Frequently Asked Questions

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Here are answers to most common questions. Can't find an answer? Contact us!

Settings

• How do I change the prefix?

  If any single order has been synced then our app will not allow you to change the prefix from your end. Please contact our support team at qbspsupport@parextech.com or from the Contact Us page in the app and our team will change the prefix.

• I want to select the account for payment method but that payment method is not listed in the settings.

  When the first order associated with the payment method syncs to QuickBooks, you will see an option to select the account for that payment method on the 4th tab of our app.

• What is a prefix and how to use it?

  The prefix is prepended to your order number on Shopify. It is more useful when you have multiple Shopify stores and you want to differentiate different store orders in one QuickBooks. For example, If you have order #1001 in Shopify and you have selected the ‘SPY’ prefix in our app settings then our app will sync the order as Invoice number ‘SPY_#1001 in QuickBooks.

• What is the sync start date?

  The sync start date is the date from which your order will start to sync. You can select the auto-sync start date back to the past 2 months.

• What is a QuickBooks Account for Payouts (Shopify Payments)?

  If you are using Shopify Payments as the payment method for credit card processing, you will need this account in your QuickBooks Desktop file to manage the transactions coming in through this mode. QuickBooks Account for Payouts (Shopify Payments) is a Clearing/Holding account that is used as an intermediate account to hold the funds from the sales before they actually, reach your bank account. If you are using Shopify Payments as the payment method for credit card processing, you have a choice whether to use this holding account in our app settings as an intermediate or not. Also, under this option, only "Other Current Asset" type accounts will appear as options for mapping.

• Why do sometimes a newly added account in QuickBooks won’t appear in our app’s dropdown for mapping?

  Whenever any account is added to QuickBooks, you will need to refresh the settings on our app and make sure to run the web connector as well at the same time. When you refresh the settings on our app, our app checks for the updates in QuickBooks. Web connector provides updates to our app. In this process, the newly created accounts in QuickBooks will appear on our app’s dropdown option for mapping.

• I am getting an error (Something went wrong) in Shopify while clicking on the "Test Connection" button.

  Due to some permission issue from QuickBooks, this error may occur when you click on the "Test Connection" button. So please make sure that you are logged in to QuickBooks with the admin user credentials.

Order Sync

• How can I sync back-dated orders than sync the start date allowed in-app settings?

  You can submit the request from the "Backdated Order Sync Request" button available on the App's dashboard page. You can request the backdated order sync after you have synced at least one batch of orders.

• Can the QuickBooks Desktop app sync the invoices created/updated in QuickBooks to Shopify?

  The sync flow for orders is just one way i.e. from Shopify to QuickBooks Desktop. Any order created manually in QuickBooks won't be synced to Shopify. Even if any order synced by our app is updated in QuickBooks, then that particular update won't sync from QuickBooks to Shopify.

• Is the sync flow for the orders automatic?

  Yes, orders will automatically sync to QuickBooks. First, you have to sync some orders manually by clicking on the "Sync Now" button available on our app dashboard. Once you are satisfied with the invoices/sales receipt/sales order created by our app then you can Enable the "Auto Sync" option which will appear on our app dashboard.

• If I make a sale or refund in Shopify will this flow back to QuickBooks to update inventory?

  Whenever a sale or refund is done in Shopify, the quantities are reduced or increased from QuickBooks. This is an internal feature of QuickBooks Desktop.

• The sales and returns would affect the inventory, would this app help to maintain the inventory record in QuickBooks?

  Yes, any sale or refund synced by our app will update stock for the product in QuickBooks and this is an internal feature of QuickBooks. Also, we do have an add-on feature named "Inventory Sync" which you can use if you want to sync product stock quantity from QuickBooks to Shopify.

• Can I sync the customer with Last Name/First Name

  Yes, we can set up a feature to sync Shopify customers with their Last Name/First Name. To set up the feature you will need to contact our support team.

• Can we sync Shopify order notes?

  Yes, we can set up a feature to sync the order notes along with the order in the QuickBooks "Memo" field. To do this you will need to contact our support team and please share an example order so that we can review and set up the feature.

• Can we sync tax as a line item in the order?

  Yes, we can set up a feature where tax will get synced as a line along with the order in QuickBooks. To make sure that it works fine the Shopify tax line and QuickBooks tax line names should match exactly the same because the matching is based on the name. This feature needs to be enabled from the backend so you will need to contact our support team.

• How to map QuickBooks "Inventory Site" with the Shopify orders?

  The mapping will be based on the Shopify order's location, source, channel, etc. So please provide an example of Shopify orders and the corresponding QuickBooks "Inventory Site" name. You will need to reach out to our support team because a feature needs to be enabled for the "Inventory Site" mapping.

• How are Paypal Fees synced to QuickBooks Desktop?

  Paypal fees are synced as "Check" in QuickBooks and it will be synced to the account being mapped for "Paypal Fees" on our app settings page.

• Can the Shopify orders be mapped with a particular QuickBooks invoice template?

  Yes, this can be achieved. You just need to let our support team know about the template name that you want to use for Shopify order sync.

• Does shipping gets synced along with the order if $0 is charged for shipping?

  Yes even if $0 is charged for shipping still the shipping line item will get synced to QuickBooks. But we do have a feature to ignore shipping line sync in that case. That feature needs to be enabled from the backend so you will need to contact our support team.

• Can the invoice number be synced in the payment transaction?

  Yes, we do have a feature to sync invoice numbers in the payment transaction's "Memo Field". Please reach out to our support team as the feature needs to be enabled from the backend.

• Can the customer email address be synced in the order's "Bill To" and "Ship To" fields in QuickBooks?

  Yes, this can be achieved but you will need to reach out to our support team in order to enable this feature for your store.

• Can I sync the customer email address in the QuickBooks order's "Bill To" and "Ship To" fields?

  Yes, this can be achieved by contacting our support team. But if we enable this feature for you then the country code won't get synced to the order's "Bill To" and "Ship To" address fields. The reason is QuickBooks only support 5 lines in the address field and if we sync the customer email as well then there will be 6 lines and so then, in that case, QuickBooks will throw a validation error and the order won't get synced then.

• Can you sync the Shopify order using the QuickBooks order sequence number?

  Sure this can be achieved by contacting our support team as a feature needs to be set up from the backend. We will set up a feature for your store that won't sync the order number provided by Shopify. In that case, QuickBooks should automatically assign a reference number to the invoice/sales receipt based on its own invoice/sales receipt number rule.

• How does the app know if any change related to the product, customer, or tax is done in QuickBooks?

  If any change like add or update is done to the product, customer, or tax in QuickBooks then make sure to click on the "Refresh Settings" button available on our app dashboard and at the same time also run the QuickBooks web connector. This process will make sure that changes done in QuickBooks will be fetched by our app.

General

• Can I use the QuickBooks Desktop app for multiple Shopify stores?

  Yes, the QuickBooks Desktop app works with multiple Shopify stores linking to one QuickBooks account. You have to install our app separately in each Shopify store. The billing and Subscription will be separate for each Shopify store.

• I forgot the Web connector password, how can I get that?

  Please navigate to our app setting page>>Download QWC file tab. Upon clicking on the "Download QWC file" tab you will get an instruction page. It’s the same page that you saw while initially setting up our application. On this instruction page, from the 3rd point, click on the download button. This action will download a new QWC file, however, you can ignore that file as our concern is to just get the password. Once the QWC file is downloaded, then in the 5th point, the password will appear. You just need to copy that password and paste it into the web connector. The QuickBooks web connector will give a pop-up to save the password.

• Is the QuickBooks Desktop app supported in MAC?

  QuickBooks Desktop integration through our app is only supported on Windows. The reason is QuickBooks does not provide a web connector supported by Mac.

• Is the QuickBooks Desktop app supported with all the versions of QuickBooks?

  Our app works only for QuickBooks Desktop-based software such as QuickBooks Pro, QuickBooks Premier, QuickBooks Enterprise, etc. The app does not work with QuickBooks POS versions.

• What is the pricing for the app, and is the inventory sync add-on an additional cost?

  The monthly subscription fee for our app is $40 and the plan includes 1000 orders/month. You will be charged $0.05 per additional order. $200 max charge authorized if orders exceed 1000 orders per month. Inventory sync is an add-on feature and has an additional cost of $5.00 per 500 product variants/month

• Does the app sync item price?

  Yes, if you are using our add-on feature named "Inventory Sync", then product price will also sync from QuickBooks to Shopify and this flow is one way. Every two days, the updated item price gets synced from QuickBooks to Shopify.

Inventory Sync

• Does this app support multi-location inventory sync?

  Currently, multi-location inventory sync is not supported by our app. Our app's primary function is to sync orders from Shopify to QuickBooks as per the settings saved on our app. However, if QuickBooks is your master for inventory and you want the product stock quantity to be synced from QuickBooks to Shopify's default location, then after saving the settings on our app you can subscribe to the add-on feature "Inventory Sync" from the features list tab. The product's on-hand stock in QuickBooks will be synced to Shopify's default primary location.