Migrate from Quickbooks
The Quickbooks Transformer (QT) accelerates evaluation and setup. It automates a highly secure upload of your Quickbooks data. The QT also provides a bridge to import data from 3rd party systems.
Quickbooks Transformer (QT) - overview
The Quickbooks Transformer provides a fast and easy way to securely transfer your Quickbooks Company file (.QBW) to a Salesorder.com system.
Third-party tools are available to convert other vendor accounting software databases to Quickbooks Desktop. See below and I'm not using Quickbooks, what do I do?
Secure, read-only data transfer: The Quickbooks Transformer (QT) only reads your Quickbooks Company (.QBW) file and securely transfers it to our secure servers.
Evaluation and Launch modes
To speed up your evaluation and subsequent launch to live the Quickbooks Transformer has two operating modes.
| Mode | Purpose |
|---|---|
Export up to 24 months of historical data from Quickbooks, create your Salesorder system, and import the data. | |
Update your Salesorder system to coincide with your Cut-off date. | |
Multiple import scenarios
The Quickbooks transformer is designed to create or update a Salesorder system with data from Quickbooks Desktop.
As per the diagram below, third-party tools are available to convert other vendor accounting software databases to Quickbooks Desktop. See the FAQ below.
FAQ
Quickbooks Transformer QT - what data does it transfer
Depending upon the size of your Quickbooks Company File (.QBW), the transfer of data from your Quickbooks system to Salesorder can take between five and sixty minutes.
'Static' Data
The QuickBooks Transformer can extract and move your ASIC data to Salesorder. ASIC data is:
Accounts: Your Chart of Accounts.
Suppliers: Trading partners who you buy goods and services from.
Items: Your SKUs and other types of QuickBooks Items.
Customers: Trading partners who you sell goods to.
'Transaction' Data
The Quickbooks Transformer imports the following transactions:
Sales Orders
Sales Invoices
Customer Payments
Sales Credit Notes
Cash Sales (Sales Receipts)
Sales Refunds
Purchase Orders
Bills (Purchase Invoices)
Supplier Payments
Cash Purchases
Supplier Credit Notes (Debit Notes)
The Quickbooks transformer does not export/import Sales Quotes. You'll need to use the 'Upload Transactions' import template to do this.
All transaction data is imported with a status of 'Historical'
All transaction data from your Quickbooks system is imported with a Status of 'Historical'.
This means:
All Imported Transactions are READ only.
Transactions imported from the Quickbooks General Ledger are not posted to the Salesorder General Ledger. See the explanation below.
Historical accounting transactions do not post to the Salesorder General Ledger.
Protecting the integrity of accounting data is critical to ongoing operations. Therefore we do not duplicate transactions in your old system in your new system. We use the migration control account method - See Launch T -3 for an explanation.
Every historical posting transaction from Quickbooks is imported with a status of ‘Historical’. This is a special status, used by the Quickbooks Transformer. It means the document cannot ever be edited (changed) by users.
Imported posting transactions are not stored in the Salesorder General Ledger.
The balances and the item details on imported posting transactions are available for reporting and analysis.
The Accounting reports don’t include transactions with a status of ‘Historical’.
Whilst imported posting transactions are not in the Salesorder General Ledger, they are included in all of the other relevant reports such as 'Sales' and 'Purchasing' reports Salesorder>Reports>Sales and >Purchasing.
Historical transactions appear on the Transactions tab of your Customer and Supplier Masters. As I said, they are there for reference and forecasting purposes.
What happens to the Quickbooks transaction IDs? e.g. Sales Order #
Transactions in your Quickbooks system have original IDs. The Quickbooks Transformer records these in Salesorder on the 'Origin' tab as follows on the respective transaction.
Origin Tab fields
| Field | Value |
|---|---|
Source | e.g. Quickbooks import |
Imported on | The date the transaction was imported |
External Cart Mapping | Status and ID e.g. Fulfilled:4692 |
Payment Method | Used on Shopping Carts |
Key field mapping
To preserve referential data and support tracking and reporting, the Quickbooks Transformer manipulates the exported data as follows:
Sales Order
| Quickbooks (Source) | Salesorder |
|---|---|
S.O. NO. | Quickbooks allows Sales Order number duplication. To work around this the QT imports the S.O. NO. to the 'External Cart Mapping' field on the newly created Sales Order 'Origin' tab. For tracking purposes, we prefix this value with the Document status, e.g. Open:4692. |
P.O. NO. | Customer Ref |
REP | Owner |
Sales Invoice
| Quickbooks (Source) | Salesorder |
|---|---|
Invoice # | Quickbooks allows Sales Invoice number duplication. To work around this the QT imports the Invoice # to the 'External Cart Mapping' field on the newly created Sales Invoice 'Origin' tab. For tracking purposes, we prefix this value with the Document status, e.g. Paid:4692 |
P.O. NO. | Customer Ref |
REP | Owner |
Purchase Order
| Quickbooks (Source) | Salesorder |
|---|---|
P.O. NO. | Quickbooks allows Purchase Order number duplication. To work around this the QT imports the P.O. NO. to the 'External Cart Mapping' field on the newly created Sales Invoice 'Origin' tab. For tracking purposes, we prefix this value with the Document status, e.g. OPEN:4692 |
Bill (Purchase Invoice)
| Quickbooks (Source) | Salesorder |
|---|---|
REF. NO. | Supplier Ref |
Transaction ID transformation to Ref #
When Transactions are imported into Salesorder they are automatically assigned a Ref #.
Prior to using the Quickbooks Transformer, you can set the format and sequencing of the resulting transaction Ref #s. See Ref #.
How to cross-reference Quickbooks transaction IDs with Ref #
On the respective Document transaction List in Salesorder go to the Advanced Search tab.
Locate the 'Origin' section. Each field in this section has a corresponding column on the 'Extra Columns' tab.
To display the results turn on the 'extra columns' you need e.g External Cart Mapping'
Set the 'Source' to 'Any'.
To locate a single transaction: Enter the Quickbooks transaction ID preceded by an asterisk (*), i.e. *4692.
To locate a range of transactions: *46*
To locate a range of transactions in a period or on a specific date: Set the 'Imported on' date range and the transaction ID range as above.
Default account settings in Salesorder are not set by the Quickbooks Transformer
Salesorder has an Accounts Configuration page at:
Setup>Configuration>Accounts
The values in this table are not set by the Quickbooks Transformer. You must set these manually as in the table below.
If you don't have the accounts on the right, choose an appropriate GL account from your Chart of Accounts.
See Accounts ⛭ for explanations of each setting.
| Account | Default Setting |
|---|---|
Tax Liability | Tax Liability |
Inventory Asset | Stock Asset |
Cost of Goods Sold | Cost of Goods Sold |
Income | Sales |
Expense | General Expense |
Discount | Sales Discount |
Mark up | Sales Mark ups |
Bank Charge | Bank Charges |
Bank Interest | Interest from Deposits |
Stock Adjustment | Stock Write Off |
Pending Item Receipts | Pending Item Receipts |
Currency Gainst/Losses | Currency Gainst/Losses |
Customer Payment Discounts | Sales Discounts |
Supplier Payment Discounts | Sales Discounts |
Customer Payment Charges | Sales Discounts |
Supplier Payment Charges | Sales Discounts |
Using the Quickbooks Transformer
The Quickbooks Transformer only runs on Microsoft Windows. It can only transfer data from the Quickbooks Desktop version.
Data security hurdles
Sadly we exist in a time of Windows security challenges. The transfer of your data from your systems to ours uses up-to-date security methods. Because of the mission-critical nature of our solution, we enclose our systems with multi-layer and monitored security. Your data is completely secure.
Evaluation mode
The purpose of the evaluation mode is to populate your Salesorder system with familiar data you can review and use to try out your workflows and become familiar
1. Download and open
Download the Quickbooks Transformer click here:
Open the file 'quickbookssotransformer.msi'.
Make sure you have your Quickbooks Company open.
Security messages from Anti-virus apps.
If you are running a Windows security application like a virus scanner i.e. McAfee, Norton, AVG, etc you may get a window asking you "Are you sure you want to run this script?" or something similar, just go ahead and let the installation complete.
This is normal behavior for an application that exports data. If you're concerned or struggling with understanding the questions asked by your security software, send us an email with screenshots to support@salesorder.com.
2. Credentials
Enter your details into this form:
The Email and Password you enter are the login credentials for your Salesorder system.
Make sure you check the Include Transactions radio button.
When you've entered all of your details, click 'Create my system'.
If you get a message "Make sure Quickbooks is running". Reboot your PC. Because of the complexity and variance of Windows and Quickbooks versions, we've occasionally seen a problem encountered by the Quickbooks Transformer detecting Quickbooks is open.
If the problem persists, send an email to support@salesorder.com with a description and screenshots.
3. Quickbooks security challenges
Your Quickbooks software has a security feature to prevent unwanted access to its data. When you run the Quickbooks Transformer, Quickbooks will display:
You need to grant permission to Quickbooks for the Quickbooks Transformer.
Click 'Yes'.
Check either of these boxes on this window.
Click 'Continue'.
The Quickbooks Transformer will continue the upload process.
4. Upload completed and login to Salesorder
When the Quickbooks Transformer has completed the data transfer, our systems will send you this email from: customer.services@salesorder.com.
Subject: Your system is ready, here's how to get started
This email can take up to ten minutes to arrive. If you don't receive this email, check your Spam and Junk folder. If it's not there send us an email @ support@salesorder.com.
5. Close and exit
Close the Quickbooks Transformer window.
Admin
The purpose of Admin mode is to export data from your Quickbooks company file and update your Salesorder system.
Use Admin mode in conjunction with T -5 Step 1. The Quickbooks Transformer will refresh your data allowing you to work through the Launch sequence.
1. Prepare for the update to commence the Launch sequence.
Before you proceed with this step, make sure you have completed the Cut-off time and date task list.
Make sure Quickbooks is open.
2. Locate the Quickbooks to Salesorder desktop shortcut
When you installed the Quickbooks Transformer it added a shortcut to your Windows Desktop. Locate this shortcut:
Click this shortcut.
3. Admin mode settings
Set the controls indicated by the arrows to display this screen.
Enter the following details:
SOA - your Salesorder Account Number.
Admin Username - your Master Administrator username.
Admin Password - your Master Administrator user password.
4. Update
Click 'Create my system'.
The update process will now run. When complete the Quickbooks Transformer will display a message: "Your salesorder.com system has been updated.
Go to this link to login to your Salesorder system.
5. Continue with the Launch sequence.
Go back to Launch T -5 and proceed with Step 2
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