3dCart Shopping Cart Software V2.X QuickBooks Import/Export Plug-in Version 2.X

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1 Introduction The 3dCart QuickBooks Import/Export utility allows you to easily: o o o o Export your 3dcart products into QuickBooks Easily download your inventory into QuickBooks Quickly create Invoices/Sales Receipts from your web orders Synchronize Customer data The software is composed of 2 parts. a) Desktop Application b) Server Component The server component must be installed by a 3dCart Technician. If this is the first time you are using this plug-in, please submit a support ticket to the 3dCart support department in order to get the plug-in configured. System Requirements The following system requirements are necessary in order to operate 3dCart QuickBooks Import/Export Plug-in: Client(s) Processor: Pentium or better OS: Windows 2000, XP, Vista RAM: 256-Mb Disk space: 50 MB Monitor: 800x600 Resolution Software: QuickBooks 2003 or higher, the Pro Edition or higher (this includes specialized editions such as the Accountant Edition, Contractor Edition, Nonprofit Edition, etc.), U.S. versions Only. The request processor is not available in earlier editions of QuickBooks, in QuickBooks Basic Edition, or the Web Based QuickBooks. Section 1 Installing Client Software NOTE: If you are upgrading from a previous version, simply install the new version on top of your existing version. Start by downloading the software here: You will need to have an un-zipping utility such as WinZip to uncompress the file. You can download WinZip from: Once you've downloaded the file, unzip, and run setup.exe. Follow on screen instructions to install software. Page 1 of 8

2 Section 2 Configuring the plug-in In order to communicate with your online store, you will need to setup a login/password combination specific to the QuickBooks plug-in. This username and password are only to be used for the QuickBooks integration, and will not do anything more than just allow the software to download/upload data to your 3dCart store. To configure this login/password, go to your 3dCart Administration Panel: Plug-in -> Accounting -> QuickBooks Next, click on the Settings link on the right side of the page. Enter a login/password of your choice. Remember this information as you will need it on the next steps in order to configure the software. NOTE: If the settings link is missing, the server component is missing, please contact technical support to have the component installed. Before you can start using the QuickBooks Plug-in you will need to configure the plug-in, as well as create 2 products in your QuickBooks Database to handle Shipping and Discount charges. Configuring QuickBooks Items: Start by opening QuickBooks and select your company file. Create the following 2 items: - Shipping Cost, type "Other charges" - Order Discount, type "Discount" For help on creating items in QuickBooks refer to the QuickBooks Help Manual. Configuring Application Settings: If you closed QuickBooks, re-open QuickBooks Next, open the 3dCart Import/Export application Page 2 of 8

3 On the 3dCart Import/Export application: Go to File->New Store Enter your store URL NOTE: URL must be the secure store URL (yourdomain.3dcartstores.com) unless you have your own SSL certificate. Enter your Login/password you specified in the 3dCart QuickBooks plug-in page. The software will attempt to connect and validate the data. If the data you entered is correct, the store will be configured. Once the store is configured Select the store from the drop down store list, and then click Connect Next, Click Settings The Settings screen appears. Page 3 of 8

4 From the settings screen you can: A Change the username/password you defined. B Enter the COGS/INCOME/ASSET account that will be used when creating products. C Select how to import the 3dCart orders. Currently we support Sales Receipt, or Invoice. You can also select how to file customer data. Last, you can define a custom prefix and suffix to add to the 3DCart invoice number D Select an item to be used for Shipping, and an item to be used for Discounts. (Select the 2 items you created earlier on this guide.) Click Save when you are done. You are now ready to do your first import. Section 3 Doing your first Import/Export NOTE: Before continuing, please make a backup of your QuickBooks Database. In fact, its a good idea to make backups of this file before every import. Before you can begin importing orders you must: 1) Start up QuickBooks and open your company file. 2) Start up the 3dCart Import/Export application Next, select a store from the list, and click Connect, upon connection, the software will allow you Page 4 of 8

5 to select from the options of Order Download, Product Import/Export, and Inventory Update Order Download The order download function allows you to download your 3dCart orders into QuickBooks. NOTE: The software assumes that you have already configured the application, so it s very important to stop here if you have not already clicked the SETTINGS for this store. NOTE: Before you do an order download, you should ensure that your 3dCart and QuickBooks product data is synchronized. Its impossible to create an invoice in QuickBooks with an item that is not already in the QuickBooks database, so before you do your first import, please do a 3Dcart to QuickBooks Product Import. Begin by ether entering a date range, or order range. (Marked by letter A) Next, click on Preview Orders (Marked by letter B) At this time, the software will download orders from your store, and display window (Marked by Letter C). Once you are ready to import the orders, click on Import Orders them in the preview Page 5 of 8

6 The process will begin and you will be notified of the status in 2 areas: The status bar at the bottom of the application (Marked by letter F) The status bar (Marked by letter E) The software will notify you once all orders have been imported. If there was a problem with 1 or more orders, you will be able to see the error log (Marked by letter D). For the most common errors, review Section 4 of this guide titled Common Errors Importing/Exporting Products The Importing/Exporting product feature allows you to download your product data from 3dCart to QuickBooks, as well as upload any products that exist on the QuickBooks database to your 3dCart store. To download your 3dCart inventory into QuickBooks: - Click on Retrieve products from 3dCart (Marked by letter A) The software will download your products and display them on the inventory preview area Page 6 of 8

7 (Marked by letter D) - Click on Import All items, or Import only items in stock to begin importing products - The Status bar (Marked by letter C) will update as items are being added to QuickBooks. - A popup notification will appear once all products have been imported. To upload your QuickBooks products into 3dCart: - Click on Retrieve products form QuickBooks The software will download your products and display them on the inventory preview area (Marked by letter D) - Click on Export All items, or Export only items in stock to begin exporting products - The Status bar (Marked by letter C) will update as items are being added to QuickBooks. - A popup notification will appear once all products have been imported. Inventory Update The inventory update feature allows you to upload your existing stock (quantity on hand) of all your products onto 3dCart. We recommend you do this whenever you update inventory data in QuickBooks, for example when you receive new merchandise. Page 7 of 8

8 To update your 3dCart inventory: Click the Send QuickBooks Inventory Data to 3dCart (Marked by letter A) The process will start The progress bar (marked by letter B) will update as the inventory is being updated. The Update problems text area will display any problems during the update. Section 4 Common Errors "Item Error" QuickBooks did not allow the order to be imported because 1 or more items in the order could not be found in the QuickBooks database. This is common if a) The item you sold is no longer on your database. B) You have not downloaded your 3dCart inventory onto QuickBooks and so QuickBooks does not have any matching part for the item on the 3dCart order. "Customer Error" There was a problem creating the customer. Perhaps the customer is already in the QuickBooks database, but it is marked Inactive. "Skipped " An order with the same invoice/sales receipt reference already exists, so order was not imported. END You ve reached the end of this guide. If you have additional questions about this plug-in, please feel free to contact our technical support staff at Contacting 3dCart 3dCart s support team is ready and willing to help you. Feel free to contact us at any time and also visit our online knowledgebase and user forums that have many of your questions and issues already answered. Web: KB: F orums: support@3dcart.com Phone: (800) x 3 Thank you for using 3dCart. Sincerely, 3dCart Support Team support@3dcart.com Page 8 of 8