QuickBooks Desktop

 

Supported Versions

Spotlight supports US, Canadian and UK versions of QuickBooks Desktop (Pro, Premier, Premier Accountant and Enterprise). 

  • US: QuickBooks 2010 and above.
  • Canada: Quickbooks 2011 and above.
  • UK: QuickBooks 2012 and above.

If you use an unsupported version, you can still import your data into Spotlight using the Excel import.

Preparing to import

To import your data into Spotlight, you’ll need to download and install the Spotlight Desktop Connector. You can do this from within your organisation.

Note: You only need to install the Desktop Connector the first time you connect to a QuickBooks Desktop file. If you’ve already installed this, please continue to the next section.

  1. Open or create your organisation as normal.
  2. From the Import tab, in the Add Data Source section click Desktop, then click QuickBooks Desktop.

    QuickBooks Select Data Source
  3. Click the QuickBooks Desktop data source. Spotlight then searches for the Desktop Connector. As the Desktop Connector is not yet installed, click the link to begin.

    QuickBooks Launch Connector

  4. The setup file downloads automatically to your default downloads folder. Locate and double-click the setup.exe file, then when prompted, click Run.
  5. The Desktop Connector installs and a small splash screen appears. Once the splash screen disappears, the installation is complete.

Connecting your QuickBooks company file

  1. Within Spotlight, from the Import tab click the Connect link.
  2. To launch the Desktop Connector, click Load Company File.

    QuickBooks Load Company File
  3. From the Windows Explorer box, browse to and select the .qbw company file you want to import into Spotlight.
  4. The location of the company file appears in the Desktop Connector.  To continue, click Open.

    QuickBooks Open Company File



You’ve now connected to the company file and can import your data.

Note: To import data into Spotlight from QuickBooks Desktop, your user account must have full access rights to the data file.

 

Importing Data

  1. From the Import tab, click the QuickBooks Desktop data source.
  2. Select the check boxes for any actual, budget, class or job data you want to import.
  3. If you are importing class or job data, to select the particular data to import, click Edit Classes or Edit Jobs, select the required options and then click Confirm Selection.
  4. For each item, enter the date range you want to import.

    Note: The first time you import, this should include any history you want to bring into Spotlight. You can import the current financial year, and up to three previous years. After the first import, you need only import the date range which has been updated in QuickBooks.

  5. To continue, click Import.

The first time you import, the process may take a few minutes. In subsequent imports, you can bring in only the updated data to speed up the process. If you reimport the data for a range you’ve already imported, the new data replaces the old information.

Checking your account mapping

As Quickbooks uses some account classifications and numbers which aren't available in Spotlight, the first time that you import your data we recommend that you check that your accounts appear in the correct section.

Note: You only need to do this after your first import. For subsequent imports, Spotlight recognises the report codes you've already set.

  1. Open the Customise Data tab, then click the required tab, for example, Assets.
  2. In the Report Code column, check that the report code shown matches the type of account.
  3. If required, to change a report code click the existing code, browse to and select the new area, then click Save.

Updating the Desktop Connector

From time to time, we may update the Desktop Connector to roll out new features and improvements. Updates are automatically downloaded and installed, however, you will need to restart the Desktop Connector application to use the latest version.

  1. In the Windows system tray, locate the Spotlight Desktop Connector icon MYOB spotlight logo .
  2. Right-click the icon, then choose Exit.
  3. Open the Spotlight Desktop Connector application from the Windows Start menu. 

Troubleshooting

When connecting with a company file for the first time, you will need to authorise the connection within QuickBooks Desktop and an authorisation error message may appear.

Error when QBD not open

  1. Open the company file within QuickBooks and log in using your Quickbooks username and password.
  2. Click Retry in the Desktop Connector.

A new dialogue box will appear in QuickBooks asking you to authorise the connection with Spotlight.

QuickBooks Application Certificate

  1. Confirm the certificate by clicking Yes.

    QuickBooks Accept Authorisation
  2. Click OK, then click Done.
  3. Navigate back to the Desktop Connector and click OK.

The Company file will now appear in the Desktop Connector.

 

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