Scribe SolutionPak: QuickBooks Desktop to Salesforce

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1 Scribe SolutionPak: QuickBooks Desktop to Salesforce 9/26/2012

2 Important Notice No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, photocopying, recording, or otherwise, without prior written consent of Scribe Software Corporation. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, Scribe Software Corporation assumes no responsibility for errors or omissions. This publication and features described herein are subject to change without notice. Scribe Software Corporation makes no representations or warranties, either expressed or implied, by or with respect to anything in this manual, and shall not be liable for any implied warranties of merchantability or fitness for a particular purpose or for any indirect, special or consequential damages. Disclaimer The names of companies, products, people, and/or data used in window illustrations and sample output are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Trademarks Scribe Online is a trademark of Scribe Software Corporation. All other products or services mentioned in this document are identified by the trademarks or service marks of their respective companies or organizations. Scribe Software Corporation disclaims any responsibility for specifying which marks are owned by which companies or organizations. Publishing Information 2012 Scribe Software Corporation. All rights reserved. 9/26/2012 Page i

3 Contents Scribe SolutionPak: QuickBooks Desktop to Salesforce 1 Introduction 1 About the QuickBooks Desktop to Salesforce SolutionPak 2 Preparing the SolutionPak 4 Getting Started 4 Configuring the Scribe Online Connections 4 Setting up the SolutionPak 8 Preparing to import QuickBooks Customer data 8 Preparing to import QuickBooks Customer Invoices 9 Preparing to export Salesforce Account data 11 Using the QuickBooks Desktop to Salesforce SolutionPak 15 Page ii

4 Scribe SolutionPak: QuickBooks Desktop to Salesforce Introduction Welcome to the Scribe SolutionPak: QuickBooks 2012 Desktop to Salesforce.com. This SolutionPak allows you to easily import data between your QuickBooks Desktop 2012 (Pro, Premier or Enterprise Solution) system and Salesforce. This document will walk you through what you need to implement the Scribe SolutionPak: QuickBooks Desktop to Salesforce. The purpose of this SolutionPak is to allow you to move records from the following entities between QuickBooks Desktop 2012 and Salesforce: Scribe SolutionPak: QuickBooks Desktop to Salesforce 9/26/2012 Page 1

5 The Scribe SolutionPak: QuickBooks Desktop to Salesforce creates a powerful combination that helps you keep your customer and financial data synchronized and accurate. Your sales and support team will have customer and invoice information in Salesforce to allow them to service your customers more quickly without bothering your finance team for answers or custom reports. The QuickBooks Desktop to Salesforce SolutionPak saves you real time and money by automatically synchronizing your financial data to your Salesforce system without manual data entry or distributing daily reports. With more complete and accurate data in their Salesforce system, your sales and support representatives can make better decisions about who to call, what to sell, and how to best handle your customer needs. For Finance Reduce the time spent answering repetitive research questions about invoices. Keep your customer addresses accurate and up-to-date in both Salesforce and QuickBooks. Lower licensing and training costs by limiting QuickBooks to the employees who actually need and use the full capabilities of QuickBooks. Eliminate errors and mistakes. For Sales Get all of the financial information you need in one place Salesforce. No more looking up information in two systems or having to ask Finance questions. Serve your customers faster and more accurately. Make better use of your time by having more information about your customer or prospect available in one place. Increase customer satisfaction with a more complete view of your customer or prospects interactions with your business. About the QuickBooks Desktop to Salesforce SolutionPak SolutionPak contents The SolutionPak is available as a downloadable ZIP file called ScribeQuickBooksDesktopToSalesforce.zip, which includes: The following CSV (Comma Separated Value) files that are used to move data between QuickBooks and Salesforce: FromSFDC_Customers.csv A CSV (Comma Separated Value) file that will be imported into QuickBooks Desktop 2012 to create Customers. FromQB_Customers.csv The CSV Template file required to create the QBCustomer Text as Source Connection in Scribe Online. FromQB_Invoices.csv The CSV Template file required to create the QBInvoices Text as Source Connection in Scribe Online. Customer List for Salesforce.QBR The report template that you import into QuickBooks Desktop. Use this template to populate the FromQB_Customer.csv export file. Page 2 Scribe SolutionPak: QuickBooks Desktop to Salesforce

6 QuickBooksDesktopToSalesForce.xml The Scribe Online SYS maps (as an XML file) that contain the mappings between your report data and Salesforce. In addition to the SolutionPak, your site will need: A subscription (trial or paid) to the Scribe Online Synchronization Service (SYS). QuickBooks Desktop A Salesforce system with appropriate credentials and permissions to: Create and update Accounts Create custom objects Supported Address Format Due to differences in how address data is stored between QuickBooks and Salesforce, this SolutionPak only handles QuickBooks data where the Customer Name and Company Name are the same. In QuickBooks, the Company Name/Customer Name must be the first line of the address all street information must be on a single line. For example: QBD Customer 123 Main Street, Suite 100 City, State Zip Country Scribe SolutionPak: QuickBooks Desktop to Salesforce Page 3

7 Preparing the SolutionPak This section does not describe general Scribe Online tasks such as configuring your source and target connections. For detailed information about using Scribe Online, see the Scribe Online Help Center. Getting Started Extract the files from ScribeQuickBooksDesktopToSalesforce.zip After you download ScribeQuickBooksDesktopToSalesforce.zip file from the Scribe Download page, extract the files to a location that can be accessed by Scribe Online. Scribe suggests that you move the CSV files (FromSFDC_Customers.csv, FromQB_ Customers.csv, and FromQB_Invoices.csv) to the Scribe Online Data Exchange directory (..\Program Files [(x86)]\scribe Software\Scribe Online Agent\DataExchange\) on the computer on which the Scribe Online Agent is installed. Create the Scribe Custom Object in Salesforce If your site will use the Scribe SolutionPak: QuickBooks Desktop to Salesforce to integrate QuickBooks Invoice data with Salesforce, you need to create the QuickBooks Invoice Summary custom object as follows: Configuring the Scribe Online Connections For this Solution Instance, Scribe recommends that you create your connections from the Connections page as you will need to assign these global connections to each map. For information, see Adding Scribe Online SYS connections. Page 4 Scribe SolutionPak: QuickBooks Desktop to Salesforce

Configure the QBCustomers Text Source Connection as described in Connecting to Text as a Source. To configure the QBCustomers Text Source connection: 1.

8 For this SolutionPak, you need to create three Text Connections as well as a Connection to your Salesforce system. The Connections are: QBCustomers Text Source Connection QBInvoices Text Source Connection Salesforce Text Target Connection Salesforce Connection Configure the QBCustomers Text Source Connection Configure the QBCustomers Text Source Connection as described in Connecting to Text as a Source. To configure the QBCustomers Text Source connection: 1. On the Entities tab, you must name the text entity QBCustomers: 2. On the Entity tab, specify the filename as FromQB_Customers.csv. 3. On the File Format tab, select Field names in first row. 4. On the Fields tab: Click Preview to make sure your data looks as expected. If needed, go back and make changes. For each field, make sure that the field width is wide enough to accommodate the longest value in your data. The default value is 12. Preparing the SolutionPak Page 5

9 For example, data in the Customer field is likely to be longer than 12 characters, while the Phone field can be set to a smaller value. If your data exceeds the set width, it will be truncated when imported into the target. 5. Test and Save this Connection. Configure the QBInvoices Text Source Connection To configure the QBInvoices Text Source connection: 1. On the Entities tab, you must name the text entity QBInvoices: 2. On the Entity tab, specify the filename as FromQB_Invoices.csv. 3. On the File Format tab, select Field names in first row. 4. On the Fields tab: Click Preview to make sure your data looks as expected. If needed, go back and make changes. For each field, make sure that the field width is wide enough to accommodate the longest value in your data. The default value is 12. a. Test and Save this Connection. Configure the Salesforce Text Target Connection Configure the Salesforce Text Target Connection as described in Connecting to Text as a Target. To configure the Salesforce Text Target Connection 1. On the Entities tab, you must name the text entity Customer: 2. On the Entity tab: Specify the filename as FromSFDC_Customers.csv For Processing, select Append to existing file. 3. On the File Format tab, select Field names in first row. 4. On the Fields tab: Page 6 Scribe SolutionPak: QuickBooks Desktop to Salesforce

10 Click Preview to make sure your data looks as expected. If needed, go back and make changes. For each field, make sure that the field width is wide enough to accommodate the longest value in your data. The default value is Test and Save this Connection. Configure the Salesforce Connection Configure the Salesforce Connection as described in Connecting to Salesforce. Make sure that you have the credentials and permissions to create and update Accounts. If you are using an existing Salesforce Connection, be sure to refresh the metadata as described in Managing your Connections. Configure the Solution Instance Configure the Solution Instance as described in Configuring a Scribe Online SYS Solution Instance. However, from the Maps page of the Scribe Online SYS Instance Wizard, click Import, and then browse to and import the QuickBooksDesktopToSalesforce.xml file that contains the maps required for the SolutionPak. For information, see Exporting and Importing Maps. The maps you import will show as "Incomplete." Open each map and configure the source and a target connections and, if needed, make changes to the maps to suit your business requirements. By default, the Solution Instance only runs on demand. After you understand the integration requirements for the SolutionPak, you can schedule the Solution Instance to run automatically as described in Scheduling your Solution Instance. Preparing the SolutionPak Page 7

Setting up the SolutionPak You can use the Scribe SolutionPak: QuickBooks Desktop to Salesforce to perform one or more of the following tasks: Import QuickBooks Customer data into Salesforce Accounts.

11 Setting up the SolutionPak You can use the Scribe SolutionPak: QuickBooks Desktop to Salesforce to perform one or more of the following tasks: Import QuickBooks Customer data into Salesforce Accounts. Import QuickBooks invoice data into Salesforce custom QuickBooks Invoice Summary fields. Export account data from Salesforce to QuickBooks customer data. This section describes the set up steps required for each of these tasks. Preparing to import QuickBooks Customer data To import QuickBooks Customer data into Salesforce Accounts, use the QuickBooks Memorized report Customer List for Salesforce. Import the QuickBooks Report Scribe provides a QuickBooks report template, called Customer List for Salesforce.QBR that you will need to import into QuickBooks. To import the QuickBooks Report: 1. From the QuickBooks Desktop 2012 toolbar, select Reports and then Memorized Reports. 2. Select Memorized Report List. 3. From the bottom of the Memorized Report List, select Memorized Report and then Import Template. 4. Browse to the location where you extracted the contents of the.zip file and select the Customer List for Salesforce.QBR report template. Page 8 Scribe SolutionPak: QuickBooks Desktop to Salesforce

12 Run and save the Customer report The ToSFDC_Customers SYS map uses the FromQB_Customers.csv file as the source to integrate Customer data from QuickBooks Desktop 2012 into Salesforce accounts. However, you need to populate this file with data and make it available to Scribe Online. To run and save the Customer report for Scribe Online: 1. From QuickBooks, run the Customer List for Salesforce report. 2. Use the report output to generate a.csv file export that contains your customer data: a. With the report open, click Excel>Create New Worksheet>Create a comma separated values (.csv) file. b. Click Export. c. From the Create Disk File name dialog, export the file to..\scribe Software\Scribe Online Agent\DataExchange\FromQB_ Customers.csv. This sample file will allow you to easily test the SolutionPak against your own data. Preparing to import QuickBooks Customer Invoices You can export QuickBooks Customer invoice data to the FromQB_Invoices.csv file. The ToSFDC_Invoices map in Scribe Online SYS can then use this file as the source to import the invoice totals into the Salesforce custom invoice entity (as described in Create the Scribe Custom Object in Salesforce on page 4). The QuickBooks invoice data is exported with some blank lines that you will need to remove before running the SolutionPak. For more information, see Cleaning up the Quickbooks data. Exporting the Invoice data To export Invoices from QuickBooks Desktop to the FromQB_Invoices.csv: 1. In QuickBooks, open the Customers page. 2. Open the Transactions tab. 3. From the Transactions tab, select Invoices. All available Invoice data displays. 4. If desired, change the filter criteria. The default is to filter by All Invoices and All Dates. Setting up the SolutionPak Page 9

$From the Create Disk File name dialog, export the file to..\scribe Software\Scribe Online Agent\DataExchange\FromQB_Invoices.csv. 8.$ Click Save and then click Yes to add your invoice data to the file. Cleaning up the Quickbooks data Cleaning up the QuickBooks data: 1.

Click Save and then click Yes to add your invoice data to the file. Cleaning up the Quickbooks data Cleaning up the QuickBooks data: 1.

13 5. Click Export to open the Export dialog box. 6. Select Create a comma separated values (.csv) file and click Export. 7. From the Create Disk File name dialog, export the file to..\scribe Software\Scribe Online Agent\DataExchange\FromQB_Invoices.csv. 8. Click Save and then click Yes to add your invoice data to the file. Cleaning up the Quickbooks data Cleaning up the QuickBooks data: 1. Using an editor (such as Notepad) open the FromQB_Invoices.csv file. 2. Delete the line directly under the field names and the Totals line at the bottom of the file. Depending on your filtering selections, these lines may look different than the following example. Page 10 Scribe SolutionPak: QuickBooks Desktop to Salesforce

14 3. Save and close the FromQB_Invoices.csv file. Preparing to export Salesforce Account data The FromSFDC_Customer.csv file allows you to map new or changed customer data from Salesforce Accounts to QuickBooks Customer data. If your site chooses to export Salesforce Account data back to QuickBooks, you need to: Set up the FromSFDC_Customers.csv file. After the Solution Instance runs, import FromSFDC_Customers.csv into QuickBooks. Setting up the FromSFDC_Customers.csv file To set up the FromSFDC_Customers.csv file in QuickBooks: 1. From QuickBooks Desktop 2012, open the File menu. 2. From the File menu, select Utilities. then Import, then Excel Files. 3. From the Add Your Excel Data to QuickBooks page, click Advanced Import: Setting up the SolutionPak Page 11

$4. In the Set up Import tab: a. Browse to and select the FromSFDC_Customers.csv file (in the..\scribe Software\Scribe Online Agent\DataExchange\ folder) b.$ e. For Import type, select Customer. The Customer fields from QuickBooks now display: f.

e. For Import type, select Customer. The Customer fields from QuickBooks now display: f.

15 4. In the Set up Import tab: a. Browse to and select the FromSFDC_Customers.csv file (in the..\scribe Software\Scribe Online Agent\DataExchange\ folder) b. Make sure that This data file has header rows is selected. c. From Data Mapping, select <Add New> from Choose a mapping. An empty Mappings page displays. d. For Mapping name, enter FromSFDC_Customer. e. For Import type, select Customer. The Customer fields from QuickBooks now display: f. From the Import data drop-down, map the following fields: Job or Customer Name to Name Phone to Phone Fax to Fax to Billing Address 1 to Name Billing Address 2 to Street Page 12 Scribe SolutionPak: QuickBooks Desktop to Salesforce

Billing Address 3 to CityStateZip Billing Address 4 to Country g. Click Save to save your map and then click Import to import your Salesforce data into QuickBooks.

16 Billing Address 3 to CityStateZip Billing Address 4 to Country g. Click Save to save your map and then click Import to import your Salesforce data into QuickBooks. QuickBooks does not allow colons (:) in customer names; if you import a customer record that contains a colon in the customer field, the import will fail, and the error will display in the QuickBooks Import Error log. The QuickBooks key field is the Customer Name. If you integrate records from QuickBooks to Salesforce, make a change to the account name in Salesforce, and then integrate the records back into QuickBooks, QuickBooks will create a new customer record with the new name. Exporting Salesforce Account data After the Solution Instance runs in Scribe Online, the FromSFDC_Customer.csv file will be populated with Account customer data from Salesforce. From QuickBooks, you can then import the populated FromSFDC_Customer.csv file to create QuickBooks Customers. To create QuickBooks Customers from Salesforce Accounts: 1. As described in Setting up the FromSFDC_Customers.csv file on page 11, open the FromSFDC_Customer.csv (in the..\scribe Software\Scribe Online Setting up the SolutionPak Page 13

17 Agent\DataExchange\ folder). 2. From the Set up Import tab, make sure that Choose a mapping is set to FromSFDC_Customer.csv (all of the settings should be correct from when you set up this file earlier). 3. Click Import. Page 14 Scribe SolutionPak: QuickBooks Desktop to Salesforce

18 Using the QuickBooks Desktop to Salesforce SolutionPak After the QuickBooks Desktop to Salesforce SolutionPak has been configured, your Solution Instance is ready to run. This sample scenario shows you how. Let's say that you are a QuickBooks Desktop 2012 user who wants to transfer your QuickBooks Customer and Invoice data to Salesforce on a regular schedule (such as every Monday through Friday night). This sample workflow provides an idea of how your site can use the Scribe SolutionPak: QuickBooks Desktop to Salesforce. The SolutionPak was designed for flexibility in a variety of business use cases; you can determine a workflow that best works for your site. If the approach and mappings create issues or conflicts with your business processes, work with your QuickBooks and Salesforce administrators to modify or add mappings to existing maps or to create entirely new maps to meet your requirements. Using the SolutionPak: At the end of each workday: 1. Prepare the FromQB_Customers.csv file: a. Run the Customer List for Salesforce QuickBooks report to export the QuickBooks customers as described in Run and save the Customer report on page 9. b. As described above, export the data to a CSV file called FromQB_ Customers.csv and save this file to the..\scribe Software\Scribe Online Agent\DataExchange\ folder. 2. Prepare the FromQB_Invoices.csv file: As described in Exporting the Invoice data on page 9, export the Invoices data from the Transactions tab to an Excel file called FromQB_Invoices.csv and save this file to the..\scribe Software\Scribe Online Agent\DataExchange\ folder. 3. Run the Scribe Online QuickBooks Solution Instance. In this scenario, the Solution Instance is scheduled to run overnight, as described in Scheduling your Solution Instance, so this step occurs automatically. The Solution Instance: Adds new or updated Customer data to Salesforce. Adds new or updated Invoice data to Salesforce. Populates the FromSFDC_Customer.csv with any new or updated Customer data from Salesforce. 4. Import Customer data from Salesforce into QuickBooks: The next morning, from QuickBooks, follow the directions in Exporting Salesforce Account data on page 13 to import the FromSFDC_Customer.csv file into QuickBooks. Any new or updated customers created in Salesforce from the previous day are now available in QuickBooks. Using the QuickBooks Desktop to Salesforce SolutionPak Page 15

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