ProStores StoreSync/QuickBooks Setup
Preparing QuickBooks for StoreSync
How StoreSync Matches Data
StoreSync Troubleshooting
Preparing QuickBooks for StoreSync
This information is detailed in the StoreSync User Guide, which can be downloaded
from the Online Guide start page.
The following settings should be made in Edit | Preferences:
- Purchases and Vendors: Turn on Inventory and Purchase Orders.
- Sales Tax: Make sure that the tax settings appropriate to that entity
are turned on/off
If merchants have set up the QuickBooks company file to use "multicurrency"
(Edit | Preferences | Accounting | Company Preferences),
the Home Currency selection must use the same
locale as the ProStores store (set in Store
Manager | General).
Customer Data
Customer data can be transferred from QuickBooks to ProStores, and
vice-versa. Therefore, if merchants have customer data in ProStores,
it will transfer to QuickBooks in the correct format.
When transferring data from QuickBooks to ProStores, StoreSync
searches for customer records based on the information in the QuickBooks Customer
Name and e-mail fields, but transfers the information in the First
Name and Last Name fields.
Therefore:
- The Customer Name field in a QuickBooks customer record must contain both
a first and last name as must the First Name and Last Name fields. If merchants
enter a First Name and a Last Name, the Customer Name field will be automatically
entered.
- Customer records must contain an e-mail address. Records without an e-mail
address will not be uploaded to ProStores.
ProStores does not support the use of middle initials.
Payment Methods and Invoices
StoreSync will transfer payment method information, if merchants have
defined corresponding payment methods in QuickBooks. Valid payment method names
are:
- Credit Card
- Check
- Certified Check
- COD
- Department Order
- PayPal
- Purchase Order
- WorldPay
|
- Other
- Visa
- MasterCard
- American Express
- Discover
- JCB
- Diners Club
- Store Card
|
Product Data
Product information can only be added or updated from QuickBooks to
StoreSync - it cannot be downloaded or updated from StoreSync to QuickBooks.
Also, ProStores cannot download invoices containing products that are
not defined in QuickBooks. Therefore:
- Merchants must enter the product information as Inventory Part, Non-Inventory
Part or Service Items into QuickBooks before attempting to synchronize products.
- The QuickBooks Item Name is what will appear as the product name in the
ProStores store.
If merchants change the name of an item in QuickBooks, it will create a new
item in ProStores.
Promotional Discounts and Invoices
If merchants are creating promotions in ProStores using the "Amount
Off Order" option, there must be a QuickBooks Discount Item with a name equal
to the promotion code (not the promotion name). This item will be used as a
line item on the QuickBooks sales receipt to track the amount charged by
ProStores. In addition, this item should be set to non-taxable.
ProStores applies "amount off" discounts after calculating tax.
Sales Tax and Invoices
StoreSync transfers the Sales Tax code to QuickBooks, not the rate or
the final calculated sales tax, so it is imperative that the sales tax rates
be set up identically in both programs. Therefore, for each sales tax region
defined in ProStores, there must be a corresponding Sales Tax Code List
Item in QuickBooks with a tax code that matches the one used in ProStores.
Shipping/Gift Wrap Charges and Invoices
If merchants are applying shipping charges in ProStores, there must
be a QuickBooks Other Charge Item named "Shipping". This item will be used as
a line item on the QuickBooks sales receipt to track the amount charged by
ProStores.
The default setting in ProStores is to not apply tax calculations to
shipping charges. However, when sales receipts are synchronized, QuickBooks
will use the status set in QuickBooks. Therefore, ensure that both ProStores
and QuickBooks use the same setting.
If merchants are applying gift-wrap charges in ProStores, there must
be a QuickBooks Other Charge Item named "Gift Wrap". This item will be used
as a line item on the QuickBooks sales receipt to track the amount charged by
ProStores.
Back to ProStores StoreSync/QuickBooks
How StoreSync Matches Data
This information is detailed in the StoreSync User Guide, which can be downloaded
from the Online Guide start page.
This table describes the logic that is used when synchronizing data.
| Data Type |
Direction |
Synchronization Rules |
| Customer Data |
Records can be downloaded from ProStores to
QuickBooks, and uploaded from QuickBooks to ProStores. |
StoreSync attempts to match customer records
based on the e-mail address and the information in the QuickBooks Customer
Name field (not the First Name or Last Name fields).
If a customer record in ProStores contains a First Name,
StoreSync will look for a QuickBooks customer record where the
Customer Name field starts with the first name.
If a customer record in StoreSync does not contain a First
Name, StoreSync will look for a QuickBooks customer record
where the Customer Name field contains the ProStores
customer last name.
QuickBooks customer records without an e-mail address will not be uploaded
to ProStores.
|
| Product Data |
Records can be uploaded from QuickBooks to ProStores. |
Product records are matched using the product name.
ProStores will return adjustments to inventory quantities when the
invoices/sales receipts are transferred to QuickBooks. |
| Invoices/Sales Receipts |
Records can be downloaded from ProStores to
QuickBooks. |
Records are added to QuickBooks by comparing the date
the invoice was marked as shipped to the last time StoreSync was
run. |
Back to ProStores StoreSync/QuickBooks
StoreSync Troubleshooting
This information is detailed in the StoreSync User Guide, which can be downloaded
from the Online Guide start page.
The following section discusses common questions related to synchronizing data.
| Question |
Answer |
| When I synchronize, I get a message that access to my
QuickBooks file is not allowed. |
If this happens, then check the following settings in
QuickBooks, Edit | Preferences:
- Integrated Applications | Company Preferences: ensure that
the "don't allow any applications to access this company file" is not
selected.
- Integrated Applications | Company Preferences | StoreSync
Properties: ensure that "allow this application to login automatically"
is selected.
|
| My sub items are not moving over to ProStores
in the manner I expected them to. |
StoreSync does not support QuickBooks sub items.
ProStores only compares its product names to item names, and does
not consider whether or not those items are assigned to another item. |
| I have synched my data, and the data transfer indicated
that the transfer was successful. But I'm not seeing my products in the
store. |
Products will not appear in the ProStores store
until merchants have assigned a category to the products. Once merchants
assign a category, merchants will not have to assign it again when merchants
update products from QuickBooks. |
| I processed a return in ProStores, but it didn't transfer
to QuickBooks. |
StoreSync does not support the transfer of credit
memos. |
| After synching invoices, the sales tax amount that appears
on my sales receipt is not the same amount that appears on the ProStores
invoice. |
QuickBooks overrides the sales tax amount that is set
up in ProStores. To work around this, make sure that the rates are
set up identically in both products.
If merchants are still seeing discrepancies, merchants may have set the
shipping item in QuickBooks to be taxable, and have it set to not be taxable
in ProStores (or vice versa). Make sure the setting is the same
in both products.
|
| I was expecting to see a line item appear on my sales
receipt in QuickBooks for promotional discounts, but I'm not. |
While the discount does not appear as a separate line
item, the item price is adjusted to reflect the reduced price. |
| The payment method field on my sales receipts doesn't
transfer from StoreSync to QuickBooks. Is there a work-around? |
Review the sales receipts after merchants have synchronized
the invoices and enter the payment method at that time. |
| I had a sale for a customer with an in-store credit,
and the dollar amount of the sales receipt came through without reflecting
the credit. What should I do? |
If merchants have already issued a credit memo on the
customer account in QuickBooks:
- Print a copy of the sales receipt.
- Void it in the QuickBooks Records.
- Create an invoice referencing this voided transaction using the same
customers, items and amounts.
- Then go into the receive payment screen and offset the credit against
the invoice.
If merchants have not entered the credit in QuickBooks, merchants may
consider modifying the sales receipt with one or more line items that
will reduce the sale to zero, while affecting the appropriate income accounts
and sales tax status.
|
| I sold something on a purchase order and accidentally
included it in the synchronization process. How do I fix it? |
Void the sales receipt in QuickBooks. |
Back to ProStores StoreSync/QuickBooks
|
