Table of Contents
- Setup Information and Compatability
- Installation and Setup
- Setting Up QuickBooks®
- Preparing Your MonsterCommerce Store for
Connection
- Setting Up MonsterBooks
- Change Settings in MonsterBooks
- Synchronizing Products
- Importing Orders
- Extra Order Actions
SECTION 1: SETUP
INFORMATION AND COMPATIBILITY
Setup information:
Thank you for choosing MonsterBooks! MonsterBooks creates a link between
your online store and your QuickBooks accounting system. This documentation
will help guide you through the setup and use of MonsterBooks. Please read the
initial compatibility information and then continue on to the setup and installation
guide. Once you complete installation, you will be able to choose your path
through this manual. This guide give instructions for those who have been using
MonsterCommerce and are new to QuickBooks as well as those who have been using
QuickBooks but are new to MonsterCommerce.
We hope you enjoy using this time saving tool!
Regards,
The MC Team
Compatibility:
MonsterBooks is currently available for Windows users only.
MonsterBooks is currently compatible with the following versions of QuickBooks:
- QuickBooks: Pro 2004
- QuickBooks: Premier 2004
- QuickBooks: Enterprise 2004
Please Note: MonsterCommerce recommends using QuickBooks 2004 with MonsterBooks, however
QuickBooks 2003 is fully compatible as well. If you are currently using QuickBooks
2003, please read the product descriptions below. You will see that QuickBooks
2004 has a few nice “bells and whistles.” QuickBooks 2002 is not recommended
as some features of MonsterBooks are not compatible with this version, however,
it is possible to use QuickBooks 2002 for the most basic features of MonsterBooks.
For more information on the QuickBooks product line or upgrading to QB2004, please visit the QuickBooks site.
SECTION
2: INSTALLATION AND SETUP
To get started, you must open a ticket with MonsterCommerce
technical support. Please request that the technician enable the MonsterBooks
link on your MC Storefront. One you have been successfully billed for the application,
a link for MonsterBooks will appear in your admin panel under PLUGINS > MONSTERBOOKS.
After opening the ticket to request activation, please
download the MonsterBooks program at the URL below:
http://www.monstercommerce.com/monsterbooks/MonsterBooks4_0Installer.exe
Upon clicking the link, a dialog box will open and ask if you would
like to open or save the download. Please click save and choose a location where
the file will be saved. Please choose an easy location like your desktop. Allow
the file to download. Once the download is complete, you will find an icon that
is called MonsterBooks4_Oinstaller on your desktop or in whatever location
you specified for the download. This will install MonsterBooks 4.0 on your computer
as well as the QBXMLRP2 utility. The QBXMLRP2 utility is needed for QuickBooks
to understand the messages MonsterBooks sends to it.
Step 1:
After saving the file, please double click on the icon that says MonsterBooks4_0Installer.exe.
The dialog box below (Figure 1) will open. Once the program completes preparing
to install, the install shield wizard for MonsterBooks V4.0 (figure 2) will
appear, please click next.
Figure 1
Figure 2
Step 2:
Before you can install MonsterBooks 4.0 you must agree to the
terms lined out in our End User Liscensing Agreement (figure 3).
Read over the agreement and if you do agree with the term press
"Yes" to continue.
Figure 3
Step 3:
The next dialogue box(figure 4) will now open. Type your name
and your company name into the proper text box. Choose “anyone
who uses this computer” and click next.
Figure 4
Step 4:
The next dialogue box (Figure 5) will open. In this step, you
choose the directory in which MosnterBooks 4.0 will be installed..
Figure 5
Step 5:
After clicking next, you will see the status bar move across the
screen and finally the window will tell you that the download
has completed (Figure 6). If this is the first time you are installing
MonsterBooks 4.0 then please check the "Click here to install
the QBXMLRP2" checkbox. MonsterBooks 4.0 requires the QBXMLRP2
to be able to properly communicate with QuickBooks. If you have
check this box you will presented with a popup asking if youw
ant to install the QBXMLRP2 (figure 7).
Figure 6
Figure 7
Step 6:
After Figure 7 appears, click next.
Step 7:
After clicking next on Figure 7, Figure 8 will appear. Please click finish.
This will complete the install of all components necessary to run MonsterBooks
4.0.
Figure 8
SECTION 3: SETTING
UP QUICKBOOKS®
If you have already setup or have been using QuickBooks, please skip to section
4.
MonsterCommerce recommends that you purchase and install QuickBooks 2004
Pro, Premier, Premier Accountant or Enterprise Edition. Please see the full
compatibility list below:
QuickBooks® 2002/2003/2004 Pro
QuickBooks® 2002/2003/2004 Premier
QuickBooks® 2002/2003/2004 Premier Accountant
QuickBooks® 2002/2003/2004 QuickBooks Enterprise Edition
Please install and setup your QuickBooks company according the instructions
found within the QuickBooks program. If you are having difficulty installing
or setting up your QuickBooks program, please contact QuickBooks support at
888.320.7276.
SECTION 4: PREPARING
YOUR MONSTERCOMMERCE STORE FOR CONNECTION
WARNING – VERY IMPORTANT STEP
Your MonsterCommerce store must be properly configured to work with MonsterBooks.
The most important factor in ensuring smooth communication between MonsterCommerce
and MonsterBooks is making sure that each of your items have a unique
part number or manufacturer part number. Each item must have its own part
number or manufacturer part number and not share a number with any other
item.
If you are using variants or advanced variants, please
make sure that all of your items have part number extensions or manufacturer
part numbers. If you are not sure if your products meet these criteria,
please download all your items using MonsterDataport and use Excel to
sort by the part number field. You will be able to easily identify duplicates. |
SECTION 5: SETTING
UP MONSTERBOOKS
Step 1:
Open your QuickBooks Company. (Please note, the first time that you use MonsterBooks,
we recommend using a test company. If you already have created a company or
have just created a company in the previous step, please close it and open a
new company with dummy data. It is important that you understand how MonsterBooks
works before working with a real company.
Step 2:
Click on the MonsterBooks program icon on your computer. You can also find the
MonsterBooks program in your start menu under programs.
Step 3:
The dialogue box below (Figure 9) will appear before you can begin
using MonsterBooks 4.0 with a QuickBooks company. Please click
"Yes, Always". Make sure you check off the "Allow
this application to access Social Security Numbers, customer credit
card information, and other personal data" checkbox, as this
will allow MonsterBooks 4.0 to properly read customer data from
QuickBooks.
Figure 9
Step 4:
After accepting the security warnings, MonsterBooks will popup a dialogue box
letting you know that it does not recognize this QuickBooks company. (See Figure
10) Please click register new company to create a new .MBI for your company.
Step5:
Next, you will need to choose the location where you will save your .MBI file.
Please choose a location where you know the MBI file will not risk getting deleted.
This file saves records of communication between QuickBooks and MonsterBooks.
After choosing the location, please click save. MonsterBooks 4.0 will now gather information
from the QuickBooks company. If you have a great deal of information stored
in your QuickBooks company file, this operation can take a long time. Please
be patient as this process must only occur once. Once it has read all of the
information in your QuickBooks company, MonsterBooks will save all data in the
mbi file and will only query QuickBooks for information that has changed since
the last time it wrote to the mbi file. This will make your MonsterBooks
program operate much faster. Once your MBI file
has been saved, MonsterBooks will launch! (Figure 11) Please note that when
you open MonsterBooks in the future, the “Is this a new company” dialogue box
will open every time. You should always choose “Load Old Instance” if you are
using your existing company. You should only choose “Register New Company” if
you are going to be importing to a new QuickBooks company.
Figure 10
SECTION 6: CHANGE
SETTINGS IN MONSTERBOOKS
Step 1:
Click the change settings button in the MonsterBooks interface (see Figure 11).
Figure 11
Step 2:
After clicking the Change Settings button, the settings dialogue box will open
and default to the Products tab.
Step 3:
The first step is to choose your protocol for matching items between QuickBooks
and MonsterBooks. In order for QuickBooks and MonsterBooks to understand each
other, they must be able to link items by unique number. Please click on the
drop down box titled “Match Items By.” (Figure 12) Choose “Part Number” or “Mfg
Number” depending on which area holds your items’ unique part numbers.
QUICK TIP:
If you are a new QuickBooks user, choose “Part Number”
as that field should contain a unique identifier for each item. If you
have been using QuickBooks for some time and are just now setting up
MonsterBooks, make sure you choose the field that contains a part number
that will match the part numbers already loaded into QuickBooks. Please
do not match based on the ID field unless you are an advanced user.
The ID field is used to match items based on a unique ID assigned by
the database and isn’t used by the majority of users.
|
Figure 12
Step 4:
The next step is to choose your product matching preferences. Please click on
the drop down box titled “On Product Match.” (Figure 13). Please choose skip
or update from the dropdown box. Skip means that when MonsterBooks sends product
information to your QuickBooks company, it will skip it and not update any items
with matching part numbers. Update means that when MonsterBooks sends product
information to your QuickBooks company, it will update the description, price,
inventory and other characteristics of the matching products with the information
found in your MonsterCommerce storefront. This allows you to keep your QuickBooks
company updated by simply maintaining the information in your MonsterCommerce
storefront.
Figure 13
HELPFUL DEFINITIONS:
Inventory Part - In QuickBooks, an inventory
part is one of the types of line items you can use when you are filling
out a sales or purchase form. You use the inventory items to track merchandise
your business purchases, keeps in stock as inventory, and then resells.
For each inventory item, QuickBooks tracks the current number in stock
and the value of your inventory after every purchase and sale.
Example: T-Shirts you hold in inventory.
Non Inventory Part – In QuickBooks, a non-inventory
part is one of the types of line items you can use when you are filling
out a sales or purchase form. Non inventory parts are products you sell
but do not purchase. These may also be items that you purchase and resell
but do not track as inventory.
Example: A custom made slip cover.
|
Step 5:
Next, you must select a classification for your products as inventory parts
or non-inventory parts (Figure 14). If you hold physical stock, you should select
inventory parts. If you select inventory parts, please make sure that the items
are designated as assets in QuickBooks. If they are not designated as such,
MonsterBooks will error. If you dropship products, do not hold physical inventory,
do not track inventory, or sell services, please choose non-inventory parts.
You should base this setting on the way in which you designate your products
while setting up QuickBooks setup. Please read the definitions below if you
are having trouble making a selection.
Figure 14
Step 6:
After classifying your products, you must set the parameters for “New Product
Accounts.” (Figure 15) When MonsterBooks finds an item in your MonsterCommerce
store that doesn’t exist in QuickBooks, it will create that item within your
QuickBooks company. In this step you must set the defaults for these products.
Figure 15
Step 7:
You must choose the income account with which the items will be associated.
Unless you have a specific income account with which you want the items associated,
“sales” is typically a good account to choose. If you do not see anything in
this drop down, please go back to your QuickBooks company and create at least
one income account.
Step 8:
If you maintain inventory parts, you must also choose a Cost of Goods Sold (COGS)
account with which the items will be associated. Once again you must have at
least one cost of goods sold account created. Unless you have a specific COGS
account with which you want the items associated, “purchases” is typically a
good account to choose. If your products are non-inventory parts, this area
will be grayed out.
Step 9:
Next, please choose an asset account with which new items will be associated
by default. Again, you must have at least one asset account as long as you maintain
inventory parts. If your products are non-inventory parts, this area will be
grayed out.
Step 10:
If your products are non-inventory parts, you may choose to import the cost.
To import the cost, please click the checkbox next to “Import Cost” (see Figure
16). If you choose to import cost and have a cost specified in MonsterCommerce,
it will import to the cost field of your non-inventory item. A good example
for this would be in the case of a dropshipper. If you dropship a radio and
you sell it for $20 and buy it from your drop shipper for $10, you may want
to import the $10 cost to keep your records accurate.
Figure 16
Step 11:
The final step for products setup is to determine if you would like to import
product quantities. If you click the Import product quantities checkbox, QuickBooks
will import the inventory quantities contained within MonsterCommerce (see Figure
16). If you plan to keep your QuickBooks inventory in synch with MonsterCommerce
inventory, you should check this box. Please keep in mind that MonsterCommerce
will be considered your “master” inventory list. If you choose this option along
with the “on product match – Update” option, any inventory quantities stored
in QuickBooks will be overwritten by the inventory quantities from your MonsterCommerce
storefront.
Step 12:
After making all selections under the products tab, click on the customers tab
at the top of the dialogue box. The customer settings area will appear (Figure
17).
Step 13:
First, you must decide how MonsterBooks will treat customer names that already
exist in QuickBooks. Please choose “skip” or “update” within the “On Customer
Match” dropdown box. If you choose “skip” a new customer record will be created.
If you choose “update” QuickBooks will update its customer record with the new
customer information being imported from MonsterCommerce.
Figure 16
Step 14:
Next, you should choose the format in which you would like to import customer
names. Please select one of the name formats from the “Import Customers As”
dropdown box (see Figure 17). MonsterCommerce strongly recommends using one
of the ID methods. These methods append the customer ID from the MonsterCommerce
storefront to the customer’s name, avoiding the possibility of duplication.
This will also ensure that if you are using the update method discussed above,
that the proper customer record is being updated. Please follow the naming convention
that is already in use in your QuickBooks program.
Step 15:
After selecting the import format, please select the display format. This format
will determine how the customer information will appear on invoices, receipts,
etc. Once again, you should select the option that is most consistent with your
current QuickBooks display.
Figure 17
Step 16:
The last step is to determine if you would like to import new customers as pending
(QuickBooks Pro and Premier only). If you choose to import new customers as
pending, please select the checkbox next to “Import New Customers As Pending”
(see Figure 18). If you choose this option, new customers will be imported
with a pending job status, highlighting them for review within your QuickBooks
program.
Quick Tip:
When importing customer information, credit card information
is also imported. If you are using a 2004 version of QuickBooks, the credit
card information will be imported into the designated credit card area
within QuickBooks. If you are using the 2003 version, credit card information
will be sent into the account number field as QuickBooks 2003 doesn’t
contain the same ability to import credit cards as QuickBooks 2004.
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Figure 18
Step 17:
After making all selections under the customers tab, click on
the orders tab to open the orders settings area (Figure 19).
Figure 19
Step 18:
First, you must select the format in which you want your orders to import by
making a selection in the “Import Order As” dropdown box (figure 20). It is
important to understand the difference between these methods. Use invoices if
you are not accepting real time payments through your MonsterCommerce store.
This means that if you are using the custom payments manager in your MonsterCommerce
store to collect credit card data. This tells QuickBooks that this order is
not yet paid for. You can then process the credit cards once the invoices are
imported into QuickBooks.
Use sales receipts if you are accepting real time payments through your
MonsterCommerce store. This means that if you are using the real time payment
manager and a real time gateway (Authorize.net, Verisign, Linkpoint, Bank of
America, etc) you should import your orders into QuickBooks as sales receipts.
Lastly, you should use sales orders if you are not accepting real time
payments and you sometimes take backorders. Sales orders are only available
in QuickBooks 2003 -2004 and later editions.
Figure 20
HELPFUL DEFINITIONS:
Invoice - An invoice lists what you sold to
a customer and shows the quantity and cost of each item. (Note – Importing
as invoices in MonsterBooks will import an order showing that it has not
yet been paid.)
Sales Receipt – Sales receipts in QuickBooks
record a sale in which the customer pays in full and doesn’t owe you any
money.
Sales Order - Sales orders are only available in QuickBooks
2003 and later editions. A sales order is similar to an invoice and behaves
much like the other sales forms in QuickBooks. If you import orders as
Sales Orders from MonsterBooks you can track backorders or items you have
ordered but are not in stock. If you create an invoice and QuickBooks
indicates that you do not have enough of an item to sell, you can create
a sales order instead. From the sales order you can create a partial invoice
for those items you have on hand. The sales order, with the amount not
on hand, will remain open.
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Step 19:
After setting your order import format, you must decide if you want QuickBooks
to skip matching orders or update matching orders. Please make a selection
from the “On Order Match” dropdown box (see Figure 21). If you have “skip”
selected in this area, when MonsterCommerce sends QuickBooks an order that
is already found in QuickBooks, it will skip the order and not update the
order in QuickBooks. If you set this to “update” MonsterBooks will update
orders that are already found in QuickBooks with information from your MonsterCommerce
store. It is recommended that you set this to “skip” unless you plan to update
orders within MonsterCommerce and have those updates appear in QuickBooks.
Figure 21
Step 20:
In most instances of QuickBooks, the default account to which orders are attributed
is “Checking” or “Accounts Receivable” depending on your setup. You can check
the Override Default Order Account checkbox (Figure 22) if you do not want
orders being imported from your MonsterCommerce store to go to your default
account. For example you may have a special account designated for orders
coming from your online store. If you do not override this account, your
orders will be imported and associated with your default account.
Figure 22
Step 21:
If you have sales reps setup in MonsterCommerce, you may choose to import
the information into your sales rep filed within MonsterCommerce to the sales
rep field in QuickBooks. To import sales rep information, please click the
checkbox next to the “Sales Rep” dropdown box (Figure 23). If you don’t have
sales reps setup in QuickBooks, there will not be any available choices in
the Sales Rep dropdown box. Please do not click the import checkbox if you
do not have sales reps setup within QuickBooks as this will cause MonsterBooks
to error.
Figure 23
Step 22:
MonsterBooks allows you to add a prefix to your orders imported via MonsterBooks.
This will let you differentiate orders coming from your online store from
orders coming through other sources. If you would like to add a prefix to
your Order Numbers, please type the prefix into the “Add Prefix to Order Numbers”
box (see Figure 24). Alpha-numeric entries are allowed.
Step 23:
MonsterBooks also allows you to add a suffix to your orders imported via MonsterBooks.
This gives added flexibility for differentiating orders coming from your online
store from orders coming through other channels. If you would like to add
a suffix to your Order Numbers, please type the suffix into the “Add Suffix
to Order Numbers” box (see Figure 24). Alpha-numeric entries are allowed.
Figure 24
Step 24:
Next, you must decide if you want to import new orders as pending. Pending
invoices do not affect your inventory quantities on hand (because a pending
invoice is not a final sale). If you choose to import invoices rather than
sales receipts, it is wise to import invoices as pending so inventory is not
affected in case a payment doesn’t clear. If you decide you would like to
import new orders as pending, please click the checkbox next to “Import New
Orders As Pending” (see Figure 25).
Step 25:
Next, you must decide if you want to import new orders as to be printed. This
means that QuickBooks sets the invoice as ready for printing upon import.
You can then, with one click, print all the invoices upon import into QuickBooks.
If you decide you would like to import new orders as to be printed, please
click the checkbox next to “Import New Orders As To Be Printed” (see Figure
25).
Figure 25
Step 26:
Next, you must decide if you want to import the order notes from MonsterCommerce
into QuickBooks. Order notes can be entered by the customer when they are
placing an order in your store or can be added by you after the order. If
you choose to import this information, it will appear on the order’s invoice,
sales receipt or sales order beneath the line items. To import the order notes,
please select the checkbox to the right of “Import Order Notes” (figure 26).
Step 27:
Finally, you must decide if you want to import the order weight into QuickBooks.
If you choose to import the order weight, it will appear on the order’s invoice,
sales receipt or sales order beneath the line items. To import the order weights,
please select the checkbox to the right of “Import Order Weight” (figure 26).
Figure 26
Step 28:
After making all selections under the Orders tab, click on the Line Items
tab to open the line item settings area (Figure 27).
Figure 27
Step 29:
First, you must decide if you want discounts issued in your MonsterCommerce
store to be imported into QuickBooks. It is recommended that you
choose this option if you issue discounts through your MonsterCommerce
store. If you do not import discounts that are issued in your
MonsterCommerce store, you must be aware that totals reflected
in MonsterCommerce will be different than totals reflected in
QuickBooks. If you choose to import discounts, please click the
“Import” checkbox next to the “Discount Item” drop down box (see
Figure 28). If you have already setup a discount account within
QuickBooks, you will see this line option appear. If you have
not setup a discount account, you may choose the “have MonsterBooks
handle this for you” line item. This will allow MonsterBooks to
take all necessary steps to setup a discount account for you.
You may
also choose to import Discount Codes in as line items as well.
If you so wish this then check the "Import Discount Codes"
option and choose an Account to assign any new Discount Items
created in this process.
(Figure 28)
Step 30:
Next, you must configure your shipping and handling import and display. First
you must decide if you would like shipping and handling to show as one consolidated
line item or two separate line items. If you would like shipping and handling
to show as consolidated, please click the check box next to “Combine S/H with
Delivery Charges” (see Figure 29). If you check this option, the drop down
box that lets you select the shipping/handling fee item will be grayed out.
Figure 29
Step 31:
In order to import delivery charges, you must check the “Import” check box
next to the “Delivery Charges Item” drop down box (see Figure 30). If you
charge shipping or delivery fees in your MonsterCommerce store, it is recommended
that you do import these charges. After you check the box, please select the
line item that you would like to use to record and account for your delivery
charges. You can also choose to “have MonsterBooks handle this for you.” If
you have MonsterBooks handle this for you, it will create all the necessary
accounts to properly record the delivery charges. Unless you have a specific
discount account that you want to use, it is recommended that you choose have
MonsterBooks handle this for you.
Figure 30
Step 31:
If you did not choose to consolidate your delivery and handling charges in
step 30, you will also need to choose if you would like to import any handling
fees. If you charge handling fees through your MonsterCommerce store, you
should check this option. In order to import your shipping and handling fees,
please click the “Import” checkbox next to the “Shipping/Handling Fee Item”
dropdown box (see Figure 30). After checking the box, please select the line
item that you would like to use to record and account for your handling charges.
You can also choose “have MonsterBooks handle this for you.” If you
have MonsterBooks handle this for you, it will create all the necessary accounts
to properly record the shipping and handling charges. Unless you have a specific
handling account that you want to use, it is recommended that you choose have
MonsterBooks handle this for you.
Step 32:
The final area in which you must configure your settings is sales tax. You
must choose to use the QuickBooks sales tax calculations or the tax calculations
made by your MonsterCommerce store. It is recommended that you use the tax
calculations from your MonsterCommerce store. If you decide that you would
like to use QuickBooks sales tax calculation, you must check the use QuickBooks
sales tax calculation check box (see Figure 31). If you plan to use your MonsterCommerce
tax calculation, please skip to step 33. After checking this box, you must
decide upon which address to base the tax (billing state, shipping state or
both). Once you have done this, you must specify the state in which you need
to charge tax. Example, if your business operates in Illinois, you would type
IL in this box.
Step 33:
If you choose to import the sales tax directly from your MonsterCommerce store
you should check the “Import” check box next to the “Order Tax Item” dropdown
box (see Figure 31). After checking the box, you must select a line item that
you would like to use to record and account for your sales tax. You can also
choose to “have MonsterBooks do this for you.” If you have MonsterBooks handle
this for you, it will create all the necessary accounts to properly record
all collected taxes. Unless you have a specific tax account that you want
to use, it is recommended that you choose have MonsterBooks handle this
for you.
Figure 31
Step 34: Click the Update Settings button in the lower right corner of
the screen to save all the settings that have just been entered.
SECTION 7: SYNCHRONIZING
PRODUCTS
Step 1:
You may wish to transfer product information from your MonsterCommerce
store to your QuickBooks company independent of orders and customers.
In order to begin the process click on “Synchronize Products”
in your MonsterBooks interface (see Figure 32).
Figure 32
Step 2:
When you click the “Synchronize Products” button, the login box will appear.
This box is titled “get credentials.” Please enter your store’s URL. Be sure
to include the full prefix of http://www before
your store’s URL. Upon entering the proper information you will see a status
box appear that says “Downloading From MonsterCommerce.” This status box lets
you know that MonsterBooks is getting data from your MonsterCommerce store.
(NOTE – At the time of creation of this documentation a bug exists within
MonsterBooks that will cause a warning box to appear containing the text “cast
from string 4.750.50 to type ‘Double’ is not valid.” This is a known error.
Please click OK if this appears. You may need to click OK several times for
the import to continue.)
Step 3:
When all the product information is downloaded, you will see the grid on the
screen filled with the product information from your MonsterCommerce store
(see Figure 33). Once you have confirmed that this product information is
from your MonsterCommerce store, please click on the “Add New Products” checkbox
so that it is selected (see Figure 34). After checking this box, please click
the “Import Products to QuickBooks” button (see Figure 34). After clicking
the “Import Products to QuickBooks” button, please be patient. QuickBooks
is checking its database and matching product information with the product
information provided by MonsterBooks. When the import is complete a small
pop up box will say “Import Complete” and allow you to click OK. Please click
OK so that you can review the results of the import. It is important that
you understand the color coding of the grid of products. Please see the table
below.
| Color |
Meaning/Result |
| Green |
QuickBooks did not find this product in its database. QuickBooks has
all the necessary information and has added this product to its database. |
| Salmon |
QuickBooks has found this product in its database and has performed
no action. |
| Blue
|
QuickBooks has found this product
in its database and updated it.
|
| Red |
QuickBooks could not import or read this item. |
| White |
No action taken |
Step 4:
If you have products that are highlighted as red or white, please take a moment
to review the products and find the errors. Typically most errors are caused
by your products not having unique part numbers. Once you have made changes
within your MonsterCommerce inventory, please close the Synchronize Products
dialog box. Reopen the dialogue box by clicking on the “Synchronize Products”
link (see Figure 32). Click both the “Add New Products” and the “Update Products”
checkboxes under the “Import Products to QuickBooks button.” Once these items
have been checked, please click the “Import Products to QuickBooks” button
to retry the import. On this attempt, the majority of the products should
display in the salmon color. Any products that you were able to correct should
no longer be red but rather green. It is important to keep repeating this
step until you are sure that your MonsterCommerce product information matches
your QuickBooks product information. If all products do not match, orders
containing those products will not be able to be imported.
Figure 33
Figure 34
Step 5:
If you plan to synchronize inventory between QuickBooks and MonsterCommerce
you must next choose to either take the inventory figures in your QuickBooks
account and update MonsterCommerce or take the inventory figures in your MonsterCommerce
store and update QuickBooks. If you want to use QuickBooks as your master
inventory record, please click the “Upload Inventory to MonsterCommerce button”
within the Synchronize Products dialogue box (see Figure 35). If you prefer
to use your MonsterCommerce inventory records as your master list, please
choose an inventory account from the “Inventory Account” drop down list and
then click the Import Inventory to QuickBooks (see Figure 36).
Quick Tip:
If you are not sure what inventory account to select, go to your item
list in QuickBooks. This can be found under the “Lists” menu within your
QuickBooks control panel. Once in your item list, single click on any
product to highlight that item. Once the item is selected, right click
on the item and choose “edit.” You will see the “edit item” dialogue box
appear. Look in the lower right hand corner at the “Account” dropdown
box (see Figure 37). Whatever is selected in this area should also be
your selection when choosing an inventory account when adding items via
MonsterBooks.
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Figure 35
Figure 36
Figure 37
Step 6:
MonsterBooks will allow you to make ongoing updates to product information
within QuickBooks by using the product update feature. You should update
product information like prices, descriptions and costs within MonsterCommerce
and then upload this information into QuickBooks. If you update this information
in QuickBooks, there is no way to export the information to MonsterCommerce
and you will end up making the product changes twice. You should get used
to making changes in your MonsterCommerce store and using it as your master
item list.
(Please note - At this time, you can not import items from QuickBooks
into MonsterCommerce as the set of information contained within QuickBooks
about individual products is not nearly enough information necessary for
MonsterCommerce to properly categorize and display your products. If you
would like to import the information stored in QuickBooks into MonsterCommerce,
please export the product information from QuickBooks into Excel or CSV
format. This information can then be augmented in excel and uploaded to
your MonsterCommerce storefront using MonsterDataPort.)
In order to update your QuickBooks company with information from your
MonsterCommerce account, you should first open the Synchronize
Products dialogue box and type in your URL and password to connect
(see Figure 32). After connecting, please click the “Update Products”
checkbox (see Figure 34). If you have added any new products to
your MonsterCommerce store, please click the “Add New Items” checkbox
as well (see Figure 34). This will both add new items and update
existing items. Please choose the field or fields that you would
like to update (description, cost or price) by clicking the corresponding
checkboxes (see Figure 34). After making all selections, please
click “Import Products to QuickBooks” button. MonsterBooks will
process the changes and then allow you to review the results of
the import in the product grid. It is important that you understand
the color coding of the grid of products. Please see the table
below.
| Color |
Meaning/Result |
| Green |
QuickBooks did not find this product in its database. QuickBooks has
all the necessary information and has added this product to its database. |
| Salmon |
QuickBooks has found this product in its database and has performed
no action. |
| Blue
|
QuickBooks has found this product
in its database and updated it.
|
| Red |
QuickBooks could not import or read this item. |
| White |
No action taken |
Step 7:
If you have products that are highlighted as red or white, please
take a moment to review the products and find the errors. Typically
most errors are caused by your products not having unique part
numbers. Once you have made changes within your MonsterCommerce
inventory, please close the Synchronize Products dialog box. Reopen
the dialogue box by clicking on the “Synchronize Products” link
(see Figure 32). Click both the “Add New Products” and the “Update
Products” checkboxes under the “Import Products to QuickBooks
button.” Once these items have been checked, please click the
“Import Products to QuickBooks” button to retry the import. On
this attempt, the majority of the products should display in the
salmon color. Any products that you were able to correct should
no longer be red but rather green. It is important to keep repeating
this step until you are sure that your MonsterCommerce product
information matches your QuickBooks product information. If all
products do not match, orders containing those products will not
be able to be imported.
SECTION 8: IMPORTING
ORDERS
Once you ensure that all your product information is synched between
MonsterCommerce and MonsterBooks, you are ready to import your orders.
Step 1:
Click the “Import Orders” button on the main MonsterBooks dialogue box (see
Figure 39).
Figure
39
Step 2:
The choose orders dialogue box will open (see Figure 40). Please
enter your URL and password to connect with your MonsterCommerce
store. Once you connect to your store, MonsterCommerce will populate
the choose orders dialogue box with all the order status and billing
method choices from your MonsterCommerce store (see Figure 41).
Figure 40
Step 3:
Please choose the order statuses and billing methods that you
would like to import by selecting the checkbox next to the desired
order status (see Figure 41).
Figure 41
Step 4:
Next, select the range of orders that you would like to import. You may
select to import orders during a certain time period or within a certain
order ID range. If you would like to import orders within a certain date
range, please select the checkbox next to “Include Time Range” and pick the dates
between which you would like to import.
Quick Tip:
If you would like to import a single day’s orders, please select the
same date in each date field. If you would like to import orders in
a certain order ID range, please select the checkbox next to “Include
Order ID Range” and enter the order IDs between which you want to import.
|
Step 5:
You must now determine if you want to import credit card information.
If you do choose to import credit card info, you will be able to process
your customers’ credit cards through QuickBooks. If you have already processed
your customers’ cards though your MonsterCommerce store, you may still
want to import credit cards to keep on file in QuickBooks. If you choose
to import these credit card numbers, please click on the “include CC info”
checkbox (see Figure 41).
Step 6:
Once all selections have been made, please click “Download Orders” (see
Figure 41).
Step 7
After connecting, MonsterBooks will read all selected order information
from your MonsterCommerce store and display it in the Download Orders
grid (see Figure 28) . After the order information
loads into the grid, a popup will appear telling you that the information
is ready to import into QuickBooks. Please click OK. The order
grid will show all found order information, customer information, product
information, shipping methods and payment methods used for the group of
downloaded orders. If QuickBooks does not have information on any of
these elements, MonsterBooks will automatically import it. For example,
if you add a new product to your MonsterCommerce store and have not yet
synchronized your products with QuickBooks, MonsterBooks will know that
the item is new and automatically import it into QuickBooks. Once you
have reviewed the information and are ready to import to QuickBooks, please
click the “Import to QuickBooks” button at the lower right corner of the
dialogue box (see Figure 42).
Figure 42
Step 8:
As MonsterBooks begins to send the information to QuickBooks, you will
see the status bar in the upper right hand corner move from left to right
(see figure 43). You will also see the grids change color to indicate
their import status. Please keep the color chart in mind. If all of your
orders are marked as green, then you know that everything was imported
successfully into QuickBooks. If any of your orders are shown in red,
they failed while importing.
| Color |
Meaning/Result |
| Green |
QuickBooks did not find this object in its database. QuickBooks has
all the necessary information and has added this object to its database. |
| Salmon |
QuickBooks has found this object in its database and has performed
no action. |
| Blue
|
QuickBooks has found this object
in its database and updated it.
|
| Red |
QuickBooks could not import or read this object. |
| White |
No action taken |
Step 9:
It is important to make note of the order numbers that failed. If you
do have a failed order, please scroll the Orders grid to the right to
find the reason for the error (see Figure 44). One of the most common
errors during import is “One or more products from the order are not present
in QuickBooks.” If you see this error, you should be able to find the
product that caused the error under the products grid highlighted in red
as well. To correct this error, log into your MonsterCommerce admin panel
and repair the product (make sure it has a unique part number). After
repairing the item, please reattempt the import. It is recommended that
you attempt to import the order that caused the error by itself, rather
than as part of a group. If you are experiencing an error that you don’t
understand, please file a ticket with MonsterCommerce technical support.
(At the time of publication a complete error list is not yet available,
however, a complete list should be posted soon.)
Step 10:
Repeat importing until all imports are successful.
Figure 43
Figure 44
SECTION 9: Extra Order Actions
MonsterBooks allows you to synchronize changes in orders between QuickBooks
and MonsterCommerce. For example, if you import orders from MonsterCommerce
into QuickBooks and then use QuickBooks to collect payments and process
shipments, you will want to update your MonsterCommerce store with paid
and/or shipped order statuses. The Extra Order Actions section allows
this type of update. In addition, if an order is cancelled in MonsterCommerce,
you may want to delete that order from QuickBooks completely. The synchronize
orders function also enables this.
Step 1:
Click the “Extra Order Actions” button on the main MonsterBooks
dialogue box (see Figure 45).
Step 2:
The synchronize orders dialogue box will open (see Figure 46). Please
enter your URL and password to connect with your MonsterCommerce store.
Once you connect to your store, MonsterCommerce will populate the synchronize
orders dialogue box with all the order status choices from your MonsterCommerce
store.
Step 3:
Please choose the order status or order statuses that you would like to
synchronize by selecting the checkbox next to the desired order status.
Step 4:
Next, select the range of orders that you would like to synchronize.
You may select to synchronize orders during a certain time period or within
a certain order ID range. If you would like to synchronize orders within
a certain date range, please select the checkbox next to “Include Time Range” and pick the dates
between which you would like to synchronize. If you would like to synchronize
a single day’s orders, please select the same date in each date field.
If you would like to synchronize orders in a certain order ID range, please
select the checkbox next to “Include Order ID Range” and enter the order
IDs between which you want to import (see Figure 46).
Step 5:
Once all selections have been made, please click “Download Orders” (see
Figure 46).
Figure 45
Figure 46
Step 6:
MonsterBooks will connect to your MonsterCommerce store and import all
orders for the selected date or order id range (see Figure 47).
Step 7:
Select the orders from the list that you would like to synchronize. You
can check the boxes one at a time or right click on the first item and
choose select all (see Figure 47).
Step 8:
Next, you must select the order type and filter parameters from QuickBooks.
Please choose the type of order you would like to synchronize (Invoices,
Sales Receipts or Sales Orders). Next, set your filter parameters. If
you only want orders that are set within QuickBooks as to be printed,
please select the “to be printed checkbox.” If you only want orders that
are set within QuickBooks as pending, please select the “pending” checkbox.
If you only want to see paid orders, please select the “paid” checkbox.
For example, if you import all orders from a given day but only want to
mark orders as complete that are paid within QuickBooks, you should select
the “paid” checkbox as a filter. You may also filter by a time range.
If you choose to use this filter, please enter your selected date range
in the date dropdown boxes.
Step 9:
After setting your filter parameters, please click “Match with QuickBooks
Orders.”
Step 10:
After MonsterBooks matches the orders, you will have the choice to set
all matching orders to a particular status in your MonsterCommerce store,
or delete all matching orders from QuickBooks (see Figure 48). If you
are updating order statuses within your MonsterCommerce store to match
your order statuses within QuickBooks, please choose the proper order
status from the dropdown and click “Set all matching MonsterBooks orders
to the following status.”
If you are trying to delete all matching orders from QuickBooks, click
“Delete QuickBooks Orders that Match.”
Figure 47
Figure 48
