2. QuickBooks Desktop Integration User Guides

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1 2. QuickBooks Desktop Integration User Guides Thank you for purchasing my extension. If you have any questions that are beyond the scope of this help file, please feel free to via my user page contact form here. Thanks so much! Created: 30/07/2017 By: Magenest Introduction Hot Features System Requirements Main Functions Create and manage user Set configuration Query the Company admin are using in QuickBooks to Magento 2 How to sync data from Magento 2 to QuickBooks Sync customer from Magento 2 to QuickBooks Sync products from Magento 2 to QuickBooks Sync and Orders from Magento 2 store into QuickBooks Desktop Invoices Allows synchronizing and updating Invoices Magento 2 store into QuickBooks Desktop Invoices. QuickBooks Desktop Synchronization Fields Customer Product Order Invoice Credit Memo Update Support Introduction QuickBooks Desktop Integration extension for Magento 2 is a powerful tool which allows automatically synchronize and update accounting data from Magento 2 to the QuickBooks Desktop software. Please view more detail here: QuickBooks Desktop Integration Hot Features Allows synchronizing and updating Customers from Magento 2 store to QuickBooks Desktop Items. Allows synchronizing and updating Products from Magento 2 store to QuickBooks Desktop Customer. Allows synchronizing and updating Orders from Magento 2 store to QuickBooks Desktop Invoices. Allows synchronizing and updating Invoices Magento 2 store to QuickBooks Desktop Receive Payments. Friendly user interface and easy usage. System Requirements Your store should be running on Magento Edition version and more. Note that our QuickBooks Desktop Integration is compatible with all QuickBooks versions. You only need to choose the QuickBooks Web Connector which is compatible with your QuickBooks version and download them here. Main Functions

2 Create and manage user We created a QuickBooks Desktop tab which allows admin to control all of the things related QuickBooks Desktop Integration extension. Firstly, admins need to create a new user to start using this extension by navigating Stores > Manage User, click on Add New User button.

3 Then, click on Save Information button to save the entered information. Set configuration After completing a new user, admins need to set configuration to integrate with QuickBooks. Go to Stores > Configuration > QuickBooks Desktop, there are two sections which are required to set before using the extension.

4 Export QWC Files: There are some sections that admins need to set before starting to use this extension. Option: There are two options to choose, include: Default: sync orders to real customers. Customize: enable sync all orders to only one customer (except for the orders of wholesale customer). In Customer Receive, type the CUSTOMER NAME of the customer above as in QuickBooks Desktop. Note: You have to create this customer in QuickBooks Desktop first. In Vendor Tax Agency Name, name of the vendor you want to create, this field is required in order to sync Tax. Fill all the other fields, including: Base URL, User name, Scheduler and the 4 Account fields. Then click Save Config to store all information.

5 Account Type Settings: In order to know how to enter exactly 4 fields, include: Income Account Expense Account Assert Account Cost of Goods Sold Account

6 --> Please open the QuickBooks Desktop software and go to Lists > Item List Then, navigate to I tem > New > Account and choose one of them to enter 4 fields above.

7 Query the Company admin are using in QuickBooks to Magento 2 Only do this step when admins use this extension for the first time or when admins want to change the company in the QuickBooks Desktop application At Select Type select field, admins choose Query Company then click Save Config Click on Export QWC Config button and save the created Company QWC file. Open the QuickBooks Web Connector software application. Then, admins need to click on Add an application button and choose the Company file above. Then, admin have to open the QuickBooks Web Connector software application. Then, admins need to click on Add an application button and choose the Company file which are saved at the step above.

8 Admin will choose the checkbox and enter the password which is set Configuration. Click on Update Selected button to complete.

9 Note: If admin wants to use other Company in QuickBooks Desktop application, create a company with a different name first then query the company again with QuickBooks Web Connector. Manage queue After you query a company for first use, then you will need to add some fields to the Manage Queue table before starting to sync data from the Magento 2 to the QuickBooks Desktop software. Add Vendor Sales Tax Agency Name Admins need to click on the Add Vendor to Queue button. Then, this data will be synced to the queue table. Note that the Vendor Sales Tax Agency Name was created before.

10 Go to Stores > Manage Queue. There are 7 options that admins need to consider, include: Sync Payment, Sync Shipping Methods, Sync Tax Rates: Admins will need to sync three fields before using this extension ( Must). Sync Customers: If you want to sync old customers, please click on the Sync Customer (Optional). Sync Products: If you want to sync old products, please click on the Sync Products (Optional). Sync Orders: If admins want to sync the old orders, it is forced that admins will need to sync all data above (payments, tax rates, shipping methods, customers and products). Sync Invoice: If admins want to sync the old invoices, admins will nee to sync orders before.

11 How to sync data from Magento 2 to QuickBooks Admin has to open the QuickBooks Web Connector software application. Then, the admin needs to click on Add an application button and choose the Default file: How to get the Default file Admins need to go to Configuration > QuickBooks Desktop > Select Type > Default and choose a user that is created before

12 Then, admins will click on the Export QWC Config button to export this file. Finally, please open the QuickBooks Web Connector (if this application is not still run) and follow these following steps

13 Admin will choose the checkbox and enter the password which is set Configuration. Click on Update Selected button to complete.

14 Sync customer from Magento 2 to QuickBooks

15 There are two ways to sync data from Magento 2 to QuickBooks Desktop, including: - Manual updating by clicking on Update Selected button. - Automatically updated by setting Scheduler. Thus, all of data about existing customers on Magento 2 will be automatically synced to QuickBooks desktop. Sync products from Magento 2 to QuickBooks

16 Sync and Orders from Magento 2 store into QuickBooks Desktop Invoices When there is an order created at Magento 2, it will be synced through QuickBooks Desktop.

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18 Allows synchronizing and updating Invoices Magento 2 store into QuickBooks Desktop Invoices. When there is an invoice created on Magento 2, it will be synced through QuickBooks Desktop. To view details this order, admin only click on Create Invoices.

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20 QuickBooks Desktop Synchronization Fields Customer Magento Customer First name Last name ID Phone Number Default Billing Address Default Shipping Address First name + Last name QBD Customer FirstName LastName Suffix Main Phone Bill Address Shipping Address Customer Name Product Magento Product Name Short Description Price Tax Enable Sku Qty Created At QBO Item Name, PurchaseDesc, FullyQualifiedName Description Unit Price Taxable Sku Qty On Hand Inventory Start Date Order Magento Product Increment ID Customer Items Grand Total Customer Tax Created At Product Qty QBO Item Document Number CustomerRef Line Items Total Amount Billing Address TnxTaxDetail -> Total Tax TnxDate Quantity each product in order

21 Price Each Product Total amount each Product Discount Amount Shipping Fee Billing address Shipping Address Rate Amount Discount Shipping Billing address Shipping Address Invoice Magento InvoiceCredit Memo Method QBO ID Created At Tax Amount CustomerRef Items Grand Total Customer QBO Invoice Payment Method Ref TxnDate TxnTaxDetail -> Total Tax Customer Reference Line Items Total Amount Billing Address Credit Memo Magento Credit Memo Increment ID Created At Tax Amount CustomerRef Items Item qty Product price Amount product Shipping Fee Discount Amount Grand Total Customer QBO Credit Memo Document Number TxnDate TxnTaxDetail -> Total Tax Customer Reference Line Items Qty Amount Total Shipping Discount Total Amount Billing Address Update

22 When a bug fix or new feature is released, we will provide you with the module's new package. All you need to do is repeating the above installing steps and uploading the package to your store. The code will automatically override. Flush the configure cache. Your store and newly installed module should be working as expected. Support We will reply to support requests after 2 business days. We will offer lifetime free update and 6 months free support for all of our paid products. Support includes answering questions related to our products, bug/error fixing to make sure our products fit well on your site exactly like our demo. Support DOES NOT include other series such as customizing our products, installation and uninstallation service.