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QuickBooks Desktop x NuORDER Integration: Overview & What To Expect

This article is for DESKTOP versions of QuickBooks. If you are using QuickBooks ONLINE, please click here.

 

QuickBooks Desktop has an API integration that we have developed in-house at NuORDER to connect the two systems.

The flow of data includes:

  • Productsfrom QuickBooks to NuORDER 
  • Customers - from QuickBooks to NuORDER 
  • Inventory - from QuickBooks to NuORDER 
  • Orders - from NuORDER to QuickBooks 

System Requirements

This integration requires the QuickBooks Web Connector. Some versions of QuickBooks have this module pre-installed. If yours does not, you will need to install the Web Connector before the integration can begin. 

Versions Supported:

The QuickBooks Web Connector can be used with any QuickBooks desktop product supported by the QuickBooks SDK or the QBPOS SDK, including:

  • U.S. editions of QuickBooks Financial Software products
  • QuickBooks Enterprise Solutions
  • QuickBooks Premier (2002 or later)
  • QuickBooks Pro (2002 or later)
  • QuickBooks Simple Start (2006 or later)
  • QuickBooks Point of Sale (v4.0 or later)
  • Canadian editions of QuickBooks Pro, Premier or Enterprise (2003 or later)
  • UK editions of QuickBooks Pro or Accountant Edition (2003 or later)

About the automation process: NuORDER will set up the four data feeds to "queue up" on set intervals. However, the queue won't be transmitted without the QuickBooks Web Connector. You'll set up your Web Connector to check the NuORDER queue at set intervals. When the Web Connector finds a batch of data ready to go, it will initiate the transfer.

Turnaround Time

Your QuickBooks integration will take approximately 8-12 weeks from the project kickoff to completion. This does not mean we'll be spending 8 weeks writing code and syncing data, but rather the complete time to get through all stages of the rollout:

  • Planning and discovery sessions
  • Any preparation on your side to get your QuickBooks account data cleaned up and ready for integration
  • Testing and review in the NuORDER sandbox
  • Adjustments
  • Final review and sign-off
  • Transfer from sandbox to production 
  • Post-launch validation

Who's Involved From Your Team

  • Your QuickBooks Administrator, or someone technical who is familiar with your specific QuickBooks setup.
  • Sales or Operations Manager who understands your business, how it is structured and how the reps sell. 

What you'll be doing:

  • Answering questions about your specific QuickBooks data fields, account setup, and ordering process.
  • In some cases, you might need to make some bulk adjustments (e.g. editing for consistency) to your data in QuickBooks so that we can achieve the best possible experience for your users in NuORDER.
  • Installing a customized NuORDER Web Connector file on your QuickBooks account. 
  • Reviewing your data in the NuORDER sandbox and providing feedback.
  • Reviewing test orders in QuickBooks and providing feedback.
  • Reviewing and validating again as any adjustments are made to the feeds.
  • Providing the final sign-off to go live.
  • Reviewing the data feeds day-to-day after you go live to make sure everything is looking correct.
  • Working with us to address any issues that may arise once your team is using NuORDER in the live sales environment.

 

Who's Involved From the NuORDER Team:

  • An Integration Manager who will be your day-to-day point person, manage the project and guide you through the rollout from start to finish.
  • An Integration Engineer who will configure the data feeds with QuickBooks.

What we'll be doing:

  • Customizing the integration scripts based on your specific data fields and business rules. This will create a custom Web Connector file for your QuickBooks account.
  • Syncing test data into the NuORDER sandbox.
  • Syncing test orders into QuickBooks.
  • Troubleshooting sync errors or other technical issues.
  • Assisting with the transition from sandbox to production.
  • Making sure your team is updated throughout the process and addressing delays that might occur on either side.

 

What's Supported: Products

Capabilities

Creating & updating items: Our system will be able to identify which items are new and which already exist in our system.

Custom fields are supported. Your Integration Manager will review the field mapping with you at the start of the project.

Pricing & Multiple currencies: We will sync a default wholesale and retail price for the default currency only. If you are using multiple currencies in QuickBooks, please review this with your Integration Manager. Additional levels of pricing can be supported through customer-level discounts. 

Pricing per size is supported.  

Availability dates can be supported if you are storing them within QuickBooks. Please review this with your Integration Manager.

Archiving/disabling products: This can be supported as part of your product sync; please review with your Integration Manager.

Sync parameters: You will be able to specify which types of items should be synced to NuORDER. 

Sync frequency: Every 30 minutesProduct updates will be added to a queue in QuickBooks every 30 minutes. You will set up your Web Connector to check the queue on a set interval (we recommend every 5 minutes); when the Web Connector finds a new batch ready to go, it will automatically transmit the records to NuORDER. 

 

Callouts

Requirements to sync products:

  • NuORDER will sync the List ID from QuickBooks into the UPC field.

Multiple currencies are not supported. If you sell in multiple currencies, please review this with your Integration Manager.

 

 

What's Supported: Customers

Capabilities

Creating & updating customers: Our system will be able to identify which customers are new and which already exist in our system.

Custom fields are supported. Your Integration Manager will review the field mapping with you at the start of the project.

Multiple billing & shipping addresses are supported.

Sync parameters: You will be able to specify which types of customers should be synced to NuORDER. 

Sync frequency: Every 30 minutes. Customer updates will be added to a queue in QuickBooks every 30 minutes. You will set up your Web Connector to check the queue on a set interval (we recommend every 5 minutes); when the Web Connector finds a new batch ready to go, it will automatically transmit the records to NuORDER. 

 

Callouts

Buyer data (name, email address, sales rep assignment) is not included in the customer data interface and must be managed directly within the NuORDER app.

Process for New Customers: When working with a new customer in NuORDER, you will need to save the order as a DRAFT. Your team will need to add the new customer record into ApparelMagic first. The customer will be sent into NuORDER on the next run. Once the customer is visible in NuORDER, the sales rep can open their draft, select the customer, fill in the buyer's name and email address, and submit the official order.

Archiving (deactivating) customers: This is not included in the QuickBooks interface at this time and must be managed directly in NuORDER.

 

What's Supported: Inventory

Capabilities

Immediate quantities: NuORDER will sync the available-to-sell quantities from QuickBooks.

Sync frequency: Every 30 minutes. Inventory updates will be added to a queue in QuickBooks every 30 minutes. You will set up your Web Connector to check the queue on a set interval (we recommend every 5 minutes); when the Web Connector finds a new batch ready to go, it will automatically transmit the records to NuORDER. 

 

Callouts

WIP (work in progress) inventory is not supported at this time.

Warehouses: If you are using multiple warehouses in QuickBooks, please review this with your Integration Manager prior to starting the project. 

Prebooking: For items that should have unlimited quantity available in NuORDER, you will control this directly in NuORDER via the Admin section. Rules can be based on any product attributes, and you will have direct access to control and update the rules as needed. 

 

What's Supported: Orders

Capabilities

Sync parameters: NuORDER will sync "Approved" orders only.

Custom fields are supported. Your Integration Manager will review the field mapping with you at the start of the project.

Sync frequency: Every 5 minutes. Approved orders will be added to a queue in NuORDER every 5 minutes. You will set up your Web Connector to check the queue on a set interval (we recommend every 5 minutes); when the Web Connector finds a new batch ready to go, it will automatically transmit the orders into QuickBooks. 

Order fulfillment process: Once the order has been received in QuickBooks, your team will take it from there per your normal approval / fulfillment process.

 

Callouts

Order Sync Failures: When we send the orders to QuickBooks, we provide the  QuickBooks customer code (Customer Name or List ID) as well as the product code (Item Name or List ID). If any of these values are not recognized in QuickBooks (e.g. if there was a typo, or the record has been altered unexpectedly), the order will fail to import. If this happens, you will need to review the order and resolve the issue.

Editing or Canceling orders: After the order has been imported into QuickBooks, any further changes must be done directly in QuickBooks.  

 

 

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