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KPeacock
August 30, 2022
Question

Multi-User Mode Automated/Scheduled Reports

  • August 30, 2022
  • 1 reply
  • 20 views

Just a quick explanation of our latest system;

We're running Quickbooks Desktop 2020 Enterprise Manufacturing and Wholesale hosted on 10 virtual machines and have an additional one running Quickbooks Database Server Manager. (The host/hub for our company file)

We want to be able to run reports automatically, or automate the process in some way.

At the moment the scheduled reports option fails saying that we cannot access scheduled reporting in multi-user mode... Is there any particular reason it's made unavailable or is the software not capable of generating the reports any number of users can whilst in multi-user mode?

Is there a workaround that we may be able to use to spare our Accounting group from having to generate and send these reports manually every morning?

Let me know if you need any more information to help with my issue.

1 reply

G
Giovann_GModerator
Moderator
August 30, 2022

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.

P
Phil_Pas
March 21, 2023

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).

A
aiannarelli
July 3, 2024

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?

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