Before attempting to upload your accounts using DataShare Connect, please ensure the following:
- You have read THIS article
- The DataShare Connect Pre-requisites for user permissions are in place on your machine
- You are online and connected to the internet.
- You have a working Accounting Package and you are able to access the data you wish to upload within the Accounting Package.
- You know the version of QuickBooks you wish to upload from if you have more than one installation of QuickBooks on your desktop.
- You know the User ID and Password that can access your QuickBooks data.
You may need to ask your IT department for some of the above information.
Launching DataShare Connect
To begin the upload process using DataShare Connect you need to be logged in to the DataShare Portal.
From within the DataShare portal choose the Engagement for which you wish to upload data.
Choose the Accounting Package from the drop-down menu.
When the correct Accounting Package is selected click the Upload Data button. This will start a download of the DataShare Connect vclient.application file. Your browser will show the download progress, in the example below, Chrome was used and the vclient.application file can be seen in the download bar.
When the DataShare Connect vclient.application file has finished downloading, click it to begin the installation.
Click on Install
The DataShare Connect application will now download in full and install to your desktop to begin connecting to your Accounting Package. The DataShare Connect package is quite small and will be automatically removed from your desktop once the upload process has completed unless you choose a scheduled upload.
DataShare Connect for QuickBooks Desktop
Once installed, the DataShare Connect application will automatically launch and attempt to detect your QuickkBooks Desktop installation and determine the company files available for upload.
If you only have one copy of QuickBooks Desktop installed on your desktop you will be asked to choose the database file you wish to upload from the drop down list.
If your file does not show in the drop down list, open it on QuickBooks to make sure your access is setup. Then close the file on QuickBooks, and launch a new upload.
Enter the Username and Password for the chosen QuickBooks Desktop database file and Click Next.
This username and password will be the same as the username and password you use to login to QuickBooks Desktop unless your IT department has told you to use a different set of details.
It is possible to have a different username and password for each database file in your QuickBooks installation so ensure you choose the correct Username and Password combination.
The default Username for QuickBooks Desktop set by Intuit is normally "Admin" with no quotes and the password is normally set to blank (e.g. no password).
DataShare Connect will now attempt to connect to the database file using the Username and Password you provided.
If any of these details are incorrect an error will be displayed and you will be invited to re-enter the correct details.
If the access details supplied are correct the DataShare Connect data extraction process will begin and progress will be displayed on screen. Depending on the size of your database and the number of entries it contains this process may take a few minutes. Once all data has been extracted the data is compressed, encrypted and transmitted securely to the DataShare central server.
You can continue with other tasks whilst the extraction takes place.
Do not close the DataShare Connect window or interrupt the extraction process.
When the upload completes the success message is presented.
Click Close to exit DataShare Connect. At this point there is nothing more to do. Your Engagement Manager or Client Manager will be notified by email that you have submitted a new upload.
Your uploaded data is now being queued for processing in the DataShare central system. You can switch off your desktop and disconnect from the network at this point if you wish.
You can view the progress of your upload in the DataShare Portal - You may need to refresh your browser. The status will change from processing to complete.