SIMPLIFY SALEFORCE AND QUICKBOOKS INTEGRATION: Integrating ReceivePayment from QuickBooks to Salesforce.com

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1 SIMPLIFY SALEFORCE AND QUICKBOOKS INTEGRATION: Integrating ReceivePayment from QuickBooks to Salesforce.com Requirements: Salesforce Adapter QuickBooks Adapter Provider: DBSync for QuickBooks Integrating ReceivePayment from QuickBooks to Salesforce.com into custom payment object in salesforce.com Moving Payment information from QuickBooks to salesforce.com Payment info like Amount, Payment Method, Date, Notes Memo. Payments received in QuickBooks gets updated to the corresponding Account, Opportunity and Custom Invoice object in salesforce.com Managing Payments information in salesforce.com to run reports on account receivables and write automated workflows is achieved. KEY BENEFITS Seamless transfer Sales team and accounting team are always in sync. Reduced turnaround time. Use case DBSync for Salesforce.com & QuickBooks provides an easy to use application to synchronize Accounts, Contacts, Products and Opportunities to QuickBooks Desktop Customer, Jobs, Products and Invoice. Track Cash to Close and AR analytics to manage your customer more effectively. The application provides a pre-built field map along with a flexible advance mapping capability and configuration capability. The application also has an automatic online update so you never have to manually upgrade your application. Customer Review Great product and fantastic support: Even with salesforce.com, before installing DBSync I had to field several call a day from our salespeople asking: "how much did we sell this customer and what did we sell them". Now they get this information directly from salesforce.com. Also for the first time we have been able to implement a system where the salespeople are making collection calls on their own clients. This tool has made my life much simpler. When installing and deploying it DBSync went the extra mile to make sure we were satisfied. This is no shrink wrapped app; it will satisfy the most demanding customer. Gustavo Morles From BodyWell Nutrition

2 Process Map QuickBooks to Salesforce QuickBooks Receive Payment Receive Payment Salesforce.com Payment c (Custom Object) AVCCPI Payments c(credit Card Intergration Payment Object) Salesforce to QuickBooks Salesforce.com AVCCPI Payment c (Credit Card Processing Integration) Receive Payment QuickBooks

3 Business Process Flow QuickBooks to Salesforce Salesforce dbsync QuickBooks Link the payment to selective Invoice AVCCPI Payments c / Custom Payment Object SFPayment to QBReceive Payments Receive Payments Custom Invoice Opportunity

4 Installation Salesforce DBSync App 1. Get the following App from AppExchange 2. It asks for username and password of the Salesforce.com instance where you would like to install DBSync. The username and password should have the administrative privileges to install. 3. Next you should see the contents of the package in your Salesforce.com instance. Click on Next and then click on Install and then Click on Deploy Now button. 4. Go to setup Create Objects menu to see whether Invoice object has deployed status. If not, click edit adjacent Invoice object, check on Deployed, and Save. 5. Go to setup Customize Account Page Layout menu to add the Quickbooks Id, QB Error field on the page layout. Save the Account page layout. 6. Go to setup Customize Contact Page Layout menu to add the Quickbooks Id, QB Error, QBName field on the page layout. Save the Contact page layout. Note: This is only used when you use Job in QuickBooks. If you are not using Jobs in QuickBooks, Contacts will not get updated as Contacts/Opportunity map to Jobs in QuickBooks 7. Go to setup Customize Opportunity Page Layout menu to move Generate, Quickbooks Id, QB Error on the Page Layout. In case you are using Professional version then move Product Name and QuickBooks Item Type to the layout. For Professional Version s not having products can use Product Name as a single quantity product line item in Invoice, estimate or sales order instead of having Products as in Enterprise edition Note: In case your salesforce.com instance uses Record Types, the Generate drop down might be disabled. To enable the Generate drop down, the page layout needs to have the right permissions setup. Contact your Salesforce.com admin if you need further assistance in enabling the Generate button. 8. Move Invoices from the Opportunity Related List to the page layout.

5 Click on Invoices in the Related List Section and hit edit properties button. Select columns as Invoices, Invoice number, Total Invoice Amount, Payments, Balance, Days Outstanding, and Transaction Date. See the picture below for the column sequence: Save the opportunity page layout. 9. Go to Setup Customize Product Page Layout to move QuickBooks Item type, QuickBooks Id, COGS, QB Error and OnHand field to the page layout. During the Sync process, Products get automatically created in case DBSync does not find it in QuickBooks. To create the products in the QuickBooks, each product needs to be mapped in an Item type. See the picture below:

6 Note: Out of the box DBSync supports Products/Items in a flat structure and not in Hierarchy as Products in Salesforce.com is not Hierarchical. Please look at our Knowledge base for steps for handling hierarchies in Items from QuickBooks. At this point, you have successfully completed your Salesforce.com instance setup. Salesforce Credit Card Integration Processing App Setup DBSync for Credit Card Processing Integration requires setup in your Salesforce.com instance. Installation Requirements 1. Encrypted Fields has to be activated in your instance to install this integration. To enable the Encrypted Fields, please contact your Salesforce.com Customer Support Executive or log a case from within your instance so that the encrypted field would be activated in a day. Installation and Configuration 1. Go to 2. It asks for username and password of the Salesforce.com instance where you would like to install DBSync. The username and password should have the administrative privileges to install. 3. Next you should see the contents of the package in your Salesforce.com instance.click on Next and then click on Install and then Click on Deploy Now button. 4. Go to Setup Create Custom Objects menu to see whether below specified objects has deployed status. If not, click edit adjacent to the respective object, check on Deployed, and Save. a. CCAccount b. CCTransaction c. CCParamValue d. Payment 5. Go to Setup Customize Opportunity Page Layout menu to add the below specified fields on the page layout. Save the Opportunity page layout.

7 Billing Name Card Code Card Number Card Type CCAccount City Exp Month Exp Year Payments Received Payments Pending Postal/Zip State Street 6. Go to Setup Customize Opportunity Page Layout menu to move Get Payment, Get Full Payment buttons on the Page Layout. Select the buttons with their API Names ending with _VF. You can get to know their API Names on mouse over of the names in the list. 7. Move Payments, CCTransactions from the Opportunity Related List to the page layout. Click on the respective Related List and hit edit properties button. Select columns as required from the respective object such as Payments and CCTransactions. See the picture below for the column sequence: CCTransaction Related List: Payments Related list: Save the opportunity page layout.

8 8. Go to Setup Create Objects Payment Step 1: Edit the Page Layout Step 2: Override the Edit Button with the S-Control named as Edit Payment [AVCCPI Edit Payment] Step 3: Save the Settings. 9. Go to Setup Create Objects Payment Modify the search layout as shown below: At this point, you have successfully completed your Credit Card Processing Integration configured and installed in your Salesforce.com instance. Note: a. You can get the dashboard report on your home page from your home page layout. b. All standard reports can be viewed from within the report folder named Credit Card Processing Integration. Configuring Credit Card Processing Account Perform below steps to add new Authorize.Net account for performing the Credit Card Processing. 1. Click on new button by selecting the tab CCAccount. 2. Provide the name of the CCAccount so that it can be easily identified by you to assign it to the required opportunities for performing the transaction of payment. 3. Provide the Transaction Login Name provided by the credit card processing vendor under Login Name field 4. Provide the Transaction Key provided by the credit card processing vendor under transaction key field 5. Provide the Transaction URL provided by the credit card processing vendor under Login URL field. Normally for Authorize.Net it would be ( 6. Save the record 7. Start creating New CCParamValue records for the below specified keyword and values respectively for the created CCAccount.

9 Authorize.Net Parameter List: Name Value Description x_login <<LEAVE EMPTY>> Login name x_tran_key <<LEAVE EMPTY>> Transaction Key x_card_num <<LEAVE EMPTY>> Card Number x_exp_date <<LEAVE EMPTY>> Exp Date of the Card x_amount <<LEAVE EMPTY>> Transaction Amount x_trans_id <<LEAVE EMPTY>> Transaction Id x_type <<LEAVE EMPTY>> Transaction Type such as Authorize, Credit and Refund x_delim_char : Provide the value as : url <<LEAVE EMPTY>> URL for Login x_version 3.1 Version Number x_method <<LEAVE EMPTY>> Transaction Type x_card_code <<LEAVE EMPTY>> Card Code x_first_name <<LEAVE EMPTY>> First Name x_last_name <<LEAVE EMPTY>> Last Name x_company <<LEAVE EMPTY>> Company Name x_address <<LEAVE EMPTY>> Address x_city <<LEAVE EMPTY>> City x_state <<LEAVE EMPTY>> State x_zip <<LEAVE EMPTY>> PostalCode x_country <<LEAVE EMPTY>> Country x_phone <<LEAVE EMPTY>> Phone Contact x_fax <<LEAVE EMPTY>> Fax Contact x_ <<LEAVE EMPTY>> Address x_relay_response false Setting Remote Site Security Controls 1. Step 1: Go to SETUP Security Controls Remote Site Settings 2. Step 2: Create a new Remote Site 3. Name: Authorize Site 4. Remote Site URL: (TESTING URL) 5. (REALTIME URL)

10 After completing the above steps, you have completed the installation and configuration of the Credit Card Processing Integration App in your instance. Note: If you have installed both QuickBooks Integration App and Credit Card Integration App, you can utilize Credit Card Integration s Payment Object for Syncing Receive Payments between Salesforce to QuickBooks and Vice-Versa. Please perform the below steps: a. Create a Lookup field by name Invoices under the Credit Card Integration s Payment object. This field will be a lookup for QuickBooks Integration s Invoice Object. b. Please make the actions SFPayments2QBReceivePayments and QBReceivePayments2SFPayments as active and action QBReceivePayment2SFCustomPayment as inactive in your Process-Definition. If you have installed QuickBooks Integration App ONLY, then you can get your QuickBooks Receive Payments into Salesforce Custom Payment Object. Please perform the below steps: a. The steps for creating the Custom Payment Object is specified below under the section Creating Custom Payment Object. b. Please make the action QBReceivePayment2SFCustomPayment as active and actions SFPayments2QBReceivePayments and QBReceivePayments2SFPayments as inactive in your Process Definition. To select the relevant actions for your sync, you need to login to dbsync2 application with the login details provided to you by . Creating Custom Payment Object You can create a new Object by name Payment with API Name as Payment. Note: Set the Name field of this object as AutoNumber

11 Create respective fields as said in the below table: Field Name API Name Comments Account Account c Lookup field for Account Object Amount Amount c Currency(16,2) Date Date c Date Field Invoice Invoice c Lookup for Invoice Object in DBSync Quickbooks Integration Pacakge. Notes_Memo Notes_Memo c Long Text Area Payment Method Payment_Method c Text field of 250 chars Payment Status Payment_Status c Text field of 50 chars Quickbooks Id Quickbooks_Id c Text Field of 20 chars. This field is a External Field. Reference Number Reference_Number c Text field of 40 Chars, this field is an external field. Opportunity Opportunity c Lookup field for Opportunity Object QuickBooks Setup QuickBooks needs to be setup in case you do not want to create Jobs in QuickBooks for every Opportunity in Salesforce.com. 1. Open QuickBooks and go to Customer Center 2. Edit or create a new Customer 3. Go to Edit Customer -> Additional Info -> Define Fields and create a new label as OpportunityId (this is casesensitive)

12 DBSync Setup 1. Login into DBSync by following the 2. Select your Integration profile 3. Select the QuickBooks Tab 4. Enter Full path to your QuickBooks file 5. If the PDL section is empty, then enter the first file in the process list below which would be in the form of processdefinition_xxx.xml 6. Select the Salesforce Tab 7. Enter Username and password 8. Make sure you enter your Salesforce Security Token at the end of the password. If you have problems setting up, please go to 1. Salesforce setup QuickBooks setup - Profile Setup salesforce.com Adapter Configuration Username Password EndPoint Transport.compression Sid ProxyHost ProxyPort ProxyUserName ProxyPassword acceptgzip sendgzip Instructions <<Username>> <<Password>> True/False As Applicable If you use a proxy server then put <<proxy ip or host>> If you use a proxy server then put <<proxy ip or host>> If you use a proxy server then put <<proxy ip or host>> If you use a proxy server then put <<proxy ip or host>> As Applicable As Applicable QuickBooks Adapter Configuration FileName PDL Configuration link Instructions The *.QBW file which need to be integrated with salesforce.com processdefinition_sfreceivepayment2sqb.xml Link to download the file to connect to your QB webconnector.

13 Advanced Properties Configuration Log Level Instructions All Can view the Log files, Off Cannot view the Log files. Log files will be ed to the address specified.

14 2010, DBS DBSync LLC 750 Old Hickory Blvd. Bldg 2, Suite 150 Brentwood TN U.S.A sales@mydbsync.com Phone/Fax DBSync LLC and/or its affiliates. All rights reserved. This document is provided for information purpose only, and the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor is it subject to any other warranties or conditions, whether expressed orally or implied in law, including implied warranties and conditions of merchantability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document, and no contractual obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without our prior written permission. DBSync is a registered trademark of DBSync LLC and/or its affiliates. Other names may be trademarks of their respective owners.

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