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					Quickbooks Import QBI
Configuration and User Manual
V2.10 May 8, 2005
© 2005 by Adam Liberman

The QBI manual is split into two documents, the Installation Manual and the Configuration and User Manual.
Please read the Installation Manual to install QBI, and then proceed to this manual to complete the set up before
using QBI.

Contents:
   1   Introduction
   2   License
   3   Support
   4   Donations
   5   Purpose
   6   Features
   7   Security
   8   Revision History
   9   Upgrading
  10 Configuration
  11 Importing Quickbooks Lists to QBI
  12 Setting Up Products and Shipping
  13 Understanding Matching
  14 Matching shopping cart to Quickbooks
  15 Preparing Quickbooks Using the Product Import Utility
  16 Importing Customers
  17 Using QBI to Import New Orders
  18 Importing the Previous Batch of Orders
  19 Future Plans
  20 Known Limitations
  21 Known Bugs
  22 FAQ‟s
  23 Troubleshooting

1) Introduction:
   Please read the Installation Manual and the Config and User Manual (this document) entirely one time
   through before starting the installation. QBI is very easy to use and very easy to install. However, due to the
   complexities of accounting systems, there is a bit of configuration and preparation that needs to be done for
   it to work smoothly. Note that if you have installed a previous iif file creation contribution, you do not need
   to remove it for QBI to work properly. It is suggested that you leave the previous contribution in place until
   you are certain that QBI has been installed and is working properly.

2) License:
   Quickbooks Import QBI is copyrighted by Adam Liberman and released under the GNU General Public
   License. By downloading and/or using this software, you must agree to the following terms:

   Quickbooks Import QBI is free software; you can redistribute it and/or modify
   it under the terms of the GNU General Public License as published by
   the Free Software Foundation; either version 2 of the License, or
    (at your option) any later version.

   Quickbooks Import QBI is distributed in the hope that it will be useful,
   but WITHOUT ANY WARRANTY; without even the implied warranty of
   MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE. See the
   GNU General Public License for more details.

    You should have received a copy of the GNU General Public License
    along with Quickbooks Import QBI; if not, write to the Free Software
    Foundation, Inc., 59 Temple Place, Suite 330, Boston, MA 02111-1307 USA

3) Support:
   For support, please post a message in the appropriate shopping cart forum so all users can benefit. You may
   also send a private message to me through user id adam5532.

4) Donations:
   It has taken many hours (over 250 so far) to develop this contribution, and your donation helps make it
   viable for me to support it, continue to improve it, and add features. If you appreciate this contribution, it
   saves you time, and it helps your business to be more successful, feel welcome to express your gratitude
   with a donation of any size (nothing is too small) using one of the following methods:

   Paypal (email adam@libermansound.com)
   Credit card (contact me)
   A gift from my Amazon.com wish list (Adam Liberman, California USA).

5) Purpose:
   QBI allows you to import sales invoices, customers, products, and payments from your shopping cart
   directly into Quickbooks. The standard import includes new invoices and new customers, with options
   available to configure it as needed. Sales tax is supported, as well as shopping cart product attributes,
   Quickbooks item groups, and conversion between shopping cart and Quickbooks product names.

6) Features:
   a) Imports new invoices and new customers in one iif file
   b) Imports payments with invoices or as sales receipts
   c) Can go back and reimport previous invoices
   d) Can import all customers or products
   e) Converts shopping cart products to Quickbooks item groups
   f) Converts shopping cart products with attributes to separate Quickbooks items
   g) Converts shopping cart products with attributes to Quickbooks sub-items
   h) Converts any shopping cart product to a Quickbooks item with a different name
   i) Converts shopping cart shipping methods to Quickbooks shipping names
   j) Converts shopping cart payment methods to Quickbooks payment types.
   k) Configurable for Quickbooks with sales tax turned on or off
   l) Creates unique Quickbooks customer names
   m) Supports discounts, coupons, and fees
   n) Supports multiple payment methods, including Authorize.net and PayPal
   o) Almost no alteration of shopping cart files
   p) Multilingual interface
   q) Invoice description language options
   r) Converts essential data to default store language
   s) No file editing needed – all settings done in a graphical interface
   t) Configuration saved in a database table making upgrades easy
   u) Table creation is automatic after installation
   v) Table updates are automatic when new versions are installed
   w) Sanitizes data to avoid iif file errors
   x) Strips blank lines and line feeds in addresses for proper importing to different Quickbooks versions
   y) Shows country name only for foreign orders (option)
   z) Changes state/province names to postal codes (option)
   aa) Adds customer comments to invoices (option)
   bb) Updates status and sends emails to customers (option)
   cc) Deletes credit card numbers (option)
   dd) Support for discounts, coupons, and fees
   ee) Automatic detection of installed payment, shipping, and discount modules in shopping cart
   ff) Automatic database installation and upgrading
   gg) Support for products with multiple attributes (pass-through only, no matching yet)
   hh) Option to only import orders with a specific status (to support PayPal IPN)
   ii) Payment method matching to Quickbooks
   jj) Indication of which payment methods are prepaid and which aren‟t
   kk) User configurable customer numbers
   ll) User configurable Invoice and PO numbers

7) Security:
   Because the iif files contain customer information, make sure that the qbi_export and qbi_import directories
   that you create below are password protected so that they can not be viewed. Ideally, your entire
   catalog/admin directory and all directories and files below it should be password protected. Also, it is
   recommended that you access the Admin area of the shopping cart in secure mode (SSL) to protect data
   during upload and download.

8) Revision history:

   2.10 May 8, 2005:
       New Features:
       1. Product export can be set as inventory, non-inventory, or services.
       2. Product export supports up to 2 levels of attributes.
       3. Products export includes inventory quantity.
       4. Added products export for all, previous, or new products.
       5. Option added to not export inactive products.
       6. Non-inventory and services matching added.
       7. Discounts and other charges can now be matched.
       8. Discounts and other charges can now be included in Quickbooks groups.
       9. Default item option.
       10. Setup screens now give name of iif file found.
       11. Added customer's fax number and option to import as Alt Phone.
       12. Added logging option.
       13. Moved menu system to separate file.
       14. Added css classes and improved interface styling.
       15. Converted some parts to object oriented design.
       Fixes:
   16. Discounts were being added instead of subtracted.
   17. Rounding errors corrected that occasionally caused out-of-balance condition.
   18. Top level of a product with attributes would import as a service.
   19. Eliminated "not an array" errors on set-up pages.
   20. If setup fails to find items in the iif, a failure instead of a success message is now given.
   21. Apostrophes in product attribute values no longer cause an SQL error.
   22. "All Previous Orders" was erroneously including "Previous Batch" in the count.
   23. Hidden Quickbooks items are no longer imported.
   24. Improved handling of Quickbooks groups.
   25. Customer iif was repeating headers for each customer.

2.02b Feb 24, 2005:
    1. Fixed command in SQL file that was deleting the qbi_disc table when upgrading.

2.02 Jan 27, 2005:
    1. Added missing semicolon in documentation for qbi_paycart table definition.
    2. Removed incorrect quotations in SQL file for v1 to v2 upgrade.
    3. Array error for product model and name was generated under some conditions, fixed.
    4. Incorrect field name for a discount table field fixed.
    5. Negative sign was missing on price for non-group items.

2.01 Jan 24, 2005:
    1. Fixed problem in database installation function.

2.00 Jan 23, 2005:
    New Features:
    1. Support for discounts, coupons, and fees
    2. Automatic detection of installed payment, shipping, and discount modules in shopping cart
    3. Automatic database installation and upgrading
    4. Support for products with multiple attributes (pass-through only, no matching yet)
    5. Option to only import orders with a specific status (to support PayPal IPN)
    6. Payment method matching to Quickbooks
    7. Indicate which payment methods are prepaid and which aren‟t
    8. User configurable customer numbers
    9. User configurable Invoice and PO numbers
    10. Adjustable products dropdown width
    11. Create and Utilities pages combined
    12. New menu system
    13. Added blank line before shipping charges on invoice
    14. Confirmation message when updating shipping and product matches
    15. Option to maintain proper address label creation with ShipRush
    16. Iif creation 5 – 10 times faster
    17. Simplified payment import options
    18. Numerous new and clearer configuration options
    Fixes:
    19. All customers were sent a status email when importing old orders if “send email” was checked
    20. The last setup iif input file would be processed instead of the first that was found
    21. Product descriptions could be blank in some configurations
    22. Setting customer limit to zero would set limit to $0 instead of no limit
       23. Corrected directory names in manual from qbi_import/qbi_export to qbi_input/qbi_output, added
           permissions
       24. Products match would go back page one after updating instead of staying on the same page
       25. Previous and Next weren‟t translating on matching pages
       26. A few other text items weren‟t translating
       27. Expanded manual with more information and explanations of all options
       28. General code cleanup and improvement, moved all page headers and footers into includes

   1.01 Dec 30, 2004:
       1. Added a missing line in the database table installation to reset the default for orders.qbi_imported
          from 2 back to zero.
       2. Added more UPS and USPS shipping services to the qbi_shipcart table.
       3. Minor html tag fix in qbi_functions.php item_menu.
       4. Added explanation of configuration options to manual.
       5. A few other very minor changes in qbi_config.php and in the qbi_config table defaults.

   1.00 Dec 29, 2004:
       1. Original version.

9) Upgrading:
   a) No settings or data are stored in any of the QBI files. Everything is in the database.
   b) However, please do a backup of your database before proceeding.
   c) Remove no longer used files. See the separate upgrade document for further details.
   d) Add definitions for new tables (see the upgrade document).
   e) Replace all the older files with the new ones.
   f) When you start QBI for the first time after an upgrade, you will be prompted to upgrade the database
      tables.
   g) Click the button to do update the tables automatically.
   h) Then, follow the link to the configuration page.
   i) Check that your settings are still correct. Also, the upgrade may have added additional options to set.
   j) Note that even if you don‟t change any configuration settings, you have to click “Submit” to complete
      the upgrade.

10) Configuration:
    a) After installing the database tables, you will be prompted to continue to the configuration.
    b) Check and update all the configuration options explained below as needed for your store. Note that
       various Quickbooks account names are required and must match exactly what you already use in
       Quickbooks.
    c) You must click “Submit” to continue, even if you did not make any changes.

Option                     Default             Description
Quickbooks Import
Options
Quickbooks version         2003 and up         Set this correctly to determine the maximum number of address
                                               lines. 2003 and up is 5 lines, earlier versions are 3 lines.
Download iif file          Checked             This should normally be checked. If it is unchecked, the iif file
                                               will be created but it will remain in the qbi_output directory and
                                      you will not be prompted to download it.
Product rows displayed   5            In the Match Products screen, each product or product/attribute
                                      combination will have a drop-down menu that contains all your
                                      items and groups from Quickbooks. If you have 1,000 items in
                                      Quickbooks, and display 5 rows, you would have 5,000 lines in
                                      the dropdown menus. The row limit is to prevent the page from
                                      becoming excessively large and downloading too slowly.
Products dropdown        Name         Determines if the Quickbooks item Name or Description appears
menu sort order                       first in the dropdown. The list will be alphabetized by what
                                      appears first.
Products dropdown        48           Determines the width of the dropdown. A shorter width will
width                                 prevent a horizontal scroll-bar from appearing in the browser.
                                      Use a longer width if your product descriptions are long and you
                                      need to see more text to distinguish them.
Create log file          Unchecked    When checked, QBI will create a log file every time an iif file is
                                      downloaded. This file includes all the configuration settings,
                                      additional diagnostic information, and any errors encountered
                                      processing each order. The errorlog.txt file is located in the
                                      qbi_output directory and is overwritten each time. This file will
                                      help you in troubleshooting, and may be requested when you
                                      seek technical support.
Orders
 Import orders with      Pending      Setting to “Pending” will only import orders marked as Pending.
status                                This will prevent import of orders that have been placed but
                                      where payment has not been completed. This can occur with the
                                      PayPal IPN payment module, among others. Setting to “(any)”
                                      will import all new orders without regard to payment status. If
                                      you are using PayPal or another payment module where
                                      payment is done outside of your store, you should not use
                                      “(any)” because you will not be able to distinguish between paid
                                      and unpaid orders.
Update status            Unchecked    If this is checked, then the following three options become
                                      active.
Change CC order status   Processing   When you create the iif file from new orders, the status for all
to                                    credit card orders will be changed to this setting. If you ship the
                                      same day, you may want all orders to update to shipped.
Change check/mo status   Processing   When you create the iif file from new orders, the status for all
to                                    check / money order orders will be changed to this setting.
                                      Because you will have to wait to receive payment, you may wish
                                      these orders to update to pending.
Send status email        Unchecked    When you create the iif file from new orders, and the status has
                                      been changed, an email will be sent to the customer. This email
                                      is nearly the same as the one the shopping cart sends when you
                                      manually update an order, but does not include extra comments.
Delete credit card   Unchecked   Select this option if you use a payment gateway and the payment
number                           module leaves credit card numbers in the shopping cart database.
                                 This is an added security measure. It is not necessary to check
                                 this if using Authorize.net Consolidated. If you retrieve credit
                                 card numbers from the admin panel and charge each one
                                 individually, then do not check this box or the numbers will be
                                 deleted as soon as the order is placed and before you are able to
                                 retrieve them.
Customers
Customer number      %C10W-%I    The customer account number format for any customer that has
(business)                       a company name. You can configure the customer account
                                 number (called “name” in Quickbooks) any way you desire by
                                 constructing your own template. As an example, the default
                                 would create an account number like this: AcmeProduc-4872.
                                 1) It is strongly suggested that you include the shopping cart
                                 customer number as part of your customer account number, as
                                 this number is always unique to each customer. If you don‟t, and
                                 you have two customers called Acme Products, the second
                                 customer will overwrite all the customer data for the first in
                                 Quickbooks, as Quickbooks will think they are the same
                                 customer.
                                 2) Once you establish a format that you like, try not to change it,
                                 because if the same customer orders again, then Quickbooks will
                                 create a second account (e.i. AcmeProduc-4872 and
                                 AcmeProduc – 4872 are different customers to Quickbooks).
                                 3) If you do not use individual customers in Quickbooks, and all
                                 your sales are under the same customer name, just type in the
                                 customer name without any of the special content codes.
                                 Content Codes:
                                 All content codes must start with % and contain 5 characters,
                                 except for %I which only has 2.
                                 %Xnnx
                                        The first letter indicates what data to use.
                                        C = Company
                                        F = First name
                                        L = Last name
                                        I = shopping cart customer number
                                 %xNNx (C, F, and L only)
                                        The maximum number of characters. If less than 10, be
                                        sure to add a leading zero, e.i. 08.
                                 %xnnX (C, F, and L only)
                                             The format:
                                             U = All uppercase
                                             L = All lowercase
                                             W = Capitalize first letter of each word (spaces are
                                             removed after capitalization)
                                             M = Mixed, leave as is
                                      Other characters:
                                             Any other characters or spaces will be printed exactly as-
                                             is. For example, the “-” in the default produces the dash
                                             in AcmeProduc-4872
Customer number         %L10W-%I      The customer account number format for any customer that does
(residence)                           not have a company name. See format above. An example of the
                                      default would be Smith-593.
Customer limit          0             The $ limit that you want to enter in Quickbooks for each new
                                      customer. This appears in the “payment info” tab in Quickbooks.
                                      If you do not want a limit, set to zero.
Customer type                         The customer type that you want to enter in Quickbooks for each
                                      new customer. This appears in the “additional info” tab in
                                      Quickbooks. This should match a type already set up in
                                      Quickbooks. You may leave this blank if you don‟t use customer
                                      types.
Use state codes         Checked       Changes state and province names in the customer‟s addresses to
                                      postal codes (ie. California changes to CA). Proper formatting of
                                      mailing addresses in the US requires the use of state codes
                                      instead of their names. The shopping cart has some problems
                                      with this, and sometimes puts in the names instead of the codes.
Include local country   Unchecked     If checked, the country is always included in the address. If
                                      unchecked, the country is removed if it is the same as the
                                      country where the store is located.
Include company and     Checked       Uncheck this if you do not wish the Company and Contact
contact                               Name fields to be filled in Quickbooks.
Invoices
Invoice Account         Accounts      Must match Quickbooks, normally Accounts Receivable.
                        Receivable
Sales Receipt Account   Undeposited   Must match Quickbooks, normally Undeposited Funds.
                        Funds
Invoice number          %I            The format for the Invoice number. %I represents the shopping
                                      cart order number. Any other characters, including spaces, will
                                      print as-is. For example, the format “RR %I-web” would print
                                      “RR 9382-web” for order number 9382.
Invoice/Sales Receipt   %I            The format for the „PO Number‟ field on both Invoices and
'PO Number'                           Sales Receipts. If you use the PO Number, and leave Invoice
                                      number blank, Quickbooks will not reset your Invoice numbers.
                                      This may be desirable if you have both on-line and off-line sales.
                                      On Sales Receipts, Quickbooks does not import the Sales
                                      Receipt number from shopping cart, so the PO Number field is a
                                      convenient way to have the shopping cart order number show on
                                      your Sales Receipts. In Quickbooks, you can search for PO
                                      Numbers using advanced search, and in the templates you can
                                      rename PO number to “shopping cart Order No. ” if you wish.
                                      Note that the default label for “PO Number” is “Check No.” on
                                      Sales Receipts (confusing?). %I represents the shopping cart
                                      order number. Any other characters, including spaces, will print
                                      as-is.
Invoice to print          Checked     All imported orders will be marked “to be printed.” This makes
                                      it convenient to print out all the new order invoices or sales
                                      receipts as a batch in Quickbooks.
Invoice terms paid                    The Terms name you use in Quickbooks for credit card or other
online                                purchases already paid for online (such as PayPal). Follows the
                                      payment Type setting made in Setup:Payments. This should
                                      match a Terms name you have already set up in Quickbooks.
Invoice terms not                     The Terms name you use in Quickbooks for check/money order
prepaid                               and other purchases not already paid online. Follows the
                                      payment Type setting made in Setup:Payments. This should
                                      match a Terms name you have already set up in Quickbooks.
Class                                 The invoice class. Not needed if you don‟t use classes for
                                      invoices.
Rep                                   The Rep field on the Invoice. Must match a Rep that you have
                                      already set up in Quickbooks. You might choose to use “Web”
                                      for all website orders. This may be left blank if you don‟t use
                                      Reps or don‟t wish to assign one to online orders.
FOB                                   This is the text that will appear in the FOB field on the Invoice
                                      in Quickbooks. It can be any text and does not have to match
                                      something already in Quickbooks. It may be left blank if you
                                      don‟t use it.
Include customer          Checked     This adds the customer‟s order comments as a line on your
comments                              invoice after all the sales items. This is convenient because you
                                      will not have to individually open invoices in the shopping cart
                                      to see the comments.
Customer message                      This appears in the customer message field on the invoices in
                                      Quickbooks. If you already have a message in Quickbooks, copy
                                      the text exactly into this field.
Invoice memo                          This appears in the memo field on the invoices in Quickbooks.
Import fax as Alt Phone   Unchecked   When checked, the customer's fax number in the shopping cart
                                      will be imported to the Quickbooks Alt Phone field instead of
                                         the fax field. This is useful if you use the fax field for a cellular
                                         or alternate number instead of for fax.
Items
Item income account                      The income account you normally use with items. This account
                                         will be assigned to all products that you haven‟t matched in the
                                         matching table. Shopping cart products that are matched to a
                                         Quickbooks item will use the income account for that item.
Asset account          Inventory Asset   The inventory asset account you normally use with items. The
                                         defaults are the usually settings in Quickbooks.
COGS account           Cost of Goods     The COGS account you normally use with items. The defaults
                       Sold              are the usually settings in Quickbooks.
Class                                    The class for each item on the invoice. Not needed if you don‟t
                                         use classes invoice items.
Description language   Default           If you have a multilingual enabled store, and you choose
                                         "Customer's," the item description (name in shopping cart) flows
                                         through to the invoice in whatever language the customer had
                                         the store set to when they ordered. That lets you print your
                                         invoices with descriptions that the customer can read them in
                                         their own language. If you set it to "Default," then the
                                         descriptions on the invoices are always converted into the
                                         shopping cart default language. All other fields, such as payment
                                         methods, are always converted to the store default language so
                                         that they will match correctly in Quickbooks. Note that this
                                         option only has effect if you have not "matched" the item. If it is
                                         matched, then the description is always whatever the sales
                                         description is for the item in Quickbooks, since Quickbooks
                                         descriptions aren't multilingual.
Match types            Inventory         Determines which QB item types (inventory, non-inventory, and
                       checked           service) will be displayed in the matching drop-down menu. If
                                         none are selected, then all types will be displayed.
Use default item       Unchecked         When unchecked, any items that are not matched will flow
                                         through into QB (make sure that these items already exist in QB
                                         with the exact same name). When checked, any items that are
                                         not matched will be replaced with the default name entered in
                                         the box below (make sure this item already exists in QB with the
                                         same exact name). This is useful if you do not track inventory
                                         and/or your store item count exceeds the maximum allowed by
                                         QB and you wish all store sale items to import as one non-
                                         inventory item. Note that the description will always flow
                                         through, so that you can still see on the invoice what products
                                         where purchased.
Default name                             The QB item name that will be used when "Use default item"
                                         above is checked.
Export type            Inventory         In the Products Export, sets the Quickbooks item type that osC
                                       products will be exported as.
Only export active items   Unchecked   When checked, inactive items in the shopping cart will not be
                                       included in the product export to Quickbooks.
Shipping
Name                                   The Name for the shipping charge item in Quickbooks. Must
                                       exactly match what is in Quickbooks. This is usually an “Other
                                       Charge” item.
Description                            The Description for the shipping charge item in Quickbooks.
                                       Must exactly match what is in Quickbooks for the shipping item
                                       named above.
Account                                The Description for the shipping charge item in Quickbooks.
                                       Must exactly match what is in Quickbooks for the shipping item
                                       named above.
Class                                  The shipping class. Not needed if you don‟t use classes for
                                       shipping charges.
Shipping taxable           Unchecked   If shipping is taxed in both Quickbooks and the shopping cart,
                                       then check here. The settings for Quickbooks and the shopping
                                       cart must match.
Taxes
Tax turned on              Unchecked   This must match your setting in Quickbooks.
Tax name                               The Tax Name for the “Sales tax item” in Quickbooks. Must
                                       exactly match the name in Quickbooks.
Description                            The Description for the “Sales tax item” in Quickbooks. Must
                                       exactly match the description in Quickbooks for the “Sales tax
                                       item” named above.
Tax agency                             The Tax Agency for the “Sales tax item” in Quickbooks. Must
                                       exactly match the Tax Agency in Quickbooks for the “Sales tax
                                       item” named above.
Tax rate                   0           The Tax Rate for the “Sales tax item” in Quickbooks. Must
                                       exactly match the Tax Rate in Quickbooks for the “Sales tax
                                       item” named above.
Payments
Import payments            No          Applies only to orders that have been paid with a credit card. All
                                       orders that are to be paid by check or money order will import as
                                       Invoices and are not affected by this option.
                                       No:
                                              If you do not use an online payment gateway, and you
                                              will be processing the credit card number later, choose
                                              this option. You will want to enter your payments later in
                                              Quickbooks.
                                                  As Invoice and Payment:
                                                          For orders already paid online through a gateway such as
                                                          Authorize.net. The order will import as an Invoice, and
                                                          the payment will import as a Payment. Note, however,
                                                          that Quickbooks does not automatically associate the
                                                          payment with the Invoice. You will need to review the
                                                          payments in the Receive Payments part of the Customer
                                                          Navigator in Quickbooks and check off each paid
                                                          Invoice.
                                                  As Sales Receipt:
                                                          For orders already paid online through a gateway such as
                                                          Authorize.net. The order will import as a paid Sales
                                                          Receipt, and no further steps are necessary.
Payment memo                                      If “As Invoice and Payment” is selected above, this will be the
                                                  text that appears in the Memo field on each Payment.

11) Importing Your Quickbooks Lists to QBI:
    a) Open Quickbooks.
    b) Go to File|Export|Lists to iif Files (may vary slightly with the version).
    c) Select “Item List,” “Shipping Method List,” and “Payment Method List.”
    d) Name the file lists.iif.
    e) Alternately, you can separately save items to items.iif, shipping methods to ship.iif, and payments to
       payments.iif.
    f) Upload the file or files to the admin/qbi_import directory.
    g) Continue following the instructions in the next section for setting up products, discounts/fees, shipping,
       and payments.

12) Setting Up Products, Shipping, Discounts/Fees, and Payments:
    a) Products
        i) Go to the QBI menu item “Set up Products.”
        ii) If you have properly uploaded the items.iif or lists.iif file in the previous section, it will be found and
             you will be asked to click the button to import the files into QBI. The items.iif file will have priority
             if both are found.
        iii) Click “Import iif Items File.”
        iv) Your Quickbooks items (products) will import and be listed on the screen.
    b) Shipping
        i) Now go to “Set up Shipping.”
        ii) If you have properly uploaded the ship.iif or lists.iif file in the previous section, it will be found and
             you will be asked to click the button to import the files into QBI. The ship.iif file will have priority if
             both are found.
        iii) Click “Import iif Shipping Methods File.”
        iv) Your Quickbooks shipping methods will import and be listed on the screen.
        v) If you later find that you need to add, change, or delete items or shipping methods in Quickbooks,
             you may import an updated iif file to QBI at any time. The lists will be updated, and any matches
             previously made (explained in the section below) will be preserved.
    c) Discounts/Fees
        i) Now go to “Set up Discounts/Fees.”
      ii) If you have properly uploaded the items.iif or lists.iif file in the previous section, it will be found and
           you will be asked to click the button to import the files into QBI. The items.iif file will have priority
           if both are found.
      iii) Click “Import iif Discounts/Fees File.”
      iv) Your Quickbooks discounts and fees will import and be listed on the screen.
      v) If you later find that you need to add, change, or delete items or shipping methods in Quickbooks,
           you may import an updated iif file to QBI at any time. The lists will be updated, and any matches
           previously made (explained in the section below) will be preserved.
   d) Payments
      i) Now go to “Set up Payments.”
      ii) If you have properly uploaded the payment.iif or lists.iif file in the previous section, it will be found
           and you will be asked to click the button to import the files into QBI. The payment.iif file will have
           priority if both are found.
      iii) Click “Import iif Payment Methods File.”
      iv) Your Quickbooks payment methods will import and be listed on the screen. At the same time, QBI
           will automatically detect all your shopping cart payment modules and will add or update this data as
           well in the database.
      v) Each payment method will have a select box with the options “Not Paid” and “Pre-Paid.” Methods
           that are paid on-line, that you may wish to import as Invoices/Payments or Sales Receipts, should be
           changed to “Pre-Paid.” Click on “Update Types” to save your changes.
      vi) If you later find that you need to add, change, or delete items or shipping methods in Quickbooks,
           you may import an updated iif file to QBI at any time. The lists will be updated, and any matches
           previously made (explained in the section below) will be preserved.

13) Understanding Matching:
    a) In the next section after this, you will match your shopping cart and Quickbooks items. Read this section
       to understand how this procedure works before proceeding to the next. Matching products,
       discounts/fees, shipping methods, and payment methods are necessary for most stores.
    b) Quickbooks can not create items on the fly from shopping cart orders – the items in the iif file you
       import into Quickbooks must be identical to items that already exists in Quickbooks. To give you
       greatly enhanced flexibility, QBI has matching tables that allow it to change the name of any shopping
       cart product or product/attribute combination to any Quickbooks item or item group.
    c) Every shopping cart product and product/attribute combination must either exist in Quickbooks, or be
       matched in the matching tables. To set this up, you can use the Matching utility and/or the Product
       Import utility as described below. If you already have shopping cart and Quickbooks product names that
       match identically, then you do not have to do either.
    d) The item description that appears on the Quickbooks invoice does not have to match. In fact, one QBI
       configuration item gives you the option to leave the description in the customer‟s native language (for
       stores where customers may use a variety of different languages when ordering).
    e) Unless they are matched to something else in the matching tables, shopping cart products with attributes
       will appear as Quickbooks items/subitems when imported. For example, the shopping cart product
       “Running Shoe Size 10” will import as “Running Shoe:10”.
    f) Shopping cart products with multiple attributes can not be matched at this time. But, they can be
       imported and will appear as a Quickbooks item:subitem:subitem… . You must make sure that the item
       and subitems already exist in Quickbooks before importing these orders.
    g) Shipping methods also need to be matched. As the shopping cart‟s shipping entries are much too long
       for Quickbooks, and include the package weight, they need to be parsed and converted to Quickbooks
       shipping methods. If a shopping cart method is not in the matching table, a default type of “Method not
       set” will appear on the invoice.
   h) Note that the terminology used by the shopping cart and Quickbooks differs as follows (shopping
      cart/Quickbooks):
             Things for sale: products/items
             Product code: model/name
             Product name: name/description
             Paragraph describing the product: description/(n/a)

14) Matching shopping cart to Quickbooks:
    a) In QBI, select the menu item “Match” and the submenu for Products, Discounts/Fees, Shipping, or
       Payments as desired.
    b) You only need to match products where the product code will not be exactly the same in both the
       shopping cart and Quickbooks (shopping cart model/Quickbooks name).
    c) All shopping cart shipping methods must be matched to Quickbooks shipping items, or else your
       invoices will not show the shipping method chosen by the customer.
    d) Note that because some contributed shipping modules do not properly include the shopping cart
       language files which QBI scans to find all the shipping methods, some shipping methods may be
       missing or incorrectly worded. In this case, you may need to either make corrections in the shipping
       module language files, or manually add missing shipping methods in the qbi_shipcart database.
    e) If you add or delete any products, discounts/fees, shipping methods, or payment methods in Quickbooks,
       you can upload a new iif file and load it into QBI (the match screens will prompt you if a file with the
       correct name is found in the qbi_import directory). Only the changes, deletions, and additions will be
       made and your previous matches will be preserved.
    f) The match utility creates a drop-down menu for each shopping cart store product that lists every
       Quickbooks item and item group. If you have thousands of items in your store, it can take some time to
       load the page. In this case, the “product rows displayed” option in the configuration should be set to a
       low number.
    g) Note that you must click the button to save your changes before going to the next page when the list
       spans multiple pages. Otherwise your changes will not be saved.

15) Preparing Quickbooks Using the Product Import Utility:
    If you have never used Quickbooks with your on-line store, and you wish to import all your store items into
    Quickbooks, click the “Create iif file from all shopping cart products” button in the QBI Utilities to make an
    iif file that you can import into Quickbooks. This will work properly with shopping cart products that have
    attributes, but will not work for shopping cart products that you wish to match to Quickbooks item groups.
    Unless you have a large number of items that are not already in Quickbooks, and you will not wish to
    change the names or use item groups, this method is not recommended. It is preferable to add your items
    directly in Quickbooks, and then match them to the items in the shopping cart using the “Match|Products”
    page as explained above. Note that the item import, if you choose to do it, only needs to be done one time.

16) Importing Customers:
   You may use the Import Customers feature on the Create page to make an iif file for importing all your
   shopping cart customers (only those who have actually placed successful orders) into Quickbooks. It is not
   necessary to do this, as customers are always imported with their orders. Use this feature only if you wish to
   have all your prior customers in Quickbooks for historical reasons.

17) Using QBI to Import New Orders:
    a) Go to the QBI menu item “Create iif”
    b) Under New Orders, click “Download iif File.”
    c) In the dialog box that pops up, select “Save to Disk” and choose the location.
   d) In Quickbooks, go to File|Import|iif Files.
   e) In the file box that pops up, select the file that you just saved and click “open.”
   f) Quickbooks will confirm that the file was imported successfully!
   Note: Sometimes Quickbooks will confirm success even though the import has failed. The first few times you import the iif files,
   make sure that the invoices and customers have imported correctly. If they haven‟t and/or you receive any errors messages, please
   save the iif file for troubleshooting, and write down the exact text of any error messages. QBI has been thoroughly tested to avoid
   any errors, but…

18) Importing the Previous Batch of Orders:
    Every time you import new orders, they then become the “Previous Batch.” If you need to reimport them for
    some reason, for example if you change an option in QBI and wish to try again, use the “Previous Batch of
    Order” import feature on the Create page.

19) Future plans:
    a) Further improvement to the user interface with full CSS.
    b) Validation to XHTML and WAI.
    c) Matching support for products with multiple attributes
    d) Support for QB groups with hidden sub-items
    e) Utility to selectively update previous order group to shipped
    f) Multiple sales tax rates
    g) Support for Canadian, UK, Australian, and other international QB versions.
    h) Your suggestions are welcome!

20) Known limitations:
    a) Sales tax groups are not currently supported. Quickbooks has a serious bug where sales tax groups may
       incorrectly calculate sales tax. This is because Quickbooks rounds each tax item to the nearest penny,
       instead of rounding just the tax group. Intuit is aware of this bug but has not corrected it for many years!
       For this reason, do not use sales tax groups to avoid input errors. If you still wish to use sales tax groups,
       use a single tax item that reflects the total tax rate, import the invoices, and then change the tax to a
       group on the invoice afterwards. Note that this work-around could cause problems with prepaid orders,
       because the invoice total may change by one penny after switching from a single sales tax item to a
       group.
    b) Credit card numbers can not be included as iif files do not support this. However, payments are
       supported, so if your store uses a credit card payment gateway, customer payments can be imported into
       Quickbooks as invoices/payments or sales receipts.
    c) Sales receipts are numbered sequentially in Quickbooks and do not reflect the shopping cart order
       number. To partially work around this, the shopping cart order number is imported into the “PO
       Number” field. In the Quickbooks templates, you can change this to read “Shopping cart Order
       Number.”
    d) Products with multiple attributes will pass through to Quickbooks but can not yet be matched.
    e) Non-US versions of Quickbooks are not yet supported.
    f) The product export iif will only show quantities for master items. Items with attributes will show as zero
       inventory. This is due to a limitation of the shopping cart program, as there is no inventory tracking for
       individual attributes. This is due to be addressed in future versions of the shopping cart.

21) Known bugs:
    a) None

22) FAQ’s:
If I add, delete, or change my items or groups in           Yes. QBI will make the changes and preserve all your
Quickbooks, can I reimport the new iif file into QBI        previous work, including your matches.
without loosing my previous work?
If sales tax is turned on in Quickbooks, but I don‟t        QBI must be set to match your setting in Quickbooks.
charge tax, how should QBI be set?                          It doesn‟t matter if you are actually charging tax or
                                                            not.
If I change options in QBI, will this be reflected in the   Yes. QBI always generates a new iif file every time
iif file if I reimport it?                                  you download it.

23) Troubleshooting:

Create
File permission errors when creating iif files.             Check that directory qbi_input has read/write/execute
                                                            permission. On unix servers, set to chmod 777.
Created iif file dumps to browser instead of                Choose “save as” instead of “open.” If your browser is
downloading.                                                set to automatically take a certain action with specific
                                                            file types, you may need to adjust your settings for
                                                            files with the iif extension.

Set Up
File permission errors when doing Product or Shipping Check that directory qbi_input has read permission.
Set Up                                                On unix servers, set to chmod 755.

Match

Config

iif File Import Into Quickbooks
Transaction out of balance error                            Tax settings in QBI do not match Quickbooks.
                                                            Low order fee, gift certificates, or coupons haven‟t
                                                            been properly set up.
                                                            Shopping cart product is matched to a Quickbooks
                                                            group and the price is not the same in both the
                                                            shopping cart and Quickbooks.
Transaction out of balance errors with Authorize.net        Add: $order->info['total']+=0.000001;
Consolidated 1.7 contribution installed                     Before: $form_data = array(
                                                            In: authorizenet_direct.php
                                                            Also, make sure that all other causes are corrected as
                                                            well.

				
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