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Accessing a VT Transaction+ data file on different PCs using a cloud storage service |
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VT Transaction+ can be used on more than one PC by storing the VT data file(s) on a shared drive that each PC has access to.
A cloud storage service can be used to set up a shared drive in the following ways:
Using a cloud storage service signed into the same account - this is suitable where one user wants to access the same data file on different PCs, e.g. on their home and office PCs.
Using a cloud storage service signed into different accounts - this is suitable where different users want to access to the same data file, e.g. a team of bookkeepers/accountants, or a business sharing a file with their accountant.
VT Software cannot provide technical support on using cloud storage services, however an example is provided below.
Using a cloud storage service signed into the same account
This is suitable where one user wants to access the same file on different PCs, e.g. on their home and office PCs.
This procedure requires each PC to be signed in to the same account of a cloud storage service. If you wish to share a VT Transaction+ data file with a user who has a different account, see Using a cloud storage service signed into different accounts.
Please note that storing a data file on a cloud storage service is not a substitute for backing up the file. Therefore you should also make regular backup copies of the file using the method described in Backing up data files.
1.If you have not already done so, install VT Transaction+ on each PC.
2.Create an account for a cloud storage service such as Dropbox, Google Drive or OneDrive, and and install the desktop version of their cloud storage drive on your PC from the following links:
•OneDrive download (OneDrive is already on your PC if you are using Windows 10 or 11)
In this example, Dropbox is used, but the same principles apply to other cloud storage services.
3.Once installed, the cloud storage drive appears on the list of drives on your PC in File Explorer. File Explorer can be accessed by clicking the yellow folder icon 
on the taskbar at the bottom of the screen:
4.Create a new folder in your cloud storage drive by right-clicking on the cloud storage drive and selecting New>Folder and giving the folder a name:
For example:
5.Move or copy the VT Transaction+ data file to the new folder in the cloud storage drive (VT Cash Book data files end in .vcb and VT Transaction+ data files end in .vtr.). The data file can be found in the Documents folder on your PC, unless you have moved or saved it to a different folder.
Screenshot showing a data file moved to a new folder created in the cloud drive
6.On your second PC(s), install the cloud storage drive in the same way as described in step 2, and sign in to the cloud storage service using the same account you created in step 2.
7.You should then see an identical copy of the cloud storage drive containing the VT Transaction+ data file on the second PC.
8.Both PCs should now have access to the VT Transaction+ data file, which can be opened through VT Transaction+ on either PC. Any changes made to the file will be updated in the cloud storage drive on both PCs.
9.Before opening a data file, please ensure that any other users who access the file have closed it, and that the file has been updated on the cloud storage drive (normally indicated by a tick symbol on the file icon), otherwise this could create conflicted versions of the same file (see Conflicted files below).
Using a cloud storage service signed into different accounts
This is suitable where different users want to access to the same file, e.g. a team of bookkeepers/accountants, or a business sharing a file with their accountant.
This procedure is for accessing a VT Transaction+ data file on different PCs signed into different accounts of a cloud storage service. If you wish to access a VT Transaction+ data file on another PC signed into the same account, see Using a cloud storage service signed into the same account.
Sharing a data file with another user
If you are the user sharing the file, follow the steps below. If you are the user receiving the file, follow the steps at Receiving a data file from another user.
Please note that storing a data file on a cloud storage service is not a substitute for backing up the file. Therefore you should also make regular backup copies of the file using the method described in Backing up data files.
1.Create your own account for a cloud storage service and download and install the desktop version of the drive on your PC:
•OneDrive download (OneDrive is already on your PC if you are using Windows 10 or 11)
In this example, Dropbox is used, but the same principles apply for other cloud storage services.
2.Once installed, the cloud storage drive appears on the list of drives on your PC in File Explorer. File Explorer can be accessed by clicking the yellow folder icon on the taskbar at the bottom of the screen:
3.Create a new folder in your cloud drive by right-clicking on the cloud storage drive and selecting New>Folder and giving the folder a name:
For example:
4.Move or copy the VT Transaction+ data file to the new folder in the cloud storage drive (VT Cash Book data files end in .vcb and VT Transaction+ data files end in .vtr.). The data file can be found in the Documents folder on your PC, unless you have moved or saved it to a different folder.
Screenshot showing a data file moved to a new folder created in the cloud drive
5.Share the folder containing the file with the other user(s) (in Dropbox do not share the file itself since it will not allow the original file to be edited by the recipient). The method for doing this depends on your cloud storage service. In Dropbox, this is done by right-clicking on the folder) and selecting the Share command with the blue Dropbox icon:
6.In Dropbox, after selecting Share, the following dialog appears. Enter the email address associated with the other user's account and select Share. Make sure the Can edit option is selected.
7.The other user should then receive an email with a link to add the folder to their own Dropbox account (as shown in step 3. of Receiving a data file from another user below).
8.Once they have added the folder to their Dropbox account, both of you are able to open the same file and make changes (but not at the same time).
Receiving a data file from another user
If you are the user receiving the file, follow the steps below. If you are the user sharing the file, follow the steps at Sharing a data file with another user.
Please note that storing a data file on a cloud storage service is not a substitute for backing up the file. Therefore the owner of the file should also make regular backup copies of the file using the method described in Backing up data files, and save the backups in a separate location.
1.Create your own account on the same cloud storage service as the person sharing the file.
2.Download the desktop version of the cloud storage drive on your PC in the same way as described in steps 1. and 2. of Sharing a data file with another user above).
2.Notify the other user of the email address associated with your cloud storage account and request that they share a folder containing their file to this email address, using the method specific to your cloud storage service (In Dropbox this is described in step 6. of Sharing a data file with another user.).
3.When the other user shares a folder with you, you will receive a notification email with a link to add the folder to your own cloud storage drive on your PC. In Dropbox you will receive the following email, click on Add to Dropbox:
4.The folder containing the file should then appear in your own cloud storage drive on your PC. Both of you are then able to open the same file and make changes (but not at the same time). Any changes made to the shared file will automatically be updated in both of your cloud storage drives.
Conflicted files
As with any file stored on a cloud based drive, there is a risk a conflicted copy of the file can be created.
This can happen if a user leaves the file open and another user opens and edits the file at the same time. Dropbox have produced an article with tips on how to overcome this (see https://help.dropbox.com/organize/conflicted-copy), but in order to avoid this happening you should make sure that each user has closed the file before another user edits the file.
