SalesOutlook Bulk Data Import Quick Reference
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UNDERSTANDING THE QUICKBOOKS INTEGRATION WITH SALESOUTLOOK
To begin using the QuickBooks Integration with SalesOutlook, you must first understand all the prerequisites for the module to operate correctly. You will need the following pieces inside the SalesOutlook Database:
|Tables from QuickBooks (Linked): |Queries in the SalesOutlook Database: |
|Customer |Delete ImportAccountProfiles |
|Invoice |Importing Accounts for QuickBooks |
|InvoiceLine | |
|SalesReceipt | |
|SalesReceiptLine | |
|Macros in the SalesOutlook Database: |Modules in the SalesOutlook Database: |
|1 - Delete and Import for QuickBooks |QuickBooks Modules |
| |QBImport |
| |UpdateAccountID |
| |APDataLoop |
**Please see addendum for the actual SQL queries.
**You must have Microsoft Access installed on your computer for this to work properly.
QUICKBOOKS QODBC DRIVERS (PURCHASE AND INSTALLATION)
In order for the QuicjBooks Integration to work, you must make sure you have purchased and installed the QODBC Drivers from Limited. You can purchase and download the drivers from . The driver itself costs $199.00 dollars. Once the drivers have been purchased you need to install them on the computer that will be the main interface to the QuickBooks data and the SalesOutlook data. It only needs to be installed on the computer(s) that will update the SalesOutlook database with the QuickBooks data. If everything was installed correctly you will see the driver in your ODBC settings on your computer as shown:
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If you need further assistance, please review the text later in this document marked as QODBC help.
HOW IT ALL WORKS
With the programs and files installed and ready to go, you should now be able to start setting up QuickBooks accounts. You should also be able to make sure that SalesOutlook Account Profiles match what is in your QuickBooks.
MAKE SURE ACCOUNTS ARE SETUP IN QUICKBOOKS
Making sure your accounts are in QuickBooks so they can me imported/updated in SalesOutlook is done as follows:
1. Inside QuickBooks,click on “Customers” then “Customer Center”.
2. You should see the following screen:
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3. Now, click on the “Edit” icon ([pic]) then click on the “Payment Settings” tab. You should see the following screen:
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4. You can now enter an Account No: of your choice then click on the OK button when finished.
TWO WAYS TO BE SURE ACCOUNTS ARE GETTING QUICKBOOKS DATA IN SALESOUTLOOK
Option #1
Importing information to SalesOutlook from QuickBooks without having a correspondiong Account Profile record.
Follow the steps below to import new Account Profiles into SalesOutlook from QuickBooks without having a corresponding Account Profile record in the system:
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1. Click on the “Accounts” button in the SalesOutlook Toolbar.
2. Click on the “Access” button in the SalesOutlook Toolbar.
3. After Microsoft Access starts, click on the “Macros” sub-menu in Microsoft Access.
4. Run “1 - Delete and Import for QuickBooks” and the process will begin.
Option #2
Importing information to SalesOutlook from QuickBooks without having a correspondiong Account Profile record using the form interface in SalesOutlook.
1. Click on the “Accounts” button in the SalesOutlook Toolbar.
2. Click on “Actions” then “New QuickBooks Refresh”.
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The following form will appear. You can then click on the “QuickBooks Import” button and the process will begin.
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Please note that the following items should be set inside of Microsoft Access on the SalesOutlookReports Database for all this to work properly.
1. Trust Center Settings must have “Never show information about blocked content” checked on.
2. You can also put on “Trust Center Logging” although it is not necessary.
3. Also, you will need to turn on “Enable all macros (not recommended; potentially dangerous code can run)
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This will insure that the item can run from an Outlook form without any prompts or disabled messages.
THE SALESOUTLOOK QUICKBOOKS USER INTERFACE
Once all accounts have been imported (those accounts that have information in the QuickBooks Account No: field) the interface for viewing the information in SalesOutlook is a snap.
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1. Click on the “Accounts” button on the SalesOutlook menu.
2. Find an account that has the account number assigned and double click on the item.
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3. To see the invoices or sales receipts from QuickBooks, click on the drop down menu item that says “Contacts” and change it to read “QuickBooks Transactions”.
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4. You can now view any one of the invoices or sales receipts listed. Simply double-click on the item to bring it up on the screen for review.
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5. You can see all the pertinent line item detail of the invoice or sales receipt. You also have the option of clicking the “Print Invoice” button to print the document to a printer or a document. (See below)
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EXECUTING A SALES BY CUSTOMER SUMMARY REPORT
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To execute a Sales By Customer Summary report, click on the “Reports” button and select the “Run Report” button to exe ute the SalesOutlook Crystal Report.
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After clicking the “Run Report” button you will see the following:
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SETUP CHECKLIST FOR A SUCCESSFUL IMPLEMENTATION
□ Make sure that the QODBC Drivers for Quickbooks are purchased from Flexquarters Limited and installed as instructed.
□ Be sure QuickBooks is running on your machine or the machine where the QODBC drivers are installed.
□ Make sure that your QuickBooks has Account Numbers (Account No.).
□ Make sure your SalesOutlook Accounts have the corresponding Account Numbers (AccountNumbertxt) that are in QuickBooks.
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