Setting up the QuickBooks Web Interface

Transcription

1 Setting up the QuickBooks Web Interface The Prime Cost Wizard was designed so that sales and purchase data can be exported directly into your accounting system. When exporting to QuickBooks, PCW uses Intuit s QuickBooks Web Connector to transfer files from our internet server to the local PC running QuickBooks. QuickBooks Web Connector program is included in QuickBooks editions 2008 and later. If you are running an older version of QuickBooks (2004 thru 2007), then you ll need to download and install the QuickBooks Web Connector software by going to Once the software has been installed you may proceed with setting up the QuickBooks interface. NOTICE: The QuickBooks Web Connector is a program developed by Intuit to allow a secure method for authorized web services to exchange data with your QuickBooks company file. The following instructions explain how to add the Prime Cost Wizard web service application to the Web Connector. The purpose for adding this service is to allow the Prime Cost Wizard web service to retrieve the Vendor file, Item list and Chart of Accounts from your QuickBooks company files. This procedure is totally harmless to your computer and no other data will be retrieved. There is no known risk of adverse changes to your QuickBooks company file. Getting Started: Configuration Manager QuickBooks NOTICE: If you are a new subscriber to PCW and have advanced thru the new store setup interview then you should be at the point where PCW is prompting you for a password (Step 2 below). For subscribers that have already setup the rest of PCW and are now wanting to install (or reinstall) the QuickBooks Web Connector, you must navigate to the Configuration Manager QuickBooks Setup: From the main PCW menu, click on Settings>Configuration to access the PCW Configuration Manager On the menu tree to the left, click on the + to the left of Import Account Data to expand the menu Click on the QuickBooks menu item to begin the setup process 1. From the PC that QuickBooks resides, start QuickBooks and open the company file that will receive the exported PCW sales and purchase transactions. (Note: Closing all other non essential programs and browser windows prior to installing the QB Web Interface will make it easier to see your progress. For reinstallations if this is a reinstallation, then be sure to remove the existing PCW web service ( )from the Web Connector prior to creating a new one. 2. Create/Update Password (if this is a reinstallation of the Web Connector on another computer then do not change the password) a. Enter a password to be used when connecting to QuickBooks b. The QuickBooks Web Connector will prompt you for this password during setup. 3. Assign Company File (for reinstallations leave as is) a. If you have more than one QuickBooks company file on your computer then it is recommended that you enter the full path of the QB company file to ensure the correct company is updated. b. If you leave it blank, then QB Web Connector will always use the open company file. 4. Create the QWC File a. 1) Have you read the instructions for setting up the QB Web Connector? Yes, I have read the setup instructions. b. 2) Is QuickBooks running and opened to the correct QB company on this computer? Yes, the file is open. c. 3) Be sure to remove the existing webservice PCWQBStore.2 from the QuickBooks WebConnector before continuing.

2 Yes, this webservice has been removed d. Click on the Create QWC File icon. e. After a few seconds (longer in some cases) you will be prompted to open or save this file; click on Open. e. Click Open. f. Wait for a few second (sometimes longer) until the following window pops up. (Note: Depending on your Internet protection software, you may get an additional prompt asking for permission to run this program.) g. Click OK.

3 g. At this point you want to make sure that QuickBooks is running and the correct company file is open. Click OK to proceed.

4 h. At this point your Internet Protection software may again display a prompt similar to the image below. Be sure to Allow permission for the QuickBooks Web Connector to run on your PC. h. Click Allow. (if applicable) i. Next, the following Application Certificate must be given permission for PCW to access your QuickBooks company file. You may select on any of the Yes options; however, we recommend selecting Yes, whenever this QuickBooks company file is open. i. Recommended option. j. Click Continue to accept this setting.

5 j. Click Continue to accept the settings. k. The next display will be the Access Confirmation showing that you have chosen to grant Access Rights to PCW. Click Done to continue. k. Click Done to accept this setting. l. At this point your QuickBooks should still be running with the proper company file opened. m. Return to the PCW Configuration Manager but do not close the QuickBooks company file. n. Click on the Save and Continue icon. NOTICE: The following steps are use for updating the chart of accounts and vendor list from QB to PCW in order to continue setting up the QB interface. If you have already setup the QuickBooks Web Connector on another computer and do not need to make any mapping changes, then skip the rest of these steps and click on Back to PCW at the top right hand portion of the screen. If you have made changes to your QuickBooks chart of accounts and need to send those to PCW, then continue beginning with step Create List Request a. Click Yes when prompted as follows. b. This step creates a request to QuickBooks for current account data including the Chart of Accounts, Vendor List and Sales Item List the next time the QB Web Connector is run. Do you want to get a current copy of these QuickBooks accounts the next time the Web Connector is run? Yes 6. Run the Web Connector (if not already running) a. If you are using QuickBooks 2008 or later edition then you can access the QuickBooks Web Connector directly from the File menu within QuickBooks. Select File, then Update Web Services to start the Web Connector.

6 a. Run the Web Connector by selecting Update Web Services.

7 b. For versions 2007 and earlier, you must access the QuickBooks Web Connector from the Programs menu in Windows. Click on the Windows Start button and Programs, QuickBooks and then Web Connector. (Note: Your menu may be different dependent upon your version of Microsoft Windows Operating System.) c. Once you ve started it, the Web Connector program will show the following display. In the box beneath the column labeled Password, enter the password that you saved in Step 1. c. Enter the password that you saved in Step 1, then click in the middle of this window.

8 d. After entering the password and clicking on another part of the screen you will be prompted to save the password. Click Yes to save the password in the Web Connector. d. Click Yes to save your password. e. At this point, your QuickBooks Web Connector is now ready to exchange files with the PCW program. To complete the list request, check the box to the left of the column labeled Application. e. Click on this box to mark it as selected. f. Click on the Update Selected to initiate the request. f. Next, click on the Update Selected box to initiate the list request.

9 g. The Application Progress bar will display the percentage completed for the request. h. When successfully completed the bar will show 100%. At this point the chart of accounts and vendor lists should now be loaded into the Prime Cost Wizard tables. i. Click on Exit to exit the Web Connector. i. Click on Exit to exit the Web Connector. j. Return to the PCW Configuration Manager k. Click Save & Continue

10 7. Import Data a. Click on the Load Import Lists icon b. Click Save & Continue