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Ecommerce Online Store - Operations - QuickBooks

Overview

QuickBooks Account Settings

What settings can I control from my store?

From the Control Panel of your Online Store, you have the option to select the specific accounts that the information you download from your store will update in QuickBooks®. You can also update your online store with the list of accounts that you are using, any new Products that you have added, and Product Inventory Quantities from within QuickBooks®.

Account Settings - Income

All Income Accounts can be found from the Chart of Accounts within your QuickBooks® Company File. The Income Accounts that are displayed within your Control Panel depend on the choices that you have made within QuickBooks®. Your first synchronization will pull your Chart of Accounts into the Control Panel and list all of your Income Accounts. Select the Income Account that would like to have the QuickBooks® Integration send Income (Order and Sales) information.

Account Settings - COGS

The Cost of Goods Sold Accounts (COGS) can be found from the Chart of Accounts within your QuickBooks® Company File. The COGS Accounts that are displayed within your Control Panel depend on the choices that you have made within QuickBooks®. Your first synchronization will pull your Chart of Accounts into the Control Panel and list all of your COGS Accounts. Select the COGS Account that would like to have the QuickBooks® Integration send cost of goods information.

Account Settings - Inventory Assets

The Inventory Asset Accounts can be found from the Chart of Accounts within your QuickBooks® Company File. The Inventory Asset Accounts that are displayed within your Control Panel depend on the choices that you have made within QuickBooks®. Your first synchronization will pull your Chart of Accounts into the Control Panel and list all of your Inventory Asset Accounts. Select the Inventory Asset Account that would like to have the QuickBooks® Integration send Inventory information.

Account Settings - Other settings

You will have the option to manage three other settings from your QuickBooks® Account Settings page in your Control Panel. You will be able to update the Chart of Accounts from QuickBooks®, pull in (upload) new Products that you have added to QuickBooks®, and pull in (upload) Inventory Quantities that you have modified in QuickBooks®.

  • Pull in Chart of Accounts from QuickBooks on the next sync: When this option is selected your QuickBooks® Integration will update the Accounts listed in the drop-down menus for the Income, COGS, and Inventory Asset accounts on the Account Settings Page. If you have recently made changes to your Chart of Accounts, it is recommended that you update your Account Settings.
  • Pull in Products from QuickBooks on the next sync: When this option is selected, your QuickBooks® Integration will upload any products from QuickBooks® that have not already been entered into your Online Store. You can then use the "Import Products " link to select the Products that you wish to add to your store.
  • Pull in Inventory from QuickBooks on the next sync: When this option is selected, your QuickBooks® Integration will update the Inventory Quantities for any products included in the orders that are currently being synchronized with the newly adjusted Inventory Amounts listed in QuickBooks®.

Note: You will see a set of three checkboxes listed under Additional settings. You cannot upload all three of these in one synchronization. When all three checkboxes are selected, the application will ignore the third checkbox (Pull in inventory), so that inventory will not be uploaded until the next time you synchronize your storefront with QuickBooks. If you want to perform all three operations, we suggest that you click the checkboxes for Pull Chart of Accounts and Pull in products only. Then with a second synchronization, select the checkbox for Pull in inventory only.

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What is QuickBooks Integration?

The QuickBooks® Integration is a secure tool which allows you to transfer Order, Product, and Customer information between your online store and QuickBooks®. You will be able to download orders from your online store into QuickBooks, complete with all of the Products, Shipping and Billing information, and Customer details. You will also be able to upload Product and Inventory information to your store directly from QuickBooks, eliminating tedious double entry work.

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How much will the QuickBooks Integration cost me?

Absolutely nothing! The QuickBooks Integration comes included with the nsCommerceSpace Premium Shopping Cart package and is compatible with most versions of QuickBooks for Windows 2008-2010. The list of supported versions of QuickBooks is shown below. Older versions of QuickBooks will no longer be supported since Intuit is ending support for these legacy programs. For more support information about QuickBooks, click here.

QuickBooks Enterprise, versions 2008 - 2010

QuickBooks Premier 2008 - 2010

QuickBooks Pro 2008 - 2010

QuickBooks Simple Start 2008 - 2010

QuickBooks Point of Sale, Basic & Pro, version 7 - 9

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What if I need help?

Remember, if you have any questions about the software that this guide does not answer, our Technical Support Representatives are available to help you 9:00 AM to 9:00 PM Eastern, Monday through Friday at (888) 252-ECOM. For help with QuickBooks, you can visit their Support Center Online or you can contact support from one of the following numbers:

  • QuickBooks: Basic, Pro and Premier: 1-888-320-7276

Monday-Friday: 6:00 AM to 6:00 PM Pacific Time

  • QuickBooks: Enterprise Solutions: 1-866-340-QBES (7237)

Monday-Friday: 5:00 AM to 5:00 PM Pacific Time

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E-Commerce QuickBooks Integration Setup

To setup your QuickBooks Integration follow the steps listed below. You will need to create a QuickBooks .QWC file and download the QuickBooks Web Connector software, as well as a defined user.

Note: The default super admin that exists when the store is created will not work with the QuickBooks Integration tool. 

Before you begin, please ensure that you are using a supported version of QuickBooks.

1. In the Operations > QuickBooks > Account Settings page, select the Admin User you wish to use and your QuickBooks program type.

2. Click the Get .QWC file button.

3. Click the Download Your Store .QWC File link. This will open a pop-up asking if you would like to open or save the file. Save the file in an easily found folder. You will need to reference this file when you launch the QuickBooks Web Connector program.

4. Open the QuickBooks software you are integrating with (QuickBooks Financial Software or QuickBooks Point of Sale). Make sure the company you would like to connect to your E-Commerce Web site is open.

5. Download and install the QuickBooks Web Connector.

6. Open the QuickBooks Web Connector. Click the Add an application button in the lower right hand corner and browse to the ‘NetSol Web Connector.qwc’ file you created and saved using the E-Commerce QuickBooks Setup Wizard.

7. After a few moments an Authorize New Web Service screen will be displayed. Click the OK button.

8. QuickBooks will display a screen for you to authorize access to your QuickBooks company for your E-Commerce website. The screen will vary a bit depending on what QuickBooks software you are using. Select the option for allowing access whenever QuickBooks is open and continue.

9. Enter your E-Commerce Control Panel password in the Password field of the QuickBooks Web Connector. Click Yes if asked if you would like to save the password.

10. You may sync your E-Commerce Website with QuickBooks no more than once every 10 minutes. If you would like the Web Connector to automatically sync your E-Commerce Website with your QuickBooks software, check the Auto-Run box and enter an interval (in minutes) in the Every_Min field. For example, to sync every 5 hours, check the Auto-Run box and enter 300.

Automatic Sync

To manually sync, place a check in the box on the left and click the Update Selected button at the top of the QuickBooks Web Connector.

Manual Sync

11. After your first sync, go to the QuickBooks Account Settings page in your E-Commerce Control Panel. (Operations tab > QuickBooks > Account Settings). Place a check in the ‘Import inventory on the next sync’ and ‘Export Orders on the next sync’ boxes and click Save. Your E-Commerce website is now integrated with your QuickBooks software. Until this step is completed no information will be synced between your E-Commerce website and QuickBooks.

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What fields will carry over when I upload products from QuickBooks?

When you create a new Item/Product in QuickBooks®, there are five fields from the Item Editor that will carry over to the Product Editor in your Control Panel. These fields will determine the Product Name, Price, Quantity, and Descriptions for your Products that you choose to list in your Online Store.

  • Product Name - Item Name/Number: The Product Name field in the Product Editor of your Control Panel will be determined by what you enter into the Item Name/Number field in the Edit Item screen of QuickBooks®.

  • Price - Sales Price: The Price field in the Product Editor of your Control Panel will be determined by the price you enter into the Sales Price field in the Edit Item screen of QuickBooks®.

  • Stock Quantity - On Hand: The Stock Quantity field in the Product Editor of your Control Panel will be determined by the number of Product you enter into the On Hand field in the Edit Item screen of QuickBooks®.

  • Short Description - Item Name/Number: The Short Description field in the Product Editor of your Control Panel will be determined by what you enter into the Item Name/Number field in the Edit Item screen of QuickBooks®.

  • Full Description - Description on Sales Transactions: The Full Description field in the Product Editor of your Control Panel will be determined by what you enter into the Description on the Sales Transactions field in the Edit Item screen of QuickBooks®.

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What fields will carry over when I download customers into QuickBooks?

When you download customer details from a new order into QuickBooks®, there are nine fields from the Customer Manager in your Control Panel that will carry over to the Customer Center in QuickBooks®. These fields will determine the Customer's Name (First & Last), Billing & Shipping Address, Company, Phone Numbers, and Email Address for any customers that have placed an order with your Online Store.

  • Customer Name - Last Name, First Name: The Customer Name field in the QuickBooks® Customer Center will be the Last Name followed by the First Name for that customer in the Customer Manager of your Control Panel. If this Customer Name already exists in QuickBooks®, the QuickBooks® Integration will add a random two digit number to the beginning of the name. For example, if the name Doe, John already exists then the Customer Name may be Doe, John 02.

  • First Name - First Name: The First Name field in the QuickBooks® Customer Center will be determined by the First Name field for that customer in the Customer Manager of your Control Panel.

  • Last Name - Last Name: The Last Name field in the QuickBooks® Customer Center will be determined by the Last Name field for that customer in the Customer Manager of your Control Panel.

  • Phone - (Billing Address) Phone Number: The Phone field in the QuickBooks® Customer Center will be determined by the Billing Address Phone Number field for that customer in the Customer Manager of your Control Panel.

  • Alt. Phone - (Shipping Address) Phone Number: The Alt. Phone field in the QuickBooks® Customer Center will be determined by the Shipping Address Phone Number field for that customer in the Customer Manager of your Control Panel.

  • E-mail - Email Address: The E-mail field in the QuickBooks® Customer Center will be determined by the Email Address field for that customer in the Customer Manager of your Control Panel.

  • Bill to - Billing Address: The Bill To section in the QuickBooks® Customer Center will be determined by the Billing Address Section for that customer in the Customer Manager of your Control Panel.

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What fields will carry over when I download Orders into QuickBooks®?

When you download Completed Orders from your Online Store into QuickBooks®, there are twelve fields from the Order Details in your Control Panel that will carry over to the Sales Receipts in the Customer Center in QuickBooks®. These fields will determine the Date of the Order, Shipping Information, Billing & Shipping Address, Customer Information, and Product Information for any orders that have been placed your Online Store and you have sent to QuickBooks®.

Note: QuickBooks offers you up to five additional fields that you can customize to suit your needs. For the synchronize process, you will need to make one of these fields available. When you start the synchronization, the storefront application looks for system-assigned product IDs in QuickBooks so that the product can be identified and updated. These IDs are stored in one of the customizable fields upon initial download. If you are currently using all five of your customizable fields, the storefront cannot add the product IDs in QuickBooks; therefore, when you try to sync, it will not be able to find the products to update them.

  • Customer Job - Last Name, First Name: The Customer Job field in the QuickBooks® Sales Receipt will be the Last Name followed by the First Name from the Customer Information section of the Order Details of the Control Panel.

  • Date - Order Date: The Date field in the QuickBooks® Sales Receipt will be determined by the Order Date from the Order Details of the Control Panel.

  • Payment Method - Credit Card Type or PayPal: The Payment Method field in the QuickBooks® Sales Receipt will be determind by the form of payment that was used on the Order, usually this will be a Credit Card Type such as Visa, MasterCard, or American Express.

  • Ship via - Shipping Carrier: The Ship via field in the QuickBooks® Sales Receipt will be determined by the Shipping Carrier that was selected on the order from the Shipping Method section of the Order Details.
  • Sold To - Billing Address: The Sold To section in the QuickBooks® Sales Receipt will be determined by the Billing Address section of the Order Details from the Control Panel.
  • Tax: Taxable items within QuickBooks® will have the tax on each item displayed on a per line item view. The total tax for the order will also be displayed at the bottom of the Sales Receipt within QuickBooks® from the Order Details within your Control Panel.
  • Ship To - Shipping Address: The Ship To section in the QuickBooks® Sales Receipt will be determined by the Shipping Address section of the Order Details from the Control Panel.
  • Qty - Quantity: The Qty line item for each Product within the QuickBooks® Sales Receipt will be determined by Quantity line item for each Product from the Order Details in the Control Panel.

  • Rate - Item Price: The Rate field within the QuickBooks® Sales Receipt is the individual price per each Product and will be determined by the Item Price from the Order Details in the Control Panel.

  • Amount - Total Price: The Amount field in the QuickBooks® Sales Receipt is the total cost for all quantities of each product ordered and will be determined by the Total Price from the Order Details in the Control Panel.

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