QBMenus Guide

Owned by Square 9 Support
Last updated: Dec 10, 2021 by Andres ChavesVersion comment
6 min read

Use the steps below to install and configure QBMenus. This includes QuickScan, QuickTicket, and QuickLinks.

Before You Start

Before configuring the QBMenus, you will need to install the QuickBooks connector. This is included with the QuickBill extension, and can be installed via the GlobalSearch Extensions manager.

Throughout this guide, you may find references to a folder called "<your QuickBooks version>". When following these steps, replace this with the actual QuickBooks version you have installed. This varies, so make sure you are using the file path appropriate for you. For example, if you see "C:\Program Files (x86)\Intuit\<your QuickBooks version>", and you are running QuickBooks Enterprise Solutions 17.0, then the actual path may look like "C:\Program Files (x86)\Intuit\QuickBooks Enterprise Solutions 17.0".

Step-by-step Installation Guide

Take the following steps to add the Square 9 QBMenus to QuickBooks. Please note that all steps listed below must be performed by a user with Local Administrator rights. If you are unsure if you have this permission, contact your IT specialist.

The exact steps will vary based on your version of GlobalSearch.

GlobalSearch 4.5.0 or older

  1. Make sure that QuickBooks and GlobalSearch LAN (if installed) are both closed.

  2. Create a folder named "Temp" on the root of C. If this already exists, skip to step 3.

  3. In this step, make sure to keep the files that are already in the QuickBooks directory if you are prompted to resolve duplicates. Do not overwrite duplicates.
    In the GetSmart directory (either on the server or on any client with the GlobalSearch LAN client installed), there is a folder called QB_Connector. In that folder, copy the contents of QBMenus to "C:\Program Files (x86)\Intuit\<your QuickBooks version>". Note that you must copy the contents of the QBMenus folder, not the folder itself.

  4. Open an administrative command prompt and run the following commands:

    cd "C:\Program Files (x86)\Intuit\<your QuickBooks version>" Square9.qbscan.exe /regserver Square9.qbscan.exe /u Square9



  5. Right-click on your QuickBooks shortcut and select "Run as administrator".

  6. Open your company file as a QuickBooks administrator. A prompt should appear for Square 9.

  7. In the prompt, under "Do you want to allow this application to read and modify this company file?", select "Yes, always; allow access even if QuickBooks is not running".

  8. Select the checkbox for "Allow this application to access personal data such as Social Security Numbers and customer credit card information.".

  9. Click "Continue..."

In QuickBooks, if you click on the File menu, you should now have a new option for Square 9.

GlobalSearch 4.5.2 - 5.0.0

  1. Make sure that QuickBooks and GlobalSearch LAN (if installed) are both closed.

  2. Create a folder named "Temp" on the root of C. If this already exists, skip to step 3.

  3. In this step, make sure to keep the files that are already in the QuickBooks directory if you are prompted to resolve duplicates. Do not overwrite duplicates.
    In the GetSmart directory (either on the server or on any client with the GlobalSearch LAN client installed), there is a folder called QB_Connector. In that folder, copy the contents of QBMenus to "C:\Program Files (x86)\Intuit\<your QuickBooks version>". Note that you must copy the contents of the QBMenus folder, not the folder itself.

  4. Run the RegisterQBMenus.bat script. To do this, locate the .bat file in "C:\Program Files (x86)\Intuit\<your QuickBooks version>", right-click the file, and select "Run as administrator". 

  5. Right-click on your QuickBooks shortcut and select "Run as administrator".

  6. Open your company file as a QuickBooks administrator. A prompt should appear for Square 9.

  7. In the prompt, under "Do you want to allow this application to read and modify this company file?", select "Yes, always; allow access even if QuickBooks is not running".

  8. Select the checkbox for "Allow this application to access personal data such as Social Security Numbers and customer credit card information.".

  9. Click "Continue..."

In QuickBooks, if you click on the File menu, you should now have a new option for Square 9.

GlobalSearch 6.1+

  1. Make sure that QuickBooks and GlobalSearch LAN (if installed) are both closed.

  2. Create a folder named "Temp" on the root of C. If this already exists, skip to step 3.

  3. In this step, make sure to keep the files that are already in the QuickBooks directory if you are prompted to resolve duplicates. Do not overwrite duplicates.
    Navigate to “C:\GetSmart\QB_Connector\QBMenus”. In that folder, copy the contents of “x64” (if using 64-bit QuickBooks) or “x86” (if using 32-bit QuickBooks) to “C:\Program Files (x86)\Intuit\<your QuickBooks version>”. Note that you must copy the contents of the folder, not the folder itself.

  4. Run the RegisterQBMenus.bat script. To do this, locate the .bat file in "C:\Program Files (x86)\Intuit\<your QuickBooks version>", right-click the file, and select "Run as administrator". 

  5. Right-click on your QuickBooks shortcut and select "Run as administrator".

  6. Open your company file as a QuickBooks administrator. A prompt should appear for Square 9.

  7. In the prompt, under "Do you want to allow this application to read and modify this company file?", select "Yes, always; allow access even if QuickBooks is not running".

  8. Select the checkbox for "Allow this application to access personal data such as Social Security Numbers and customer credit card information.".

  9. Click "Continue..."

In QuickBooks, if you click on the File menu, you should now have a new option for Square 9.

Configuring QBMenus

Once the QBMenus have been installed, the QBMenus configuration files will need to be configured.

QBFieldMap.xml

  1. Open the QBFieldMap.xml file using a plain text editor, such as notepad, notepad++, or vim. The file can be found in "C:\Program Files (x86)\Intuit\<your QuickBooks version>".

  2. Edit the <Database> key to match the Database ID of your GlobalSearch database. If you are using the default GetSmart database, the Database ID is typically 1.

  3. Edit the <Archive> and <TicketArchive> keys to match the ID of the destination archive. This archive is where new transactions will appear in GlobalSearch after being pushed via QuickTicket or QuickScan.

  4. Edit the following fields to match the Field IDs of your GlobalSearch fields. The Field IDs can be found in the GlobalSearch Field Catalog.

    • TxnID = TransactionID

    • VendorRef = Vendor

    • DueDate = DueDate

    • Amount = Amount

    • RefNumber = Reference Number

    • TransactionType = Document Type

    • TermsRef = Terms

    • APAccountRef = Account

    • Memo = Memo

  5. Leave other fields blank. It is OK to ignore them.

  6. Save changes and exit.

QuickLinks.xml

Setting up GlobalSearch

QuickLinks requires you to create searches in GlobalSearch first. You will need a separate search for each transaction type you want to link. Build each search as follows:

  1. Create the search on the Archive containing documents of that transaction type.

  2. Add a new criterion, searching on the TransactionID Field.

  3. Set the condition to Equals and give it a prompt.

  4. Grant access to all users who will be using QuickLinks.

Creating your Search URL

After the search is created, you will need to create a direct search URL that uses this search. The end of the URL should be the PromptID parameter for your Transaction ID criterion, replacing the input with quotation marks. Note that the ampersands "&" in the URL have been replaced with "&amp;" so that they can be read properly in the XML file.



Here is a simple example, assuming a servername of "s9server", a database ID of 1, an archive ID of 3, a search ID of 2011, and a prompt ID of 2105.

http://s9server/square9web/index.html#/direct?db=1&amp;a=3&amp;s=2011&amp;p=2105:""

QBLinks.xml

  1. Open the QBLinks.xml file using a plain text editor, such as notepad, notepad++, or vim. The file can be found in "C:\Program Files (x86)\Intuit\<your QuickBooks version>".

  2. Replace the default URL with the one created for your search.

  3. Repeat these steps for each transaction type you are linking to GlobalSearch. Make sure to edit the "Item Name" for each additional link.

Testing QBMenus

Testing QuickTicket

  1. Log in to QuickBooks and open your company file.

  2. Open a transaction you would like to add to GlobalSearch.

  3. Select File > Square 9 > QuickTicket

  4. Check the Ticket Archive in GlobalSearch for the new document. The document should be a placeholder, and the transaction ID should be automatically entered.

Testing QuickScan

  1. Make sure your computer is currently configured for scanning with GlobalSearch.

  2. Log in to QuickBooks and open your company file.

  3. Open a transaction you would like to add to GlobalSearch.

  4. Select File > Square 9 > QuickScan.

  5. Follow the on-screen instructions as appropriate for your TWAIN driver.

  6. Check the Ticket archive in GlobalSearch for the new document. The document should be the one that was scanned, and the transaction ID should be automatically entered.

Testing QuickLinks

  1. Log in to QuickBooks and open your company file.

  2. Select a transaction that has a corresponding document in GlobalSearch. These include transactions pushed from GlobalSearch using QuickBill and transactions added to GlobalSearch using QuickTicket.

  3. Select File > Square 9 > QuickLinks.

  4. Your default web browser should open to your URL search.



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