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How to: Provide ShippingEasy access to your QuickBooks Desktop data

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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.

When first setting up the ShippingEasy QuickBooks integration, you need to:

With further options to:

The very first time that the integration is launched, you will be presented with a welcome screen that explains connecting the integration to QuickBooks.

Before the integration can move any data from ShippingEasy to QuickBooks, you must first authorize the application’s access to the QuickBooks company file.

To authorize the ShippingEasy application access to your QuickBooks company file:

  1. Launch QuickBooks Desktop.
  2. Open your company file.
  3. Login as an Administrator in Single-User mode.
  4. From the welcome dialog, click the Connect button. This will attempt to make the connection to QuickBooks.
  5. QuickBooks will present a dialog asking you to authorize the integration’s access to the company file.
  6. Select the Yes, whenever this QuickBooks company file is open option within QuickBooks.
  7. Click Continue…

The application is now authorized to use the QuickBooks company file. You will not need to perform this step again unless you revoke the integration's access from within QuickBooks.

NOTE: if you are not ready to connect to QuickBooks on the first run, there is a Cancel button. If you do not connect during the welcome screen, the very first time a connection is attempted to QuickBooks, you will be prompted with the QuickBooks authorization dialog.

 

Once ShippingEasy has been granted access to your QuickBooks company file, it's time to configure QuickBooks to access your ShippingEasy account. 

To configure QuickBooks to access your ShippingEasy account:

  1. From the main screen of the ShippingEasy QuickBooks integration, select Setup > ShippingEasy.



  2. This will open a dialog prompting you for an API Key and API Secret.

  3. From your ShippingEasy account, navigate to the SETTINGS page and select API CREDENTIALS.



  4. Copy the API Key and API Secret from ShippingEasy.



  5. In the ShippingEasy QuickBooks integration, paste the API Key and API Secret to the corresponding fields.



  6. Click the Done button.

 

Now you have the option to limit the ShippingEasy QuickBooks integration to bringing in orders from just some or all your stores.

To specify which stores' orders are sent to QuickBooks:

  1. In the ShippingEasy QuickBooks integration, expand the Setup menu and select ShippingEasy.



  2. Click the Store Setup button.



  3. In the "Store Selection" list, choose the stores that have orders that you want sent to QuickBooks by the integration.



  4. If you do not wish to configure your account further, select Done to save the changes. Otherwise, continue to the next configuration option.

 

Each store that has been selected to send orders to QuickBooks can be further customized.

To configure individual stores: 

  1. From the Setup ShippingEasy Stores page (QuickBooks integration >> Setup >> ShippingEasy >> Store Setup...) locate the "Individual Store Configuration" section.

  2. Expand the Store menu and select the store you would like to configure. 



  3. You will have options to:
    • Map all orders from store to QB customer: keep transactions organized by associating all orders from a store to a specific customer. This is a popular option for marketplaces, such as Amazon, that assign platform specific emails to orders.
    • Only sync shipped orders: this ensures that your inventory is always correct by not creating the transaction until you've shipped the order. 

  4. To map all orders from the store to a single customer record, check the box by Map all orders from store to QB customer option and then click the Find button to specify the customer entry in QuickBooks.

  5. To limit the integration to only sending a store's orders from ShippingEasy to QuickBooks after the orders have been shipped, check the box by Only sync shipped orders.

  6. Click the Done button to save all changes.

 

Next, we recommend that you setup the mapping of data from your ShippingEasy account to your QuickBooks company file. Learn how to map data from ShippingEasy to QuickBooks.

 


Related articles:

How to: Map data from ShippingEasy to QuickBooks desktop
How to use QuickBooks Desktop with ShippingEasy
What do I need to know about QuickBooks Desktop?

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