Initial Connection

QuickBooks must be running, with the Company file that you wish to use open (for most users, there is only one data file). Subsequently, you will not need to open QuickBooks first: Rosemark will know which data file (Company) to use.

With QuickBooks open on your active Company data file, open the QuickBooks Connection window from the File menu and click on Connect. A dialog box will come up asking you to confirm the connection. It is a good idea to look at this carefully: it shows the exact location of the data file you currently have open. Be sure that this is the right data file before clicking on Yes.

IMPORTANT: Unless you have disabled SSN syncing and Pay Rate updates, you must indicate that Rosemark should be allowed to access SSN and other personal data.

This is a little checkbox on the QuickBooks dialog box, and it’s very easy to miss. If you do miss it, you can change this setting within QuickBooks by clicking on Edit, Preferences, Integrated Applications, Company Preferences. Here you should see a list of applications and whether they are allowed access. Click on Rosemark Scheduling System, then click on Properties. Be sure that "Allow this application to access this company file" and "Allow this application to access Social Security Numbers..." are both checked.

Immediately after you click “Yes, Always”, you will get a confirmation dialog with a lot of text. Just click Yes to proceed.

If you wish to have the QuickBooks personal data option disabled, see Modify Syncing Options.

Figure 179: Allowing access to QuickBooks

Accessing QuickBooks Company File Directly

Earlier versions of QuickBooks do not allow you to indicate that Rosemark should always be allowed to access it, even if QuickBooks is not open, without going into the Preferences and changing that option. If you are in that situation, or you wish to change this option for other reasons, you can do so as follows:

Go to Edit, Preferences, Integrated Applications, Company Preferences. Select the line that says “Rosemark Scheduling System” and click on Properties. Check the box that says “Allow this application to login automatically”, then click OK. Thereafter, you won’t even need to open QuickBooks in order to Synchronize Employees, Customers or Payment Obligations or Export Shifts.