How the Synch Process Works | CLEARIFY

Data Synchronization - Everything You Need To Know

Intuit does not give developers direct access to the database, and instead uses a Software Development Kit (SDK) which extracts text data via the QuickBooks client interface.

How it Works

When you kick off the synchronizer, either through the automatic scheduling mechanism, or via manual control, QQube will invoke the Intuit SDK to open up the QuickBooks file and extract the data you requested.

The synchronizer will run in the System Tray and cannot be run as a service to talk to QuickBooks since the Intuit SDK does not permit that.

For multiple QuickBooks company files, QQube will invoke the Intuit SDK to open the first QuickBooks file in your list, extract the data, and then close it automatically.  It will then move on to each file in the same fashion  There is no manual intervention necessary. 

The Intuit SDK is the Gatekeeper - With Stringent Rules

• You Can't Have:
  • A second instance of QuickBooks open under the user where the synch is taking place.
  • A 3rd party QuickBooks App running under the same login user and time that QQube is communicating with QuickBooks.
  • A Backup on the QuickBooks file - under any user at the time that QQube is communicating with QuickBooks.
  • QuickBooks running in Single-User Mode.
  • Pop Up Modal Windows.  (See the list here)
  • QuickBooks QQube user not protected w complex password.
  • QuickBooks "Run as Administrator".
  • QQube running as a service to communicate with QuickBooks
  • QQube close a QuickBooks file that you open.
    
  • An expectation that you can get around data corruption issues it encounters.

Synch Login Permissions

QQube logs into QuickBooks in only two ways:

1. With QuickBooks open to NO company file, it will use the permissions of the QB user you created in the initial setup. This user is assigned full permissions for all data.
2. If QuickBooks is already open under a particular user for a single file - and you perform a synch - it will then use the permissions assigned to that user.

Single-User vs Multi-User

Single-User/Workstation:

• Synch takes place under your own user name
• You can't use QuickBooks or a second copy of QuickBooks while the synch is running.
• If you use the scheduled synch, you need to:
  • Leave QuickBooks open to NO company file before you leave the office each night
  • Make sure that your user never gets logged out of
  • There are no backups being performed or anything else that would attach itself to QuickBooks and interrupt the synch process.

Multi-User/Server:

• You assign a server user that is dedicated to the synch process and always logged in.
  • On a local network, the dedicated server user is the Administrator Account.
  • On a remote desktop or hosted environment the dedicated server user is called "qqubesynch".
• You NEVER install under a regular user.
• You NEVER assign a regular user to be the dedicated synch user.
• QuickBooks is open to NO company file.
• Nobody on the network can be logged in to QuickBooks in single-user mode.

Synch Time Expectations

Since there is no direct connection to the database, the data extraction process using the Intuit Software Development Kit (SDK) can appear to be laboriously slow.  Second, we extract data and details that no other developers even consider.

The first synch - can range from a few minutes to a few hours, with subsequent data extraction taking only a few minutes. 

The time it takes to synch depends upon:

• Number of QuickBooks company files.
• QuickBooks file size. The larger the file, the longer it takes to extract the data. Consider these starting from scratch extraction times:
  • A 100 meg file can take less than 15 minutes.
  • A 1 gig file can take up to 6 hours
  • A 2 gig file can take up to 20 hours
• Machine Processor Speed. The SDK consumes high CPU cycles
• Machine Memory.
• Type of data model chosen:
  • Detail data models such as g/l detail, job costing, inventory - all of which take longer
  • Summary financial data models are reloaded each time, but should never take more than a few minutes to extract, unless you have a lot of classes in your file and loading Balance Sheet by Class.

Data Models - Only Load What You Need

Synch Options

Automatic Scheduler for daily unattended synch in a Multi-User environment.  You can:

• Skip Unchanged QuickBooks file(s)
• Clear the complete QQube database before each synch
• Assign a particular QB file to be reloaded from scratch every synch
• Designate certain files to be skipped in a multi-company setup

Manual Synch Option for on demand data extraction.

Learn more about Synch Options

Synch Logs to Determine Success or Failure

The Synch Logs section of the QQube Configuration Tool is the gateway to communicating to you, or our engineers, whether the data extraction process is working or not.

Each synch log entry:

• Shows status of "Success" or "Failure With an Error Message Link on How to Fix".
• Directs you to a How-To Guide if an error occurs.
• Contains detailed information on your configuration and synch history.

More information on Synch Logs