QuickBooks Desktop to Dynamics365 Accounts Receivable
Last updated
Last updated
DBSync for QuickBooks Desktop & Dynamics365 Integration is an easy to use application. It integrates QuickBooks Customers, Jobs, Items, Estimate, Sales Order, Invoice & Sales Receipt to Dynamics365 Opportunity, Quotes, Invoices or any custom object. DBSync is also useful in migrating historical QuickBooks data into Dynamics365. DBSync provides Uni-directional sync with pre-built field-to-field mapping along with flexibility for more complex and dynamic mapping capability. DBSync's automatic update enables its customers to enjoy all the product updates and features that come with every new release.
An example of Data flow for uni-directional integration between QuickBooks Desktop & Dynamics365 is shown in the table below.
| QuickBooks Desktop | Dynamics365 |
|---|---|
Get the following App from AppExchange for your Dynamics365 instance - https://appsource.microsoft.com/en-us/product/dynamics-365/dbsync.d11159a0-27d7-4442-990a-af2f3b321615?tab=Overview
Input Username and Password of the Dynamics365 instance where you would like to install DBSync. The Username and Password must belong to a user with administrative privileges to install.You can see details like App Name, Publisher, Version Name, Version Number along with Components & API Access.
Select a profile - Admin, All Users or a specific profile. The selected profile will have access to the installed package. Then, click install or upgrade.
Once the process is complete, you will see a message - Installation or Upgrade complete.
Assign DBSync Page Layouts to Accounts, Contacts, Opportunity, Opportunity Products and Products objects. Refer to the following steps to assign DBSync Page layout to Accounts Object. Existing Page Layout will be replaced by DBSync Page Layout. Any custom fields available in the existing page layout should be moved to DBSync Page Layout if required.
Go to Dynamics365 Setup > Customize > Accounts > Page Layouts. This will show the list of available Page Layouts for Accounts Object. Click on Page Layout Assignment.
You will find the list of default Page Layouts assigned for every Dynamics365 Profile. Click on Edit Assignment to proceed.
Click on the Page Layout next to the required profile. Account Layout is the existing Page Layout for System Administrator Profile. The profile should be assigned to DBSync's Page Layout. In this case Account Layout should be selected next to System Administrator's profile.
Select DBSync Account Layout from Page Layout To Use picklist. Page Layout will be changed from Account Layout to DBSync Account Layout. Click on Save to save the new Page Layout assignment.
Similarly, assign DBSync Page Layout for Dynamics365 Objects - Contacts, Opportunity, Opportunity Products and Products.
Go to www.mydbsync.com & register for Free Trial. Ensure that Source and Target Adapters are Dynamics365 and QuickBooks Desktop respectively.
Click Login and choose Cloud Workflow as shown in the image below.
Provide your User Name and Password setup during signup and click Login. You will be redirected to DBSync Cloud Workflow Home Screen.
Click the Apps icon from the left navigation toolbar to add desired applications.
Click on Dynamics365 Connector and select appropriate End Point under Quick Setup tab. Click on Connect to Dynamics365. This will take you to Dynamics365 login page. Enter your Username and Password to login into Dynamics365. Once you login, your Dynamics365 connector will be connected to your Dynamics365 instance. If you want to connect using different Dynamics365 instance, click on Disconnect in Quick Setup tab. Then, connect using the required Dynamics365 credentials.
Click on QuickBooks Connector and download the QuickBooks Web Connector. Ensure you copy the file path from QuickBooks Desktop and provide the details in QuickBooks File location. You can also choose the version and click on Save connection.
Open the downloaded file and click OK on the certificate pop up and select the Yes, always allow access even when my QuickBooks isn’t running and select the user as Admin. Click on Continue and Confirm. Refer to the image below for reference.
Once the web connector is added, enter the DBSync Password in the Password dialogue box and hit enter and click okay.
For running the sync manually, you can check the first checkbox and click on ‘Update selected’.
You can also select the Auto-run option which will run the sync at the given time interval. You can do so by checking the Auto-run check box and entering the desired time interval in the Every-min box. We recommend to run the sync at 15 minutes minimum.
To utilize the pre-built template SFQB follow the below steps:
Login to DBSync Cloud Workflow and from the home screen click Add Template.
Select the template: QuickBooks Desktop to Salesforce Accounts Receivable Unidirectional template which allows for running multiple workflows and integration between the two applications QuickBooks Desktop Salesforce Unidirectional.
The template will be added to Your Projects. Select the template and you will be redirected to the Task Screen.
Click Configure to access various workflows pre-built for the integration.
Select the desired sync, Click configure and activate the Enable Flow option for any workflow you want to run.
Click Save.
Navigate to the task screen and click Setup to access the setup wizard pre-built template form.
You will be redirected to the setup screen. Verify your applications are connected - Salesforce and QuickBooks Desktop.
Click Test Connection and you will get a pop-up confirming the same. Ensure you verify the connection for Salesforce.
Click Next and you will be redirected to the Setup screen.
The Setup screen displays a form like questionnaire which you can choose to answer based on the workflow you want to run. There are 4 types of integration or sync you can perform with this template as listed below:
Use this form to update all customer records from QuickBooks Desktop and push them into Salesforce as Accounts. The form is pre-populated with answers for the tabs and you can modify them based on need.
The form has the following fields already pre-populated with mapping:
Do you want to create/update your Accounts in Salesforce? Click Yes or No in order to update Account from Salesforce to QuickBooks Desktop as a customer.
Select QuickBooks Object that you want to integrate with Salesforce Customers Select the Salesforce object such as Account, Contacts etc from the drop down menu. For eg: Choose Account.
Customer Integration ID This is the customer id generated from QuickBooks to create a one to one relationship between records.
Account Name, email, phone, website and billing and shipping information is mapped into Salesforce. This means that these child items will be synced into Salesforce with the same information from QuickBooks Desktop.
Use this form to update all sub-customer records if any from QuickBooks Desktop and push them into Salesforce as Accounts or Contacts. The form is pre-populated with answers for the tabs and you can modify them based on need.
The form has the following fields already pre-populated with mapping:
Do you Want to Create Job in Salesforce? Click Yes or No in order to update the Job from QuickBooks to Salesforce as an Account or Contact.
Select Salesforce Object that you want to integrate with QuickBooks Jobs Select the Salesforce object such as Account, Opportunity, orders etc from the drop down menu. For eg: Choose Account.
Job Integration ID This is the sub-customer id generated from QuickBooks to create a one to one relationship between records.
Customer Name, email, phone, website and billing and shipping information is mapped into QuickBooks Desktop. This means that these child items will be synced into Salesforce with the same information from QuickBooks Desktop .
Use this form to update all product information as products or items in Salesforce. The form is pre-populated with answers for the tabs and you can modify them based on your need.
The form has the following fields already pre-populated with mapping:
Do you want to create/update Salesforce Products in QuickBooks? Choose Yes or No from the drop-down to add products from QuickBooks Desktop into Salesforce as products/items.
Select the Salesforce object that you want to integrate with QuickBooks Items Select the Salesforce object as 'Product' to add product information from QuickBooks Desktop to Salesforce.
Item Type Select the field that populates the Item type from QuickBooks Desktop to Salesforce.
Use this form to 'Generate' various transactions from QuickBooks Desktop to Salesforce . You can create Invoices, Sales Receipts, Estimates and Credit memos and directly update from QuickBooks Desktop to Salesforce. The form is pre-populated with answers for the tabs and you can modify them based on need.
The form has the following fields already pre-populated with mapping:
Select Salesforce object that you want to integrate with QuickBooks Transactions Define the object from Salesforce to retrieve/map the information into QuickBooks in order to create a transaction: for Eg; Invoice. The main object in this example would be 'Opportunity'
Select QuickBooks Object that you want to integrate with Salesforce Define the object from QuickBooks to retrieve/map the information into Salesforce in order to create a transaction: for Eg; Invoice.'
The following fields are pre-populated and already mapped with QuickBooks Desktop:
Transaction Integration ID
Select the stage that indicates Transactions are created/updated in Salesforce
Transaction Number, date and description
Job Name / Child Customer Name: This is already mapped with 'Name' in Salesforce
Select Salesforce object that you want to integrate with QuickBooks TransactionsLines
Transaction Line Product Id, Name and Description
Define Product quantity, unit price and total price
Click Next to run the integration
Use this form if you want to sync the Receive Payments from QuickBooks Desktop to Salesforce.
Do you want to create Transaction Receivable in Salesforce? Choose Yes or No to enable the sync which will update the receivable information for a customer invoice in Salesforce.
What kind of Transactions Receivable do you want to generate? Define the receivable you want to Generate: Invoice, Estimate, Credit memo or Sales Receipt.
Select Salesforce object that you want to integrate with QuickBooks Payment Define the Salesforce object you want to sync the payment to. E.g. AVSFQB__Invoices__c
Transaction ID Define the id field for the Invoice that payments are made against. E.g.AVSFQB__Opportunity__c
Click Next to Finish to complete the set-up.
Customer
Account
Items
Products
Invoice & Invoice Line Items
Opportunity & Opportunity Line items
Sales Receipts & Line Items
Opportunity & Opportunity Line items
Sales Order & Line Items
Opportunity & Opportunity Line items
Estimate & Line Items
Opportunity & Opportunity Line items
Receive Payments
Receivables
