...
Created: 30/07/2017 | By: Magenest | Support portal: http://servicedesk.izysync.com/servicedesk/customer/portal/33
Table of Contents
...
Introduction
Magento 2 Quickbooks Desktop Integration for Magento 2 is a powerful tool extension that allows helps merchants to automatically synchronize and update accounting data from their synchronize error-free data from your Magento 2 store to the QuickBooks Desktop software.
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
QuickBooks Desktop automatically in real-time. Merchants can transfer unlimited online transaction data at a glance.
Main Features
- Connect to multiple QuickBooks company file
- Synchronize customer data from Magento 2 to QuickBooks. Update Customer data when updating customer information from Magento 2.
- Synchronize Guest data depend on Magento Order information to QuickBooks
- Synchronize Payment method & Shipping method from Magento 2 to QuickBooks
- Synchronize Product data to QuickBooks. Update Product data include updating stock when there is modification action from Magento 2.
- Mapping Tax data between Magento 2 and QuickBooks
- Synchronize Order data from Magento to QuickBooks with full information such as Shipping/Billing Address, order line items with tax/non-tax, Discount/Shipping amount
- Synchronize Partial/Full Invoice and corresponding Receive Payment from Magento 2
- Synchronize Partial/Full Credit memo data from Magento 2 with adjustment fee/adjustment refund
- 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
- You have to use SSL for your website
- Web connector application is required on the computer that installs QuickBooks with version 2.1.0.30 and older versions
- Support QuickBooks version:
- QuickBooks Enterprise Solutions
- QuickBooks Premier (2002 or later)
- QuickBooks Pro (2002 or later)
- QuickBooks Simple Start (2006 or later)
- Canadian editions of QuickBooks Pro, Premier, or Enterprise (2003 or later)
- UK editions of QuickBooks Pro or Accountant Edition (2003 or later)
Please note: QuickBooks Web Connector 2.1.0.30 and older versions only support up to TLS 1.0
...
How to setup connection
First of all, you have to set up the connection between the Magento website and QuickBooks software through the Web connector application. Please follow the below steps:
Step 1: Create user
In this step, you have to create a user account that will be used to establish a connection between Magento 2 and 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 UsersUser, and click on Add New User.
Fill all the fields then click Save Information to click Save Information to save the entered information. The username and password will be used with QuickBooks Web Connector later on.
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.
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.
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.
Finishing the Configuration by clicking Save Config
Step 4: Query the Company admin are using in QuickBooks to Magento 2
...
- Click on the Query Company button to export the company.qwc file
- Run QuickBooks Web Connector.
- Click Add an application and choose the company.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 > Configuration > QuickBooks Desktop again, you will see the company is now connected.
Finally, you can remove this Query Company application in Web connector by clicking Remove button there
| Note |
|---|
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.
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
- Open the QuickBooks Web Connector software application.
- Click on Add an application button and choose the connect.qwc file above.
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
...
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.
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
Result
Sync customers from Magento 2 to QuickBooks
Sync products from Magento 2 to QuickBooks
...
At the end of this step, you have to set up the account for the connection by going to QuickBooks Desktop > Configuration > Connection Settings
Step 2: Establish the connection
Please click on the “Query company” button to download the connection file to add to the Web connector application:
After adding the connection file to the Web connector application, run the application that has been added:
| Note: the password is the password of the user which be created in Step 1 |
|---|
Once the connection setup is done, you should see the following image:
| Note: You only need to establish a connection once for one company. |
|---|
...
Mapping Tax
In this step, the module will map the existing taxes in both systems, therefore, you have to have the corresponding taxes in both Magento and QuickBooks.
When all taxes have been prepared, please do the following step to mapping them:
Step 1: Query Tax from QuickBooks
First of all, get query-tax.qwc file to add to Web connector:
After Update Selected, you will see all of the taxes that exist in QuickBooks in the Tax Mapping table.
Step 2: Mapping Taxes
QuickBooks Desktop -> Mapping -> Mapping Taxes, you will see a table which shows all of the taxes in both Magento and QuickBooks
You should set the mapping for the QuickBooks tax that corresponds to the Magento tax.
Finally, click the Apply button to save the Mapping.
Synchronize Magento Data
Magento data will be synchronized into QuickBooks when all of them exist in the Queue table with Queue status.
Configuration
You have to set up some configuration before synchronizing Magento data into QuickBooks. Go to QuickBooks Desktop -> Configuration -> Synchronize Settings
When you open each section, you may see the following settings:
- Synchronization date from: set update which use to filter when you add object data to Queue by click button in the Header of the Queue table (second way to add data to Queue table)
- Income Account: Enter Income account name which use to create Inventory Item in QuickBooks
- Other Income Account: Enter Income account name which use to create Other charge item in QuickBooks
- Discount Income Account: Enter Income account name which use to create Discount item in QuickBooks
- Account for Non-Inventory Item: Enter account name which use to create Non-Inventory item in QuickBooks
- Cost of Goods Sold Account: Enter COGS account name which use to create Inventory item in QuickBooks
- Asset Account: Enter Asset account name which use to create Inventory item in QuickBooks
- Max records per Request: When you click to Update Selected or Autorun is triggered in the Web connector, there will be a lot of requests sent to Magento to get data and import to QuickBooks. This field will set the number of items that will be imported into Quickbooks in each of these requests. By default, if you don't set a value for this configuration, it will process all records of one type for each request.
Please note that you shouldn’t set it up too large or leave it blank to avoid connection timeout error.
Add data to Queue table
You can add Magento data to the Queue table in the following way:
- Auto-add by trigger add/edit object. It means when you create a new customer or new Order or same that, it is automatically added into the Queue table.
- Add a set of object data with date filter by clicking the button in the header of the Queue table
- Add specific object data by using Mass action:
Synchronize Data to QuickBooks
Step 1: Download Synchronize Queue file
Go to QuickBooks Desktop -> Configuration -> Synchronize Settings, click the Synchronize from Magento button to download the sync-queue.qwc file
Step 2: Run the file in the Web connector
Add the file that you downloaded in step 1 to the Web connector. Then you can update manually by Update Selected or use the Autorun function to get data from Magento to QuickBooks.
Note:
- Simple, Virtual, Giftcard, Downloadable products in Magento will create an inventory item in Quickbooks.
- Other products such as Bundle products, Configurable products, Group products will create a non-inventory item without a list of child items. Only SKU, price, and description will be imported.
- Only Support Inventory item and Non-inventory item when synchronizing Sales Order.
- The order of the items that are processed while importing to Quickbooks are Shipping method, Payment method -> Customer/Guest -> Product -> Order -> Invoice -> Receive payment -> Credit memo.
You have to make sure that all the information needed to create an order/invoice/receive payment/credit memo must be imported successfully before importing them into Quickbooks to avoid not found error.
Queue table information
In default, the Queue table only shows the item that belongs to the current company. It means that the items were added while connecting a company, when you change to another company, you have to add data again.
Explain the columns function:
- Entity ID: Magento entity id
- Type: Magento entity type
- Increment ID: The ID of Order, Invoice, Receive payment (is Invoice ID) and Credit memo
- Action name: Add or Mod
- Status:
- Queue: the records are ready to synchronize to Quickbooks.
- Synchronizing: the records are processed by Web connector.
|
|---|
- Fail: this record cannot synchronize. You should take care of Message error and follow the documentation How to fix some common errors while importing data to Quickbooks.
- Success: the records are imported to Quickbooks successfully.
- Blocked: these records will not be imported to Quickbooks. You can change these records to Blocked if you don’t want to import one to Quickbooks.
- Enqueue DateTime: the date-time that this record was added
- Dequeue DateTime: the date-time that this record was processed by the Web connector
- Message error: when a record cannot be imported, Quickbooks will return an error message that shows why the error occurred. In this case, you should follow the document How to fix some common errors while importing data to Quickbooks. Then you have to correct the data of this record before synchronizing it again.
- Action: You can quickly go to the Magento entity by clicking the View
...
Result
Sync customers from Magento 2 to QuickBooks
Sync products from Magento 2 to QuickBooks
Sync Orders from Magento 2 store into QuickBooks Desktop Sales Order
...
Sync Invoices Magento 2 store into QuickBooks Desktop Open Invoices and Receive Payment.
...
Sync Credit Memos Magento 2 store into QuickBooks Desktop Credit Memos
...
...
...
| Note: The QuickBooks Desktop Integration supports one-way synchronization only, so the admin should not edit the synced data in QuickBooks manually. This will affect the data update/synchronization. |
|---|
...
Debug Setting
If you enable Debug mode, the error will write to a file. You should attach the debug file when submitting a request to help us investigate the issue quickly.
...
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 of 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.
...
...