QuickBooks Online to Dynamics365 Accounts Receivable
Overview
DBSync offers seamless and easy to use integration between QuickBooks Online and Dynamics365. It integrates QuickBooks Online Customers, Jobs, Items, Invoice, Estimates, Salesorder, Sales Receipt and Credit Memo with Dynamics365's Opportunity, Quotes, Invoices or any custom object. DBSync can also help you in migrating historical QuickBooks Online data into Dynamics365. DBSync also provides unidirectional intergration with pre-built field-to-field mapping along with flexibility for more complex and dynamic mapping capability within this template. DBSync's automatic online update enables its customers to enjoy all the product updates and features that come with every new release.
Data Flow
An example of Data flow for unidirectional integration between QuickBooks Online & Dynamics365 is shown in the table below.
| QuickBooks Online | Dynamics365 |
|---|---|
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 |
DBSync Package (QuickBooks Integration) Installation in 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.
DBSync Profile and Application Setup
Go to www.mydbsync.com and register for Free Trial. Ensure that Source and Target adapters are Dynamics365 and QuickBooks Online respectively.
Login to DBSync Cloud Workflow.
Click on Login and choose Cloud Workflow.
Provide your User Name and Password setup during signup and click Login.
You will be redirected to DBSync Cloud Workflow Home Screen as shown below.
Click the Apps icon from the left navigation toolbar to add desired applications
Click on Dynamics365 Connector and select the appropriate End Point under the Quick Setup tab. Click on Connect to Dynamics365. This will redirect 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 Online Connector. Then, click on the link Connect to QuickBooks. Sign into QuickBooks online to authorize DBSync Salesforce Integration for QuickBooks to connect to Intuit.
Click Save and Test Connection.
You are now ready to run the integration using pre-built forms.
Process to Run the Integration
To utilize the pre-built template QuickBooks Online to Salesforce Accounts Receivable Unidirectional follow the steps given below:
Login to DBSync Cloud Workflow and from the home screen click Add Template.
Select the template: QuickBooks Online to Dynamics365 Accounts Receivable Unidirectional template which allows for running multiple workflows and integration between the two applications QuickBooks Online Dynamics365 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 in which you need to verify your Dynamics365 and QuickBooks Online applications are connected.
Click Test Connection and you will get a pop-up confirming the same. Ensure you verify the connection for both Salesforce and QuickBooks Online.
Repeat the same steps for QuickBooks Online and ensure your connections are tested.
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:
1. Integrate New Customers to Dynamics365.
Use this form to update all customer records from QuickBooks Online and push them into Dynamics365 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 Dynamics365? Click Yes or No in order to update Account from Dynamics365 to QuickBooks Online as a customer.
Select QuickBooks Object that you want to integrate with Dynamics365 Customers Select the Salesforce object such as Account, Contacts etc from the drop down menu. For example, 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 Dynamics365. This means that these child items will be synced into Salesforce with the same information from QuickBooks Online. Click Next.
2. Integrate New Customer Jobs to Dynamics365
Use this form to update all sub-customer records if any from QuickBooks Online 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 Dynamics365? Click 'Yes' or 'No' in order to update the Job from QuickBooks to Dynamics365 as an Account or Contact.
Select Dynamics365 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 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 Online. This means that these child items will be synced into QuickBooks Online with the same information from Dynamics365. Click Next.
3. Integrate New Products to Dynamics365
Use this form to update all product information as products or items in Dynamics365. 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 Dynamics365 Products in QuickBooks? Choose 'Yes' or ' No' from the drop-down to add products from Dynamics365 into QuickBooks Online as products/items.
Select the Dynamics365 object that you want to integrate with QuickBooks Items Select the Dynamics365 object as 'Product' to add product information from Dynamics365 to QuickBooks Online.
Item Type Select the field that populates the Item type from QuickBooks Online to Dynamics365.
4. Integrate New Transactions to QuickBooks
Use this form to generate various transactions from QuickBooks Online to Dynamics365. You can create Invoices, Sales Receipts, Estimates and Credit memos and directly update from QuickBooks Online to Dynamics365.
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 Dynamics365 object that you want to integrate with QuickBooks Transactions Define the object from Dynamics365 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 Dynamics365 Define the object from QuickBooks to retrieve/map the information into Dynamics365 in order to create a transaction: for example, Invoice.
The following fields are pre-populated and already mapped with QuickBooks Online:
Transaction Integration ID
Select the stage that indicates Transactions are created/updated in Dynamics365
Transaction Number, date and description
Job Name / Child Customer Name: This is already mapped with 'Name' in Dynamics365.
Select Dynamics365 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.
5. QuickBooks Online to Dynamics365 Payment Integration
Use this form if you want to sync the Receive Payments from QuickBooks Online to Dynamics365.
Do you want to create Transaction Receivable in Dynamics365? Choose 'Yes' or 'No' to enable the sync which will update the receivable information for a customer invoice in Dynamics365.
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 Dynamics365 object that you want to integrate with QuickBooks Payment Define the Dynamics365 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 Run Now to complete the sync.
You can also choose to set a schedule to your sync: Update the task, start and end time along with frequency which ensures that both the applications are in common sync at all times.
Click Finish. Your sync is completed.
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