2.4. Export Orders to QuickBooks

QBCustomersImportExport

To Export orders from your online store to QuickBooks follow several steps of the wizard:

1. Select "Export Orders to QuickBooks" option and click next to proceed.

Export Orders Welcome page

or highlight several orders and right-click on them select ‘Addons / Export Orders to QuickBooks’

Export Orders to QuickBooks

You should 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.
begin Session

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.

Export Preview Data
  • 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.

Customer identify

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.

Application Certificate

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.
Taxes area

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 Discounts area

Order Options:

Order Options area
  • 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.
Get shipping items list

- 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:

Get shipping item accounts list
  • 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.
Order type list
  • 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:
Export Refunds list

Customer Options:

  • Modify additional information (taxes) - check this option if you wish to update automatically a new customer info.
Customer Options

Product options:

    • Export Products as Type - select product type from the list for exported products
    • Export Product as - specify which database field will be exported as item name (product name or product model). Also you can specify Max length for an item name in the corresponding field
    • Accounts - specify account that will be assigned to the items. If Accounts list is empty, click "Get Accounts" button to retrieve existing accounts from QuickBooks
Product Options fields
  • Export products as Type:
    • Inventory Part
    • Non-Inventory Part
    • Service
    • Other Charge
  • Export Product As and Max Length - select the value from the drop-down and set its length
  • Export description as - choose the variant of the data which will be used in Product Description field:
Export Description as...

Clear HTML Tags checkbox allows display text of the product description without HTML tags.

  • Accounts - select an account (use get accounts to generate the list of accounts)
Account area

Group Item Discounts:

  • Adjust group item price by adding discounts - choose the variant from the drop-down list.
    • By pressing the following option the items with the assigned discounts will be formed and displayed in a list below:
Group Item Discount

4. "Map Customers" step allows you to map customers from your Store to appropriate items from QuickBooks either automatically or manually.

Map Customers step
  • In order to refresh/get item list from QuickBooks, use "Fill Customers List" button.
  • "Clear mapping" button allows you to clear mapping for selected items.
  • In order to map customers manually, simply click on any store customer field and select one from the drop-down.

5. "Map products" step allows you to map products from your Store to appropriate items from QuickBooks either automatically or manually.

Map products AutoFill
  • In order to refresh/get item list from QuickBooks, use "Fill Items List" button.
  • In order to map the same products automatically, use "Auto Fill" button (see an illustration above).
  • "Clear mapping" button allows you to clear mapping for selected items.
  • In order to show items description, enable corresponding check-box.
Show Items Description checkbox
  • In order to map products manually, simply click on any store product field and select one from the drop-down.

Attention! Export process will start, when you press "Export" Button! Proceed only if all options are set correctly, otherwise press "Back" button and check everything once more!

6. On the last step you can see detailed export log - the list of created/modified items exported product list and errors if there are any.

Exported orders results step

The lower area helps to keep the current configuration file in the Addon's wizard to be able to upload and use it in the future:

Save configuration there

7. After that you can check the result in QuickBooks:

Check Result