Overview
The Sales Invoice Export process auto-creates Customer Invoices in QuickBooks for approved Rootstock Sales Order Invoice and is launched on demand by selecting the Export button. The export process will also attempt to add or match Products and Customers for those Rootstock records that do not have a correspondence in Quickbooks.
NOTE The export process does not currently pass the various “charges” (such as Freight, Handling, Packaging and Order Discount) located on the Rootstock Sales Invoice Header to the QuickBooks Invoice. In order to accommodate these charges, they must be created as Line Charges on the Sales Order Invoice using existing QuickBooks Products.
Navigation
Sales Invoice Export
Fields
Company: The Current User's Company, and the one for which the export will be attempted.
Product Export Qty: The number of products that will be matched or added to QuickBooks Online.
NOTE Products qualifying for export will be those without Financial System Product ID for the user's current Company.
Customer Export Qty: The number of customers that will be matched or added to QuickBooks Online.
NOTE Customers qualifying for export will be those without a Financial System Customer ID or Secondary Customer ID value. If the user's current Company Master > Financial Interface tab, field QuickBooks Primary Company is flagged Financial System Customer ID is used, otherwise, the Secondary Customer ID field is used.
Invoice Export Qty: The number of sales invoices that are approved to export.
NOTE Qualifying Sales Invoice are those approved for the user's current Company Master, but not yet transferred.
Processing
- Navigate to Sales Invoice Export page.
- If this is the first Export to Quickbooks export attempt or an export that occurs after 100 days of last Quickbooks Token refresh, token authentication is required:
- Open Slide Menu by clicking on arrow
located on right top corner of Sales Invoice Export page. - Click QuickBooks Authentication. This will open a new page, click Refresh Token
- If this link is not available, click 'Add Custom Link'.
- In the lower box, set the URL to QuickbooksAuthentication, and flag it to 'Display in new window'.
- An integration page with QuickBook Online will open, input your Quickbook credentials and click Connect.
- QB Token should have been refreshed successfully, navigate to the Sales Invoice Export page one more time and continue with the processing steps.
- Click Export.
- Navigate to Process Log, locate the latest entry with name Sales Invoice Exporter to review successful processing or if any error messages interrupted the process.
- If below error is received, please go back to step 2 and continue
- QuickBooks export API call encountered UNAUTHORIZED status code and could not be completed. Please reset your QuickBooks authorization token and try again.
- If any other error is received, please correct data and attempt process again from step 1.
SEE ALSO
SO Invoice and Credit Memos
QuickBooks Online Interface Setup
Quickbooks Features (Online)
