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Software Requirements

QuickBooks (Australian Version) 2009/2010

For testing purposes, download the QuickBooks free trial. Before installng QuickBooks, make sure that Adobe Flash is on the computer, or you will get an error during installation.

When using the export from Eclipse to QuickBooks, QuickBooks needs to stay open and running. It is okay to do anything in QuickBooks - but - you should not leave it stuck on a modal dialog because that will prevent QODBC from functioning and an exception will result. As 99% of operations in QB do not involve modal dialogs, almost all ordinary work should be able to occur in parallel.

To view patients (aka customers), use the Customer Centre button on the main QuickBooks toolbar.

QODBC Driver

Download from qodbc.com.

We are using QODBC version 9.00.00.261 as of July 2009.

Free 30-day trial unlock is available in trade for email address. There are 3 modes for the install; for testing purposes, use the standalone mode (not involving other users).

QODBC on Vista

UAC must be on. If it was not on, turn it on and reboot. Reference using QODBC on VISTA

QODBC Configuration

You may need to repeat the steps in this section several times: once to configure things prior to cleanup (without Eclipse), and then again to configure things for use during ongoing operation (with Eclipse).

Make sure QuickBooks is running and you are able to open the relevant company files.

QODBC has good documentation, including this page about installation. That page may be worth reading in advance, to understand the range of features available, especially regarding optimization of data transfer. Nonetheless, the essential steps are covered here.

After installing QODBC, go into ODBC configuration (e.g. Control Panel, Administrator, ODBC) and create a new System DSN. Use one of these names exactly:

QBMedicalObjectsLink: for use during cleanup (without Eclipse)

QBMedicalObjectsLinkProvider01: change Provider01 to keyword based on Doctor Name

(with Eclipse)

QBMedicalObjectsLinkProvider02: change Provider02 to keyword based on Doctor Name

(with Eclipse)




For each DSN, click the [Configure] button to get into the dialogs particular to QODBC.

 

During cleanup, link to the ACTIVE QUICKBOOKS FILE as shown here:

 

For ongoing use, link to a PROVIDER QUICKBOOKS FILE as shown here:

Granting Permission

You should use the TEST button to TEST each connection. When you do, QuickBooks will ask for approval, several times, as shown below. Be sure to change to the 4th radio button, enabling maximum permissions, so that the export from Eclipse can occur with QuickBooks closed.

 





Optimizer Settings

Check the Optimizer tab and make sure the radio button is selected "the start of every new connection"). Try to put the temporary files on a high-speed hard disk which is separate from the .qbw data file:

As recommended by QODBC, the simplest way to test the configuration is to use the so-called "VB Demo" which is installed along with the QODBC driver. It will be accessible through Start > Programs > QODBC Driver > VB Demo.

When that runs, use the menu, Connections > Add New Connection. Go to Machine Data Sources and select QBMedicalObjectsLink.

Enter sp_columns Customer and click the Query button. You should see a list of all columns (in the currently-open QuickBooks file).



The data under COLUMNNAME is especially important because that is used when configuring the export feature, to tell the software exactly where to place certain data.

Sample answer using test scenario #4

Each custom field will be VARCHAR 30.

  • CustomFieldAllergies
  • CustomFieldDOB
  • CustomFieldGeneralPractitioner
  • CustomFieldInsurance
  • CustomFieldPCode
  • CustomFieldStreetAddress

 

Save exact list of fields

To save your answer, use the menu: Edit > Copy All Results. That places the information on the clipboard, after which it can be pasted into Notepad or an email message. This is recommended, because you will probably need to refer to the list several times during configuration and testing.

Note that fieldnames which display in QuickBooks with spaces, such as "General Practitioner", are stored without spaces, e.g. CustomFieldGeneralPractitioner. Whenever Eclipse asks about your QuickBooks field names, it is asking about the version without spaces.

 

Troubleshooting

It is possible for QuickBooks to deny access to Eclipse, even though permission has been granted. This can occur when the registry becomes slightly corrupt, for example, when there is a power outage or when a virtual machine is only partially restored.

You can reset the permissions inside QuickBooks as long as you are using it in Single-User Mode. On the main QuickBooks menu, select Edit > Preferences, go to Integrated Applications on the left, and go to Company Preferences on the right. The QODBC driver will probably be listed as FLEXQuarters QODBC. If you do not see a checkmark indicating approval, use the Remove button to delete the saved-permission-information. That way, then next time a connection is attempted, the user will again have the option of approving the link.

Clean QuickBooks Data

Assess Status of Existing Data

Use the utility named QBCountExisting to determine whether there are any data entry issues to be resolved prior to configuring a live link from Eclipse to QuickBooks.

Before running any cleanup utilities, be sure to make a backup and optionally prepare a report so that you can quickly review the changes.

Backing up QuickBooks Data

When you back up multiuser QuickBooks from a workstation, you are given a warning that templates and icons are not saved unless the file is backed up from the server.

However you can backup templates yourself. Discussion is in this forum posting. You use the menu: List > Templates and then click the Templates button and then use the Export feature to save a copy to a known folder location.

Custom QuickBooks Report on Custom Fields

It may be helpful to add a custom report into QuickBooks, to aid in proofreading. Here is a sample report (a Customer List), with added fields to show the custom data which needs to be cleaned. (Test scenario #4).

To make this report in Quickbooks, use the menu: Reports > List > Customer_Contact_List. Click [Modify Report] button.

On the Display tab, you should see checkmarks next to fields. You can turn off Phone, Fax, Balance Total and then near the end of the list, turn on any custom fields such as DOB, Allergies, Insurance, GP. Click [Ok] to make Quickbooks remember your selected fields.

You can make columns more narrow by sliding the edges.

Use the [Memorize] button and save the report under a name so that it can be re-used later.

On the main menu, use File > Save as PDF to save a copy of the resulting report.

 

After Cleanup

The following screenshot gives an idea of what a customer list could look like after cleanup. The Notes field contains the custom data, and all the custom fields have been erased so that they can be re-used for data exported from Medical Objects.

 

To re-run your saved report, use the menu: Reports > Memorized Reports, and select the one you saved earlier.

 

 

Cleanup Utilities

Reminder: make a backup prior to running any cleanup utilities.

Fix DOB

Use the utility named QBFixDOB to fix "close" dates so that they are in perfect dd/mm/yyyy format for Australia.

Re-run the counts and make sure that there are no more DOB errors.
 

Move data to Notes

Make a backup and then use another utility to move custom data to the Notes field (this utility must be provided especially for your business; upon request). NB: single quotes may not be used within Notes. This utility will stop if it finds any single quotes in the Notes data.

Restructure QuickBooks to Match Eclipse Configuration

The final step of cleanup is to rename the now-blank custom fields so that they are ready to receive data from Eclipse. For example, the Allergies field could be renamed to DVA. The correct structure depends on what one wants to export from Eclipse, which is described in more detail below.

Eclipse

Manage Queues

 

Click Setup to modify the details.

 

 

QuickBooks Export

Before using Eclipse to configure the export, it is helpful to decide on an exact plan.

 

Required Fields[edit]

MO Field NameQB Field NameNotes
Name FirstFirstName 
Name LastLastName 
PatientIDAccountNumberIn QB, if AccountNumber is already ised, a custom field is required.
Date of BirthCustomFieldDateOfBirthIn QB, this could be a custom field named DOB or DateOfBirth

 

Strongly Recommended Fields

MO Field NameQB Field NameNotes
SexCustomFieldGenderIf available, this helps accuracy of matching MO to QB data.

 

Optional Built-In Fields

Any of the following fields (which are always available in QuickBooks) may be selected to receive the corresponding data from Medical Objects:

 

MO Field NameQB Field NameY to Include
Name PrefixSalutationY
Name MiddleMiddleNameY
Curr Address StreetBillAddressAdd1Y
Curr Address CityBillAddressCityY
Curr Address StateBillAddressStateY
Curr Address Postal CodeBillAddressPostalCodeY
Phone - HomePhoneY
Phone - WorkAltPhoneY
Phone - MobileAltContactY
EMailEMail-
GP Name and Address; AllergiesNotesY

 

Select Custom Fields for the Customer (Patient)

NB: PatientID, Date of Birth, Gender, Allergies and GP Details are listed above.

From the list in the table below, decide which data will be used.

QuickBooks allows a maximum of 7 custom fields, and MO may export up to 30 letters and/or numbers into each.

Assuming (a) that PatientID can be stored in the AccountNumber field, and (b) a custom field is used for Date of Birth and Gender, and (c) GP Name and Address and Allergies are combined into the QB Notes field, then QuickBooks allows 4 more custom fields.

 

Example - custom fields in QB BEFORE integration

This is what custom fields might look like in QB, before integration with MO. The problem with this situation is that the required and recommended fields are not present.

 

  • Insurance - good - can be used
  • Allergies - data can be longer than 30 characters
  • DOB - good - can be used
  • General Practitioner, Street Address, City PCode - use up 3 fields; should move to Notes

 

 

Example - custom fields in QB AFTER adjustments

This is how custom fields might be used in QB, after making adjustments to allow for the required and recommended fields. Note a maximum of 4 fields have been marked Y to Include.

 

MO Field NameQB Field NameY to IncludeNotes
MedicareIDCustomFieldMedicareY 

PensionID

CustomFieldPensionID- 
DVACustomFieldDVAYe.g. QX9999A
SafetyNetIDCustomFieldSafteyNet- 
Date of DeathCustomFieldDateOfDeath- 
Referring PartyCustomFieldReferredByY 
Private HealthCustomFieldInsuranceY

Health Fund Abbreviation, e.g MBF, MBP, HCF, Westfund, NTF, Plus

Health Fund ID: E.g. 99999999Y

 

Activate Desired Fields

Based on those decisions, activate or de-active fields in the configuration list.

 

 

 

After selecting custom fields and, if needed, changing the name of any of the custom fields (e.g. DOB versus DateOfBirth versus Date Of Birth), use the Validate button to find out whether the settings match the company file currently open in QuickBooks.

If there are problems, the message area will say Bad News. To find out which field(s) are problematic, scroll up for detail. Use the slider bar to make more of the message visible at once.

 

 

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