Overview\
Data Flow\
Process Map\
Pre-requisites for Integration\
DBSync package (QuickBooks Integration) Installation in Salesforce\
Configure QuickBooks for DBSync Integration\
DBSync Profile Setup\
Run Integration from QuickBooks Web Connector \
Overview
DBSync for Salesforce & QuickBooks Desktop Integration is an easy to use application to integrate Salesforce Accounts / Contacts, Products, Opportunity with QuickBooks Customers, Items, Estimate, Sales Order, Invoice, Sales Receipt & Credit Memo. DBSync is also useful to migrate historical QuickBooks data into Salesforce or vice versa. DBSync provides Bi-directional sync with pre-built field to field map along with flexibility for more complex and dynamic mapping capability. DBSync also has an automatic online update, enabling DBSync customers to enjoy all the product updates and features with every new release.
Data Flow
Data flow of Bi-directional integration between Salesforce & QuickBooks Desktop is shown in the below table.
Process Map
Process Map of Bi-directional integration between Salesforce & QuickBooks Desktop is shown in the below image.
Pre-requisites for Integration
- Integration of Salesforce to QB transaction is invoked provided the Generate field in Salesforce Opportunity is selected with the required transaction.
- It is mandatory that SF Opportunity (to be integrated with QB Invoice) is associated with the respective SF Account & also should have Products with Standard Price Book attached to it for DBSync to invoke integration.
DBSync package (QuickBooks Integration) Installation in Salesforce
- Get the following App from AppExchange for your Salesforce instance.
https://login.salesforce.com/?startURL=%2Fpackaging%2FinstallPackage.apexp%3Fp0%3D04t600000001gWU&crc=1.
- 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.
- 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.
- 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.
- Go to setup ? Customize ? Account ? 'Page Layout' menu to add the "QuickbooksId", "QB Error" field on the page layout. Save the Account 'page layout.'
- Go to setup ? Customize ? Contact ? 'Page Layout' menu to add the "QuickbooksId", "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
- Go to setup ? Customize ? Opportunity ? 'Page Layout' menu to move "Generate", "Quickbooks Id" ,"Primary Contact", "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.
- 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 screenshot below for the column sequence and Save the opportunity 'page layout'.
- Go to Setup ? Customize ? Opportunity ? Opportunity Products ? Page Layout ? Edit to move 'QuickBooksID' field to the page layout.
- 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:
- 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.
- Go to Setup ? Customize ? Users ? Page Layout ? Edit to move 'QB SalesRep ID' onto the page layout.
- At this point, you have successfully completed your Salesforce.com instance setup.
Configure QuickBooks for DBSync Integration
QuickBooks needs to be setup in case you do not want to create Jobs in QuickBooks for every Opportunity in Salesforce.com.
- Open QuickBooks and go to Customer Center.
- Edit or create a new Customer.
- Go to Edit Customer ? Additional Info ? Define Fields and create a new label as – OpportunityId (this is case-sensitive).
DBSync Profile Setup
- Go to www.mydbsync.com & register for Free Trial.
- Ensure that Source & Target Adapters are Salesforce & QuickBooks respectively.
Run Integration from QuickBooks Web Connector
- Before running the integration, the below mentioned points should be considered carefully for Integration of Standard DBSync Salesforce QuickBooks Bi-directional.
- Integration of Salesforce to QuickBooks transaction is invoked provided the Generate field in Salesforce Opportunity is selected with the required transaction.
- It is mandatory that Salesforce Opportunity (to be integrated with QuickBooks Transcation) is associated with the respective Salesforce Account & also should have Products with Standard Price Book attached to the Salesforce Opportunity for DBSync to invoke integration.
- The Primary Contact updated in Salesforce Opportunity will sync with QuickBooks Contacts.
- QuickBooks to Salesforce Integration works on time stamp. Any new or modified Customer, Items or transaction in QuickBooks will be integrated with Salesforce based on the Mapping selection.
- Once you are done with the mappings go to your QuickBooks Web Connector by Start ? Programs ? QuickBooks ? Web Connector and click on the password textbox for profile dbsync2-SalesforceQuickBooksBiDirectional as highlighted below:
- Enter your DBSync password in the in the text box and hit Enter on your keyboard. One Message Box will be displayed asking you "Do you want to save this password" select Yes button. DBSync Password will be saved in the web connector.
- Check the DBSync2-SalesforceQuickBooksBiDirectional check box and click on Update Selected button and sync will start and complete automatically. Auto-Run can also be used in Web Connector to run integration in regular intervals. For example, if you select 60 minutes, every 60 minutes integration will run by itself, provided Web Connector is open.
- Data for all the mappings will be updated in Salesforce and QuickBooks accordingly.