How the Synch Process Works

Overview

Intuit does not provide direct access to the QuickBooks Desktop database. QQube must communicate with QuickBooks through the Intuit Software Development Kit (SDK) and the QuickBooks client.

This means that QuickBooks controls when and how data can be extracted. The rules below help prevent interruptions and synchronization failures.

1. How synchronization works

When synchronization begins, either automatically or manually, QQube asks QuickBooks for the selected data and loads it into the QQube Database.

The QQube Synchronizer runs from the Windows system tray. It cannot run as a Windows service because the Intuit SDK requires communication through the QuickBooks client.

When using multiple QuickBooks company files, QQube opens the first file in the list, extracts its data, closes it, and continues to the next file automatically.

2. Rules during synchronization

While QQube is communicating with QuickBooks, avoid anything that can interrupt the QuickBooks client or take control of the company file.

• Do not open a second instance of QuickBooks under the Windows user where synchronization takes place.
• Do not run another third-party QuickBooks application under the same Windows user at the same time.
• Do not run a QuickBooks backup while QQube is synchronizing.
• Do not place QuickBooks in Single-User Mode.
• Close all QuickBooks modal windows and pop-up messages. View common modal windows.
• Protect the QuickBooks users created for QQube with complex passwords.
• Do not run QuickBooks using Run as administrator.
• Do not attempt to run QQube as a Windows service.
• QQube cannot close a QuickBooks company file that you opened manually.
• QQube cannot bypass corruption or integrity problems in a QuickBooks company file.

3. QuickBooks user permissions

QQube signs in to QuickBooks in one of two ways:

1. When QuickBooks is open with no company file selected, QQube uses the QuickBooks connection user created during setup. This user should have full permissions.
2. When a QuickBooks company file is already open under another QuickBooks user, a manual synchronization uses that user's permissions.

For the most complete and consistent extraction, leave QuickBooks open with no company file selected before synchronization begins.

4. Single-User and Multi-User behavior

Single-User or workstation installation

• Synchronization takes place under your own Windows account.
• You cannot use QuickBooks or open another copy of QuickBooks while synchronization is running.
• For scheduled synchronization:
  • Leave QuickBooks open with no company file selected.
  • Keep the Windows user signed in.
  • Make sure no QuickBooks backup or other QuickBooks-connected application runs at the same time.

Multi-User or server installation

• Use one Windows account dedicated to QQube synchronization.
• On a local network, synchronization runs under the administrative console account.
• In a Remote Desktop or hosted environment, use the dedicated Windows account named qqubesynch.
• Never install the QQube synchronization engine under a regular reporting user's Windows account.
• Never assign a regular reporting user as the dedicated synchronization user.
• Leave QuickBooks open with no company file selected under the dedicated account.
• No QuickBooks user on the network may place the company file in Single-User Mode while QQube is synchronizing.

5. Synchronization time expectations

The first synchronization may take from a few minutes to many hours. Later synchronizations are usually much faster.

Detailed data models load all available history during the first synchronization. Later synchronizations normally retrieve only the changes made since the previous successful synchronization.

Summary data models, including financial statements, are re-extracted each time. These normally complete quickly. Balance Sheet by Class can take longer when the QuickBooks file contains many classes because QuickBooks calculates that report at run time.

Synchronization time depends on:

• Number of QuickBooks company files.
• QuickBooks file size.Starting-from-scratch examples include:
  • A 100 MB file may take less than 15 minutes.
  • A 1 GB file may take up to 6 hours.
  • A 2 GB file may take up to 20 hours.
• Processor speed. The Intuit SDK can use substantial processor resources.
• Available memory.
• Selected data models.
  • Detailed data models such as General Ledger Detail, Job Costing, and Inventory take longer.
  • Summary financial data models normally take only a few minutes, except for Balance Sheet by Class files with many classes.

6. Load only the data models you need

Select only the data models required for your reporting. Every additional data model increases the amount of information QQube must request from QuickBooks.

7. Synchronization options

Automatic scheduler

The automatic scheduler supports unattended daily synchronization in a Multi-User environment.

• Skip QuickBooks files that have not changed.
• Clear the complete QQube Database before synchronization.
• Reload a selected QuickBooks file from scratch during every synchronization.
• Skip selected files in a Multi-Company installation.

Manual synchronization

Use manual synchronization when you need to refresh the data immediately instead of waiting for the next scheduled synchronization.

8. Synchronization logs

The Synchronization Logs section of the QQube Configuration Tool shows whether each extraction completed successfully.

Each log entry:

• Shows a status of Success or Failure.
• Provides an error-message link when a failure occurs.
• Directs you to the appropriate troubleshooting article.
• Contains configuration details and synchronization history for you or a CLEARIFY support engineer.