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How to: Map data from ShippingEasy to QuickBooks desktop

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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.
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 map data from ShippingEasy to QuickBooks, you must make selections for how the integration should process three types of QuickBooks data: Transactions, Customers, Items. This article contains a section for each - click through the links to jump to each section:  

To get started, from the main screen of the ShippingEasy QuickBooks integration, select Setup >> QuickBooks.

 

Transactions

Choose a transaction type:

There are three options for transaction type:

  • Sales Receipt
  • Sales Invoice
  • Sales Order

You can specify a different transaction type for each of your ShippingEasy stores. 

To select transaction types on the QuickBooks configuration screen, start by clicking the Configure Stores button. 

Select a store from the Store menu and then select the transaction type from the QuickBooks Transaction Type for this store menu:

After you have made a selection for each of your stores, click the Done button.

Configure transaction data:

You can control how the integration will map data into the selected transaction types.

To select transaction options, click the Configure Transactions... button.

The screen has two sections. The first deals with how fields like cost/charges should be inserted into QuickBooks when creating a transaction. The second deals with how QuickBooks transactions will be updated with shipping information.

Mapping fields for transaction creation:

There are five charge/cost fields that you can configure:

  • Shipping Charges
  • Discount Amount
  • Coupon Discount
  • Handling Cost
  • Wrapping Cost

For each of these charges, you can select from a drop-down list of QuickBooks transaction field options. The integration generates this list with data from QuickBooks. The following types of QuickBooks items are included in the list:

  • Service Items
  • Discount Items
  • Other Charge Items

There are four additional pieces of data from ShippingEasy that you can configure:

  • Store Order ID
  • Store Name
  • Order Status
  • Internal Notes

For these four fields, you can select either the QuickBooks memo field or any of your configured Data Extensions. Learn more about adding a custom field to QuickBooks.

In addition to configuring the field mappings, you can also enable two other settings that control transaction creation:

Automatically Append Product Options to Item Description:

This controls whether or not the application will append the product options from ShippingEasy to the item description in QuickBooks. If selected, then the product options will be included in the sales receipt, invoice, or sales order when it is created by the application. If you do not enable this option, the product options will not be appended to the item description.

Always use item descriptions from ShippingEasy:

This option controls whether or not item descriptions are sourced from ShippingEasy order data or from QuickBooks items. If enabled, the integration will always use the item description from ShippingEasy, even if the items already exist in QuickBooks.

Example scenario:

You have already been managing your items in QuickBooks. You have some descriptions for the items but they are outdated. The orders from ShippingEasy contain updated item descriptions from your web store. If you have not enabled this option, the item descriptions used for transaction creation would be sourced from the already existing QuickBooks items, and may not match with what you see in ShippingEasy or your web store. With this option enabled, the item descriptions will always match what is in ShippingEasy.

Use QuickBooks transaction numbers instead of ShippingEasy order identifier:

This option controls whether QuickBooks transactions are created with the default QuickBooks transaction numbers or with a sequence number that is specific to ShippingEasy. Enable this option to use the QuickBooks transaction numbers:



Updating transactions with shipment data:

Once ShippingEasy orders have been shipped, the integration will update any transactions it inserted into QuickBooks with ShippingEasy shipping data. You can select to have any of the following options included in the transaction upon update.

  • Carrier (e.g. – USPS)
  • Carrier Service (e.g. – USPS Priority Mail)
  • Shipment Date
  • Package Tracking Number
  • Shipping Cost

By default, all of these fields with the exception of Shipping Cost are written back to the QuickBooks transaction.

Customers

To insert a transaction into QuickBooks, the integration specifies a customer. Each customer must have a unique entry in QuickBooks.

NOTE: if a ShippingEasy order does not contain an email address, it will be skipped.

Updating existing customers and creating new customers:

If the customer already has an entry in QuickBooks, the integration will use the existing customer entry.

To find a customer entry in QuickBooks, the integration searches the NAME field in QuickBooks. You can control the pattern used for searching the NAME field by selecting an option from the Customer Naming Format menu:

The available options are:

  • Email
  • FirstName LastName
  • LastName, FirstName
  • LastName, FirstName, Email
  • FirstName LastName, Email
  • Company Name
  • Company Name, Email

Note that QuickBooks requires all Customer NAME values to be unique - this is why Email is included in four of the options. Use caution with the options that do not include Email if you have a large customer base; you could end up with a single entry in QuickBooks for a common name such as "Bill Smith" when you actually have multiple customers with that name.

If the customer is not found in QuickBooks, the integration by default will create a new customer entry, using the billing and shipping addresses from the order. You have the option to disable this.

To disable the automatic creation of customers in QuickBooks, un-check the box by Automatically create customers.

NOTE: if the customer is not found and you have configured ShippingEasy so that it does not create customers in QuickBooks automatically, then the order will be skipped.

Configuring tax handling for new customers:

If you choose to have the integration automatically create customers, then you must also decide whether to enable tax handling for those newly created customers.

To enable tax handling, check the box for Enable Tax Handling and then click the Configure Taxes... button



Then follow the instructions in How To Setup Sales Taxes with QuickBooks Desktop.

Items

Updating existing product items vs creating new product items:

To insert a transaction into QuickBooks, the integration specifies one or more items. To uniquely identify the item, the integration will use the product SKU specified in the ShippingEasy order.

NOTE: if a ShippingEasy order does not contain an SKU, it will be skipped.

Within the ShippingEasy QuickBooks integration, you have the option to automatically create items that do not exist within your QuickBooks file.

IMPORTANT: if the item is not found and you have configured ShippingEasy so that it does not create items in QuickBooks automatically, then the order will be skipped.

To disable the automatic creation of items by the integration, uncheck the box by Automatically create products.


Configuring products:

If you choose to have the integration automatically create items in QuickBooks for your products, then you must also decide the QuickBooks account types to use for creating items.

To enable automatic item creation, check the box for Automatically create products and then click the Configure Products... button.

Now you will have the option to select an account to use during item creation, as well as whether to append product data from ShippingEasy to item descriptions in QuickBooks during item creation.

Select an account to use during item creation:

The following accounts are available:

  • Income Account: used to track company income
  • COGS Account: used for tracking cost of goods and materials
  • Asset Account: used to track inventory value

For more information on each of these accounts, please refer to your QuickBooks help.

Append ShippingEasy product data to QuickBooks item description:

You can select whether or not the integration will automatically append product options from ShippingEasy to item descriptions in QuickBooks during item creation. This works similar to the same option for Transactions as outlined above.

If enabled, the product options will be included in the item description of any items the integration creates in QuickBooks.

You can also configure a mapping of a handful of other item data fields from ShippingEasy:

  • Warehouse/Bin Picking Number
  • Weight in Ounces
  • External Line Item ID
  • External Product ID

For each of these options, you can select from a list of QuickBooks item fields, including any data extensions (custom fields) that have been configured in QuickBooks. Upon item creation, if any of these mappings are configured, the data from ShippingEasy will be inserted into the configured field.

 


Related articles:

How to use QuickBooks Desktop with ShippingEasy
What do I need to know about QuickBooks Desktop?
FAQs: Product Catalog

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