Set up Microsoft Office Accounting 2009 for multiple remote users

Available in Microsoft Office Accounting Professional 2009 only.

Multiple people can work with Microsoft Office Accounting 2009 from different computers at the same time. When more than one person accesses Accounting 2009 and works with the same data at the same time, all other users are locked out of the area in use. When there is any conflict, the last user to write data in the area will update that data. This way, one user cannot change information while it is being accessed by another user.

The Microsoft Windows user name and password identify a user in Accounting 2009. All users must belong to a Windows group with access to the computer running Accounting 2009. Typically, the user will be in the Windows Users or the Windows Power Users group.

Note: Only members of the Windows Administrator group can set up user access to Accounting 2009. All members of the Windows Administrator group have full access to Accounting 2009, even though their user names do not appear in the Manage Usersdialog box. To safeguard your company records, make sure that only appropriate users are listed in the Windows Administrator group on the computer or in the domain where Accounting 2009 is installed.

You must also assign a role in Accounting 2009 to a Windows user before that user can work in Accounting 2009.

Using an account with administrator privileges, do the following:

  1. Install Accounting 2009. To host a database to share with others, you must have Microsoft Windows XP Professional Edition or Windows 2000 Server with Service Pack 3 installed on the computer.

  2. Create a company or import data from an existing data file.

  3. Add users to Accounting 2009. For more information about adding users to Accounting 2009, see Multi-user Settings dialog box: options and information.

    If the user is a member of a domain, there is no need to add the user to the Windows user group on the computer where the database resides. The administrator must enable the multiple user environment and add the user to Accounting 2009:

    • For a workgroup environment, the user should be added as a Windows user to each computer that he or she is going to use.

      Note: For workgroups, the user should have the same password on each computer.

    • In multiple domains, you do not need to assign the same user name on each domain. If domains are connected, the administrator of the computer needs to add the user (who is a member of a different domain) to Accounting 2009 by entering his or her domain name in the Domain field of the Manage Users dialog box. For information on managing Windows users, see your Windows documentation.

  4. To make sure that the user has access to the shared company file (companyname_multiuser.sbc), do one of the following:

    • Copy the company file to the My Documents\Accounting 2009 \Companies folder on the user's computer.

    • Send an e-mail message to the user, inserting the file as an attachment and instructing the user to save the file to the My Documents\Accounting 2009 \Companies folder on the user's computer.

  5. Select Multi-User Settings from the File menu. To enable multiple users, see Multi-user Settings dialog box: options and information.

  6. Log on as a non-administrator user. (You can use the same computer as an administrator’s computer or a different computer.) Do the following:

    • Open Accounting 2009 and in the Company Setup Wizard, click Open an existing company.

    • Browse to the companyname_multiuser.sbc file, select it and click OK to open the shared company.

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