Setting up Multiple QuickBooks Files

Overview

QQube can aggregate any data from any number of QuickBooks files and has three options for combining multiple QuickBooks files, using an automatic synch process that needs no manual intervention.

• Two or three companies
• Up to ten companies
• Up to 50 companies
• Up to 100 companies

Limitations

If you have the 100 company add-on be aware that there are physical limitations - so loading 100 company of general ledger details of files larger than 125 Meg is not prudent. Loading financial summary information will achieve better performance results.

From our experience, there are customers who have several dozen fairly large QB files (250 to 500), and who load data details, and are satisfied with the performance.

How to Implement

If you have the Multi-Company Add-On for QQube, and wish to add additional companies to the QQube database, you will perform the two steps listed below, after using the Configuration Wizard for the very first company.

The synch process will be completely automated and will require no manual intervention.

Step [1]

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

Step [2]

• Run a rebuild on each file to ensure data integrity. QuickBooks File Integrity

Step [3]

• Create the necessary users to connect to QuickBooks. Create QuickBooks Connection Users

Step [4]

• Set the correct preferences in each QuickBooks file. Set QuickBooks Preferences

Step [5]

• Open up the Configuration tool from the Start Menu or from the desktop icon:

Double click '+' sign to expand the Data Sources option, highlight QuickBooks Company List and click Add 

A window will pop up to give you remind of to (a) login to the specific QB file as admin, and in multi-user mode, and (b) how to answer the pop-up that will occur in QuickBooks when you click on OK. 

NOTE 1: You can only have ONE instance of QuickBooks running.

NOTE 2: You cannot open QuickBooks via "Run as Administrator". If you see a small shield on your QB Icon, check the properties to remove that option.

Answer "Yes, always; allow access even if QuickBooks is running" on this screen

Answering "Yes..." will pop-up this authorization screen:

Answering "Yes" brings you back to original Application Certificate screen, where you will choose the QQube user you setup previously, before continuing.

Confirm the access.

For QuickBooks Enterprise users, you will receive a second pop-up window, where you will enter the Custom Reporting User password (NOT the QuickBooks special user).

Your new company will appear.

Repeat the above steps for each additional company you wish to add to QQube.

Synch Options with Multiple Company Files

This is a toggle option to include or exclude files during a scheduled synch.

You have more options under the synchronization scheduler:

If you are going to synchronize multiple companies do NOT have QuickBooks open to a particular file, as the Intuit Software Development Kit (SDK) only allows us to close a file that we open - not one that you manually open.  

Our strong recommendation is to leave QuickBooks open to NO Company File as shown below (do NOT minimize):

Once you have added all of your company files, 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.