Quickbooks Connector Quick Start Guide

Transcription

1 Quickbooks Connector Quick Start Guide Installation (from a Zip file) Configuration & Setup Customer Synchronization Customer Grid Customer Detail Page Product Synchronization Product Grid Product Detail Page Payment Methods Order Synchronization Quickbooks Settings Magento Settings Order Grid Invoice Grid Invoice Detail Page Order Detail Page Changing Synchronization Process Additional Help Installation (from a Zip file) 1. Upon purchase you would be able to download the Zip file with your Quickbooks connector. 2. Unpack Quickbooks into Your Magento 2 Directory /app/code folder. See the screenshot below as an example: IMPORTANT: If you purchased " Basic Plan" you should only see "Quickbooks" folder under "TNW". If you bought " Business Plan", you should see both: "Quickbooks" and "QuickbooksBusiness" folders under TNW. 3. Open up command prompt 4. Navigate to Magento 2 root directory and run the following commands: 5. Upgrade Modules

2 php bin/magento setup:upgrade Upgrade Magento Modules 6. Re-deploy static content Re-deploy static content php bin/magento setup:static-content:deploy Clear Magento cache a. Details on how to flush Magento 2 Cache could be found on Manage the cache pages NOTE: For more details about installing custom modules check Configuration & Setup (Available in Basic, Business, and Enterprise Plans) 1. First, you must connect your Magento store to Quickbooks Online. In order to do that, navigate to Store > Configuration > TNW Quickbooks > General and fill the form with proper data

3 2. If you are connecting to a Quickbooks Sandbox a. Select " Sandbox" from the Environment dropdown and " Save Config" 3. Click " Connect" Follow the flow to authorize and connect to your Quickbooks Online Account Click " Authorize"

4 6. Upon successful authorization, you will be redirected back and should see that "Test Connection" button should now be active 7. Click on "Test Connection" to make sure connection is established

5 Customer Synchronization Synchronization Type Automatic - Magento will try to create / update Quickbooks customer as you or the customer makes changes in real time

6 Manual - Have control who should be synchronized with Quickbooks and when. You will be able to trigger synchronization from the customer record in Magento Customer Grid Quickbooks Id - Id of the corresponding Quickbooks customer (clicking on the ID, you'll be taken to the corresponding Quickbooks customer page) Sync Status: Check Mark Icon - Magento customer data identical to Quickbooks customer data Exclamation Sign Icon - Magento customer has not been synchronized yet and data in both systems may differ from one another Sync with Quickbooks (action) - Clicking the button will trigger synchronization process with Quickbooks Customer Detail Page

7 Quickbooks Id - Id of the corresponding Quickbooks customer (clicking on the ID, you'll be taken to the corresponding Quickbooks customer page) Quickbooks Sync Token - number of changes of Quickbooks customer data Sync Status: In Sync - Magento customer data identical to Quickbooks customer data Out of Sync - Magento customer has not been synchronized yet and data in both systems may differ from one another Quickbooks Sync (button) - Clicking the button will trigger synchronization process with Quickbooks Product Synchronization (Available in Business, and Enterprise Plans only)

8 Synchronization Type Automatic - Magento will try to create / update Quickbooks product as you make changes in real time Manual - Have control which products should be synchronized with Quickbooks and when. You will be able to trigger synchronization from the product record in Magento On Delete Leave in Quickbooks - When product is deleted in Magento, DO NOT remove that product from Quickbooks Remove from Quickbooks - When product is deleted in Magento, also remove it from Quickbooks automatically. (IMPORTANT: Use at your own risk, this process is irreversible, just like it's irreversible in Magento) Income Account Default Income Account to be used when a product in Magento does not have a Quickbooks Income Account specified Expense Account Default Expense Account to be used when a product in Magento does not have a Quickbooks Expense Account specified Asset Account Default Asset Account to be used when a product in Magento does not have a Quickbooks Asset Account specified Default Type Inventory Item - Usually is a physical product which you can touch (eg. a T-shirt, Digital Camera, etc..) Service - Usually is a virtual product (eg. Installation, Subscription, etc..) Product Grid

9 Sync Status: Check Mark Icon - Magento product data identical to Quickbooks product data Exclamation Sign Icon - Magento product has not been synchronized yet and data in both systems may differ from one another Sync with Quickbooks (action) - Clicking the button will trigger synchronization process with Quickbooks Product Detail Page Quickbooks Id - Id of the corresponding Quickbooks product

10 Sync Status: In Sync - Magento product data identical to Quickbooks product data Out of Sync - Magento product has not been synchronized yet and data in both systems may differ from one another Quickbooks Type Inventory Item - Usually is a physical product which you can touch (eg. a T-shirt, Digital Camera, etc..) Service - Usually is a virtual product (eg. Installation, Subscription, etc..) Changing Types You cannot change an Inventory Item to a Service. If you specified product type incorrectly, by accident, you would have to remove this product from Magento and re-create it with the proper inventory type Income Account A list of available Income Accounts in Quickbooks Expense Account A list of available Expence Accounts in Quickbooks Asset Account A list of available Asset Accounts in Quickbooks Send to Quickbooks (button) - Clicking the button will trigger synchronization process with Quickbooks Reset in Quickbooks (button) - Clicking the button will force overwrite the product in Quickbooks, including the inventory data. Payment Methods (Available in Business, and Enterprise Plans only) After installing the PowerSync connector, you may see the notice below. Notice recommends to synchronize Magento payment methods with Quickbooks in order to display correct payment information on invoices, payments and sales receipt records in Quickbooks Click on the link "synchronization is needed". You'll be redirected to Store > Configuration > TNW Quickbooks > Payment Methods co nfiguration page, where you can configure and synchronize active Magento Payment Methods

11 Active Payment Methods Clicking "Synchronize" button, will create matching payment methods in Quickbooks Default settings Default Payment Method A payment method, which will be used during synchronization of an Order or an Invoice if none of "Active Payment Methods" are synchronized Default Process Define if Magento should be creating Invoices, Payments or Sales Receipts by default. This is a fall back configuration if the Payment Methods below are not linked to the appropriate business process Synchronization Process This section allows you to specify what business process you wish to use for which payment method Order Synchronization (Available in Business, and Enterprise Plans only)

12 Quickbooks Settings IMPORTANT: Before start using Quickbooks order synchronization make sure you enable " Shipping" and " Discounts" in Your Quickbooks account Magento Settings

13 Orders Synchronization Type Automatic - Magento will try to create / update Quickbooks Invoice, Payment, Sales Receipt as changes to orders and invoices take place Manual - Have control which orders and invoices should be synchronized with Quickbooks and when. You will be able to trigger synchronization from the order or an invoice record in Magento Terms Default payment terms for Invoices created in Quickbooks Invoice from Quickbooks Magento sends out s for Invoices out of the box. This setting will allow you to control if Quickbooks should send an for an Invoice as well. Taxes Auto Sync Taxes Yes - As tax rules are updated / created in Magento, those rates will be created in Quickbooks automatically No - Magento will rely on Quickbooks tax rates to be in place

14 Default Tax Code Default tax code to be used when Magento tax code mapping is not set to match existing code in Quickbooks Default Tax Agency New tax rates created by Magento will be assigned to this tax agency in Quickbooks Accounts Deposit Account A list of accounts from Quickbooks where money will be deposited when capturing payments from Magento Discount Account A list of discount accounts from Quickbooks, all discounts applied to any orders will be recorded under this account Order Grid Sync Status:

15 Check Mark Icon - Magento order data identical to Quickbooks sales receipt data Exclamation Sign Icon - Magento order has not been synchronized yet and data in both systems may differ from one another Quickbooks SalesReceipt Id - Id of the corresponding Quickbooks sales recept Sync with Quickbooks (action) - Clicking the button will trigger synchronization process with Quickbooks Invoice Grid Quickbooks Invoice Id - Id of the corresponding Quickbooks invoice Quickbooks Payment Id - Id of the corresponding Quickbooks payment Sync with Quickbooks (action) - Clicking the button will trigger synchronization process with Quickbooks Invoice Detail Page Sync Status: In Sync - Magento invoice data identical to Quickbooks invoice & payment data

16 Out of Sync - Magento invoice has not been synchronized yet and data in both systems may differ from one another Quickbooks Invoice Id - Id of the corresponding Quickbooks invoice (clicking on the ID, you'll be taken to the corresponding Quickbooks invoice page) Quickbooks Payment Id - Id of the corresponding Quickbooks payment (clicking on the ID, you'll be taken to the corresponding Quickbooks payment page) Quickbooks Sync (button) - Clicking the button will trigger synchronization process with Quickbooks Order Detail Page Sync Status: In Sync - Magento order data identical to Quickbooks sales receipt data Out of Sync - Magento order has not been synchronized yet and data in both systems may differ from one another Sales Receipt Id - Id of the corresponding Quickbooks sales receipt (clicking on the ID, you'll be taken to the corresponding Quickbooks sales receipt page) Send to Quickbooks (button) - Clicking the button will trigger synchronization process with Quickbooks Changing Synchronization Process From " Invoice & Payment" to " Sales Receipt" If configuration changes and you wish to re-sync data into Quickbooks, you may see the dialog below: If "Delete & Synchronize" button is clicked - Magento will remove history records and re-sychnronize records per current configuration if "Cancel & Keep" button is clicked. Quickbooks won't make any changes in Quickbooks From " Sales Receipt" to " Invoice & Payment" : If configuration changes and you wish to re-sync data into Quickbooks, you may see the dialog below:

17 If "Delete & Synchronize" button is clicked - Magento will remove history records and re-sychnronize records per current configuration if "Cancel & Keep" button is clicked. Quickbooks won't make any changes in Quickbooks Additional Help if you are unable to find what you are looking for and still need help. us at support@powersync.biz and one of our support specialists will be happy to assist you.