Salesforce QuickBooks Desktop Bidirectional
Learn how to sync CRM and Accounting Applications
Introduction
DBSync for Salesforce & QuickBooks Desktop Integration is an easy to use application. It integrates Salesforce Accounts, Contacts, Products, Opportunity with QuickBooks Customers, Items, Estimate, Sales Order, Invoice & Sales Receipt. DBSync is also useful in migrating historical QuickBooks data into Salesforce or vice versa. DBSync provides Bi-directional sync with pre-built field-to-field mapping along with flexibility for more complex and dynamic mapping capability. DBSync's automatic online update enables its customers to enjoy all the product updates and features that come with every new release.
Data Flow
Data flow of Bi-directional integration between Salesforce & QuickBooks Desktop is shown in the table below.
| Salesforce | QuickBooks |
|---|---|
Accounts/Contacts | Customer/Contacts |
Child Accounts | Job |
Opportunity & Line Items | Invoice & Line Items |
Opportunity & Line Items | Sales orders & Line Items |
Opportunity & Line Items | Estimate and Line Items |
Opportunity & Line Items | Sales Receipt & Line Items |
Products | Items |
Integration of Salesforce to QuickBooks transaction is invoked if the Generate field in Salesforce Opportunity is selected with the required transaction.
It is mandatory that Salesforce Opportunity (to be integrated with QuickBooks Invoice) is associated with the respective Salesforce Account. And, it should also have Products with Standard Price Book attached to it for DBSync to invoke integration. Furthermore, Products should also have QuickBooks Item Type.
DBSync package (QuickBooks Desktop Integration) Installation in Salesforce
Get the following App from AppExchange for your Salesforce instance - https://login.salesforce.com/packaging/installPackage.apexp?p0=04t600000001jlq
If you are installing into a Sandbox, you must replace the initial portion of the URL with http://test.salesforce.com.
Input Username and Password of the Salesforce 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 Salesforce 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 Salesforce 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 Salesforce Objects - Contacts, Opportunity, Opportunity Products and Products.
DBSync Profile and Application Setup
Go to www.mydbsync.com & register for Free Trial. Ensure that Source and Target Adapters are Salesforce and QuickBooks Desktop respectively.
Login to DBSync Cloud Workflow
Click on '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 as shown below
Click on Salesforce Connector. Select appropriate End Point under Quick Setup tab. Click on Connect to Salesforce. This will take you to Salesforce login page. Enter your Username & Password to login into Salesforce. Once you login, your Salesforce connector will be connected to your Salesforce instance. If you want to connect using different Salesforce instance, click on Disconnect in Quick Setup tab. Then, connect using the required Salesforce 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 as shown in the image below.
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 SFQB follow the below steps:
Login to DBSync Cloud Workflow and from the home screen click 'Add Template'.
Select the template: Salesforce Order to Cash template which allows for running multiple workflows and integration between the two applications 'Salesforce QuickBooks Desktop Bidirectional'.
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 worklfow you want to run.
Click 'Save'.
Navigate to the task screen and click 'Setup' to access the setup wizard pre-built template form as shown below:
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 both Salesforce and QuickBooks Online.
Repeat the same steps for QuickBooks Desktop and ensure your connetions is 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:
a) Integrate New Customers to QuickBooks
Use this form to update all customer records or accounts from Salesforce and push them into QuickBooks Desktop as customers. The form is pre-populated with answer for the tabs and you can modify based on need. The form has the following fields already pre-populated with mapping:
Do you want to create/update your Accounts in QuickBooks? Click 'Yes' or 'No' in order to update Account from Salesforce to QuickBooks Desktop as customer.
Select Salesforce object that you want to integrate with QuickBooks Customers Select the Salesforce object such as Account, Opportunity, orders etc from the drop down menu. For eg: Choose Account
Customer Integration Id This is customer id generated
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 QuickBooks Desktop with the same information from Salesforce. Click 'Next.'
Click Next and run the integration for Customer Sync. Ensure the 'Update account in QuickBooks' field is mapped from Salesforce to QuickBooks.
b) Integrate New Products to QuickBooks
Use this form to update all product information as products or items in QuickBooks Desktop . The form is pre-populated with answer for the tabs and you can modify based on 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 Salesforce into QuickBooks Desktop as products/items.
Select Salesforce object that you want to integrate with QuickBooks Items. Select the Salesforce object as 'Product' to add product information from Salesforce to QuickBooks Desktop.
Item Type Define the type of item based on need.
Click 'Next' and run the integration for Product Sync. Ensure you select the Salesforce Object as 'Product' in order to map the fields into QuickBooks Desktop.
c) Integrate New Transactions to QuickBooks
Use this form to 'Generate' various transactions from Salesforce to QuickBooks. You can create invoice, sales receipts, estimates and credit memos and directly update from Salesforce to QuickBooks
The form is pre-populated with answer for the tabs and you can modify 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'
What kind of Transactions do you want to generate? Choose the type of transaction you would like to generate and update in QuickBooks Desktop: invoice, sales order, estimates and credit memos.
The following fields are pre-populated and already mapped with QuickBooks Desktop:
Transaction Integration Id
Select the filter field that indicates which Transactions should be created/updated from Salesforce
Transaction Number, date and description
Do you Want to Create Job in QuickBooks? In case you want to create a job in QuickBooks Desktop for this transaction select 'Yes.'
Job Name / Child Customer Name: This is already mapped with 'Name' in QuickBooks.
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.
d) QuickBooks to Salesforce Integration
Use this form if you want to sync the records from QuickBooks Desktop to Salesforce.
Do you want to create/update QuickBooks Customers in Salesforce? Choose 'Yes' or 'No' in order to create an 'Account' in Salesforce from the customer information from QuickBooks Desktop.
Do you want to create/update QuickBooks Items in Salesforce? Choose 'Yes' or 'No' in order to create an 'Product' in Salesforce from the item/product information from QuickBooks Desktop.
Do you want to create/update QuickBooks Transactions in Salesforce? Choose 'Yes' or 'No' in order to create a transaction in Salesforce from the invoice/estimate or order information from QuickBooks Desktop.
Select the QuickBooks Transaction type Define the type of transaction as invoice, estimate, credit memo or sales receipt
Do you want to create Transaction Receivable in Salesforce? Choose 'Yes' or 'No' to enable bidirectional sync which will update the receivable information for a customer account 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
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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