QuickBooks Desktop Setup and Help

QuickBooks Desktop Complete Guide

Table of Contents

  1. Get Connected - actually link up the integration
  2. Run the QuickBooks Web Connector (QBWC)
  3. Setup Class Tracking for Multi-Location accounts
  4. Explanation of COGS (Cost of Goods Sold) Tracking
  5. Converting from QuickBooks Online to QuickBooks Desktop
  6. General Troubleshooting

Recap of What is Supported

Functionality QuickBooks Desktop
Sends Customer records to QB when an invoice was updated Yes
Sends Customer records to QB when a customer is updated No
Sends Invoice records to QB when an invoice was updated Yes
Sends Payment records to QB when a payment is made Yes
Sends Purchase Orders to QB No
Sends Products to QB (as items) when a product is updated No
Live Updates - updates are sent immediately No*
Syncs "Account Location" to QB "class" No
Able to send your entire Customer list to QB at initial setup Yes
Able to import your customers from QB at initial setup Yes
Sub-Customer Support Yes**
Invoices with $0 totals sync Yes ***
Tax Groups support for complex tax configurations No
Overpayments (a payment that is made for more than the invoice) Yes
Split Payments (multiple payments to complete an invoice) Yes
One-Time export all Customers to QB Yes
One-Time export all Products to QB Yes
Void/Delete in QB for Invoices when deleted in RS Yes
Automatically syncs your customer databases both ways QB <-> RS No
Imports payments made on the QB side No
Works with Intuit Merchant Services No
Refund Invoices sync No

* They sync when you run the QBWC tool on your desktop
** They map as real customer in the software, not sub customers
*** They sync after they are marked paid

What is Not Supported

The Quickbooks integration does not support use of "Discount" type items in inventory due to Intuit's irregular treatment of these items in their integration.

Products do not sync automatically between the apps. You will need to push a sync from QB to RepairShopr, or create the item on both sides, and map them together on the product in RepairShopr. 

Products in QB with a type of "Other Charge" do not sync from QB to RepairShopr. All other classifications except that one can be synced.

Likewise, the Shipping, Notes and Other Charges fields on purchase orders will not sync over to QB, hence you will have to adjust the cost in QB or include the cost in your line items.

Please note that for Quickbooks Desktop invoices with the following will not sync:

1. Invoice with $0 (e.g. empty invoices, and invoices where the line item is discounted 100 %)
2. Refund invoices, or other invoices where the balance is a negative amount
3. Split payments (i.e. one large payment split among several invoices)
4. Reckon (The Australian version of Quickbooks Desktop) is not compatible at this time. 

Editions Supported

Desktop Edition Support (Windows Only) Supported
QuickBooks Enterprise Solutions Yes
QuickBooks Premier (2002 or later) Yes
QuickBooks Pro (2002 or later) Yes
QuickBooks Simple Start (2006 or later) Yes
Canadian editions of QuickBooks Pro, Premier or Enterprise (2003 or later) Yes
UK and Australia editions of QuickBooks Pro or Accountant Edition (2003 or later) (TAX NOT SUPPORTED) Yes, NO TAX
Canadian Accountant’s Edition of Quickbooks Desktop NO

Get Started

Quickbooks Desktop uses the Quickbooks Web Connector (QBWC) to connect to us. The QBWC runs only on Windows machines. Mac is not supported at this time due to an Intuit limitation.

1. Start in RepairShopr in Admin > App Center > Quickbooks

2. Click 'Connect to Quickbook's button located under the QuickBooks Desktop heading (on the right)
3. You will then be taken to the 'Integrating RepairShopr to QuickBooks Desktop' page where the 'Start Wizard' button will be available to you

4. Start up the wizard and it'll tell you if you are ready to go

4B. Now you can probably just click "Configuration" to grab the .qbwc file that will setup the link between your QuickBooks company file and the program. Save it, and double-click it to run it. You'll need to copy the password we provide into your QuickBooks Web Connector to the password area shown in the next screenshot.

5. Now it's going to want to do an "Initial Import" - this won't add anything to your QuickBooks file, it just grabs the chart of accounts and such so we can do the mapping in the application. This is safe to do.
Click the select all and "Update Selected" to make it run right away so you can go to the next step

6. Step 3 is just warning you that if you move the company file you have to contact support, and confirming which company file you have connected to.

7. Here you need to "map" your tax rates to QuickBooks "ItemTaxCodes". Map them all to continue.

8. Now setup your "fallback product" that we'll use when you sync an invoice that doesn't have mapped products. This is sort of a safety net to get things to sync if you use a manual item somewhere randomly in your account.

9. Specify the deposit account, 99.99% of the time it's "Undeposited Funds"

10. Map your payment methods to some payment methods in QuickBooks. Payments will not sync if these aren't mapped.

11. Almost there! If you want all your QuickBooks Customers to be brought into your account, you can do that here. Once you click Import an "import job" will be queued up, the next time the QuickBooks WebConnector runs it will do that import job. It can take a couple hours to do a few thousand customers.

12. Same thing for Vendors...

13. Done! Now you can choose to have sync enabled or disabled. If it's disabled, the integration is turned off. If you enable it, Invoices will begin syncing after they are modified (in the future) - we don't sync historical.

How to map Tax Rates to QuickBooks Desktop

The software can map to three different types of QuickBooks Desktop entities, depending on how it is used.
  1. An ItemSalesTax, which can apply to a full Invoice, but not individual Lines
  2. An ItemSalesTaxGroup, which can apply to a full Invoice, but not individual Lines
  3. A SalesTaxCode, which can only apply to individual Lines on an Invoice

Run the QuickBooks Web Connector (QBWC)

If the QBWC is not running, nothing will sync to and from RepairShopr. To start it up again,

  1. In QuickBooks, click the File menu > Update Web Services.
  2. It should now start syncing with RepairShopr.

QuickBooks "Class" Tracking for Big-Chain

We apologize, but at this time Class tracking is only supported on QuickBooks Online.

COGS (Cost of Goods Sold) Tracking Explanation

1. Start by creating a new Product in Quickbooks Online or in your account. Make sure you enter a "Price - retail" and a "Price Cost".

In QuickBooks Desktop:
Make sure that you check "I track quantity on hand for this product"
Income account should be "Sales of Product Income"
Expense account should be "Cost of Goods Sold"

2. Go to /quickbooks/settings in the program and click "Import Products from QuickBooks" at the bottom of the page.
The Product/Item imports include "Service, Non-Inventory Part, and Inventory Part” and exclude "Other Charge, Group, Subtotal, Discount, Payment, Sales Tax and Sales Tax Group"

4. Add the item to an invoice in your account.
5. The invoice will sync to QBD.
6. Accept payment on the invoice in your account
7. To view the Cost of Goods Sold report in QBD, navigate to Chart of Accounts and search for Cost of Goods Sold.

8. Click "Run Report" to see the Cost of Goods Sold report.
9. To see your overall Profit and Loss Report, navigate to Reports > Profit and Loss.

10. If COGS isn't showing up by default on your Profit and Loss Report, click "Customize" to make sure that the Accounting Method is set to "accrual".

11. Your Profit and Loss Report will look something like this:
For this to work, you'll need a Quickbooks Online "Plus" account, which includes inventory tracking.

Converting from QuickBooks Online to QuickBooks Desktop

1. Migrate your data from Quickbooks Online to Quickbooks Desktop.
You should use Intuit's method of going from QBO -> QBD, which is to use the 'Export data' and must be done in IE 8 or above. A google search will reveal multiple tutorials and screencasts on all the steps involved. Here is a screenshot of where to start in Quickbooks Online:

2. Disconnect Quickbooks Online in your account settings.
3. We'll do some backend changes on our end (please contact us at help@repairshopr.com).

4. Go through the standard Quickbooks Desktop integration steps.

General Troubleshooting

Software resource/entity sync

If an Invoice/payment fails, you should see a red error appear on the Invoice or payment page with a message. This will often describe the error and give you first steps on what to look for. We have a glossary of Quickbooks API errors here: http://feedback.repairshopr.com/knowledgebase/articles/303472-glossary-of-quickbooks-api-errors

If you have a failed sync, you'll find a Re-Sync to Quickbooks button. Use this button and wait a minute to see if the Invoice/payment goes through.

QuickBooks Web Connector

Intuit's QuickBooks Web Connector (QBWC) is a somewhat fragile product in that it is not actively maintained and often surfaces vague error messages. We recommend using QBWC version found here. Use your browser's Find feature to search for Version

Reinstalls, Host migration, switching or renaming company file

QBWC was built by Intuit with expectations that the host, file path, and file name of your company file would never change. If at all possible, don't change these things. Unfortunately, a Windows System Restore or an OS re-install can look like a host change to QBWC because of how it and QuickBooks manage data (across files and Windows Registry).

Things to note when trying to deal with OS/File System issues
  • QBWC depends on the first company file opened for an integration/application and the path to that company file in order to "Remove" that application. That first company file must be open in QuickBooks from the same location to "Remove" and application from QBWC
  • QBWC requires an application to supply an OwnerID and FileID which must be unique in QBWC, so the software row in QBWC must be "Remove"d before repairshopr.qwc can be re-added. Contact Technical Support for an alternate repairshopr.qwc if you run multiple accounts that need to connect to QuickBooks on the same host.
  • To protect the data of users who run multiple company files on the same host, Our software takes note of the file path of the first connected company file and asks QBWC to only use that file path. Contact Technical Support if you need to move your company file.
Here are some QBWC errors that may require a reinstall:
  • QBWC1039: There was a problem adding the application. Unique OwnerID/FileID pair value required
  • QBWC1050: An application is already loaded with the same FileID. No need to add an application that is already loaded to the Web Connector
Here is the process for reinstalling QBWC
  1. Try normal usage and resolution (eg check logs, file paths, QuickBooks Edit > Preferences > Integrated Applications > Company Preferences, which user is logged in) because this requires editing Registry keys. You might also be able to skip most of these steps by hacking your registry keys under HKEY_CURRENT_USER\Software\Intuit\QBWebConnector\SOAPWebServices
  2. Close QuickBooks Web Connector
  3. Remove QBWC entries from your QuickBooks company file(s) (Edit->Preferences->Integrated Applications->Company Preferences)
  4. Close QuickBooks (you may need to kill the QBWC32.EXE*32 process if you have 'Edit > Preferences > General > My Preferences > Keep QuickBooks running for quick startups' enabled)
  5. Uninstall QuickBooks Web Connector
  6. Remove QBWebConnector folder from: '"C:\Program Files (x86)\Common Files\Intuit\QuickBooks\"
  7. Remove the registry folder: HKEY_CURRENT_USER\Software\Intuit\QBWebConnector
  8. Reboot
  9. Install QBWC (currently we recommend version found here)
  10. Open your company file in Quickbooks
  11. double-click your repairshopr.qwc file from your quickbooks/sdk settings page in the account.
QBWC Error 1013 "Cannot Connect To Quickbooks":

This error is usually a permissions issue. The web connector needs admin permissions in order to run the connector when the user is on or offline. To fix follow the steps below.

  1. Log into QuickBooks as Admin.
  2. Click the File menu > Switch to Single-User mode.
  3. Click the Edit menu > Preferences.
  4. In the left menu, click Integrated Applications.
  5. Click the Company Preferences tab.
  6. Click RepairShopr QuickBooks Desktop Integration.
  7. Click Properties.
  8. Below where it asks, “Do you want to allow this application to read and modify this company file?” make sure "Yes, always; allow access even if QuickBooks is not running" is selected.
  9. Make sure "Login as:" is set to Admin.
  10. Note: “Allow this application to access personal data such as Social Security Numbers and customer credit card information.” does NOT need to be checked.
  11. Click Continue.
  12. Save and then reboot your computer.
  13. Finally, log back in as Admin and run the Web connector again.

Canadian users

For those using the Canadian version of QuickBooks, email help@repairshopr.com and ask us to do the following:
In SA, please set qbsdk_canadian_tax_model to true.

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