Save time with your business using QuickBooks and QuickSync Bundle. Instead of typing information from a paper document into QuickBooks and then storing it in a filing cabinet, you can capture that document into GlobalSearch and push data to and from QuickBooks with a click of a button. QuickSync Bundle comes with all of the products needed for an integrated solution to synchronize your business information between GlobalSearch and QuickBooks.

The Bundle includes:

• QuickSync – Use QuickSync to get data out of QuickBooks and available to GlobalSearch via assembly bound lists.

• GlobalSearch Tabular Data Control – Connect GlobalSearch and QuickBooks Transactions with line items, using the Tabular Data Control module.

Please refer to the GlobalSearch Server and Client Installation Guide for details on installing the Square 9 products.

Begin the setup process by opening the QuickSync installer and running it as an administrator (Right click > “Run as administrator”). By default, this is found in C:\Program Files\Square 9 Softworks\QuickSync Installer (GlobalSearch 6.1+) or C:\Client install for QuickSync (GlobalSearch 5.0 and older).

Install the QuickBooks SDK prerequisite, if prompted.

Enter your Name, Company, and QuickSync license number when prompted.

When prompted for the Database Information, select “Use existing GlobalSearch Server”. (If you are using QuickSync without GlobalSearch, proceed to the section below.) Select the existing GlobalSearch Server to integrate with, and then click the Install button. Once finished, you will be greeted with a confirmation page and given the option to launch QuickSync. Once you launch QuickSync, you can proceed to the following sections.

QuickSync is a local database synchronization utility that lets you extract data from a desktop version of QuickBooks and stores it in a database, ready to be used. Streamline your QuickBooks documentation process using QuickSync with GlobalSearch or other line-of-business applications.

With the local copy of QuickBooks opened to the desired Company, QuickSync can pull data from a variety of documents, which QuickBooks refers to as “Transactions.” Transactions include Checks, Invoices, Bills, Credit Memos, Deposits, Estimates, Accounts, Vendors, Terms, Taxes, Classes, Customers, Customer Message, and Items.

See the “Create Lists,” “Create Fields,” and “Create Archives” sections below on configuring QuickSync. See the “Data from QuickBooks” section for using QuickSync.

If you have purchased QuickSync to work with an application other than GlobalSearch, proceed to the “Data from QuickBooks” section of this article for information on QuickSync settings.

In order to push data to QuickBooks with QuickBill, you must have the Full API Access security setting enabled for the GlobalSearch Archive associated with the QuickBooks Transaction. For further details on setting Archive security, please see the GlobalSearch Configuration Guide.

1. Log in to the GlobalSearch Web client as an administrative user.

2. Open the GlobalSearch User Management panel.

3. Select the users/Archives you are going to be using with QuickBill

   • If using “Security by Users/Groups” with GlobalSearch 6.1+, first select all users and/or groups that will be performing the push under “Users & Groups”. Then, select the Archive(s) under “Security Components”.

   • If using “Security by Components” or any version of GlobalSearch older than 6.1, first select the Archive(s) under “Security Components” that will be used with QuickBill. Then, select all users and/or groups under “Users & Groups” that will be performing the push.

4. Under “Archive Permissions”, ensure that “Full API Access” is selected

5. Click “Apply Security”.

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Adding Full API Access security

You will need to create Fields in GlobalSearch to connect with QuickBooks. Several of these Fields will need Lists, which may be assembly bound lists. Prior to creating the Fields, create the necessary Lists. Refer to the GlobalSearch Configuration Guide for further details on creating Lists.

From the GlobalSearch web client, use the Field Catalog to create the specific Lists shown in the “Lists for QuickBooks Transactions” table below.

1. Open the Field Catalog and click Lists.

2. Click the Add button in the lower-right corner.

3. Enter the name of the List in the List Name text box.

4. Enter the values of the List in List Values as shown in the table below.

   • Create the list for the QuickBooks Transaction Field and enter the list values shown in the table.

   • For the Transactions which recommend using an assembly bound list, see the “Assembly Bound Lists” section which follows.

5. Click OK and click Close.

In order for GlobalSearch to use data pulled from QuickBooks using QuickSync, an assembly bound list is used to access the QuickSync data. QuickSync pulls data from QuickBooks and uses it to populate a MongoDB database named QuickbooksSync. Each QuickBooks Company database that gets synchronized creates a separate collection and each document in the database is a single QuickBooks record. (If you are not using QuickSync in conjunction with GlobalSearch, you may skip to the “Data from QuickBooks” section at the end of this chapter.)

The Assembly Bound List for QuickBooks is distributed as a dynamic link library (DLL) named MongoListBinder.dll. In addition to the assembly DLL file itself, an assembly bound list is also dependent on an XML configuration file that is user defined. Each assembly bound Field List in GlobalSearch will specify a different configuration file that will be used to configure the connector for that List.

1. Log in to the GlobalSearch Web Client Administration page as a database administrator.

2. Open the Field Catalog and select Lists.

3. Click Add button in the lower-right corner and enter the name of the List in the List Name text box.

4. Click the slider to designate the list will use an External Binding.

5. If prompted, use “Assembly Binding” as the Binding Type.

6. In the “Assembly Path” text box, specify the path to the MongoListBinder.dll file on the GlobalSearch server.

7. In the “Assembly Parameters” text box, enter the name of the XML configuration file, without the extension.

8. Click Test Load to test the connection.

   1. Clicking the Test Load button will load any available data into the list. This is test data only and will not be used to fill the List data when the Field List is accessed in GlobalSearch or GlobalSearch. The data is loaded from the data source when a Field is accessed.

9. Click Save.

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Example of an Assembly Bound List for Vendors

Each assembly bound list has a corresponding configuration XML file with the same basic structure, although it needs to be individually configured to access the correct QuickBooks records. The syntax resembles this example:

The XML file contains four user-defined parameters:

• ConnectionString – The ConnectionString is the URL string to the MongoDB server. If the QuickSync data is not on the GlobalSearch server, specify the correct IP address to point to the proper file instead of using 127.0.0.1.

• Database – The Database value is the database, named QuickbooksSync by default. This name can be changed, if you wish.

• Collection – A separate Collection is available for each QuickBooks database from which data is pulled. Specify the QuickBooks database name for this collection.

• Search – The Search value is the part that actual pulls data back (the command executed to return data). Each stage is separated by two vertical bars ( || ).

Excluding the CDATA section, the Search string syntax resembles this example:

{$match:{'Value.S9QBItemType':'Account'}}||{$project:{_id:0,'ListValue':'$Value.Name'}}

This can be broken down into two separate statements at the two vertical bars:

{$match:{'Value.S9QBItemType':'Account'}}

{$project:{_id:0,'ListValue':'$Value.Name'}}

1. Edit the $match statement to identify the type of QuickBooks entry.

   1. For example, for data from QuickBooks Accounts, specify Account in this section. For data from Vendors, specify Vendor.

2. Edit the $project statement to identify the field data in the database to be returned.

   1. In the case above, Name is the field which will be pulled.

   2. An error log named MongoListBinder_errors.log will appear in the same directory as the assembly bound list to aid in configuring the list correctly.

3. Once the assembly bound lists are created, configure GlobalSearch to bind the lists to the proper Index Fields, as defined in the next section.

In order to push data to QuickBooks, there must be Fields in GlobalSearch that correspond to QuickBooks Transaction fields. In the GlobalSearch Field Catalog, create the specific Index Fields and Table Fields shown in the “Fields for QuickBooks Transactions” table. Once Lists have been created, create Fields for indexing data for your documents and then attach the Lists to their corresponding Fields. Refer to the GlobalSearch Configuration Guide for further details on creating Fields and Table Fields.

The configuration of the Fields must be set exactly as described, including how Fields are named, the case, and any colon or spaces.

1. Log in to the GlobalSearch Web Client Administration page as a database administrator.

2. Open the Field Catalog and click the Add button in the lower-right corner.

3. Enter the appropriate name in the Field Name text box, exactly as shown in the table below.

4. Select the type of data for the Field from the Data Type drop-down list, as shown in the table.

5. Under Field Properties, make sure “Required” is checked for Transactions which are required, as shown in the table.

   • For the “Transaction ID” field, it is highly recommended that “System Field” and “Read Only” are selected, as this field is set automatically.

6. If a List is needed for your QuickBooks Transaction, assign a List to the Field:

   1. Click “List Options”.

   2. Select “Standard Pick List”.

   3. From the dropdown, select the appropriate Field List for this Field.

   4. Under “List Type” , select Drop Down to ensure that the value meets QuickBooks requirements.

   5. Click OK.

7. Click Save.