QuickBooks Import Wizard

Processing Orders

Before you can process orders into QuickBooks, you have to setup a couple of things in your QuickBooks database.

1. Shipping Methods
2. Sales Tax Items
3. Discount Items
4. Sales Reps

Shipping Methods

In order for QuickBooks to accept a shipping method you defined on your website, you must also have a "Shipping" item in QuickBooks. Simply add a new item in the item list as "Shipping" with a price of "0.00". The price used will come from your website when the shipping item is added to the Invoice or Sales Receipt. This item is usually setup as an "Other Income" type and uses the "Freight Income" account.

You also need to have the Shipping Methods used on your website in your "Ship Via" list in QuickBooks. However, we test for these and add them automatically if they do not already exist. So you really don't need to be concerned with this other than knowing the fact that each time an order comes in with a shipping method that is not listed in the Ship Via list, it will be added automatically. Note: QuickBooks limits this field to 15 characters so some of your Shipping Method entries from your website may be cut off when they are added to the list.

Sales Tax Items

You also need to have a "sales tax item" for the state(s) (or counties if those are used on the website) where you are collecting sales tax. So, if you collect sales tax in VA as an example, you need an item in your item list with the name "VA" and the item type should be a "Sales Tax Item". The account you use for this item depends on your setup in QuickBooks. You should also set the price for this item as the matching percentage that you have in your QuikStore qs_main.cgi file on the web server.

Discount Items (optional)

If you want to use coupons on your website and have the discounts passed through to the invoice or sales receipt, you will also need to setup items for those. The item name is the coupon name (or number) you used in your discount logic. The item type should be a "Discount". The account you use for this item depends on your setup in QuickBooks. Again, you should also set the price for this item as the matching percentage or fixed price that you have in your QuikStore qs_main.cgi file on the web server in your discount logic.

Note: This discount item MUST be set as taxable for the calculations to come out correctly.

Sales Reps (optional)

If you are using affiliates on your site, and want the affiliate name to be passed into QuickBooks, you need to add a Sales Rep for each affiliate. When the order is processed, the affiliate id will go into the "Initials" for the Sales Rep. So, when you create the Sales Rep, make sure to set the initials the same as the affiliate id you use in QuikStore or it will not save it correctly. If it does not find an exact match, it just disregards it.

Processing an Order

You can process downloaded orders in 2 different ways:

1. Select a file to import
2. Import all files in the unprocessed list

To process a selected order, click the "Selected Files Only" radio button and then highlight the order file name in the list window. Then click the "Import" button. Only that order will be processed.

Process Selected File

To process all files, click the "All Files in List" radio button, and then click "Import". The program will start from the bottom and run each order in in order. If an error occurs, it will stop at the order it is trying to import. This order will not get moved to the process list until the error has been corrected.

Process All Files

Should you want to move a file between the processed or unprocessed lists, just select the file and then click the arrow located between the lists to move the file.

Moving a file

Background Processing

If you minimize the program when it's in the auto-processing mode (start has been clicked and it's downloading or waiting for files), it will be moved to the task bar by the clock like this:

Just double click on the icon and it will open the menu back up.

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