Multiple challenges can arise when you run QB Desktop for different tasks. One of the most difficult issues that you might face is ‘QuickBooks error the file you specified cannot be opened’. This problem occurs when you pay scheduled payroll liabilities and update payroll accounts. Here’s the message that can appear on the screen:
| “The file you specified can not be opened. Make sure that it is not currently being used by another program or a read-only file. The Windows error was ‘the file exists.’” |
Additionally, you might run into this error when opening a state/federal form. Although this issue might seem quite confusing, you will discover detailed methods to troubleshoot it in this guide. All right, then, let’s explore the article to learn why you are facing this error and find out effective solutions to it.
In this article, we will discuss the possible causes behind the issue and all the troubleshooting methods. If you faced “QuickBooks the file you specified cannot be opened” reach out to our experts at +1-(855)-955-1942 in order to prevent any data loss.
When do you run into QuickBooks Payroll Error The File You Specified Cannot Be Opened QuickBooks?
There are 3 different occasions when QuickBooks payroll error the file you specified cannot be opened occur. Let’s look at them:
- While updating payroll account in QuickBooks.
- When you pay scheduled payroll liabilities in QuickBooks Online.
- While opening payroll federal or state forms.
Why Do You Get the QB Payroll Error ‘the File Exists’?
4 major reasons behind the QB Error Message are as follows:
- Your windows system is misreading QuickBooks data files.
- You don’t have the required windows permissions.
- Maybe your file has data damage.
- You are using an outdated version of QuickBooks.
4 Top Fixes For QuickBooks Error the File You Specified Cannot Be Opened
You need to change your application permissions, repair damaged files and update your application to fix QB error message “The File You Specified Cannot Be Opened in QuickBooks Desktop”. The steps are explained below:
1. Run QuickBooks as Administrator
The file you specified cannot be opened QuickBooks can be caused due to insufficient permissions. Run your application as an Administrator to prevent hindrance. Follow these steps in order to do so:
- Close down all the applications that is running on your system.
- Tap on the Windows start button and find QuickBooks.
- Search for your QB version and right-click on it.
- Now, choose Run as Administrator
- Once QuickBooks opens, close it and then reopen it normally.
If the error message still appears, jump on to the next solution.
2. Manually Update Windows Permissions
In case you faced the QuickBooks Error Message The File You Specified Cannot Be Opened even after the first solution, you need to manually update your windows permission following these steps:
- Tap on the Windows start button and search File Explorer, then open it.
- Right-click on QuickBooks program file (QBW32.exe) and Tap on properties.
- Now, Go to Security followed by Edit and then Add (To set Everyone).
- Security window would be open, tickmark the checkbox for Full Control and then tap on OK.
- Choose Add again. Type Users in the window and click on OK.
- In the security window, tick the checkbox Full Control and then tap on OK.
- Click on Apply and then select OK.
3. Update QuickBooks Desktop
The Older version of QuickBooks Desktop is one of the reasons for QuickBooks Error Message The File You Specified Cannot Be Opened. Update your QB application by following these steps:
- Run QuickBooks as Administrator using steps from solution 1.
NOTE: QuickBooks should open in No company file window, so close your company file it is open.
- Tap on the Help Menu and choose Update QuickBooks Desktop.
- Now, click on the Options tab and select Mark All. Then tap on Save.
- Click on Update Now tab and choose Reset Update checkbox.
- Now, select Get Updates.
4. Run the Quick Fix My File Utility
QuickBooks tool hub can fix any damage to your file. If QB payroll error “the file you specified cannot be opened” is occurring because of the damaged file, follow these steps-
- Download and install the QuickBooks tool hub if it is already not on your system and run it.
- Click on the Company File Issues tab on the window that opens and choose Quick Fix my File.
- Click on OK after your file repair process is completed.
- Now try to run your QB file again.
Follow These Tips to Prevent QuickBooks Payroll Errors
Here are the points that explain various preventive measures that you can implement for QB payroll errors, including ‘QuickBooks error the file you specified cannot be opened’:
- Run QuickBooks as Administrator: Ensure that the application has the necessary permissions to access files.
- Update QuickBooks to the Latest Version: QB updates prevent compatibility issues and fix known bugs.
- Set Proper File and Folder Permissions: Ensure that QuickBooks has full access to the company file and related folders.
- Disable User Account Control (UAC) Temporarily: Prevent UAC from blocking QuickBooks operations.
- Add QuickBooks to Antivirus and Firewall Exceptions: Prevent security software from restricting file access.
- Use the QuickBooks File Doctor Tool: Identify and fix file and network-related issues by running QB File Doctor.
Conclusion
In this comprehensive article, we showed you how to eliminate the ‘QuickBooks error the file you specified cannot be opened’ using various methods. Hopefully, you can now easily update payroll accounts and open state/federal payroll forms. If, however, you continue to face this error or have a query, you can contact a QB professional for real-time guidance.
Frequently Asked Questions
Following are the points that mention why you might face the ‘QuickBooks error the file you specified cannot be opened’:
1. Insufficient User Permissions: The user account lacks the necessary access rights to open the file or directory.
2. Damaged Company File: The QuickBooks company file is corrupted and cannot be read properly.
3. Antivirus or Firewall Blocking File Access: Security software is preventing QuickBooks from accessing the file.
4. Windows User Account Control (UAC) Interference: UAC settings might be blocking QuickBooks operations.
5. Outdated QuickBooks Version: Using an outdated version of QuickBooks can cause compatibility issues.
6. Corrupted Windows Registry Entries: Faulty registry entries linked to QuickBooks can prevent file access.
To fix the ‘QuickBooks error the file you specified cannot be opened’, you can do the following:
1. Run QuickBooks as Administrator: Right-click the QuickBooks icon and select “Run as administrator” to give the program elevated permissions.
2. Check File Permissions: Ensure you have full control access to the file or folder where the company file is stored.
3. Turn Off User Account Control (UAC): Temporarily disable UAC via the Control Panel to prevent permission-related interference.
4. Use QuickBooks File Doctor Tool: Download and run this tool to automatically detect and repair file or network issues.
5. Temporarily Disable Antivirus/Firewall: Security software might be blocking access; disable it briefly to check if that resolves the error.
6. Check Hosting Settings: Ensure that only one system has hosting enabled in multi-user mode to avoid conflicts.
Yes, security software, such as Windows Firewall, can trigger a ‘QuickBooks error the file exists’. This is because these security apps mistakenly consider QB files to be a security issue and block them from running. To resolve this problem, you can turn off these security apps before using QB Desktop.
