Adding QuickBooks Company Files to SmartVault
Before you can begin attaching documents to QuickBooks entries in a QuickBooks company file using the SmartVault Toolbar, you must add your QuickBooks company files to SmartVault. After you add QuickBooks company files to SmartVault, you can use the SmartVault Toolbar to scan and attach documents directly to more than 30 entries in QuickBooks. After attaching documents to QuickBooks entries, the documents you attach can be accessed using QuickBooks or anytime, anywhere from a Web browser using the SmartVault portal.
Notes:
• You should create the vault you want to add the QuickBooks company file to before you add your QuickBooks company file to SmartVault. For more information about how to create a vault, see
“Creating Vaults for QuickBooks Company Files” .
To add a QuickBooks company file to SmartVault:
2. If you are working in a non-hosted QuickBooks environment, make sure you have signed in to SmartVault from the SmartVault Desktop software installed on your local computer. You can verify that you are signed in to SmartVault by completing the following steps:
a. On the Start menu, click Start > Programs > SmartVault > SmartVault Launchpad.
b. If the Sign in to your SmartVault account link displays, you are not signed in to your SmartVault account. Click Sign in to your SmartVault account, type the email address and password for your SmartVault account, and then click Sign In.
Once you sign in, the Sign in to your SmartVault account link no longer displays.
c. If the Sign in to your SmartVault account link does not display, you are already signed in to your SmartVault account.
3. If you are working in a hosted QuickBooks environment, make sure you have signed in to SmartVault from the SmartVault Desktop software installed in your hosted environment by completing the following steps:
a. Connect to your hosted desktop.
b. On your desktop in your hosted environment, double-click the SmartVault icon.
Note: When you double-click the SmartVault icon, the SmartVault Desktop software begins running on your hosted desktop. The SmartVault icon you double-click on your hosted desktop should be similar to the following image.
c. After you double-click the SmartVault icon, in the notification area in the lower right corner of your desktop, right-click the SmartVault icon, and then click Sign In.
The the following image shows the location of the SmartVault icon in the notification area of your desktop.
d. If you are prompted to specify an email address and password in order to sign in to SmartVault after clicking on the SmartVault icon in the notification area in the lower right corner of your desktop, type your SmartVault user ID and password, and then click Sign In again.
The following image shows the SmartVault sign in dialog box.
After you sign in to SmartVault, the SmartVault icon in the notification area changes from gray to green.
4. Browse to the location of the QuickBooks company file you want to add to SmartVault.
5. Open the QuickBooks company file you want to add to SmartVault as an Admin in single-user mode by completing one of the following steps:
– If you are the only user for the QuickBooks company file, by default you are already in single-user mode and you are the Admin. Simply type the password for your QuickBooks company file, and then click OK.
Your QuickBooks login screen should be similar to the following image.
– If your QuickBooks company file is used by more than one user, ensure that no other users are currently using the QuickBooks company file, and then in the User Name field, type Admin, and in the Password field, type the password for the Admin user, and then click OK.
Note: If you do not know the password for the Admin user, contact the person who created the QuickBooks company file or refer to the QuickBooks help for more information about working with QuickBooks passwords.
Your QuickBooks login in screen should be similar to the following image.
6. When you open the QuickBooks company file, a QuickBooks - Application Certificate dialog box displays, telling you that SmartVault is requesting access to the QuickBooks company file you currently have open and asking you to accept the SmartVault security certificate. You must accept the SmartVault security certificate before you can add the QuickBooks company file to SmartVault.
Important: Carefully note the date displayed for the SmartVault security certificate.
If the date displayed for the SmartVault security certificate is 2009-2, then SmartVault has not previously been installed in your environment, and you will only have to accept one SmartVault security certificate in order to add the QuickBooks company file to SmartVault. The following image shows the QuickBooks - Application Certificate dialog box with a 2009-2 certificate, which means you only have to accept the SmartVault security certificate once.
If the date displayed for the SmartVault security certificate is 2004, this means that SmartVault was installed in your environment prior to February 20, 2010. Due to an issue with how QuickBooks works with VeriSign security certificates, you will have to accept two SmartVault security certificates before you can add a QuickBooks company file to SmartVault.
In addition, each time you add a new QuickBooks company file to SmartVault, first you will have to accept the 2004 SmartVault security certificate. Then you will later have to accept the 2009-2 SmartVault security certificate.
This additional step is required in environments where SmartVault was installed prior to February 20, 2010 due to a known issue related to how QuickBooks works with VeriSign security certificates. SmartVault follows a well-established security best practice of digitally signing its software, including digitally signing the SmartVault Toolbar plug-in. This helps ensure that the software you use is safe and secure.
Certificate authorities such as VeriSign issue security certificates that are valid for a maximum of two years. As a result, companies such as SmartVault who use security certificates must obtain new security certificates for their software every two years.
Unfortunately, QuickBooks does not correctly recognize updated security certificates. This is a known issue that effects SmartVault and other Intuit software development partners. Unfortunately, the solution that many other software companies have adopted for this problem is to not digitally sign their software, which creates the potential for a virus or worm to enter QuickBooks. In order to protect you, SmartVault continues to sign its software, and has escalated this issue with Intuit. However, until Intuit fixes this issue, if you see 2004 displayed for the SmartVault security certificate in the QuickBooks - Application Certificate dialog box, you will have to first accept the 2004 security certificate, and then later accept the 2009-2 security certificate.
The following image shows the SmartVault 2004 security certificate.
7. When the QuickBooks - Application Certificate dialog box displays (regardless of whether the SmartVault 2004 or 2009-2 security certificate displays), accept the SmartVault certificate by completing the following steps:
a. Select the fourth option, Yes, always; allow access even if QuickBooks is not running.
b. If your QuickBooks company file is used by more than one user, in the Login as field, select Admin from the drop-down list.
c. Click Continue.
The dialog box you see should be similar to the following image.
8. In the Access Confirmation dialog box, click Done.
The dialog box you see should be similar to the following image.
9. If the date displayed for the SmartVault security certificate in the QuickBooks - Application Certificate dialog box in step 6 was 2009-2, complete the following steps:
a. Wait until the Add Company to SmartVault dialog box displays.
Note: It make take several seconds for the Add Company to SmartVault dialog box to display.
The dialog box you see should be similar to the following image.
b. In the Add to Vault field, select the name of the vault you want to add the QuickBooks company file to from the drop-down list.
If you have only one vault in your SmartVault portal, this vault will be selected for you by default.
If you have more than one vault in your SmartVault portal, select the vault you want to add the QuickBooks company file to from the drop-down list.
c. In the Folder name field, specify the name of the folder you want to add the QuickBooks company file to.
Note: By default, the folder name is the name of the QuickBooks company file. If the folder name with the includes a period (.) character, an error message will display and the OK button on the dialog box will be inactive. This is because folder names cannot include a period (.) character. For example, if your QuickBooks company file name is Acme, Inc., the OK button on the dialog box will be inactive until you remove the period (.) character from the folder name. Once you remove the period (.) character from the folder name, the OK button on the dialog box will become active.
d. Click OK.
The SmartVault Toolbar should now display on the right side of your QuickBooks window, and your QuickBooks window should be similar to the following image:
10. If the date displayed for the SmartVault security certificate in the QuickBooks - Application Certificate dialog box in step 6 was 2004, complete the following steps:
a. Close the QuickBooks company file, and then open and close the QuickBooks company file two or three times, logging in as Admin each time you open the company file.
Note: Opening and closing the QuickBooks company file three times seems to force QuickBooks to recognize updated security certificates.
b. When the QuickBooks Application Certificate dialog box displays again, verify that the SmartVault 2009 security certificate now displays. The dialog box you see should be similar to the following image.
c. Accept the SmartVault 2009 security certificate by completing the following steps:
– Select Yes, always; allow access even if QuickBooks is not running.
– If your QuickBooks company file is used by more than one user, in the Login as field, select Admin from the drop-down list.
– Click Continue.
d. When the Access Confirmation dialog box displays again, click Done.
The dialog box you see should be similar to the following image:
e. Wait until the Add Company to SmartVault dialog box displays.
Note: It make take several seconds for the Add Company to SmartVault dialog box to display.
The dialog box you see should be similar to the following image.
f. Add the QuickBooks company file to one of your SmartVault vaults by completing the following steps:
– In the Add to Vault field, select the name of the vault you want to add the QuickBooks company file to from the drop-down list.
If you have only one vault in your SmartVault portal, this vault will be selected for you by default.
If you have more than one vault in your SmartVault portal, select the vault you want to add the QuickBooks company file to from the drop-down list.
– In the Folder Name field, specify the name of the folder in SmartVault that you want to add the QuickBooks company file to. By default, SmartVault will create a folder with the same name as the QuickBooks company file. If you want to use a different folder name, type a different folder name in the Folder Name field.
Note: If the folder name with the includes a period (.) character, an error message will display and the OK button on the dialog box will be inactive. This is because folder names cannot include a period (.) character. For example, if your QuickBooks company file name is Acme, Inc., the OK button on the dialog box will be inactive until you remove the period (.) character from the folder name. Once you remove the period (.) character from the folder name, the OK button on the dialog box will become active.
g. Click OK.
The SmartVault Toolbar should now display on the right side of your QuickBooks window, and your QuickBooks window should be similar to the following image:
Following this procedure allows 95% of SmartVault users who had SmartVault installed in their environment prior to February 20, 2010 add their QuickBooks company file to SmartVault.
However, there may be some cases where this procedure may not work due to other issues related to the QuickBooks company file.
h. If the SmartVault Toolbar still does not display in the QuickBooks window, complete the following steps:
– In QuickBooks, on the Edit menu, click Preferences.
– In the left pane, click Integrated Applications.
– In the right pane, click the Company Preferences tab.
The Company Preferences dialog box you see should be similar to the following image.
– Under Application Name, remove the first SmartVault entry by clicking SmartVault, then clicking Remove, and then clicking Yes.
– Under Application Name, remove the second SmartVault entry by clicking SmartVault, then clicking Remove, and then clicking Yes.
Your screen should be similar to the following image.
– Click OK.
– Close QuickBooks.
– Sign out of SmartVault by right-clicking the SmartVault icon in the notification area of your desktop, and then clicking Sign Out.
The following image shows the location of the SmartVault sign out option on your desktop, as well as the Sign Out option available when you right-click the SmartVault icon in the notification area.
– Repeat Step 4 through Step 9 again.
i. If the SmartVault Toolbar still does not display in QuickBooks, contact SmartVault Support for additional assistance. For more information about contacting SmartVault Support, go to http://support.smartvault.com/contact-support.
