Our QuickBooks Desktop connector allows you to retrieve up-to-date accounting data from your end-users Linked QuickBooks Desktop companies.
While most of our smaller to medium size clients' end-users are running a single QuickBooks Desktop company on their local machine, if your end-user is using a server, running multiple QuickBooks Desktop companies and/or has multiple user profiles on the same server, they may experience syncs delays and issues.
This article will detail best practices to identify these issues, resolve them and allow the connector to resume syncing promptly.
Symptoms
The symptoms of the most frequent issues for servers-ran QuickBooks Desktop connectors include :
- Datasets are remaining Queued despite the fact that the user who has installed the connector is logged in and has opened their QuickBooks Desktop company.
- Your end-user may report that, upon trying to manually run a sync by clicking on the Sync button of their QuickBooks Desktop connector, the following error message is displayed: 'QuickBooks is not currently running as administrator. Please restart the connector in non-administrator mode to allow data access'.
There are a number of things to consider to ensure that syncs are processed without troubles.
Firstly, the connector must be installed and run by an admin user, and only one QuickBooks Desktop company should be open during the sync.
This is all the more important in cases where multiple server users have access to the QuickBooks Desktop company that you intend on syncing: if another user has opened the QuickBooks Desktop company, even if they are logged in their own user profile on the server, the connector may not be able to sync, especially if the QuickBooks Desktop connector suspects that data is being modified at the same time.
Similarly, if additional QuickBooks Desktop company files are being accessed by other server users at the same time, and even if they are logged in their own user profile on the server, the connector may not be able to run.
Troubleshooting
If you suspect that this may be affecting your QuickBooks Desktop syncs, ask your client to do the following :
- Ensure that the user who installed the QuickBooks Desktop connector is logged in their machine as an Admin user
- Close all QuickBooks Desktop window that they may have already opened.
Ideally, other server users should close the QuickBooks company that you intend on syncing with, given that they may have made modifications to the company file. - Right-click on QuickBooks Desktop's icon and select 'Run as Administrator', and log into the QuickBooks Desktop company that they intend on syncing with you.
The connector will then be able to identify that QuickBooks Desktop is now open by the correct admin user who has also downloaded the connector.
The connector should start pick up the syncs queued within 1-2 minutes after the restart and the QuickBooks Desktop company is open.
We recommend that the client has a separate sever where the connector can run separately to minimize interferences. Alternatively, we recommend that the syncs are run outside of office hours, to avoid any disturbance to other server users.
FAQ
Q: Can any other admin user with access to the QuickBooks Desktop company run a sync?
A: The only admin user who will be able to run a sync is the user who has installed the connector.
You can check that the correct user is logged in by asking them to confirm whether they are able to see the connector icon in the task tray of their machine.
Q: The server has been restarted. What should the end user do to ensure that the syncs resume?
A: If the server has been restarted, please ensure that the admin user who has installed the connector logs back in and opens their QuickBooks Desktop company. The syncs should be picked up shortly after.
Q: The server is used by multiple other users that will modify QuickBooks companies files during the sync. What should we do?
A: If your end-user's organisation must allow other server users to edit QuickBooks companies during a sync, please ensure that the admin user who has installed the connector opens the QuickBooks Desktop company last. They must also ensure that they are selecting 'Run as administrator' so that the connector can accurately identify which instance of QuickBooks it should pull the data from.