Quickbooks is a popular online accounting package. CourseSales.com offers a service that automatically creates Sales Receipts from your registration/document workflow. You can for example, automatically add a Sales Receipt when a customer has registered, or alternatively when a customer has paid online, eg via paypal, ezidebit or worldpay. There are many ways that you can arrange to receive payment: during the registration process, or from Quickbooks. Talk to us about how you wish to work and we will work out the best way to meet your needs.

You will need

• At least a QuickBooks Online Simple Start account

• A username and password enabled to invoice your customers

• Your item codes set up to EXACTLY match those within CourseSales.com

• Your item names set up to EXACTLY match those within CourseSales.com

• A Batch Processor role, username and password, with the service set up.

The way it works

An export map ‘Quickbooks Sales Receipt creation’ is linked to a process rule, and when executed the export item is stored in the export queue. Our Batch Processor service scans the export queue regularly, and automatically adds a Sales Receipt when it find a matching export item. The export item is then marked ‘processed’ once the Sales Receipt has been created.

• Sales Receipts will be sent from CourseSales.com and the Quickbooks invoice is assumed to be for accounting purposes.

• Sales Receipts from CourseSales.com that are non-course items like extra items purchased at registration will be one figure, not split.

• Customers are identified by their email address, ie each invoice creates a new customer based on the email address, only the email address is added

• The Payment Method name in CourseSales.com must match that in Quickbooks

• The reference number will include the unique internal document identifier, eg 128634

• The invoice message will include the unique external document identifier, eg AVGSQNN

• It is assumed that your courses will be set up as non-inventory products

• The price is specified as the Agreed Price at the time of creating the invoice automatically - the system does not use the default price specified within Quickbooks

To set this up

1. Create four fields

Quickbooks product name, Quickbooks username & Quickbooks password

Quickbooks product name

• Name: Quickbooks product name

• Label: Quickbooks product name

• Tooltip: The maximum length is 30 characters

• Type: Text

• Visibility: Public and private

• HTML class for width: 50%

• Min length: 3

• Max length: 30

Quickbooks username

• Name: Quickbooks username

• Label: Quickbooks username

• Type: Email

• Visibility: Public and private

• HTML class for width: 50%

• Validator: eMail Address Validator

Quickbooks password

• Name: Quickbooks password

• Label: Quickbooks password

• Type: Text

• Visibility: Public and private

• HTML class for width: 50%

2. Add the Quickbooks product name to the Course Category options form

3. Add the Quickbooks username and Quickbooks password to the Branch options form

4. Create an Export Map with the following fields, order is important:

5. Add the export map to the chosen document process rule

6. Notify CourseSales.com that you have set this up and we will ensure your Batch Processor is working as expected to create your invoices.

How to use this service

Once this is setup you should not need to do any further work other than:

• When adding new courses remember to add these to Quickbooks

• Ensure CourseSales.com categories are synchronized with Quickbooks product names and that CourseSales.com Quickbooks item name are synchronized with Quickbook’s product names.

• Troubleshoot when an invoice is not created as expected - check the export queue and your configuration.