SIMPLIFY SALEFORCE AND QUICKBOOKS INTEGRATION: Salesforce.com to QuickBooks Bidirectional

Transcription

1 SIMPLIFY SALEFORCE AND QUICKBOOKS INTEGRATION: Salesforce.com to QuickBooks Bidirectional Requirements: SalesforceAdapter Adapter QuickBooks Adapter Provider: DBSync DBSync Salesforce to QuickBooks Bidirectional template provides integration between QuickBooks and Salesforce.com. The integration solution is defined as a process within the DBSync profile. Salesforce QuickBooks Accounts and Contacts as Customer Products as Items Opportunity as Estimates & Invoices Sales Receipt & Sales Order Credit Memos KEY BENEFITS Seamless transfer. Ability to implement automated workflows Reduced turn-around time. Use case DBSync for Salesforce.com & QuickBooks provides an easy to use application to integrate Accounts, Contacts, Products and Opportunities to QuickBooks Desktop Customer, Jobs, Products and Invoice. The application provides a pre-built field to field map along with flexibility for more complex and dynamic mapping capability. The application also has an automatic online update, enabling DBSync customers to enjoy all the product updates and features with every new release. Customer Review 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 on BodyWell Nutrition

2 Process Map Salesforce to QuickBooks Salesforce Account/Contact Opportunity/OpportunityLineItem Product/PriceBook QuickBooks Customer Job(Invoice,SalesOrder,SalesReceipts,Estimate) ItemService,ItemInventory,ItemNonInventory QuickBooks to Salesforce QuickBooks Customer Customer ItemInventory ItemNonInventory Invoice Estimate Sales Order Sales Receipt Credit Memos Salesforce.com Accounts Contacts Products Products Opportunity Opportunity Opportunity Opportunity Opportunity

3 Business Process Flow Salesforce to QuickBooks Salesforce dbsync QuickBooks Account Customer to Account/Contact Customer Contact Product Product to Item(s) Item( Service, Inventory..) PriceBookEntry Opportunity Opportunity Line Item Trigger on A field change Opportunity to Invoice Job Invoice, Estimate, SalesOrder, CreditMemo

4 QuickBooks to Salesforce QuickBooks dbsync Salesforce Customer Customer to Account/Contact Account Item( Service,NonInvent ory, Inventory..) Product to Item(s) Contact Product Invoice, Estimate, SalesOrder, CreditMemo (Trigger on LastModifiedDate) Opportunity to Invoice PriceBookEntry Opportunity Opportunity Line Item

5 Installation Salesforce 1. Get the following App from AppExchange You will be prompted to enter your Salesfore.com instance username and password. The username of Salesforce.com should have the administrative privileges to install. 4. Next you verify the contents of the package in your Salesforce.com instance. Click on Next and then click on Install and then Deploy Now on the following page. 5. 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. 6. Go to setup Customize Account Page Layout menu to add the Quickbooks Id, QB Error field on the page layout. Once the above mentioned fields are added to the page layout, click on Save button. 7. Go to setup Customize Contact Page Layout menu to add the Quickbooks Id, QB Error, QBName field to the page layout. Once the above mentioned fields are added to the page layout, click on Save button. 8. Go to setup Customize Opportunity Page Layout menu to add Generate, Quickbooks Id, Primary Contact and QB Error fields to the Page Layout. 9. Go to setup Customize Opportunity Products Page Layout menu to move Quickbooks Id on the Page Layout. In case you are using Professional version, then move Product Name and QuickBooks Item Type to the layout. For Professional Versions not having Products Product Name can be used as a single quantity line item to generate Invoice, estimate or sales order instead of having to Product object as with the 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 Salesforce.com user needs to have sufficient permissions to have this setup. Contact your Salesforce.com admin if you need further assistance in enabling the Generate button. 10. Drag Invoices from the Opportunity Related List to the page layout. 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. The below screenshot illustrates the same with sequence.

6 Save the opportunity page layout. 11. Go to Setup Customize Product Page Layout to add QuickBooks Item type, QuickBooks Id, COGS, QB Error and OnHand fields to the page layout. 12. Go to Setup Customize User Page Layout to add QB SalesRep ID field to the page layout. During the integration process, Products get automatically created in case the corresponding Item name does not exist in QuickBooks. To create new products in QuickBooks from Salesforce.com, each product needs to be mapped as a Quickbooks Item type. Make sure you select the appropriate value from the drop down before running DBSync as shown below.

7 Note: Out of the box DBSync application supports Products/Items as a flat structure and not in Hierarchy as Products in Salesforce.com is not Hierarchical. Please look at our knowledge base for step by step instructions on handling hierarchies within DBSync. At this point, you have successfully completed your Salesforce.com instance setup with DBSync. QuickBooks Desktop 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)

8 DBSync Setup 1. Login into dbsync by following the 2. Click on the Quick Start button on the profile page. 3. This would open up a pop-up window with the screen similar to the one shown below. This screen provides you the step-by-step process of configuring your DBSync setup for performing the sync.

9 Please fill in the Salesforce Username and Password for your Salesforce Instance. Make sure you enter your Salesforce Security Token at the end of the password. If you want to test it out on your Sandbox, provide your Sandbox credentials and modify the endpoint as 4. Fill up the required details for the adapters and save it. You can move step-by-step by clicking the Continue button at the bottom of the screen. Note: If you want to move to the next step in the process, you need to validate the connection settings of the respective adapters. You can click on Validate button by scrolling to the bottom of the screen to validate the connection credentials. 5. Under your QuickBookAdapter screen, enter Full path to your QuickBooks file on your desktop.

10 6. You can retrieve full path / location of your Quickbooks file by pressing 'F2' key on your keyboard when in Quickbooks 'Home' page as shown below. 7. Open the.qwc file with QuickBooks Web Connector. 8. Click on OK on the Authorization screen.

11 9. Select the option Yes, always; allow access even if QuickBooks is not running and click on continue. 10. Click on Done.

12 11. After clicking on Done, the web connector is launced with the selected integration profile, select the integration profile/profilename, Enter dbsync password and finally click on Update Selected to make a sync. 12. Click on Continue button and navigate to Advanced Properties. Please make sure to select the log level as All from the drop down. 13. Next sections of the Quickstart page provide you the details of the integration process in a sequential manner. 14. Incase if you need to customize existing standard mappings based on your Business process, then you can navigate to that corresponding state from Quickstart and click on Edit Map link as shown below.

13 15. On click of Edit Map, you would get a pop-up window similar to the one shown below. You can modify the mappings are per to your requirement and save it. Note: Any changes performed in the mapping window would change the PDL file and very likely will affect the data flow and integration as well.

14 If you have problems configuring DBSync, please go to following links. 1. Salesforce setup QuickBooks setup - Profile Setup Salesforce Adpater 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 port>> If you use a proxy server then put <<proxy username>> If you use a proxy server then put <<proxy password>> As Applicable As Applicable QuickBooks Adapter Configuration Filename Pdl Configuration Link Instructions Point to the actual path of your QuickBooks File. If the field value is left unfilled, any open QuickBooks file path will be used as a default path at the time of the configuration. Your Process Definition file used for the Integration. Link to download the file to connect to your QB web Connector. Advanced Properties Configuration Log Level Instructions ALL (It is recommended to set the Log Level as All ) Process Definition Filename Configuration Process Name Select Process File Instructions Name of the process definition file used for the integration Uploading a process file from an appropriate location on your local drive.

15 DBSync LLC 750 Old Hickory Blvd. Bldg 2, Suite 150 Brentwood TN U.S.A 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.