QuickBooks Upgrade Guide
Step 1: Backup All Company Files

Ensure that all your company files on the server are backed up before starting the upgrade:

  • On the server, open QuickBooks.
  • Go to File > Backup Company > Create Local Backup.
  • Store backups in a secure location outside the server or network drive.
Step 2: Ensure Only One Computer Has QuickBooks Open

Before upgrading, ensure all users are logged out of QuickBooks on the network. The software should be closed on all workstations except the server.

Step 3: Upgrade QuickBooks on the Server

Upgrade QuickBooks on the server first:

  • Uninstall the old version of QuickBooks from the server (optional).
  • Download and install the new version of QuickBooks Desktop on the server.
  • During installation, choose Custom and Network Options.
  • Select I'll be storing our company file here so it can be shared over the network.
Step 4: Set Up QuickBooks Database Server Manager

After installing QuickBooks on the server, set up the Database Server Manager:

  • Go to the Windows Start menu and open QuickBooks Database Server Manager.
  • Select Scan Folders and locate the folder containing your company files.
  • Ensure Hosting is enabled by going to File > Utilities > Host Multi-User Access in QuickBooks.
Step 5: Install the New Version on Each Workstation

Once the server is upgraded, install QuickBooks Desktop on each connected workstation:

  • Download and install the new version of QuickBooks on each workstation.
  • Select Custom and Network Options and choose I’ll be using QuickBooks on this computer, but the company file will be stored elsewhere.
Step 6: Update Company File

Open the company file on one workstation (or the server). QuickBooks will prompt you to update the file format:

  • Ensure a backup of the company file exists before proceeding.
  • Click Yes to update the file.
Step 7: Test Multi-User Mode

Test multi-user access by opening QuickBooks on multiple workstations:

  • Ensure all users can access the company file simultaneously.
  • Go to File > Switch to Multi-User Mode to enable multi-user access.
Step 8: Install Updates on All Systems

After installation, check for updates on each system:

  • Go to Help > Update QuickBooks Desktop on each workstation and the server.
  • Download and install any available updates.