Table Of Contents
- QuickBooks Overview
- QuickBooks Integration Overview
- QuickBooks Integration Overview
- QuickBooks Desktop Set-Up
- QuickBooks Online Set-Up
- Journal Entry Vs. Receipts and Invoices
- Navigating the QuickBooks Connector
- Home
- Settings
- Mapping
- Imports
QuickBooks Overview
QuickBooks is an accounting software that allows you to keep track of financial functions.
QuickBooks Integration Overview
The OrderPort Connector was created to replace the Intuit Web Connector with a more secure and flexible tool. This tool integrates your QuickBooks account with your OrderPort account to ensure all of your bookkeeping stays up to date. OrderPort Connector has an automatic update feature that will prompt the user to accept any updates if a new version is detected on the OrderPort server.
QuickBooks Integration Overview
Contact the OrderPort Support Team to have the QuickBooks module enabled for your account. Once it is active, you will find the module located under integrations in OrderPort Admin.
Now that you are set up navigate to the QuickBooks module. Determine which steps you will use below based on whether you will be using QuickBooks Online or QuickBooks Desktop. This is going to depend on the account you have set up with QuickBooks.
Please note: The OrderPort Integration does not work with the QuickBooks Online Essentials plan. Instead, we suggest the QuickBooks Online Pro Plan.
QuickBooks Desktop Set-Up
When getting ready to set up the QuickBooks desktop integration the first thing you need to do is make sure the QuickBooks desktop application is completely closed. Then Navigate to OrderPort Administration and Open up the QuickBooks Module under integration.
It is very important that you follow these steps exactly. Download the QuickBooks SDK. Then Open up the downloaded file and fully install the SDK on your computer. After the installation is complete Open up the QuickBooks desktop application and haveBooks program open and logged into your company file.
Download the connector from the OrderPort QuickBooks module and run the program. It will prompt you to sign in. This will be your OrderPort Administration login. Next, navigate to this URL Connector.orderport.net. Use your OrderPort Administration login.
You should now have three things open QuickBooks Desktop, OrderPort Connector, and the Connector.orderport.net website. Navigate to the Journal Entry vs. Receipts section in this document to decide what method you want to use.
QuickBooks Online Set-Up
When getting ready to set up the QuickBooks online Navigate to OrderPort Administration and Open up the QuickBooks Module under integration. Use the Link on the bottom right side of the screen thats says qbo.orderport.net.
Use your OrderPort Administration login. By default, it is set to QuickBooks Desktop. You’ll need to go into settings to change it to QuickBooks Online. Refresh the page after you’ve checked the box, and it will prompt you to sign into your QuickBooks online account. For this login, you must be an Admin User in QuickBooks. It will then prompt you one last time to sign in to your OrderPort Admin account.
Journal Entry Vs. Receipts and Invoices
One of the First things you need to decide is if you want to import usign Journal Entries or Sales Reciepts.
Journal Entry summarizes the total amount debited and credited for a day. The Journal Entry breaks down the Payments, Discounts, Sales Tax, Shipping, Tips, and COGS. This method doesn’t affect Quickbooks inventory and can only be imported day by day.
Sales Receipts are imported from the individual orders from OrderPort. This method removes inventory from QuickBooks.
Invoices are available for both Journal Entry and Sales Receipts. In terms of importing, it is like Sales Receipts. The major difference is that Invoices usually have terms applied. Meaning the customer can receive the order before paying for it. This normally applies to Wholesalers or Distributors.
Navigating the QuickBooks Connector
Once you are logged into the QuickBooks module you will land on the Home page. There are 5 tabs near the top of the screen: Home, Import, Mapping, Settings, and Logout.
Home
On the home page, you will see information about your Receipts and Invoices. Each section will display your most recent imports from OrderPort. It will also let you know if there is anything that needs to be imported.
Settings
The Settings tab has some sub-sections. The first tab under Settintgs is Called General. Here you can view your current QB settings and make changes as needed. The settings included are:
Use Journal Entry -
Enables use of Journal Entry for QuickBooks Desktop users.
Skip Invoices –
This removes invoices from Journal Entry, so that you can import them as an Invoice.
Use State Tax Info –
Will use the state sales tax rate instead of the rates you manually entered.
Use Warehouse/Class mapping –
This enables Class Mapping for Journal Entry, which allows you to group by Sources and then Location or just Sources.
Exclude Cogs/Inventory –
Removes “Inventory/Cost of Goods” from Journal Entry.
Use QuickBooks Online –
Enables use of QuickBooks Online. By default, the connector uses QuickBook Desktop.
Use QuickBooks Online for Journal Entries –
Enables use of Journal Entry for QuickBooks Online users
Use Alternate Input for Journal Entry –
This option can’t be used with QuickBooks Online. It Allows you to create an Excel file, which requires account mappings per location.
The second tab under Settings is called Removed Orders. If for any reason you have taken care of an order outside of QuickBooks or accounted for it differently than normal, you can remove it when you import a Journal Entry. These are tracked in the Connector, so you are aware of affected orders. To see a list of orders you removed from imports into QuickBooks, click the Removed Orders tab.
The third tab under Settings is called Change QuickBooks Company. If you work with multiple businesses that use the OrderPort QuickBooks Connector, click the Change QuickBooks Company tab. You will be redirected to enter your credentials for the other business and log in again.
Mapping
Mapping is going to be a little different depending wheather you are using Journal Entries or Sales Receipts and/or Invoices. After you map anything in our system and you edit the mapping in QuickBooks, you’ll need to re-map that. Please see the image below for instructions on which categories need to be mapped.
Customer Mapping
For when you want your customer orders to be assigned to your customer in QuickBooks. Most often used for importing Invoices only. On the left side of the screen are the Customer Accounts found in OrderPort. On the right side of the screen are the Customers from your QuickBooks Company file. Simply drag the customer from the QuickBooks Customers list and drop it onto the OrderPort Customer you wish to map. To change the mapping, click on the red ‘X’, then drag and drop the new QuickBooks Customer. You can use the same customer in QuickBooks for multiple OrderPort Accounts. If a customer isn’t mapped during import, a new customer will be created in QuickBooks and will then be mapped to that new customer.
Item Mapping
Every item in an order that is imported needs to have a mapping. Similar to customer mapping, drag your QuickBooks items to the OrderPort item(s) to map. A QuickBook item can be mapped to multiple OrderPort item.
Chart of Accounts
QuickBooks requires all of these accounts to be mapped, regardless of whether you use it. For instance, if you don’t use Gift Cards, you still need an account to map it to.
Tax Agency Mapping
Every state you sell to needs to have a Tax Agency mapped. Similar to customer mapping, drag your Tax Agencies to the Sales Tax State. A Tax Agency can be mapped to multiple states.
Account Mapping
This tab will not appear unless you have Use Journal Entry or Use QuickBooks Online for Journal Entry enabled in the settings. This Tab has 4 Subcategories.
- COGS/Inventory: You can map product cost and sales based on Product Category. These categories are created and managed in the OrderPort Catalog Manager. Every item that is sold needs to have a category assigned to it. Then in the OrderPort Connector, click and drag your QuickBooks Accounts to the Product Categories. If you have Exclude Cogs/Inventory enabled, you don’t need to map anything here.
- Income, Liability, Payment Methods:In this section, you’ll be mapping your credit, debit, and liability accounts.
- Shipping and Handling:In this section, you’ll map your shipping accounts.
- Discounts and adjustments: In this section, you’ll map your discount and adjustment accounts.
Class Mapping
Class mapping is an optional setting for Journal Entry. This setting groups your Journal Entry by Sources. If you also wish to then group it further by location, that is possible. You cannot group by just location.
Imports
Depending on your settings, you’ll see Sales Receipt and Invoice or Invoice and Journal Entry. This is where you’ll go to import OrderPort data into your QuickBooks.
Sales Receipts
User default customer (User Settings) –
Use One Default Customer: If you want all your orders to flow into one default customer in QuickBooks. You can change the default customer name here.
Use Multiple Customers: This gives you the option to sort your orders by Sources or by Warehouse. The name input will be created as a Customer Account in your QuickBooks.
Guest accounts - This option is for importing customer orders to the same customer in QuickBooks, this requires customer mapping. If an order isn’t associated with a customer in OrderPort, they will be imported into the Default Guest Account, which can be renamed.
Import - To import, select a Date Range, please note that they cannot be on the same day. If you are importing orders from 1/1/24, the end date would be 1/2/24. The Reimport Old Receipts option is for if you made any changes to the Sales Receipt in QuickBooks and want to have the original order reimported. The feature removes the originally imported order from QuickBooks and then imports it again. QuickBooks requires you remove any deposits for the Sales Receipts before reimporting.
Invoices
Select the Invoices tab. Normally Invoices will have an account associated with it in OrderPort. If not, they will be considered a Guest Order. All guest orders will flow into a Default Customer Account into QuickBooks. You can name what you want that Customer Account to be here.
To import, select a Date Range, please note that they cannot be the same day. If you are importing orders from 1/1/24, the end date would be 1/2/24. The Reimport Old Invoices option is for if you made any changes to the invoice in QuickBooks and want to have the original data reimported. The feature removes the originally imported Invoice from QuickBooks and then imports it again. QuickBooks requires you remove any deposits for that Invoice before reimporting.
Journal Entry
If you have chosen to do a Journal Entry, select the Journal Entry tab. Enter the date you wish to import and click Journal Entry for date. When you run a Journal Entry it becomes archived. If you make changes to your mapping or accounts, and need to re-run the same date, make sure to check “Run entry without Archive” so it pulls the updated information.