Using Order Transfer

After installing and configuring Order Transfer, you can begin importing your ShopSite orders into QuickBooks. There are also a number of settings and options you may customize.

1. How To Download Orders
2. How To Import Orders
3. Order Transfer Menu Options

How to Download Orders

1. Open your company file in Order Transfer. You may either:
   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.
   or
   1. Open Order Transfer. If a company file is not already open in QuickBooks, you will be prompted to select a company file to use.
   2. Browse to the directory where the company file is (by default, it is in C:\Documents and Settings\Your Username\Shared Documents\Intuit\QuickBooks\Company Files\), and select the company file to use.
   3. Click Open. Your company file will be opened by QuickBooks, although you will not see a QuickBooks window open.
2. Click Next >. If you see a pop-up window indicating you have not previously run the Setup Wizard, click OK to begin the Setup Wizard. You should complete the wizard before you download orders.
3. Select how to download the orders. You may use one of the following:
   • Download Connection
     If you select this option, you must select the Connection Name (Click Edit to modify the connection settings) and a Download Version (Click Update to get the version number from your ShopSite store).
   • XML File
     If you select this option, enter the file name in the box, or click Browse to select the downloaded file.
4. Select which Orders to download. You may select one of the following:
   • All orders
   • New orders only
     Use this option to download any orders you have not previously downloaded. Order Transfer will remember the order number of the most recent downloaded order, and download any orders with a higher order number.
   • Range of orders
     If you select this option, select whether to specify the range By date or By order number, then select the beginning and ending value for the range.
5. Select which Options to use when downloading orders. You may select any of the following:
   • Use the following transaction type for all orders:
     If you select this option, you must select a transaction type from the pull-down menu.
   • Initially mark all downloaded orders for importing
   • Keep log file contents of previous order imports
6. Click Next >. Order Transfer will connect to your server and download the specified orders.

How To Import Orders

After the orders have been downloaded, you will see a screen which gives you the option to view order information and select which orders will be imported into QuickBooks.

1. Select which orders to import into QuickBooks. You may check or uncheck individual orders, or you may select the Check All or Uncheck All buttons.
2. Click View Orders if you want to view the details of the selected orders before importing them. Information about the order is presented in a pop-up window. You have the following options in the order detail window:
   • Check the option to Import order as: to import the order into QuickBooks, or uncheck the box if you do not want to import the order.
   • Use the pull-down menu to select the transaction type to use for the imported order.
   • Click View XML to see the raw XML information for the downloaded order
   • Click < Prev to view the previous selected order
   • Click Next > to view the next selected order
   • Click Close to exit the order detail window and return to the list of orders.
3. Click Import to import the selected orders using the options you have configured. During the import process, you may get pop-up windows asking you to select import options. Select the appropriate options and click OK to continue the import process.
4. Click Close after all the orders have been imported.

Order Transfer Menu Options

The Order Transfer menus allow you to configure and manage your settings in the Order Transfer Application. Order transfer uses standard Windows-style menus:

• File - Open and close company files, manage updates to ShopSite Products, etc.
• Edit - Manage Internet Connections and program preferences.
• Setup - Configure Order Transfer settings
• Help - Open online help, view program and license information.

The File Menu

The File menu includes options for opening and closing files used by Order Transfer.

• Open Session... - Allows you to open a QuickBooks Company File in Order Transfer. If you already have a Company File open in QuickBooks, Order Transfer will automatically use that file for the session.
• Close Session - Use this option to close a QuickBooks Company File without exiting Order Transfer. You must close an open session before you can open a new one.
• View Import Log - Select this option to view the log history for imported orders.
• Delete Import Log - This option allows you to clear the imported order history.
• Export Updates... - Opens the Export Updates window. This tool allows you to associate your ShopSite products with specific QuickBooks products by assigning the appropriate QuickBooks item type and sales account to the product in ShopSite, as well as information to match the ShopSite product name and SKU to the name of a specific QuickBooks product.
• View Updates - Displays information about any product association updates ready to be exported to ShopSite.
• Discard Updates - Use this option if you do not want the queued product association updates to be exported to ShopSite.
• Update XML Versions... - This option opens a window which allows you to update the XML version you are using when you download orders. If you upgrade your version of ShopSite, you can use this option to have Order Transfer begin using the newer XML information.
• Update XML DTD... - Click this option to open a dialog window to help you obtain the latest DTD to use when processing XML order downloads. You should update the DTD whenever you update the XML version you are using.
• Exit Order Transfer - Use this option to exit the Order Transfer application when you are done using it.

The Edit Menu

The Edit menu allows you to configure Order Transfer program preferences.

• Preferences... - Selecting this option opens a window which allows you to configure all the settings used by Order Transfer. Many of these settings can also be configured using the Setup Wizard.
• Internet Connections... - If you select this option, a window listing all currently configured Internet Connections will appear. Double-click one of the connections to view details or edit the connection settings.

The Setup Menu

The Setup menu includes options for configuring how Order Transfer downloads and imports orders into QuickBooks.

• Setup Wizard... - Select this option to launch the Setup Wizard, which guides you through the basic steps for configuring Order Transfer.
• Wizard Topic > - This option will open a sub-menu which will allow you to jump directly to any screen in the Wizard, so you can quickly modify any settings without having to go through the entire wizard.
• Wizard Readme - Opens the readme file for the Setup Wizard, which explains how the wizard works.
• QuickBooks Menu Item > - This option opens a submenu which allows you to add or remove a menu item to launch Order Transfer from the QuickBooks File menu.

The Help Menu

The Help Menu has links to information about the Order Transfer application, and to this online help.

• Order Transfer Help - Click this option to open the online Order Transfer help in a browser.
• About Order Transfer... - Use this option to open a window with the Order Transfer version and copyright information.
• License Agreement... - Select this option to view the License Agreement you accepted when you installed Order Transfer. The agreement will open in a browser window.

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