Many of the billing programs I work with connect to QuickBooks, or at least they usually connect to QuickBooks. Frequently the call comes in, that I am getting an error when linking to QuickBooks. Whether the error is on linking names or on posting a transaction the basic troubleshooting steps are the same.
First, write down the exact error. Exact error messages are always helpful in resolving an issue. Even better, take a screen shot of the error message.
If the error is with posting a transaction read the error and see if it explains the problem. Sometimes a field is not linked and therefore the transaction cannot post. In that case, check the fields related to the transaction and make sure they are filled in correctly.
Sometimes the problem is simple. Some programs require QuickBooks to be in multi-user mode to link. If you are not, you will get an error message. Knowing the requirements for the link will help, but you can always try setting QuickBooks into multi-user mode and then posting. It could be as simple as someone else having QuickBooks in single user mode and therefore, you can’t connect. Check with others in the office, or open QuickBooks and see what message you get.
Next step, check out QuickBooks. Can you open QuickBooks on the workstation? With QuickBooks open click the F2 key and note the version and the location (path) to the QuickBooks Company file. If you can’t open QuickBooks on the workstation that’s likely the issue. You will also want to make sure that you can open QuickBooks in multi-user mode. Once QuickBooks is open in multi-user mode look to see if your computer is “hosting multi-user access”. Go to file – utilities. Do you see “Stop hosting multi-user access”? If so, your computer is hosting multi-user access instead of the server and this should be addressed first.
The best way to fix this is to switch to single user mode and then tell QuickBooks to stop hosting multi-user access on your computer. Disable the QuickBooksDBxx service on your machine to reduce future problems and then go check the server. You will want to make sure the QuickBooksDBxx service is running. You should also go to start – all program – QuickBooks – Database Server Manager and start the program. Locate the database folder and scan. Once the files are found, minimize the program. Open QuickBooks on the server and go into multi-user mode. Make sure the server is hosting multi-user access. Verify the version and service release by clicking on F2. This will allow you to verify that all computers are running the same version. You can then close QuickBooks on the server.
If you cannot get QuickBooks on the server to host multi-user mode, you may need to check other computers to make sure they are not hosting the database. If you try to open QuickBooks on the server and get an error message, you will need to address this. I have often seen where the program on the server is waiting to be registered or has some warning, and this has prevented it from running.
Another possible error on the workstation is an H101, H202, H303 or H505 error. These are often caused by the firewall and you may need to open ports on the firewalls on the server and workstation. Intuit has an excellent article on this at http://support.quickbooks.intuit.com/support/articles/SLN40493. Make sure you open the ports on the windows firewall even if you are not using it.
If QuickBooks seems to be setup properly make sure that your program links are set correctly. Log In to QuickBooks as the administrator, in single user mode. Go to edit – preferences and check the Integrated Applications. Make sure that your application is authorized to login.
Open the application you are trying to connect to QuickBooks ensure that the path to the QuickBooks Company file is the same as the path shown in the QuickBooks Product Information (F2) File Location field.
You should also check that all fields are properly setup to link. Some programs offer multiple ways to connect, for example Time Matters/Billing Matters.
Time Matters/Billing Matters offers a direct link or a program called TMQBServer. If you are using the TMQBServer you will want to make sure that it is running on the server and that it is not in the process of updating. Also make sure that the path it is using is correct and matches the rest of the setup.
After following all these steps usually the link will now work. If it doesn’t it may be time to call in extra resources. You may be able to get support from the program vendor or you can look for consultants that are certified on the program you are working with. Ideally the consultant should also be certified on QuickBooks, or at least experienced on the linking. The website of the program is usually a good place to call. Generally speaking Intuit support will not be able to help with the link as most links are developed and supported by the programs using them. Rule out QuickBooks problems and then contact technical support for your 3rd-party program.
Linking programs to QuickBooks gives you the benefits of a solution to meet your needs that cannot be met by QuickBooks, while eliminating double entry and reducing the likelihood of data entry errors. But it can mean some extra work where there's an error. Know what steps to take can save you time and reduce frustration. The goal is a smooth working system and the benefits of QuickBooks and your other 3rd-party application.