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By: Magenest | Support portal: http://servicedesk.izysync.com/servicedesk/customer/portal/33

 


Introduction

Magento 2 Quickbooks Desktop Integration for Magento 2 is a powerful extension that helps merchants synchronize error-free data from your Magento 2 store to QuickBooks Desktop automatically in real-time. Merchants can transfer unlimited online transaction data at a glance.

Main Features 

System Requirements

Your store needs to be running on Magento version 2.2.1x, 2.3.x, 2.4.x

Prerequisites

(minus) 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 a user for QuickBooks Web Connector

(plus) In this step, you have to create a user account that will be used to establish a connection between Magento 2 and Web connector. You can create one by going to QuickBooks Desktop > Manage User, and click on Add New User.





(plus) 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.



(plus) 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

(plus) Please click on the “Query company” button to download the connection file to add to the Web connector application:



(plus) While adding the application file, there are some pop-ups to request permission for this file:


(plus) QuickBooks will then ask you how and when you'd like for QuickBooks to allow Web connector to access your company file. There are 4 options in the above image:


(plus) After adding the connection file to the Web connector application, run the application that has been added:


(minus) Note: the password is the password of the user which be created in Step 1


(plus) Once the connection setup is done, you should see the following image:



(minus) 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

(plus) First of all, get query-tax.qwc file to add to Web connector:




(plus) After Update Selected, you will see all of the taxes that exist in QuickBooks in the Mapping Tax table. 


Step 2: Mapping Taxes

(plus) 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.

(plus) 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

(plus) You have to set up some configuration before synchronizing Magento data into QuickBooks. Go to QuickBooks Desktop -> Configuration -> Synchronize Settings



(plus) When you open each section, you may see the following settings:

(minus) Please note that you shouldn’t set it up too large or leave it blank to avoid connection timeout errors.

Synchronize Product



(star) You can get these accounts by going to your company file. Then go to Lists > Chart of Accounts and you'll see a list of your existing accounts. If not, create new ones.

Add data to Queue table

(plus) You can add Magento data to the Queue table in the following way:

 



Synchronize Data to QuickBooks

Step 1: Download Synchronize Queue file

(plus) 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

(plus) 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.



(minus) Note:


          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. When you change to another company, you have to add data again.

Explain the columns function:

- Queue: the records are ready to synchronize to Quickbooks.

- Synchronizing: the records are being processed by Web connector. 



(minus) Note: Sometimes there are some errors while synchronizing, so the records are still in Synchronizing status although the Web connector already stopped. In this case, please submit ticket support for assistance.


- 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.


Result

(tick)Sync customers from Magento 2 to QuickBooks 


(tick)Sync products from Magento 2 to QuickBooks


(tick)Sync Orders from Magento 2 store into QuickBooks Desktop Sales Order


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




(tick)Sync Credit Memos Magento 2 store into QuickBooks Desktop Credit Memos



 (minus) 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

 



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