Integrating IIF Exports with Web Connector
If you've been using the IIF export tool for QuickBooks, you need to take the following steps to integrate it with Web Connector:
- Open your QuickBooks company file and go into your Items.
- Find your Tax Service Item and double click on it to edit the item. Notice that the item does not have an Account filled in. Select the account name which you have entered in your config variable Config_QuickBooks_Map_SPL_Tax_ACCT (make sure this is an account of type Other Income).
- Check the check box that says "This service is used in assemblies or is performed by a subcontractor or partner". Now you will see that there is an Expense Account which you can now select.
- Select the account name which you have entered in your config variable Config_QuickBooks_Map_SPL_Tax_NAME (make sure this is an account of type Expense), then just click OK. A warning message will appear click Yes.
- Find your Shipping Service Item and double click on it to edit the item. Notice that the item does not have an account filled in. Select the account name which you have entered in your config variable Config_QuickBooks_Map_SPL_Tax_ACCT (make sure this is an account of type Income) and click OK. A warning message will appear; click Yes.
- All the other accounts are proper and will be used so no other changes are needed. Now follow the instructions on setting up your QuickBooks Web Connector.
If you've never used the existing IIF QuickBooks export, then you have two options.
Option 1: Use the default account names which come with your store - you won't have to make any changes.
Option 2: Create the Accounts in QuickBooks and enter their names in the appropriate Account and Product Name fields in your Admin Area.
If you don't already have these accounts and items in your QuickBooks company file then you can enter names that you would like used and we will create the accounts and items for you if they don't exist. Some of the old fields are still used with the new web connector:
Config_QuickBooks_Map_ITEM_ACCNT: refers to the Income Account associated to each of your products. If a particular product has a unique income account then this field can be set inside of the product in the Third-Party Specific Fields QuickBooks_Item_Accnt.
Config_QuickBooks_Map_ITEM_ASSETACCNT: refers to the Asset Account in associated to each of your products. If a particular product has a unique asset account then this field can be set inside of the product in the Third-Party Specific Fields QuickBooks_Item_AssetAccnt.
Config_QuickBooks_Map_ITEM_COGSACCNT: refers to the COGS Account in associated to each of your products. If a particular product has a unique asset account then this field can be set inside of the product in the Third-Party Specific Fields QuickBooks_Item_COGSAccnt.
Config_QuickBooks_Map_SPL_ACCNT: refers to the Bank Account which will receive funds once from a Sales Receipt Transaction. For an Invoice Transaction this must be an account of type Accounts Receivable.
Config_QuickBooks_Map_SPL_NAME: refers to the Name of the Service Item for Shipping charges.
Config_QuickBooks_Map_SPL_Shipping_ACCNT: refers to the Account of type Other Income which is assigned to the Shipping Service Item.
Config_QuickBooks_Map_SPL_Shipping_INVITEM: Only used in IIF Export.
Config_QuickBooks_Map_SPL_Tax_ACCT: refers to an Account of type Income which is assigned to the Tax Service Item.
Config_QuickBooks_Map_SPL_Tax_INVITEM: refers to the Name of the Service Item for Tax charges.
Config_QuickBooks_Map_SPL_Tax_NAME: refers to the an Account of type Expense which is assigned to the Expense Account of the Tax Service Item.
Config_QuickBooks_QBWC_Discount_Account: refers to an Account of type Expense which is assigned to the Account for the Discount Item.
Config_QuickBooks_QBWC_Discount_Item_Name: refers to the Name of the Discount Item.
Config_QuickBooks_QBWC_Gift_Cert_Account: refers to the Account of type Income which is assigned to the Account of the Gift Certificate Service Item.
Config_QuickBooks_QBWC_Gift_Cert_Item_Name: refers to the Name of the Gift Certificate Service Item.
Config_QuickBooks_QBWC_Only_Send_Customers_With_Orders: Only sends Customer data to QuickBooks if the customer has placed an order.
Config_QuickBooks_QBWC_Only_Send_Products_Which_Were_Ordered: Only sends Product data to QuickBooks of products which have been ordered. To Export an order as an Invoice go to the QuickBooks Financial Software Web Connector page and check the checkbox for Export Orders as Invoice (Unchecked for Sales Receipts). If unchecked orders will be sent as Sales Receipt.
Setting Up Your Web Connector
Once you have all your account information configured, you can go to the QuickBooks Web Connector setup page in your Admin Area. Go to Inventory > Volusion API > Manage QuickBooks.
You can choose an administrator account to give access to your QuickBooks data. Simply choose from one of your Administrator accounts and click Create QWC File. Save the file to your local computer.
If the Create QWC File button is not clickable, it may mean that you do not have an SSL certificate installed. Your store must have an active SSL in order to communicate with the QuickBooks Web Connector.
Open QuickBooks Web Connector. Click Add an application and browse to the location on your computer that you saved the QWC file. Click on the file to open it.
QuickBooks Web Connector will then try to verify your site and all its information and give you a prompt to enter your password. Enter the password associated with the Administrator account you selected when you created the QWC File.
The first time you run an update you'll need to make sure your QuickBooks software is running with the correct company file that you wish to integrate with. You will get a prompt asking if you wish to give permission, which you must agree to. You are now ready to start sharing data between QuickBooks and your Volusion site.
The QuickBooks Web Connector has the ability to Auto-Run updates every minute, which would adversely affect the speed of your site. Therefore, a limit of 12 connections per day has been set. You'll need to set it to Auto-Run every 240 minutes so as to not exceed 12 connections per day.
How to Reset an Export
Resetting should only be done when testing or if there is a network error while data is being sent from Volusion to QuickBooks. You can reset Accounts and Service Products (Config Variables), Customers, Products, and Orders by going to the Web Connector page and choosing the table you wish to reset, then the date of your export from the dropdown. You can then reset all ID's exported at that date time or reset just one particular ID.