How It Works

The following data is downloaded from QuickBooks Desktop:

• Chart of Accounts -> G/L Accounts
• Sales Tax Items -> Tax Codes
• Sales Tax Groups -> Tax Schedules
• Payment Terms -> Terms
• Price Levels -> Customer Types
• Sales Reps -> Sales Persons
• Customers
  • ListID -> Customer Number
  • Customer Name -> Search Name
  • Company Name - This value is not synced. QuickBooks Desktop uses this for display purposes only. When creating sales orders in QuickBooks Desktop, it uses the first line from the Bill To Address information for the company name. Because of this, we map the Bill To Address information to our customer address fields.
  • Bill To Address.Address 1 -> Name
  • Bill To Address.Address 2 -> Address 1
  • Bill To Address.Address 3 -> Address 2
  • Bill To Address.Address 4 -> Address 3
  • Bill To Address.City -> City
  • Bill To Address.State -> State
  • Bill To Address.Postal Code -> Zip
  • Bill To Address.Country -> Country
  • Main Phone -> Phone 1
  • Alt Phone -> Phone 2
  • Email Address
  • Tax Code -> Taxable (If blank then true)
  • Tax Item
    • If Sales Tax Item -> Tax Code
    • If Sales Tax Group -> Tax Schedule
    • If blank -> Connector Default Tax Code or Schedule
  • Resale Number -> Tax Exempt Number
  • Credit Limit
  • Payment Terms -> Terms (if blank then use Connector Default Terms)
  • Price Level -> Customer Type (if Price Level is blank then use Connector Default Customer Type)
  • Preferred Delivery Method -> Invoice Method
  • If a job/sub customer
    • Parent's Customer Number -> Parent Customer Number
    • Parent's Tax Code -> Tax Code
    • Parent's Tax Schedule -> Tax Schedule
    • Parent's Tax Exempt Number -> Tax Exempt Number
    • Parent's Taxable -> Taxable
  • Connector Default Ship Via -> Ship Via
  • Connector Default Sales Person -> Sales Person
• Ship Tos
  • Name
  • Address 1
  • Address 2
  • Address 3
  • City
  • State
  • Zip
  • Country
  • Default Ship To -> Customer's Default Ship To
• All Items
  • Full Name -> Item Number
  • If Sales Description <= 255 characters in length
    • Sales Description -> Short Description
  • Category
    • Has Components -> Manufactured
    • No Components -> Purchased
  • Connector Account Default Location -> Default Location
  • Sales Price -> Price
  • Average Cost -> Average Cost
  • Quantity On Sales Order -> Quantity Allocated
  • Quantity On Order -> Quantity On Order
  • Quantity On Hand-> Quantity On Hand
  • Components -> Bill of Material
  • If New and Sales Description > 255 characters in length
    
    • Sales Description -> Long Description
• Inventory Parts
  
  • Stocked = True
  • Service Pro Type = Inventory
• Service Items
  
  • Stocked = False
  • Service Pro Type = Unassigned
• Non Inventory Parts
  
  • Stocked = False
  • Service Pro Type = Unassigned
• Other Charges
  
  • Stocked = False
  • Service Pro Type = Unassigned
• Item Groups
  • Stocked = False
  • Service Pro Type = Inventory
• Inventory Assemblies
  
  • Stocked = True
  • Service Pro Type = Inventory
• Sales Order Headers
  • Order Number - as of version 27, we do not download any sales order that has been marked as Fully Invoiced or Manually Closed in QBD.
  • Customer Number
  • Bill To Address
    • Address 1 -> Name
    • Address 2 -> Address 1
    • Address 3 -> Address 2
    • Address 4 -> Address 3
    • City -> City
    • State -> State
    • Postal Code -> Zip
    • Country -> Country
  • Ship To Address
    • Address 1 -> Name
    • Address 2 -> Address 1
    • Address 3 -> Address 2
    • Address 4 -> Address 3
    • City -> City
    • State -> State
    • Postal Code -> Zip
    • Country -> Country
  • PO Number
  • Terms
  • Ship Via
  • Sales Rep
• Sales Order Lines
  • Item Number
  • Description -> Item Description 1
  • Quantity -> Quantity Ordered
  • Rate -> Price

The following data is uploaded to QuickBooks Desktop. Properties not specified are left at the default value.

• Customers
  
  • Customer Number -> Account Number
  • Search Name -> Name
  • Name -> Bill To Address.Address 1
  • Address 1 -> Bill To Address.Address 2
  • Address 2 -> Bill To Address.Address 3
  • Address 3 -> Bill To Address.Address 4
  • City -> Bill To Address.City
  • State -> Bill To Address.State
  • Zip -> Bill To Address.Postal Code
  • Country -> Bill To Address.Country
  • Phone 1 -> Main Phone
  • Phone 2 -> Alt Phone
  • Email Address
  • Tax Code -> Sales Tax Item
  • Tax Schedule -> Sales Tax Group
  • Tax Exempt Number -> Resale Number
  • Credit Limit
  • Terms -> Payment Terms
  • Customer Type -> Price Level
  • Invoice Method -> Preferred Delivery Method
• Ship Tos
  • Name
  • Address 1
  • Address 2
  • Address 3
  • City
  • State
  • Zip
  • Country
  • Default Ship To -> Customer's Default Ship To
• Sales Orders
• Order Number
• Customer Number
• Bill To Address
  • Name -> Address 1
  • Address 1 -> Address 2
  • Address 2 -> Address 3
  • Address 3 -> Address 4
  • City -> City
  • State -> State
  • Zip -> Postal Code
  • Country -> Country
• Ship To Address
  • Name -> Address 1
  • Address 1 -> Address 2
  • Address 2 -> Address 3
  • Address 3 -> Address 4
  • City -> City
  • State -> State
  • Zip -> Postal Code
  • Country -> Country
• PO Number
• Terms
• Ship Via
• Sales Rep
• Sales Order Lines
  • Item Number
  • Item Description 1 -> Description
  • Quantity Ordered -> Quantity
  • Price -> Rate
• Invoices
  • If a sales order has been posted in BirdDog, the system will invoice that linked sales order in QuickBooks

Order of Operations

1. Download Preferences
2. Download G/L Accounts - First time run only - the connector is set to validate G/L accounts in A/R Setup:
   • A/R - 11000-0-0
   • Cash - 10100-0-0
   • Sales - 40100-0-0
3. Download Locations
4. Download Inventory Parts
5. Download Service items
6. Download Noninventory Items
7. Download Other Charges
8. Download Item Groups
9. Download Inventory Assemblies
10. Download Sub Totals
11. Download Standard Terms
12. Download Data Driven Terms
13. Download Ship Vias
14. Download Customer Types
15. Download Sales Persons
16. Download QB Tax Codes
17. Download Tax Codes
18. Download Tax Schedules
19. Download Customers
20. Upload Customers
21. Download Sales Orders
22. Upload Sales Orders
23. Upload Invoices