One of the most requested new features to the desktop app has been the addition of file sharing. We’ve listened and file sharing is now available in the current version of the desktop app. There is nothing you’ll need to do to have access to the file sharing it will just be there the next time you run the desktop app.
The most obvious change you’ll see is the the big “Share” button on the right side of the menu bar which will allow you to select files for sharing via what used to be called our “give” feature. Just select the files, click share and you’ll be presented with two different options.
File Sharing with the Desktop App
The first option is to send the file (or files) yourself by generating a link that you can email directly to your recipient. The second option is to have us send the files for you. This second option most closely resembles the website “give” that you may be used to.
If you select the first option – you’ll be sent to a new window that contains the link that you can email directly to the recipient of your files. This allows you to customize the message and the email will come directly from you, making it more likely to be received and opened.
If you select the second option we’ll send the email for you but the link your recipient receives will be exactly the same.
We’ve also added public folder functionality to the Desktop App. Any file stored in your Public folder can be right clicked and you’ll see a menu item called “Show Public URL”. Selecting that option will get you a link to that specific file that can be posted in an email message, or a website, or one of your social media sites. That public folder link will continue to work until you remove or rename the file the link points to.
Thanks for requesting these new features. We hope you’ll find them useful.
If you’re a small business using Quickbooks to keep track of your income and expenses you probably share it with your accountant from time to time. If you only need to share the QuickBooks file at the end of the year, when the taxes are due, it’s a fairly simple process. You just create a backup copy of your data file and send it to your accountant for tax processing while you continue to work on the “live” file.
But if you need to share it more often, perhaps with a bookkeeper, you need to be extremely careful that you don’t each make changes to the same data file. If that happens either the changes that you made, or the changes that your bookkeeper made may be lost.
If you may have more than one person, in a different location, working on your Quickbooks file you need to have some sort of file locking process in place so that it’s not possible to have two people updating the file at the same time.
One way of doing this is to just be sure and check with the other person before you make any changes and then be sure to get them the changed file before they make any changes. Setting up a process of checking and double checking will work, but it can be a challenge.
An easier way is to use My Docs Online, with the Desktop Application to access your QuickBooks file. Your file is securely stored at My Docs Online and whenever you or your bookkeeper (or anyone else you designate) opens the file a file lock can be applied that prohibits anyone else from accessing the file while it’s in use.
We’ve got a video that shows how this works here and you can try it out for yourself by signing up for a Free Trial of our Multi-User Enterprise service. Pricing for the service that would secure support two people accessing the file begins at less than $10 per month.
April 15th is rapidly approaching, though the actual tax deadline this year is the 18th. Regardless, the pressure is on.
If you find that you need a hard copy receipt of your membership fees to provide to your you can generate a printable version of your most recent receipt by logging into your account at www.mydocsonline.com and clicking the “My Account” button.
Once you enter the My Account section you’ll see the Account Information section at the top of the page. In that section you should see a link to View / Print Most Recent Receipt. Clicking that link will provide a printable version of your most recent receipt.
If you have a quarterly membership and need a receipt for all purchases made during the year just email us at firstname.lastname@example.org and we’ll have our accounting group prepare that receipt for you.
Tax time can be chaotic so if there is anything we can do to help please let us know.