InterWeave Salesforce to QuickBooks Docs for Chatbot knowledgebase

Salesforce_QuickBooks

Smart Solution Set Up and Testing

The main customer portal login is located at www.interweave.biz – select “Login” on the main title bar. Your Smart Solutions Technical Specialist will work with you to execute the steps below:

Step 1 – Create custom fields in Salesforce and QuickBooks

• Customize/update Salesforce with mandatory custom fields as identified below
• Customize/update Salesforce with optional custom fields as identified below
• Customize/update QuickBooks with custom fields as identified below

Step 2 – Connectivity Set Up

• If you are connecting to QuickBooks Online – see the first section
• If you’re connecting to your QuickBooks Company file on a server, see instructions below
• Install connector, configure firewall
• Ensure QB connectivity with help of Support
• Make sure you have received the so-called “QODBC URI” string from Support by this point (it looks like this – “jdbc:odbc:CompanyName“)
• Login to edit your company profile (EditCompanyProfile), verify that all your settings are properly filled in and on the last page of settings, put in the QODBC URI (in the correspondingly-named row)

Step 3 – Registration & Solution Configuration on the InterWeave Solutions Portal

• Select New Company? Please Register Here
• Enter your unique registration information (and remember it – it is case sensitive)
• Select your Solution and walk through the Configuration with your InterWeave Technical Specialist
• This takes about 30 to 45 minutes

Step 4 – Activation of Flows and Testing

• Log into the InterWeave Solutions Portal
• Log in and commence testing individual Flows (objects)

SF Object Testing:

• Account
• Sales Order
• Invoice
• Products

Step 5 – Initialization of QuickBooks

• Before you start testing, you need to make sure QuickBooks is ready.

Step 6 – Binding and Production

• When your testing is complete, we will run the binding flows for SF to QB that evening
• Next morning, Log into the InterWeave Solutions Portal, set your Flow timings – and your running.

Step 1 – Create custom fields in Salesforce and QuickBooks

Salesforce Custom Fields

Mandatory

At a minimum, we need three new custom fields for Accounts, one field for Opportunities and one field for Products to be added in Salesforce as soon as possible. They will help with bi-directional flows as well as speed up operations and ensure better linkage between Salesforce objects and QuickBooks records.

Account Record

Go to “Setup” in Salesforce, then on the left side-bar click on “Customize“, then on “Account“, then on “Fields” links. Scroll down to see the list of existing custom fields, and click on the “New” button above that list.

The field type is “Text”, label is “QB Full Name“, maximum length of the field is 210 characters. Continue clicking “Next” and then “Save“.

Click on the “New” button again in the account custom fields list. This time, use the “Date/Time” field type. The label for this field is “QB LastModified“. Continue clicking “Next” and then “Save”.

Click on the “New” button again in the account custom fields list. This time, use the “Picklist” field type. The label for this field is “Active“. Continue clicking “Next” and then “Save”. We always need a custom field with API name of “Active__c” – picklist with two values “Yes” and “No”

Opportunity Record

Click on the left side-bar click on “Opportunity”, and then on “Fields”. Scroll down to the list of existing custom fields and click on the “New” button. The field type is “Date/Time” and label is “QB LastModified“. Continue clicking “Next” and then “Save“.

Product Record

Finally, on the left side-bar click on “Product”, and then on “Fields”. Scroll down to the list of existing custom fields and click on the “New” button. The field type is “Date/Time” and label is “QB LastModified“. Continue clicking “Next” and then “Save“.

Additional Optional Fields relating to your Configuration Selections

In Salesforce

1. Contact Object

a. If your primary contact for an account is determined by a contact-level custom field, we need a custom field with the name of “Level” of type Picklist with following possible values – Primary, Secondary, Tertiary

2. Account Object

a. If you have selected the 30/60/90 option, you will need to create the following custom fields in the Account Object:

Curr Bal Pymts              Currency(9,2)

Acc Recv Over30           Currency(9,2)

Acc Recv Over60           Currency(9,2)

Acc Recv Over90           Currency(9,2)

b. We need the following fields to be accessible by integration user – this means they must be checked “Visable” in the security setting. (below are field names, not labels): If your running Salesforce.com Professional, you will need to go into Page Layout and drag the fields down to make them visible.

• • Account Number
  • Description
  • Fax
  • Employees
  • Parent Account
  • Phone
  • Rating
  • Type
  • Website

c. If your primary contact for an account is determined by contact lookup in account, we need a custom label of “Primary Contact” with a field name of “Primary_Contact” with the type Lookup Relationship (Contacts)

3. Opportunity Object

a. If Transaction number is generated in SF, the custom field that stores the QuickBooks Transaction Number needs to be auto-numbered and unique

b. If your primary contact for an account is determined by contact lookup in account, we need a custom label of “Primary Contact” with a field name of “Primary_Contact” with the type Lookup (Contact).

c. If you are integrating Opportunities to Sales Orders, Sales Receipts, Invoices or Purchase Orders, create the following fields, Text (11) and put them in the QuickBooks Integration section. These fields are unique.

Sales Order Number                  Text (11)

Sales Estimate Number             Text (11)

Sales Receipt Number               Text (11)

Invoice Number                         Text (11)

Purchase Order Number            Text (11)

d. If you are using custom billing and shipping address fields in your opportunities, we expect them to have the corresponding names:

Billing Status                             Text (20)          

Billing Company Name               Text (210)

Billing FirstName                       Text (210)

Billing LastName                        Text (210)

Billing Company Street              Text (210)

Billing City                                 Text (210)

Billing State                               Text (210)

Billing Postal Code                    Text (210)

Billing Country                           Text (210)

Billing PhoneNumber               Text (210)

Shipping Company Name         Text (210)

Shipping FirstName                   Text (210)

Shipping LastName                    Text (210)

Shipping Company Street          Text (210)

Shipping City                             Text (210)

Shipping State                          Text (210)

Shipping Postal Code                Text (210)

Shipping Country                       Text (210)

Shipping PhoneNumber             Text (210)

Product Object

a. If you answered “Yes” on the setting “Salesforce Support for Inventory items cost required” then you need to create two custom fields in the Product Object for Item Cost and Vendor. Their names should be:

• • QB Parent Name

The field type is “Text” and the length is 41

• • Unit Cost

The field type is “Currency” (10/2)

• • Vendor

The field type is “Text” and the length is 41

b. If you answered “Yes” on the setting “Salesforce Support for Item weight required” then you need to create custom field in the Product Object for Item Weight. The name should be:

• • Weight

The field type is “Number” (10,2)

QuickBooks (Custom Fields)

1. Customer Object

a. We always need a custom field named “AccountID”

1. Vendor Object

a. We always need a custom field named “AccountID”

1. Inventory Item Object

a. If binding between Salesforce products and QuickBooks inventory items is done based on product code/item SKU, we need a custom field named “ItemCode” to store the SKU

b. If you answered “Yes” on the setting “SF Support for Item weight required” then we need a custom field named “Weight” to store weight

QuickBooks Address

We will need the path (server) documented so we may put this address in your Configuration.

Step 2 – Connectivity Set Up

Connecting with QuickBooks Online

If you are using QuickBooks Online, do not proceed to The Connector section. Go to http://www.qodbc.com/QODBConline.htm and select Ticket GUID. Do not create the Login GUID, we are looking for the Ticket GUID Key only.

 This will take you directly into QB Online where you will create your connection and upon completion, receive your key. You need to select “No Security” for the QODBC connection to work properly.  Create the Ticket GUID, we are not looking for the Login GUID Key. Please email the key to us.

Connecting with your QuickBooks Company file on a server

Note:  The full version of QuickBooks needs to be installed on the server we’re going to be accessing.  

The FlexQuarters QODBC (IBIZ) Connector

The connector is a very small piece of software that allows InterWeave servers to connect to your QuickBooks installation. It runs automatically when you login and stays in the background. Note that integration can only work when the Windows user you install this under is logged in.

1. 1. Installation is to be done on the same machine that has the complete QuickBooks installation (client, server, DB manager, etc.).
   2. Download ZIPped package from http://interweave.biz/downloads/IW_QBConnector.zip
   3. Open the provided ZIP file package (shown as “compressed folder” in some versions of Windows).
   4. Right-click on the “IW_QBConnector” folder and click “Copy”
   5. Navigate to the “C:\Program Files” directory in Windows Explorer, right-click and click “Paste” (placing the above folder under “Program Files”)
   6. Navigate into the newly-created “IW_QBConnector” folder and double-click on “RunMe.reg” (may appear as simply “RunMe”); click “Yes” when prompted
   7. Double-click on “connector.exe”; a white window may flash briefly, and a square tray icon with “IBiz QuickBooks” tooltip will appear

Note: If you have selected ITX Corp to install “Connection as a Service”, please disregard above.

Port 2080 and your Firewall

Most companies’ servers are behind a so-called “firewall” or similar devices that block external access to improve security. For InterWeave to work, your firewall needs to allow inbound connections to your QuickBooks company file on port 2080. Please make sure that this is the case (you may need to contact your hosting provider or IT support for that).

Once the access is allowed, please send the following pieces of information to support:

• • your static IP address (you may need assistance of your IT contact for that)
  • location of your company file(s) (including filename) on the computer (e.g. “C:\QBFiles\Company.qbw”)
  • location of your test company file copy (similar to above)

Ensuring Connectivity for InterWeave Servers in Salesforce

In Salesforce, Rackspace Servers running InterWeave need to be authorized. Go to Setup, Security Controls, Network Access, New – enter the below addresses (each one is a from/to address).

Note: If you are using the CC Payment Gateway and integrating with First Data, Authorize.net, etc. – you need to enter that server IP address into Salesforce.

The QRemote Connector Installation

The QRemote connector is a very small piece of software that allows InterWeave servers to connect to your QuickBooks installation. It runs automatically when you (the Windows user under which QB and connector are installed) login and stays in the background. Note that integration can only work when the Windows user you install this under is logged in.

1. 1. QODBC driver (QRemote) Installation instructions link: http://www.qodbc.com/qodbcinstall.htm

Note 1: License step must be skipped – license (CD Key) will be provided by Interweave during QB connection setup meeting.

Note 2: Instruction must be executed for installation only – no connectivity steps

1. 2. Link to download QODBC driver (QRemote): http://www.qodbc.com/qodbcDownload.htm.

Note 1: On question “How did you hear about our products?” answer – InterWeave (Integration Technologies Inc.)

1. 3. Implement port 4500 Forwarding and test it using telnet (instructions are below)
   4. Notify us when you are ready for a GTM meeting – we will schedule a GTM connectivity meeting to activate a license (CD key) and connect

Port 4500 and your Firewall

Most companies’ servers are behind a so-called “firewall” or similar devices that block external access to improve security. For InterWeave to work, your firewall needs to allow inbound connections to communicate with the QRemote connector (connecting) to your QuickBooks Company file on port 4500. Please make sure that this is the case (you may need to contact your hosting provider or IT support for that).

Once the access is allowed, please send the following pieces of information to support:

Port 4500 and Networking

In order to establish the correct connection to QRemote connector port 4500 has to be forwarded to a server on which the QRemote connector is installed. Please see port forwarding in your router documentation.

Access to port 4500 has to be open in both external (router) and internal (server) firewalls if both are used.

Testing your connection for correct Port Forwarding

In order to test Port Forwarding please use Telnet from (1) local network and (2) outside of the local network using external IP address of the server where QB company file resides.

Use the following command in cmd (MS-DOS) window:

telnet XXX.XXX.XXX.XX 4500

– where XXX.XXX.XXX.XX is local IP for local testing and external IP for outside testing. Telnet window must open and after it closed log entry must appear in the log of QRemote server.

Testing your connection for correct Port Forwarding      

1. 1. From another computer inside local network run

telnet LLL.LL.LL.LLL 4500, where LLL.LL.LL.LLL is a local IP address of the QB server where QRemote server is installed. Telnet window should open. When it is closed you should see the message in the log window of QRemote server. This test shows that Connector is installed properly and Windows (and other –if present) firewall is properly configured.

1. 2. From another computer outside of local network run

telnet XXX.XX.XX.XXX 4500, where XXX.XX.XX.XXX is an external IP address of the QB server where QRemote server is installed. Telnet window should open. When it is closed you should see the message in the log window of QRemote server. This test shows that port forwarding is done correctly and external (router) firewall is configured properly.

Ensuring Connectivity for InterWeave Servers in Salesforce

In Salesforce, Rackspace Servers running InterWeave need to be authorized. Go to Setup, Security Controls, Network Access, New – enter the below addresses (each one is from/to address filed). 

Note: If you are using the CC Payment Gateway and integrating with First Data, Authorize.net, etc. – you need to enter that server IP address into Salesforce.