Order Transfer Screen Reference

You can change how Order Transfer behaves using the Preferences and Internet Connections options in the Edit menu. These screens are a more advanced option than the Setup Wizard, and combine many options on a single screen, as well as including some options not available in the Wizard.

1. Order Transfer Preferences
2. Internet Connections

Order Transfer Preferences

The Preferences window allows you to configure how ShopSite order information will be imported into QuickBooks. To modify your preferences, select Preferences... from the Order Transfer Edit menu, then select the tab for the options you want to modify:

• Transactions (Page 1)
• Transactions (Page 2)
• Sales Tax
• Customers (Page 1)
• Customers (Page 2)
• Items and Accounts
• Database Updates
• Merchant Key

When you have finished making changes, click OK to save your new preferences, or click Cancel to abandon your changes.

Transactions (Page 1)

The first page of the Transactions tab allows you to configure the following options:

• Invoice Account
  Select the default invoice account to use for imported orders.
• Sales Receipt Account
  Select the default sales receipt account to use for imported orders.
• Transaction Type
  Select the transaction type to use for imported orders.
• Template name
  Select the name of the template to use for imported orders.
• Customize...
  Click this button to customize the data field matching between ShopSite order fields and QuickBooks transaction fields. See Customizing Data Matching for details.
• Use the ShopSite order number as the transaction number
  Check this box to have QuickBooks use the ShopSite order number for the order transaction ID.
• Enter payment transactions for invoices
  Check this box to have QuickBooks create a payment transaction for orders imported as an invoice.
• Mark transactions to be printed
  Check this box to have the order flagged for printing after it is imported into QuickBooks.
• Mark transactions to be e-mailed
  Check this box to have the order flagged for e-mailing after it is imported into QuickBooks.
• ShopSite order number
  Check this box if you want the ShopSite order number to be included in the QuickBooks transaction Memo field.
• Customer's IP host name and address
  Check this box if you want the IP address and host name (if available) to be included in the QuickBooks transaction Memo field.
• Payment information (credit card number, etc.)
  Check this box if you want the customer payment information to be included in the QuickBooks transaction Memo field.
• Customer's phone number
  Check this box if you want to include the phone number of the customer included in the QuickBooks transaction Memo field.
• Optional text:
  Check this box if you want to include a note (e.g. ShopSite Order) in the QuickBooks transaction Memo field, then enter the text for the note in the text entry box.

Click Part 2 > to view the second page of the Transactions tab.

Transactions (Page 2)

The second page of the Transactions tab allows you to configure the following options:

• Order item options (such as color, size, etc.)
  Check this box to have the selected ShopSite product Order Options included in the QuickBooks product description.
• Customer text entry (monogram initials, special message, etc.)
  Check this box to have the contents of the ShopSite product Text Entry field included in the QuickBooks product description.
• Order Instructions
  Check this box to have the contents of the ShopSite checkout Order Instructions field included as a line item in the QuickBooks transaction.
• Customer Comments
  Check this box to have the contents of the ShopSite checkout Customer Comments field included as a line item in the QuickBooks transaction.
• Use the following customer record for all ShopSite orders:
  Check this box if you want all imported ShopSite orders to be associated with a single QuickBooks customer record. Click Find to have Order Transfer import a list of customer records in QuickBooks, then select the desired customer name from the pull-down menu.
• Bill To Full Name
  Enter the format to use for the Bill To name in the QuickBooks transaction. 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.
• Ship To Full Name
  Enter the format to use for the Ship To name in the QuickBooks transaction. 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.

Click < Part 1 to return to the first page of the Transactions tab.

Sales Tax

The Sales Tax tab allows you to configure how sales tax will be included in imported orders. You may select one of the following options:

• ShopSite computed sales tax
  Select the radio button for this option if you want to have the ShopSite computed sales tax included as a line item in the order transaction. The QuickBooks sales tax field will display Precomputed if you select this option.
• QuickBooks computed sales tax
  Select the radio button for this option if you want to have QuickBooks compute the sales tax for the order and display it in the QuickBooks sales tax field. In most cases, QuickBooks should calculate the sales tax the same as the ShopSite computed tax, but there is the possibility they could be slightly different.

Customers (Page 1)

The first page of the Customers tab allows you to configure the following options:

• Select how Order Transfer should behave if it can not match the customer in the order to an existing QuickBooks customer record:
  • Display a popup window in which an existing customer record can be selected for the order or a new customer record added if needed.
    Select this option if you want to manually decide how to handle each case. During the process of importing the order, you will be presented with a pop-up window which will allow you to select an existing customer record from a pull-down menu, or create a new record for the customer.
  • Automatically create a new QuickBooks customer record for the order.
    Select this option if you want Order Transfer to automatically create a new QuickBooks customer record if a matching record is not found. If you select this option and a customer enters their name differently in different orders, you may end up with multiple records for the same customer.
• Select how to identify customer records in QuickBooks:
  • Customer Name
    Select this option to use the customer's name to identify the customer record.
  • Company Name (if not present, the customer name will be used.)
    Select this option to use the company name, if one exists, to identify the customer record. If there is no company name, the customer name will be used instead.
• Select how Order Transfer should assign a tax status for new customer records:
  • Default settings
    Select this option to have a default tax status automatically assigned to each new customer record created. Select the Tax Code and Tax Item to use as the default tax status.
  • Pop-up window
    Select this option to have Order Transfer prompt you to select a tax setting for each new customer record created.
• Select an option from the pull-down menu for how Order Transfer should assign payment terms for new customer records. You may select < none > if you do not process payment information in QuickBooks.

Click Part 2 > to view the second page of the Customers tab.

Customers (Page 2)

The second page of the Customers tab allows you to configure the following options:

• Customer Record Name
  Enter the format to use for the Customer Name in QuickBooks customer records. 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.
• Personal name, company name, phone number and e-mail address
  Check this box to have this information in the customer record updated with new information if it is included in an imported ShopSite order. This will automatically update customer records if the customer enters new contact information on the ShopSite checkout screen.
• Credit card information
  Check this box to have customer credit card information updated in the customer record if the customer uses a different card to pay for the ShopSite order. If you are using merchant key encryption for credit card information, you will need to click on the Merchant Key tab and identify the merchant key file for Order Transfer to use when importing payment information.

Click < Part 1 to return to the first page of the Customers tab.

Items and Accounts

The Items and Accounts tab allows you to configure the following options:

• Default Item Type
  Select the default item type to use for ordered products which do not already have an assigned item type in ShopSite.
• Default Item Account
  Select the default item account to use for ordered products which do not already have an assigned account in ShopSite.
• Select how Order Transfer should handle products that do not have a matching QuickBooks item:
  • Display a popup window in which a QuickBooks item can be matched to the product manually
    Select this option to have a pop-up window appear to allow you to select an existing QuickBooks item type to associate with the ShopSite product.
  • Automatically create a QuickBooks item for the product using the default item type and account
    Select this option to have Order Transfer automatically assign the default QuickBooks item type to new products.
• Check here if you want the unit price and taxable status of QuickBooks items to be updated from ShopSite orders.
  Check this box to have the QuickBooks item price and tax status updated using the price and tax status for the ShopSite product in the imported order.
• For ShopSite Item
  Select a ShopSite charge item from the pull-down menu to associate with a QuickBooks charge item.
• Use QuickBook Item
  Select the QuickBooks charge item to associate with the selected ShopSite charge item. Click Add... to create a new QuickBooks item to use.
• Cost of Goods Sold Account
  Select the inventory tracking cost of goods sold account to use for items included in orders imported from ShopSite.
• Inventory Asset Account
  Select the inventory asset account to use for items included in orders imported from ShopSite.

Database Updates

The Database Updates tab allows you to configure how ShopSite products should be updated. Order Transfer can update the QuickBooks options for your ShopSite products with the appropriate QuickBooks item information, so that the next time the product is ordered it will be matched to the appropriate QuickBooks item. Select the radio button for the method you wish to use:

• Upload updates automatically
  Select this option to have Order Transfer automatically connect to your ShopSite store and upload the updates to the product QuickBooks fields.
• Notify me of updates but don't upload
  Select this option if you want to be notified when updates exist, but want to upload the updates separately. You can view the available updates by selecting View Updates from the File menu in Order Transfer, and you can send the updates by selecting Export Updates... from the File menu.
• No update notification and no uploading
  Select this option if you do not want Order Transfer to prepare product QuickBooks information updates for your ShopSite products.

Merchant Key

The Merchant Key tab allows you to configure how Order Transfer handles payment information in ShopSite orders. If you are using Merchant Key Encryption in ShopSite, you must specify the location of your merchant key so that Order Transfer can decrypt the information for you to view and use.

• Key Location
  Enter the the path and filename of your Merchant Key file, or click Browse... to locate and select the file on your computer.
• Prompt for Merchant Key
  Check this box to have Order Transfer prompt you for the path the the Merchant Key each time you download orders, rather than have Order Transfer remember the path to the file.
• Options
  Select the options to use when downloading orders encrypted with a merchant key:
  • A merchant key is required to decrypt the credit card information
    Select this option if you do not want Order Transfer to import any orders which contain encrypted payment information.
  • The merchant key provided is invalid
    Select this option if you do not want Order Transfer to import any orders which can only be decrypted using a different merchant key than the one specified.
  • Credit card information could not be decrypted
    Select this option if you do not want Order Transfer to import any orders which could not be decrypted using the specified merchant key.

Internet Connections

You can manage the settings for connecting to your ShopSite store by clicking on Internet Connections... in the Order Transfer Edit menu. From the Internet Connections pop-up window, you can select an internet connection to manage, or add new internet connections:

• Adding a new connection
  To add a new connection, right click on blank line of the connection list and select <Add New>. You can also click on a connection name and select the Add New menu option. This will open the Advanced Properties screen and allow you to enter new connection options.
• Viewing or Modifying a connection
  To view or modify an existing connection, double click on the name of the connection you wish to view, or right-click on the connection name and select Properties. This will open the Advanced Properties screen for the selected connection.
• Renaming a connection
  To rename an existing connection, right click on the name of the connection you wish to modify and select Rename from the menu. The name of the connection in the list will be highlighted in an editable text-box, and you can modify or enter a new name for the connection.
• Deleting a connection
  To delete an existing connection, right click on the name of the connection you wish to delete and select Delete. In the pop-up confirmation box, click Yes to confirm that you want to delete the connection.

Advanced Internet Connection Properties

The Internet Connections Advanced Properties window allows you to view and edit your settings for connecting to your ShopSite store. From it you can view or modify any of the following options:

• Host Name:
  The domain name of your ShopSite store. If you are not sure what to put in this field, click the Basic... button at the bottom of the window.
• CGI Path:
  The http path to your ShopSite back office CGI directory. This is the path relative to the domain name, used in your browser window. If you are not sure what to put in this field, click the Basic... button at the bottom of the window.
• ISP Domain
  If your ISP uses a different domain name than your Host name, enter the ISP domain name here. If you are not sure what to put, leave this field blank.
• Like:
  If you have an existing Internet Connection which you want to copy the settings from, select that connection from the pull-down menu. The fields for the current connection will automatically be updated with the information from the existing connection. You can then change only the fields that are different in the new connection.
• Port
  This section indicates whether to connect to your Web server using secure (HTTPS) or insecure (HTTP) protocol, and indicates the port to use for the connection. If you are not sure what to select, click the Basic... button at the bottom of the window.
• User Name:
  This is the user name that Order Transfer will use to connect to the ShopSite store. It is the same as the user name you use to log in to the ShopSite back office, and is usually the same as the StoreID.
• Password:
  This is the password used to log in to ShopSite. The actual password is masked on the screen by replacing the characters with an asterisk (*).
• Prompt for password
  Check this box if you want Order Transfer to prompt you for the password each time it connects to ShopSite, rather than remember the password.
• Save as:
  This is the name you will use to select this connection, either in the connections list or in a pull-down menu. If you have more than one connection, it is important for you to select a name that will identify the correct store you want to connect to.

If you make any changes on this screen, it is a good idea to click the button to Test the connection settings. This will open a browser window which will display the results of the test. If Order Transfer does not successfully connect to your ShopSite store, an error message will be displayed.

After you are done viewing your connection properties, click OK to save your changes, or click Cancel to abandon your changes.

Basic Internet Connection Properties

The Basic Internet Connection Properties screen is a simplified way to view or modify the settings Order Transfer uses to connect to your ShopSite store. It displays the following options:

• Backoffice URL
  This is the full URL used to connect to your ShopSite back office. You can copy and paste the full URL from your browser window into this field.
• User Name and Password
  The text box on the left is the User Name you use to log in to your ShopSite back office. The text box on the right is the Password, with the individual characters replaced by an asterisk (*), which you use to log in to your ShopSite back office.
• Prompt for password
  Check this box if you want Order Transfer to prompt you for the password each time it connects to ShopSite, rather than remember the password.

If you make any changes on this screen, it is a good idea to click the button to Test the connection settings. This will open a browser window which will display the results of the test. If Order Transfer does not successfully connect to your ShopSite store, an error message will be displayed.

After you are done viewing your connection properties, click OK to save your changes, or click Cancel to abandon your changes.

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