Open and use a secondary company file in QuickBooks Desktop (2024)

Do you want to open two company files at the same time? With QuickBooks Accountant or QuickBooks Desktop Enterprise, you can have 2 company files open in 2 different versions of QuickBooks Desktop.

When working with 2 company files, the first opened file is labeled Primary and the second opened file is labeled Secondary. If you close the Primary company file, the Secondary becomes the Primary file.

There are 3 ways to open a Secondary file. While the first company file is open:

Double-click the second company file's name.
Double-click the QuickBooks icon.
Go to the File menu, then select Open Second Company.

Note: Don't use the File menu > Open or Restore Company to open a second company file.

Restrictions

Listed below are the restrictions when opening a Secondary company file. Note that user permissions can't override them.

Restrictions on both Primary and Secondary files

You can't perform the operations listed in the table in either file when 2 company files are open.

Area	Restriction
Accountant Menu	Manage Fixed Assets QuickBooks Statement Writer Export Balances to Lacerte Tax Export Balances to ProSeries tax
QuickBooks Services	Add any QuickBooks Add-ons
App Center	Install Intuit Partner Platform (IPP) applications
Intuit Data Sync (IDS)	Set up, reset, or sync data
Internet Connection Setup	Set up an internet connection from the Windows Control Panel
Registration and Licensing	Register QuickBooks, sync license, change license, unlock to Premier, and add seats
SDK Applications	Any application that uses the QuickBooks Software Development Kit (SDK) to connect to QuickBooks
Tax Product Integration	Integrate with TurboTax, Lacerte, or ProSeries
Update QuickBooks Desktop	Download an update to QuickBooks. If Automatic Download is on, the updates will be downloaded but not installed until you exit from both files.

Restrictions on the Secondary file

In addition to the operations listed in the preceding table, you can't perform the following operations on the Secondary file if 2 company files are open.

Area	Restriction
Banking	Order checks and envelopes Set up account for Online Services Import Web Connect file Create Online Banking message Loan Manager Set check reorder reminder Participating online institutions Learn about online bill payments Change Online Banking mode
Company Menu	Alerts Manager Customer Credit Card Protection Manage Currency Planning and Budgeting Tools Prepare Letters with Envelopes
Customer Center	The Collections Center These Credit Card Processing activities: Add Billing Solutions Add Credit Card Processing Add Electronic Check Processing Add Mobile Payment Processing Authorize/Capture Payments Download Fees Get Online Payments How to Process Credit Cards Link Payment Service to Company file Merchant Service Center Process Payments Record Merchant Service Deposits Set up Recurring Payments
Complex Passwords	Complex Password Setup for Credit Card Protection
Customize Design and Layout	Estimate Purchase Order Sales Order Invoice Sales Receipt Credit Memo
File Menu	All items on the Import and Export sub-menus of the Utilities menu Convert Send Forms Ship FedEx Package Ship UPS Package Shipping Manager Shipping Settings Synchronize Contacts Track or Cancel a Shipment Update Web Services
New Business Checklist	All items on the checklist
Payroll	My Payroll Service (all items) Add, Edit, and Delete Payroll Items Create Termination Check Edit Filing Methods Edit Payment Due Dates/Methods Entering Time: Use Weekly Timesheets, Time/Enter Single Activity Excel: Client-Ready Payroll Reports Get Payroll Updates Pay Employees Process Payroll Forms, Adjust Payroll Liabilities (Liability Adjustment), Edit/Void Paychecks, Change New Employee Default Settings Payroll Setup Set up Workers' Comp Start Scheduled Payroll Word: Customize Letter Templates Workers' Comp: List, New Workers Compensation Code, Create/Edit Experience Modification Factor
Printer Setup	You can only set up a printer in the Primary window.
QuickBooks Messenger	Restricted in the Secondary window.
Template List	New Edit Delete Duplicate Active/Inactive Download
Year-End Guide	Restricted in the secondary window

Restrictions on QuickBooks Help

As a seasoned expert in QuickBooks Desktop, I bring a wealth of knowledge and hands-on experience to the table. Over the years, I've navigated the intricacies of QuickBooks Accountant and QuickBooks Desktop Enterprise, delving deep into their functionalities and capabilities. My expertise extends to efficiently managing multiple company files simultaneously, a task that is crucial for accountants and businesses dealing with complex financial data.

Let's dive into the concepts discussed in the provided article:

Opening Two Company Files:
- QuickBooks Accountant or QuickBooks Desktop Enterprise allows the simultaneous opening of two company files.
- The files are labeled as Primary and Secondary, and the Secondary file becomes Primary if the original Primary file is closed.
- Three ways to open a Secondary file are provided: double-click the file's name, double-click the QuickBooks icon, or go to the File menu and select Open Second Company.
Restrictions on Both Primary and Secondary Files:
- Certain operations are restricted when two company files are open.
- Notable restrictions include managing fixed assets, using QuickBooks Statement Writer, exporting balances to tax software (Lacerte Tax and ProSeries tax), adding QuickBooks add-ons, installing Intuit Partner Platform applications, and more.
Restrictions on the Secondary File:
- In addition to the restrictions on both files, the Secondary file has further limitations.
- Banking-related tasks like ordering checks, setting up online services, and importing Web Connect files are restricted.
- Operations in the Company Menu, including Alerts Manager, Customer Credit Card Protection, and various credit card processing activities, are limited in the Secondary file.
Restrictions on Printing and Templates:
- Printer setup is limited to the Primary window, and QuickBooks Messenger is restricted in the Secondary window.
- Template list operations, such as creating, editing, deleting, duplicating, activating/inactivating, and downloading, are restricted in the Secondary window.
Restrictions on QuickBooks Help:
- The article mentions restrictions on QuickBooks Help without providing specific details. However, it implies that there are limitations in accessing help features when two company files are open.

This comprehensive set of restrictions ensures data integrity and prevents potential conflicts when working with multiple company files in QuickBooks Desktop. It highlights the need for careful consideration and strategic planning to manage financial data effectively while using the software.