IntroductionBy default, QuickBooks creates company files in the default (public) folder, which other users on your PC have access to. In this case, all users can access and open the company file(s).
However, some users move or save their company file(s) on their Desktop or Documents folders (these are private folders), which are not available to other users: This is when you need to move your company file(s) to the default Intuit public folder.
This article explains the steps to follow in order to allow your MyQuickCloud users access to the company file(s) on your computer.
Step 1 - Check where your existing company file is located
To check where you existing company file is on your PC, do the following:
- Open QuickBooks (directly on your host computer, not through MyQuickCloud)
- Open your company file
- Press the F2 key on your keyboard
- Check the company file location under the File Information→location panel
- If the company file(s) is in the default folder (c:\Users\Public\Intuit\QuickBooks\...) or in a folder that other users can already access (for example c:\data\...) then skip to Step 5
- If the company file is in a private folder, i.e your Desktop or your Documents folder, go to Step 2
Step 2 - Create a Local backup of your company file(s)
For each company file, create a local backup on your hard drive (you can save the backup files anywhere), as explained here (for a full overview of QuickBooks backups, check this Intuit support article http://support.quickbooks.intuit.com/support/pages/inproducthelp/core/qb2k12/contentpackage/core/file_backup/ov_backup_options.html):
- Choose File > Back Up Company > Create Local Backup to opened the backup wizard
- Select Local Backup to back up your company file to a local drive
- Click the Options button. Use the Backup Options window to tell QuickBooks where to save your backup
- Click OK
- A confirmation window will appear, click Use this Location
- Click Next
- Choose Save it now to Save the backup now
- Click Next
- Click Finish
Important: Don't store routine backups on the same hard drive where you store your company file. If your computer's hard disk fails, you may lose your backup as well as your company file.
The backups we did in this steps are only meant for moving your company file to the default public folder. Check the Intuit article above for best back up practices
Step 3 - Restore your company file
This steps explains how to restore the company file(s) from the backups created in the previous step. Repeat the steps below for each company file backup (for a full overview of QuickBooks restore, check this Intuit support article http://support.quickbooks.intuit.com/support/pages/inproducthelp/core/qb2k12/contentpackage/core/file_restore/task_data_restore.html?family=pro):
- In QuickBooks, go to the File menu and click Open or Restore Company to open the restore wizard
- Click Restore a backup copy (.qbb) and then click Next
- Click Local backup and then click Next. The Open Backup Copy window opens
- If needed, click the Look in drop-down arrow and navigate to the location where you saved the backup file in Step 2, which has a .qbb file extension (for example, mycompanyname.qbb)
- Select the backup file and click Open
- Click Next
- Click the Save in drop-down arrow and navigate to the default Intuit location (usually in C:\Users\Public\Intuit\QuickBooks\Company Files)
- Click Save, and respond to any messages QuickBooks may display
- The company file is converted to a regular company file, with a .qbw extension (or a .qba extension if the backup was made from an Accountant's Copy). The company file and all of its related files are stored in this location.
- (Optional) you'll need to manually restore additional files related to the company file (i.e logos, etc...). To do this, copy the related files from their restored location in the \Restored_(company file name)_Files folder back to their original directories in the new location.
Step 4 - Clear the previous location
This step is optional but important to avoid opening the company file in the old location by mistake.
To remove the old location from the list of recently opened files in QuickBooks, follow the steps in this Intuit support article (the old folder and files will remain on your hard disk until your explicitly delete them): https://support.quickbooks.intuit.com/support/Articles/HOW13030
Step 5 - MyQuickCloud users - Opening the company file
Your MyQuickCloud users will need to tell QuickBooks about the new location (the first time only). After opening the company file in the new location, QuickBooks will automatically remember where it is:
- Open QuickBooks
- Click on the Open or restore an existing company button.
- Select Open a company file then click Next.
- Navigate to the new folder location, e.g. C:\Users\Public\Public Documents\Intuit...
- Select your Company File.
- Tick the Open file in multi-user mode box
- Click Open