When it comes to accounting software, QuickBooks is only name that strikes everyone instantly. But everything has its positive and negative aspects, and one such negative of QuickBooks is that it is prone to certain errors. One common error that we will talk about today is the payroll errors which includes:

Payroll Error:The file you specified cannot be opened” It must not be already in use by another program or a read-only file.
Error:The Windows Error was The File Exists.”
The file you specified cannot be opened or The file not exists - Screenshot Image

These error messages pop-up on the screen in a variety of circumstances. While downloading payroll, paying scheduled liabilities and also while opening a federal or state form, you can stumble upon this sort of error. If you have encountered these errors or any of them, then don’t worry, as we are here to help you to get the payroll back on track. This article will brief you with the various aspects associated with this error, along with the fixation steps for the same.

You may also read: How to Fix QuickBooks Error PS077 or PS032?

What are these payroll errors “The file you specified cannot be opened” and “The file exists”?

Talking about the payroll errors: “The file you specified cannot be opened” and “The file exists”, they can be faced while working on various accounting features like paying scheduled liabilities, opening a state/federal form, and also at the time of downloading the payroll update. You could see the error messages like “The file you specified cannot be opened. Make sure that it is not currently being used by another program or read-only file.” Also, you could face an error message stating “The Windows error was the file exists”. There can be a bunch of factors causing the payroll errors, which we will be discussing in this post later on.

Causes of “The file you specified cannot be opened” & “The file exists” errors

These payroll errors can be seen due to a couple of factors, out of which the most common ones are listed below:

  • This error can be caused due to inactive internet connection.
  • Improper and outdated firewall.
  • Misconfigured internet security settings.
  • Any outdated QuickBooks desktop application file.
  • You might end up in the error if the QuickBooks is being interrupted by Windows user account control.
  • If you are not having admin rights.
  • And the installation of the software is not done properly.

Important points to remember

There are certain points that you can perform and take into consideration. Let us have a look:

  • You are supposed to click on OK tab till the error message gets updated.
  • Further, you should close and again open QuickBooks.
  • Ensuring that QuickBooks version is of the latest version is also recommended.
  • Along with that, close QuickBooks software and reboot the desktop.
  • Once restarting QuickBooks, right click the QuickBooks and choose run as admin.

Read Also: How to Fix QuickBooks Error Code C=1304?

Fixation methods for QuickBooks payroll errors: “The file you specified cannot be opened” and “The file exists”

There are a couple of steps that you can opt for in order to fix the QuickBooks payroll errors. We will be exploring each of the methods that can be implemented one by one, so let us have a look:

Solution 1: Updating Windows permission

  • You can update the Windows permissions by opening the Windows start menu.
  • And then typing in file explorer and open the same from the search bar.
  • Next, spot the QuickBooks program file. It should look like this:
Windows permission - Screenshot Image
Processor TypeFile Path for QBW32.EXE
32-bitC:\program files\intuit\quickbooks (year)
64-bitC:\program files x86\intuit\quickbooks (year)
  • After this, hit a right click on the QuickBooks program file and then click on properties tab.
  • Once done with that, you need to opt for security and edit options.
  • Followed by, selecting add and in the Windows type everyone and hit OK button.
  • Now choose the checkbox for full control and then click on OK tab.
Windows Permissions for Common Files - Screenshot
  • Also, choose add again and type in users in the Windows type, and then select OK button.
  • Now, choose the check box full control in the security Window and hit OK tab.
Allow full control - Screenshot Image
  • To end the process, select apply and then choose Ok to close the settings.

Solution 2: Running as system administrator

  • Firstly open the Windows start menu.
  • After that type in QuickBooks.
  • And look for the results listed in the search Window.
  • After that hit a right click on the QuickBooks version and year you want to open.
  • Now, choose the run as admin option.
Run QuickBooks as admin- screenshot
  • Followed by running the payroll updates.
  • The last step is to close QuickBooks and open it normally.

Solution 3: Run the QuickBooks file doctor form tool hub

QuickBooks File Doctor - Screenshot

You can use QuickBooks file doctor tool and use it to repair and restore the company file related issue. You can download this tool from the QuickBooks tool hub program.

  • You need to close your QuickBooks desktop firstly.
  • After that download latest version of the QuickBooks Tool Hub program.
  • The file should be saved somewhere that you can find easily (For example: Downloads folder)
  • Now double click on the download file named as QuickBooksToolHub.exe
  • Follow every step that is appearing on your desktop screen to install and agree to the T & C of the software.
  • After the successful installation of the tool hub, it will create an icon on your desktop screen. just double-click on it to open.
QuickBooks Tool Hub - Icon
  • Now from the tool hub, navigate to the Company File Issues.
  • After that choose Run QuickBooks File Doctor option. Please note that it that the file doctor may take up to one minute to open.
QuickBooks file doctor in tool hub - Screenshot Image
  • Next steps is to choose your company file from the drop-down menu.
  • Also, choose Check your file and then hit on Continue option.
QuickBooks file doctor in tool hub - Screenshot Image 2
  • Now finally enter your admin password and then choose Next.
QuickBooks file doctor in tool hub - Screenshot Image 3

Your file size will determine the scan time. It can take between 3 to 5 minutes in most cases. After the scan is complete, you can open QuickBooks and check your company file is repaired or not.

  • When asked to select the desktop as the default app location.
  • And then run once the download process ends.
  • After the QuickBooks file doctor tool runs, you will be prompted to select the error causing file, which will further lead to two options. You need to opt for the one that suits the situation.

Read it also: How to Eliminate QuickBooks Error 1723?

Solution 4: Reinstalling QuickBooks desktop

  • First of all, Press the Windows + R keys and open the run tab.
  • After that, the box with the text appwiz.cpl will appear.
Type appwiz.cpl - Screenshot
  • And then, hit a click on QuickBooks twice and click on uninstall.
Uninstall or Reinstall QuickBooks - Screenshot
  • Now you are required to download a clean install tool.
  • And then use it for installing QuickBooks desktop.

Solution 5: Re-register QuickBooks .DLL and .OCX file using reboot.bat file

  • Firstly, exit from QuickBooks initially.
  • And then right click the QB icon and also select properties.
  • Open file location and then look for the reboot.bat file.
Run ‘reboot.bat’ file - Screenshot
  • And then right click the reboot.bat file and select run as admin.
  • Now wait for few minutes until the black color command prompt scrolls all the files.
  • Finally, reboot Windows and then check if the error persists.

Solution 6: Turning off user account control (UAC) in Windows

  • You need to first press Windows + R keys and type control panel.
  • Spot the user accounts from the search bar.
  • Now hit a click on change user account control settings.
  • Click yes and then move the slider down to never notify and then turn off UAC.
Turn Off UAC in Windows - Screenshot

See Also: How to fix Error 1601, 1603, and 1642 in QuickBooks?

Solution 7: Checking for QuickBooks updates

  • Open QuickBooks desktop and then click on product information option.
  • Select the correct QuickBooks version.
Product Information of QuickBooks desktop - Screenshot
  • Click on get the latest updates.
Update QuickBooks desktop (Screenshot)
  • Followed by making a folder and save the file.
  • Double click the installation file so that the update process begins.
  • Reboot the system.

Solution 8: Fixing the file exists error while printing forms issue

  • In this process, open desktop and press Windows + R keys and hit Enter key.
  • Select the devices and printers option.
Devices and Printers option - Screenshot Image
  • Hit a right click on the device and select remove on the printer facing the issue.
  • Now exit QuickBooks and open task manager or use the Ctrl + Alt + Del keys.
  • Locate the QBW32.exe process and right click the same.
End task in QuickBooks-screenshot
  • End the process, click on Yes option.
  • Moving ahead, navigate to the C drive > Program data > Intuit > QuickBooks.
  • Lastly, find and delete the find named QBPRINT.qbp. And reboot the system.

Solution 9: Basic troubleshooting steps

  • At first, check if the file is open on the other server.
  • Check if the QuickBooks file is damaged.
  • Next step is to scan the system with the help of virus and threat protecting on the antivirus software.
Virus and threat protecting - Screenshot Image
  • Followed by checking if the you are using the Admin account.
  • Lastly, check if the QuickBooks and the Windows are updated and installed properly.

Also see: Move or reinstall QuickBooks Desktop to another computer

Technical assistance 24X7

Carry out the steps stated above and try getting rid of these payroll errors: “The file you specified cannot be opened” and “The file exists”. However, if you feel the need of talking advice from our QuickBooks payroll support team, then you can connect with us through helpline i.e. 1-800-761-1787. Giving us a call will relieve you from all kind of stress related to QuickBooks. We are available to help you 24X7X36.


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