The Sync interface controls the synchronization of the QCDocs database with your accounting application database so that your documents can be quickly names and documents that correspond to transactional records reflect their respective status within the accounting application. Sync can be accessed by selecting Sync in the menu.
QCDocs Desktop and Portal are populated with information from your accounting system. Data fields from your accounting application including vendors, customers, employees and other names are loaded into the QCDocs attribute management system which allows you to ensure consistency of names within your organization.
QCDocs also pulls in billing, invoicing and general journal entry information from your accounting application into QCDocs and determines whether or not the information has a corresponding document associated with it and updates the document status accordingly- ie. Entered or Paid.
An important internal control is that there is documented support for entries posted in your accounting system. QCDocs automates this process and provides instant access to the underlying support for your financial records and who approved such information and when. This concept we refer to as Vouching.
QCDocs Desktop synchronizes with QuickBooks 2000 and later using QuickBooks’ internal API.
To synchronize with QuickBooks:
- You will need the QBFC download to allow communications with QCDocs and Quickbooks. Go to the Download page.
- Open your company data file in QuickBooks and select the items you want to import into QCDocs.
- In the QCDocs application, select Sync in the menu and select the Quickbooks tab.
- Select the document types you would like to import and the date range.
- Select Import.
For the use of QuickBooks weekly time tracking for billing and payroll purposes click the Import QB Timer Lists in accordance with the QCDocs Payroll Users Guide.
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To synchronize with Simply:
- In the QCDocs application, select Sync in the menu and select the Simply Accounting tab.
- Click the
button to locate the folder with your
Simply Accounting data files. (usually Company Name.SDB) Once the file location is selected it is
memorized and you simply select Import to synchronize your databases thereafter. - You will require a username and password with sufficient rights to the database to perform the import.
- Select Import.
QCDocs Desktop can connect with a Sage ACCPAC server to perform the synchronization. Please contact your system administrator for the exact settings necessary to communicate with your server.
TopQCDocs Sync functionality is designed for those organizations that need multi user local and or remote access to their accounting software but may not need simultaneous multi user access or at least not simultaneous multi user access for editing purposes. It allows full check-in and check-out of accounting data files.
The Check In/Out interface can be accessed from the tools menu.
Adding a New QuickBooks or Simply Accounting File
- Your accounting applications have to be closed to add them to the system and check them in or out.
- To add a new file, right click anywhere in the Check In/Out interface.
- Select Add new Company. You will be prompted to add the location of your accounting application data file.
- Enter in the Company Display name and select the applicable file location for your accounting application.
(Usually found in the Intuit or Simply Accounting program folder).
- Select add and the files will be added to the Sync Function. You can now use QCDocs to access your accounting application remotely.
Adding a new user to Check In/Out or editing your file location
- Once the accounting data is setup in QCDocs Sync, other users can use this function by specifying where on their respective hard drives they will save data when they check the file out.
- Right click and select Set File location.
- If you use Quickbooks, the default location for these files is typically: C:\Program Files\Intuit\QuickBooks.
- If you use Simply Accounting, the default location for these files is typically: C:\Programs Files\Simply Accounting.
For network usage or in-office multiuser versions of QuickBooks or Simply Accounting, you can select the server location for this functionality. However you need to have unrestricted access to the files on the specified server when you check out or check in the file. You may need to work with your IT department if you have any technical issues with using Check in/out with a file on your local area network.
How to Use Check In/Out
The Check In and Check Out system is similar to a library. You check out the file you would like to work on. During this time no one else can work on the file. Once you have completed your work, you check in the file. You can view the check in and out history by right clicking and selecting Show History. You can download the latest version of the file from the same menu by selecting Get Latest.
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