The Spotlight Desktop Connector

Using the Spotlight Desktop Connector, you can import from Quickbooks Desktop, MYOB AccountRight Desktop, and Sage 50 Accounts / Sage 50cloud Accounts desktop data, even if you're working on a different computer to where the accounting software and data is installed. 

The process to use the new Desktop Connector is different to the one you may have used previously, so we recommend that you review this article before you begin.

Note: To be able to use the Spotlight Desktop Connector, you must be using Windows 8 or above, or Windows Server 2012 or above. This is because the connectivity features required by the Desktop Connector are only available within these versions.

 

To install the Desktop Connector

 

Note:  To connect to files already authorised from another device, please refer to this section.

  1. Download the Desktop Connector installation file.
  2. Open your downloads folder, and double-click the downloaded Setup.exe file.

    The Spotlight Desktop Connector automatically installs, and the icon appears in your Windows system tray.

    image 97


To add your data files


Before you can import into Spotlight, you will need to add the data files to the Desktop Connector. As part of this process, you will also need to authorise the connection to the data.

Select your data source

  1. From the Windows system tray, double-click the Desktop Connector icon Spotlight Icon2.
  2. Within the Desktop Connector window, open the Files tab.
  3. To add your file, click the Add Company File button.
  4. Click the desktop data source you want to add. You can add data from MYOB AccountRight. Quickbooks Desktop, or the UK version of Sage 50 Accounts.

    Data Sources

Add a Quickbooks Desktop company file

  1. Click Select Company File.
  2. Browse to and select the Quickbooks Desktop file you want to add, then click Open.
  3. The file details then appear in the Desktop Connector window. To continue, click Next.

    The company file is now added and appears on the list. You can now connect to this data from within Spotlight.

Add a MYOB AccountRight company file

  1. From the Company File drop-down list, choose the company you want to add.
  2. Enter the username and password for the company, then click Next.

    The company file is now added and appears on the list. You can now connect to this data from within Spotlight.

Add a Sage 50 Accounts company file

  1. From the Company File drop-down list, choose the company you want to add.
  2. Enter the username and password for the company, then click Next.
  3. Select the Sage chart of accounts you want to use, then click Next.

    The company file is now added and appears on the list. You can now connect to this data from within Spotlight.

To connect to a data file

 

To obtain the Desktop Connector ID

To connect to the authorised data files within the Desktop Connector, you will need the Desktop Connector ID. 

Note: If you don't have access to this, please request the ID from the person who set up the Desktop Connector.

  1. In the Windows system tray, click the Desktop Connector icon Spotlight Icon2.
  2. Within the Desktop Connector, the ID appears at the bottom right-hand corner of the window. To copy this, click the copy button alongside it.

To connect to the data

Note: To connect to the data, you will need the Desktop Connector ID. This can be obtained from within the Spotlight Desktop Connector. If you don't have access to this, please request the ID from the person who set up the Desktop Connector.

  1. Within your organisation, open the Import tab and select the required data source. If you're working in Spotlight Forecasting, select the required data source when creating your forecast.
  2. Enter the Desktop Connector ID, then click Submit.

    Connect data

  3. A message appears prompting you to confirm the pairing in the Desktop Connector.

    Attempting to connect

    Note: If you don't have access to the Desktop Connector, or if you are connecting remotely, please request that the person who installed the Desktop Connector approve the connection.

  4. To confirm the connection, open the Desktop Connector and in the Connections tab, click the Accept button alongside the name of the Spotlight user, to approve the connection. 

    Note: You will be prompted to confirm whether the connection should be temporary or permanent. To allow this user to connect only once, select Temporary. To permit ongoing access, select Permanent. If the user should not have ongoing access to all authorised organisations in the Desktop Connector, you should choose Temporary.

Once the connection is approved, the import options appear and you can now proceed to import your data into Spotlight. 

To view and remove connected files

If you've previously connected a data file, but now need to remove it from the Desktop Connector, you can do this from the Files tab.

  1. From the Windows system tray, click the Desktop Connector icon Spotlight Icon2.
  2. Click the Files tab. A list of connected data files appears.
  3. Locate the file you want to remove, then click the Trash icon Trash icon3 alongside it.
  4. A message appears to confirm that you want to remove the file. To continue, click OK.

To view and remove connected users

You can view the users who have previously been authorised to connect to the files in the Desktop Connector, and remove any unwanted connections.

  1. From the Windows system tray, click the Desktop Connector icon Spotlight Icon2.
  2. Clck the Connections tab. A list of authorised users appears.
  3. Locate the user you want to remove, then click the Trash icon Trash icon3 alongside it.
  4. A message appears to confirm that you want to revoke the connection. To continue, click OK.

Frequently Asked Questions

 

Where can I find the Desktop Connector ID?

You can obtain this from within the Desktop Connector. To access this, in the Windows system tray click the Desktop Connector icon Spotlight Icon2. The ID appears at the bottom right-hand corner of the Desktop Connector window. To copy the ID, click the copy button alongside it.

Do I need to enter the Desktop Connector ID every time?

Yes, you will need to enter the ID each time. However, if the original connection was authorised as a 'permanent' connection, this will not need to be authorised in the Desktop Connector each time.

My connection isn't showing to be authorised in the Connections tab within the Desktop Connector

This can occur if the authorisation request has timed out. Please cancel the request from within Spotlight, then connect again. Your connection should then appear to be authorised.

Does every user need to install the Desktop Connector?

No, if the data files you want to import have already been added to the Desktop Connector by someone else, you can connect to this using the Desktop Connector ID without the need to install it yourself. However, the connection must be authorised within the existing Desktop Connector installation.

The data I want to connect to isn't on my computer, can I still import it?

Yes - if the data has already been added to the Spotlight Desktop Connector, you can access and import this. To do this, please request the Desktop Connector ID from the person who installed the Desktop Connector, then follow the process to connect to the data file.

I'm not working on a Windows computer, can I still import the desktop data?

Yes - if the data has already been added to the Spotlight Desktop Connector, you can import this even if you aren't working on a Windows PC. To do this, please request the Desktop Connector ID from the person who installed the Desktop Connector, then follow the process to connect to the data file

 

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