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Created: 30/07/2017 | By: Magenest | Email: [email protected].

Introduction

QuickBooks Desktop Integration extension for Magento 2 is a powerful tool that allows merchants to automatically synchronize and update accounting data from their Magento 2 store to the QuickBooks Desktop software.

Please view more detail here: QuickBooks Desktop Integration

Main Features

Allows synchronizing and updating Customers from Magento 2 store to QuickBooks Desktop Items.
Allows synchronizing and updating Products from Magento 2 store to QuickBooks Desktop Customer.
Allows synchronizing Orders from Magento 2 store to QuickBooks Desktop Sales Orders.
Allows synchronizing Unpaid Invoices Magento 2 store to QuickBooks Desktop Open Invoices.
Allows synchronizing Paid Invoices Magento 2 store to QuickBooks Desktop Payments.

Note: Only Full Invoices are implemented

Allows synchronizing Credit Memos Magento 2 store to QuickBooks Desktop Credit Memos.
Allows synchronizing Guest Order

System Requirements

Your store needs to be running on Magento version 2.x.x

Prerequisites

An eligible copy of QuickBooks Desktop installed (Note: This QuickBooks Desktop Integration is compatible with all QuickBooks versions.)
QuickBooks Web Connector: You need to choose the QuickBooks Web Connector that is compatible with your QuickBooks version and download them here.

How to use

Step 1: Set up user for QuickBooks Web Connector

First, admins need to create user credentials to be used with QuickBooks Web Connector, this user account allows it to verify the ownership of your website. You can create one by going to QuickBooks Desktop > Manage Users, and click on Add New User.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_add_user_1.png

Fill all the fields then click Save Information to save the entered information. The username and password will be used with QuickBooks Web Connector later on.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_add_user_2.png

Step 2: Setup QuickBooks Desktop

Make sure you enable the configuration for Item & Inventory and Sales Tax in your QuickBooks Desktop.

If not, enable these config in Edit > Preferences > Item & Inventory and Edit > Preferences > Sales Tax

Go to your QuickBooks Desktop and set up all the sales taxes, including Item Sales Tax and Sales Tax Codes (Canada version). These Taxes will be used to map with each tax rate in your Magento Site with our table Mapping Tax Rates.

Documentation > 2. QuickBooks Desktop Integration User Guide > tax1.png

Step 3: Set up configuration

After completing a new user and setting up Taxes in QuickBooks, admins need to set up a few to integrate with QuickBooks.

Go to QuickBooks Desktop > Configuration > QuickBooks Desktop, there are two sections that are required to set before using the extension.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_config.png

Export QWC Files:

QuickBooks Desktop Version: Select the Country of your QuickBooks Desktop version
The Number of Tax Codes in QuickBooks Desktop:
Input the total number of all:
Sales Tax Items if yours is US version
Sales Tax Codes if yours is CA version

Select User: the user will be used to connect with Web Connector, which was created in the previous step: Create and manage user for QuickBooks Web Connector
Scheduler: Time for Web Connector to automatically run the Update (in minutes)

Account Type Settings:

In order to know how to enter exactly 4 fields, include:

Income Account

Expense Account

Assert Account

Cost of Goods Sold Account

> Please open the QuickBooks Desktop software and go to Lists > Chart of Accounts, find the exact name of the account and input it into each field.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_chart_account_1.png

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_chart_account_2.png

Finishing the Configuration by clicking Save Config

Step 4: Query the Company admin are using in QuickBooks to Magento 2

Only do this step when admins use this extension for the first time or when admins want to change the company in the QuickBooks Desktop application

Click on the Query Company button to export the company.qwc file

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_query_company.png

Documentation > 2. QuickBooks Desktop Integration User Guide > company_qwc.png

Run QuickBooks Web Connector.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_qwc_1.png

Click Add an application and choose the company.qwc file above.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_qwc_2.png

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_qwc_3.png

Enter the password of the User you select in Configuration.
Tick the checkbox
Click on Update Selected button to complete.

After the process is complete, go to QuickBooks Desktop > Configuration > QuickBooks Desktop again, you will see the company is now connected.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_company_connect.png

Finally, you can remove this Query Company application in Web connector by clicking Remove button there

Note: If admin wants to use other Company in QuickBooks Desktop application, create a company with a different name first then query the company again with QuickBooks Web Connector.

Step 5: Mapping Taxes

- Click the button Query Taxes to export the tax.qwc file
- Open the QuickBooks Web Connector software application.
- Click on Add an application button and choose the tax.qwc file above.
- Enter the password of the User you select in Configuration.
- Tick the checkbox
- Click on Update Selected button to complete.

After the process is complete, go to QuickBooks Desktop > Mapping Tax Codes

There will be a list of tax rates in your Magento Site, select the tax code that you just queried from QuickBooks Desktop in the dropdown for each tax rates.

Documentation > 2. QuickBooks Desktop Integration User Guide > tax2.png

Click Apply to save the mapping.

Finally, you can remove this Query Taxes application in Web connector by clicking Remove button there

Step 6: Sync Magento Data to QuickBooks Desktop

Click the button Synchronization from Magento to export the connect.qwc file

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_button_sync.png

Documentation > 2. QuickBooks Desktop Integration User Guide > sync_qwc.png

Open the QuickBooks Web Connector software application.
Click on Add an application button and choose the connect.qwc file above.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_qwc_sync_2.png

For the first sync, you must sync the existing data from Magento to QuickBooks Desktop, including the below feeds:

Go to QuickBooks Desktop > Manage Queue
There are 6 buttons for the feeds that admins need to be synced, include:

Sync Payment & Shipping Methods
Sync Customers
Sync Products
Sync Orders
Sync Invoice
Sync Credit Memos

Click these buttons with the order above to create the queues in the Manage Queue table.

Note: Only click these buttons for the first sync to sync the existing data from Magento to QuickBooks Desktop. The queue for new customers, products or transactions will be created automatically when these feeds are created in Magento

The status for each record will be Queue when it is created

Documentation > 2. QuickBooks Desktop Integration User Guide > queue1.png

After all the queues are created, open Web Connector again:

Enter the password of the User you select in Configuration.

Tick the checkbox for Synchronization from Magento application
Click on Update Selected button to sync.

Documentation > 2. QuickBooks Desktop Integration User Guide > qb_qwc_sync_3.png

After the process is complete, you can go back to Manage Queue table to check the result, for each record:

If success, status will be Success
If fail, status will be Failed and there will be an error message in Message column

Documentation > 2. QuickBooks Desktop Integration User Guide > queue2.png

Result

Sync customers from Magento 2 to QuickBooks

Documentation > 2. QuickBooks Desktop Integration User Guide > customer2.png

Documentation > 2. QuickBooks Desktop Integration User Guide > customer1.png

Sync products from Magento 2 to QuickBooks

Documentation > 2. QuickBooks Desktop Integration User Guide > product2.png

Documentation > 2. QuickBooks Desktop Integration User Guide > product1.png

Sync Orders from Magento 2 store into QuickBooks Desktop Sales Order

Documentation > 2. QuickBooks Desktop Integration User Guide > order2.png

Sync Invoices Magento 2 store into QuickBooks Desktop Open Invoices and Receive Payment.

Documentation > 2. QuickBooks Desktop Integration User Guide > invoice2.png

Documentation > 2. QuickBooks Desktop Integration User Guide > payment.png

Sync Credit Memos Magento 2 store into QuickBooks Desktop Credit Memos

Documentation > 2. QuickBooks Desktop Integration User Guide > memo2.png

Documentation > 2. QuickBooks Desktop Integration User Guide > memo1.png

Update

When a bug fix or new feature is released, we will provide you with the module's new package.
All you need to do is repeating the above installing steps and uploading the package to your store. The code will automatically override.
Flush the configure cache. Your store and newly installed module should be working as expected.

Support

We will reply to support requests within 2 business days.
We will offer lifetime free update and 6 months free support for all of our paid products. Support includes answering questions related to our products, bug/error fixing to make sure our products fit well on your site exactly like our demo.
Support DOES NOT include other services such as customizing our products, installation and uninstallation service.