Financial Exchange between POS and QB

Hi MikiD.  I'm not sure how I will see your answer but will start by asking my question.  I am IT support not a user so very hindered.  I've upgraded pro 2016 to 2019 with vendor.  He made a backup in 2016. Upgraded to 2019.  Restored the backup to a different file name as he didn't want to overwrite the original.  My thought is the 3 POS machines that access the Pro 2019 company file will most likely be looking at the company file name for Pro 2016.  How can I get the local admin there to change the POS machines to point to the Desktop Pro 2019 company file?  I'm at [email address removed] and this is my first posting attempt.  Thanks in advance for your replies.  Mike

Hi MJRW,

You'll have to set up your Financial Exchange first. Then, set up your QuickBooks Pro 2019 to connect with Point of Sale. Let me help you get around this.

1. Click Edit, then click Preferences.
2. Click Integrated Applications then go to the Company Preferences tab.
3. From the Applications list, click QuickBooks Point of Sale then select Properties.
4. In Access Rights tab, select the option Allow this application to read and modify this company file.
5. Click OK in the Properties window, and in the Preferences window.

Then, let's set up QuickBooks Desktop Connection Now in Point of Sale. Here's how:

1. Click File, and then Preferences.
2. Click Company, then Financial, and then Set Up QuickBooks Dekstop Conenction Now in Point of Sale.
3. If you have previously connected to QuickBooks, you may see a screen that says "Continue to use this company file" or "Let me choose a new company file". Always choose Let me choose a new company file. Note: Choosing new does not affect your data in any way.
4. You will be prompted to start QuickBooks and log in as Admin. Click Next.
5. QuickBooks Desktop Point of Sale is now ready to share data with your QuickBooks financial software. Click Finish.

Just make sure that QuickBooks and Point of Sale are both installed on the same computer.

Once done, the data from your POS system will automatically sync with QuickBooks. This will keep your accounting system updated.

Feel free to read this article for more information: Financial Exchange Overview.

You can also visit our website for future reference: https://community.intuit.com/quickbooks-point-of-sale-desktop.

Get back to me if you have additional questions. I'd be happy to help you some more.

Thanks for you reply.  I did download and save that document and it confuses me.  We already had QuickBooks Desktop Pro 2016, one license.  Also QuickBooks Desktop POS, three licenses.  We upgraded Desktop Pro to 2019.  When we restored the company file from the 2016 backup the support engineer had me give it a different name so I wouldn't overwrite the original file.  I'm not a user but and IT resource.  It seems to me if there are three POS machines that exchange information with the Desktop Pro machine they must be looking for a file.  The original file still exists but in now the wrong file.  So wondering how to modify the POS machines to point to the correct company file?  My first thought was to change the name of the original file and then change the name of the new file to the original files name.  But that seemed to obvious or engineer would have told me to do that when we did the install.  To add to that confusion from the document you just shared, it says to have POS and Desktop Pro on same machine but Desktop Pro is NOT on any of the three POS machines. 

I'm not a user so my lack of understanding how the programs share data is not clear.  Only that the Company file name in not the same after the 2016 to 2019 update.  How do I ensure the POS devices use that name? 

Thank you,  Mike

Thanks for the additional information, Mike. 

 You may or may not need to install both POS and QuickBooks Pro to every POS machine.

If QuickBooks Pro is not installed to these machines, you need to have a stable connection for you to connect the POS machine to your QuickBooks Pro company file. You can go back to the POS setup that was shared by my colleague if QuickBooks Pro is installed. Make sure to select Let me choose a company file. Note: when asked. Then, locate the correct company file. 

I'll be a post away if you need anything else with connecting your Point of Sale machines. 

Thank you, Catherine.  I was taking the documentation literally as needing to have POS and QBDT both installed on each machine.  The QBDT machine does have that company file shared and as long as the machine is powered on the POS users can operated just fine.  Just as and after thought, What do you think would happen if I saved the original file and then renamed the new file with the original files name?  I am in a different state and having troubles getting connectivity to each POS device but I can access the QBDT Pro 2019 device.  Just thinking a little outside the box but maybe too 'outside".  Many thanks, Mike

Thanks for getting back to us, Mike.

I appreciate the in-depth information you shared. Allow me to step in and provide additional information about the connectivity to each POS device.

You can consider renaming the new file with the original files to modify the POS machines to point to the correct company file. However, I suggest contacting our QuickBooks Customer Care. They have tools such as screen-sharing that can check your QuickBooks and investigate why you're having this issue in a secure environment. 

Here's how to reach them:

1. Go to the Help menu.
2. Select QuickBooks Desktop Help.
3. In the Have a Question window, click Contact us at the bottom portion of the screen.
4. Click Search for something else.
5. Type in a keyword about your concern.
6. Hit Search.
7. Click on Start a Message.

You can check out this article for your reference: Contact the QuickBooks Desktop Customer Support Team.

Please know that you can always get back into this post if you have more questions. I'll keep an eye out on your response.