Preparing the File.
Copy the company file to the desktop. Check for any special characters in the file name and company name. If there are any, rename the file and remove the special characters.
Note: Select QuickBooks Preferences My Company to find the company name. Open the file in QuickBooks.
Delete all memorized transactions and memorized reports. Rebuild the company file (select File Utilities Rebuild Data).
Run the Custom Transaction Detail Report, changing the date range to All and enabling the Memo column. Select Reports Custom Transaction Detail Report (Modify Report window opens). Select All from the Dates drop-down field. Select Memo from the columns drop-down. Note: A checkmark appears when the column is selected.
Click OK to run the report. Check for any memos with names longer than fifty (50) characters or containing special characters. If any are found, edit the transactions and remove the memos, then rebuild the file again (see step 5). Converting the File for Windows. Open the company file in QuickBooks for Mac. Select File Backup to QuickBooks for Windows. Specify a file name and save location in the Save As window.
Note: It is best to simply save this file to your desktop. Click Save and allow the backup process to run. Note: When complete, an instructional PDF file is offered for printing. It's a good idea to print this for the QuickBooks Windows user to refer to when restoring the file.
Transfer the file (now appended with the required.QBB extension) to the Windows computer. Note: Intuit recommends that the file is transferred via CD or USB or FTP.
E-mailing the file(s) could potentially cause unseen damage. Open QuickBooks for Windows.
Select File Open or Restore Company. In the Open or Restore Company window, select Restore a backup copy and click Next. Select Local backup and click Next (Open Backup Copy window opens).
Find and select the.QBB file that came from the Mac user and click Open. Type 'yes' and then click OK when prompted to convert the file. Converting the Same File back to QB for Mac. Open the company file in QuickBooks for Windows. Select File Utilities Copy Company File for QuickBooks for Mac. Save the file. Note: It is best to simply save the file to your desktop for ease of access.
Transfer the file (now appended with the.MAC.QBB extension) to the Mac computer. Open QuickBooks for Mac. Select File Restore From a Disk. Select the file. Click Open.
Click OK when prompted to restore a QuickBooks for Windows file. Enter a name for the restored file. Click Save.