Integrating Quickbooks with your e-Store
The following article will guide you through integrating Quickbooks with your e-Store.
1. Contact our support, request your account to be upgraded to Premium
You can do this by submitting a ticket at http://www.ihostticket.com or call us at 1-888-607-0083 (Monday - Friday 8:00 AM - 6:00 PM PST, Saturday 9:00 AM - 1:00 PM PST)
2. Download the Quickbook Connector Tool at:
3. Install the Quickbooks Connector Tool
Continue pressing Next until the application installs
If prompted, select "Yes" on the User Account Control window
4. Open your company file in Quickbooks
5. Go to File -> Create Backup (DO NOT SKIP THIS STEP)
You will need to create a local backup of your Quickbooks data and save if to your computer. We cannot be responsible for any data loss that might occur from using the application.
6. Minimize Quickbooks (Do not close it)
7. Open the Quickbooks Connector tool
Double-click the Quickbooks Connector tool icon on your desktop.
8. Set the Certificate options
When prompted about a certificate, select "Yes, whenever this Quickbooks company file is open" and "Allow this application to access personal data such as Social Security Numbers and customer credit card information."
9. Press Continue
10. Press Yes
11. Press Done
12. Press OK
13. Determine your Quickbooks options
You will need to navigate the Quickbooks Connector tool and select your Quickbooks order import options. Among the options that you will need to review are the Customer Name options and Account Name options.
Part 1: Set Customer Name Options:
Under the Customers tab, there are 2 sections:
Try to Match Customers By - When Quickbooks creates a new record, a "Customer Name" is assigned to it. This "Customer Name" can be their email address, personal name, business name, etc.. You need to tell what naming convention you use to create your "Customer Names". It will use this to try and match your orders.
Customer Creation Options - If an order shows up in the e-Store, but not in Quickbooks, you can tell what actions needs to taken. You can create the "Customer Name" in Quickbooks using their email address, first name - last name, last name - first name, group all missing customers using the "_E-Store Orders to Assign" tag (recommended), or skip them.
Since Quickbooks is rather dumb, it treats the smallest variation as a new "Customer Name". For example, if you have setup the "Customer Names" using the "first name - last name" approach, "John L. Scott" and "John Scott" are treated at two unique entries. And if you ignore this fact, you can import your e-Store orders and have multiple "Customer Names" for the same customers. Because of this, it is useful to group the missing orders using the "_E-Store Orders to Assign" tag. Once the import is complete in Quickbooks, it will group everything into one section, where you can manually edit each order and assign the correct "Customer Name".
Part 2: Set Account Name Options
Since every business is unique, the Quickbooks Connector tool needs to be told what you have named certain accounts. That way it will know what accounts in Quickbooks are used for shipping costs, taxes, expenses, and so on.
You will need to navigate the tabs in the Quickbooks Connector tool and set the following options:
Orders Tab > Import Invoices - Deposit Payments To
Orders Tab > Import Invoices - Accounts Receivable To
Products Tab > New Product Incoming Account
Shipping Tab > Shipping Income Account
Shipping Tab > Handling Incoming Account
Inventory Tab > Cost of Goods Account
Inventory Tab > Asset Account
Locate and press the "Browse" button for each option.
Based on how your company treats this account, select the appropriate Account Name.
Note: If the account does not exist, press the "Create New Account" button to create it.
Repeat this step for the remaining tabs.
14. Press OK or the "Download Orders" button
15. Fix any account errors
If you are running the connector tool for the first time, you will most likely get an error as shown below.
How to Fix Account Errors:
Step 1: Look at what accounts were flagged.
In this example, it could not find accounts for "Shipping Income Account" and "Handling Incoming Account" under the Shipping tab.
Step 2: Press OK,
Step 3: Press Options
Step 4: Based upon the accounts that were flagged, navigate to the corresponding section in the Quickbooks Connector tool
Step 5: Press the Browse button next to the flagged item
Step 6: From the Quickbook list, select how this account is handled with your business
If the particular account is not there, press the Create New Account button to create it.
Step 7: Press OK
Step 8: Repeat for any remaining flagged items
Step 9. Press OK
Step 10. Press the Start Exporting Orders button
16. Enter the full URL, admin email address, and password of your e-Store
17. Press OK
18. Select the order number(s) in the e-Store to export
At the beginning, we recommend to export a single order number to ensure connectivity. However, you can repeat this to export your remaining orders.
19. Press OK
This should begin the download process.
20. Press OK on the confirmation window
21. Your data should now be available in Quickbooks
22. Close the Quickbooks Connector tool
23. Save your Quickbooks file