Synchronizer Mappings

Last Updated: Jun 18, 2014 02:48PM EDT

Account Mappings


This screen allows you to setup one-to-one relationships (or mappings) between the most commonly used accounts in ProductCart and their corresponding income accounts in QuickBooks. If you would like to learn more, please scroll down the FAQ page to read the mapping overview.
 
Common Accounts
You can set default mappings for the following accounts:
  • Coupons/ Gift Certificates
  • Reward Points
  • Payment/ Processing Fees
  • Shipping Charges
  • Handling Fees

The mapping process is the same for each account:
  1. Select the search icon next to the account you want to map.
  2. In the pop-up window select the corresponding QuickBooks account.
  3. Click Select Highlighted Account
  4. Finished. The window will close.

Do not attempt to type the name of an account into the account field. You must always use the account selection tool.
 
Tax Accounts
It is important to be aware of how your Web store handles taxes prior to configuring your Tax Accounts in ProductCart Synchronizer. Please check if you are charging tax on shipping and/or handling and whether the setting “Display taxes separately” is set to Yes or not.

Use Line Item Tax?

This setting is extremely important for accurate order transfers. Please read this section carefully.

Select Yes for Line Item Tax if any of the following are True:
  • You are using Tax by Zone
  • You are using a Tax File

QuickBooks only allows one tax item per invoice, sales receipt, or sales order to be exported per order. Therefore, if you have more than one possible tax charge (such as Tax Zones or Tax Files) ProductCart will not export tax at the order level, but rather as line items.

When you use line item tax all tax charges appear as line items on your invoice, sales receipt, or sales order. For line item tax to work correctly:
  • You must have two 0.00% rate tax items in QuickBooks
  • One of those items must be called “Sales Tax”. The generic tax item “Sales Tax” must be 0.00% and have a vendor associated with it. This item will be used for all your line items.
  • The second 0.0% tax item can have any name of your choice. This is the item that you will select on the Accounts Preferences screen. It will be the default tax account associated with all orders. We recommend that you name this account “Tax Calculated On Invoice”, or something similar.

If you do not have these two required items in QuickBooks you must create them now. Make sure each one has a vendor (the tax agency that you pay taxes to is treated as a vendor in QuickBooks). After you create the accounts, use the “Synch Items and Accounts” feature to import them in ProductCart Synchronizer so they appear on your menus. For help creating tax accounts view the .

Select No for Line Item Tax if any of the following are True:
  • You are using Tax by Location
  • You are not using a Tax File or Tax By Zone

When you choose this option QuickBooks calculates the tax on your invoice, sales receipt, or sales order. Your tax account selections in ProductCart must have the same tax rate as their corresponding items in QuickBooks.

Include shipping charges?

Select Yes if you are taxing shipping charges in ProductCart.

Include handling fees?

Select Yes if you are taxing handling fees in ProductCart.
 

Customer Mappings


This screen allows you to setup one-to-one relationships (or mappings) between the customers in ProductCart and their corresponding items in QuickBooks. If you would like to learn more about mapping please read the mapping overview under FAQs.

The way the page looks depends on the current status of your customers. Depending on the status you may view currently mapped customers, a tool to map your customers, or additional alerts and warnings. Each of the items you may find on this page are explained below.
 
Number of Customers Shown
In order to improve performance, the Synchronizer limits the number of customer records loaded per page, based on the selection in the dropdown menu. By default, this is done in blocks of 1,000 customers and it cannot search for a record outside of the range that is currently selected.

If you want to change the number of records for each page range:
  1. Download the file: “QB_Constants.asp”. Make a back-up copy.
  2. Open the file in Notepad or your favorite HTML editor and change the variable “scQB_PageSize” to something other than '1000', but be careful that it isn't too high to affect the performance of the page.
  3. Save the file and upload it back to the Web server.
 
Manually Map Customers
To manually map customers:
  1. Locate the customer
    You can browse through the records shown, or use the built-in search feature. Note that if your store contains more than 1,000 customers, they will be loaded in ranges of 1,000 and the system will not search/browse outside of the selected range. If you cannot find a customer that you know is there, this is the reason, so load another range and conduct your search again. Advanced users: see above under Number of Customers Shown for instructions on how to change the total number of customers shown.
  2. Select the customer
    Click on the radio button on the left of the customer that you wish to map.
  3. Map it to QuickBooks
    On the window that appears, locate the QuickBooks customer account to which you wish to map your Web store customer. You can search by the customer's full name. When you find the customer, click on the corresponding row to select it, and then press the Map to Selected Customer button to complete the mapping process.

You can change the way Customer Names are imported into QuickBooks by making a small change to one of the files on the server. There is a variable contained in the following file that can be changed to import by Last Name first:
 
/pcadmin/QuickBooks/webservice/Web.Config

If you download ad open the file in Notepad or any other editor, you will see the following line:
 
<add key="scLastNameFirst" value="False" />

All you need to do is change the “False” to “True”. Then, save the file and re-upload it to the server. Now, Customers will be imported by Last Name.
 
Automatically Map Customers
Whenever there are customers that have not been mapped, the View/Modify Customer Mappings page will show a Map New Customers button at the top of the page, together with a message indicating how many unmapped customers there are. Click on the button to load the automatic customer mapping page.

You can attempt to automatically map Web customers to corresponding QuickBooks customer account by:
  • Email
  • Full Name

This refers to fields in the customer accounts imported from QuickBooks when you ran the Sync Customers task from the Main Menu. ProductCart Synchronizer will look for matches and create the corresponding customer mappings. You can then review them and delete them, if needed. Depending on the number of customers this task may take several minutes.
 

Product Mappings


This screen allows you to setup one-to-one relationships (or mappings) between the products in ProductCart and their corresponding items in QuickBooks. If you would like to learn more about mapping please read the mapping overview under FAQs.

ProductCart allows you to map any product to a QuickBooks:
  • Inventory Item
  • Inventory Assembly Part
  • Service
  • Non-Inventory Item.

You can map:
  • Standard Products
  • Configurator Products
  • Configurator-Only Items
  • Apparel Products and Sub-Products

You cannot map product options as an individual option attribute (e.g. “Color: green”) is typically not an item in the QuickBooks item list. If it is, then it means that it is likely a “sub-product” according to ProductCart's product definitions (i.e. a product variation that is a stand-alone item). A solution is therefore to use the Apparel Add-on and map the individual sub-products.
 
Current Product Mappings
The way the Product Mappings page looks depends on the current status of your product catalog. Depending on the status you may view currently mapped products, a tool to map your products, or additional alerts and warnings. Each of the items you may find on this page is explained below.

In the section where currently mapped products are displayed (if no mappings exist this section will be hidden), you will see a large grid containing four columns.
  • Select - Click the radio button to open a pop-up of available options.
  • ProductCart Product - Shows the SKU of the product as it appears in ProductCart
  • QuickBooks Item - Shows the Name of the item as it appears in QuickBooks. This is the item that corresponds to the product in the previous column.
  • Trash Can - Click the trash icon to delete the relationship between the items in columns 2 and 3.

To edit an existing product mapping:
  1. Select a mapped product from the list.
  2. A new window will open containing available QuickBooks items.
  3. From the pop-up select the QuickBooks item you want to map the product to and click “Map Selected Product”.
 
Manually Map Products
To manually map a product follow these instructions:
  1. Select a product to map from the grid.
  2. A new window will open containing available QuickBooks items.
  3. From the pop-up select the QuickBooks item you want to map to and click “Map Selected Product”.
 
Automatically Map Products
To automatically map products follow these instructions:
  1. Select which criteria to use (SKU or Product Description)
  2. Click the GO button

For optimal performance this feature will only auto map 500 products at once. Therefore, you may need to run it multiple times. If ProductCart searched the entire database performing matches it could potentially result in a “timeout” (or failure). That is especially true for stores with over 20,000 products.
 
On Screen Alerts
Depending on your preferences you may notice an alert at the top of the screen. The alert system is designed to bring your attention to a particular task or option. For example, if you are tracking inventory and un-mapped products exist you may find the following alert:

There is 1 new product that has not been mapped. Would you like to map this product to a QuickBooks item now? We recommend that you do this to ensure accurate transfers.

The alert above is intended to remind you to map the remaining products so inventory can be tracked. If a product is not mapped inventory cannot be tracked.

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