Installation/Configuration Guide

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Contents

User Guide

  • Go to Tools->QuickBooks menu for open home page of module

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Configure company file of QuickBooks, QBXML version and Time zone

IMPORTANT

  1. This step is required
  2. This module can run without open QuickBooks program
  • Go to ‘Web Connector and QBXML version’ to configure company file and QBXML version.

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  • Application name: is the name of application that you configured on Web Connector file. Ex: on the web connector file above have application name is ‘App_name’
  • Company file: is the path that stored company file of QuickBooks. Ex: C:\Documents and Settings\All Users\Documents\Intuit\QuickBooks\Company Files\company01.QBW
  • The 'disable/enable' button is a toggle switch to turn off and on the sync for that file.
  • We can configure multiple application for synchronize data to multiple company file. Ex: If we want to synchronize data to 2 company files we create 2 files Web Connector with application names are app_name1 and app_name2 and then we add 2 Application name same above.
  • With each version of QuickBooks we have difference QBXML version. We have to configure QBXML version match with QuickBooks version. Ex: with QuickBooks 2009 QBXML version is 7.0

Note: We recommend QBXML version is 7.0

Here is the the different versions of QuickBooks and the corresponding versions of the QBXML


  • The default time zone is to America/New_York and you need to adjust to match the time zone on the server/workstation where the webconnector/quickbooks will be running.
  • On your workstation/server, double click on the clock(right bottom corner), then "Change date and time settings..."

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  • Now that you know the time zone, in this case it's "Central Time (US & Canada)", go to: http://www.php.net/manual/en/timezones.php, click on "America", and find your time zone, in this case it's "America/Chicago" - enter it on your VTQB Setup window.

First Sync

Your first sync deals with all of the existing data between vtiger and QuickBooks. On the Quickbooks settings page, go to VTQB Sync. This page will walk you through your first sync.

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Configure Objects to synchronize

  • Click the settings button of this module (the hammer) to configure which objects will be synchronized.

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  • Objects to synchronize.

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Configure Price Style

  • Open function Price Style to configure the price format used when we synchronize product and service. Ex: USA style: 20,000.00 or International style: 20.000,00.

Configure Discount and Tax (Vendor and Account)

  • We can configure the Vendor and Account on QuickBooks via function Discount and Taxes.

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  • When we synchronize the tax from vTiger QuickBooks, a 'tax' item is created in Quickbooks. QuickBooks needs a Vendor to manage this Item. We can add and set Vendors to use in QuickBooks.
  • When we synchronize discounts to QuickBooks, the system needs an Account to manage the item. From this setting you can add a new Account to QuickBooks, and set the account to use for discounts.

Configure Account and Contact fields mapping with Customer on QuickBooks

  • Before you synchronize Accounts or Contacts from vTiger to Customer on QuickBooks we need to configure the field mapping.

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  • We can dynamically map fields from vTiger to QuickBooks via Accounts and Contacts function of this module.
  • Synchronize Account from vTiger to QuickBooks: When we create or edit an Account in vTiger, the system will automatically synchronize the Account from vTiger to Customer on QuickBooks.
  • Synchronize Contact from vTiger to QuickBooks: When we create or edit a Contact in vTiger, the system will automatically create a Customer in QuickBooks.

NOTE: Synchronization is on a delay determined by how frequently your web connector runs.

IMPORTANT

  1. When we synchronize Contacts from vTiger to QuickBooks if the Account of that contact is not already synchronized to QuickBooks, the system will automatically synchronize the Account to QuickBooks

Configure transaction for Invoice, Sales Order, Quotes

The text below applies to Invoices, Sales Orders, and Quotes.


NOTE: Quotes cannot be created in Quickbooks, so you must send your Vtiger Quotes as another data type, such as Invoice.

  • We can configure how Invoices are transferred in Transaction Invoice of this module

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  • Same as with Account and Contact we can dynamicallu map fields from Invoice to QuickBooks.
  • The system can synchronize a Vtiger Invoice to different data types in QuickBooks: Invoice, Sales Order or Sales Receipt.

When we create or edit an Invoice in vTiger the system will send the Invoice data to QuickBooks

IMPORTANT

  1. When we synchronize Invoices from vTiger to QuickBooks:
    1. If the Account or Contact of this Invoice has not already been synchronized, the system will automatically send the Account or Contact to Customer in QuickBooks
    2. If the Products, Services, Tax type, Discount … of this invoice does not exist in QuickBooks, the system will automatically synchronize them to Items on QuickBooks.


Synchronize Invoices, Sales Order, Sales Receipts from QuickBooks to vTiger

  1. In Vtiger, go to VTQB Sync in the Quickbooks settings page.
  2. At the bottom of the page, step 6, set the date for the earliest transactions to import into Vtiger.
  3. Click 'Import Transactions'

It can take several minutes to complete the import depending on the number of Invoices, Sales Orders, and Sales Receipts you have in Quickbooks.

Transaction history

  • We can view history of transaction via function Tranfer History of this module. When we synchronize data from vTiger to QuickBooks or from QuickBooks to vTiger system will be track to log for we can check them later.

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Errors Log

  • When system synchronize data is issued system will be track to error log and we can view them on function ‘Error Log’ of this module

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Troubleshooting

  • 1. QBWC1000: The domain names for QBVT's service and support URLs do not match. (Most likely misspell in the link). 
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Solution: Make sure that <AppURL> and <AppSupport> URL's(domains) are the the same.

<AppURL>https://abc.com/vtigercrm/modules/QuickBooks/vQuickBooks/server.php?app=App_name</AppURL> <AppDescription>An example QuickBooks SOAP Server</AppDescription> <AppSupport>https://abc.com/vtigercrm/modules/QuickBooks/vQuickBooks/support.php</AppSupport>

Troubleshooting Credentials

  • Windows vTiger Server
    • How can we access you server?
    • Can we access via RDP, if yes, what's the host/ip and username/password?
    • Where is your vTiger CRM located(directory)?
    • How can we access your MSSQL Server?
    • What's the username/password for MSSQL Server?
    • Where is your QuickBooks located(server/workstation, directory)?
    • How do we access your Quickbooks(Ip/host, username/password)?
    • What is your Quickbooks username/password.
  • Linux vTiger Server
    • How can we access you server?
    • Can we access via SSH, if yes, what's the host/ip and username/password?
    • Can we access it via FTP, if yes, what's the host/ip and username/password?
    • Where is your vTiger CRM located(directory)?
    • How can we access your MySQL Server?
    • What's the username/password for MySQL Server?
    • Where is your QuickBooks located(server/workstation, directory)?
    • How do we access your Quickbooks(Ip/host, username/password)?
    • What is your Quickbooks username/password.
Retrieved from "http://wiki.boruapps.com/index.php/Installation/Configuration_Guide"
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