QuickBooks Remote Data Sharing

Summary

eCommerceConnector can be configured to integrate with remote QuickBooks. eCC users can share information to the QuickBooks data files without having QuickBooks installed by using the QuickBooks Remote Data Sharing (RDS) software.

RDS Server Vs. RDS Client

QuickBooks RDS software consists of the following two programs:

RDS Server - RDS Server is a program used to grant another computer on the network access to a currently open QuickBooks company file. This program is installed on a computer where QuickBooks is installed. Once RDS Server is installed, QuickBooks and RDS Server must be running. Then, a computer with RDS Client can pass information to the QuickBooks company file when using eCC.

RDS Client - RDS Client is a program used to access a currently open QuickBooks company file over a network. This program is installed on a computer that runs a eCC. Once RDS Client is installed, information can be passed to a computer running RDS Server and QuickBooks via eCC.

Installing QuickBooks RDS

When installing QuickBooks RDS, RDS Server must first be installed and configured on the computer running QuickBooks. Then, RDS Client can be installed and configured on the remote computers.

Installing RDS Server

Use the following procedure to install RDS Server on a computer where QuickBooks is installed.

  1. Close QuickBooks.
  2. Download RDSServer.exe from here
  3. Double-click the RDSServer.exe file and click OK to start the RDS Server installation program.
  4. Follow the on-screen instructions to install the QuickBooks RDS Server.
  5. Once the RDS Server is installed, a "QuickBooks Remote Data Sharing Server - Setup" window will be displayed as shown below. This window allows you to create an RDS Login and Password that eCC can use to gain access to QuickBooks. Specify an RDS Login, and RDS Password.

    RDS Server Setup window
  6. Choose any username and password and click OK.
  7. After that "QuickBooks Remote Data Sharing Server - Console" window will be displayed as shown below. Click the Manage button if you want to add additional logins. Otherwise, skip to step 8.

    RDS Server Console window
  8. A"QuickBooks Remote Data Sharing Server - Manage" window will be displayed as shown below. This window allows you to add, edit and delete logins. Configure any additional logins that are needed. Once all logins have been configured, click the Close button.

    RDS Server Manage window
  9. From the Console window, click the Exit button to close the RDS Server.
  10. Start QuickBooks and open the company file (File | Open Company).
  11. Start the RDS Server by selecting Start | Programs | QuickBooks | Remote Data Sharing Server.
  12. In the "QuickBooks Remote Data Sharing Server - Console" window, click the Start button.
  13. A "QuickBooks - Application Certificate" window will be displayed as shown below. This window is used to grant access to the QuickBooks data files. Click the Yes, whenever this QuickBooks company file is open button.

    QuickBooks Application Certificate
  14. Click Continue and then Done.

You are now ready to install RDS Client.

RDS Server Notes

Installing QuickBooks RDS Client

Use the following procedure to install RDS Client on a computer running eCC that does not have QuickBooks installed or work as client machine.

  1. Start QuickBooks on the computer with RDS Server and start RDS Server.
  2. Download RDSClient.exe from here
  3. Double-click the RDSClient.exe file. Click OK to start the RDS Client installation program.
  4. Follow the on-screen instructions to install the QuickBooks RDS Client.
  5. once the RDS Client is installed, a "QuickBooks Remote Data Sharing Client - Setup" window will be displayed as shown below. Click the Find Server button. 

    RDS Client Setup window
  6. "QuickBooks Remote Data Sharing Client - Server Discovery" window will be displayed. Select a server from the list and click OK.

    RDS Client Server Discovery window
  7. Click OK to close the Setup window. You are now ready to use eCC to pass information to QuickBooks.

Using RDS Client

Once RDS Client is installed on the remote computer, you can use eCC to pass information to QuickBooks using the following procedure:

  1. On the computer where RDS Server is installed, start QuickBooks and open the company file that you want the remote application to access (File | Open Company).
  2. Start RDS Server. 
  3. On the computer with RDS Client installed, open eCC. (Note: Since RDS Client runs in the background, you do not have to actually start RDS Client.)
  4. When you try to connect with QuickBooks company file very first time then following window will be displayed. Enter the RDS Login and RDS Password to connect with server.

    RDS Client Application Registration window
  5. Click the Yes, Always button if you do not want this window displayed again. [Note: Access is granted at the workstation level. Therefore, if another user logs into eCC from this workstation, that user will automatically have access to the QuickBooks data files (provided the RDS Server and QuickBooks is running).]
       --or--
    Click the Yes, This Time button if you want this message to be displayed the first time a program attempts to write to QuickBooks Data during subsequent sessions.