Do I need Enterprise?
Do I need Enterprise?
When deciding to use the Enterprise to Pro conversion service, you may need to evaluate whether or not Pro/Premier is suitable for you.
Generally, you may need to consider the unique features to Enterprise and also data size limits present in Pro/Premier that are different in Enterprise.
If you use features unique to Enterprise, those features will no longer be available to you after your data is converted. The data will still be in your file, but in various ways you may not be able to change it or add more of the type of data unique to that feature.
We don’t have an exhaustive list of features, partially because Intuit does not really publish them (their materials online are mostly marketing, high level, and gloss over details.)
In some cases an entire feature is unique to Enterprise and in others some functionality within a feature is unique. For example, Advanced Inventory is Enterprise only. Within the custom fields feature, used on sales forms, drop lists you can pick from are an Enterprise only feature.
Most users are aware if they’re using Enterprise only features, and generally this has not been an issue for our customers after conversion. Here’s a page from Intuit that compares features for different QB versions.
Data Size Limits
When considering differences between Enterprise and Pro/Premier, generally your company’s file size does not matter . Intuit often states that it does, but we have not seen that when testing. We have converted files well over 1 Gigabyte in size with no issue.
The number or complexity of transactions in a file also does not seem to matter.
What does matter are size limits for various QuickBooks lists. Lists in QB are objects/structures like you items list, class list, chart of accounts, and your names lists. There are many other minor lists like your terms, templates, payment methods and so on.
Each of these lists has size limits imposed by QuickBooks. These limits are different for some lists when using Enterprise. The lists that usually impact someone considering a conversion are the items list and the various names lists (customers, vendors, employees, and other names lists). In Pro/Premier, you can have up to 14,500 items on your items list and 14,500 names on your combined names lists. Once you have that number you can no longer create new names.
Also, if you have more than 14,500 names, and perhaps also other lists that are larger than the limit, QuickBooks will not allow the creation of a special backup for QuickBooks Mac (since it also cannot handle larger lists.)
See Intuit’s rundown on various list limits.
Check your lists sizes by pressing F2 while in QuickBooks. Look in the lower right corner of the resulting Product Information dialog window in the List Information box.
If your lists are or will will become larger than the limits for Pro/Premier, then you should probably stick with Enterprise. This is true unless you want a company in the Pro/Premier file format only for review. We have seen this case where customers have an older very large file they want to be able to view in Pro/Premier, but don’t use that file anymore for new data entry. In such a case note that you can see all of your items on a list that exceeds the Pro/Premier limits, but can’t add new records.
Both Pro/Premier support multiple users working in a QB Company file at the same time, as long as the users are using different copies of QB, or copies from a multi-user SKU. The primary difference is the number of users that can log into a company file using Enterprise compared to Pro/Premier. Pro support up to 3 simultaneous users, Premier up to 5, and Enterprise up to 30 users.