Multiple QuickBooks Files | CLEARIFY

Multiple Company Files Troubleshooting Checklist

ALL of these best practice implementations are performed only while logged in under the dedicated server user, where the synch and communication is taking place.

If you are using the multi-user edition then you will login into the dedicated server user.

If you have the single-user edition, then you will login to your local workstation user.

 Watch "Working with Multiple QuickBooks files in QQube"

ITEM 1 - QuickBooks installed and registered. Ensure that the QuickBooks program (not database server manager) is installed and registered.

ITEM 2 - Latest QB Release. Make sure that you are on the latest release of QuickBooks, and have met the listed requirements.

ITEM 3 - QuickBooks Database Manager. Each file should have the proper permissions and be properly managed. Use QuickBooks Database Server Manager (intuit.com) 

ITEM 4 - QuickBooks File Rebuild. QuickBooks File Integrity

ITEM 5 - Users and Permissions. Create QuickBooks Connection Users

ITEM 6 - Special Intuit login account.  In cases where Intuit requires a special Intuit account because you are using connected services such as payroll, merchant services, etc. then you need unique accounts across all files.

• You cannot use the same Intuit special account you used for your admin account or other accounts
• If you have multiple QuickBooks files you are aggregating, then every file will have a unique special Intuit account.
• You will NOT NEED to login every 90 days to change the password on this special account since it is only used to automatically login to QuickBooks.

ITEM 7 - QuickBooks Preferences. Set QuickBooks Preferences  

ITEM 8 - Modal Dialogue Boxes. If these are popping up during the synch, where you need to dismiss them to allow the synch continue, then resolve.  See examples here.

ITEM 9 - QuickBooks open to NO company file.

ITEM 10 - Perform a Simple Test.  In the Configuration Tool Manual Refresh Area choose all of the company files, and just the *QuickBooks Company Setup"; then run a synch to physically watch the process.  This data model only takes a short while to load, and is perfect for this test. Issues like modal windows, QB crashes or login problems are simple to spot - and fix. 

ITEM 11 - Always logged in. Do not logout of the user where your synch is physically taking place for ANY reason.  If the session closes, then the QuickBooks client crashes, and therefore QQube will not be able to communicate with QuickBooks.