Below you will find the steps to integrating your Quickbooks Desktop to XPS Ship. At the bottom of the document, you will also find some troubleshooting tips to help with the integration.
Requirements
QuickBooks Web Connector 2.2.0.34 version or higher
QuickBooks 2015 or later
QuickBooks Desktop for PC users
If you are running an older version of QuickBooks or Web Connector the integration is not supported. This integration is also only available for PC, Mac does not support this integration.
Add a QuickBooks Desktop Integration
Click the Settings tab.
Under “eCommerce” select “eCommerce Integrations”.
Click “Add eCommerce Integration”.
Select QuickBooks Desktop. (Be sure not to click the ONLINE option.)
General Settings
Enter an Integration Name, the default will be “QuickBooks Desktop, but it can be changed to anything you’d like.
Check the box if you want to have a confirmation email sent when orders are fulfilled.
By default, the Active box will be checked.
Check the box if you want to Skip address Pre-Verification on orders.
Check the box “Include Packing slips in confirmation email” if you’d like the packing slips included with the confirmation email once labels have been generated.
QuickBooks Desktop Settings
Determine the type of document that will populate into XPS Ship as orders to be fulfilled. Available options are Invoice, Sales Receipt, or Sales Order.
If selecting “Invoice” as your document type, the option to exclude specific shipping methods is available.
A password has been randomly generated for your QuickBooks Web Connector. (This is separate from your QuickBooks Desktop password and will be entered in your QuickBooks application after setup)
Enter a Max Document Age. depending on the document type you have chosen (All invoices, Sales Receipts, or Sales Orders) from the date selected going forward will populate into XPS Ship.
Enter a Min Document Modification Date (recommended) All invoices, Sales Receipts, or Sales Orders edited after the date selected will populate into XPS Ship.
Select if you want to "Show items with 0.00 price" (Optional).
Select if you want to "Use Manufacturer part number as SKU" (Optional).
In order for XPS Ship to update QuickBooks with the tracking, you will need to enter the QuickBooks Shipping Item. In order to update QuickBooks with both tracking and the shipping cost, you will need to enter the QuickBooks Shipping Item and check the box to "Add shipping charges to rate column of shipping line item".
Enter the QuickBooks Line Item information. This is the name that will be placed in your invoice ledger.
Select if you want to have the Shipping Charges added to the QuickBooks Invoice.
You will need to make sure whatever is entered in this field is also duplicated in your QuickBooks site as a Line Item.
Additional settings are available related to the Sender and Return To address. Edit if necessary to your integration.
When all the above details have been entered in the QuickBooks Integration setup page, click the "Save New Integration" button at the bottom of the page.
Once the Integration settings have been saved, the link to download the QWC File will be available.
After the file has downloaded, you will need to add the application to QuickBooks. Locate your QuickBooks Web Connector and click "Add an application".
Locate the QWC file from your downloads and click "Open".
Click "OK" to “Authorize New Web Service”.
In the QuickBooks Web Connector page, you will need to set the following:
Check the box within the Application for the application to “Auto-Run”.
Select how often the invoices will be transferred into XPS.
Enter the password that was generated for your Quickbooks Web Connector in the XPS QuickBooks Integration Settings.
You will be asked if you want to save the Password. Click "Yes".
Check the box on the left side of the application and click “Update Selected”.
When new invoices are created or updated, they will populate in your orders list within XPS Ship.
When invoices have been booked through XPS Ship, the data will transfer back to QuickBooks.
The example below shows “Invoice 6”.
XPS Ship also shows “Invoice 6” in the orders list.
After the order has been fulfilled, the line item will disappear from the orders list in XPS Ship and the tracking # will be populated within the Invoice in QuickBooks. (This can take a few minutes to update.)
Available Features
XPS Ship’s integration to QuickBooks Desktop supports the following as defined in the Integration Features Glossary
Troubleshooting Tips
Error to Close QuickBooks
During the installation process, you may get an error “Please close QuickBooks to continue the installation”.
You will need to close all open applications related to QuickBooks. Bring up the task manager by clicking ctrl+alt+delete. Scroll through the list of running processes to locate anything related to QuickBooks. Click the line item then click “End Task” to close the running operation.
Orders don’t update immediately after updating
After clicking “Update Selected” you may not have orders update until you have new invoices or updated invoices available.
Admin Error
You may receive an error that you must be an Admin, or an Administrator must grant application permission. If you receive this error, be sure to log in as an Administrator or have an Administrator grant your login permission so you can complete the integration process.