Remote Data Sharing (RDS) is an alternate method for exchanging information between Point of Sale and your QuickBooks financial software over your local area network. This method allows you to share data without installing QuickBooks on your Point of Sale server workstation.
Remote Data Sharing will not work if the QuickBooks Financial software and QuickBooks company file are both on the Point of Sale server workstation.
Advantages and disadvantages of using RDS
- Doesn't require QuickBooks financial software to be installed on your Point of Sale server workstation, which may be accessible to employees
- Offers additional security benefits
- More complex to set up and use the recommended setup.
- Terminology is confusing: "Server" and "Client" for RDS purposes do not correlate with Point of Sale "Server" and "Client" workstations
- During data exchanges, QuickBooks and the RDS server application must be running, and your file open on the computer that has QuickBooks installed.
This version of RDS is compatible with:
- Microsoft Windows 7
- Microsoft Windows Vista
- Microsoft Windows XP
- Microsoft Windows Server 2003 and 2008
To use RDS to exchange information between Point of Sale and QuickBooks:
- Print the RDS Guide to use as a reference while installing and configuring the RDS utilities. This guide includes screenshots of the process.
- On the computer where QuickBooks and the QuickBooks data file resides, download the RDS Server Installer, saving it on your Windows desktop.
- On the computer where Point of Sale is installed, download the RDS Client Installer, saving it on your Windows desktop.
- Follow the instructions in the RDS guide to install and configure the applications.
If this solution does not resolve the issue, you can read discussion and post message and questions relating to your issues on the QuickBooks Point of Sale Community Forum.
How to install Remote Data Sharing (RDS)
- On the QuickBooks Financial machine, run the RDS Server setup from the POS CD (Extras\RDSServer.exe). After installing, it will launch the RDS program automatically.
- On the first screen it will ask you to create a RDS Server Login / Password. This does not have to be the same as the POS login. After creating a login, you can then start the service. Make sure that QuickBooks Financial is running before you start the service.
- Copy down the information in the Current Activity section. You will need the company file name, server name, and server port. Leave the RDS server running.
- On the Point of Sale machine, run the RDS Client setup from the POS CD (Extras\RDSClient.exe). After installing, it will launch the RDS program automatically.
- Make sure the port number in the RDS Client program is the same as the port number that was retrieved from the RDS Server, and then click the Find Server button.
- The RDS Client will look on the network for any RDS Server that it can find. It will present you with a list of available servers that it found. Pick the correct server name that RDS Server is running on.
- Enter Point of Sale and go to the Financial Preferences. In the company location type in just the company file name with a “.qbw” at the end. There is no mapped drive or path in front of the file name.
- RDS Client should then prompt you for the RDS password. Enter the password and choose Yes, Always to have it remember the password. RDS is now installed and configured.
The first thing to check when troubleshooting RDS is to make sure that the programs are installed correctly. RDS Server should be installed on the QuickBooks Financial machine, while RDS Client should be installed on the Point of Sale server. QuickBooks Financial should NOT be installed on the Point of Sale machine will not function at all. You can check for installed copies of QuickBooks from the Add/Remove Programs of the Windows Control Panel.
In order for the RDS Client to connect to the RDS Server, the Server must be started. You can start it by clicking the Start button on the main RDS Server screen.
Once the RDS Server is started, the RDS Client can be instructed to find the server. The client program will attempt to locate the server automatically when you click Find Server.
If the RDS Client is not able to locate the server, then there may be a firewall blocking the program. You can attempt to use a web browser to connect to the RDS Server program. Most web browsers are configured to allow access through the firewall. With a web browser open, type in the following address: https://:/qbXMLRemote?version
The is the name of the computer that the RDS Server program is installed on, and the is the port that the server is listening for connections on. All this information is shown on the RDS Server program when the server has successfully started.
In this example, the server name is “tucd030u229a” and the port is 7075. We would type the following: https://tucd030u229a:7075/qbXMLRemote?version
When you enter that information, it should prompt you to accept a security certificate. If you accept the certificate, it will return with the version of the RDS Server. If you get an error message or not able to locate the page, then there may be a problem with the network.
Once you have verified that the RDS Server is working and the RDS Client is able to make a connection, the next step is to check the file settings in Point of Sale. In Point of Sale, under the Edit > Preferences > Company > Financial there is a field where you specify the location of the QuickBooks data file that you want to link with. When using RDS you only want the name of the company file, not the entire path. The file name should match to what is listed on the RDS Server. Using the above example, our company file should be listed as “POS Financial 04.qbw” as that is what is shown on the RDS Server. Keep in mind that POS needs the .qbw extension, where the RDS Server does not display this. If you get an error message after typing in the file name, then there is a problem between Point of Sale and RDS Client. If you do get an error message, it will not save the company file name and will revert back to what it was originally.
If Point of Sale is unable to connect, but RDS Client has no problems, there may be a problem with the installation of RDS Client on this machine. You will want to go to Add/Remove Programs and uninstall RDS Client. After uninstalling the program, go to the C:\Program Files\Common Files\Intuit\Quickbooks\ folder and delete the RDS folder. After deleting the folder, reinstall the RDS Client program and make sure that it is able to find the server, then attempt to put the QuickBooks Company file name into Point of Sale again.If after all these steps you are unable to get Point of Sale to link with QuickBooks, please contact Technical Support for additional troubleshooting steps