This article will introduce you to how our integration works and how to set-up your company file for the sync. Once complete, follow the steps for running the Intuit Sync Manager.
Hosted Environment Support
These set-up instructions will work with RightNetworks or any environment where your company file is hosted.
How It Works
Since QuickBooks Desktop is disconnected from the internet, it cannot speak to Connex directly. Instead, our software reads and writes data through an intermediary called the Intuit Cloud. QuickBooks Desktop users set-up an account on Intuit's site, then Intuit creates a copy of the company file online. Users will operate QuickBooks from the same machine and the company is still located at the same place. Our system reads and writes data to the Intuit Cloud. Using a tool called the Intuit Sync Manager, QuickBooks pulls this information down and updates the web based copy. If you created an order in QuickBooks Desktop or adjusted inventory, you must run the Intuit Sync Manager to update the Intuit Cloud.
Here is a how the process works:
- At a scheduled interval, our system pings a page on your website for a text file of orders.
- Our system translates this information into a format that QuickBooks understands.
- Connex sends this data to the Intuit Cloud.
- Intuit responds to Connex with a success or error message
- The Intuit Sync Manager downloads the customers, products and orders into QuickBooks
- The Intuit Sync Manager syncs changes to Intuit. The next time Connex reads data, it has the most recent version of your company file.
By default, the Intuit Sync Manager and Connex run hourly. Connex must run first, then the Intuit Sync Manager to download the orders.
Before setting up the integration, you must set up QuickBooks properly These include accounts, sales tax, and item numbers in QuickBooks. If you're creating a test company file, start from scratch. Copies of other files and backups will fail to sync with Connex.
QuickBooks Desktop Users Only - File Location
Your company file must be hosted on a physical drive, like the C drive, or a network share like Right Networks. DropBox is incompatible.
Company Contact Info for QuickBooks Desktop Users
Make sure your QuickBooks file has a company name. In QuickBooks Desktop, go to company > company information and ensure it's filled out. Do not enter any special characters. Commas and apostrophes are acceptable.
Ensure that the product SKUs in your e-commerce solution match the item numbers in QuickBooks. Our system uses the product SKU as the unique identifer for each product in QuickBooks. Our software can add new products to QuickBooks from your online store, however, deleted products cannot be added again. Our solution will fill in an underscore plus the product SKU (i.e. _dozeneggs) and if that fails, the system will use a generic product called unknown_do_not_delete. Do not delete this unknown item or some order imports could fail.
Here are our best practices:
- Ensure that all SKUs and item name numbers match. Our search is case sensitive.
- Do not delete items in QuickBooks and sell them on your store. If you accidentally delete an item, readd the item.
- Do not delete accounts from QuickBooks that you have used for settings our Connex
If your product SKUs do not match item names in QuickBooks, you can use our rules engine to map them.
Connex pulls accounts from QuickBooks to create transactions. You must have accounts in the A/R, A/P, Bank, Item Asset, and COGS to properly use Connex.
In QuickBooks, go to Company > Chart of Account and create these accounts:
A/R and A/P
Click New > Choose from all account types > Next. Select A/R. Do the same for A/P.
Click New > Bank > Next. Select Checking.
For inventory based businesses, this account is mandatory. Click New > Choose from all account types > Next. Choose other current assets and name the account Inventory Asset.
Cost of Goods Sold (COGS)
For inventory based businesses, this account is mandatory. You cannot use an expense account for Cost of Goods Sold. Click New > Choose from all account types > Next. Choose Cost of Goods Sold and then COS.
This is the default income account for new items. For each item, you can select the income account and QuickBooks will use it. Go to New > Income and type a name.
Once these accounts have been created, close your browser. If you are using QuickBooks Desktop, run the Intuit Sync Manager. Return to Connex and the account drop downs will be populated. For QuickBooks Desktop users, there is a 10 - 15 minute delay before our software can pull the accounts.
QuickBooks Online users have this account already set-up, however, QuickBooks Desktop users must make the account by following these steps.
If your company is using QuickBooks Desktop, you must enable Sales Tax in QuickBooks. Otherwise, your orders will fail. You will see this message in your log:
Object creation failed, see details for error Invalid field value TaxCodeRef: Invalid TaxCode ID: [QuickBooks :2] Invalid field value TaxCodeRef: Invalid TaxCode ID: [QuickBooks :2]
To set-up Sales Tax, follow these steps:
- In QuickBooks, go to edit > preferences
- Click on the Sales Tax tab > company preferences
- Click yes under do you charge sales tax
- Select a value in the most common sales tax item drop down
- Click add a sales tax item and fill out the form.
- Run the Intuit Sync Manager
Bank Accounts Versus Undeposited Funds
If you set your deposit account in Connex as a bank account, transactions will reach your register as soon as they reach Connex. If you choose Undeposited Funds, then the orders sit in the deposits area in QuickBooks. For QuickBooks Desktop users, this is located on the home page under record deposits. For QuickBooks Online users, check under the banking tab. We recommend Undeposited Funds as your bank account because payments are deposited after orders are received. Using this account ensures you ledger matches your bank account.
You must turn the sales order functionality to use this feature. This article from Intuit will walk you through the process.