Treasurer copy vs. Cloud copy
SPVCA’s transactions are recorded in a Quicken data file named
‘2026 SPVCA Quicken.QDF‘
Let’s call the current file: Treasurer’s copy.
The .QDF file extension stands for ‘Quicken Data File’.
When the Treasurer enters transactions into Quicken, she is modifying Treasurer’s copy of ‘2026 SPVCA Quicken.QDF’. She can create a scrap copy by uploading the data file to a cloud storage. We’ll use OneDrive cloud storage in this case.
WARNING: Do not let OneDrive automatically sync the Quicken data file. The sync might take place while you have the file open, which can and has caused damage to the data. If you allow OneDrive to automatically sync your files, exclude the Quicken data file from that process. Only upload it when it is closed.
When the Treasurer uploads that data file to OneDrive, she is not uploading the actual file. Instead, Microsoft makes a duplicate copy of the data file and stores it in OneDrive. Let’s call it the cloud copy. The cloud copy is not connected to the Treasurer’s computer or the Treasurer’s copy.
When the Treasurer enters more transactions into Treasurer’s copy on Treasurer’s computer, Quicken does not reach out to the cloud and duplicate those transactions. The cloud copy is just sitting there as it was when it was uploaded. The cloud copy is now outdated because new transactions were added to Treasurer’s copy but not cloud copy.
When the Treasurer downloads the cloud copy from OneDrive after entering transactions into the Treasurer’s copy, the Treasurer is downloading an outdated copy. This freshly downloaded cloud copy does not have any connection to Treasurer’s copy. It does not contain any transactions that were entered after it was uploaded (copied) to OneDrive.
Uploading (copying) the Treasurer’s data file to OneDrive is simply a way to provide periodic copies of the data file to the board. The Treasurer should never download those copies because she is prone to entering new transactions into separate data files.
Quicken Login
SPVCA does not use a login to access the SPVCA Quicken data files.
SPVCA only has a login to our account at Quicken.com to access the Quicken software that we pay $130/year for. Multiple people can download it if they are all accessing the same data.