ivend Retail & QuickBooks Desktop Integration Documentation

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2 ivend Retail & QuickBooks Desktop Integration Documentation Version Number: Last Revision Date: 09/05/18 Contents Overview Introduction... 3 Install and Configuration Installation Overview QuickBooks SDK Installation Integration Application Installation Configuration Overview Windows Service ivend Screen configuration Configuration screen Setup GL Configuration Screen Troubleshooting Integration Errors Configuration Related Errors API Related Errors Common Log Errors... 20

3 Overview 1. Introduction The ivend QuickBooks Integration Application was designed to allow interaction between the two systems. Features such as Customers, Tax Codes and Journal Accounts will be integrated into ivend while Sales, Returns, Goods Receipts and Goods Issues from ivend are integrated back to QuickBooks as Journal Entries. This document serves the purpose of outlining how to install the Integration Application and covers Troubleshooting tips for common errors that you might encounter. To start the installation, please refer to the next section, Install and Configuration.

4 Install and Configuration 2. Installation Overview The following section will demonstrate how to install the Integration Application and the QuickBooks SDK which is needed for the application to interact with QuickBooks Prerequisites for installation of the ivend integration: 1. The latest version of QuickBooks is installed and setup. 2. The latest version of ivend Retail Management Console, Point of Sale and ivend API is installed and initial configuration is done for the Enterprise and tax code setup as documented in the ivend Easy Start guide. 3. Windows.net Framework or later is installed. 4. Windows internet security settings are set to low.

5 2.2. QuickBooks SDK Installation The following steps will instruct you on how to install the QuickBooks SDK. After receiving the ivend -QuickBooks installation folder, navigate to the QuickBooks SDK folder and double click on the qbsdk130.exe to run the installer. You will then be presented with the following screen: Click on Next to advance to the next step. Read through the EULA, then check the I accept the terms in the license agreement and click on next.

6 You will then be presented with the following screen which will ask for basic information. Note that this information is not relevant to the functionality of the SDK and integration setup except for the Install this application for at the bottom which should always be set to Anyone who uses this computer. Next, select Normal installation and click on next. Selecting Normal will ensure that the SDK is installed in the correct location and that it is set up to communicate with your QuickBooks version.

7 The final screen before the installation starts requires you to click on Install. You can always click on Back to modify settings on the previous screen should need be. Clicking on Install will start the installation process. Please be patient as the installation might take a few minutes. After the installation has completed, click on Finish to close the installer.

8 2.3. Integration Application Installation This section will demonstrate how to install the Integration Application. After you have received the installation folder, double click on the Install.exe to start the installation. Please ensure that the ivend Management Console is closed when starting the installation. Once the installer has opened, you will be presented with the following screen. Click on Next to advance to the next step. The welcome screen is just a quick introduction of what the installer will be doing. Click on Next again to advance.

9 You will then be presented with the EULA which you have to accept to complete the installation process. Click on the I Agree checkbox and then on next after you have read through the agreement. Next, choose the destination folder where the application should be installed. The installation gives a default location where it will be installed, but the path can be changed by clicking on Browse and then selecting the destination where it should be installed.

10 Once the destination has been selected, click on Next. A final Confirmation screen will then be presented. Clicking on back will take you to the previous steps to change the installation folder. Alternatively, clicking on next will start the installation. You will be presented with the following screen once the installation has completed. Note that a window will show if the Integration Application and Addon Screen for ivend has been installed successfully. Finally, click on Close to close the installer. 3. Configuration Overview The following sections will show you how to successfully configure the installed integration windows service to be able to interact with both ivend and QuickBooks, as well as how to configure the settings which is needed on the ivend addon screen Windows Service After completing the installation processes in section 2, the next step would be to configure the windows service to run as administrator. To do this, open your Windows Services screen. You can do this by clicking on the search windows (Magnifying glass) next to the windows button on your desktop.

11 Now, search for Services and click on it once it has been found. Once it has opened, navigate to the ivend_integration services.

12 Right click on it and select properties to bring up its settings interface. Now, navigate to the Log On tab. Once there, select the This Account: option and enter the administrator username and the password associated with its log on. Click on Apply and then on OK once the details have been filled in. Your ivend_integration Windows Service will now be able to communicate successfully with your ivend and QuickBooks applications. At this point continue with the setup of ivend from the currency step in the ivend Easy Start Guide. Once you have finished setting up Payment Types return to this guide to complete the QuickBooks Integration Setup ivend Screen configuration This section will show you which settings to configure on the new ivend - QuickBooks addon screen for the integration to interact with the correct QuickBooks company file. The screens we will be covering in this section of the guide will be the Configuration screen as well as the GL Configuration screen

13 Configuration screen Setup Firstly, log into your ivend Management Console. You will notice that a new section has been added to Administration tab called QuickBooks Integration. Click on QuickBooks Integration and then on the Configuration option. The following screen should then appear. There are 3 settings that you must configure on this screen. a. The first setting File Path is used to select the QuickBooks Company File with which you want to use the integration for. b. Click on the 3 dotted buttons ( ) on the right, then select the company file you want to integrate with. The default path to your QuickBooks Company Files should be C:\Users\Public\Documents\Intuit\QuickBooks\. c. The second setting (Integration Executable Path) will be to select the path to the integration console application. (The console application is used to link to your Run Integration button for you to manually run the integration)

14 If you kept the default path at installation, then you can find the application at C:\Program Files (x86)\ivendquickbooks\integration\integration Layer. The file to select will be the ivend Integration.exe in the Integration Layer folder. d. Lastly, specify the interval at which the windows service should run the integration in minutes at the Integration Scheduler field. The minutes are used to tell the windows service how often it should run. We suggest that you set it to a minimum of 3 minutes if you need it to run regularly. Once all 3 settings have been configured, click on Ok at the bottom to save the changes GL Configuration Screen The GL Configuration screen is used to map your ivend Product Groups, Payment Types, VAT Items and Accounts Receivable account to the relevant accounts on QuickBooks. The screen consists of 4 tabs (Product Group Mapping, Payment Type Mapping, VAT Item Mapping and AR Account Mapping) which look like the following. Note that the integration must run successfully at least once for the dropdowns to contain values. Product Group Mapping:

15 For Product Group Mapping you must select the GL account for each dropdown column to which that product group is linked when making transactions. The columns are as follows: QuickBooks Sales Account, QuickBooks Cost of Sales Account, QuickBooks Stock/Expense Account and QuickBooks Inventory Variance Account. The list of accounts on the dropdown are the GL accounts that have been integrated from QuickBooks. Payment Type Mapping: On Payment Type Mapping, the Payment Type Name column holds the ivend payment Types that have been set up. The QuickBooks Payment Type column s dropdown values are pulled from the QuickBooks Payment Types that have been set up. These should be mapped accordingly to the ivend payment type for use on Payments Journal Entries. The QuickBooks Bank Account and Variance Account column s dropdowns hold the GL Accounts that have been integrated from QuickBooks. VAT Item Mapping:

16 VAT Item Mapping only has 2 rows which are the Standard and Exempt VAT Items. These should be linked to a VAT Account and VAT Item which are accounts and items that are pulled from your QuickBooks Application. AR Account Mapping Finally, the AR Account Mapping is used to select the Accounts Receivable account against which the Journal Entries will be made. Configuring and mapping each of these tables is crucial to the functionality of the integration application as the mapped accounts will be used when making Journal Entries on QuickBooks.

17 Troubleshooting The following section will discuss the different types of errors you can receive while using the application and guide you on how to resolve them. After the installation has completed and the integration has run for the first time, log files are created in each application accordingly to log the progress of the integration as well as any errors that might occur. You can find these at the following locations: Console Application Logs YourSelectedInstallDirectory/Integration Layer/logs/ Windows Service Application Logs - YourSelectedInstallDirectory/Integration Layer/WS Integration/logs

18 Integration Errors The integration errors can mainly be seen on the Integration Failure Monitor screen on ivend under the QuickBooks section. This screen will show the records that failed to integrate. The Direction column will show which direction the integration was trying to integrate to which is either To ivend or To QuickBooks. The last column Message will show you the error message for the failure. Typical errors you might receive are: Type: Customer Insert Direction: To ivend Message: FirstName Cannot be left Blank Solution: This error is caused because the Customer does not have a First Name filled in on QuickBooks. All customers should have a first name. Type: Sales Transaction Journal Entry Direction: To QuickBooks Message: No Sales Account / Cost of Sales Account was mapped to this product group Solution: The transaction contains items that are part of a product group which were not mapped to the QuickBooks Accounts in the GL Configuration Screen.

19 4. Configuration Related Errors Configuration errors can occur if the initial configuration on the Configuration screen was not set up. These can include the following: Error: Please ensure that an Integration exe path has been entered on the Configuration screen. The integration did not run. Cause: When clicking on the Run Integration button on the Integration Monitor screen or the Retry All button on the Integration Failure Monitor while a path to the Integration exe has not been specified in the Configuration screen s Integration Executable Path field. Error: Please ensure that a Company File path has been entered on the Configuration screen. The integration did not run. Cause: When clicking on the Run Integration button on the Integration Monitor screen or the Retry All button on the Integration Failure Monitor while a file path to the QuickBooks Company File has not been specified on the Configuration screen.

20 5. API Related Errors API errors usually occur when the API has not been setup up successfully or it has stopped. Additionally, because the ivend API is hosted in IIS, any other services such as e.g. Apache can cause the ivend API to stop or not be reached if the Apache service is running. How to spot if an API error has occurred: The integration is running but no records are integrating. You see the following error on the application logs - The type initializer for 'CXS.Retail.API.IntegrationService' threw an exception. Solution: Go to the ivend Configuration Manager, then click on ivend API and finally click on the stop button to stop the API and start to start it up again Or if you see the following error on the application logs: The request failed with HTTP status 404: Not Found. This is usually caused by other services that stops the Default Web Site entity on IIS under which the ivend API is hosted. You can resolve this by stopping the service which is blocking it and then starting the Default Web Site entity again on IIS 6. Common Log Errors These errors are common errors that can occur during integration. The most common being Could not start QuickBooks. This error indicates that the integration could not start and connect to QuickBooks. Causes include the following: The windows service cannot connect to QuickBooks if a QuickBooks session is already open. This means that if a user is currently working on QuickBooks then the integration would not be able to integrate.

21 Previous sessions of QuickBooks were not closed successfully. To resolve this, open Task Manager and scroll down to background processes and look for the QuickBooks (32 bit) tasks that look like the following End the tasks and run the integration again. More errors that can be seen on the Logs: No Company File was configured in Management Console This relates to the Configuration error in section 5 of the guide where a company file was not selected in the Configuration screen on ivend For more information please visit or call