QuickBooks Online Invoice Integration Follow
The Printer’s Plan - QuickBooks Online integration allows you to send invoice data from Printer’s Plan to QuickBooks Online.
Because QuickBooks Online does not have a direct import utility, the use of a 3rd party tool, Transaction Pro, is required. For pricing information and licensing options relating to this software please contact Transaction Pro at https://www.transactionpro.com
Part 1: Configuration Settings
Initialize Transaction Pro
Before you can send invoice data from Printer’s Plan to QuickBooks Online you will need to connect Transaction Pro to your instance of QuickBooks Online. Please refer to instructions and documentation provided by Transaction Pro for the steps involved to create this connection. (https://www.transactionpro.com/support/).
Part 2: Exporting Invoice Data from Printer’s Plan
Create the export file
Invoice data can only be exported to QuickBooks Online after a job has been posted in Printer’s Plan. To create the export file for QuickBooks you will need to know the posting number.
To find a posting number, in the Reports section enter a Date Range at the top middle portion of the screen and Select the Posting Journal/Regular Sales report. This report will list all the postings for the selected time period. The first column of this report will display the Posting Number:
Once you have the posting number, navigate to the Reports section of Printer’s Plan and open the Custom Queries folder. In this folder select the QBO - Invoice Report and a window will appear prompting for a posting number. Enter the posting number and click Ok.
This will list all the invoice data for the selected posting number. At the top of the screen click the Export button, and in the Export window select All Rows and click Ok.
An Export to File window will appear allowing you to save the export file to the location of your choice. In this window click Save to create the export file.
A window will appear indicating the data was successfully exported and ask if you want to open the file, click No.
The file is now ready to be imported into QuickBooks Online. It is important to note that credit invoices will not be included in this export file. This type of transaction has to be manually entered in QuickBooks Online.
Part 3: Importing Invoice Data to QuickBooks Online
Import the data
Open up QuickBooks Online and from the Dashboard screen select the Apps menu option.
On the Apps page select the My Apps tab, Transaction Pro should be listed and from the Action button, select Launch.
If Transaction Pro is not listed as an available app please contact support at Transaction Pro for steps on activating this connection. (https://www.transactionpro.com/support/)
When the Transaction Pro application launches, on the ‘What Would you like to do today?’ window, click the Import button.
On the Import Type window, select Invoices.
On the Upload Files page, click on the Drop files here to upload part of the window and file selection window will appear. Browse and select the export file generated from Printer’s Plan and click Open.
Once the file is listed, click the Select File & Sheet button:
On the Select File and Sheet page, click the Import Sheet button.
On the Match Columns to QuickBooks Fields window, click the Preview and Import button.
A window will appear allowing you to preview the data, click the Import button to import the data.
A confirmation window will appear asking if you want to import the selected records, click Yes.
A message will appear indicating the data was imported successfully.
Return to QuickBooks Online and you will be able to view the imported invoices.
