AccountEdge Hosted

AccountEdge Hosted is a hosted virtual desktop service. A virtual server is configured and hosted in the cloud containing one or more virtual desktops, depending on the number of users required. Think of it as a server in the cloud for the customer's accounting -- each user has their own desktop on that server and can concurrently connect to it and run AccountEdge (and other applications).

Users connect using Microsoft Remote Desktop Connection (Windows) or Microsoft Remote Desktop (Mac), both free. Once connected, the user gets a full Windows 10 desktop experience with AccountEdge Pro already installed.

The company file must reside on the virtual server/cloud desktop. If multiple users need it, the company file should be placed in a Public user directory, another shared directory, or an optional attached storage account (additional fee).

Both SaaS software and AccountEdge Hosted are delivered from a cloud data center, but they work differently. SaaS is a specific piece of software accessed via a browser. AccountEdge Hosted instead gives the customer a desktop hosted within a data center, with AccountEdge and other applications pre-installed -- the same software they're used to running locally. Think of it as having a PC in the cloud running Microsoft Windows, accessible from most any device, from any location.

The hosting provider's cloud infrastructure is based in SSAE 16-certified data centers in New York City and New Jersey, meeting the redundancy and security requirements customers expect from an enterprise-grade data center.

The hosting provider, Apps4Rent, is a Microsoft-Certified Tier-1 Cloud Solutions Provider with Gold Certification, serving over 10,000 customers over the last 15 years.

Apps4Rent (the hosting provider/partner) has several useful video guides on their website covering setup and general functions in the platform.

When a customer signs up for AccountEdge Hosted, they immediately receive their first month's invoice, and a ticket is sent to Apps4Rent to begin the setup process. The customer receives their hosted desktop details and user login credentials within 24-48 hours of signup. The email from Apps4Rent contains the Hosted website URL, user names, and passwords.

To connect to the Hosted desktop, open a browser and paste in the URL for the Hosted desktop -- this brings up a login screen. Recommend bookmarking the URL for easy navigation. Log in using the provided username and password.

The cloud desktop requires a serial number and workstation licenses for each user. It comes pre-registered using the customer's existing serial number, with an additional workstation license added so they can evaluate AccountEdge Hosted while their local AccountEdge software remains registered on their own computer.

The total number of cloud desktop users being signed up for must match the number of AccountEdge licenses associated with the serial number. Additional workstation licenses can be added to the serial number at any time -- contact customer service via chat or email. When signing up, we check that enough workstation licenses are associated with the serial number to match the number of cloud desktop users requested.

Once the customer has their login credentials (PC Name, user name, password), they can create a connection within Microsoft Remote Desktop. Mac users can download the free Microsoft Remote Desktop v10 from the Mac App Store; Windows users use the Remote Desktop Connection app built into Windows.

Each user needing access requires their own cloud desktop account. Once a user has credentials, they can set up multiple devices to connect using the same credentials -- for example, a laptop, a tablet, and a home Mac or PC. However, only one device can be connected to a given cloud desktop account at the same time. If multiple people need access, each requires their own cloud desktop.

Any device that supports Microsoft Remote Desktop can connect: Windows PCs, Macs, most phones, tablets, and Chromebooks.

AccountEdge Hosted provides a cloud desktop running Windows with AccountEdge for Windows pre-installed -- the same software the customer would run locally on Mac or PC. Customers can have as many company files as they like, as long as there's enough available storage on the cloud desktop's hard drive (they're paying for access to the cloud desktop and AccountEdge, not per company file). The service includes 40 GB of hard drive space; additional space can be purchased if needed.

These could be company files for different companies, backup files from previous years, etc. Each person needing access requires their own login/account, and all of a customer's users share whatever company files are migrated to the cloud desktop -- typically stored in the Public Documents directory, which all users can access.

For assistance migrating files to a cloud desktop, contact AccountEdge support and we can step the customer through the process. (Walkthrough videos exist for both AccountEdge Pro for Windows and for Mac users, following the steps below.)

Recommend backing up AccountEdge files, including the AccountEdge Documents directory (found in the user's Documents folder for AccountEdge Pro, or in Library/Application Support/AccountEdge NE for Network Edition). After migrating, also recommend renaming the original local company file so data doesn't get mistakenly entered into it post-migration.

If not already done, launch AccountEdge Pro on the cloud desktop and open the sample company file -- this creates the appropriate directories in the Documents folder.

Register AccountEdge Pro with the serial number if not already done (may require deactivating license(s) from the local Mac(s) to free them up for the cloud desktop). If a message appears about the product not matching the serial number, contact us to adjust the serial number.

Once connected to the cloud desktop, move the company file(s) over. Options include:

• Dropbox or similar services on the cloud desktop -- note that installing Dropbox natively (vs. accessing via browser) may sync the full Dropbox directory to the cloud desktop, so be mindful of space.
• Clipboard copying -- within Microsoft Remote Desktop, under Devices & Audio, there's a "Redirect" setting for the clipboard, allowing copy/paste of text and files between the local machine and the cloud desktop. Recommended for small files only.
• Folder sharing -- also within Microsoft Remote Desktop, an option to "redirect" folders shares a local folder with the cloud desktop for copying files back and forth.

• Company files -- any AccountEdge company files to access from the cloud desktop.
• Custom forms -- Mac-customized forms aren't cross-platform compatible with AccountEdge for Windows; Mac users need to recreate their customized forms on the cloud desktop.
• Custom reports -- any custom reports created in AccountEdge.
• Spreadsheets -- any edited OfficeLink Excel templates (only ones that were edited, not the full template set).
• Letters -- any edited OfficeLink Word templates (only ones that were edited).
• Graphics -- graphics linked to the company file; copy this directory over.
• AccountEdge Documents directory -- contains files attached within the company file; copy the entire directory over (on Network Edition, found in Library/Application Support/AccountEdge NE/AccountEdge Documents).

With one user and one cloud desktop account, place the company file and related AccountEdge files in the user's Documents directory, same as usual. Other files (custom reports, graphics, edited Excel/Word templates) go in their respective directories -- navigate via the File Explorer icon in the Task Bar (similar to the Mac Dock/Finder). The AccountEdge Documents directory (attachments) should be located in the Documents folder.

Additional users can be added or removed at any time -- adding a user requires requesting an additional set of Hosted credentials. To add or remove a user, contact customer service via chat on the website.

Each user is provided login credentials when their AccountEdge Hosted account is provisioned. Recommend changing the password once logged in successfully for the first time.

After changing the password within the cloud desktop, the password used in the Microsoft Remote Desktop client connection needs to be updated to match. Passwords can be changed for all users by the Administrator via the Control Panel (right-click the Start menu > Control Panel > Users), or each user can change their own.

When finished using the virtual desktop, there are 2 options from the Start menu: Disconnect or Sign Out.

• Disconnect -- keeps the user's desktop session active. Useful when stepping away briefly (lunch, restarting the local computer, etc.) rather than ending the session.
• Sign Out -- frees up resources for other users and is generally more secure. Recommended when actually leaving the virtual desktop.

Restart should only be done once all other users are signed out of their virtual desktop accounts and have AccountEdge closed -- a warning appears if other users are still connected.

Shut Down is admin-only and shuts down the virtual server, disconnecting all users. To bring it back up, log into the Control Panel portal (https://portal.vdi.hostingcloudapp.com/) with the provided panel credentials -- see "Restarting & Starting Up the Cloud Desktop" below.

A restart may be needed for installing certain software, AccountEdge updates, or Windows OS updates. If Shut Down was used from within the cloud desktop (rather than Sign Out), the server has to be restarted from the Control Panel portal -- it won't come back on its own.

1. Go to the Control Panel portal: https://portal.vdi.hostingcloudapp.com and log in with the provided panel credentials (these may differ from the cloud desktop user name/password).
2. Click Virtual Machines in the left navigation.
3. Click Restart (if the server needs restarting) or Start (if it's already shut down). The server's status is shown in the Status column next to the Virtual Machine name.

To use OfficeLink in AccountEdge Pro (sending reports to Excel, mail-merge letters, emailing via Outlook), the cloud server needs Microsoft Office and Excel installed. Customers can subscribe to Office 365 ProPlus, or use their own license if they already have an appropriate version -- contact customer care to subscribe.

Only Office 365 ProPlus or Office 365 Enterprise E3 (or higher) can be installed on a cloud server. ProPlus includes Outlook, OneDrive, Word, Excel, PowerPoint, and Microsoft Teams, plus 1 TB of OneDrive cloud storage.

The cloud desktop comes with AccountEdge Pro for Windows pre-installed, along with a small set of standard utilities. Additional applications can be installed as needed, including Microsoft Office, and essentially any software that runs on Windows 7 under Terminal Services. Support can help check whether a given application is supported in the Hosted environment, but setup/troubleshooting of third-party applications themselves is outside the scope of AccountEdge support.

To install an application so it's accessible to all cloud desktop users (AccountEdge updates should instead follow the normal update routine below):

1. Right-click the Start menu and choose Control Panel (or search for Control Panel via the taskbar magnifying glass).
2. Click Programs, then Install Application on Remote Desktop.
3. This launches the Remote Desktop Application Installation Wizard -- disregard any references to inserting a CD-ROM/disk for downloaded software.
4. Click Next, then Browse to select the installer file (e.g. mysoftwareinstall.exe).

The cloud desktop ships with AccountEdge Pro pre-installed at the latest update available at setup time. After that, updates are optional, same as on a local PC/Mac -- use Help > Check for Updates to verify the latest is installed. Notifications appear when updates are available (unless disabled in Preferences). Payroll Tax Updates are delivered the same way for Payroll Tax Plan subscribers.

Windows software updates (including security updates) can be scheduled at the customer's discretion -- Apps4Rent may reach out about required Windows updates and can assist installing them. AccountEdge Pro upgrades and licensing are sold the same way as for local installs; when an upgrade is available, we'll reach out by email (and the software may notify as well). Customers can purchase and self-install an upgrade, or we can assist with installation.

New AccountEdge Hosted accounts come pre-installed with the latest version. For existing AccountEdge customers, the serial number is updated to match the version installed on the cloud desktop.

Customers coming from an older version need to upgrade their company file when migrating it to the cloud desktop, the same as they would for a local upgrade (see the How to Upgrade guide). As new versions are released, customers can purchase and install an upgrade the same way, just on the cloud desktop. Payroll Tax Service subscribers receive upgrades and payroll tax updates as part of their service and can install when available -- we notify customers the same way, with a download link.

Customized forms are not cross-platform compatible between Mac and Windows. Customers with customized invoices, checks, etc. on a Mac will need to re-create those forms using AccountEdge Pro for Windows from within their cloud desktop account.

AccountEdge Hosted cloud desktops are protected by best-of-breed firewall and anti-virus/malware software (Windows Defender). This firewall and anti-virus software cannot be disabled by users.

The cloud desktop is backed up daily by the hosting provider, Apps4Rent -- but this backup is meant for disaster recovery, not for restoring individual files/data on request. Customers remain responsible for backing up their own AccountEdge data (and any other data stored on the cloud desktop).

Same as with a locally installed copy of AccountEdge, recommend connecting the cloud desktop to a Dropbox account and backing up the company file and related AccountEdge data there. Alternatively, back up through AccountEdge directly to the Apps4Rent hosted desktop/document folder, then copy the resulting backup.zip to the local machine -- a local directory can also be connected via the Remote Desktop connection settings to copy files, including the company file, to a local PC or Mac as a backup.

Third-party backup software providers (e.g. BackBlaze, iDrive) can also be subscribed to for backing up cloud desktop data generally.

The service provider takes weekly full and daily incremental backups, run nightly. During a disaster scenario, the provider can assist recovering from these backups.

It's still important for customers to maintain their own backups of AccountEdge data and any other personal files, treating the cloud desktop like their own PC -- using AccountEdge's built-in backup methods and storing backups remotely (Dropbox recommended), plus keeping a local copy on their own PC or Mac.

If a customer decides Hosted isn't right for them and wants to move back to a local PC install, their company file can be moved back down. Before cancelling service, back up the company file and related AccountEdge files to the local PC first (see "Backing Up Data on a Cloud Desktop" above).

Once backed up, the same methods used to move files up to the cloud desktop work in reverse: Remote Desktop cut/paste (small files only), a shared local directory via File Explorer, or Dropbox/other file-sharing services.

Internet connection & display lagging

If the display lags when opening/closing windows or moving the mouse, this is typically an internet connection issue. Windows users can reduce the Color Depth setting (Display tab) and adjust settings under the Experience tab. Mac users can change Color Quality and try disabling "Optimize for Retina Displays".

AccountEdge performance

Think of the AccountEdge Hosted cloud desktop as a single PC server in the cloud -- all Hosted users reside on this one server. A large company file (large size, or thousands of items/customers/jobs) can impact performance for everyone on it.

Other applications & Microsoft Office

Using additional applications alongside AccountEdge (a Microsoft Office subscription, etc.) can affect performance. If multiple users are on the cloud desktop server simultaneously, each with Outlook or Excel open, overall AccountEdge performance may suffer.

Windows can be resized within the virtual desktop -- either the main AccountEdge screen or the overall application.

1. If the application opens full screen, reduce it via the Restore Down icon in the upper right (also accessible via the top toolbar).
2. Resize further by clicking any corner or side and dragging.
3. Both the gray background and the AccountEdge Pro window can be resized by dragging corners or sides.
4. Move the background window by clicking the white area at the top of the gray screen.
5. Move the application window by clicking the blue banner at the top and repositioning within the background window.
6. The Window link on the top toolbar can tile, cascade, or close the application window within the background window.
7. The resolution set in Remote Desktop > Display also affects window sizing on the virtual desktop -- this can be adjusted before connecting.

If AccountEdge Pro freezes and can't be closed normally, it may need to be closed through the Windows Task Manager.

1. Right-click the Start button in the lower left corner.
2. Click Task Manager.

1. Highlight the AccountEdge Pro application.
2. Click End Task in the lower right.

The AccountEdge application closes and the highlighted line is removed from Task Manager.

When attempting to install applications or AccountEdge updates on the virtual desktop, it may be necessary to disable the Ransomware Protection policy temporarily -- this Windows feature can block install/update processes from writing to protected folders.

If AccountEdge Pro crashes or closes improperly, it can leave lingering lock files. Lock files are created on login and should clear automatically on quit -- if the software terminates improperly (e.g. it crashes), those lock files aren't cleared, and the program thinks the user is still logged in even though they're not.

1. Have everyone log out of the data file. Open the folder containing the company file and delete any .flk files found (access####.flk or lock####.flk).
2. Restart the virtual server through the Control Panel login (see "Restarting & Starting Up the Cloud Desktop" above).

1. Ensure all users have logged out of AccountEdge Pro.
2. Click Start > Power > Restart to restart the server.
3. Once the desktop begins restarting, the remote connection disconnects. After it has had time to restart, reconnect via Remote Desktop -- the lock files can now be deleted.
4. Open File Explorer and navigate to the company file's location. (Company Data Auditor can also find this: log into AccountEdge, Accounts > Company Data Auditor > click the "File Location" link -- lock files live in the same folder.)
5. Delete any .flk file(s) -- right-click and choose Delete.

Once the lock files are removed, all users may sign back in.

Session-based AccountEdge Hosted is a different deployment architecture than the dedicated-VDI setup covered above (multiple users share a session rather than each having a dedicated virtual desktop), so lock file issues are resolved differently:

1. Fully exit the application before disconnecting from the virtual desktop.
2. If one user fails to do so, that user should log back in and exit the application correctly. If that user is unavailable and the company owner has their login credentials, the owner can log in as that user and exit the application properly.
3. If neither is possible, contact the Apps4Rent support team -- they can log in as administrator and terminate the session via Task Manager to release the file lock.

Phone (toll-free): 866-716-2040, option 2 for Support. Email: support@apps4rent.com. Live chat: apps4rent.com.