When it comes to the accounting software, QuickBooks is only a name that strikes into every accountant’s mind. It is a one-stop solution to managing your accounting operations. But just like the other software, QuickBooks software has its positive and negative aspects and and one such negative of QuickBooks is that it is prone to certain errors. One such 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 may 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 upon any one of them, then don’t worry, as we are here to assist you with the procedure 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. Meanwhile, if you feel the need for technical help, you may reach us by ringing us a call at 1-800-761-1787.

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

A Brief into the 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”, these errors 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 payroll errors “The file you specified cannot be opened” and “The file exists”

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

  • These errors can be caused due to inactive/poor internet connectivity.
  • Improper and outdated firewall may also lead the error message ”the file you specified cannot be opened.”
  • 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, then this error message may show up.
  • If the installation of the software is not done properly can be another major reason behind to such errors.
  • Or if the server has been attacked by any sort of malware

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 the QuickBooks version is the latest version is also recommended.
  • Along with that, close QuickBooks software and reboot the desktop.
  • While restarting QuickBooks, you are supposed to right-click the QuickBooks icon and choose run as admin option.

Read Also: How to Fix Client Ready Reports Compile Error in QuickBooks?

Fixation Methods for 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 file you specified cannot be opened and The file exists 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.
  • The next step involves choosing the check box beside Full control in the security Window and hit OK tab.
Allow full control - Screenshot Image
  • To end the process click on Apply and then choose OK to close the settings.
  • Hopefully, this solution, involving an alteration in the permissions should have helped in resolving ”the file you specified cannot be opened” error.

Solution 2: Running QuickBooks as a system administrator

In some cases, opening the QuickBooks software as an admin can be an effective method to rectify such error codes.

  • Firstly, open the Windows Start menu.
  • After that, type in ”QuickBooks” within the Search box.
  • And look for the results listed in the search Window.
  • After that, hit a right-click on the QuickBooks version (and also the year) that you want to open.
  • Now, choose the Run as admin option from the drop-down menu.
Run QuickBooks as admin- screenshot
  • Followed by running the Payroll updates.
  • The last step is to close QuickBooks and open it normally.
  • Now, perform your usual QuickBooks operations and check whether the error(s) associated with the payroll got sorted out.

Check Also: QuickBooks Payroll Is Not Taking Out Taxes – How to Correct It?

Solution 3: Use QuickBooks tools hub program

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 software first.
  • After that, download the 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 downloaded file named as QuickBooksToolHub.exe. This will initiate the installation process.
  • Follow every step that is appearing on your desktop screen to install and agree to all the Terms & Conditions of the software.
  • After the successful installation of the tool hub, it will create an icon on your desktop screen. Just double-click on this icon to open it.
QuickBooks Tool Hub - Icon
  • Now, from the tool hub, move to Company File Issues.
  • And the, select 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 step is to choose your Company file from the drop-down menu.
  • Also, select to Check your file and then hit Continue option.
QuickBooks file doctor in tool hub - Screenshot Image 2
  • Now, finally, enter your Admin password and then select Next tab.
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, choose 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 for the error causing file, which will further lead to two options. You need to opt for the one that suits the situation.

Running Quick fix my file

  • You should first have to launch QuickBooks tool hub.
  • And then, in the window that opens up, you are suggested to click on the Company file issues tab.
  • Also, select Quick fix my file.
QuickBooks file doctor from tool hub - Screenshot Image
  • And once the repair process is complete click on OK tab.
  • After that open the QB program and you are done with the process.

Solution 4: Reinstalling QuickBooks Desktop

  • First of all, press Windows + R keys and open the Run tab.
  • After that, in the run box, you will need to enter the text appwiz.cpl, followed by hitting Enter key.
Type appwiz.cpl - Screenshot
  • And then, hit a click on QuickBooks software twice and click on Uninstall option.
Uninstall or Reinstall QuickBooks - Screenshot
  • Now, you are required to download the Clean install tool.
  • You can use this tool for installing the QuickBooks desktop software again. Take a note that you will require your License and product keys at the time of re-installing the QuickBooks software.

Read it also: How to Eliminate QuickBooks Error 1723?

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

You should consider registering the DLL and OCX files of QuickBooks via the batch file named reboot.bat. The file can be located in the QuickBooks folder.

  • Firstly, make an exit from QuickBooks initially.
  • And then, right-click the QuickBooks icon and select Properties.
  • After that Open file location option 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 a few minutes until the Black command prompt scrolls all the files.
  • Finally, reboot the Windows and then check if the error.

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

This solutions requires disabling the UAC option in the control panel. To know more, follow the steps given as under:

  • You need to first press the 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 on 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

It is recommended that you keep following regular QuickBooks updates rolled out by intuit. Here’s how:

  • Initially, open QuickBooks desktop and then click F2 key to open the 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 new folder and then Save the file.
  • Now double-click the Installation file to start the update process.
  • Lastly, reboot your system.

Solution 8: Fixing the error while printing forms issue

  • In this process, open desktop and press Windows + R keys, and hit Enter key on your keyboard.
  • After that select the Devices and printers option.
Devices and Printers option - Screenshot Image
  • Hit a right-click on the Device and select Remove the printer facing the issue.
  • Now, exit from QuickBooks and open Task manager or use the Ctrl + Alt + Del keys to access the Task manager.
  • Locate the QBW32.exe process and right-click the same.
End task in QuickBooks-screenshot
  • End the process by clicking 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.

Read Also: How to Fix QuickBooks Payroll Error Code 15218?

Solution 9: Configuring the Internet and Firewall Security Settings

Configuration of the Internet/Firewall settings requires the addition of new Inbound and Outbound rules pertaining to QuickBooks in the Windows Firewall.

  • Under this method, hit a click on Control Panel link in the start menu.
  • After that select Windows Firewall, then Advanced Settings.
  • Also, choose the Inbound tab.
  • Navigate to the New Rule to create a new inbound rule.
Create a new rule in firewall settings - Screenshot Image
  • After that, select Port and also select the Next tab.
  • The number of ports must now be entered.
  • Once finished, select Next.
  • Select the Next option after navigating to the Allow Connection option.
Allow the connection - Screenshot Image
  • Give this Firewall rule a name, then click Finish.

Solution 10: Basic troubleshooting steps

  • At first, check if the file is open on the other server.
  • After opening the file, check if the QuickBooks file is damaged.
  • The 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 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

Need Technical assistance? Reach us out

After carrying out the steps stated above, you should be able to get rid of the payroll errors: “The file you specified cannot be opened” and “The file exists”. However, if you feel the need of availing 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. Help is available 24X7X365. We are available to provide you with quality services and assistance for resolving all the QuickBooks intricacies.

Frequently Asked Questions

Q1: How can I resolve the “The File Exists” error in QuickBooks Payroll?

Ans. To address the “The File Exists” error, you can try the following steps:

  • Rename the file to some different name.
  • Check if the file has the same name as an existing file in the specified location. If that is the case, select a different file name.
  • Make sure that the file is not open or used by any another program.
  • Multiple users should not be trying to create the same file.

Q2: Can I encounter the “The File you Specified Cannot be Opened” error if the file is located on a network drive?

Ans. Yes!  In case the network drive is inaccessible, users can encounter such errors.

Q3: I renamed the file, but I’m still encountering the “The File Exists” error. What should I do?

Ans. If renaming, the file does not fix the error, then, double-check the specified location to ensure that there are no other files with the same name. If that is the case, then select a different file name for preventing any conflicts.

Q4: Is it possible that the QuickBooks company file itself is causing these errors?

Ans. Technical errors in the company file or corruption in the same could lead to such errors. In such cases, it is recommended to use the tools like QuickBooks File Doctor Tool, Quick Fix My Program, Install Diagnostic Tool, etc.


Related articles:

How to Resolve QuickBooks Error Code 6073 and 99001?

Fixation methods for QuickBooks Payroll Error 2000

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