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 ?

Evaluation and Launch modes

To speed up your evaluation and subsequent launch to live the Quickbooks Transformer has two operating modes.

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

'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.

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.

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

Key field mapping

To preserve referential data and support tracking and reporting, the Quickbooks Transformer manipulates the exported data as follows:

Sales Order

Sales Invoice

Purchase Order

Bill (Purchase Invoice)

Transaction ID transformation to Ref #

When Transactions are imported into Salesorder they are automatically assigned a 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.

Using the Quickbooks Transformer

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.

2. Credentials

Enter your details into this form:

Make sure you check the Include Transactions radio button.

When you've entered all of your details, click 'Create my system'.

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

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.

1. Prepare for the update to commence the Launch sequence.

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.

5. Continue with the Launch sequence.