NOTE: This article pertains to ShippingEasy’s QuickBooks integration software and is useful if you installed ShippingEasy's QuickBooks software before July 26, 2017.
Starting July 26, 2017, new QuickBooks integrations with ShippingEasy will be provided by our partner Webgility via their Unify software. To integrate QuickBooks with your ShippingEasy account, please provide your information to Webgility here and they’ll call you directly.
Using the integration to move data from ShippingEasy to QuickBooks is simple.
IMPORTANT: There are several different options for mapping data from ShippingEasy to QuickBooks. Before using the ShippingEasy integration with QuickBooks, back up your QuickBooks company file.
To have the integration read data from ShippingEasy and write the corresponding transactions to QuickBooks, click the large Sync button:
There is a checkbox that allows you to have the integration automatically sync again after a specified amount of minutes. There is also a Sync Status section that shows the current number of orders processed during the most recent sync operation, as well as any errors that may have occurred during the sync. On the bottom portion of the screen is an activity log, where you will see a real time update of integration status as it processes orders.
The sections below provide details on the processing used during copying of data from ShippingEasy to QuickBooks.
When you click the Sync Now button, the integration will begin the process by first querying ShippingEasy to retrieve any orders that have been updated since the last time it checked.
On the very first sync, you will be prompted to select a date. The integration will only sync orders that have been added to ShippingEasy or shipped within ShippingEasy on or after the selected date. This is to prevent creating duplicate transactions in QuickBooks Desktop (if you are using other applications to insert QuickBooks transactions).
On the second and all subsequent requests for syncing, the integration will copy orders from ShippingEasy that have been updated since the previous time the integration ran.
Once a batch of orders is received, the integration will process each order.
The integration first checks to see if an order is a new order or if it is an order that has been modified in ShippingEasy (for example – the order was cleared, split, combined, or most importantly – shipped).
For a ‘normal’ order, that is, one that isn’t being processed because it was shipped, split, or combined – the integration will perform the following steps.
- Check the recipients. The integration will check:
If a recipient is listed. If not, the order will be skipped.
If the recipient contains an email address. If it does not, the order will be skipped as the customer will not be able to be found or created in QuickBooks without the email address.
If there is more than one recipient, the order will be skipped as the integration does not currently support orders with more than one recipient.
- Check the product/line item detail. The integration will check:
If the line items have SKUs associated with them. If any line items do not contain a SKU, the order will be skipped as the SKU is what is used to link individual line item/products to the QuickBooks transaction.
If the SKU is provided, the integration will search QuickBooks for the SKU to see if the item exists. The search is done of both top level items and subitems in QuickBooks. If the item doesn’t exist, the integration will try to create a top level item in QuickBooks if you have that option selected. If the integration is not configured to automatically create products, and the item doesn’t exist, then the order will be skipped.
- Add the transaction to QuickBooks.
When the integration successfully inserts a transaction into QuickBooks, it keeps a local record of the transaction. On subsequent syncs, the integration will check its local record to see if the transaction has already been added. If it was, the integration will double check QuickBooks to see if the transaction still exists, and if not, it will be reinserted.
If the transaction has already been inserted into QuickBooks, it will be ignored unless the integration detects that the order has been shipped, combined, split or cleared. If any of the checks fail during the processing of an individual order, that order will be flagged as an error and inserted into a local log of errors. You can then view these errors and attempt to reprocess them from the File > View Errors menu option.
If an order has been shipped, the integration will check its local record of inserted QuickBooks transactions for the order. If the order is found, the integration will update QuickBooks with the appropriate data. If the integration doesn’t find a record of this order in its local log, a warning will be logged - you may need to manually update QuickBooks for this order.
If you split an order in ShippingEasy, new orders will be generated and the integration will need to update QuickBooks accordingly. To do this, the integration uses the original order ID as provided by ShippingEasy to find the QuickBooks transaction associated with the original ShippingEasy order. If found, the integration will void or delete the QuickBooks transaction, and new transactions will be created for the new split orders using the process outlined above.
If you have combined orders in ShippingEasy, a similar process to the split orders process is followed by the integration. The source order transactions are voided or deleted from QuickBooks and a new transaction is generated using the steps outlined above.
If you clear a ShippingEasy order, the integration will attempt to find the associated QuickBooks transaction and void or delete it.
Sync Again Automatically
On the main dialog, there is an option to have the integration sync with ShippingEasy again after a specified amount of minutes. Simply check the box and enter the number of minutes you’d like the system to wait.
NOTE: You may not want to turn on the Automatic Sync until you have a good understanding of how the integration works and like the setup. This allows you to keep control of when information syncs instead of logging in and finding a bunch of transactions you need to edit
In the event that the integration encounters an error during order processing, those orders will be placed into an error queue. You can view the error queue by selecting File > View Errors from the main menu.
The errors dialog will present you with a list containing the store order identifier, a brief description of the error, the date it was entered and the internal ShippingEasy ID for the order. From this screen, you can choose to reprocess the individual transaction, remove it from the error queue, or remove all the errors from the queue. The reprocess operation moves the order through the same processing outlined above.
While processing orders, the integration keeps a log of its activity. You can view this log real time on the main dialog. If you double-click the activity log window, the log will be opened using your default editor.
You can also view today’s log by selecting File > View Today’s Log from the main menu. The log file contains information regarding the orders that are being processed – from the customers and products created in QuickBooks to the transaction ID for inserted QuickBooks transactions.
To view a previous day's log, select File > Open Logs Folder. A window will open for the Windows Explorer program, which will list the available log files.
For additional details on the processing done by the integration when moving data from ShippingEasy to QuickBooks, read QuickBooks Integration Processing Details.