Features available and tasks you can perform in single or multi-user mode in QuickBooks Desktop
by Intuit•1• Updated 2 months ago
Single-user mode limits access to your company file to one person at a time. With more than one user license, you can switch to multi-user mode where you can log in to a company file on different computers at the same time. To learn about the tasks that can be performed in single or multi-user mode, see the tables below.
Company file operations
Tasks/Features | Single-user mode | Multi-user mode |
Create local backup | Yes | Yes |
Set up/activate online backup | Yes | Yes |
Create portable company file | Yes | No |
Convert company file | Yes | Yes |
Repair file and network problems | Yes | Yes |
Stop hosting multi-user access | Yes | Yes |
Disable QuickBooks Manager | No | Yes |
Verify data | Yes | Yes* |
Rebuild data | Yes | No |
Condense data (US only) | Yes | No |
Update Web Services | Yes | Yes |
Copy company file for QuickBooks Online | Yes | No |
*You can run Verify Data utility in Multi-user mode but others will be prevented from doing work.
Managing lists
Tasks/Features | Single-user mode | Multi-user mode |
Chart of Accounts | Yes | Yes/No* |
Items list | Yes | Yes/No* |
Other Names list | Yes | Yes |
Customer and Vendor Type list | Yes | Yes |
Price Levels/Price Rules | Yes | Yes |
Templates | Yes | Yes |
To Do | Yes | Yes |
Add/edit multiple list entries | Yes | Yes |
*While you can add, edit and remove list data, merging is NOT possible in multi-user mode.
Importing/exporting data
Tasks/Features | Single-user mode | Multi-user mode |
Import Excel files | Yes | Yes |
Advanced import | Yes | No |
Import IIF | Yes | Yes* |
Import WebConnect files | Yes | Yes |
Import timer activities | Yes | No |
Import general journal entries | Yes | Yes |
Export lists to IIF files | Yes | No |
Export addresses to text file | Yes | Yes |
Export timer lists | Yes | No |
*You can import IIF files in QuickBooks Pro/Premier/Enterprise 2019 and newer.
Business process/workflow
Tasks/Features | Single-user mode | Multi-user mode |
Custom reporting | Yes | Yes |
Set closing date | Yes | No |
Set up budget | Yes | Yes |
Set up forecast | Yes | Yes |
Cash flow projector | Yes | Yes |
Use Business Plan tool | Yes | Yes |
Manage fixed assets (US only) | Yes | No |
Enter vehicle mileage | Yes | Yes |
Prepare letters with envelopes | Yes | Yes |
Enter customer transactions | Yes | Yes |
Enter statement charges | Yes | Yes |
Create statements | Yes | Yes |
Assess finance charges | Yes | No* |
Enter time | Yes | Yes |
Income tracker | Yes | Yes |
Lead Center | Yes | Yes |
Change Item price | Yes | Yes |
Vendor center | Yes | Yes |
Enter vendor transactions | Yes | Yes |
1099 Wizard (US only) | Yes | No |
1099 Report (US only) | Yes | Yes |
Create Checks/checks | Yes | Yes |
Order Checks/checks | Yes | Yes |
Reconciliation | Yes | Yes |
Set up bank feeds | Yes | Yes |
Change bank feeds mode (US only) | Yes | No |
Reports center | Yes | Yes |
Memorized reports | Yes | Yes |
Scheduled reports | Yes | No |
Commented reports | Yes | Yes |
Advanced reporting (US only) | No | Yes |
Process multiple reports | Yes | Yes |
QuickBooks Statement Writer | Yes | Yes |
Combined reports | Yes | Yes |
*First time setup of finance charges is not possible in Multi-user mode.
Accountant-related tasks
Tasks/Features | Single-user mode | Multi-user mode |
Create Accountant's Copy | Yes | No |
Save Accountant's Copy | Yes | No |
Send Accountant's Copy to accountants | Yes | No |
Send company file, create portable file | Yes | No |
Accounting tools | Yes | Yes |
Batch delete/void transactions | Yes | No |
Batch enter transactions | Yes | Yes |
Employee and payroll activities
Tasks/Features | Single-user mode | Multi-user mode |
Employee Center | Yes | Yes |
Payroll setup (Manual payroll) | Yes | No |
Pay with direct deposit (US only) | Yes | Yes |
Preferences
Tasks/Features | Single-user mode | Multi-user mode |
Accounting | Yes | Yes/No* |
Bills | Yes | Yes/No* |
Calendar | Yes | Yes/No* |
Checking/checking | Yes | Yes/No* |
Desktop view | Yes | Yes/No* |
Finance charge | Yes | Yes/No* |
General | Yes | Yes/No* |
Integrated applications | Yes | Yes/No* |
Items and inventory | Yes | Yes/No* |
Jobs and estimates | Yes | Yes/No* |
Multiple currencies | Yes | Yes/No* |
Payments | Yes | Yes/No* |
Payroll and expenses | Yes | Yes/No* |
Reminders | Yes | Yes/No* |
Reports and graphs | Yes | Yes/No* |
Sales and customers | Yes | Yes/No* |
Sales tax | Yes | Yes/No* |
Search | Yes | Yes/No* |
Send forms | Yes | Yes/No* |
Service connection | Yes | Yes/No* |
Spelling | Yes | Yes/No* |
Tax: 1099 (US only) | Yes | Yes/No* |
Time and expenses | Yes | Yes/No* |
*When you are in Multi-user mode, you can make changes on the My Preferences tab but NOT on the Company Preferences.
Print/email tasks
Tasks/Features | Single-user mode | Multi-user mode |
Printer setup | Yes | Yes |
Print forms | Yes | Yes |
Send forms | Yes | Yes |
Shipping label (US only) | Yes | Yes |
Others
Tasks/Features | Single-user mode | Multi-user mode |
Synchronize contacts | Yes | Yes |
Set up QuickBooks ODBC | Yes | Yes |
Use Register | Yes | Yes |
Use Calculator | Yes | Yes |
Find | Yes | Yes |
Search | Yes | Yes |
Customize Favorites | Yes | Yes |
Bulk enter company business details | Yes | Yes |
Reminders | Yes | Yes |
Alerts Manager | Yes | Yes |
QuickBooks Messenger | Yes | Yes |
To switch between modes, go to the QuickBooks File menu, then select Switch to Single-user Mode/Switch to Multi-user Mode.
Note: Functions like Payroll and Bank Feeds have a lock out system in multi-user mode which stops other users from using the same function at the same time. |
For details, go to QuickBooks and press F1 on your keyboard to open the Help window. In the Search field, type single-user or multi-user. Choose an article from the list under Answers in Help section.
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