[QODBC-POS] Using QuickBooks POS Data with Access 2013 (Linked Tables) 32-bit
Posted by Rajendra Dewani (QODBC Support) on 25 November 2013 11:20 AM
Using QuickBooks POS Data with Access 2013 (Linked Tables) 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 is a product with many uses and will allow you to use your QuickBooks POS Data files in the same fashion as Access databases.
Open MS Access 2013. You can find it via Windows Start->All Programs->Microsoft Office 2013:
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:
After the new database is created, Navigate to "External Data":
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 get 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 to do so.
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 the example.)
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 data from. Multiple Selection is available.
If the Import/Linking works without any problems, you will see linked tables been created in the table list of MS Access:
If you want to view QuickBooks records in this linked table, double-click the linked server, then you will see the records:
The linked table is always in sync with QuickBooks POS Data, so you cannot add or delete any columns in this table. But you can directly modify the data in the linked table, and QODBC will automatically update the modification to QuickBooks.
Note: When you run across 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.