Import Data From QuickBooks®

1. Introduction
2. Import Diagrams
   1. Data Mapping Diagram
   2. Conversion Flow Diagram
   3. Execution Flow Diagram
3. Prerequisites
4. Steps Involved in QuickBooks® Import
   1. One Time Setup
      1. Save Import Settings
      2. Download and Install QuickBooks® Web Connector (optional)
      3. Download Web Connector Configuration (QWC) File
      4. Attaching QWC File to Web Connector
   2. Import Process
      1. Initiate Import Process From QuickBooks® Web Connector
5. Import Statistics
6. Deleting Imported Data
7. FAQ
8. Troubleshooting
9. Unsupported Scenarios

1. Introduction

2. Import Diagrams

a) Data Mapping Diagram

Easy-Commission is importing Reps, Invoices, Customers, Vendors, Items and Credit Memos from QuickBooks®. Imported Invoices will be converted as transactions.

b) Conversion Flow Diagram

Based on the option chosen in the Easy-Commission Import page, Import process will import invoices to Easy-Commission and convert those to transactions.

Import options:

New Invoices >> Imports the invoices with invoice date within current period and converts the imported invoices to transactions.

Paid Invoices >> Imports the fully paid invoices (considers only Receive Payments) that got paid in current period and converts the imported invoices to transactions.

c) Execution Flow Diagram

The QuickBooks® import process involves the following steps to import data from QuickBooks® to Easy-Commission via QuickBooks® Web connector. Here are they,

3. Prerequisites

To import from QuickBooks®, the computer should have the following things;

1. QuickBooks® Application
   - QuickBooks® application needs to be available to import data into Easy-Commission.
2. QuickBooks® Web Connector
   - Web Connector needs to be installed if not exists in the computer.
3. QWC file (Web Connector configuration file)
   - The configuration file will be downloaded from Easy-Commission Import page and used to initiate the Import process from computer.

4. Steps involved in QuickBooks® import

a) One time setup

1. Import Settings

   Before proceeding with Import process, import settings needs to be saved in Easy-Commission.

   The import options are,

   >> New Invoices - This option will import all the invoices from QuickBooks® Company file

   >> Paid Invoices - This will import all the paid invoices from QuickBooks® company file.
   Choose any one of the options based on your commission payment method.

   >> Click "Save" to store the Import settings.

ii. Download and Install QuickBooks® Web Connector (optional)

Web Connector is an application which enables data exchange between Web applications and QuickBooks®. This is an optional step. To identify QuickBooks® Web Connector is already installed in the system,

1. Click Start - Programs - QuickBooks® - Web Connector
2. Open Web Connector. Verify the version that shows in the top of the application. If it shows version 2.3.0.36 or above, then no need to download and install the Web connector in the computer.

Web Connector configuration file (QWC) file is the key file which is used to communicate the data exchange between Easy-Commission and QuickBooks® via Web Connector.

To download QWC file,

Open the Tools - Import - Import from QuickBooks® page, click the "Download the QWC file" link and save it in the computer.

1. Please note that, this is one time activity. For next execution onwards, you can directly double click/open the downloaded QWC file which is saved locally in the computer and initiate the import process.

2. Attaching QWC file to Web Connector
   1. Open QuickBooks® application and open the Company file which is to be imported in Easy-Commission.
      • QuickBooks® company file is setup with allowing other applications to access with company file.
      • To verify this, open QuickBooks®, go to Edit menu - Preferences - Company Preferences - Integrated Applications.
      • Please make sure, "Don't allow any applications to access this company file" option is unchecked.

After authorizing web service, QuickBooks® will open up a dialog (this will be opened inside QuickBooks® application) for granting permissions for the Integrating applications. Choose "Yes, whenever this QuickBooks® company file is open" option and click "Continue" to proceed the process.

Now Easy-Commission is attached with QuickBooks® for reading data from the company file. The attached application will be shown in QuickBooks® under Edit menu - Preferences - Company Preferences - Integrated Applications.

b) Starting import process

1. Initiate Import process from QuickBooks® Web Connector
   

   After adding QWC file to QuickBooks® Web Connector, the QuickBooks® data import to Easy-Commission needs to be initiated from Web Connector

   To initiate import process:

   1. Open QuickBooks® Web Connector
   2. Choose "Easy-Commission" application (point 1 in the below screenshot)
   3. Enter the Easy-Commission login password in the password box. (point 2 in the below screenshot)
   4. After entering the password, Web Connector will show a message box for saving password. Choose "Yes" or "No" based on your desire.
   5. Click "Update Selected" button to initiate the process.

fter clicking "Update Selected" button, QuickBooks® Reps, Invoices, Customers, Vendors, Items and Credit Memos have been started exporting from QuickBooks®.

The progress of exporting data from QuickBooks® will be shown in the Web Connector GUI.

1. 1. Once the QuickBooks® Web Connector status reaches "100%", QuickBooks® data import process is partially completed. EC will start showing imported data within couple of minutes.

5. Import Statistics

Once the QuickBooks® import is done, imported records statistics will be shown in the Easy-Commission QuickBooks® import page. To view the statistics,

1. Open the Tools - Import - Import from QuickBooks® page in Easy-Commission.
2. The import statistics page contains the information about number of Reps, Invoices, Customers, Vendors, Items and Credit Memos that have been imported from QuickBooks®, number of errors if occurred any and error details.

6. Deleting Imported Data

Easy-Commission provides an option to delete the inserted records in the Import process. The option is available in the QuickBooks® import statistics page. In case of re-import data, you can delete the existing inserted records using delete feature. In the "Delete" process, all the inserted Reps, Invoices, Customers, Vendors, Items and Credit Memos and converted Transactions which got inserted in that import process.

1. Delete process will not reverse records updated during the QB import process. It affects only new inserts.
2. It will not delete the manual entries made in Easy-Commission.
3. Once the records are deleted from Easy-Commission, they will not be recovered.

Record Statistics display after deleting the records.

7. FAQ

1. How the imported invoices get converted as transaction in Easy-Commission?
   Based on the commission payment method that has been chosen in the import page, invoices get converted as transactions.
   If Created/modified invoices means, only current period invoices will get converted as transactions.
   If Paid based invoices means, current period paid invoices will get converted.
2. How QuickBooks® payments are handled in Easy-Commission?
   Easy-Commission supports Receive payments only. Rest of the payment types such as Credit Memo, Deposit and General Journal are not supported.
3. Will Reps are imported to Easy-Commission?
   Yes. From QuickBooks® Reps which are created from Employee and Vendor will be imported. Other name reps will be ignored in import process.
4. What are the QuickBooks® Item types that Easy-Commission supports?
   Easy-Commission supports following QuickBooks® item types; Service, Inventory Part, Non-Inventory Part, Inventory Assembly, Sales Tax, Item Group and Other Charge.
5. What happens if Invoice number in QuickBooks® is empty?
   While importing invoices, if an invoice in QuickBooks® is not having the Invoice number(#) then the Invoice number will be substituted with "[Unknown]". When the invoice number is updated in QuickBooks® it will be populated to Easy-Commission in the re-import process.
6. Will Easy-Commission calculates Gross Profit?
   Yes. Easy-Commission calculates Gross Profit for the imported invoices using the formula Sales Amount - Cost where Cost = Quantity * Unit_Cost of Item. Easy-Commission does not look at other cost data such as Purchase Orders or Bills.
7. Will Easy-Commission import invoice lines which do not have item name/quantity?
   Yes. If the invoice is missing item and quantity, Easy-Commission will still import that line. But if the invoice line has all these fields as blanks (Item, quantity, price and amount), then the line will be ignored.
8. How do I delete the invoices that got imported wrongly?
   Easy-Commission provides a specific "Delete" functionality which will delete all the inserted invoices, Reps, Customers, Vendors, Items and Credit Memos. The "Delete" option will be available in the import statistics page. Caution: only new "inserted" records will be deleted; records that had their values updated, will not be reversed back to their original values.
9. Will closed transactions in Easy-Commission get updated in Import process?
   No, closed transactions will not be updated during the Import process. Transactions in Easy-Commission are 'Closed' after commissions are calculated and the commission period is closed out.
10. Can I import from multiple QuickBooks® Company files?
    No, importing of data from multiple QuickBooks® company files into a single Easy-Commission account is not supported.
11. After starting import process in Web Connector will I able to work in Easy-Commission?
    Yes. Since QuickBooks® import process will run as a background process, you are able to work on Easy-Commission pages.
12. After reaching "100%" in Web Connector, QuickBooks® data is available in Easy-Commission?
    No. Once the Web Connector status reaches "100%", QuickBooks® data import process is partially completed. EC will start showing imported data within couple of minutes.
13. What are the supported QuickBooks® versions in Easy-Commission?
    For supported editions, please refer FAQ
14. I already have QuickBooks® Web Connector. Do I need to download and install again?
    Easy-Commission supports Web Connector version 2.3.0.36 and above. To verify the version
    - Open Web Connector. Verify the version that shows in the top of the application. If it shows version 2.3.0.36 or above, then no need to download and install the Web connector in the computer. In case of your Web Connector version is less than this, please uninstall the existing version. Download and install the Web Connector from Easy-Commission.
15. Did Easy-Commission import my Credit card and other personal information from QuickBooks®?
    No. Easy-Commission doesn't import any of the personal information such as credit cards.
16. Does Import process bring the Country information from QuickBooks® file?
    Yes. Easy-Commission import the country names from QuickBooks® based on the country name matching. If QuickBooks® country name matches with Easy-Commission country name then its corresponding code will be updated and shown in the customer page.
17. In Import from QuickBooks® feature, how can I exclude the non-commissionable items like shipping charges from getting imported to Easy-Commission?
    As part of import from QuickBooks® feature, all of the items will get imported. However, after import, the "Commissionable" flag for non-commissionable items (Ex: Shipping Charges) can be set to "False" in Easy-Commission Product page. It will exclude all relevant sales transactions from getting calculated for commissions. This is just a one-time activity, since subsequent imports will retain this setting.
18. Can I do a manual adjustment to cost before the actual commission is calculated? For example, if the cost carries over from QuickBooks® as $50, and I want to make it $60 before the commission is calculated, can I do that?
    You can always change the cost of the relevant transactions to $60; after the data gets imported and before the commission gets calculated.
19. We will have charge backs/refunds as part of our business and we create credit memos in QuickBooks®; Does Easy-Commission imports credit memo?
    Yes. As part of invoice import, Easy-Commission brings in the credit memos too.
20. We create invoices based on item group; would Easy-Commission brings in those invoices?
    Yes. As part of invoice import, Easy-Commission brings in the Item-Group related invoice into Easy-Commission. Each line in the group would be created as a separate transaction.

8. Troubleshooting

9. Unsupported Scenarios

Easy-Commission is not supporting the following scenarios currently. They are,

1. While import invoices, Easy-Commission doesn't support Adjustments (prior period invoices gets modified in current period, ... etc), Voiding invoices scenarios.
2. For fetching Paid invoices Easy-Commission doesn't consider payments happening through Credit memo, Deposit and Journal payments.
3. Data from other objects such as Sales order, Bills, Estimates, Checks, Purchase Orders, Sales Receipts data are not imported to Easy-Commission.
4. Scenarios like, making Invoice paid by setting up discounts are not handled.