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Please view more detail here: QuickBooks Desktop Integration
Hot Features
- Allows synchronizing and updating Customers from Magento 2 store to QuickBooks Desktop Items.
- Allows synchronizing and updating Products from Magento 2 store to QuickBooks Desktop Customer.
- Allows synchronizing
and updating - Orders from Magento 2 store to QuickBooks Desktop Sales Orders.
- Allows synchronizing Unpaid Invoices Magento 2 store to QuickBooks Desktop Open Invoices.
- Allows synchronizing
and updating Invoices - Paid Invoices Magento 2 store to QuickBooks Desktop Payments.
- Allows synchronizing Credit Memos Magento 2 store to QuickBooks
Desktop Receive Payments- Desktop Credit Memos.
- Friendly user interface and easy usage.
System Requirements
Your store should be running on Magento Edition version 2.0.0 and more.
Note that our QuickBooks Desktop Integration is compatible with all QuickBooks versions.
You only need to choose the QuickBooks Web Connector which is compatible with your QuickBooks version and download them here.
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Main Functions
How to use
Step 1: Create and manage
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user for QuickBooks Web Connector
We created a QuickBooks Desktop tab which a QuickBooks Desktop Menu which allows admin to control all of the things related QuickBooks Desktop Integration extension.
Firstly, admins need to create a new user to start using this extension by navigating
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QuickBooks Desktop > Manage User, click on Add New User button.
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Then, Fill all the fields then click on Save Information button button to save the entered information.
Step 2: Setup Sales Taxes in QuickBooks
Go to your QuickBooks Desktop and setup all the sales taxes, including Item Sales Tax and Sales Tax Codes (Canada version). These Taxes will be used to map with each tax rate in your Magento Site with our table Mapping Tax Rates.
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Step 3: Set configuration
After completing a new user and setting up Taxes in QuickBooks, admins need to set configuration to integrate with QuickBooks.
Go to Stores to QuickBooks Desktop > Configuration > QuickBooks Desktop, there are two sections which are required to set before using the extension.
Export QWC Files:
There are some sections that admins need to set before starting to use this extension.
Option: There are two options to choose, include:
- Default: sync orders to real customers.
- Customize: enable sync all orders to only one customer (except for the orders of wholesale customer).
In Customer Receive, type the CUSTOMER NAME of the customer above as in QuickBooks Desktop.
Note: You have to create this customer in QuickBooks Desktop first.
In Vendor Tax Agency Name, name of the vendor you want to create, this field is required in order to sync Tax.
Fill all the other fields, including: Base URL, User name, Scheduler and the 4 Account fields.
Then click Save Config to store all information.
- QuickBooks Desktop Version: Select the Country of your QuickBooks Desktop version
- Number of Tax Codes in QuickBooks Desktop:
Input the total number of all:
Sales Tax Items if yours is US version
Sales Tax Codes if yours is CA version
- Select User: the user will be used to connect with Web Connector, which was created in the previous step: Create and manage user for QuickBooks Web Connector
- Scheduler: Time for Web Connector to automatically run the Update (in minutes)
Account Type Settings:
In order to know how to enter exactly 4 fields, include:
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Cost of Goods Sold Account
--> Please open the QuickBooks Desktop software and go to to Lists > Item List
Then, navigate to Item > New > Account and choose one of them to enter 4 fields above.
Chart of Accounts, find the exact name of the account and input it into each field.
Finishing the Configuration by clicking Save Config
Step 4: Query the Company admin are using in QuickBooks to Magento 2
| Note |
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Only do this step when admins use this extension for the first time or when admins want to change the company in the QuickBooks Desktop application |
- Click on the Query Company button to export the company.qwc file
- Open the QuickBooks Web Connector software application.
- Click
At Select Type select field, admins choose Query Company then click Save Config
Click on Export QWC Config button and save the created Company QWC file.
Open the QuickBooks Web Connector software application. Then, admins need to click - on Add an application button and choose the
- company.qwc file above.
Then, admin have to open the QuickBooks Web Connector software application. Then, admins need to click on Add an application button and choose the Company file which are saved at the step above.
Admin will choose the checkbox and enter the password which is set Configuration.
- Enter the password of the User you select in Configuration.
- Tick the checkbox
- Click on Update Selected button to complete.
After the process is complete, go to QuickBooks Desktop > Configuration > QuickBooks Desktop again, you will see the company is now connected.
Finally, you can remove this Query Company application in Web connector
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Note: If admin wants to use other Company in QuickBooks Desktop application, create a company with a different name first then query the company again with QuickBooks Web Connector. |
- Manage queue
After you query a company for first use, then you will need to add some fields to the Manage Queue table before starting to sync data from the Magento 2 to the QuickBooks Desktop software.
Add Vendor Sales Tax Agency Name
Admins need to click on the Add Vendor to Queue button. Then, this data will be synced to the queue table.
Note that the Vendor Sales Tax Agency Name was created before.
Go to Stores > Manage Queue.
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Step 5: Mapping Taxes
- Click the button Query Taxes to export the tax.qwc file
- Open the QuickBooks Web Connector software application.
- Click on Add an application button and choose the tax.qwc file above.
- Enter the password of the User you select in Configuration.
- Tick the checkbox
- Click on Update Selected button to complete.
After the process is complete, go to QuickBooks Desktop > Mapping Tax Codes
There will be a list of tax rates in your Magento Site, select the tax code that you just queried from QuickBooks Desktop in the dropdown for each tax rates.
Click Apply to save the mapping.
Finally, you can remove this Query Taxes application in Web connector
Step 6: Sync Magento Data to QuickBooks Desktop
- Click the button Synchronization from Magento to export the connect.qwc file
- Open the QuickBooks Web Connector software application.
- Click on Add an application button and choose the connect.qwc file above.
For the first sync, you must sync the existing data from Magento to QuickBooks Desktop, including the below feeds:
Go to QuickBooks Desktop > Manage Queue
There are 6 buttons for the feeds that admins need to be synced, include:
- Sync Payment & Shipping Methods
- Sync Customers
- Sync Products
- Sync Orders
- Sync Invoice
- Sync Credit Memos
Click these buttons with the order above to create the queues in the Manage Queue table.
| Note |
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Note: Only click these buttons for the first sync to sync the existing data from Magento to QuickBooks Desktop. The queue for new customers, products or transactions will be created automatically when these feeds are created in Magento |
The status for each record will be Queue when it is created
After all the queues are created, open Web Connector again:
- Enter the password of the User you select in Configuration.
- Tick the checkbox for Synchronization from Magento application
- Click on Update Selected button to sync.
After the process is complete, you can go back to Manage Queue table to check the result, for each record:
- If success, status will be Success
- If fail, status will be Failed and there will be an error message in Message column
Result
Sync customers from Magento 2 to QuickBooks
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Sync Payment, Sync Shipping Methods, Sync Tax Rates: Admins will need to sync three fields before using this extension (Must).
Sync Customers: If you want to sync old customers, please click on the Sync Customer (Optional).
Sync Products: If you want to sync old products, please click on the Sync Products (Optional).
Sync Orders: If admins want to sync the old orders, it is forced that admins will need to sync all data above (payments, tax rates, shipping methods, customers and products).
Sync Invoice: If admins want to sync the old invoices, admins will nee to sync orders before.
How to sync data from Magento 2 to QuickBooks
Admin has to open the QuickBooks Web Connector software application. Then, the admin needs to click on Add an application button and choose the Default file:
How to get the Default file
Admins need to go to Configuration > QuickBooks Desktop > Select Type > Default and choose a user that is created before
Then, admins will click on the Export QWC Config button to export this file.
Finally, please open the QuickBooks Web Connector (if this application is not still run) and follow these following steps
Admin will choose the checkbox and enter the password which is set Configuration.
Click on Update Selected button to complete.
Sync customer from Magento 2 to QuickBooks
There are two ways to sync data from Magento 2 to QuickBooks Desktop, including:
- Manual updating by clicking on Update Selected button.
- Automatically updated by setting Scheduler.
Thus, all of data about existing customers on Magento 2 will be automatically synced to QuickBooks desktop.
Sync products from Magento 2 to QuickBooks
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Sync Orders from Magento 2 store into QuickBooks Desktop
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Sales Order
Sync
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When there is an order created at Magento 2, it will be synced through QuickBooks Desktop.
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Invoices Magento 2 store into QuickBooks
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Desktop Open Invoices and Receive Payment.
Sync Credit Memos Magento 2 store into QuickBooks Desktop Credit Memos
QuickBooks Desktop Synchronization Feeds and
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When there is an invoice created on Magento 2, it will be synced through QuickBooks Desktop. To view details this order, admin only click on Create Invoices.
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Fields
Customer
Magento Customer | QBD Customer |
First name | FirstName |
Last name | LastName |
ID | Suffix |
Phone Number | Main Phone |
Default Billing Address | Bill Address |
Default Shipping Address | Shipping Address |
First name + Last name | Customer Name |
Product
Magento Product | QBO QBD Item |
Name | Name, PurchaseDesc, FullyQualifiedName |
Short Description | Description |
Price | Unit Price |
Tax Enable | Taxable |
Sku | Sku |
Qty | Qty On Hand |
Created At | Inventory Start Date |
Order
Magento Product | QBO QBD Item |
Increment ID | Document Number |
Customer | CustomerRef |
Items | Line Items |
Grand Total | Total Amount |
Customer Email | Billing Address |
Tax | TnxTaxDetail -> Total Tax |
Created At | TnxDate |
Product Qty | Quantity each product in order |
Price Each Product | Rate |
Total amount each Product | Amount |
Discount Amount | Discount |
Shipping Fee | Shipping |
Billing address | Billing address |
Shipping Address | Shipping Address |
Invoice
Magento InvoiceCredit Memo | QBO QBD Invoice |
Method QBO ID | Payment Method Ref |
Created At | TxnDate |
Tax Amount | TxnTaxDetail -> Total Tax |
CustomerRef | Customer Reference |
Items | Line Items |
Grand Total | Total Amount |
Customer Email | Billing Email Address |
Credit Memo
Magento Credit Memo | QBO QBD Credit Memo |
Increment ID | Document Number |
Created At | TxnDate |
Tax Amount | TxnTaxDetail -> Total Tax |
CustomerRef | Customer Reference |
Items | Line Items |
Item qty | Qty |
Product price | Amount |
Amount product | Total |
Shipping Fee | Shipping |
Discount Amount | Discount |
Grand Total | Total Amount |
Customer Email | Billing Email Address |
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