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The 8 Steps to Complete your Integration with Salesforce and QuickBooks

The 8 Steps to Complete your Integration with Salesforce and QuickBooks

Welcome to the 8 Steps to build your InterWeave Smart Solution. There is a pre-curser document to this one, “Your Onboarding Checklist for your Salesforce to QuickBooks Integration”. If you haven’t had a chance to preview this, please do so now, as it will present the InterWeave Models for you to make your A/R and A/P components visible and ready for your customization.

The main customer portal login is located at http://www.interweave.biz/ – select “Customer Login” on the header top bar.

Your Smart Solutions Technical Specialist will work with you to execute the steps below.

Step 1 – Salesforce Custom Sections & Fields Initial Setup

When you have returned your “InterWeave Salesforce QuickBooks Integration Planning Survey” with Integration Model Selection to your InterWeave Technical Specialist, he will install an InterWeave unmanaged package to create the Custom Sections, Objects and Fields in your Salesforce to support the integration once you have given him a Salesforce User ID and Password with administrative capability.

InterWeave Technical Specialist – To Do:

  • Customize/update Salesforce with mandatory custom Fields & Sections at Object level
  • Customize/update Salesforce with optional custom Fields at Object/Section level

Step 2 – QuickBooks Custom Field & Integration User Setup

InterWeave Technical Specialist – To Do:
  • Customize/update QuickBooks with custom field at Object Level
    • For QuickBooks Desktop we will create a Custom Field in your QuickBooks Customer and Vendor object called “AccountID”. This field is used to bind the Salesforce Account record to the QuickBooks Customer and Vendor record.
    • We will create integration user for your InterWeave company profile.

Step 3 – Connectivity Setup

InterWeave Technical Specialist – To Do:

Setup of your QuickBooks Online Connection

  • For QB Online connection we need QB admin credentials and QB company file name.

Setup of your QuickBooks Desktop Connection

  • For QB Desktop connection we need
    • Direct RDP connection to QuickBooks server
    • QB admin credentials
    • QB company file name and location
InterWeave Technical Specialist – To Do:

The QODBC Driver Installation

The QODBC driver is a part of QuickBooks installation package for QuickBooks Enterprise. The driver is a software that allows InterWeave servers to connect to your QuickBooks installation. It runs automatically when you login and it stays in the background. We will upgrade QODBC driver to the latest version (if required) if it has been installed already with QuickBooks package or install it if it hasn’t been installed.

Note that integration can only work when the Windows user we install this under is logged in.

IMPORTANT!

We must install the QODBC Driver for QuickBooks on your QuickBooks server under the same Windows user the full QuickBooks application is installed under (usually it is Windows server admin), so RDP remote connection to QB server must be provided for this Windows user!

Customer – To Do:
Port 4500 Forwarding and Testing

Implement port 4500 forwarding and test it using telnet (instructions are below).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/outbound connections (TCP/UDP) to install your QODBC Driver with QRemote connector your QuickBooks Company file on port 4500 and to run integration. Please make sure that this is the case (you may need to contact your hosting provider or IT support for that).

Once the RDP remote 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 this)
    • Location of your company file(s) (including filename) on the QB machine (e.g. C:\QBFiles\Company.qbw)
    • Location of your test company file copy (optional)

Port 4500 and Networking

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

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

Testing your connection for correct Port Forwarding

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 server QODBC Connector is installed. Telnet window should open. When it is closed you should see the message in the logging tab of QODBC connector. This test shows that Connector is installed properly and Windows (and other –if present) firewall is properly configured

  • In order to test an external (router) firewall settings follow instruction below:

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 server QODBC Connector is installed. Telnet window should open. When it is closed you should see the message in the logging tab of QODBC connector. This test shows that port forwarding is done correctly and external (router) firewall is configured properly.

Setup of your QuickBooks Windows Server

How to set up QuickBooks Windows Server:

  • Windows user (e.g. admin) under which QODBC Driver and QuickBooks apps are installed must be logged in 24×7 if you want 24×7 integration. It has to be set as auto user meaning that it has to login automatically when server is rebooted.
    • QuickBooks (QB32.exe) must be set in the startup sequence for that server user to make sure that it is re-started when server is rebooted.
    • Only one RDP session should be allowed for that Windows user (e.g. admin).
    • Logging out should not be used for that user if it is started as RDP session.
    • RDP access for that user can be provided for us as well – so we can fix connectivity issues as soon as we notice them.

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 address 67.192.84.146 into From and To fields.

Step 4 – Registration & Solution Profile Configuration on the InterWeave Solutions Portal

InterWeave Technical Specialist To Do

  • Your InterWeave Technical Specialist will pre-populate your Solution with the correct Object and Field selections based on the “Integration Planning Survey” and all transaction forms and screen shots provided by customer at the time of completed survey return, to support your uni or bi-directional integration and assist you with further customization
Customer – To Do
  • Work with InterWeave Technical Specialist to configure the InterWeave Solutions Portal For best result, have Accounting Operations and Sales Operations work with your InterWeave Technical Specialist in completing your Solutions Configuration

Step 5 – Register in the InterWeave Case Management Solution

To create a Case in our Desk.com Case Management Solution, here are the instructions.

Customer – To Do
  1. Go to our home page; www.interweave.biz
  2. At the bottom of the page, under SOCIAL MEDIA, click on the Support Person icon – third from the left.
  3. This will bring you to https://interweave.freshdesk.com/support/home (our Forum)
  4. You will notice one entry; the Login Button (black)
  5. Click on Login, and go to the bottom left of the page; and click on Create an Account
    1. Enter your email address and password to access your Cases
  6. Enter your email address and click on Send Instructions.
    1. You will receive and authentication email titled – InterWeave Smart Solutions support registration
  7. Click on Click Here, this will take you back to the Forum, where you enter your email address and password – you’re in
  8. Click on My Cases to create a new case or to view/update existing cases

Step 6 – Initialization of QuickBooks

Customer – To Do
  • Before you start testing, you need to make sure QuickBooks is ready.
    • Check if QuickBooks connection functioning properly

Log in to your QB server as a user under which the QB app is located. Make sure the QB app is running, no pop-up messages are there including QB login window.

  • QuickBooks must be in Multi-User Mode

Step 7 – Activation of Flows and Testing

InterWeave Technical Specialist To Do

  • Your InterWeave Technical Specialist assist you with specifying Test Cases as relate to the A/R and A/P Models you selected.

Customer – To Do (With the assistance of InterWeave Technical Specialist)

  • Log into the InterWeave Solutions Portal
    • Utility Flows vs. Scheduled Flows
      • When your company profile customization has been completed together with InterWeave Technical Specialist , you click on the “Save and Finish” button on the last page. This action creates your Master Console and both Utility Flows and Scheduled Flows. Utility Flows are for one-off testing of an Object to Object transaction. One-off means that it’s a one to one transaction. For example, if you were going to test a Salesforce Opportunity to QuickBooks Invoice, there is an assumption that you have already run the Salesforce Product to QuickBooks Item and Salesforce Account to QuickBooks Customer, since both are required in QuickBooks to create an Invoice.
  • Commence testing individual Utility Flows (Objects)
    • Customer will need to create test QuickBooks Item(s) to test Salesforce Product(s) first so Product Line Items will be available to be selected under Salesforce Opportunities.
    • Salesforce to QuickBooks Testing:
      • SF Account to QB Customer
      • SF Opportunity to QB Invoice
    • QuickBooks to Salesforce Testing:
      • QB Customer to SF Account
      • QB Invoice to Salesforce Opportunity

Step 8 – Binding and Production

InterWeave Technical Specialist To Do

  • When your testing is complete, you will create a case in our Freshdesk.com Support System to run the binding flows to bind Salesforce accounts to QuickBooks customers – optional step required if you have Customers in QB and in SF already.
    • Create your Case for Binding using our Desk.com Case Management Solution.
    • There will most likely be multiple runs as you correct your Salesforce Account Names to match exactly your QuickBooks Customer and Vendor Names.
Customer – To Do
  • When Data is clean and matched, your InterWeave Technical Specialist will assist you to Log into the InterWeave Solutions Portal, set your Flow timings – and assist you in monitory your InterWeave Solution.

Next Steps – Bulk Loading history from your QuickBooks

InterWeave Technical Specialist To Do

  • If you have selected Smart+ Support, then Bulk Loading (QuickBooks to Salesforce) is available to you for current and prior year.
    • Create your Case for Bulk Loading using our Freshdesk.com Case Management Solution.

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