Knowledgebase
A Guide to the Quickbooks Plug-In (v8.0)
Posted by on 30 August 2011 12:24 PM

The Cart32 Quickbooks plugin allows you export data from Cart32 into QuickBooks via IIF files.

General Settings

QuickBooks Code: This is entered in when the plugin is first activated. It is not the code that is emailed to you, but the code that is generated after the emailed code is entered into the window presented when you click the link in "If you have ordered this add-on then click here to get your QuickBooks code. If not, then leave the QuickBooks code field blank".

Use Export to Quickbooks: This yes or no option specifies whether or not the plugin is enabled. You will normally want this to be set to yes.

Quickbooks Export Type: This allows you to choose whether or not you want to have the QuickBooks plugin to automatically sync with your QuickBooks account or if you want to have a downloadable IIF file that can be imported into QuickBooks.

Send Orders to QuickBooks at Time of Order: This is for the Quickbooks web connector, and setting this to yes will automatically update your QuickBooks account when an order is placed.

If 'Yes', export only approved orders: This will cause only approved orders to be exported. This is useful for when you want to exclude failed credit card orders from getting into QuickBooks.

 

QuickBooks Preferences

Export Type: This one will need some explaining. There are five (5) options, but only three (3) actual file types. Each of these types correspond transaction types within Quickbooks. For additional information on what is included with each type of transaction, please refer to your QuickBooks documentation.

Deposit

This is useful when you collect your payment at the time of the sale, and the money is going directly into a bank accounts, as is often the case when you are using real time credit card processing.

Invoice

The invoice method is most often used when a promise of payment is exchanged for goods or services. In Cart32 terms, this would be most useful when you accept credit cards but not in real time or if you use actual invoices.

Sales Reciept

A sales receipt represents a transaction where payment is made at the time of the order, but the money has not been deposited yet. A classic brick and mortar example would be cash sales at a point of sale terminal. For Cart32 purposes, this can work for credit card sales as well, since there is a delay from when the charge is processed to when the money is actually deposited.
There are two additional options available , but they simply use a combination of other file types.
  • CC Orders - Deposits, Other - Invoice
  • CC Orders - Sales Receipts, Other - Invoice


These two represent the most accurate options from an accounting stand point, if you are using real time credit card processing and accept other methods of payment as well.

Bank Account Name: This one is used only if a Deposit type of file is being created,and is the name of the bank account (as specified in Quickbooks) that the funds are deposited into.

Deposit Name: This is the name of the deposit, it will show up in journal entries and is something of a "memo field"

Deposit Category: This is the default category / account for deposits if AccountingCategory is not specified in the form code of individual items. Leave blank if you want the part number to be the category.

Invoice Category: This is the default category / account for invoices if AccountingCategory is not specified in the form code of individual items. Leave blank if you want the part number to be the category.

Tax Account: The name of the account used to hold taxes payable.

Tax Agency: The name of the tax agency taxes are paid to. Needs to match Quickbooks.

Sales Tax Item: The Sales Tax Item tells QuickBooks how much sales tax to compute for a given sale. This will need to match the one setup in QuickBooks if it is used.

Append Options to Item Name when importing: This will cause the cart to add the options top the item names, so that they show up as unique items based on what option was chosen.


IIF Export Settings

File Location: This is the location the IIF files are written to. It needs to be a local file path on the server. Example: c:\inetpub\vhosts\MySite\orders\quickbooks. If you are unsure what to put here, ontact your hosting provider for more information.


File Name: This is the name of the file. It should end in .iif,and should be something you will be able to remember and recognize easily. CLIENTCODE_quickbooks_orders.iif is a good example.

Things to take note of:

The items must already exist in QuickBooks and the names and accounting categories must also match. Otherwise, the item will get imported as a new bank account, because that is what QuickBooks defaults to on new accounts.

When you are first getting this setup, make a backup of your company files before you do your first import. You may have to make adjustments and it will be much easier to just restore from a backup than to try to fix accounts that didn't quite match up.
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