Knowledgebase: Microsoft Products
[QODBC-ALL] Using QuickBooks Data with Microsoft Access 2010(Linked Tables) 32-bit
Posted by Rajendra Dewani (QODBC Support) on 12 November 2012 02:10 PM

How to Use QODBC with Microsoft Access 2010 to Build Linked Table(32-Bit)

For 64 Bit, Please refer: How to Configure QODBC to Work With 64-bit MS Access

Creating a Table in Microsoft Access:

Note: Microsoft Access has many uses and will allow you to use your QuickBooks data files similarly to Access databases.

Open MS Access 2010, and make sure you are using the 32-bit version of MS Access:

A default database filename, Database1, appears in the box. You can edit this to a more relevant name, such as QB Link. accdb. Save the file as type "Microsoft Office Access Databases."

Then Click "Create" to create a blank database:

In the newly created database, you will find a default blank table. Please close this default table:

You could directly extract QuickBooks records from this table. But in this article, we will show you how to build a linked table to access QuickBooks.

Build a connection via External Data->More->ODBC Database, or directly click the ODBC database button at the External Data menu:

Under the Get External Data window, you will see two options:

Import the source data into a new table in the current database. This option will directly extract tables into Access Database, you can view and edit these tables, but all modifications will not be uploaded unless you build another query.

Link to the data source by creating a linked table: this option will create a table just like the first option but will keep its link to QuickBooks, which means all your operations to this table will be uploaded to QuickBooks, and the data in the table is also in full sync with QuickBooks.

This article will show you how to build the linked table in MS Access.

Build a Linked Table in MS Access

After you select the access method and click OK, then you will get a Select Data Source window:


Select the QuickBooks-related DSN you set up with the QODBC driver. This can be one of our pre-installed DSN names or one that you have created. (Here, I choose the default DSN as an example.)


NOTE: If you are using QODBC Online, Please select "QuickBooks Online Data" instead of "QuickBooks Data."


The first time you use MS Access to access QuickBooks, it will ask you to grant permission for this application:

Select the "Yes, Always" option, and then click "Done" in the next window:

Once the connection is built, Access will return a list of available tables in the Select Tables window. Please, select the tables you want to extract. Multiple Selection is available.

After the Linking table is successful, you will see linked tables been created in your MS Access file under "Tables":

You can view the property of these linked tables by right-clicking the linked table-> selecting linked table manager:

If you want to view QuickBooks records in this linked table, double-click the linked table, then you will see the records:

The linked table is always in sync with QuickBooks Data, so you cannot add or delete any columns in this table. But you can directly modify the data in the linked table. QODBC will automatically update the modification to QuickBooks.


Note:  When you run an application that is not fully ODBC compatible, they often support getting data from Access tables. To make this application work with QuickBooks tables, you can run the Microsoft Access setup, as shown above. Then have this application use the MS Access ODBC driver to talk to the Access database you created, which was linked to QuickBooks tables. This middleware approach allows us to support nearly any application, even if not fully ODBC compliant.

Also, Refer:
How to Use QODBC with Microsoft Access 2007
Using QuickBooks Data with Access 2013(Import Tables) 32-bit
Using QuickBooks Data with Access 2013 (Linked Tables) 32-bit
How to Configure QODBC to Work With 64-bit MS Access
Microsoft Access 2003 and QODBC


Keywords: create odbc connection, read/write with ms access, QuickBooks Online, QBO, Access, link tables

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