Multi-User Mode Automated/Scheduled Reports

Welcome to the Community space, KPeacock.

I understand how important it is for your company to automate the process of generating and sending reports. I'll share some information about how the Schedule reports feature works.

You can set up Schedule reports in QuickBooks Desktop and choose the time and frequency at which they are sent. However, this feature is only designed to work in single-user mode. Setting it to multiple-user mode will result in the error "the report is not accessible."

The following are the reasons why it isn't available in multi-user mode or a hosted environment:

• The computer on which you configured the scheduled report is NOT in sleep or hibernation mode.
• A company file with a scheduled report should be open to one user only.
• The email preference is set up to Outlook and needs to be open and running.

If you want to run reports in multi-user mode, I recommend manually creating and sending the reports or looking for any 3rd party application that has this capability. You can use this link to find one: QuickBooks apps.

I'll also include this article for more information on the Schedule reports feature and how to set it up: Set up and modify Scheduled Reports.

Do you require assistance in customizing your reports to display only specific information? If so, you can use the following resource to guide you through the process: Customize reports in QuickBooks Desktop.

You're welcome to post again if you need anything else. We're happy to help you.

This is not a "reason": A company file with a scheduled report should be open to one user only.

It is ridiculous that this feature was implemented to only work in single user mode. Companies with multiple users stay in multi-user mode the great majority of the time and the concept of scheduling an automated report would be a great time saver. If you can generate a report while in multi-user mode you ought to be able to schedule and send that (or at least save it someplace automatically and let other apps take over distribution).

I agree, I have people accessing quickbooks remotely from multiple locations.  We cannot put it in single user mode when the people in the office leave everyday.  Since these reports are read only it should not be a data conflict.  Any changes in version 2024 or upcoming versions?

Thanks for joining the thread, aiannarelli. Let me share additional information about managing Scheduled reports and if there are any changes with the new version of QuickBooks Desktop (QBDT).

I can see the benefit of having the option to use a scheduled report in a Multi-user mode. However, this is unavailable. It's still required to put on a Single-user mode when accessing the Automated or Scheduled reports in QBDT, including the 2024 version, but with the upcoming versions, we can't tell yet since QuickBooks is still innovating.

Additionally, I suggest submitting feedback to our product development team to study this feature and add it to future enhancements.

Here's how:

1. In QuickBooks Desktop, click on Help at the top.
2. Select Send Feedback Online.
3. Enter your product suggestion.
4. Then select Send Feedback to confirm.

You can stay up-to-date with Intuit's latest news by checking out the QuickBooks Blog.

Moreover, please know that we don't have a timeline for when they implement the option to schedule reports in multi-user mode, but we're constantly taking note of our customer's ideas and feedback.

I'm leaving this article for future reference in importing and exporting data in QuickBooks: Import and export data in QuickBooks Desktop.

Feel free to post again if you have additional concerns about handling reports in QuickBooks Desktop. I'm always here to help you.

@aiannarelli 

Consider having a BI app to sync with QBD as a workaround to access reports in real time.