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“Please Note: While we try to provide you with the solution you need, we can’t promise that the information set out below is
totally error free or will necessarily resolve any problem you may have.”
Getting Started on QuickBooks Online
1. Logging into QuickBooks Online
2. Uploading the company file to QuickBooks Online for the first time
3. Opening a company file on QuickBooks Online
4. Integration with 3rd party providers is not available
5. Exit QuickBooks Online
1 Logging into QuickBooks Online
QBO is a multi-user system. Every individual user is given a unique login number that is
related to his account. Every individual user is given his own space on the TS, and
where they are a multi-user, their individual space will contain a link to the account’s
The user’s login ID has the following structure:
• Qbi\ is the domain name on the Terminal Server
• 1234567 is the account’s Onyx ID. If their Onyx ID is less than 7 digits, the
missing digits are replaced by a 0. Therefore, Customer ID 1234 will be
• -1 is the user number on the account.
Logging into QuickBooks Online
To login the user opens their web browser and goes to the following website:
You will notice in the address box the www is replaced by a letter and number – eg c2.
This number relates to the server the user is being assigned.
The User clicks on the QBi icon to start the access into QBO. This will start up the
mstsc.exe process. A RemoteApp window will open:
The Allow the remote computer to access the following resources on my
computer section allows the user to nominate which services on the local computer will
be accessed by the remote computer (QuickBooks Online). At a minimum Drives,
Printers and Ports should be ticked, but we suggest all boxes be ticked. Then click
Connect to continue.
The next window is the login window:
Here the user enters their login ID and password. Click OK to continue. (Users will be
prompted to change their password every 6 weeks.)
The user will then connect to the assigned server and launch QuickBooks
Click on Details to see the full login process:
When complete QuickBooks will open to the No Company Open screen
(The first time QBO is accessed, the box will not show any data files)
Common reasons for failures are:
• Qbi\ not used at the start of the username
• User number (-1, -2, etc) not included in username
• Where Customer ID is less than 7 digits, 0’s have not been used before the
Customer ID to make a total of 7 digits.
• Password is case sensitive
• Wrong webpage. Make sure that
o AUS users are on www.quickbooksonline.com.au
o NZ users are on www.quickbooksonline.co.nz
2 Uploading the company file to QuickBooks Online for
the first time
The company file must be transferred from a local computer to the QuickBooks Online
server. This involves transferring the file across the internet. The time the transfer
takes will depend on the size of the file, the speed of the internet connection and the
ease of access to the local computer.
We strongly suggest that transfers between the local computer and QuickBooks Online
be done through a Portable Company File. This will ensure the file is the smallest
possible size. It also means that only data and configuration data is being transferred
and that a new database file will be created on QuickBooks Online when the file is
To smooth the process we suggest that the Portable File is saved directly to the local
computer’s C Drive.
Procedure for transferring a company file
1. In your current desktop version carry out a maintenance on your company file:
a. Create a Portable Company File
b. Restore the Portable Company File
c. Resort all lists
d. Rebuild the company file
e. Verify the company file
f. Follow up on any errors; rebuild and verify again until you receive the
‘QuickBooks detected no errors in your data’ message
2. Create a fresh Portable Company File and save it to your C Drive.
3. Login to QuickBooks Online
4. Restore the Portable Company File from the local computer to QuickBooks Online
a. Go to file\Open or Restore Company file
b. Select restore Portable company file (.QBM)
c. In the Look in box select the C:
d. Select your portable company file
e. Click Next and the Save box will appear
f. Make sure that the restored file will be saved in your desired location:
i. For a single user: to Q Drive;
ii. For a multi-user to the shared folder
g. Select Save.
You will need to transfer some additional folders
You will need to copy the Images folder (for the logos in your invoices) and the Letter
Templates folder (for letters you issue) to QuickBooks Online. These folders are located
in the folder containing your company file and are called companyfilename – Images
and QuickBooks Letter Templates respectively.
To copy these folders you must use the standard Windows shortcut keys;
1. In your data folder highlight the two files and click on Ctrl C;
2. Launch quickBooks Online
3. Click on File > Open or Restore a Company File > Open a Company File > (if
necessary select your shared folder)
4. In the Open a Company box, left click on free white space and press Ctrl V to
copy the folders into this space
3 Opening a company file on QuickBooks Online
To open a file, click on File ......
In Open a Company, the Look in box will show the user’s personal space. Press the
down arrow and you will see a number of drives and folders:
The user’s space in this example is: 1210454-2(\\qbipyrfs01) (Q:)
• 1210454-2 is the account number and user number
• (\\qbipyrfs01) is the name of the computer in the QBO TS Farm that is hosting
• (Q:) is the user’s space
All users will have Q as their unique user’s space. No other user, neither from this
account nor any other account on the QBO system, will have access to this space.
The drive letters below (Q:) are drives on the local machine.
Items above (Q:) refer to the Terminal Server. Take particular note that Desktop,
username, Public and Computer are references to the Terminal Server and should not be
confused with similar fields on the local computer. The user can click on these fields and
see the folders inside. They can even save a file to these spaces. However, they will not
be able to access a file from these locations.
Inside Q:\ the user will see any files they have saved there, and where there are a
number of users on the account, a link to the shared folder for the account. The name
of the shared folder is usually the name of the company:
The shared folder is easily identifiable as it has the standard Microsoft link symbol of the
upward pointing arrow at the bottom left of the folder icon.
Datafiles listed in Q:\ and in the shared folder reside on the Terminal Server and will be
accessed in the normal fashion.
It is possible to access files from the local machine. However, to open those files the
data must be transmitted across the internet, and so the opening time will be governed
by the speed of the internet connection and the size of the file. QBO is likely to time out
long before all the data is transferred.
Alternative methods for copying files between Online and Local
All flles – company files, export files, images and letter templates – can be copied from
the local PC to QuickBooks Online and vice-versa using the Windows short-cut
Ctrl C – copy
Ctrl V - paste
In QuickBooks Online, you must use QuickBook’s Open a company file window to copy or
paste files with the Windows shortcuts.
4 Integration with 3rd Party providers is not available.
QuickBooks creates a number of export files to facilitate integration with other services.
These export files cannot be uploaded directly from QuickBooks Online to these service
providers via the Internet. Users will need to save these export files to their local PCs
and use their local internet connection to upload the export files to their respective
Export functions give users the option to select the location to save the file. Choose a
local PC drive from the list. Local drives will be listed below the standard QBO drive – in
the example below, below the 1210454-2(\\qbipyrfs01)(Q:) entry.
You cannot lodge your BAS return or an Empdupe file directly from QuickBooks Online to
You cannot upload an ABA file to your Bank directly from QuickBooks Online.
You cannot upload a Superlink file directly to Superlink.
You cannot upload a backup file to ReckonTools Online Backup.
It is best to save these files directly to your local PC. If you wish to save these files in
QuickBooks Online, they must be saved on the user’s Q:\ drive or in the Shared Folder
Please Note: Payment Services (for credit card payments) is available.
5 Exit QuickBooks Online
QuickBooks Online should be shut down by clicking on the red X in the top right-hand
corner. You will get a message that QuickBooks has stopped working, but ignore it and
QuickBooks will eventually shut down.
Closing QBO will not end the mstsc.exe process.
Log in as a different user
When you come to login to QBO again, clicking on the QBi icon will launch you straight
into QBO without asking you for your user ID and password. You will not see the
If you want to see the RemoteApps window or login as another user, then on the TS Web
Access screen, uncheck the box I am using a private computer..... at the bottom of
You will then be presented with the RemoteApps screen where you can change what
resources can be used by the remote computer and then be forced to login.
To close down the mstsc.exe process:
The mstsc.exe process will be shut down whenever you shut down or reboot the PC. To
close down the mstsc.exe process without rebooting follow these steps:
Right click on Taskbar and select Task Manager
Go to Processes Tab
select the mstsc.exe process and end the process
now go back to the QuickBooks icon Page
and un-tick the box at the bottom of the page.
Click on the QuickBooks icon and the login screen will now appear again but with no