Configuring Order Transfer

There are two steps to configuring Order Transfer to download information from your store into QuickBooks. The first step is to grant Order Transfer access to your company file in QuickBooks. The second step is to use the Order Transfer Setup Wizard to configure Order Transfer to download and import orders from your ShopSite store into QuickBooks.

1. How to Grant Order Transfer access to your Company File
2. How to use the Order Transfer Setup Wizard
3. Setup Wizard Screen Help

How to Grant Order Transfer access to your Company File

1. Open Quickbooks.
2. Open the company file in QuickBooks that you will be using with Order Transfer.
3. Open Order Transfer with your company file still open in QuickBooks. When you start Order Transfer, QuickBooks will see Order Transfer accessing the company file and ask you to grant Order Transfer permission to access the company file.
4. Select the radio button for Yes, always; allow access even if QuickBooks is not running. You may select one of the other Yes options if you prefer to always have QuickBooks open when running Order Transfer.
5. Check the box to Allow this application to access personal data such as Social Security Numbers and customer credit card information., unless you never import credit card information in QuickBooks.
6. Click Continue...
7. Click Done to confirm access permission for Order Transfer. After granting Order Transfer access to your company file, Order Transfer will open. You have completed configuring QuickBooks to work with Order Transfer.

How to use the Order Transfer Setup Wizard

1. Open Quickbooks.
2. Open the company file in QuickBooks that you will be using with Order Transfer.
3. Open Order Transfer with your company file still open in QuickBooks.
4. Launch the Setup Wizard.
   • If you have not previously run the wizard, click Next > on the main Order Transfer screen, then click Yes in the pop-up notification box.
   • You can also start the wizard by selecting on Setup Wizard... from the Setup menu.
5. Click Next > in the Wizard opening screen to begin the wizard.

   Throughout the wizard, you can update the options with information from your company file by clicking on the image in the lower right of the wizard screens.

Setup Wizard Screen Help

The Setup Wizard contains several screens to help you configure how ShopSite orders will be imported into QuickBooks. The screens are listed below in the order they appear in the wizard. You may also access any of these screens directly from the Wizard Topic > sub-menu list in the Setup menu.

• Transaction Accounts

  Select the Invoice Account and Sales Receipt Account to use when you import orders, then click Next >. If you do not know which account to use, choose the < default account > option.

• Inventory Tracking Accounts

  Select the Cost of Goods Sold Account and Inventory Asset Account to use when you import orders, then click Next >. Select < none > if you are not using inventory tracking.

• Transaction Templates

  Select which Transaction Templates to use for the Invoice Template, Sales Receipt Template, and Sales Order Template, then click Next >. Select the < default template > option to use the template you configured in QuickBooks for that transaction type.

• Transaction Type

  Select the radio button beside the standard Transaction Type to use when you import orders, then click Next >. You may select one of the following:

  • Invoices
  • Sales Orders
  • Sales Receipts
  • No default type

• Transaction Options

  Select the checkboxes beside the Transaction Options you want to use when you import orders, then click Next >. You can select any of the following:

  • Use the ShopSite order number as the transaction number.
  • Enter payment transactions for invoices.
  • Mark transactions to be printed.
  • Mark transactions to be e-mailed.

• Transaction Sales Tax

  Select how sales tax will be computed on transactions, then click Next >. You may select one of the following:

  • ShopSite computed sales tax
    If you select this option, the sales tax calculated by ShopSite will be displayed as a line-item in the body of the transaction. The QuickBooks tax will be Precomputed.
  • QuickBooks computed sales tax
    If you select this option, sales tax will be calculated by QuickBooks and displayed in the customary location for sales tax in QuickBooks. Although it is extremely unlikely, it is possible that the QuickBooks calculated sales tax could be different from the ShopSite calculated tax charged.

  If you do not have QuickBooks configured to calculate sales tax, this screen will be skipped in the wizard.

• Charge and Discount Items

  Select which QuickBooks Charge and Discount Items to use for imported Shipping, Surcharge, Other Charge (such as buySAFE), Discount, Coupon, and Gift Certificate items, then click Next >. You may select < none > for features you do not use.

• Customer Records

  Choose how to associate Customer information from your orders with QuickBooks Customer Records, then click Next >. You may do one of the following:

  • Display a popup window in which an existing customer record can be selected for the order or a new customer record added if needed.
  • Automatically create a new QuickBooks customer record for the order.
  • Use the following customer record for all ShopSite orders.

  If you select the final option, you must click Find to select a customer record.

• Customer Record Identifier

  Select whether to identify customers by the Customer Name or Company Name (if no Company Name is specified, the Customer Name will be used) and enter the format you wish to use for the Customer Name, then click Next >. The format for the customer name is indicated by the keywords Title, First, Middle, Last, and Suffix to indicate the name element in the order you want it to appear. You may also include punctuation, for example Last, First Middle. The default is First Last

• Payment Terms

  Select the Payment Terms to apply for new customers, then click Next >. You may select < none > if you accept only upfront payment.

• Customer Sales Tax

  Select how to apply sales tax to a new customer, then click Next >. You may select one of the following:

  • Use the following default settings:
    If you use a default setting, select a Tax Code (< none > means no tax is charged) and a Sales Tax Item type (select < default sales tax item > to use your QuickBooks setting for this item).
  • Display a pop-up window in which specific sales tax information can be selected for the new customer.

  If you do not have QuickBooks configured to calculate sales tax, this screen will be skipped in the wizard.

• Customer Record Updates

  Select what customer information will be updated from imported orders, then click Next >. You may select any of the following:

  • Personal name, company name, phone number and e-mail address
  • Credit card information

  If a merchant key is required to decrypt credit card information in ShopSite orders, you will need to specify the location of the merchant key before importing credit card information. To do this, select Preferences from the Edit menu and click on the Merchant Key tab.

• Matching ShopSite Products to QuickBooks Items

  Select how to match ShopSite products to QuickBooks items, then click Next >. You may select one of the following:

  • Display a popup window in which a QuickBooks item can be match to the product manually.
  • Automatically create a QuickBooks item for the product using the following item type and account:
    If you select this option, you will need to specify the Item Type and Item Account to use.

  For either option, you may select For QuickBooks items matched to ShopSite products, check here if you want the unit price and taxable status of these items to be updated from ShopSite orders.

• ShopSite Product Updates

  Select how ShopSite products will be updated with information to match your QuickBooks settings, then click Next >. You may select one of the following:

  • Upload updates automatically.
  • Notify me of updates but don't upload.
  • No update notifications and no uploading.
    If you do not use QuickBooks import options for your products in the ShopSite back office, select this option.

• Orders Download Method

  Select whether to Download orders automatically from the ShopSite server or Orders will be downloaded manually and then imported from a file, then click Next >. Unless your server uses a non-standard authentication system, you will usually want to use the first option. If you select the manual download option, the wizard will skip the next three steps related to automatic downloads.

• ShopSite Backoffice URL

  Enter the full URL of your ShopSite back office entrance page in the box, then click Next >. For example, you may enter http://domain-name/store-dir/ss/start.cgi. This screen will only appear if you are downloading orders automatically.

• User Name and Password

  Enter the User name you use to log in to your ShopSite back office, and either enter the Password or select Check here if you prefer to be prompted for the password each time you connect to the server., then click Next >. This screen will only appear if you are downloading orders automatically.

• Internet Connection Name

  Enter a name for this connection, then click Next >. If you have multiple ShopSite stores you will download orders from, be sure to use a distinctive name for each connection. You may click the Test button to test the connection settings. This screen will only appear if you are downloading orders automatically.

• XML Download Version

  Enter the XML version to use when downloading orders, or click Download* to have Order Transfer obtain the XML version from your ShopSite store, then click Next >. If you have configured multiple internet connections, you will need to specify which connection to use to download the XML version.

• Update XML DTD

  Indicate the XML DTD for Order Transfer to use to import orders:

  1. Click Download to download the DTD from your ShopSite store.
  2. Click Save
  3. Select a location to save the file on your local computer, then click Save.
  4. In the Wizard, enter the path to the saved file, or click Browse to select the file.
  5. Click Update to update Order Transfer with the new DTD.
  6. Click OK in the update confirmation box.
  7. Click Next >

• Completing the Order Transfer Setup Wizard

  Click Finish to exit the Setup Wizard and return to Order Transfer.

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