QuickBooks Desktop Synchronizer Q&As

QuickBooks Desktop Synchronizer Q&As


This articles assumes that you already have downloaded and installed the QuickBooks synchronizer. Please refer to our walkthrough for a step-by-step installation guide.

Question - On Which PC Should I Install the Synchronizer?
You do NOT need to install the QuickBooks synchronizer on the QuickBooks server.
You can install the QuickBooks synchronizer on any PC with the following:
  1. QuickBooks Desktop is installed
  2. QuickBooks Desktop has access to the company file (ex: remote company file)
  3. The QuickBooks Desktop SDK has been installed as per our walkthrough
  4. This PC will be running most of the time - with the user logged in (active session)
    1. If this PC is NOT running, the QuickBooks synchronizer will NOT be running, so Sales Cookie will not receive new data
    2. If the installation user is NOT logged in, the QuickBooks synchronizer will NOT be running, so Sales Cookie will not receive new data
    3. Think about situations where employees are on leave for an extended period of time
      1. Will their PC be running?
      2. Will they be logged in?

Question - Do I Need To Install The Synchronizer As QuickBooks Admin?
You do NOT need to install the QuickBooks synchronizer using a QuickBooks Admin account. You can use a regular QuickBooks user to install. However, you must login as QuickBooks Admin once during the installation process to authorize the QuickBooks synchronizer.
  1. After performing the installation steps under a regular QuickBooks user, log in on the same PC as QuickBooks Admin once.
  2. You should see the popup below shortly after logging in as QuickBooks Admin. Please make sure to select the option selected in yellow below.
  3. Once the QuickBooks Admin approves access (once), this setting is remembered and the QuickBooks synchronizer remains authorized.
  4. The QuickBooks synchronizer can now log in via the installation user (again, the installation user does NOT need to be QuickBooks Admin). 

 

Question - Which User Do I Select In the Dialog Above?
On some versions of QuickBooks, you will be asked to select a user in the dialog above.
Please select the user under which you installed the QuickBooks synchronizer.

      

Question - Does QuickBooks Desktop Need To Be Opened (With The Company File Loaded) to Sync Data?
Assuming you selected the option above, you do NOT need to have QuickBooks Desktop open with the company file loaded.
The QuickBooks synchronizer can run in the background.
  1. We will be able to synchronize in the background, even when QuickBooks Desktop is not open.
  2. Please note however that the PC must be running, and the user must be logged in (active session).
  3. To check if the QuickBooks synchronizer is running, please review this article.
  4. In the example below, we can see that the process is NOT running. As a result, data synchronization will NOT occur.



Question - What I Am Getting This Message When Closing QuickBooks?


We synchronize data every 15 minutes which requires establishing an active session to your company file.
  1. If you get this dialog, you were trying to close QuickBooks at a time when the data sync was active. 
  2. Please try a few seconds later and you should be able to close QuickBooks (each sync cycle typically only takes a few seconds).
  3. You may need to wait longer if there was a lot of data to synchronize or your network connection is slow.
If you would like us to only synchronize data outside of business hours, this is possible.
In this case, we will not connect to your company file during business hours.
Please refer to this KB for details.

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