How do I set up my system to integrate with Quickbooks?

To set up your system to integration with Quickbooks, follow these steps.

  1. Go to Settings > Plugin Apps > Quickbooks
  2. You will see a lot of fields on this page, not all of them are required but most are.
    1. Username - The username you want to use in the web connector when connecting.  This can be anything you want.
    2. Password - The password you want to use in the web connector when connecting.  This can be anything you want.
    3. Update Quickbooks every - This tells the connector how often to run.  It is recommended to set this to at least 60 minutes.
    4. SSL Certificate URL & Support URL - This needs to be your dedicated SSL or the Shared SSL (ex. https://www17.corecommerce.com )
    5. Send Orders As - You can send your orders as Sales Receipts, Invoices or Sales Orders.  This is your preference.  Keep in mind that QB pro cannot import Sales Orders.
    6. Income Account - The name of the account in Quickbooks you want your income to appear in.
    7. Asset Account - The name of the account in Quickbooks you want your assets to appear in.
    8. Cost of Goods Account - The name of the account in Quickbooks you want your cost of goods to appear in.
    9. Accounts Receivable Account - The name of the account in Quickbooks you want your A/R to appear in.
    10. Shipping Item Name - The name of the item you want to appear in Quickbooks when shipping is present in an order.  If the order has shipping of $5.00, what do you want the shipping to be called in Quickbooks?
    11. Shipping Account - The name of the account in Quickbooks you want your shipping to appear in.
    12. Tax Item Name - The name of the item you want to appear in Quickbooks when tax is present in an order.  If the order has tax of $5.00, what do you want the tax to be called in Quickbooks?
    13. Tax Expense Account - The name of the account in Quickbooks you want your tax expenses to appear in.
    14. Tax Income Account - The name of the account in Quickbooks you want your tax income to appear in.
    15. Discount Item - The name of the item you want to appear in Quickbooks when a discount is present in an order.  If the order has a discount of $5.00, what do you want the discount to be called in Quickbooks?
    16. Discount Account - The name of the account in Quickbooks you want your discounts to appear in.
    17. Gift Certificate Item - The name of the item you want to appear in Quickbooks when a gift certificate is present in an order.  If the order has a gift certificate of $5.00, what do you want the gift certificate to be called in Quickbooks?
    18. Gift Certificate Account - The name of the account in Quickbooks you want your gift certificates to appear in.
    19. Add Product ID(s) to Product Name(s) - If this is selected, the product ID in your system will be appended to the name of each item sent to Quickbooks.  If you have an item called "Test Product," it will be sent as "5-Test Product."  This is usefull if the names of your products are duplicated, this will keep them unique because each product ID in the system is always unique.
    20. Send Items As - If you have this enabled and you have a name specified, every item sent to Quickbooks in each order will be sent as this name.  If you put the name of "My Item" in this field and an order has 5 line items in it, they will all be sent as "My Item."
    21. Add SKU to Description Field - If this is enabled, when a product is sent to Quickbooks, the product sku will be appended to the beginning of the description.  If you have a product called "My Product" with a sku of "123" and a description of "My Description," the description will be sent to Quickbooks as "(123) My Description."
    22. Only send orders placed after - If you only want to send orders to Quickbooks placed after a certain date, enter that here.
    23. Only Send Orders With A Status Of - This is where you choose which order statuses in your system should be sent to Quickbooks.  You must have at least one chosen or orders will never be sent to Quickbooks.
    24. Import Country - If this is enabled, the country for each order in your system will be sent to Quickbooks.
    25. Send my product name as the description - If this is enabled and Have the SKU be the item name/number is not enabled, when a product is sent to Quickbooks, the name of the product will be sent as the item description to Quickbooks.  If you have a product with a name of "My Product," the item description will be sent as "My Product."
    26. Have the SKU be the item name/number - If this is enabled, when a product is sent to Quickbooks, the name of the product will be sent as the item description in Quickbooks.  Also, the product sku will be sent as the item name/number in Quickbooks.  If you have a product with a name of "My Product" and a sku of "123," the item description will be sent as "My Product" and the item name/number will be sent as "123."
    27. Do not send street address fields - If this is enabled, when an order is sent to Quickbooks the address 2 and address 3 values will not be sent.  If the order has an address of 123 Test Ln. Testerville, TN 37167, the only address that would be sent to Quickbooks would be 123 Test Ln.
    28. Use customers company name - If this is enabled, all customers with company names who place orders will be sent as the same person to Quickbooks.  If you have two customers, "John Doe" and "John Smith" with the company name of "Plumbers, Inc.," their orders will both show up under the customer "Plumbers, Inc." in Quickbooks.
  3. If the item and account names you specify in #6-18 do not exist in Quickbooks, they will be created for you.
  4. If the item and account names you specify in #6-18 do exist in Quickbooks, For the correct item and account types they must exist as in Quickbooks.  Failure to follow those guidelines will result in the web connector failing.
  5. Once you have all of those values entered, save the page.
  6. Come back to the page and build the QWC file and save it somewhere on your system.
  7. Download the web connector and follow the rest of the instructions in step 4 on that page and you will be ready to go.