ShopSite Order Transfer

You should configure the preferences settings the first time you run the ShopSite Order Transfer application, and you will probably not change them very often after that.

Transactions

The Transactions tab lets you set values that will be applied to each transaction (ShopSite order) when it is downloaded from your store to QuickBooks.

Transaction Type

Select whether you want to record ShopSite orders as Invoice transactions or as Cash Sales. Once you select a transaction type, use the drop-down list to choose the income account to track income from ShopSite orders. You can also select a template, or business form, to use for these transactions. If you do not choose a template, Order Transfer will select a template for you based off past usage.

Using ShopSite order number

Select how to use the ShopSite order number in QuickBooks. The ShopSite order number can be used as a invoice or sale number, as a P.O. number, or neither.

Memo field text

Enter any additional text that you want added to the memo field of each transaction. The memo field is not included when you print an invoice or sales receipt.

Memo field information

Check the boxes to include any of the optional information in the memo field of each transaction.

The ShopSite order number can be helpful when cross-referencing orders between your store and QuickBooks.
The customer's IP hostname and address can help with security and fraud prevention.
If you are using QuickBooks 2003, you must check the box for payment information if you want it included with the transaction. If you are using QuickBooks 2004 or later and you allow the ShopSite Order Transfer application to have access to customer's credit card information, you do not need to include it in the Memo field. The memo field is not included when you print an invoice or sales receipt.

Customers

ShopSite records customer address and payment information with each order. Use the fields on this tab to transfer that information to QuickBooks.

Update customer information

Check this box to transfer customer billing and shipping addresses to QuickBooks. Any new customer information will be added to the list of customers in QuickBooks, and existing customer information will be updated.

Update credit card information (requires QuickBooks 2004 or later)

Check this box if you want Order Transfer to update your customer billing information every time an order is downloaded. If you have existing customers in QuickBooks and you don't want their billing information overwritten by Order Transfer, uncheck the box.

Name Formats

You can configure how ShopSite's name information is imported into the QuickBooks name fields. In the Billing, Shipping, and Customer Record name fields, enter any or all of the following values in the order you want them to appear:

Title
First
Middle
Last
Suffix

For example, you could put the following into the Customer Record Name box:

Last Suffix First Middle

Products

The settings on the Products tab define how product information will be recorded in QuickBooks. These values will be applied to any products that do not have a QuickBooks Item Type and QuickBooks Sales Account defined in ShopSite.

Item Type

Item types help you to categorize and track products that you sell.

Non-Inventory Part - Goods you buy but don't track, like office supplies, or materials you buy for a specific job that you charge back to your customer.
Inventory Part - Goods you purchase, track as inventory, and resell.
Service - Services you either charge for or purchase. Examples include specialized labor, consulting hours, and professional fees.
Other Charge - Miscellaneous labor, material, or part charges, such as delivery charges, setup fees, and service charges.

Sales Account

Choose the income account that you want to use to track product sales.

Update Price and Tax Status

Check this box if you want the price and taxable status of products in QuickBooks to be updated by the price and tax status of the product in a downloaded order.

Inventory

If you have inventory tracking enabled in the ShopSite back office, use the selections on the Inventory tab to track the cost of goods sold and the current value of your inventory.

Cost of Goods Sold Account

Select the Cost of Goods Sold account that you want to use to track your costs for the products that you sell in your ShopSite store.

Inventory Asset Account

Select the Current Asset account that you want to use to track the value of the products that you sell in your ShopSite store.

Other Items

This section lets you configure the relationship between special items in ShopSite, such as surcharges or coupons, with QuickBooks item types.

Log File

If you have checked the box to log imported orders and error messages, use the settings on this tab to set the log file location and duration.

Path

Verify the log file path and file name. You can type in a new path and file name, or use the Browse button to select a new folder.

Select how you want the log file maintained

Choose whether you want new log file information appended to existing information, or whether you want to overwrite the existing information each time you import orders.

Menu Item

If you have QuickBooks 2004 or later, you can add an entry to the File menu to make it easy to import ShopSite orders.

Add menu item

Check this box to add a "ShopSite Order Transfer: Import Orders" entry to the QuickBooks File menu. Uncheck the box to remove the menu item.

Transactions The Transactions tab lets you set values that will be applied to each transaction (ShopSite order) when it is downloaded from your store to QuickBooks.
Transaction Type	Select whether you want to record ShopSite orders as Invoice transactions or as Cash Sales. Once you select a transaction type, use the drop-down list to choose the income account to track income from ShopSite orders. You can also select a template, or business form, to use for these transactions. If you do not choose a template, Order Transfer will select a template for you based off past usage.
Using ShopSite order number	Select how to use the ShopSite order number in QuickBooks. The ShopSite order number can be used as a invoice or sale number, as a P.O. number, or neither.
Memo field text	Enter any additional text that you want added to the memo field of each transaction. The memo field is not included when you print an invoice or sales receipt.
Memo field information	Check the boxes to include any of the optional information in the memo field of each transaction. The ShopSite order number can be helpful when cross-referencing orders between your store and QuickBooks. The customer's IP hostname and address can help with security and fraud prevention. If you are using QuickBooks 2003, you must check the box for payment information if you want it included with the transaction. If you are using QuickBooks 2004 or later and you allow the ShopSite Order Transfer application to have access to customer's credit card information, you do not need to include it in the Memo field. The memo field is not included when you print an invoice or sales receipt.
Customers ShopSite records customer address and payment information with each order. Use the fields on this tab to transfer that information to QuickBooks.
Update customer information	Check this box to transfer customer billing and shipping addresses to QuickBooks. Any new customer information will be added to the list of customers in QuickBooks, and existing customer information will be updated.
Update credit card information (requires QuickBooks 2004 or later)	Check this box if you want Order Transfer to update your customer billing information every time an order is downloaded. If you have existing customers in QuickBooks and you don't want their billing information overwritten by Order Transfer, uncheck the box.
Name Formats	You can configure how ShopSite's name information is imported into the QuickBooks name fields. In the Billing, Shipping, and Customer Record name fields, enter any or all of the following values in the order you want them to appear: Title First Middle Last Suffix For example, you could put the following into the Customer Record Name box: Last Suffix First Middle
Products The settings on the Products tab define how product information will be recorded in QuickBooks. These values will be applied to any products that do not have a QuickBooks Item Type and QuickBooks Sales Account defined in ShopSite.
Item Type	Item types help you to categorize and track products that you sell. Non-Inventory Part - Goods you buy but don't track, like office supplies, or materials you buy for a specific job that you charge back to your customer. Inventory Part - Goods you purchase, track as inventory, and resell. Service - Services you either charge for or purchase. Examples include specialized labor, consulting hours, and professional fees. Other Charge - Miscellaneous labor, material, or part charges, such as delivery charges, setup fees, and service charges.
Sales Account	Choose the income account that you want to use to track product sales.
Update Price and Tax Status	Check this box if you want the price and taxable status of products in QuickBooks to be updated by the price and tax status of the product in a downloaded order.
Inventory If you have inventory tracking enabled in the ShopSite back office, use the selections on the Inventory tab to track the cost of goods sold and the current value of your inventory.
Cost of Goods Sold Account	Select the Cost of Goods Sold account that you want to use to track your costs for the products that you sell in your ShopSite store.
Inventory Asset Account	Select the Current Asset account that you want to use to track the value of the products that you sell in your ShopSite store.
Other Items This section lets you configure the relationship between special items in ShopSite, such as surcharges or coupons, with QuickBooks item types.
Log File If you have checked the box to log imported orders and error messages, use the settings on this tab to set the log file location and duration.
Path	Verify the log file path and file name. You can type in a new path and file name, or use the Browse button to select a new folder.
Select how you want the log file maintained	Choose whether you want new log file information appended to existing information, or whether you want to overwrite the existing information each time you import orders.
Menu Item If you have QuickBooks 2004 or later, you can add an entry to the File menu to make it easy to import ShopSite orders.
Add menu item	Check this box to add a "ShopSite Order Transfer: Import Orders" entry to the QuickBooks File menu. Uncheck the box to remove the menu item.