2.4. Export Orders to QuickBooks
To Export orders from your online store to QuickBooks, follow several steps of the wizard:
1. Select [Export Orders to QuickBooks] and click [Next] to proceed.
or highlight several orders and right-click them selecting "Addons / Export Orders to QuickBooks"
You should connect to your QuickBooks database.
If QuickBooks is running right now, select first option to connect to your data.
If QuickBooks is off, you can connect to its data file (.qbw) anyway, just browse the one you need to proceed.
2. Export Preview allows you to filter your data by any parameter. Note that all orders listed here will be exported to QuickBooks. You can use native greed filters (click on column headings) and sorting in order to filter or rearrange items. Filters will affect the result of export.
Customer Identification Method - Export will search for a customer using selected method of identification. The customer will be modified if there are any found, if not - new customer will be added.
3. Export options may affect results. Please, read and check your selection carefully.
The first option allows you to connect to your QuickBooks database.
If QuickBooks is running right now, select first option to connect to your data.
If QuickBooks is off, you can connect to its data file (.qbw) anyway, just browse the one you need to proceed.
Also note that you may need to allow access from QuickBooks integration plug-in to QuickBooks.
Please, check if Quick Books asks any confirmation (it will pop up automatically if it's needed) and proceed.
Tax:
Set Default tax - when it's enabled, it allows you to set default tax type specified below for exported orders. Taxable item code - specify tax code that will be assigned to taxable orders. If taxable item code list is empty, click "Get tax items" to retrieve existing Taxes from QuickBooks.
Discounts:
Export Discounts - when it's enabled, this option allows you to export discounts.
Round discount to integer value - check this option to automatically round the discount values to integer.
Use existing discount items - check this option if you would like to select discount items from QuickBooks database.
Use Store Manager order discount value - check this option if you wish Store Manager orders discount values were applied to existing discount item during the export.
Create discount item if it doesn't exist - check this option if you wish to create one.
Order Options:
Order number options - allows you either to use order number from your Shopping Cart database, or let QuickBooks automatically assign order number and replace the Cart order number in the Customer PO field.
Create a customer if he/she doesn't exist - check this option if you wish to create one.
Assign all exported orders to - check this option and select a customer from a drop-down list to assign all exported orders to a specific customer.
Create a product item if it doesn't exist - check this option if you wish to create one.
Update product item price - check this option if you wish to update the products item price.
Export Shipping As - when it's enabled, this option allows you to set default Shipping type specified below for exported products. If shipping list is empty, click "Get Shipping Items" to retrieve existing list from QuickBooks.
Create shipping item if doesn't exist condition allows creating the new shipping position to the available ones. Use an arrow to get the accounts list from the QuickBooks which the newly-created shipping items will be related to:
Order type - at this field you can select which type you would like the orders to be exported as: Sales Order, Sales Receipt or Invoice.
What different order types mean:
Sales Order - is used to record a sale that you plan to fulfill in the future. It helps you keep track of items you promised to customers. Read more in the QuickBooks Desktop documentation.
Sales Receipt - is used when you receive full payment at the time of the sale. Sales receipts include payments by cash, check, or credit card. Read more in the QuickBooks Desktop documentation.
Invoice - An invoice is used when your customer agrees to pay you later. You can set up terms to indicate how long the customer has to pay. If they don't pay within the specified time limit, their invoice is overdue. Read more in the QuickBooks Desktop documentation.
Export Refunds - check this option to export refunds to QuickBooks. You can select Refund status and Accounts receivable from the drop-down lists. Use a 'green arrow' to upload the available accounts list from QuickBooks:
Customer Options:
By pressing the following option the items with the assigned discounts will be formed and displayed in a list below
4. "Map Customers" step allows you to map customers from your Store to appropriate items from QuickBooks either automatically or manually.
To refresh/get item list from QuickBooks, use [Fill Customers List]
[Clear mapping] allows you to clear mapping for selected items.
To map customers manually, click any store customer field and select one from the drop-down.
5. The "Map products" step allows you to map products from your Store to appropriate items from QuickBooks either automatically or manually.
To refresh/get item list from QuickBooks, use the [Fill Items List] button.
To map the same products automatically, use the [Auto Fill] button (see an illustration above).
The [Clear mapping] button allows you to clear mapping for selected items.
To show items description, enable corresponding check-box.
To map products manually, click any store product field and select one from the drop-down.
Attention! Export process will start, when you press [Export]! Proceed only if all options are set correctly, otherwise press [Back] and check everything once more!
6. On the last step, you will see detailed export log - the list of created/modified items, exported product list and errors if there are any.
The lower area helps keeping the current configuration file in the addon's wizard to be able to upload and use it in the future:
7. After that you can check the result in QuickBooks:
