What is QuickBooks?

QuickBooks is a set of software solutions that are designed to manage payroll, inventory, sales and other needs of a small business. It helps small business owners stay organized. QuickBooks is compatible with all your devices, and provides an easy setup for small businesses.

 

What can QuickBooks do for you?

With QuickBooks you have a user friendly way of Reporting your sales invoice, checking your Expense billing and an efficient way to manage money for your business.

 

Signing up for QuickBooks:

To be able use QuickBooks with webShaper, you must already have a Quickbooks Account. QuickBooks has three packages that you can sign up for, the Simple Start, Essential and Online. These packages have their own unique benefit. Follow this link to learn more about signing up for QuickBooks and their Pricing plan. Choose which one suits you and your business best.

 

QuickBooks and webShaper:

QuickBooks is now integrated with webshaper. You can now do so much more to keep track of your growing business.

 

You can pull all your stores inventory, including your Products SKU, Name, Category, Price and Stock. You can also create customers from QuickBooks, check if they exist, push name, email, phone number and address. Furthermore, with QuickBooks, you can also push orders, customer information, items information, shipping information and costs.

 

quickbooks

 

 

QuickBooks and webshaper: The Basics of Integration

 

1. Logging in

 

In order to start using QuickBooks with webShaper, you will need to login to your QuickBooks from webShaper control panel.

1. Go to Settings

2. Click on Accounting

3. Move your mouse to Intuit 

4. Click on Manage Settings

5. Click on Connect to Quickbooks icon.

 

login

 

6. Once you are connected to Quickbooks from webShaper, you should be able to see the “Connected!” message.

 

Connected

 

Note that : The login used is only valid for six months. Therefore, you will be required to refresh your login when you are notified to do so. If you do not do this, the integration between webShaper and Quickbooks will discontinue and you will be required to login to your Quickbooks account from webShaper control panel again.

 

 

 

2. Configuring your Settings

 

1.  Click on the button “Load Necessary Settings” to load your Quickbooks preferences.

 

 

Note that : You must click Load Necessary Settings every time you Login or whenever you make changes to your Settings in Quickbooks.

 

 

 

3. Syncing Inventory

 

We strongly suggest that you adhere to the following structure to use in your Quickbooks in order for your webShaper store to successfully pull the products:

 

Your product in Quickbooks should be a sub-product whereby the parent is the category.

Valid products are products that are:

  • Active.
  • Sub-products (to category).
  • Quantity on hand should be more than zero.
  • Price and purchase price should be higher than zero.
  • Categories should have price = 0, purchase = 0 and zero quantity to be treated as category.
  • Name of product is treated as the SKU, and description is treated as the name of the product.

The following image demonstrates what valid products look like:

 

 

In this case, Apple is a parent category and Apple Adapter and Apple Cable is a sub category to Apple. All products under Apple Adapter and Apple Cable are sub-products and they are valid products if they have quantity and price more than 0. Products with no parents (which means product with no categories) are not valid products. The first column which indicates the name of the products, is treated as SKU in your webShaper store and description which is the second column is treated as the name of the product in your webShaper store.

 

Now that you understand how inventory sync between webShaper and Quickbooks work, you can then filter what categories to be included or excluded during the sync.

1. Go to Settings

2. Click on Accounting

3. Move your mouse to Intuit 

4. Click on Manage Import Product

5. Click on Filter Categories

 

 

6. Enter Categories from Quickbooks that you would like to exclude or include during the sync. 

7. Click Save

 

 

 

4. Checking Product Logs

 

Once you have completed the steps above, you can view your product logs in the webShaper control panel.

1. Go to Settings

2. Click on Accounting

3. Move your mouse to Intuit 

4. Click on Manage Import Product

5. Click on View.

 

 

 

 

 

5. Syncing Orders

Besides inventory, you can also sync orders from your webShaper store to QuickBooks. Before you begin the sync, you will need to map the departments.

1. Go to Settings

2. Click on Accounting

3. Move your mouse to Intuit 

4. Click Departments Mapping to import your departments or classes.

 

departmentmapping1

 

5. Click Import Departments to import your departments or classes from Quickbooks.

 

departmentmapping2

 

6. Next, map the departments to the marketplaces available so that any orders your webShaper store push to Quickbooks will be mapped to the chosen department. Click the black Quickbooks icon to start mapping to your Quickbooks departments.

 

departmentmapping4

 

7. The image below shows an example of how a webShaper store marketplaces are mapped to the respective departments in Quickbooks.
departmentmapping5

 

Once you have completed the steps above, you can now sync orders from your webShaper store to QuickBooks.

1. Go to Orders

2. Click Sync

3. Under Manage Sync

4. Click Add Orders For Export


ordersync1

 

5. Select the necessary Settings

6. Save your Settings

 

ordersync2

 

7. Click Log to view the history of the Order Sync

 

logfiles

 

Note that : All discounts, shipping and handling charges are set as item line in your Quickbooks invoice. All orders pushed to Quickbooks are inclusive of GST charges.

 

 

 

6. Distributing Credentials (OPTIONAL)

 

If you have more than one webShaper store, you will need to proceed with the following steps in order for all webShaper stores to use the same Quickbooks account:

1. Go to Settings

2. Click on Accounting

3. Move your mouse to Intuit 

4. Click on Manage Settings

5. Click on the button “Distribute Credentials” and enter your second webShaper store’s URL.

 

 

6. Once credentials distribution is successful, you will be notified.