Although QuickBooks is a fantastic piece of software, it does occasionally experience technical difficulties. This article will cover one such problem, “QuickBooks Error the file exists,” which might occur when using the QuickBooks Desktop program to carry out various tasks like downloading payroll updates, paying scheduled liabilities, or accessing state or federal forms. If you encounter this error, your computer desktop may display one of the following error messages:

When does a QuickBooks user see “the file exists message” in Windows?

• While accessing the employee center within Payroll.
• At the time, I was attempting to download payroll updates.
• When trying to access the federal forms in QB.
• If the file is in use by another user or open on another computer.
• Often when a Firewall software is blocking parts or QuickBooks Services.
• In case user does not have the administrative rights to access or open QB files.
• The file is in View only or Read only mode which means the file cannot be accessed.
• The workstation from which you are trying to open the QuickBooks file is not connected to the network drive where the file is stored.
• In case QBDBMgrN services are not running on this computer.
• The server computer is running updates or is turned off.

How to fix “QuickBooks Error the File Exists” ?

The first step in determining the cause and resolving the “the file exists” error warning in QuickBooks is to ensure that the file is not open on the computer from which you are accessing QB. This may typically be a second monitor.

Second, check with other QuickBooks users on the network to ensure that no one else is using the same file; if so, check with your network administrator to ensure that you have the necessary permission to access the company file you are attempting to open.

If you have the necessary permissions but still receive the file exists error message, then use the advanced troubleshooting methods listed below to quickly resolve the problem.

Method 1: Update QuickBooks to fix “the file exists Error”

When you see the “the file exists” warning error message in QuickBooks desktop, the simplest solution is to update your application to the most recent release available from Intuit.

Here’s How:

• In QuickBooks Desktop “Select Help” and Click on “Update QuickBooks Desktop”.
• The “Overview tab” displays whether your “Automatic Updates” are “enabled” or “disabled”.
• Navigate to the “Update Now section”. To clear all previous update downloads, “check” the “Reset Update checkbox”.
• To begin the download, click on “Get Updates”.
• “Restart QuickBooks” once the download is complete.
• Accept the option to “install the new release” when prompted.
• Now if you haven’t been prompted to restart your PC then manually “restart your PC”.
• After restart “Open the QuickBooks program” and “login” to your company file.

If the file exists error does not appear this means the issue has been resolved, if the issue persists then move down to “Method 2“.

Method 2: Turn off UAC Services in Windows to avoid the File Exists Error

If a user without administrative rights attempts to access or open a QuickBooks file while the “User account control” services are active on a Windows computer, the “the QuickBooks file exists” error message will appear.

Imporatnt! It is not recommended to disable this security feature on a Windows Server, especially if you are not a system administrator. Before running this troubleshooting method, understand and learn more about when you should disable this feature and the disadvantages of disabling User account control services on a Windows Server.

Once you have gathered all the information, continue with the following steps to turn UAC services of:

Windows Server 2008 from Microsoft

• Press “Windows Key” > Select “Control Panel”.
• Open user “Account settings” > “Turn on or off User Account Control”.
• Uncheck the “Use User Account Control (UAC) to help protech your computer” and then Click on “OK”.
• “Reboot” your system for the changes ot take effect.

Windows Server 2008 R2 from Microsoft

• Press “Windows + R” key to open the run box > Type “Control panel” and Hit “Enter”.
• Click on “User Accounts” > Select “Change user account control settings”.
• “Press hold the slider” and drag it down to “Never notify me”.
• Restart your computer to apply the chnages.

Microsoft Server 2012/2016

• Click on the “Windows icon” ony our PC.
• Go to “control panel”.
• Select “System Security”.
• Under “Action Center”, choose “Change User Account Control settings”.
• “Lower the slider bar” on to “select Never Notify”. and “Hit OK”.
• Reboot your computer apply the changes you made.

Optionally To avoid the file exists Error, on all Microsoft Windows versions that support User Account Control service, use PowerShell to completely disable it.

• Open the run box by pressing “Windows + R” > “type: powershell” > “Ok”.
• Paste this link into the powershell prompt: New-ItemProperty -Path HKLM:Software\Microsoft\Windows\CurrentVersion\policies\system -Name EnableLUA -PropertyType DWord -Value 0 -Force
• “Restart your machine for the changes to take effect”.
• Then “Open a restricted folder” to make sure “UAC is disabled”.
• Go to “Start > Run > type: C:\Windows\SysWOW64\Config > Ok”.
• If you are not prompted for Administrative access, UAC has been “Successfully disabled”.

Method 3: Run Reboot.bat to re-register QuickBooks Files

A (.bat) batch file is a script file that contains commands that will be carried out sequentially.

Program loading, concurrently running numerous processes, or sequentially performing repetitive activities on the system are some typical uses for batch files.

Running the reboot.bat file in Microsoft Windows re-registers QuickBooks related .DLL and .OCX files. Doing this can assist in automating repetitive processes devoid of user input or intervention and fix “the file exists error message in QuickBooks.

• “QuickBooks” should be “closed”.
• “Navigate” to the “reboot.bat file’s location” typically found in “C drive:”.
• WIndows 10 or 11: “Right-click” the “QuickBooks icon” on your desktop and “select Properties” then click on “Open file location”.
• “Right-click reboot.bat” and “select Run as Administrator”.
  
  Note: This step is critical; you must run reboot.bat as Administrator.

• A “Command (DOS) window” with rapidly scrolling file names will appear. Do not close this window manually. The window will close once the reboot.bat file utility has registered the QuickBooks Program.
• Check to see if the file exist error is gone. Otherwise, “restart your computer”.

Method 4: Unblock QuickBooks Services in Firewall Settings

Sometimes a user may encounter “the file exists error” because the Windows firewall is blocking some parts and services of the QuickBooks Program. Setting up the right exceptions in your firewall settings will unblock the program files from being accessible over the network and thus eliminate the file exists error when opening a company file in QB.

The method used for sharing QuickBooks Servcies, sending or receiving a program file between a client server and a workstation over the network is managed by using an IP address and a Port number.

The destination of a data packet is identified by its IP address, which identifies a machine in an IP network. A specific application or service on a system is identified by its port number.

A logical address known as an IP address is used to identify a device on a network. Each internet-connected device is assigned a unique IP address as identification. This identifying data allows devices to communicate on the network.

Here’s how to set the right port and program exceptions on windows firewall.

Windows Firewall Port Exceptions:

• On the “Client Workstation” open the run box by pressing “Windows Key + R” and type “firewall.cpl” in the run box. The Windows Firewall will appear in a new window.
• On the left pane, select the “Advanced Settings” link. A popup for Windows Firewall with “Advanced Security settings” appears.
• Select “Inbound Rules” from the menu.
• Click “New rule” in the left pane.
• Select “Port” under “Rule Type” and then click the “next button”.
• Choose “TCP” and “specified local ports”.
• Enter the port number; TCP port 135 is the default.
• Choose “Next”.
• “Allow the connection” option should be chosen.
• “Click Next” once more without making any changes to the available options.
• Give a “specific name” to the “rule” you just created.
• Click “Finish”.

Firewall Program Exceptions:

• Go to “Start” > “Run” on the client operating system and type “firewall.cpl”.
• Select the “Advanced Settings” link from the left pane.
• The “Windows Firewall” with Advanced Security window appears.
• Choose “Inbound Rules”.
• In the left pane, select “New rule”.
• Click next after selecting “Program” under “Rule Type”.
• Select the “This Program Route” option from the menu.
• “Navigate” to the QuickBooks file location [the default location for QB is “C:\Program Files\quickbooks.exe”.
• Choose to “Allow the connection”.
• Click “Next” and give the rule a name.
• Choose “Finish”.

Method 5: Uninstall and Reinstall QuickBooks

Installing the most recent version of QuickBooks will replace the older version and install the files that are compatible with your current operating system, making it less likely to cause technical issues like the file exists error for the present and the future. This method is typically used as a last resort to solve the file exists error along with other technical issues that normally arises within QuickBooks.

Uninstall QuickBooks Program

• Click on the “Windows start icon” in the “task bar”.
• “Search” for “control panel” and “open” it.
• Now select “programs and features” to view the list of software’s installed on the system.
• Find the “QuickBooks Desktop Version” you want to “uninstall”.
• “Select Uninstall/change” and then click on “remove”.
• Click on “Next”, If the QB uninstall wizard windows doesn’t start then sign out restart your computer and log back in with an “Admin account to continue”.

Reinstall QuickBooks

• Keep your “License number and Product ID” handy.
• Download the latest version of QuickBooks Desktop.
• Open the quickbooks.exe file you just downloaded.
• “Accept the license terms” and follow the “onscreen instructions” to “continue”.
• When prompted “Enter your license number and product ID” in the right fields.
• Decide the type of installation.
  • Express Install: If you are the only person using QuickBooks from a “Single computer”.
  • Custom and Network install: If multiple users wants to access a QuickBooks company file from “multiple workstations” connected to the “network”.
• If you install it for a single user then simply “Select express and then hit next” > “Select Install” > Once instalaltion is complete simply “Open QuickBooks”.
• If you want to “Setup a Multi-user Network” then “Select Custom and Network install” and then Click “Next” and choose an option on how you intend to use QuickBooks.
• Next, “Select a location to store the QB installation files”. Typically this would be your “programs folder”.
• Hit, “Next” to “start the installation”.
• Once complete “Open QuickBooks”.

Whichever above method you have chosen to install QuickBooks, once you are ready open the company file that encountered “the file exists error”, If you are able to access your company file then ensure that all the other users are able to view and edit the file as well without any problems.

Summary:

Finally, we hope that the methods described above were helpful in resolving the “QuickBooks error the file exists” warning message in Windows and that you are now able to open your company files and access QuickBooks services without further errors. These kinds of problems are common when multi-user hosting mode is enabled and the file you’re attempting to access is located on a network drive or server. Overall such issues on your company file are not cause for concern, however, searching the internet for a solution can be frustrating and time consuming in order to find a fix. In any case, we recommend that you bookmark this article and go through the troubleshooting steps outlined in it if you have the file exists error in QuickBooks in the future.