Introduction

This template provides salesforce.com and QuickBooks Desktop integration for the following dataflows

• Accounts and Contacts in Salesforce to Customer in QuickBooks
• Products in Salesforce to Items in QuickBooks
• Opportunity in Salesforce to Estimates & Invoices,Sales Receipt & Sales Order or Credit Memos in QuickBooks

Requirements

• Salesforce Adapter
• QuickBooks Adapter

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.
• 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

"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

Process Map

Salesforce to QuickBooks.

QuickBooks to Salesforce

Business Process Flow

Installation

Salesforce

1. Get the following App from AppExchange https://login.salesforce.com/?startURL=%2Fpackaging%2FinstallPackage.apexp%3Fp0%3D04t600000001g1f&crc=1
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 > Build > 'Custom 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" field on the page layout. Save the Account 'page layout.'
6. Go to setup > Customize > Contact > 'Page Layout' menu to add the "Quickbooks Id" 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

• Go to setup > Customize > Opportunity > 'Page Layout' menu to move "Generate", "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 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

• Move 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. See the picture below for the column sequence:

Save the opportunity 'page layout'.

1. Go to Setup > Customize > Product > 'Page Layout' to move 'QuickBooks Item type', 'QuickBooks Id', 'COGS' 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:

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 case-sensitive)

DBSync Setup

• Login into dbsync by following the http://dbsync01.appmashups.com/dbsync2/login.m

• Once logged in, you go to Library. The Library contains a set of pre-configured setup. Select the one that suites your requirements. For example, you can select the process "Salesforce QuickBooks: Bidirectional" ad Click on "Add".

1. Select the Salesforce Tab
2. Enter Username and password
3. Make sure you enter your Salesforce Security Token at the end of the password.

• Once "Add" is selected, click on the select the QuickBooks Tab
• Enter Full path to your QuickBooks file
• 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"
• Log Level should be "OFF" unless you want to debug your integration. If Log Level is "ALL" and an email address is provided, then all the logs will go to that email address after each run of the integration.
• Click on "Save". You have now setup dbsync to connect.

• Now we have to connect to the QuickBooks WebConnector.
• Start QuickBooks WebConnect by going to Windows Start->All Programs->QuickBooks->WebConnector
• On the above DBSync – QuickBooks Setup screen click on the "Configuration Link"
• "Configuration Link" will download a QWC file specific for this integration and will install itself in the QuickBooks WebConnector.
• Open the QuickBooks file entered so that we can start the process of connecting the QBW file with dbsync.

• Click Open with "QuickBooks Web Connector"

• Click OK to Authorize the New Web Service to connect to QuickBooks

Password

1. Enter password. Note – this is password for DBSync, the one you used to login into DBSync site and not salesforce.com.
2. Click on the Status, and QuickBooks WebConnector will ask you to save the password. Click Yes.
3. Now your WebConnector is connected to DBSync and Salesforce.

Test Drive

1. Login to Salesforce.com
2. Select the Opportunity which you want to create an Invoice

1. Add Products to the Opportunity
2. Set the Close Date. The Close Date is mapped to the Invoice date
3. Set the Contact in the Contact Lookup. It mapped to the Bill Contact Name.
4. Select Generate="Invoice"
5. Save the Opportunity.

1. Go to your QuickBooks WebConnector.
   1. Select the Integration profile that you just connected.
   2. Click on Update.
2. You should now see the invoices created in QuickBooks.

Troubleshooting

If you have problems setting up, please go to

1. Salesforce setup - http://www.appmashups.com/dbsyncwk/index.php?title=Dbsync:Adapter_Salesforce
2. QuickBooks setup - http://www.appmashups.com/dbsyncwk/index.php?title=Dbsync:Adapter_QuickBooks

Appendix: Profile Setup

Salesforce Adpater

QuickBooks Adapter

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