Thank you for purchasing our extension. If you have any questions that are beyond the scope of this document, do not hesitate to leave us an email via our email address belowsupport@magenest.com
Created: 12/06/2017 | By: Magenest | Support Portal: http://servicedesk.izysync.com/servicedesk/customer/portal/17
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Introduction
Magento 2 Quickbooks Online Integration is an extension for Magento 2 by Magenest, which provides provides a QuickBooks Online integrated management solution for merchants using Magento 2.
Extension's page: Quickbooks Online Integration
Features
- Allow synchronizing and updating Customers from Magento 2 store to QuickBooks Online both manually and automatically.
- Allow synchronizing and updating Customers from QuickBooks Online to Magento 2 store. Allow synchronizing and updating Products from Magento 2 store to QuickBooks Online both manually and automatically.
- Allow synchronizing and updating Products from QuickBooks Online to Magento 2 store. Allow synchronizing Orders from Magento 2 store to QuickBooks Online both manually and automatically. Allow synchronizing Orders from QuickBooks Online to Magento 2 store.
- Allow synchronizing Invoices from Magento 2 store to QuickBooks Online both manually and automatically.
- Allow synchronizing Credit Memos from Magento 2 store to QuickBooks Online both manually and automatically.
- Allow mapping payment methods with deposit accounts.
- Allow admin to view the log to see what is synchronized between two apps.
- Allow admin to manage the sync queue to see what will be synchronized next.
System Requirements
Your store should be running on Magento 2 Community Edition 2 version 2.01.x or , 2.12.x. , 2.3.x CE & EE
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Connect with QuickBooks Online
First of all, you need to integrate Magento 2 store with your QuickBooks Online account.
At backend back-end of Magento 2 store, click on QuickBooks Online Integration > Configuration:
The page will appear as follow:
Please follow the step in the video here to set up the environment and connection:
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Click on Connect to QuickBooks button. A new page is open. Log in if you already have an account to authenticate users before you can exchange data with it.
Or click on Sign up now hyperlink to create a new one:
After login QuickBooks Online account successfully, click on Authorize button to finish connection process.
When connecting successfully, the backend page will be displayed as below. Click on on Save Config button button before continuing. This will help you avoid making the error.
Then, admins need to navigate to the Configure the Accounts Type in QuickBooks Online section and expand it.
Admins will need to set three account types (Asset Account Settings, Expense Account Settings and Income Account Settings) by clicking on the Fetch All Accounts button.
Then, the accounts will be fetched. If accounts are not automatically selected, admin need to select accounts from the drop-downs:
- Asset Account: an account with ‘Other Current Asset’ type
- Expense Account: an account with ‘Cost of Goods Sold’ type
- Income Account: an account with ‘Income’ type
After changing company, you have to sync accounts, tax codes and payment methods again
Finally, admins go to Prefix Settings and Tax and Country Settings section and expand them.
Prefix Settings: In order to make sure that the synchronization process works correctly, admin should set a prefix for Invoice and Credit Memo, to differentiate between transactions synced from Magento and created on QBO. On QBO Company Settings -> Sales -> Use Custom Transaction number should be OFF.
Example: If admins enter "InvoiceTest" at the Invoice field, the invoice will be synced from Magento to QuickBooks Online with the format InvoiceTestXXXXXXXXXXX.
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| Please note that the maximum number of characters allowed in this field is 12 |
Tax and Country Settings: Admins need to choose their country and set a tax shipping type.
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There are two fields that admins need to consider:
Please note that if your Country Setting is not Other, it is required to have a shipping tax in QuickBooks Online. So, admins need to set a tax type for the shipping fee. If admins want to choose a free shipping tax, they only need to choose the tax named Tax Shipping Zero created by the extension. If admins want to choose a shipping tax (no free), admins need to create a tax rule before. Then, it will be shown at drop-down options and admins will choose this tax. |
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 Debug Log Viewer: Enable this to view Quickbooks connection log directly from the backend menu. |
How to synchronize data from Magento 2 store to QuickBooks Online
Synchronization Settings
Admins are able to decide whether to synchronize data in Synchronization Settings tab: Customers, Products (Items in QuickBooks Online), Sale ReceiptOrders, Invoices, and Credit Memos. In addition
Also, admins admins can choose the way to synchronize data either Immediately mode or Cron Job mode.
Setting Up Field Mapping
- Mapping Payment Methods:
At backend of Quickbooks QuickBooks Online Integration extension, navigate to QuickBooks Online > Payment Method click on Synchronize button to automatically connect payment methods between Magento 2 backend and Quickbooks QuickBooks page.
On QuickBooks page, click on gearwheel simple at the top right then choose All Lists > Payment Methods:
- Mapping Tax:
The system has created a a Mapping Tax tab tab that allows you to mapping tax from your Magento 2 store to QuickBooks Online account. First, admins need to click on on Add All Tax Code button button to add all tax code of your Magento 2 store to to Mapping Tax page page. Then, you can use Synchronize button button to finish this mapping.
Note that your Magento 2 store need to have have Tax Rules before before creating mapping tax:
Process Synchronization
If the App mode is Cron Job, Queue page is the place which the created, updated data is stored in and are waiting to be synced. If If you wish to want to sync data right away, you can press Sync Now button. You You can decide whether to synchronize any items on on List Queue page page by remove selected data from the grid.
Admin can add all orders, invoices and memos to queue on only add transactions based on their creation date.
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Please note that synchronizing will take some time, the length of time depends on the size of the database. |
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When the progress is done, go to to QuickBooks Online > View History Logs and check what is synchronized in the grid.
- If the data is synchronized right, the Status will be SUCCESS and the Message will be "OK"
- If there's a problem during process synchronization, the status will be FAILED and the message tab will show the error message like the record below.
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Main Functions
How to synchronizing data from QuickBooks Online to Magento 2 store
Update the existing database
Synchronizing items from QuickBooks Online account to Magento 2 store can help admins update the existing database. This update is only for data connected between Magento 2 store and QuickBooks Online before.
- Products: Please follow these steps below:
Please go to QuickBooks Online Integration > Product ( Update) and follow these steps below:
(1) Click on Submit button to update data from QuickBooks Online account into Update Product page.
(2) Click on Save button to finish updating.
- Customers:
It is the same with updating products.
(1) First, you need to click on Submit button to pick customers from QuickBooks Online account for Update Customer page of Magento 2 site.
(2) Then click on Save button to finish updating.
Create a new database
Not only allow updating data, but our QuickBooks Online Integration extension also helps you to create a new product, customer, and order on Magento 2 store getting data from QuickBooks Online account.
- Products:
Go to QuickBooks Online Integration > Product ( Create New) and go on with these steps:
(1) Click on Add All New Products button to add products from your QuickBooks Online account to List Product page.
(2) Click on Create Products button to finish creating.
Admins can view and edit products with basic fields as Name, Type Product, Store View, SKU, Price, Quantity, etc... before creating a new one on Magento 2 store:
- Customers:
It is very similar to create customers:
(1) First, please click on Add All New Customers button to add all customers to List Customer page
(2) Then click on Create Customer button to finish creating.
Before creating any customers, admins can view and edit their information in three tabs: Account Information, Billing Addresses, and Shipping Address:
- Sales Receipt:
Follow the two steps below to create a new sale receipt:
(1) Click on Sync All New SalesReceipts button to synchronize salesreceipts from your QuickBooks Online account to List Sales Receipt page
(2) Click on Create SalesReceipt button to finish creating.
For SalesReceipt, admins can only view it before click on Create SalesReceipt button.
Main Functions
- When a new account is registered in frontend of Magento 2 or an existed customer is updated, Quickbooks Online Integration extension will allow synchronizing this record automatically to
QuickBooks Online and vice versa.
- When a new account is registered in front-end of Magento 2 or an existed customer is updated, QuickBooks Online Integration extension will allow synchronizing this record automatically to
QuickBooks Online.
- When admins create or update information of products in Magento 2 store, data will be automatically synced into QuickBooks Online Items.
- When an order is created in Magento 2, this order will be automatically synced in QuickBooks Online as an open invoice
- When an invoice is created in Magento 2, this invoice will be automatically synced in QuickBooks Online as a Payment attached to the open invoice to change invoice status to Paid.
- When a credit-memos is created in Magento 2, this credit-memos will be automatically synced in QuickBooks Online account.
Map Payment methods with deposit accounts
- From QuickBooks Online Synchronization, select Fetch All Accounts.
Note: if the list of accounts has changed on QuickBooks Online, admin have to use this button again for updating.
- From QuickBooks Online, go to Payment Methods Mapping, then press Synchronize.
- Select any payment method, choose a deposit account from the dropdown list, then Save.
Note: Only accounts with type Current Assets or Cash and cash equivalents can be used as a deposit account. Invoices with payment methods not linked to a deposit account will be synced to Undeposited Funds/Uncategorized Assets account by default.
QuickBooks Online Default Synchronization Fields
Customer
Magento Customer | QBO Customer |
First name | Given Name |
Last name | Family Name |
ID | Suffix |
Telephone | Phone |
Default Billing Address | Bill Address |
Default Shipping Address | Shipping Address |
First name + Last name + ID | Display Name (unique) |
qbo_id | ID |
Product
Magento Product | QBO Item |
Name | Name, PurchaseDesc, FullyQualifiedName |
Short Description | Description |
Price | Unit Price |
Tax Enable | Taxable |
Sku | Sku |
Qty | Qty On Hand |
Created At | Inventory Start Date |
Qty On Hand and Inventory Start Date requires QuickBooks Online Plus plan or above. QBO Item name depends on setting on Magento (use Product name/use product SKU/use both name and SKU )
Order
Magento 2 Order | QBO Open Invoice |
Increment ID | Document Number |
Customer | CustomerRef |
Items | Line Items |
Grand Total | Total Amount |
Customer Email | Billing Address |
Tax | TnxTaxDetail -> Total Tax |
Created At | TnxDate |
Product Qty | Quantity each product in order |
Price Each Product | Rate |
Total amount each Product | Amount |
Discount Amount | Discount |
Shipping Fee | Shipping |
Billing address | Billing address |
Shipping Address | Shipping Address |
Invoice
Magento Invoice | QBO Payment |
Method QBO ID | Payment Method Ref |
Created At | TxnDate |
Tax Amount | TxnTaxDetail -> Total Tax |
Customer Reference | CustomerRef |
Order ID | Linked Invoice ID |
Grand Total | Total Amount |
Customer Email | Billing Email Address |
Credit Memo
Magento Credit Memo | QBO Credit Memo |
Increment ID | Document Number |
Created At | TxnDate |
Tax Amount | TxnTaxDetail -> Total Tax |
CustomerRef | Customer Reference |
Items | Line Items |
Item qty | Qty |
Product price | Amount |
Amount product | Total |
Shipping Fee | Shipping |
Discount Amount | Discount |
Grand Total | Total Amount |
Customer Email | Billing Email Address |
Common Issues
The redirect_uri query parameter value is invalid.
Cause: the redirect URI on the Intuit app is different from the URI on Magento installation.
Reason: the redirect URI shown on Magento QuickBooks Online config page is [website base URL]+’qbonline/connection/success’. The real redirect URI might be different due to Magento settings or web server settings.
How to solve: find the real redirect URI of Magento site:
Copy the redirect URI and open this link on new browser tab.
Copy the final URL in the address bar (ends in ‘qbonline/connection/index/’).
Change the final URL to end with ‘qbonline/connection/success’ and use the modified address as redirect URI on Intuit App.
Save the Intuit app then reconnect.
Make sure all your transactions have a tax rate before you save
Cause: QuickBooks tax is not properly set on Magento.
Reason: some countries i.e. UK or Canada requires all sale items to have a tax code, including tax-free items, which needs to have a 0% rate attached.
How to solve: verify the following steps are performed on Magento backend:
On Tax Code Mapping menu, choose ‘Add All Tax Codes’ then ‘Synchronize’ . Synced tax rates will have a ‘Tax ID in QBO’ value. If there are rates without value after syncing, please check History Logs menu for the cause
On QuickBooks Online config page, on Tax and Country Settings, select your country. If Free Tax and Tax With Shipping option shows up, select the appropriate rate for them (if your site doesn’t have a 0% rate, our extension creates a tax_zero_qb 0% rate which you can choose instead)
Save Config and resync failed transactions
Invalid header line detected’ for all requests to QuickBooks, or Config page is blank'
Cause: Magento 2 doesn’t intercept responses from QuickBooks correctly.
Reason: QuickBooks have started sending responses in HTTP/2 instead of HTTP/1.1 . Some versions of Magento 2 doesn’t read HTTP/2 responses correctly.
How to solve: patch the bug with reading HTTP/2 responses.
Backup the file at [site root]/vendor/magento/zendframework1/library/Zend/Http/Response.php
Open this file with a text editor and find the following 2 lines:
if (! preg_match('|^\d\.\d$|', $version) ) {
(around line 185) and change it to
if (! preg_match('|^\d(\.\d)?$|', $version)) {
if ($index === 0 && preg_match('#^HTTP/\d+(?:\.\d+) [1-5]\d+#', $line)) {
(around line 517) and change it to
if ($index === 0 && preg_match('#^HTTP/\d+(?:\.\d+|) [1-5]\d+#', $line)) {
- Save the file, clear cache and try again.
- When admins create or update information of products in Magento 2 store, data will be automatically synced into QuickBooks Online Items and vice versa.
- When an order is created in Magento 2, this order will be automatically synced in QuickBooks Online account and vice versa.
- When an invoice is created in Magento 2, this invoice will be automatically synced in QuickBooks Online account.
- When a credit-memos is created in Magento 2, this credit-memos will be automatically synced in QuickBooks Online account.
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Update
- When a new update is available, we will provide you with a new package containing our updated extension.
- You will have to delete the module directory and repeat the installing steps above.
- Flush the config cache. Your store and newly installed module should be working as expected.
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Support
- We will reply to support requests after 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 in your site exactly like our demo.
- Support Support DOES NOT include include other series such services such as customizing our products, installation and uninstallation service.
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Once again, thank you for purchasing our extension. If you have any questions relating to this extension, please do not hesitate to contact us for support.Magenest