Multiple QuickBooks Files | CLEARIFY

Error Free Synchs for Multiple Company Files

ALL of these best practices should be performed WHERE the synch is taking place. If you are using the multi-user version of QQube then you will login into the dedicated server user where the synch between QQube and QuickBooks takes place. If a single-user, then just login to your user profile on your local workstation.

The Intuit Software Development Kit provides a secure and tethered framework for the QuickBooks data extraction process - but there are limitations and quirks which require a set of 'necessary practices' to avoid any potential synch or data accuracy issues. 

 Watch "Working with Multiple QuickBooks files in QQube"

1. Ensure that QuickBooks is Registered.  

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

3. Assign Users/Permissions. Make sure you follow the exact directions for setting up the QuickBoooks users and permissionss This includes setting up the special Intuit account if prompted to do so.  Intuit requires this - with no exceptions.

4. Assign Complex Passwords to ALL users. A password must have at least 7 characters, and include at least one number and one uppercase letter.

5. Login to QuickBooks as Admin in Single User Mode and check the following Preferences (Edit>Preferences).

Accounting Preferences (Company). 

• "Show lowest subaccount only" must be UNchecked.   This setting is absolutely necessary for the Financial Statements and there is no work around.  For all other data models, it is not necessary to change this setting.

Integrated Applications Preferences (Company). 

• "Don't allow any applications to access this company file" MUSt be UNchecked, or QQube (or any other 3rd party application) will be unable to connect to the QuickBooks file.

Report Preferences (Company) - For Pro/Premier Only. 

• If you are using Assembly Items or Payroll, set the Reports & Graphs Preferences to 'Name only' for 'REPORTS - SHOW ITEMS BY'.  This is a global setting.
• If you wish to run Job Cost Details, Payroll, or G/L Detail analytics using QuickBooks Pro/Premiere - you need to set the Reports & Graphs Preferences to 'Name only' for 'REPORTS - SHOW ACCOUNTS BY'

6. Check for Modal Dialogue Boxes. Open up QuickBooks where the synch takes place, and check for any Modal Dialogue Boxes that may pop up and prevent the synch from continuing.  See examples here.

7. Rebuild Your QuickBooks file.  We suggest this especially for any size file, despite the fact that there is a direct correlation between the file size and probability of corruption in the QuickBooks file.  

If you run a Verify Data, and it shows no errors, it doesn't mean that the SDK (Intuit Software Development Kit) won't find any data issues.  They are independent operations.

8. QuickBooks - Open or Closed while the synch is running?.  

• QQube Single-User.  
  • Make sure that only one instance of QuickBooks is open while you do the synch. (check the task manager for any rogue instances of QBW32.EXE, to be safe).
  • If you are logged into the QuickBooks file, it will take on the permissions of that logged in user.  If you want full permissions during the synch, then open up QB to NO company file, before doing the synch.
  • It is generally not advisable to use the scheduler for Single-User QQube installations.
• QQube Multi-User on the server.  Open up QuickBooks to NO company file.  QQube will open up each company, extract the data, and close the company.  You will find far fewer errors using this method.

NOTE: QuickBooks Enterprise users MUST be in Multi-User Mode when attempting to run the synch.

10. Start with QuickBooks open to NO Company.  This is best practice of all best practices.

11. 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. 

12. Do not logout of your synch session for ANY reason.  The session closes, the QuickBooks client crashes, and therefore QQube cannot talk to QuickBooks.