QuickBooks Desktop User Guide and FAQ

The QuickBooks integrator is a one to one mapping for both Trading Partners/Customers and Items. This means that each trading partner in your WebEDI account needs to be set up in QuickBooks as a customer. Do not add any of the individual stores as jobs or customers within QuickBooks. All Catalog Items need to be entered into the Inventory in QuickBooks for accurate mapping.

To map the customers and inventory from QuickBooks with WebEDI, run the mapping integrator by selecting the DTS-QB Integrator for mapping TPs/Items. This will need to be done if new items are added to your inventory. All items need to be mapped in order for the integration of orders and invoices to work properly. 
The catalog will need to contain the description of the items to be mapped.

All items will need to be mapped in order for orders to integrate into QuickBooks and invoice to import out. 
Under the Activity tab in the QuickBooks Integrator on your WebEDI portal are logs that will display any integration and connection errors as well as successfully integrated files.

The QuickBooks Web Connector is located under File/App Management/Update Web Services. 

• To import purchase orders into QuickBooks run the inbound by selecting the DTS-QB Integrator Transfer WebEDI POs to QuickBooks, then click Update Selected. The date range under Configuration needs to be a minimum of one day and no more than a 30 day period. Anything greater than 30 days will not run or generate an error. QuickBooks has a limit to the number of orders and invoices that can be processed at a single time. If you have a large number of documents to process you will need to run the inbound and outbound multiple times in order to capture all of the documents.

• To export invoices from QuickBooks to WebEDI run the outbound by selecting the DTS-QB Integrator Transfer QuickBooks Invoices to WebEDI. 

Frequently Asked Questions

1. I am receiving the following error, ‘integrator error’, within the QuickBooks Web Connector. What does this mean?
   
   To avoid this try to run only one ‘QWC’ in the web connector at a time. But don’t worry, it is not going to affect your inbound/outbound processes.
    
2. I am receiving the following message, ‘query request did not find a matching object in QuickBooks;. What does this mean?
   
   This means the query you are searching for is not found in QuickBooks or something in your query is incorrect.
    
3. What is this “Auto-Run” checkbox in the web connector? How can I use it?
   
   The Auto-run feature allows you to update your QWC files automatically based upon the time you select. This update is performed in the background and will continue to run for as long as you have the QuickBooks Desktop and the web connector open. Files are not updated offline.
    
4. I am receiving the following error, “Receive xml response error”. What does this mean?
   
   If you have received this error, it means the data you wish to transfer has failed. To resolve this, re-run the QWC file. If you encounter the error during your second attempt, please contact Support.
    
5. Will I be able to use the same QWC file for different company files in QuickBooks?
   
   Yes, this is possible. However, the web connector is a one to one association with each instance of QuickBooks, therefore you would need to add each QWC file again in the web connector.
    
6. What is the password in the web connector?
   
   The web connector password is "password". Its recommended that you save the password in the web connector to avoid entering it each time.
    
7. I am receiving the following message, “No registered functions for action: …”. What does this mean?
   
   Sometimes the web connector will retain the configuration of a previous QWC file in its memory. Confirm if your QWC files have been transferred or not. If not, re-run the QWC file again. If you continue to have problems, please contact Support.
    
8. The “Last result:” field is blank after running the QWC file. What does this mean?
   
   This is typically seen in the inbound transfer and most often means that the PO was not found or that it was already transferred. Please check your QuickBooks account or change your date range under the Configuration tab within the Integration Control Panel.
    
9. How do I know my WebEDI purchase orders were transferred into Quickbooks?
   
   There are a few ways to know when data has been transferred from WebEDI to QuickBooks.
   First, you will see the icon to the left of the message id in your WebEDI Inbox folder. Secondly, when the purchase order imports as a sales order within QuickBooks, the memo section of the sales order will contain the WebEDI message id. This allows you to easily locate the associated document within WebEDI. 
   Lastly, you can check your Activity logs within the Integrated Control Panel, it will show if you have successfully imported your purchase orders. 
   Note: The sales order date in QuickBooks will match the purchase order date in WebEDI, not the date you ran the inbound QWC file.
    
10. How do I know my Invoices were transferred from Quickbooks to WebEDI?
    
    When data has been transferred from QuickBooks to WebEDI, the icon will appear to the left of the message id in the Draft folder.
     
11. Why am I getting “Owner/FileID pair value required” and what needs to be done?
    
    This issue comes when your owner id matches with previous qwc files. Please redownload the new qwc files so that again unique id can be generated.