ACCTivate!, QuickBooks

Connect A New QuickBooks® File To Your ACCTivate! Database

Do you have a QuickBooks®/ACCTivate setup that you need to change the QuickBooks® file in but you’ve been told it’s impossible? Well, the “impossible” has been made POSSIBLE (in many cases).

It is not practical to simply change the QuickBooks® file connected to an ACCTivate database just because you don’t like the one that is currently being used, but when the core data is the same there are times when it is appropriate to make this change.  An example could be when your QuickBooks® file is “split” to make it smaller.

We recently worked with a new customer that operates in a QuickBooks®/ACCTivate environment, during the original set up it was decided that an old QuickBooks® file would be used for the division of the company that was using ACCTivate; meaning the company would operate using two separate QuickBooks® files.  We decided that the best course of action would be to combine the data from the two QuickBooks® files and create one accurate and usable file that we could connect to ACCTivate.  After changing the QuickBooks® file our test sync failed miserably.  We quickly learned that what we wanted to do was deemed “impossible”; being new to ACCTivate we had been unaware of this.  This was not acceptable!  Should our customer “lose” historical ACCTivate data because of improper initial setup?  We didn’t think so.  So we set out to solve the “impossible”.

We were told that the issue with changing the QuickBooks® file is that ACCTivate stores the GUID of the QuickBooks® transactions that the ACCTivate record is associated with and when a new QuickBooks® file is put into place this link is broken.  To us this was merely a “data” issue and in our mind was something we could work with.

The end result is that we solved the problem and have created a utility that allows a user to change the QuickBooks® file used with a particular ACCTivate database.  Please note this is not something that should be done haphazardly.  Careful thought and consideration must be put into why and how this process should be done, but know that if and when the need truly arises it can be done.

If you have need of, or might be interested in, such a utility please feel free to contact us for further information.  After an initial review we will determine whether your file is one that can be re-synchronized.  At this time we consider our utility to be in a beta phase and are currently offering this ability to change QuickBooks® files as a service.  Upon agreement, we will work closely with you to synchronize your database to a different QuickBooks® file.  In time we plan to have a utility available that will enable users to make this change on their own.

Although we were told what we wanted/needed to do was not possible, we were determined to develop a solution and in the end made the “impossible”… possible!