The DSN (Data Source Name) file helps small and medium-sized businesses to integrate QuickBooks with other software. The main purpose of using QuickBooks software is to save and secure the company file and information. In this blog, we will discuss multiple factors or terms of QuickBooks DSN files such as their use, and the steps to setup it.
Table of Contents
What is a QuickBooks DSN File?
QuickBooks software saves files with various QuickBooks file extensions onto your personal or professional computer system. The DSN file is used to access a specific data source from your software. DSN saves file connection information like database type, server name, and software login certificates.
In QuickBooks, a DSN file is used to make a connection with other third-party applications or software for accessing the accounting data that is stored in QuickBooks. You have to make sure that these third-party software has reporting tools, custom integration, and backup file features. These elements are essential for recovering QuickBooks company data.
Why do we use QuickBooks DSN files?
Here are several reasons to use QuickBooks DSN files to access company data:
Data Integration
They allow other third-party software to access or connect to the QuickBooks software directly. With the DSN file, other software doesn’t need to enter QuickBooks details and connection file details manually. Every time those software can access QB data without encountering any issues. It makes sure that the integration and data exchange features will perform smoothly between QuickBooks and external systems.
Enhance Reporting
Most business person depends on the custom reporting tools that work with QuickBooks company data. These tools have direct access to the QuickBooks DSN file, allowing for advanced reporting and business intelligence. You can easily access the data in the QB DSN file while creating custom financial reports or exploring sales trends.
Data Security
By using the DSN file, you can secure your store connection information and other company file details. You have to ensure that not exposed sensitive information like login ID and passwords during the integration between QuickBooks and other software. By using a DSN file, your company data is secured by adding one extra layer of security features at a time.
Data Recovery
QuickBooks DSN file is also used to create backups of your QuickBooks company file data. Using DSN files you can take a backup of your company data in case of data loss or system failure.
Troubleshooting Errors
During the integration of the QuickBooks DSN files, there may occur errors that are given below:
1. Connection Errors
If the DSN file is composed wrongly, then you can troubleshoot that issue by trying to connect. You have to make sure that all the connection details such as file location and authentication are correct.
2. Driver Issue
Outdated or missing ODBC drivers can prevent the DSN file from connecting properly. You have to install the exact or latest version of the DSN file.
3. Permission
The external application may require adjustments to user permissions to access QuickBooks data.
How to Setup QuickBooks DSN File?
Here are essential steps to set up QuickBooks DSN File:
- Firstly, you have to download and install QuickBooks ODBC Driver on your computer.
- Navigate to the Control panel and then select Administrative tools.
- Now, search for the ODBC from the menu and then click on the ODBC Data Sources tab.
- From the ODBC Data Source Administrator tab click on the System DSN tab.
- After that, click on the Add button to create a new data source.
- Select the QuickBooks data or QuickBooks ODBC Driver from the available drivers list.
- And then click on the finish tab.
- Now, enter the DSN configuration details:
- Give your DSN a unique name such as QuickBooks_DS.
- Enter the file path of the QuickBooks company file (.QBW) or select it.
- Enter the necessary credentials such as QuickBooks user name and password to grant access.
- Select the Test connection to ensure that the DSN file is successfully connected to the QuickBooks company file and configuration is correct.
- After that, click on the OK tab to save the DSN file.
- Configure the reporting tool in the external application to use the recently created DSN file to connect to QuickBooks.
- Run a test in the application to ensure the data is correctly retrieved from QuickBooks via the DSN connection.
Types of Extensions in QuickBooks
Now, we will discuss different types of QB file extensions:
QuickBooks: File Name .QBW
QuickBooks Company Data File, QuickBooks File, and Company File typically use the file extension .QBW. This is the primary data file that stores all the financial records of the company.
- Navigate to the QuickBooks Accounting software.
- Now, click on the Company File.
- After that, press F2.
- Now, you will see the Product Information Page.
After that, you will see all the information about your business and your financial reports. If you want to take a backup copy of your particular company data you can create it onto your QuickBooks account. You have to click on the Backup/create copy.
What are the Backup File Types (.QBM, .QBB)?
When the data of QuickBooks is created then you will see two options:
QBM
This is a compressed and light version of your QuickBooks file. This can mainly focus on the financial data of the QBW files. This does not include items like logos and templates among others. The QBM file has a smaller file size and is useful when you need to share financial data.
QBB
This type of backup captures a complete copy of QuickBooks QBW files. This includes all essential company data, like financial information, letters, logos images, and templates.
It also recommends to backup your QuickBooks data daily.
What are Database Support Files(.TLG, .DSN, .ND)?
Database Support Files are those files that do not require direct access.
.ND
- This .ND file shows the network data.
- It is a type of configuration.
- QuickBooks Company file also can be used with the help of this.
.DSN
- Data source names can be shown with the help of this.
- It includes all the data which is required for the particular QuickBooks Program.
- It is also a type of text file.
.TLG
- It is a type of log file.
- This can be monitor changes incurred by the file.
- TLG shows a translation Log.
Conclusion
The QuickBooks DSN file plays a crucial role in the integration of QuickBooks Company Data files and other third-party apps. With DNS files, you can improve reporting, or capabilities, and boost your business efficiency. In this post, we delivered essential steps for setting up the QB DSN file, its use, and the QuickBooks file extension name. If you still have problems in the DSN file then you can contact QuickBooks Customer support or professional Proadvisor.