Before attempting to upload your accounts using DataShare Connect, please ensure the following:
- You are online and connected to the internet.
- You have a QuickBooks Online Account and you are able to access the data you wish to upload.
- You have Master or Company Admin access to the company accounting data on your QuickBooks Online account
- You know the User ID and Password for your QuickBooks Online account.
You may need to ask your IT department for some of the above information.
DataShare for QuickBooks Online
When uploading your data from a Cloud Accounting Package, such as QuickBooks online, DataShare does not need to use the DataShare Connect component to perform an extract of your data. This means you can start a Cloud Accounting Package upload from any machine with a supported web browser.
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 and select Upload.
Choose the Accounting Package from the drop-down menu.
When the correct Accounting Package is selected click the Upload Data button. This will initiate a connection between the DataShare platform and QuickBooks Online.
Your browser window will be redirected to the QuickBooks authentication page which will prompt you to enter your login details for QuickBooks Online.
The logon screen has the QuickBooks logo at the top and a description of the application that is asking for your accounting data at the bottom of the screen. In this example the requester is Validis Connect; Validis are the owners of DataShare so you can be sure this is a legitimate request to connect to your data.
Enter your User ID and Password for QuickBooks Online and click Sign In.
If the User ID and Password you provided are correct you will be logged into QuickBooks Online and will be presented with a lost of companies associated with your User ID that you can select to upload.
Choose the company you wish to upload by clicking on the Company Name.
QuickBooks Online will then ask for final confirmation that you wish to share information with Validis Connect. Don't be confused by the name - this is the DataShare Connector for QuickBooks Online.
Review the infomation on the screen and once you are satisfied click Connect.
A message is displayed stating that Intuit (the maker of QuickBooks Online) is now transmitting your data to Validis Connect (the DataShare Connector for QuickBooks Online).
After approximately 5 seconds the browser window redirects you to DataShare.
At this point the DataShare platform and the QuickBooks Online platform are talking to each other in the background and sharing the selected company data. Data is being requested from QuickBooks Online and sent to the DataShare platform.
Depending on the size of your company file and the number of entries it contains this process may take several minutes to complete but since it is occurring as a system to system transfer you are free to carry on with other tasks or shut down your machine and power off if you need to - the transfer will continue.
You can view the progress of your upload in the DataShare Portal - You may need to refresh your browser.
The status of the QuickBooks Online upload will be displayed as "Loading". This means the data is being transferred from QuickBooks Online and loaded into DataShare.
When all of the requested data has been transferred into the DataShare platform the status will change will change from Loading to Processing. Your uploaded data is now queued for processing in the DataShare platform.
When the uploaded data has been processed the status will change to complete. Your Engagement Manager or Client Manager will be notified by email that you have submitted a new upload.