Category Archives: quickbooks hosting

How to Connect Microsoft Access to QuickBooks

QuickBooks is an accounting application that many individuals and small business owners use to manage their finances. It allows you to maintain a variety of database files such as customer contact information, budgets and inventory records.

Microsoft Access, on the other hand, is a broader database application, which can store everything from mailing lists to financial data and everything in between. While many users enjoy the convenient financial tracking that QuickBooks provides, they also like the flexibility and advanced query options that Microsoft Access offers.

The good news is that you can merge these two different applications. This allows you to record your financial and business records efficiently, while still being able to create a variety of queries for analytical purposes.

In order to connect Microsoft Access to QuickBooks, you will need to use an ODBC driver like QODBC. While this driver does not import files from or into these applications, it does allow Microsoft Access users to view their QuickBook files externally.

You will still be able to be able to create all the tables, queries, reports, modules and macros using data stored in your QuickBook files, just as you would your files stored in Microsoft Access. Data within these files is updated instantly whether you are working in QuickBook or Microsoft Access.

The process for connecting Microsoft Access and QuickBooks is fairly easy and can be completed within just a few minutes. Below is a look at the seven steps you need to take to connect these two applications.

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  1. Start by opening up your Microsoft Access application. You can do this by clicking the Start button on your desktop, selecting Microsoft Office and choosing Microsoft Access. Select the Blank Access Database Click the OK button.
  2. A default name will appear in the File Name Feel free to edit the name of the file to better meet your specific needs. This name cannot match any other file name within your Microsoft Access database. When you are done, click the Create button.
  3. Click the New tab at the top of the box.
  4. The Microsoft Access database wizard box will appear. Select Link Table. Click the OK
  5. Locate the Files of Type box at the bottom of the screen. Use the drop down box to change the Files of Type from Microsoft Access to ODBC Databases.
  6. The Select Data Source box will appear. Select QuickBook Data or another DSN Data Source you set up with your QODBC driver. Click on the OK
  7. The Link Table will appear, which lists all the tables from QuickBook that you can now access with Microsoft Access. Select all the QuickBook tables you want to connect to Microsoft Office. Click the OK

You will now be able to view all your QuickBook tables in Microsoft Access. It is important to note that this process technically does not import your QuickBook files into Microsoft Access. Instead, Microsoft Access will open these external files through the QODBC driver.

This allows changes to be updated instantly whether you are working in QuickBooks or in Microsoft Access. This creates fewer errors and ensures your records stay up to date at all times.

If you create a table in QuickBooks, you will need to repeat steps one through seven to make sure these new files are connected to your Microsoft Access.

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5 Reasons Why Microsoft Access Schools Quickbooks

You have many choices for your business accounting needs, and Quickbooks frequently comes up in conversation. However, that doesn’t necessary make it perfect for your organization. Microsoft Access gives you a Quickbooks alternative with five compelling reasons to add it to your technology stack.

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1. Intuitive for Microsoft Office Users

How long do you want to wait for end users to get up to speed on new software? Every minute they spend in training takes away from the time they could devote to critical business tasks. Microsoft Access offers a familiar interface that helps cut down on the learning curve. Plus, you gain deep integration with the Microsoft Office software suite, so if you’re already using these applications extensively, Access makes the most sense. Excel users, in particular, get a lot out of pulling their spreadsheet data into an Access database.

2. Highly Customizable

Quickbooks is good at its primary function, but when your needs change and go outside of these parameters, you run into trouble. Microsoft Access offers a flexible database that adapts to your current business environment rather than making you build workflows held back by application limitations. Many companies want more agility to respond to new changes in their industry, especially in quickly changing sectors.

If you have to switch out to new solutions every time you go through a market disruption, you end up in a perpetual deployment cycle and the associated decrease in productivity. Access empowers your organization with tools that can address many possible scenarios, whether you predict them or not. Countless industries evolve overnight due to high-tech startups, so being on your toes and ready to shift with the tides is an essential part of doing business.

3. Strong Network

Microsoft Access is used by millions globally, which creates a robust ecosystem of consultants, developers and other professionals with significant experience working with this tool. You can find a specialist offering deep familiarity with Microsoft Access if you don’t already have the necessary expertise available in house. Deployment is a breeze when you have experienced help guiding you along your path. Online Deployment for Web Databases is even easier with Access Hosting’s plans. You also have extensive access to training materials, should you want to invest in skills development for your own staff.

4. Extensive Third-Party Integration

Modern business infrastructure calls for organization-wide integration. Both Quickbooks and Access offer this feature, but Access ends up with more options due to its broad applications. Most of Quickbooks’ integrations revolve around accounting tie-ins, while Access finds its way into many software categories and business sectors.

5. Macro Creation

You don’t want to waste man hours on repetitive tasks. Access opens up macros for your end users, which can drastically increase overall productivity. Your staff gets to focus on high-value tasks that require their knowledge and skills, rather than going through a painful manual process. The macros you create are highly customized to your company’s workflow, rather than following a pre-set function that uses its own task list.

Ultimately, you have to choose the system that makes the most sense for your company. If you only foresee yourself having basic accounting needs, Quickbooks is a fine option. However, should you develop more complex requirements or a desire to branch out into a fully customized system for your organization, Microsoft Access delivers a flexible and powerful tool to create this foundation.

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Learn about the Differences Between MS Access and QuickBooks

When your business is growing, you need to keep regular track of your finances. Microsoft Access and QuickBooks are two programs that can help you achieve this, but which system will work best for you? You want to make the right choice to fulfill your business needs while saving time. Discover the key differences between these two data management programs to help you choose.

Customization Capabilities

Both Microsoft Access and QuickBooks are useful for collecting and managing data, especially for accounting. Both programs are also available in different formats to accommodate business size, but they differ in customization capabilities.

Small businesses often find QuickBooks to be a simple tool to manage their financial transactions. Alternatively, Microsoft Access is a more robust database management system that allows its users to build and develop applications unique to their business needs. It allows users to customize databases and templates and automate apps without the need of a developer.

There are even times when a MS Access database solution needs to integrate with Quickbooks and pull in financial data.

Ramp-Up Time

The time it takes to learn a system can affect a company’s productivity. If your business is implementing tools that require extensive research to use, then you have to assess whether it’s worth using that tool. QuickBooks is a popular accounting tool many small businesses use because it’s a simple accounting software tool to get started with when you have only a few business transactions to track.

On the other hand, Microsoft Access can be complex for some businesses starting out because of the knowledge required to use some of the functions and the time it takes to acquire this knowledge. For example, if a user wants to automatically sync his apps to the cloud, he must understand SQL compatibility formats. If he doesn’t understand how to convert his applications to a format that is compatible with SQL, then he’ll need to learn SQL or outsource the job. Luckily for you, Access Hosting has this expertise and can make this process easy for you.

Limitations on Users

Both Microsoft Access and QuickBooks have a multi-user support team, but the programs differ in how many people can use the system concurrently. For example, QuickBooks is limited to 30 users, as of 2016, while Microsoft Access can handle more than 200 users at a time on an enterprise level or with an Access Hosting dedicated machine.

Cloud Capabilities

Both Microsoft Access and QuickBooks offer cloud-based versions of their software programs, but these cloud capabilities are limited to the size of the business. For example, QuickBooks does not offer cloud-supported software for its enterprise level edition.  Access Hosting is here to help you every step of the way as you move your data into the cloud and has a variety of solutions built around MS Access and Quickbooks. Private Cloud  hosting is becoming a necessity for many businesses as the need to store data online keeps growing.

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8 Benefits of Using Collaborative Software in the Cloud

Cloud technology was a global phenomenon just a few years ago, but it is now integral part of business operations. The cloud has been particularly helpful to companies that use collaborative software like Microsoft Office, specifically Excel and Access, as it allows for safe, quick and encrypted access to potentially sensitive data — from anywhere in the world.

If you are contemplating moving your collaborative software to the cloud, there are eight very clear benefits of doing so.

1. Reduced Hardware Costs

The cost of purchasing and installing sophisticated IT systems can be considerable, particularly for startups and small businesses. But using the remote servers of a cloud provider like Access Hosting means companies and relatively small organizations can bypass these costs and save money. There is no systems maintenance or management cost, but just a fixed monthly subscription that makes financial planning simple.

2. Reliable Security Features

The use of collaborative software can pose significant security problems. Several users all accessing and sharing the same data via different devices is a situation with inherent risk. But cloud storage providers offer protection from all the latest viruses and malware. And depending on the provider, there may be the option of two-factor authentication at login. Most cloud providers offer automatic updates, which means businesses don’t need to pay IT specialists to update several physical servers and devices with the latest protection.

3. Remote Working

This brave new world of cloud computing is making the traditional office environment increasingly obsolete. Users with access to collaborative software in the cloud can view, share and update files from anywhere in the world with an Internet connection. That means you can collaborate in MS Access, Excel or even Quickbooks without having to physically be in the office. This can reduce costs, improve staff morale and boost productivity levels.

4. Reduced Operational Costs

Most businesses have fluctuating bandwidth costs, so there’s often a need to scale up and scale down capacity at short notice. Cloud storage allows businesses to pay for only the capacity they need, rather than wasting cash on excess storage and bandwidth.

5. Seamless Collaboration

The success of collaborative software — such as the many packages developed by Microsoft Office 365- relies on the ability to share, view and edit files in real time. Any updates made to files in cloud storage are immediately available to all users, so they’re able to make their own contributions in the knowledge that they have the latest information at hand. Best of all, our terminal services collaboration plans allow for developers to leave their MS Access Database as-is and move it into the cloud seamlessly.

6. Cost-Effective Disaster Recovery

Every business needs to prepare for the worst when it comes to data storage. A man-made or natural disaster has the potential to wipe out a business’s data in seconds, so having a plan to continually back up data — and restore lost data — is essential. However, this can be a complex and costly process, and it can put a huge financial and administrative strain on small organizations. Collaborative software in the cloud usually includes disaster recovery measures, saving businesses time and money.  Access Hosting takes daily backups of our architecture and you can add individual file backups for as little as $20/month.

7. Improved Competitiveness

Small businesses often struggle to compete financially with their larger competitors. Collaborative software in the cloud can level the playing field in this respect. Cloud computing is cheaper than installing and maintaining physical IT infrastructure, which makes it possible for smaller organizations to be competitive within their industries.

8. Restricted Access Based on Security Clearance

In an organization with hundreds of employees, it is inevitable that certain people will need to access sensitive files that aren’t for general consumption. Providers of cloud-based collaborative software offer varying levels of user access, so sensitive data remains private.

Cloud technology gives businesses flexibility, reliability and simplicity — and cuts the cost of doing business. This is why more and more organizations are transferring their collaborative software to the cloud.

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Announcing Quickbooks Hosting options and integrations

Quickbooks Hosting

We are currently hard at work on some exciting new hosting options including QuickBooks  Hosting in our private cloud.  We are going to build out and extend our Remote Desktop hosting options beyond Office 365 and into a full-featured QuickBooks Desktop at anytime, from anywhere. Increase collaboration and flexibility in a secure, fully-managed environment.  We are currently in the final stages of testing with some hand-selected clients who were looking for this feature and would be happy to notify you as soon as it is a widely available.  If you are interested in hosting your quickbooks application alongside your Access database and Microsoft Office, please provide your email address below:

Get Notified when this new feature is available:

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Here is a quick list of features and benefits to using our hosted Quickbooks solution.

Multiple QuickBooks Hosting Versions

Run any number of full-featured, desktop QuickBooks editions or versions from QuickBooks 2013 Pro to QuickBooks 2016 Enterprise. Use additional versions of QuickBooks at no extra charge.

Full-Featured Desktop QuickBooks

Access the full features of the desktop versions of QuickBooks from anywhere.

Multi-User Access

Have multiple users access the same QuickBooks company file at the same time. A business user and their CPA can be in the same file at the same time.

Multiple QuickBooks File Access

Access multiple QuickBooks company files from a single log-on, all within your hosted desktop. You can work with multiple company files for the price of just one user login.

Save Time

With a hosted desktop by Access Hosting, you are able to access your files from anywhere at anytime. There is no more waiting for clients to send their files. Instead, you are able to share the files from your computer, no matter where you or your clients are located.

Increased Security

Access Hosting handles all of the server management. Your data and applications are stored in SSAE-16 compliant, top-tier data centers. Fully-clustered server redundancy, encrypted communication, encrypted backups, firewall protections help to secure your data and applications against natural disasters. Rather than keeping your servers in house, our server management increases your data security.

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