Content Solutions DocumentationPublished Date: March 9, 2018 Downloaded: May 15, 2024, 10:31 pm |
Content Solutions Documentation |
QuickBooks
March 9, 2018
QuickBooks integration instructions:
In QuickBooks:
- Please ensure that you are using QuickBooks Pro, Premier, or Enterprise. Note that Sales Orders syncing is not possible in QuickBooks Pro (syncing POs, Invoices, and Estimates is supported in Pro, however).
- Please ensure that you have the QuickBooks Web Connector installed. This can be confirmed by going to File -> Update Web Services in QuickBooks.
- Please ensure that you are logged into QuickBooks using an account with Admin rights.
- Back up the company file you wish to use.
- Open the company file in Single-User Mode. To do this, please go to File and select Switch to Single User Mode (if you do not see this option, then you are already in single user mode). We may be making changes to the Preferences.
- Go to Edit -> Preferences. You will be making changes to or verifying settings under the following sections’ Company Preferences tab:
- Accounting: Ensure that Use account numbers is checked.
- Items and & Inventory: Uncheck Warn if not enough inventory quantity on hand (QOH) to sell.
- Jobs & Estimates: If you wish to sync Quotes from ChannelOnline, set Do You Create Estimates? to Yes.
- Sales & Customers: If you wish to sync Sales Orders from ChannelOnline, check the box for Enable Sales Orders.
- Sales Tax: If you Charge Sales Tax, make sure that Do you charge sales tax is set to Yes.
- Once you are done making your changes, you may go back to multi-user mode.
In ChannelOnline:
- Go to Admin -> Integrations. If presented with multiple Go to integration links, click the one for QuickBooks.
- Click the box for Enable.
- For Company, you have the choice of doing the sync against whatever company file is open at the time you run the sync (Use company currently open in QuickBooks) or specifying a company file to sync to (Use company name from QuickBooks). If you utilize multiple company files at your company, we recommend specifying a company name so that there is no confusion regarding what company file is going to be updated.
- Note: We suggest against syncing ChannelOnline to more than one Company File at a time. If you wish to switch what company file you sync to, please contact ChannelSupport so that we may assist you with that process.
- Enter any password (between 3 and 9 characters) into the QuickBooks Connector fields. Note this password for the future as you will be entering it into the Web Connector window.
- Ignore the Run a sync… checkbox for now and keep it unchecked. We may revisit it later.
- Click Save.
Notes on this current screen:
- From now on when you go to Admin -> Integration (if you have only one integration set up) or Admin -> Integration -> Go to integration for QuickBooks, you will be brought to this screen.
- Synced Items:
- This section gives you a brief overview of the number of items that have synced in the past 7 days. Currently all values read None because nothing has been synced, but once you start syncing items, these will change to numbers. Clicking on the number for a corresponding item type will bring up a more detailed view of the synced items. While in that screen, you have the capability of searching among all synced items, going back further than 7 days, and deleting synced item entries (Deleting a synced item will not delete the item from ChannelOnline or from QuickBooks. Rather, it will simply delete any record of the item having ever been synced. This is helpful because in the future, we may encounter a debugging matter that involves syncing the item for the “first time” and that can be encountered by making sure no synced item entry exists for this item.)
- Customers Export Exception Report: This will give you a list of customers from ChannelOnline that will not map to a QuickBooks customer (via the Map Customers screen, which will be explained later) or have a new QuickBooks customer created for it due to reasons such as a duplicate name or a name that is too long. You can correct the name on this screen and save it to work around this limitation.
- Connection:
- Clicking Edit will bring you to the first screen from when you clicked the Enable
- Please download the QWC File here…: Clicking QWC file here will download the file needed for the Web Connector, which will be discussed later (under Setting Up the Web Connector).
- The checkbox for Run a Sync… has to do with whether there are existing customers in ChannelOnline and existing customers in QuickBooks that you would like to map together. This is a special case, because the traditional means of syncing the customers from one tool to the other may result in duplicates being made. If this is checked and the Web Connector is run, all of the currently configured jobs (Customers, Invoices, etc) will be ignored and that sync will be dedicated to simply populating the Map Customers screen with QuickBooks customers, which is covered in the next bullet.
- Map Customers from QuickBooks: If you ran a sync to look for existing customers (explained in the previous bullet), clicking the Map link will bring up the list of customers from QuickBooks that are not mapped to any customer in ChannelOnline. In the right column of this screen, you will see blank fields where you can enter a ChannelOnline company name and map the entries together by clicking one of the autocompletion options, then clicking on Save Mappings.
- Map ChannelOnline Suppliers to QuickBooks Vendors: Typically, ChannelOnline vendors need to be created for the first time in QuickBooks. However, if you already have some of these created prior to the integration setup, you can opt to map the ChannelOnline entry to the already existing QuickBooks entry. This will help minimize the amount of duplicate vendors in QuickBooks, as well as give you the ability to have vendors in QuickBooks with slightly different names than what shows in ChannelOnline.
- Preferences: To be discussed in the next section.
- Complete Reset: The link in this section will be utilized for completely resetting your settings, details, and clearing out your Synced Items list for this integration for you to start from scratch. Examples of when this would be used: switching to a new company file, where you will have to reestablish products and customers synchronizations; meeting the 100k product limit of one company file.
The Preferences section:
- Click Edit for the Preferences section.
- The QuickBooks Item type section:
- ChannelOnline has 3 different product types: Product, Service, and Labor. QuickBooks has 3 types: Inventory, Non-inventory, and Service. When a product is synced from ChannelOnline to QuickBooks, the ChannelOnline product type is going to need to correspond to one of the QuickBooks product types. Set those values based on your preferences here.
- QuickBooks Accounts:
- The next few fields are where you specify the accounts for which the transactions for the inventory and non-inventory items will go to. These accounts can be found under Lists -> Chart of Accounts in QuickBooks, which you can add to if you wish. Note: the accounts specified here must be root/parent accounts and cannot be nested under any existing account.
- Item for Shipping and Handling:
- When documents that have a Shipping and Handling cost are synced to QuickBooks, the QuickBooks instance will have a new line item for it. If you leave this value alone, it will be created when you perform your first sync. If you have an existing item in your QuickBooks item list that you would like to use for this item, you can specify that here.
- Document Options:
- Document Internal Notes are notes that are only seen on the admin side of ChannelOnline (not visible to the end customer). It is synced by default. You can opt to not sync this value by checking this box.
- Document External Notes are notes that are seen on the admin side of ChannelOnline and are visible to the end customer. It is synced by default. You can opt to not sync this value by checking this box.
- PO links on Sales Orders / Invoices: If a PO is made from an SO or invoice, the PO will have a reference/link to the SO or invoice that was used to make it. Check this box if you would like this value to also appear in the PO in Quickbooks. We recommend checking this box.
- SO links on POs: Same as above, but with the PO value present in the SO/invoice. We recommend checking this box.
- Tracking and Serial Numbers on Items: If you sync Sales Orders with Tracking and Serial numbers on line items, we recommend syncing these boxes. If you do not, or you do not have a need for bringing this information into QuickBooks, you may leave these unchecked. Leaving these checked when you do not sync documents with Tracking and Serial Numbers may result in the documents coming over with extra text such as “Tracking #: “ and “Serial #s: “ but with no values for them.
- Tax Items/Groups: This is where you go if you have specific tax items/groups that you work with and wish to limit your syncing to. If you do not, then new tax groups will be created as needed (every time a new combination of state and rate is encountered). Creating new items/groups is the selected scheme by default.
Mapping:
- This page is a series of read-only pages that show what values from ChannelOnline map to which values from QuickBooks for each of the different types of objects that can be synced. If a value does not show up in this section, there is a good chance it is not taken into account during synchronizations.
Synchronization Jobs:
This screen is used to configure which items you wish to sync, and how to determine what to sync.
Note for support: There exists a bug for Quickbooks where the Synchronization Start Date is being asked for even if it isn’t being used (the job is not enabled or the job is set to use the Mark Items option). For now, just have them enter today’s date if that applies.
Employees job:
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- Note: We do not recommend enabling this job. Unlike the other jobs, Employees are not edited often enough to warrant this job needing to be run as often, so making changes manually should be fine.
- Click Edit for this job.
- The SalesReps section will feature the name and email address of the ChannelOnline salesreps. Every salesrep that will be an Account Manager for synced customers or document owner on documents will need to be mapped to a salesrep entry in QuickBooks.
- First, ensure that a QuickBooks salesrep entry exists by going to Lists -> Customer and Vendor Profile Lists -> Sales Rep List. You can add a new entry here if you wish.
- Take the Initials of the QuickBooks salesrep entry and enter them into the QB Initials column of on the ChannelOnline screen.
- Click Save.
Customers Job:
This job is the only job that is capable of syncing from ChannelOnline to QuickBooks or from QuickBooks to ChannelOnline. Support recommends ChannelOnline to QuickBooks, but either option works.
- Click Edit for the Customers Job.
- If you are syncing customers from QuickBooks to ChannelOnline:
- Set the Synchronization Start Date to today (it will be ignored since it does not apply but needs to be populated).
- Select the radio button for Import to ChannelOnline.
- Specify what field you wish to use for the ChannelOnline customer number in QuickBooks. We recommend the Account Number under the Payment Info section of a customer, but we support the usage of a custom field as well.
- Ignore the Force a customer sync… option. This is only used for Exporting to QuickBooks.
- Check the Enable checkbox and then click Save. This will make it so that any time this job is run, the sync will attempt to create/map a new customer within ChannelOnline.
- If you are syncing customers from ChannelOnline to QuickBooks:
- Select the radio button for Export to QuickBooks.
- Set the Synchronization Start Date to whatever date you wish to use as the threshold for which customers to sync. All customers with a Last Modified date on or after this date will be synced.
- Specify what field you wish to use for the ChannelOnline customer number in QuickBooks. We recommend the Account Number under the Payment Info section of a customer, but we support the usage of a custom field as well.
- You can opt to sync only customers that have documents to sync (recommended) or you can opt to bring every customer from ChannelOnline into QuickBooks. If the latter, check the box for Force a customer sync…
- Check the Enable checkbox and then click Save.
Estimates, Sales Orders, and Invoices Jobs:
Due to the nature of how documents work within ChannelOnline, the most common case is to select one of the above jobs and enable it. The following instructions apply to whichever job is the one you opt to enable:
- Click Edit for the relevant job.
- There are two ways to sync documents in these jobs: sync all documents that have a last modified date on or after a specific date, or sync only items that have been marked for export:
- If you wish to sync items that are marked for export, select the radio button for Include only items marked for export. You will then use the link provided in this screen for Click here to mark items for export to mark your items after searching for them, or you can use the Mark Items button on the main Synchronization Jobs page.
- If you wish to sync all items from a specific date, select the radio button for Use synchronization dates. Set the Synchronization Start Date to the date you wish to use (today’s date typically works unless you wish to sync documents made before this integration).
- Check the Enable box.
- Click Save.
Purchase Orders:
If you wish to sync POs:
- Click Edit for the POs job.
- Set the Synchronization Start Date accordingly (either to today’s date or to the date of the earliest PO that you wish to sync) or select “Include only items marked for export”.
- Check the Enable box.
- Click Save.
Additional Notes for this Screen:
- Job History will show the history of recent jobs that have been run. The Status column will have the word Completed when the job finishes. If this word is hyperlinked/clickable, you can click it and view messages regarding why certain items have not synced.
- The Retry button in the Synchronization Jobs section is used to force the job to run going all the way back to the synchronization start date, if applicable. Clicking Retry after making a change to the Synchronization Start Date and before the job is run again is recommended.
Setting up the Web Connector:
- Download the QWC file from the Connection screen and save it to your computer.
- In QuickBooks, open up the Web Connector by going to File -> Update Web Services in QuickBooks.
- Click the button for Add an application.
- Select the QWC file you downloaded from ChannelOnline.
- You will get a pop up asking for authorization of a new service. Click OK.
- If asked about settings regarding allowing access, select the option for Yes, allow even if QuickBooks is not running.
- If asked for an account to associate with this application, specify an account that has administrative access.
- Click Save.
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- If no errors show, you are done. There are two common errors that can be fixed by opening the QWC file in notepad:
- Error QBWC1039: There was a problem adding the application
- You will need to perform the following on the QWC file which was downloaded from ChannelOnline:
- Select Connection tab, select Please download the QWC file here, save it on the desktop.
- Edit the file using a text editor and increment the following two values:
- <OwnerID>{549dddc2-2557-46b4-a762-23ab217144ad}</OwnerID>
- <FileID>{acbbdb24-6874-435a-bda0-495977e7e383}</FileID>
- You will need to perform the following on the QWC file which was downloaded from ChannelOnline:
- Error QBWC1039: There was a problem adding the application
- If no errors show, you are done. There are two common errors that can be fixed by opening the QWC file in notepad:
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- The above numbers are for example purposes, yours will be different.
- Since they are HEX values, make sure you use letters only up to F.
- In this example, the last digit of OwnerID changes from ‘d’ to ‘e’ and the last digit of the FileID changes from ‘3’ to ‘4’
- Save your changes and re-add the QWC file to the Web Connector.
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- Error QBWC1039: This file doesn’t support QuickBooks version
- Edit the file using a text editor and QB Supported AuthFlags Value
- SupportQBSimpleStart 0x1
- SupportQBPro 0x2
- SupportQBPremier 0x4
- SupportQBEnterprise 0x8
- Save your changes and re-add the QWC file to the Web Connector.
- Edit the file using a text editor and QB Supported AuthFlags Value
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Additional tables to configure in QuickBooks:
The last thing that needs to be done before the test sync is to be run is to ensure that the payment methods and shipping methods from ChannelOnline appear in QuickBooks. For Shipping and Delivery Methods, go to Lists -> Customer and Vendor Profile Lists -> Ship Via List. For Payment Methods, go to Lists -> Customer and Vendor Profile Lists -> Payment Method List.