Sync Orders from QuickBooks Desktop to ShipStation

Sync Orders from QuickBooks Desktop to ShipStation

This guide describes how a two-way sync, syncing an order from QuickBooks Desktop to ShipStation, works as well as how to enable this powerful feature.

Install Instructions:

Step 1- Connect to ShipStation

You must obtain an API key and API secret from ShipStation. Here are the steps:

  1. Log into your ShipStation account as the Admin.
  2. On the top right, click the gear icon
  3. On the Left click account> API Settings  
  4. If you don't see the keys, click regenerate API Keys.
  5. Login to Connex.
  6. On the dashboard, click Add a New Connection to begin the setup process.
  7. Choose ShipStation from the drop-down menu.
  8. Enter your API key and API secret.
  9. Leave the URL as http://www.shipstation.com.
  10. Click submit.

Step 2- The Connex Install Wizard

There are several steps to complete the install wizard for the initial setup to sync orders from QuickBooks to ShipStation:

1. Choose the sync direction Sync Orders from QuickBooks to ShipStation

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2.  Next,  it's time to pair the QuickBooks Web Connector. Note that directions are provided on-screen. These steps will occur within QuickBooks. When complete, return to Connex and click Next to proceed.

For exact steps and video instruction on how to Pair the Web Connector can be found here.

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3. Tracking Details and Transaction Type

  • Connex will add tracking numbers and/or shipping costs to orders in QuickBooks when they are in Shipped status in ShipStation.
  • You may also choose a specific transaction type to sync from QuickBooks, such as Invoices or Sales Receipts.

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4. Filter Sales

  • Connex will sync sales from QuickBooks to the ShipStation Manual Orders(ShipStation) store in Awaiting Shipment status.
  • Additional filtering of QuickBooks sales can be controlled through the QuickBooks class designation of ShipStation.  

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5. Test Sales

This final step of the install wizard is optional.  You could enter a QuickBooks order number in the Comma separated list of order numbers to export area to send a test order to ShipStation*

*You must run the QuickBooks Web Connector to send orders from QuickBooks to ShipStation.

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Step 3- The Connex Menus 

  • To access sync settings for the sync of orders FROM QuickBooks to ShipStation in the Connex account from the Connex Dashboard, go to: Orders -> Sync Orders from QuickBooks -> Sync Settings
  • To turn ON/OFF the sync FROM QuickBooks to ShipStation, use the first checkbox "Sync orders from QuickBooks to ShipStation"

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How do I get tracking details and/or shipping costs in QuickBooks?

Connex will send tracking details and/or shipping costs to QuickBooks if you have either checkbox selected AND you have an order status of Shipped specified in your Connex account settings.

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To add the order status of Shipped in your Connex account settings, open the Orders Menu -> Sync Orders to QuickBooks Menu -> Sync Manually to QuickBooks Menu  and enter Shipped as the order status to export.

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How does Connex check for duplicates?

Connex uses the QuickBooks order date, order number, and order store name to check for duplicates. If you modify your settings to move sales to a different store or you modify the order date, then you will get a duplicate order in ShipStation.

The most common reason for duplicates is changing the order date in QuickBooks. Any sale that is modified in QuickBooks is resent to ShipStation. 

In QuickBooks Desktop, here is the ship date field:

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How do the address fields map?

Billing Address in QuickBooks

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Billing Address in ShipStation

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Fields in QuickBooks and how they translate from ShipStation

QuickBooks ShipStation Notes
Address Line 1 Name  
Address Line 2 Company or address 1 If line 1 contains ATTN. Otherwise, address 1
Address Line 3 Address 2 or address 3 Depending if line contains ATTN.
Customer Phone Phone Maps from customer record.
Customer Email Email Maps from customer email.
Customer First Name See below  
Customer Last Name Name If the line 1 matches the customer first and last name, then our tool maps it to the ShipStation name field.
City City  
State State  
Country Country Should be the two letter abbreviation. If omitted, Connex will map the country based on the state abbreviation.

 

Here is an example order syncing to ShipStation:

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Advanced Features

Change Order Status

When Connex inserts orders, we insert them with the awaiting shipment status. To change the order status, follow these steps:

  1. Go to the Connex rules engine.
  2. Click action and add new rule.
  3. Add this rule.

Can I sync partial quantities to ShipStation?

All quantities must be integers. In ShipStation, you can make a correction:

  1. Open the sale.
  2. Clicking edit next to order details
  3. Click quantity
  4. Entering the right number.

How do I map the store name from ShipStation to an order syncing from QuickBooks?

By default, sales from QuickBooks will sync with the ShipStation manual orders store. There are two ways to change the mapping:

Change for all sales

  1. Login to Connex.
  2. Find your connection, and click "Manage".
  3. Expand "Sync Orders From QuickBooks".
  4. Change the store drop down.

Change for specific sales

  1. Go to the Connex rules engine.
  2. Click action and add new rule.
  3. In this example, if the company is Target then the store name is Target store.

How do I populate the shipping service in ShipStation?

Out of box, Connex will map the QuickBooks ship via field to the ShipStation requested shipping service field in ShipStation. In this example, the QuickBooks ship via says UPSGrd:

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If ShipStation, create a mapping for UPSGrd. ShipStation will choose the proper service and package type. For more information, read this article.

How do I add a bill to account?

By default, ShipStation will bill shipping to your account. To bill shipping to a third party, you must tell Connex the account number to bill. On your QuickBooks order, enter the shipping method. Connex will map the bill to account, carrier, and shipping code:

  1. Login to Connex.
  2. On the left, click rules.
  3. Click my rules.
  4. Add this rule and enter your bill to account.
  5. Open QuickBooks and create a sale.
  6. Add a line item for shipping. Here is an example.

I have two UPS accounts. I receive an error that there is a provider and service mismatch. How do I resolve the issue?

In ShipStation, some users have a UPS account from ShipStation and a UPS account from UPS. One of these accounts is disabled, but some orders are associated with a disabled UPS account. Here are some examples:

Go through each order in the manual orders, or store where you sync QuickBooks sales, and change the package information. Choose the new UPS account.

 

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