Understanding The Synch Process | CLEARIFY

Data Synchronization - Everything You Need To Know

Intuit does not give developers direct access to the database, and instead uses a Software Development Kit (SDK) which extracts text data via the QuickBooks client interface.

ALL synch errors - with the exception of QuickBooks data corruption - come directly from the Intuit SDK

How it Works

When you kick off the synchronizer, either through the automatic scheduling mechanism, or via manual control, QQube will invoke the Intuit SDK to open up the QuickBooks file - if it isn't already open - and extract the data you requested.

For multiple QuickBooks company files, QQube will invoke the Intuit SDK to open the first QuickBooks file in your list, extract the data, and then shut it down.  It will then move on to the next file, and the next, etc.  There is no manual intervention necessary.  (We strongly advise to leave QuickBooks open to NO company file as a best practice.)

The Intuit SDK is the Gatekeeper - With Stringent Rules

• You Can't Have
  • A second instance of QuickBooks open under the logged in machine user where the synch is taking place.
  • Backups or other 3rd party QuickBooks Apps running at the same time the synch is.
  • Pop Up Modal Windows.  (See the list here)
  • QuickBooks user not protected w complex password.
• Other Rules
  • QQube cannot close a file that you open.  QQube can only close a file it opens programmatically - making it necessary for QuickBooks to be open to NO company file under the dedicated server user where the multi-company synch takes place.
  • QuickBooks Enterprise must be in multi-user mode to synch.
  • Unable to talk to QuickBooks as a service, or in elevated mode.
  • You can never logout of your Machine user - where the synch is taking place - while the synch is taking place.  You can disconnect, but if you log out, QB can't run, and therefore QQube can't talk to QB.

Please REMEMBER:

1. SDK errors (except data corruption) are 100% under user control.
2. 95% of all help desk issues are the result of improper implementation.
3. The SDK never lies.

We strongly advocate leaving QuickBooks open to NO company file

• When synching multiple QuickBooks company files.
• When using the QQube multi-user edition where you have a dedicated synch user.

Synch Login Permissions

QQube logs into QuickBooks in only two ways:

1. With QuickBooks open to NO company file, it will use the permissions of the QB user you created in the initial setup. This user is assigned full permissions for all data.
2. If QuickBooks is already open under a particular user for a single file - and you perform a synch - it will then use the permissions assigned to that user.

Synch Time Expectations

Since there is no direct connection to the database, the data extraction process using the Intuit Software Development Kit (SDK) can appear to be laboriously slow.  Second, we extract data and details that no other developers even consider.

The first synch - can range from a few minutes to a few hours, with subsequent data extraction taking only a few minutes. 

The time it takes to synch depends upon:

• Number of QuickBooks company files.
• QuickBooks file size. The larger the file, the longer it takes to extract the data. Consider these starting from scratch extraction times:
  • A 100 meg file can take less than 15 minutes.
  • A 1 gig file can take up to 6 hours
  • A 2 gig file can take up to 20 hours
• Machine Processor Speed. The SDK consumes high CPU cycles
• Machine Memory.
• Type of data model chosen:
  • Detail data models such as g/l detail, job costing, inventory - all of which take longer
  • Summary financial data models are reloaded each time, but should never take more than a few minutes to extract, unless you have a lot of classes in your file and loading Balance Sheet by Class.

Data Models - Only Load What You Need

Synch Options

Automatic Scheduler for daily unattended synch in a Multi-User environment.  Includes options: 

• Clearing the QQube database before each synch
• Skipping Unchanged QuickBooks file

Automatic Scheduler - Company Options

• Designating files to be skipped
• Reloading all data from scratch

Manual Synch Option for a Single-User implementation or an on demand data extraction.

Learn more about Synch Options

Synch Logs to Determine Success or Failure

The Synch Logs section of the QQube Configuration Tool is the gateway to communicating to you, or our engineers, whether the data extraction process is working or not.

Each synch log entry:

• Shows status of "Success" or "Failure With an Error Message Link on How to Fix".
• Directs you to a How-To Guide if an error occurs.
• Contains detailed information on your configuration and synch history.

More information on Synch Logs