If you manage a QuickBooks installation, for multiple users in an organization, from time to time (more often that desired) you may experience issues that cause your Quickbooks application to crash, for one, or for all users.
Factors leading to Quickbooks crashing
- QBWUSER.INI file is missing or damaged
- Corruption in Quickbooks software or QBW file
- Corrupted Windows Operating System
- Firewall blocking the QuickBooks database manager
- QuickBooks server is not up running properly
- Antivirus software is blocking the application or network dependencies
We’ll start with the less common problem: Damaged or inaccurate data in the QBWUSER.INI file, which is a simple text file that contains variables for the local (or domain) user running the Quickbooks application (at the local computer level). It is written upon the first time the user opens a Quickbooks Desktop Installation, and contains the following data:
The values on the file need to be verified, especially “DATAFILE” “LASTDATADRIVE”, “LASTDATADIRECTORY”, “FILE1” If the information is not correct, simply open the file with the text editor, make the necessary changes and save the file.
An example of why this file could have incorrect information, is when the Quickbooks file is opened for the first time and the quickbooks file is opened from a mapped drive letter, i.e. X:\*.qbw, but later, the policy changes and the IT admins switch it to a UNC path, i.e. \\SERVER\SHARE\QuickbooksFiles\*.qbw
Another cause for data in the QBUSER.INI file to become inaccurate is the existence of multiple user profile folders under c:\users\ that share the same name: “c:\users\mike” and “c:\users\mike.domain” as this causes Quickbooks to search for the QBUSER.INI file under the incorrect profile and consequently crash when facing with permissions rejection.
The QBWUSER.INI is usually located in c:\users\[username]\AppData\Intuit\quickbooks [year]\
If the above fails, deleting the %user%\appdata\intuit folder, and then opening Quickbooks may help rewriting the file with the correct configuration.
Other troubleshooting steps
For all other issues, you can try the below known troubleshooting steps:
Run QuickBooks Tool Hub,
- Program Problems/Quick Fix my Program
- Program Problems/QuickBooks Program Diagnostic Tool
Fix any Windows corrupt system files
The command is run as administrator in the Command Prompt:
Verify Quickbooks service is running
On the computer or server functioning as the “Quickbooks Database Administrator”
On the computer or server that is hosting the company file, open Quickbooks Tool Hub, under Network Issues click QuickBooks Database Server Manager, then, chose the folder that has company file and then click start scan
On scan folders, chose the folder that has company file and then click start scan
Under the “Database Server” tab, Verify that the status is now “Running”
Then, under the “Port Monitor” Tab, verify that there is only 1 line and one version of Quickbooks installed. If you recently upgraded your version. i.e. 2019 to 2022, you will have to uninstall both versions and any other Quickbooks dependency, then install the latest version only and verify only one Database Version shows as available:
Despite of the location of the Quickbooks database file, ensure the end users have local and share permissions to read and write on the folder that holds the Quickbooks file.
Check firewall settings
On the computer or server hosting the quickbooks data file. If you cannot see the inbound rule allowing access through the port showing on the “port monitor”, you can click “Renew” or you can manually open the port for local network users:
Go to the windows start menu and search for windows firewall settings
Select the tab named advanced settings
Select inbound rules and then create a new rule
After performing the above steps, choose the Port and then hit the next button
Make sure that you select the TCP
Navigate to the specific local ports box and enter specific ports of your Quickbooks version you will find the port # in
Then, hit on the next tab
Select the option Allow the connection and then proceed by hitting the next button
Ensure to mark all the profiles and click on the Next button once again
Try to craft a rule and name it as well
Finally, hit the finish tab to end the process
Troubleshoot the company file
Make sure the file is switched to “single user mode” before proceeding:
On the device where the QBW file is hosted, Run QuickBooks File Doctor, from the “Company Files Issues” tab inside the Quickbooks Tool Hub
After running the file doctor, if an issue is found, you can try to use the “Verify Data” or “Rebuild Data” commands from the File -> Utilities menu. Be sure to make a backup copy of the file before proceeding:
Whitelist Quickbooks in your Antivirus software
Some endpoint protection, antivirus, antimalware software may deem Quickbooks as a threat and block the program’s functionality. Reach out to your endpoint protection provider to find out how to whitelist the application so the antivirus does not block it’s functions.
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