F9 Integration Manager

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1 F9 Integration Manager User Guide for use with QuickBooks This guide outlines the integration steps and processes supported for the purposes of financial reporting with F9 Professional and F9 Integration Manager (F9IM). F9 and F9 Integration Manager (F9IM) are Copyright 2015 Infor. All rights reserved. QuickBooks is a registered trademark and service mark of Intuit Inc. in the United States and other countries. F9 and F9IM are designed for use with: QuickBooks 2009 through 2016 (US and Canada).

2 Table Contents 1. System Requirements Hardware Software QuickBooks Compatibility QuickBooks Accounts & Classes Budget by Class Balance Sheet by Class Getting Started Starting Integration Manager Menu Bar Integration Explorer Company-Task Details Running Tasks Set up F9 Integration Manager Pervasive Settings F9 Integration Manager Settings Creating a New Integration Add New Integration Add New Project Add New Company Configure the Source Company File Create F9 Target Database Set Task Date Ranges Running the Integration Review Log Log File Task Log Run F Verifying the integration results Setup Company Mapping(s) Automation Moving Target to a New Location Troubleshooting Contact F System Requirements 2

3 F9 Integration Manager Overview F9 Integration Manager (F9IM) provides an easy way of integrating data between QuickBooks and F9. Integrating data involves extracting data from the source application (QuickBooks ) and bringing the data into a destination (F9). When you create a new integration, you will specify the source and the destination where Source represents a QuickBooks Company and destination the F9 Tables. The following figure shows an overview of how the source, destination, and Integration Manager Engine work to move data from QuickBooks to F9. System Requirements 3

4 1. System Requirements F9 Integration Manager is an interface to build a link between an accounting database and F9. The following system specifications are the minimum required for the integration to operate: 1. Hardware Operating System: Windows Vista through Windows 10, Server 2008 through Server 2012 R2 Memory: Minimum 2GB Processors: Minimum dual core (recommended to support transactions and scalability) Disk Space: Minimum 60GB 2. Software F9 Integration Manager (F9IM): Installed user interface Pervasive Integration Engine (DI): Installed for integration processing and transformations Pervasive PSQL v10 (SP3) and later: Installed as part of F9. Note F9IM recommends installing Pervasive PSQL as a Service. For Windows VISTA and later, If Pervasive PSQL is installed as an Application, start the engine as Administrator. 3. QuickBooks Compatibility The integration supports the following registered versions of QuickBooks (Desktop Only): QuickBooks Pro 2009 through 2016 QuickBooks Premier 2009 through 2016 QuickBooks Enterprise 2009 through 2016 QuickBooks Accountant 2009 through 2016 System Requirements 4

5 4. QuickBooks Accounts & Classes F9 Integration Manager requires all companies to have account numbers associated with their Account Names. If your system is only using descriptions, this will need to be changed before proceeding. Note Check in Company Preferences Use account numbers and Require accounts. Note Check in Company Preferences Use class tracking. Note Account numbers and classes must not contain the following characters: '-' (dash) '.' (period) '*' (asterisk) '?' (question mark) ',' (comma) ';' (semicolon) '^' (caret) '(' (left parenthesis) ')' (right parenthesis) Total length of Class Full Name (e.g. "Class:Subclass:SubSubclass...") must not exceed 30 characters Navigate to: Edit > Preferences > Accounting > Company Preferences System Requirements 5

6 Next, ensure both Active and Inactive accounts must not have blank account numbers: Navigate to: List > Chart of Accounts Insure Inactive Accounts are also listed: Inactive accounts are shown with the prefix: X 5. Budget by Class Budget by Class is not supported in these versions: QuickBooks Pro, Premier, Enterprise and Accountant (US and Canada) 2009 QuickBooks Pro, Premier, Enterprise and Accountant (Canada) Balance Sheet by Class Balance Sheet by Class is supported ONLY in this version: QuickBooks Premier (US) and Enterprise (US and Canada) 2013 through 2016 System Requirements 6

7 2. Getting Started As soon as you have installed the F9 Integration Manager and have the prerequisite applications installed, you can begin using it. This section explains how to start the F9 Integration Manager and describes the components that make up its user interface. 1. Starting Integration Manager From the Start menu, select: Start > Programs > F9 v5 > F9 Integration Manager. Optionally create a desktop shortcut by navigating to the F9IM program file located Note For Windows VISTA and later, user accounts must have its User Account Control (UAC) set to On (as recommended by Microsoft). Both F9IM and QuickBooks should be run with standard user permissions (NOT elevated to run as administrator). The Integration main window consists of four sections: Menu bar Integration Explorer Company-Task Details Running Tasks Getting Started 7

8 2. Menu Bar The following table lists the commands that are available within F9 Integration Manager s menu. Menu commands Description File New Integration Creates a new integration Open Integration Opens an existing integration Close Integration Close the current integration Exit Exits the current session of the Integration Manager Edit Copy Copies the active: Project/Company Paste Pastes the copied: Project/Company Delete Deletes the active: Project/Company Rename Renames the active Project/Company Task Log Shows the active Task log file Check all Tasks Selects all the tasks in the active: Integration/Project/Company Uncheck all Tasks Unselects all the tasks in the active: Integration/Project/Company Clear Log File Clears the Integration Manager log file Project Add New Project Adds a new project to the current integration Add New Company Adds a new QuickBooks company to the selected project Edit Company Edits the current company Set Tasks Date Ranges Sets the From and To dates for the selected task Tools Log File Shows the Integration Manager log file Export Tasks Creates a batch file for the selected tasks. Settings Opens the Source Settings window, allowing you to specify DI Engine settings (Engine Path, License File) Help Contents Shows the Integration Manager help file About F9IM Provides the version information for Integration Manager Getting Started 8

9 3. Integration Explorer This window lists and manages all open or newly created integrations in the form of a nested tree with its own toolbar. Navigation The Integration Explorer is designed to be intuitive and easy to use: o o o Mouse-click: to expand and collapse levels Right-click: to edit properties at any level Check box: to edit or run one or more Tasks Tool Bar The toolbar appears in the upper portion of the Integration Explorer window. Each button represents an action you can perform as outlined in the following table: Button Description Button Description Creates a new project Sets the tasks date ranges Creates a new company Runs the selected tasks Edits the selected company Stops the running tasks Getting Started 9

10 Integration Tree view The integration Tree view displays the current Integration tree grouped by projects and companies. Integrations: Projects: The first level is the highest collection of integration scenarios which one might want to run collectively. A given integration has one or more Projects associated to at least one GL Company. Projects can be used to split integrations into smaller components such as time frames. Companies: The Company label displayed represents the actual corporate name from your QuickBooks Company settings that the integration accesses. Tasks: The final level describes types of amounts and date ranges to refresh F9 s tables. Details on its properties are displayed in the Company-Task Details window explained next. Getting Started 10

11 4. Company-Task Details This window displays the detailed properties of the selected Project and/or active Task. The window can be resized vertically and horizontally. o and Hide or Show the entire pane. If a Project Task is not selected, the lower section will be blank. 5. Running Tasks This section displays the running tasks progress when mapping the data from QuickBooks to F9 tables. In the right upper corner, the black and white. button changes the background color for the Running Task between The bottom status bar displays the running process status (Started, Finished, and Cancelled) and its timer: Getting Started 11

12 In addition, you can optionally change the number of rows displayed by selecting: Tools/Settings. By default, it is set to 100 rows. Stopping a Task At any time, the running Task can be stopped within F9IM by selecting the Stop button from the menu: The status bar will then indicate the Task was cancelled. Getting Started 12

13 3. Set up F9 Integration Manager 1. Pervasive Settings Integration Manger requires Allocate Resources at Startup to be checked for the Pervasive Engine. This option specifies that the database engine should allocate all necessary memory when it starts up, rather than when the first connection request comes in. Choosing this value requires more memory, but from the client perspective allows the engine to become operational faster. Start Pervasive Control Center. In Pervasive PSQL Explorer, expand the Engines node in the tree (click the expand icon to the left of the node). Right-click on the database engine for which you want to specify configuration settings. Click Properties. Click Memory Usage in the Properties tree. Select Allocate Resources at Startup to set the value to On (check box selected). Click OK. Click Yes to restart the engine for these changes to take effect. Set up F9 Integration Manager 13

14 2. F9 Integration Manager Settings Integration Manager Settings are the key elements to run a given integration properly. When F9IM is run for the first time, you are prompted to verify the installed settings are correct and no changes should be required. The Settings window can also be displayed at any time from the menu Tools/Settings. DI Engine Folder: Location of the Pervasive DI engine License File: Pervasive DI engine license file. Display: Number of rows displayed in Running-Tasks. Log File: Location of the executed tasks log file. Template Folder: Location of the empty Data mart. Prompt before running tasks: Optional to confirm before running any Task. Typically the two settings one might change would be the Display rows and Prompt. Note These settings are loaded automatically and should not need modification. In the event you move your Pervasive DI engine folder, you need to set the locations manually. Set up F9 Integration Manager 14

15 4. Creating a New Integration When you create a new integration, you define properties for the integration such as its name and location. A given Integration represents a collection of multiple projects, companies, and time frames that can be run to refresh F9 in one step. Smaller subsets of any Integration can also be run separately. To create a new integration: 1. Add New Integration a. Start F9 Integration Manager. b. From the File menu, choose New Integration. c. Enter an integration name and indicate a new location. It is recommended to browse and create a new folder. d. Click OK to save the new Integration which will then be added to Integration Explorer. Note When you create a new integration, the Integration Manager will create a new integration folder and its xml file C:\Sample Service C:\Sample Service\Sample Service.xml Creating a New Integration 15

16 2. Add New Project A project is a folder that groups one or more QuickBooks Companies. To add a new Project: a. Select the Integration node from the Tree [Integration Sample Service ]. b. From the Project menu, choose Add New Project. or from the Integration Explorer toolbar, choose Add New Project. or right-click on the integration Tree view root node and select Add Project. c. Enter a project name. d. Click OK to close and add the new project. Note Integration Manager will add a new project subfolder: C:\Sample Service\Fiscal Add New Company A Company is a set of three tasks that link a source company to the F9 Tables: o BTR-Actual for actual period balances o BTR-Budget for budget period balances o TRX for transactional amounts Any number of fiscal years can be integrated to F9. To add: a. If this is the first time this company is being added to F9IM: o Load QuickBooks first and open the Company file (.qbw). Note Each Company within QuickBooks needs to add the F9 Integration Manager Name to its Integrated Application settings. This is a one-time step; and you do not need to have QuickBooks open when configuring or running F9IM afterwards. Creating a New Integration 16

17 Note Make sure all Accounts (Active and Inactive) have a defined Account Number. Edit->Preferences ->Accounting b. Switch back to F9 Integration Manager. c. Select the Project from the tree view [Fiscal 2010]. d. From the Project menu, choose Add New Company. or from the Integration Explorer toolbar, choose Add New Company. or right-click on the Project and select Add Company. e. The Company settings window appears next: Creating a New Integration 17

18 Settings for the Company consist of 2 aspects: QuickBooks Source Company read access. F9 Target Database creation and updates. 4. Configure the Source Company File a. Browse to the company file which will have an extension of.qbw. Creating a New Integration 18

19 b. Select the file and click Open. The Integration Manager will try to establish a connection with QuickBooks and the company file. If successful, information for Company Name, Fiscal Month, Account Length and Class Length display. Note QuickBooks will prompt you to add F9IM to its Integrated Application settings if this is the first time the company has been added. Select Yes, always; allow access even if QuickBooks is not running and Click Continue Some QuickBooks companies may require login as information: Click Yes when prompted to confirm. Creating a New Integration 19

20 An Access confirmation windows will popup, Click Done. Additional information will be displayed if the QuickBooks Company requires a log in. To verify F9IM has been integrated successfully: o o o In QuickBooks, click Edit > Preferences. Click on the Integrated Applications icon. Ensure that F9 Integration Manager is listed and has a checkbox under Allow Access. Creating a New Integration 20

21 Note If you don t have first your QuickBooks company file open before testing your connection, you will get this error message: c. Switch back to F9 Integration Manager. The QuickBooks Company file will be accessed and display its Name, Fiscal Month, Account Length and Class Length settings. Note Sometimes the Account and Class lengths cannot be detected from the QuickBooks company file. Creating a New Integration 21

22 If you would like to change the Account Length, Class Length and Use Classes; select the Settings Tab: o o Account Length must be between 1 and 7 inclusive Class Length must be between 12 and 30 inclusive If QuickBooks Accounts or Classes are using reserved F9 characters (-.*?,;^()), a warning will be displayed: o o You can either replace them in your QuickBooks Company, or Check Replace F9 Characters check box in the setting Tab and enter your new characters in the Replace F9 characters dialog box Creating a New Integration 22

23 Note If the Company Class Full Names(Class:Subclass) exceed the maximum length (30 characters), F9IM will use the Class List ID instead. If you still want to use the Class Full Names, reduce the length of the class and/or subclass names in your company so that the maximum length of all possible combinations of Class:Subclass is less than 30. Creating a New Integration 23

24 5. Create F9 Target Database a. Browse to a location for F9 s Tables to reside. b. Enter a Database Name (Example: SAMPLE01) and click Test Connection. Creating a New Integration 24

25 c. In some case, you may also need to enter your Server Name and its Credentials: Note Provide your User Name and Password if your Pervasive Server is configured to allow connection with login, otherwise continue by clicking OK button. A confirmation message will next display if the database was created successfully. d. Click OK to close. e. The added company appears within its Project. Creating a New Integration 25

26 Three tasks (BTR-Actual, BTR-Budget and TRX) will be automatically listed. The Icon means that the Task Date Ranges are not set yet. 6. Set Task Date Ranges A Task Date represents the range in time to update F9 s target balances with the latest GL source amounts. a. Select one Task from the integration Tree view [example: BTR-Actual] to set its date ranges. or Select the Company [example: Sample Company] to set dates ranges for all three tasks. b. From the Project menu, choose Set Tasks Date Ranges. or From the Integration Explorer toolbar, choose Set Tasks Date Ranges. or Right-click on the task and select Set Tasks Date Ranges. Creating a New Integration 26

27 Single Task Date Ranges Multiple Tasks Date Ranges c. Select the From and To dates and OK to close. Note If Rebuild is checked, the F9 table associated with the task will be cleared before writing the new data Note If Run indexing to optimize F9 tables is checked, the integration will index the F9 BTR table. Once you set the Task Date Ranges, the tasks icon will change to which indicates it can be run. Creating a New Integration 27

28 5. Running the Integration After you have defined the task details, you are now ready to run the integration. Data is integrated from the source QuickBooks company file to the destination F9 Tables stored in data files. Steps: a. Select the Tasks you want to run. b. From the toolbar, click Run Tasks. c. The integration begins and the Running Tasks section indicates the progress as tasks are processed. d. Once all Tasks have completed, the Integration Manager will optimize the reporting speed of F9 by running an index utility called Optimize F9. Running the Integration 28

29 e. Once all Tasks have ended, the status bar will display Completed. Running the Integration 29

30 6. Review Log There are two types of logs to review in case of errors when running your integration: 1. Log File a. Select Tools > Log File. A higher-level log file displays the summary details of past integration runs. Review Log 30

31 2. Task Log a. Right-click on the Task (example: BTR-Actual) and select Task Log. A log file displays the integration process details for the selected task: Review Log 31

32 7. Run F9 1. Verifying the integration results After the integration has completed successfully without any errors or warnings, you can verify whether the data being returned is valid. A quick way to compare results of F9 to QuickBooks is to run a trial balance for any given month or fiscal year. Refer to the F9 Quick Tour PDF for steps to create a Trial Balance. 2. Setup Company Mapping(s) F9 s target integration consists of a set of data files for a given QuickBooks company. In F9, the target can be identified in two ways: o o Browse to the F9 Balances.BTR file Map the data to a logical name Mapping is beneficial to remove file access details and simplify the company filter in all F9 reports. In addition, if the location of the target files changes, only the mapping needs to be updated and not individual reports. In this guide, the F9 target balances file resides in the location: C:\SAMPLEDATA01\SAMPLE01.BTR Steps to Map: a. Load Excel b. Select Setup and F9 Company Setup from the Ribbon: c. Select tab: Run F9 32

33 The F9 demonstration company will already have a map called: Demo d. For F9 GL File select Browse e. Navigate and select file: C:\SampleData\Sample01.btr f. For File ID enter: Sample g. Click Add You can then refer to the mapped data as Sample within F9. Run F9 33

34 8. Automation Automation allows you to create a package with its batch file to use later with Windows Task Scheduler to schedule integration for the selected tasks. To create a batch file: a. From the Tools menu, choose Export Tasks b. Select the Name [example: Fiscal 2011] c. Select the Location to save your batch file [example: C:\Scheduled Tasks] d. Select the Tasks to export [example: BTR-Actual, BTR-Budget, TRX] Automation 34

35 e. Click OK. F9 Integration Manager will then save the package and its batch file Fiscal2011.bat to the selected location: [example: C:\Scheduled Tasks\]. You can later use Windows Task Scheduler to scheduler this batch file. Automation 35

36 Automation 36

37 9. Moving Target to a New Location One of the features that F9IM is capable of is to move your F9 target data to a different location while preserving existing integration settings. To move the target for Sample Company: a. Right-click on the Company node (Sample Company) from the integration tree and select Edit Company. b. Select the advanced Tab within the Company window. Moving Target to a New Location 37

38 c. Browse to a New Location (Example: C:\SampleData01). Note Note: You can rename the database by checking Rename Database and entering a new database name (Sample01). You can also delete the old Database and the related database files by checking Delete Old Location Files. d. Click Move Database; a message box will display: e. Click Yes. If successful, a confirmation will indicate moved successfully. f. Click OK to close. Note Once you move your database, all companies using the old Database will be pointed to the new database location. Moving Target to a New Location 38

39 Moving Target to a New Location 39

40 10. Troubleshooting This section includes areas where errors may occur and steps to resolve. Add Company Target Database Errors Note You may be unable to create the F9 Target database due to Access Rights or a DTI Failure; make sure to run the Pervasive Engine as Administrator for VISTA, Win7 and windows Server F9 Amounts are all Zeros If this is the first time a Company has been integrated to F9, the Task of indexing may have not been selected but needs to occur at least once. This ensures the account code segmentation is setup correctly for F9 calculations. Troubleshooting 40

41 Steps to Index: a. Within F9IM, select the Company and its Task for BTR-Actual b. Select checkbox: Run indexing to optimize F9 tables c. Run the Tasks and indexing will occur automatically. Troubleshooting 41

42 11. Contact F9 Locations Vancouver Office Suite West Georgia Street Vancouver, BC, Canada V6G 2Z6 Toll Free: Tel: Fax: Web site: Other Offices Infor Global Solutions has offices in many major centers around the world. Technical Support, North America Tel: or Please include your contact information, accounting system and F9 version information in your or voice mail. The F9 version information can be found by going to the F9 Ribbon in Excel, section Help and About F9. Trademarks and Copyrights The F9 program is copyright (C) 2015 Infor. All rights reserved. Excel and Windows are registered trademarks of Microsoft Corporation. Other products mentioned in this document are the property of the authors and/or marketers of those products. Contact F9 42

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