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QuickBooks Tip: How to Work with Multiple QuickBooks Files

by Ruth Perryman 28. February 2010 07:29

Question: Even with Intuit’s installation assistance, we still have a screwed-up install. Right now, this is looking like a clear Windows 7 vs. Windows XP issue because, on XP, it opens the company file with zero problems. Note that Intuit’s UPGRADE from QuickBooks Pro 2009 to QuickBooks Pro 2010 on our XP system was ANYTHING BUT CLEAN! It created multiple service accounts, and the Intuit India tech folks, who answer their calls and read from scripts, reinstalled it remotely, but left these extra service accounts on our primary windows xp system – something like QBService19 – and now, the newer installation placed QBService20 service account; and that is apparently what it is actively using. [some details – we bought a brand new Windows 7 Home Premium 64-bit computer just before Christmas; and upgrade to 2010, since that is what Intuit says is supported] Since we bought QuickBooks Pro 2010, we get that error (intermittently when FIRST trying to open the company file across the network from Windows 7 system to the actual company file on the XP system):

“You cannot open a QuickBooks Enterprise Solutions file using a QuickBooks non-Enterprise Solutions product.”

but we DO NOT HAVE ANY 'Enterprise Products' and we never did - it is something due to installing the product on Windows 7 Home Premium 64-bit. The message is intermittent - does not happen ALL the time, and INTUIT should 'fix it' - but even THEY claim they do not know what triggers that error. fyi, I am going from Windows 7 system, secondary workstation, single-user license - NOTHING is open on the Windows XP Home primary workstation where the database resides - it's not virus or firewall issue - this has been happening since DAY 1! Intuit REFUSES TO FIX IT, because they cannot figure out the problem; their 'so-called support' is just people in India, who are reading from scripts and they are clueless as to how to truly "troubleshoot" the issue - we have created, re-recreated, cleaned the company file, etc. - opens fine on XP; but not in Windows 7 across the network! Error clearly is INTUIT seeing SOMETHING on Windows 7 and on the network and thinking there is some 'Enterprise' data solutions file somewhere - but since it opens OK after a few tries, we have been living with the issue, since INTUIT WILL NOT FIX IT! p.s. We bought 2010 because they said it is fully compatible and supported in Windows 7, yet they apparently CANNOT or WILL NOT resolve this issue - and it is NOT the DATA - the data is PERFECT!

Answer:
This is the error message you get when you try to open a QuickBooks Enterprise file in Pro or Premier, so it sounds like you may have a rogue QuickBooks Enterprise file on your system. Even though you’ve never used QuickBooks Enterprise, you may have inadvertently received an Enterprise file back from your CPA, IT consultant and/or ProAdvisor.

Without taking a look at your system I can’t say for sure, but I believe your two systems are trying to open two different files. The easiest way to find out is to go to File > Open Previous Company on the XP system. This will show you the path to the file you want to open. Then go to the Windows 7 system, select File > Open or Restore Company > Open a Company File and browse the same exact path to the file that the XP System is accessing.

To avoid having this happen in the future, rename your old files and move them into other subdirectories so you don’t accidentally try to access them. I like renaming old files Archive + the date (i.e., Archive-022810.QBW) and move them into a subdirectory called Archives or Backups. This way you can easily find all your old files and clearly see the dates each of then were abandoned.

Begin by searching your network for .QBW files. The easiest way to do this is to right-click on Windows Start, select Open Windows Explorer and search your network for *.QBW. Once the search is completed, you can easily rename and move all your old files to another subdirectory. You can also find your rogue QuickBooks Enterprise file by right-clicking on each file listed, select Properties and then the QuickBooks tab.

Keep in mind - QuickBooks Pro can only open Pro and Premier files, it can’t open QuickBooks Enterprise files. QuickBooks Enterprise can open Pro, Premier and Enterprise files, but once you open a file in QuickBooks Enterprise you’ll no longer be able to open it in Pro or Premier. In most cases, the same thing happens with versions. Once you open a file in a newer version, you normally can't open it back up again in the older version. For instance, once you open a 2009 file in 2010 you normally can't open it again in 2009 (there are some exceptions if you're using the Accountant's edition).

If you need additional help, we can make an appointment for me to remote into your system and take a look around.

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Ruth Perryman - QuickBooks Specialist Written by Ruth Perryman, CMA, CFE, CFM, MBA, DPA (ABD)

Ruth is the president of The QB Specialists, an Intuit Solutions Provider that has helped thousands of businesses throughout the United States, Canada and even the Caribbean get the most out of QuickBooks since 1996. Ruth has over 20 years of industry experience, including 5 years as a Chief Financial Officer. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and Enterprise.

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