How to Change User Mode of QuickBooks Company File?

Let’s have a quick introduction for QuickBooks. QuickBooks is accounting software which is geared mainly toward small and medium-sized organizations and offer on premises accounting applications also as cloud-based versions which accept business payments, manage and pay bills and payroll functions. QuickBooks accounting software also gives us the facility to change the user mode of QuickBooks company file if required. We will get to know more about it in detail in the below article. So keep reading till the end and in case of any issue or query you can always contact our customer care executive. All the contact details we will provide n the end of this module.

QuickBooks accounting software can be operated into two different modes one is single-user mode and another is multi-user mode. If you have changed the mode to the Multi-user mode, all users should now be able to log into the company file at the same time. If the user turned to the Single-user mode, any other users trying to access QuickBooks will get a -6073 error message. But, if you attempt to turn on to Single-user mode when multiple users are using the QuickBooks company file already, there might be the chances to get an error message saying that the mode cannot be changes until all other users are logged out.

How to Define the Single-user Mode?

Single user mode is the same as the name is exactly like it implies – when the QuickBooks company file is in single-user mode, only single or one person can access the company at a time. If other user tries to access the company file at the same time they will get an error -6073. Single-user mode is sometimes required for application integrations and some other particular procedures.

How to Define the Multi-user Mode?

Multi-user mode provides multiple users to access the QuickBooks, and they can work on a company file at the same time. The amount of users who can access a QuickBooks file at the same time is typically controlled by the seat count for that QuickBooks license. This can be understood with the help of an example like QuickBooks Pro accounting software normally has a maximum of 3 seats per users who can access it in at the same time. Unless you are performing a particular function, you will probably spend most of the time in multi-user mode.

How to Set up a QuickBooks Company File to Always Open in Multi-User Mode?

Here are few steps given below which user needs to follow to set up the QuickBooks company file so that it always opens in multi-user mode:

• In the first step, you need to click on the File menu in the upper left-hand corner of the QuickBooks application and if the company is currently in open state then choose the Close Company/Logoff option.
• After that if required, hit on the file again, and then hit on the Open or Restore Company.
• Now, hit on the Open a company file, and after that click Next.
• In this step you will be able to see the company file browser where the file is stored.
• Now, you are required to verify the Open file in multi-user mode option near the bottom of the window within the Open a Company window and hit the open option.
• Now, you will be able to open the company file always in Multi-user mode.

How to Set up a QuickBooks into Single-User mode in QuickBooks?

The Single-User Mode is one of modes under which QuickBooks permits the user to log in. There are many functions which QuickBooks will not perform until is operating by the user in single-user Mode because this helps to protect the data manipulation by the other user while important processes are being performed.

Here are few steps given which user is required to adhere to change the mode into Single-User Mode:

• In the first step, you need to ensure that all users logged out of QuickBooks accounting software except you.
• Now, if you are not yet logged in then you are required to Log in into QuickBooks accounting software.
• After that, navigate to the file and change the mode to Single-User.

QuickBooks will turn off all open windows within the program and then a message will be displayed for you to know that QuickBooks is now in Single-User Mode.

You can also switch it back into the multi-user mode for that you are required to navigate to the file option and turn it into the Multi-User.

What tasks You can Perform in Single User Mode in QuickBooks?

Here is the table given below in which the tasks are mentioned which you can perform in single user mode in QuickBooks accounting software:

Tasks/Features	Single-user mode
Company File Operations
Create Local Backup	☑
Set up/Activate Online Backup	☑
Create Portable Company File	☑
Convert Company File	☑
Repair File and Networks Problems	☑
Stop Hosting Multi-user Access	☑
Disable QuickBooks Manager	☑
Verify Data	☑
Rebuild Data	☑
Condense Data (Us Only)	☑
Update Web Services	☑
Copy company file for QuickBooks Online	☑
Managing Lists
Chart of Accounts	☑
Items List	☑
Other Names List	☑
Customer & Vendor Type list	☑
Price Levels/Price Rules	☑
Templates	☑
To Do	☑
Add/Edit Multiple List Entries	☑
Importing/Exporting Data
Import Excel Files	☑
Advanced Import	☑
Import IIF	☑
Import WebConnect Files	☑
Import Timer Activities	☑
Import General Journal Entries	☑
Export Lists to IIF Files	☑
Export Addresses to Text File	☑
Export Timer Lists	☑
Business Process/Workflow
Custom Reporting	☑
Set Closing Date	☑
Set up Budget	☑
Set up Forecast	☑
Cash Flow Projector	☑
Use Business Plan Tool	☑
Manage Fixed Assets (US Only)	☑
Enter Vehicle Mileage	☑
Prepare Letters with Envelopes	☑
Enter customer transactions	☑
Enter Statement Charges	☑
Create Statements	☑
Assess Finance Charges	☑
Enter Time	☑
Income Tracker	☑
Lead Center	☑
Change Item Price	☑
Vendor Center	☑
Enter Vendor transactions	☑
1099 Wizard (US only)	☑
1099 Report (US only)	☑
Create Checks/Checks	☑
Order Checks/Checks	☑
Reconciliation	☑
Set up Bank Feeds	☑
Change Bank Feeds mode (US only)	☑
Report Center	☑
Memorized reports	☑
Scheduled reports	☑
Commented reports	☑
Advanced Reporting (US only)	☑
Process multiple reports	☑
QuickBooks Statement Writer	☑
Combined Reports	☑
Accountant-related tasks
Create Accountant’s Copy	☑
Save Accountant’s Copy	☑
Send Accountant’s Copy to accountants	☑
Send Company file, create portable file	☑
Accounting Tools	☑
Batch Delete/Void Transactions	☑
Batch Enter Transactions	☑
Employee and payroll activities
Employee Center	☑
Payroll Setup (Manual Payroll)	☑
Pay with Direct Deposit (US only)	☑
Preferences
Accounting	☑
Bills	☑
Calendar	☑
Checking/Checking	☑
Desktop View	☑
Finance Charge	☑
General	☑
Integrated Applications	☑
Items & Inventory	☑
Jobs & Estimates	☑
Multiple Currencies	☑
Payments	☑
Payroll & Expenses	☑
Reminders	☑
Reports & Graphs	☑
Sales & Customers	☑
Sales Tax	☑
Search	☑
Send Forms	☑
Service Connection	☑
Spelling	☑
Tax: 1099 (US only)	☑
Time & Expenses	☑
Print/Email Tasks
Printer Setup	☑
Print forms	☑
Send forms	☑
Shipping Label (US only)	☑
Others
Synchronize contacts	☑
Set up QuickBooks ODBC	☑
Use Register	☑
Use Calculator	☑
Find	☑
Search	☑
Customize Favorites	☑
Bulk enter company business details	☑
Reminders	☑
Alerts Manager	☑
QuickBooks Messenger	☑

What Tasks You can Perform in multi-user Mode in QuickBooks?

Here is the table given below in which the tasks are mentioned which you can perform in multi-user mode in QuickBooks accounting software:

Tasks/Features	Multi-user Mode
Company File operations
Create Local Backup	☑
Set up/Activate Online Backup	☑
Create Portable Company File	X
Convert Company File	☑
Repair File and Network Problems	☑
Stop Hosting Multi-user Access	☑
Disable QuickBooks Manager	☑
Verify Data	☑* * You can run Verify Data utility in Multi-user mode, but others will be prevented from doing work. Managing Lists
Rebuild Data	X
Condense Data (US only)	X
Update Web Services	☑
Copy company file for QuickBooks Online	X
Managing Lists
Chart of Accounts	☑/X* * While you can add, edit and remove list data, merging is NOT possible in multi-user mode. Importing/Exporting data
Items List	☑/X* * While you can add, edit and remove list data, merging is NOT possible in multi-user mode. Importing/Exporting data
Other Names List	☑
Customer & Vendor type list	☑
Price Levels/Price Rules	☑
Templates	☑
To Do	☑
Add/Edit Multiple List Entries	☑
Importing/Exporting Data	
Import Excel Files	☑
Advanced Import	X
Import IIF	☑**You can import IIF files in QuickBooks Pro/Premier/Enterprise 2019 and newer. Business Process/workflow
Import WebConnect Files	☑
Import Timer Activities	X
Import General Journal Entries	☑
Export Lists to IIF Files	X
Export Addresses to Text File	☑
Export Times Lists	X
Business Process/WorkFlow
Custom Reporting	☑
Set Closing Date	X
Set Up Budget	☑
Set Up Forecast	☑
Cash Flow Projector	☑
Use Business Plan Tool	☑
Manage Fixed Assets (US only)	X
Enter Vehicle Mileage	☑
Prepare Letters with Envelopes	☑
Enter Customer Transactions	☑
Enter Statement Charges	☑
Create Statements	☑
Assess Finance Charges	X* * First time setup of finance charges is not possible in Multi-user mode.
Enter Time	☑
Income Tracker	☑
Lead Center	☑
Change Item price	☑
Vendor Center	☑
Enter vendor transactions	☑
1099 Wizard (Us only)	X
1099 Report (Us only)	☑
Create Checks/Checks	☑
Order Checks/Checks	☑
Reconciliation	☑
Set Up Bank Feeds	☑
Change Bank Feeds Mode (Us only)	X
Reports center	☑
Memorized reports	☑
Scheduled reports	X
Commented reports	☑
Advanced reporting (US only)	☑
Process multiple reports	☑
QuickBooks Statement Writers	☑
Combined Reports	☑
Accountant-related tasks
Create Accountant’s Copy	X
Create Accountant’s Copy	X
Send Accountant’s Copy to accountants	X
Send Company file, create portable file	X
Accounting Tools	☑
Batch Delete/Void Transactions	X
Batch Enter Transactions	☑
Employee and Payroll Activities
Employee Center	☑
Payroll Setup (Manual Payroll)	X
Pay with Direct Deposit (US only)	☑
Preferences
Accounting	☑/X*
Bills	☑/X*
Calendar	☑/X*
Checking/Checking	☑/X*
Desktop View	☑/X*
Finance Charge	☑/X*
General	☑/X*
Integrated Applications	☑/X*
Items & Inventory	☑/X*
Jobs & Estimates	☑/X*
Multiple Currencies	☑/X*
Payments	☑/X*
Payroll & Expenses	☑/X*
Reminders	☑/X*
Reports & Graphs	☑/X*
Sales & Customers	☑/X*
Sales Tax	☑/X*
Search	☑/X*
Send Forms	☑/X*
Service Connection	☑/X*
Spelling	☑/X*
Tax: 1099 (US only)	☑/X*
Time & Expenses	☑/X*
	* You are able to make the changes on My Preferences tab but NOT on the Company Preferences while using the multi-user mode.
Print/Email Tasks	☑
Printer Setup	☑
Print forms	☑
Send forms	☑
Shipping Label (US only)	☑
Others
Synchronize contacts	☑
Set up QuickBooks ODBC	☑
Use Register	☑
Use Calculator	☑
Find	☑
Search	☑
Customize Favorites	☑
Bulk enter company business details	☑
Reminders	☑
Alerts Manager	☑
QuickBooks Messenger	☑

Here in this article we have covered the required information for how to change the user mode of QuickBooks company file. However, if you still have any query or issue you can always reach out to the Dancing Numbers team via LIVE CHAT options.

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