Learn to Deal with the Company File in Use QuickBooks Error Message

The company file in use QuickBooks error description can frustrate any user. It can induce panic while users look for ways to rectify the situation. If you are troubled by this error, read this blog till the end and find effective resolutions to eliminate the issue.

Suppose you cannot open the company file in QuickBooks, especially when QuickBooks is running under multi-user mode. In that case, there might be a possibility that the company file is in use by another user or application. When this happens, QuickBooks displays “Company File in Use QuickBooks,” and you might get frustrated, but it’s not time to panic yet. Resolving the error requires a bit of troubleshooting, and there are several ways to get rid of this error message. So if you are also concerned about the impact of the “QuickBooks Company File in Use” error message on your QuickBooks application and crucial business data, then follow the complete article for a brief description of the error and a step-by-step solution.

Are you exhausted and overwhelmed by the “Company File in Use QuickBooks” error message? Are you looking to correct the situation and resume productivity? Call our Support Number +1- 855 738 2784 for Immediate Professional Help and let our experts diffuse the situation.

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“Company File in Use QuickBooks” – Error Description

QuickBooks Desktop allows multiple users to work on the data file. Most of all, it is easy to set up multi-user hosting in QuickBooks. One of the root causes of the error message “Company File in Use QuickBooks” is the incorrect hosting setup. QuickBooks will not allow multiple users to access the data if file access rights are not assigned for security reasons. In some instances, QB Desktop might display different error messages depending upon the cause. Other error messages that you might get are as follows:

Company File in Use. Please Wait

QuickBooks has opened in multi-user mode because at least one other person is using the company file in multi-user mode.

Company File in Use (Not Responding): Another QuickBooks user is (unknown user) is currently performing a task which must finish before you can continue. QuickBooks will continue automatically when the other user’s task has completed.

The company file cannot be closed at this time because there is another application (add-in product or background task) which is using it. Before you can close the company file, you must either close that application or instruct the application to end its session with QuickBooks.

Recommended To Read – I am getting QuickBooks Company File Not Found Error

Reasons for Company File In Use QuickBooks Error Message

There could be several reasons you can get an error where even after not having the company open in QuickBooks, it gives you an error message stating the company file is already in use. Here is a list of all those reasons.

Imprecise multi-user hosting settings on the server and the workstations in the network.
Third-party applications are interrupting QuickBook’s background processes.
QuickBooks Database Server Manager is not running on the computer, which is one of the primary causes of QuickBooks Desktop Company File in Use error message.
Another user is already making changes to the entries in the QB company file that you are trying to access, triggering a “QuickBooks Not Loading Company File” error message.
Another QuickBooks user (unknown user) may already be using the file on another computer. It makes opening the file challenging on your device and lets the company file in use error message pop up.
When the company file is stored on a shared location, like a network drive, multiple users can access it. It can cause the file-in-use error to emerge.
Network connectivity issues between the host computer and workstations primarily contribute to the error.
Corrupt QuickBooks installation can lead to blockages in using the file.
Another application may be using the company file, causing the QuickBooks company file in use please wait error.

Due to these causes, users suffer severe consequences. So let’s look into them and understand the impact of the error.

Signs Caused by QuickBooks Company File in Use

When a QuickBooks company file in use error emerges, users might experience the following messages and symptoms:

Opening or editing a company file becomes challenging.
Error messages like the following appear:
- Sorry, you cannot modify this (transaction) now. (Another user) is currently performing a task that uses that in this transaction.
- Company File in use. Please wait. Only one user at a time can do (a task).
- Another QuickBooks user is currently doing a task they must finish before you can continue.
- The automatic entry of (transactions) is skipped because (another user) is accessing them.
The multi-user mode may throw some glitches while connecting.
QB may lag in performance and run sluggishly.

All these indicators show that users need quick and effective troubleshooting for another QuickBooks user (unknown user) is currently performing a task message. So, let’s dive into the rectification techniques.

Solutions to Resolve QuickBooks Company File in use Error

Before undertaking solutions for the company file in use QuickBooks error, let’s consider the following steps for resolution:

Check if the company file is opened on another computer or by another user. If it is, ask them to close the file and try again.
Make sure that the company file is not stored in a shared location, such as a network drive, that multiple users can access simultaneously.
Restart the QuickBooks database server manager service and try opening the company file again.
If none of the above points work, you may require running the QuickBooks File Doctor tool to diagnose and repair any issues with the company file.

Now, let’s dive into the solutions guide for another QuickBooks user is currently performing a task error:

Solution 1: Verify Multi-User Hosting on each Workstation

Verifying the hosting status on every system in the network, including the server that hosts the company file, will ensure that only the server computer is hosting the company file and all other workstations are running in a single-user mode which is the ideal setup for a multi-user environment.

Make sure only one system in the network is hosting the company file.
Open QuickBooks on each computer in the network and click the File tab.
Move your cursor over Utilities, and if QuickBooks displays Stop Hosting Multi-User Access, click it and hit Yes.
If you get the option Host Multi-User Access, this indicates that the hosting settings are correct.
Exit QuickBooks and follow the same steps on each computer in the network.
Follow the next troubleshooting step if you are still getting the QB company file in use error message.

Read Also – How to fix QuickBooks Error H505

Solution 2: Update QuickBooks Desktop on Server and Workstation

Having an up-to-date QuickBooks Desktop eliminates the possibility of getting errors because of internal issues in the QuickBooks Desktop program because of bugs and glitches in the previous update.

Go to the Help tab in QuickBooks and select the Update QuickBooks Desktop… option that will get you the Update QuickBooks window.
Move to the Update Now tab and select all the program features to update.
Click Get Updates and wait till the updates are ready to be installed.
Restart QuickBooks once the updates are downloaded and when prompted, click Install Now.
Check if updating helps you resolve the error.

Follow our article How to Update QuickBooks Desktop to the Latest Released Version for more detailed instructions on installing the latest updates of QuickBooks Desktop.

Solution 3: Restart QuickBooks Database Service from the Task Manager

Restarting any application works like refreshing it. If QuickBooks Database Server Manager is not running as expected due to some internal issues, restarting it can help rectify the issue.

Right-click the taskbar at the bottom of your computer and select Start Task Manager.
Navigate to the Processes tab and locate the QuickBooks process named QuickBooks DBXX where (XX indicates the version of your QuickBooks Desktop).
Right-click the service and select End Process.
Click Yes to confirm and open QuickBooks Desktop again from your Desktop.
Try reaccessing the company file, and if the “Company File in Use QuickBooks” error reappears, follow the next troubleshooting step.

Solution 4: Sign in with an Admin Account on Windows

If your user account has limited permissions, you cannot perform several tasks on Windows, including accessing the company file. Make sure to run QuickBooks as an administrator. You can also sign in to your Windows with the admin account to avoid such errors in QuickBooks.

Click the Windows Start button, and from the Windows Startup options, select Log off.
Now click Switch User and enter the login credentials of the admin account.
Press Enter, and Windows will now log you in as an administrator.

For detailed instructions on signing in as an administrator of the Windows computer, follow the article How do I log on as an administrator.

Solution 5: Set up Permissions to the User in QuickBooks

If you are the admin user of the QuickBooks account, you will need to assign adequate admin rights to the users to access the company file without any restrictions.

Open QuickBooks on another workstation that is not getting the error.
Open the company file, and from under the Users section, click View Users.
Ensure that the user getting the error is currently not accessing the company file.
From the Company, section go to the Users tab and select Set up Users and Roles.
Click New and type a name for the new user.
Hit Add and add a role to the new account from the Roles section.
Click OK and then Close.

Solution 6: Run the System File Checker Scan

Run the System File Checker Scan

You can operate a System File Checker (SFC) scan in Windows to check for and repair any corrupted or damaged system files. Here is what to do to run an SFC scan in Windows:

1. Open the Command Prompt

You can perform this by typing “cmd” in the search box on the taskbar, right-clicking on “Command Prompt,” and selecting “Run as administrator.” If prompted for permission, click “Yes.”

2. Type the SFC Command

In the Command Prompt dialog box, type “sfc /scannow” (without the quotes), and press Enter. The SFC scan will begin.

3. Wait for the scan to complete

The scan may take some time to complete, so be patient and do not close the Command Prompt window.

4. Check the scan results

Once the scan process is done, the Command Prompt window will display the results. If any errors were found and repaired, you will see a message indicating that. If no errors were found or could not be repaired, you will also see a message indicating that.

5. Close the Command Prompt window

Once you have checked the scan results, you can close the Command Prompt window.

If the SFC scan finds and repairs any corrupted or damaged system files, it may help improve your Windows computer’s stability and performance.

Solution 7: Repair the QuickBooks Application

If you are experiencing issues with QuickBooks, you can try repairing the application to fix any problems. Here are the steps to fix QuickBooks:

Shut down QuickBooks

Make sure that QuickBooks is closed and not running in the background.

Open the Control Panel

You can do this by going to the Start menu and selecting “Control Panel.”

Opt for “Programs and Features”

Under the “Programs” section of the Control Panel, click “Programs and Features.”

Find QuickBooks

Look for QuickBooks in the list of installed programs and select it.

Tap the “Repair” option

Click on the “Repair” button above the list of installed programs. If prompted for permission, click “Yes.”

Execute the prompts

Follow the prompts to finish the repair process. It may take some time to complete, so be patient and do not close the window.

Restart your computer

After the repair process, restart your computer to ensure the changes take effect.

Once you’ve completed the repair process, try opening QuickBooks again to see if the issue has been resolved. If the problem continues, you may need to consider other troubleshooting steps or contact QuickBooks support for further assistance.

Specific Instances Surrounding the Error

Sometimes, you may get the QuickBooks company file is used by another application message in different situations. For instance, it may or may not indicate a specific user. In such cases, you may take a directed step toward addressing the particular error message. We have detailed these cases below;

Case 1: If the error indicates another user is doing something

Users may receive this error message when they perform a specific task restricted to one individual at a time. If you’re facing this error, waiting until the other user finishes their task is better. If the user is a known person, you can request them to give you a heads-up when they’re finished.

Case 2: If the error indicates a specific user

The error message may point to a particular user consistently. Further, this specific user may not work or do any task in QuickBooks. In such cases, the following solutions can help:

Ask the user specified in error to exit and reopen QuickBooks on their workstation.
Access the QuickBooks application on another workstation. Head to the Company menu, select Users, followed by View Users.
Request the user that appears in error message to sign out of QuickBooks on their workstation.
Head back to the list of users. Now, if you can open QuickBooks and your file without the QuickBooks company file in use unknown user error, and the specific user doesn’t arise again, you can use the app seamlessly.

Case 3: When the error says “Waiting for Company File” or Company File in Use. Please Wait”

Performance issues are usually behind the company file in use error. Examples of this error include network issues, conflicting programs, database problems, and a server and workstation incompatible with system requirements for QuickBooks. Manage your performance through specific steps- RAM Improvements, company file size reduction, preference setup, etc.

Case 4: If the Error Emerges on Multiple Workstations

If you see the company file in use QB error message on multiple workstations, try the following resolution methods:

Solution 1: Stop Hosting on all Workstations

See multiple host computers and stop hosting on all the workstations as follows:

Stop Hosting on all Workstations

Launch QuickBooks and navigate to the File menu.
Opt for the Utilities option.
If the Stop Hosting Multi-user Access option emerges on the menu, click it and tap Yes to confirm.
Head to the next step if Host Multi-user Access appears on the menu.
Shut down QuickBooks and repeat these steps on all the workstations that don’t host company files.
Launch QB and see if the error persists.

Solution 2: Restart QB Services on the Server

Stop and start QuickBooks database services again to rectify the company file in use QB error. The steps involved to go through this procedure are as follows:

Head to the server and ensure to shut down QuickBooks on all workstations.
Tap the Start menu, followed by opening the Run dialog box.
Type services.msc in the Open field, then click OK.
Choose QuickBooksDBXX from the Name column. The item you pick depends on your QB Desktop version:
- QuickBooksDB30 = QuickBooks 2020
- QuickBooksDB29 = QuickBooks 2019
- QuickBooksDB28 = QuickBooks 2018
Hit the Stop link and note that all users’ access to the company file ends.
Tap the Start link to allow users to open the company file after signing in.
Launch QuickBooks and attempt to do the task. Proceed to solution 3 if the error persists.

Solution 3: Use QuickBooks Tool Hub on the Server

You’ll find several tools to fix common errors in QuickBooks Desktop. Download, install, and use the Quick Fix My Program tool from the Tool Hub to rectify the lagging performance:

Head to the official Intuit QuickBooks website and look for the download link for the Tool Hub.
Download the file in an accessible location (downloads folder or Browse).
Next, head to this place and double-click the QuickBooksToolHub.exe file.
The installation wizards will begin and respond to them appropriately.
Accept the terms and conditions and set up QuickBooks Tool Hub.
Once done, open the Tool Hub and opt for the Program Problems section.
Run all the tools in this tab. After running these tools, do the task in QB again and see if the error emerges again.

Solution 4: Undertake Clean Installation of QuickBooks on the Server

Performing a clean installation of QuickBooks on a server involves uninstalling the existing QuickBooks installation and all associated files and installing a fresh copy of QuickBooks. Here are the steps you can follow to quickly get the access to the company file:

Back up your QuickBooks data:

Before uninstalling QuickBooks, creating a backup of your company file and any other vital data is essential. Do so as follows:

Tap the Help menu in QuickBooks.
Select Update QuickBooks Desktop.
Click Get Updates.
Opt for the Update Now option.

Now, proceed to the next step.

Uninstall QuickBooks

Uninstall QuickBooks

Now it’s time to delete QuickBooks from your server system through the following steps:

Go to the Control Panel on your server.
Opt for “Programs and Features.”
Search for QuickBooks in the programs list and select “Uninstall.”
Execute the prompts to uninstall QuickBooks.

You can also uninstall QuickBooks from Settings. Tap the Settings menu > Apps > Apps and Features. Locate QuickBooks in the app list and opt for the Uninstall option from the three dots at the end.

Delete QuickBooks files

After uninstalling QuickBooks, go to the installation folder and delete any remaining QuickBooks files. The default installation folder is usually “C:\Program Files (x86)\Intuit\QuickBooks.”

Clean up the Windows Registry

Clean up the Windows Registry

Clear your Windows registry through the following actions:

Press the Windows key + R to access the Run dialog box.
Type “regedit,” and press Enter. It will open the Windows Registry Editor.
Navigate to HKEY_CURRENT_USER\Software\Intuit\QuickBooks and HKEY_LOCAL_MACHINE\SOFTWARE\Intuit\QuickBooks.
Delete any remaining QuickBooks registry keys.

Hopefully, you can eliminate the registry keys and clean your space.

Restart your server

After deleting all QuickBooks files and registry keys, restart your server to ensure that all QuickBooks-related processes are stopped.

Install a fresh copy of QuickBooks

Once the server has restarted, install a fresh copy of QuickBooks. Follow the prompts in the installation wizard and select “Server Installation” when prompted.

Update QuickBooks

Update QuickBooks

After installing QuickBooks, make sure to download and install any available updates.

Restore your data

Finally, restore your QuickBooks data from the backup you created in Step 1.

Performing a clean installation of QuickBooks on a server can help resolve issues related to corrupted files or installation problems. However, ensuring you have a backup of your QuickBooks data before starting the process is important, as you may lose important information during the uninstallation process.

Case 5: If the Error Appears on Only One Workstation

If the error emerges only on one user’s workstation, there may be an issue with QB or Windows permissions. Do the following to to quickly get out of this troublesome situation:

Solution 1: Form a New User in QuickBooks

Creating a new user in QuickBooks can assist you in rectifying the company file in use QuickBooks error:

Head to the Company menu and choose Users, followed by Set Up Users and Roles.
Tap New in the Users and Roles window. Add a name in the User Name field. You can add and confirm a password if you wish.
Opt for a Role from the Roles window. Tap Add, then OK.
Pick the Role List tab if you wish to make other changes to the role. Next, tap Edit. Add or reassign permissions per needs, then click OK.
Tap Close in the Users and Roles window.
Log out of QB on the workstation.
Log back in as a newly created user.
Test the user’s access to ensure it’s set up correctly.
Attempt to do the task as a new user and see if the error remains.

Solution 2: Create a New Windows User with Administrative Rights

Here are the steps to form a new Windows user with administrative rights:

Log in to your computer with an existing account that has administrative privileges.
Open the “Settings” app by tapping the Start menu and selecting “Settings” (the gear icon).
In the Settings app, select “Accounts.”
Click “Family & other users” option that you can see in the left-side menu.
Under the “Other users” section click the “Add someone else to this PC” button.
Enter the email address or phone number of the person you want to create a new account. If the person doesn’t have an email address or phone number, opt for “I don’t have this person’s sign-in information.”
On the next screen, pick “Add a user without a Microsoft account.”
Type a name for the new user and create a password. You can also choose to create a password hint.
Next, click on “Change account type.”
Click “Administrator” from the dropdown menu and hit “OK.”
Your new user account has now been created with administrative privileges.
Sign into Windows as an administrative user on the workstation.
Right-tap the QB Desktop icon and opt for the Run as administrator option. These steps should allow you to perform tasks on the workstations without getting the error.

Once you’ve created the new user account with administrative privileges, you can log out of your current account and log in to the new account to begin using it. In addition, you will now have full administrative rights to your Windows computer, allowing you to install programs and make other system-level changes.

Bottom Line

Hopefully, this article has enough explanation to get you back onto the right track, eliminating the “Company File in Use QuickBooks” error message. In case if the error is not resolved even after following all the troubleshooting steps mentioned in this article, you can always reach us at our Support Number +1- 855 738 2784 Our team of certified experts deals with errors where QB won’t open the company file on a regular basis. If you are also facing the same issue, we can provide you the solution in the shortest time possible.

FAQs

What is the QuickBooks company file in use error?

The QuickBooks company file in use error is an error message that appears when you try to open a company file in QuickBooks, but another user or process already uses it.

What causes the QuickBooks company file in-use error?

Several factors, including network issues, can cause the QuickBooks company file in-use error, file corruption, conflicting software, or a user who has not logged out of QuickBooks properly.

How can I fix the QuickBooks company file in use error?

Numerous solutions can fix the QuickBooks company file in use error, including closing QuickBooks on all other computers that may be accessing the file, restarting your computer or server, checking for and repairing file corruption, or reinstalling QuickBooks.

Can I prevent the QuickBooks company file in use error from occurring?

To prevent the QuickBooks company file in use error from occurring, it is vital to ensure all users properly log out of QuickBooks when they are finished using it, avoid running conflicting software or processes, and regularly back up your QuickBooks data to prevent file corruption.

What should I do if I cannot resolve the QuickBooks company file in use error on my own?

Suppose you cannot resolve the QuickBooks company file in use error on your own. In that case, you may need to contact QuickBooks support for further assistance or consult with a professional IT technician.

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