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Boomi Widget for Salesforce and QuickBooks User Guide

Once you have installed and configured the Widget, it will run seamlessly in the background. For help installing the Widget, see the QB Desktop or QB Online Install Guide.

Atom must be running - QuickBooks Desktop Widget only The Atom must be running on your QuickBooks PC for the sync to run. No data will be synced if the Atom is offline. Because QuickBooks is a desktop application, the Desktop Atom must be running under a Windows user that remains logged onto the PC to access the company file. If that Windows user logs off, the Atom will stop running.

Attention Trial Users Remember that during your free trial, the Widget does not sync data automatically on a schedule. You must initiate the sync manually. To do so, with Salesforce go to the Boomi Widget for QuickBooks application, and then QuickBooks Integration Setup >> My Integrations and click Run Now next to the Widget name.

Overview - How the Widget Works

The main purpose of the Widget is to perform the ongoing sync of transactions between Salesforce and QuickBooks as you close opportunities, invoice customers, and receive payments.

The typical business work flow for which the Widget is built is as follows:

1. A new customer Account is created in Salesforce. The Account will not be synced to QuickBooks until it has at least one closed/won Opportunity associated with it.
2. A new Opportunity with one or more Products is created in Salesforce for that Account.
3. The Opportunity is updated to closed/won.
4. The Account and Opportunity are synced to QuickBooks.
   1. The QuickBooks Customer is either created or updated in QuickBooks (depending on your Sync Preferences).
   2. A new Sales Order, Invoice, or Sales Receipt transaction is created in QuickBooks depending on the Transaction Type you specified on the Opportunity.
5. Updates to the Salesforce Opportunity or QuickBooks transaction will be synced to the other system (certain restrictions apply).
6. QuickBooks Invoice information is synced to a Salesforce Invoice custom object. For "Invoice" Opportunities, this happens immediately and for "Sales Order" Opportunities, this happens when a user invoices the Sales Order. Sales Receipts are never invoiced.
7. As Payments are received against those Invoices in QuickBooks, the outstanding balance is updated on the Invoice in Salesforce.

To support these business processes, the Widget performs several additional tasks including Customer/Account sync and Item/Product sync to ensure master data records are in sync between both applications. The Widget also includes a one-time QuickBooks Invoice Migration to import Invoice history into Salesforce for reporting.

The first time it runs, the Widget will perform several one-time "matching" and validation processes:

• Matches existing Salesforce Account and QuickBooks Customers
• Matches existing Salesforce Products and QuickBooks Items
• Validates the Widget's custom fields have been added to at least one Page Layout within Salesforce
• Validates the Salesforce Standard Price Book is active.

If any of these processes or validations fail, the Widget will not sync data. Check the Widget's View Activity or Sync Log for more information and/or error messages.

The following sections describe how each process works in greater detail.

Syncing Accounts and Customers

The Account/Customer Sync is a bidirectional sync that ensures Customer master information is kept up to date in both applications. As you add and modify Salesforce Account records, the changes are automatically synced to QuickBooks Customer records and vice versa. By default, only Salesforce Accounts with at least one closed/won Opportunity will be synced. Only "Active" QuickBooks Customers will be synced.

The Account/Customer sync cannot be disabled because all the subsequent syncs depend on customer information being in sync. This means that QuickBooks Customers and Salesforce Accounts with at least one closed/won Opportunity will always be synced. In the Widget preferences, you can choose to allow updates to QuickBooks information by checking the "Allow Salesforce to modify QuickBooks records" option (disabled by default).

The first time the Widget runs, it will scan through all your QuickBooks customers and Salesforce Accounts and attempt to match existing records based on exact Name matching (Customer Name must be unique in QuickBooks).

If a new Salesforce Account has a primary Billing Contact defined, the billing address information will be taken from the Contact record's Mailing address. To designate the primary Billing Contact, add or edit the Contact and check "Is Billing Contact". The Widget does not use the Salesforce Account Contact Role object.

In the event of a conflicting update, the QuickBooks update will "win". For example, if the same customer was updated in both QuickBooks and Salesforce between syncs, the information from the QuickBooks version will overwrite the changes made in Salesforce.

QuickBooks Jobs are not synced. The Widget defines a Job as a Customer record with Job Status not equal to "None". Customer records with Job Status equal to "None" are treated as "sub-customers" comprising a corporate hierarchy and are synced to Salesforce as such.

Address data is synced specially:

QuickBooks Desktop Widget

QuickBooks Online Widget

When syncing Salesforce to QuickBooks, the QuickBooks address is only set during new customer creation. Address data is not synced during subsequent updates even if the "Allow Salesforce to modify QuickBooks records" is checked. This is to prevent important billing information from being inadvertently updated. When syncing QuickBooks to Salesforce, the address data is mapped to the Salesforce Billing and Shipping Address Block fields, not the native Salesforce Billing/Shipping Address fields. These Address Block fields are essentially read-only; modifying their values will not be reflected in QuickBooks.

Bill To and Ship To Address information IS synced in both directions and will update QuickBooks (if your Sync Preferences are set to allow modifications to existing QuickBooks records). Furthermore QuickBooks address information WILL update the native Salesforce address fields along with writing to the custom Address Block fields.

Salesforce Custom Fields

Object	Field	Description
Account	Billing Address Block	Read only field to display the Billing Address from QuickBooks. Populated by the Widget.
Account	Credit Limit	QuickBooks credit limit (optional).
Account	External Account ID (ID)	QuickBooks internal record ID. Populated by the Widget.
Account	Last Sync Date	Last time the record was synced by the Widget. Populated by the Widget.
Account	Sales Rep	QuickBooks Sales Rep initials (optional). Must match sales rep initials configured in QuickBooks.
Account	Shipping Address Block	Read only field to display the Shipping Address from QuickBooks. Populated by the Widget.
Account	Sync Me	Indicates record has changes to be synced. Populated by the Widget.
Account	Terms	Default payment terms for this customer (optional). You can add picklist values but they must match the Terms configured in QuickBooks.
Contact	External Account ID	QuickBooks internal record ID. Populated by the Widget.
Contact	External Contact ID (ID)	QuickBooks internal record ID. Populated by the Widget.
Contact	Is Billing Contact	Indicates this Contact is the primary Billing contact for the Account. An Account can only have one Billing contact. Selecting a different contact will deselect the previous contact.
Contact	Last Sync Date	Last time the record was synced by the Widget. Populated by the Widget.
Contact	Sync Me	Indicates record has changes to be synced. Populated by the Widget.

(ID) - Denotes External ID

Review the Field Mapping for more information.

Syncing Won Opportunities

The Opportunity Sync exports closed/won Opportunities along with their Opportunity Products from Salesforce and creates an Invoice, Sales Order, or Sales Receipt transaction in QuickBooks based on the Transaction Type selected on the Opportunity.

By default, the address for the QuickBooks transaction will come from the QuickBooks Customer record, however you can override for a given Opportunity by selecting a primary Opportunity Contact. On the Salesforce Opportunity, scroll down to the Contact Roles section and click New to add a new Contact Role. If you do not see this section, contact your Salesforce administrator to add it to the Page Layout and/or modify your User's permissions. Select or create a Contact, choose a Role, and be sure to mark it as the Primary. When the Opportunity is synced, it will use this Contact's Mailing and Other address information, if populated, as the QuickBooks Bill To and Ship To addresses, respectively. If either or both of the Contact's addresses are blank, QuickBooks will simply use the address from the Customer record.

The Opportunity Sync is enabled by default. You can disable it by unchecking the "Sync Won Opportunities to QuickBooks" option in the Widget preferences. The Opportunity Sync also respects your preference for "Allow Salesforce to modify QuickBooks records". Additionally, you can control if changes made to those QuickBooks transactions should be reflected on the original Opportunity. This is enabled by default, however you can disable syncing updates if you do not want the Opportunities to be modified for historical tracking or audit purposes.

For an Opportunity to be synced, it must:

• Be in a closed/won Stage
• Have at least one Opportunity Product
• Have a Transaction Type selected
• Be associated with an Account that has been synced (i.e. the Account has an External Account ID value)

After the Opportunity has been synced successfully, subsequent changes to the Opportunity including changes to line items will only be synced to QuickBooks if:

• The "Allow Salesforce to modify QuickBooks records" preference is enabled
• The transaction type is Sales Order
• The Sales Order has not been fully invoiced in QuickBooks.

Additional notes:

• Only Opportunities closed/won or modified after the Widget is installed will be synced. The Widget will not extract all the closed/won Opportunities that already exist in your Salesforce.
• After being synced to QuickBooks, changes to Invoice and Sales Receipt Transaction Types will not be synced to QuickBooks. This is to preserve the Invoice or Sales Receipt details captured in QuickBooks that may have already been billed to the customer. However if you need to recreate the transaction for some reason, you can do so by deleting the transaction in QuickBooks, then update the Opportunity by clearing out the External Transaction ID value.
• Once a QuickBooks Sales Order has been fully invoiced, changes made to the Opportunity will not be synced to QuickBooks.

Address data is synced specially. When syncing Salesforce to QuickBooks, the QuickBooks address is only set during new transaction creation. Address data is not synced during subsequent updates even if the "Allow Salesforce to modify QuickBooks records" is checked. This is to prevent important billing information from being inadvertently updated. When syncing QuickBooks to Salesforce, the address data is mapped to the Salesforce Billing and Shipping Address Block fields, not the native Salesforce Billing/Shipping Address fields. These Address Block fields are essentially read-only; modifying their values will not be reflected in QuickBooks.

If there are specific Opportunities that you do not want to sync, simply set the Transaction Type to "None" and they will never be synced.
Note not all transaction types are supported in every QuickBooks edition. For example, Sales Orders are not available in Desktop Pro and any Online edition. If you use one of those editions you will need to select either Invoice or Sales Receipt on the Opportunity.

Salesforce Custom Fields

Object	Field	Description
Opportunity	Billing Address Block	Read only field to display the Billing Address from QuickBooks. Populated by the Widget.
Opportunity	Class	QuickBooks class for this transaction (optional). Must match a Class name configured in QuickBooks.
Opportunity	Due Date	Due date for this transaction (optional, will default to current date if omitted).
Opportunity	External Transaction ID (ID)	QuickBooks internal record ID. Populated by the Widget.
Opportunity	External Transaction Number	QuickBooks Sales Order, Invoice, or Sales Receipt number. Populated by the Widget.
Opportunity	Last Sync Date	Last time the record was synced by the Widget. Populated by the Widget.
Opportunity	PO Number	PO number for reference (optional).
Opportunity	Sales Rep	QuickBooks Sales Rep initials. Must match sales rep initials configured in QuickBooks.
Opportunity	Ship Date	Ship date for this transaction (optional, will default to current date if omitted).
Opportunity	Shipping Address Block	Read only field to display the Shipping Address from QuickBooks. Populated by the Widget.
Opportunity	Shipping Method	Shipping method for this transaction (optional). You can add picklist values but they must match the Shipping Methods configured in QuickBooks.
Opportunity	Sync Me	Indicates record has changes to be synced. Populated by the Widget.
Opportunity	Terms	Payment terms for this transaction (optional). You can add picklist values but they must match the Terms configured in QuickBooks.
Opportunity	Transaction Date	Transaction date for this transaction (optional, will default to current date if omitted).
Opportunity	Transaction Type	Type of transaction to create in QuickBooks (required). Options are: Sales Order, Invoice, or Sales Receipt. Cannot be modified once the Opportunity is synced.
Opportunity Product	External Line ID (ID)	QuickBooks internal line ID. Populated by the Widget.
Opportunity Product	External Line Index	QuickBooks line index. Populated by the Widget.

(ID) - Denotes External ID

Review the Field Mapping for more information.

Syncing Items

The Item Sync is a one-way sync that exports Item records from QuickBooks and creates new Products in Salesforce and adds them to your Standard Pricebook. The first time it runs, The Widget will export all QuickBooks Items to Salesforce. After the initial sync it will only sync changes. The export does not look to match existing Salesforce Products and does not replicate the QuickBooks Item hierarchy in Salesforce. Only "Active" QuickBooks Items are synced. Existing Salesforce Products are not synced to QuickBooks as new Items.

Custom item pricing contained in QuickBooks Price Levels is not synced to Salesforce Pricebooks. Items exported from QuickBooks are only added to the Salesforce Standard Pricebook, with the Base Price/Rate mapped to the Standard Price.

The Item Export is turned on by default to ensure Opportunity Products will be synced properly. You can disable it by unchecking the "Sync QuickBooks Items to Products" option in the Widget preferences, however you must ensure the Salesforce Product Codes match the QuickBooks Item Full Name exactly. The Full Name means all the QuickBooks hierarchy levels separated by colons (for example "Direct:Online:Widgets").

The following QuickBooks Item types are supported

• QuickBooks Desktop: Services, Inventory Parts, Non-Inventory Parts, Other Charges, Discounts, Fixed Assets, and Item Assemblies (note: Assembly components are not indicated in Salesforce). Item Groups are not supported.
• QuickBooks Online: Services
  QuickBooks Desktop only: The Item Sync must be enabled to sync Inventory Item quantities.
  QuickBooks Desktop only: If enabled, only quantities from Inventory Part-type Items are updated in Salesforce.

Salesforce Custom Fields

Object	Field	Description
Product	External Item ID (ID)	QuickBooks internal item ID. Populated by the Widget.
Product	Last Sync Date	Last time the record was synced by the Widget. Populated by the Widget.
Product	Quantity Allocated	Current quantity allocated. This value represents the quantity on pending sales orders. Populated by the Widget. QuickBooks Desktop only.
Product	Quantity On Hand	Current quantity on hand. This value does not include quantities on pending orders. Populated by the Widget. QuickBooks Desktop only.
Invoice	Sync Me	Indicates record has changes to be synced. Populated by the Widget.

(ID) - Denotes External ID

Review the Field Mapping for more information.

Syncing Invoices

The Invoice Sync is a one-way interface that imports QuickBooks Invoice records into Salesforce to provide greater visibility into Customer's current financial status and to allow you to take advantage of Salesforce's reporting capabilities.

Sample Invoice

Invoices are extracted from QuickBooks and added to Salesforce as custom Invoice and Invoice Item objects. If the QuickBooks Invoice came from an Opportunity (either directly from an Invoice-type Opportunity or indirectly from a Sales Order-type Opportunity), the Invoice is linked to that Opportunity. If the QuickBooks Invoice cannot be traced back to an Opportunity, the Invoice will be created without an Opportunity link. Alternatively, in your Sync Preferences you can configure the Widget to create a "placeholder" Opportunity, to which the given Invoice would be linked. Subsequent changes to the QuickBooks Invoice will be synced to Salesforce, including the Invoice's outstanding balance as payments are received and applied. This gives Salesforce users the current status of the Invoice.

As a best practice, it is recommended you create Opportunities and let the Won Opportunity Sync create the appropriate QuickBooks transactions and create invoice from those generated transactions (if applicable), instead of creating unrelated invoices directly in QuickBooks.

Invoice records should not be created or modified directly in Salesforce. This will result in discrepancies with the information contained in QuickBooks.

The Invoice Sync is turned on by default. You can disable it by unchecking the "Sync Invoices to Salesforce" option in the Widget preferences. If you would like the Widget to create new Opportunities for Invoices that did not originate from a Salesforce Opportunity, check the option for "Create Missing Opportunities" (turned off by default).

Opportunities created by the Widget will have the Stage set to "Migrated".

For the Invoice Sync to function properly, make sure your Sync Preferences are set to "Sync Won Opportunities to QuickBooks".

Additional notes:

• Only Invoices created or modified after the Widget is installed will be synced. If you want to sync historical Invoices, use the Invoice Migration options.
• Sales Receipts are not invoiced in QuickBooks so Sales Receipt-type Opportunities will never have Invoices.
• There is a many to many relationship between Opportunities and Invoices, achieved through the use of the InvoiceOpportunityLinks custom object. This allows for partial invoicing (e.g. multiple Invoices per Sales Order) and consolidated invoicing (multiple Sales Orders per Invoice).

Salesforce Custom Fields

Object	Field	Description
Invoice	Account	Lookup reference to the Salesforce Account for this Invoice.
Invoice	Billing Address Block	Read only field to display the Billing Address from QuickBooks. Populated by the Widget.
Invoice	Class	QuickBooks class for this transaction.
Invoice	Due Date	Due date for this transaction.
Invoice	External Invoice ID (ID)	QuickBooks internal record ID. Populated by the Widget.
Invoice	Invoice Date	Transaction date for this Invoice.
Invoice	Invoice Number	QuickBooks Invoice number. Populated by the Widget.
Invoice	Is Paid	Checked when outstanding balance is $0.00. To facilitate reporting.
Invoice	Last Sync Date	Last time the record was synced by the Widget. Populated by the Widget.
Invoice	Outstanding Balance	Remaining unpaid amount for this Invoice.
Invoice	PO Number	PO number for reference.
Invoice	Sales Rep	QuickBooks Sales Rep initials.
Invoice	Ship Date	Ship date for this transaction.
Invoice	Shipping Address Block	Read only field to display the Shipping Address from QuickBooks. Populated by the Widget.
Invoice	Shipping Method	Shipping method for this transaction.
Invoice	Subtotal	Total amount of this Invoice including sales tax.
Invoice	Sync Me	Indicates record has changes to be synced. Populated by the Widget.
Invoice	Terms	Payment terms for this transaction.
Invoice Item	Amount	Amount (rate x quantity).
Invoice Item	Description	Description.
Invoice Item	External Invoice Line ID (ID)	QuickBooks internal line ID. Populated by the Widget.
Invoice Item	Invoice	Master-Detail reference to Invoice.
Invoice Item	Invoice Item Number	Auto-incrementing number.
Invoice Item	Product	Lookup reference to Product. Matched on Product Code.
Invoice Item	Quantity	Quantity.
Invoice Item	Rate	Rate.
InvoiceOpportunityLink	External ID (ID)	Populated by the Widget.
InvoiceOpportunityLink	Invoice	Master-Detail reference to Invoice. Populated by the Widget.
InvoiceOpportunityLink	Opportunity	Master-Detail reference to Opportunity. Populated by the Widget.

(ID) - Denotes External ID
Note: The Invoice, Invoice Item, and InvoiceOpportunityLink are all custom objects.

Review the Field Mapping for more information.

Migrating Historical Invoices

The Invoice Migration is a one-way interface that imports QuickBooks Invoice records into Salesforce. The Migration works very similarly to the ongoing Invoice Sync with a few notable differences:

1. Invoices are extracted from QuickBooks where the Invoice Date is on or after the Migration Date specified in the Sync Preferences.
2. The historical Invoices will never be linked to existing Opportunities.
3. The migration only runs once. If you need to run it again for some reason, please follow these steps to reset the Widget.

The Invoice Migration is turned off by default. You can enable it by unchecking the "Migrate Historical Invoices to Salesforce" option in the Sync Preferences. If you would like the Widget to create new Opportunities for each migrated Invoice, check the option for "Create Missing Opportunities" (turned off by default).

See the Syncing Invoices section for more information and list of custom Salesforce fields.
Opportunities created by the Widget will have the Stage set to "Migrated".

For the Invoice Migration to run successfully, Products must exist in Salesforce for the various items. It is recommended you set your Sync Preferences to "Sync QuickBooks Items to Products", otherwise you will need to ensure the Salesforce Product Codes match the QuickBooks Item Full Names exactly.

Additional notes:

• If you run the Invoice Migration at a later point after Invoices have been created by the ongoing sync, those Invoices will be skipped in the Migration; they will not be duplicated.
• Upon choosing to do the Invoice Migration in your Sync Preferences, the Widget will perform the migration the next time it runs. The migration will only be run once.
• Errors or warnings during the migration are reported via the same daily Sync Log file as other errors.

Custom Mapping

Premium Widgets only

The Premium Widgets allow you to tailor the Widget's field-level mapping to your specific business requirements. You can override the Widget's default field mapping using the standard QuickBooks and Salesforce fields as well as your Salesforce custom fields. The Widget browses your Salesforce organization in real time to find the custom fields defined.

You can configure the mapping during initial setup or at any time afterward by going to Edit Preferences.

To define a mapping, Click to add new row and use the dropdowns to choose specific source and destination fields to link. Note that depending on the object, the field list may contain fields from multiple objects. For example, the Salesforce Opportunity list includes fields from both the Opportunity and Opportunity Product objects. To edit the mapping, simply select different fields from the dropdowns. To remove a mapping, click the "X" to the right. You can add any number of rows for a given mapping. Your organization's custom fields will have "__c" appended to their name.

It is important to understand that a given object mapping is for one direction only: Salesforce to QuickBooks, or QuickBooks to Salesforce, not both. For objects that are synced bidirectionally, you will want to add those fields to the object mapping for both directions if desired. For example, if you had a custom field on the Salesforce Contact object called "Nick Name" and you wanted to sync that with the "Alt. Contact" field on the QuickBooks Customer object, you would want to define that mapping to both the "Salesforce Account to QuickBooks Customer" and "QuickBooks Customer to Salesforce Contact" mappings, like this:

If you create a new custom field in Salesforce, you can revisit the mapping panel for that object and incorporate it into the mapping by following the steps above.

See the Field Mapping for the Widget's default field mapping.

Each time you would like to edit the mappings after the initial installation, for security purposes you must first re-enter your Salesforce password and token on the "My Salesforce Login" panel and click Save. After entering your Salesforce credentials, you can make changes to any number of the panel panels before saving and exiting edit mode.

Additional Notes:

• Mapping customizations are simple, field-to-field mappings. Data transformations or other logic are not supported.
• Not all field mappings may be customized. Certain key fields such as IDs and calculated fields critical to the Widget's proper functioning are not available for customization.
• Only field-level mapping can be customized, not processing logic. For example:
  • Specifying different fields to query or filter out certain records (e.g. only certain Salesforce Record Types)
  • Specifying a different field on which to match records (e.g. Account Number instead of Name)
• The default mappings may be overridden however they cannot be removed.
• QuickBooks custom fields or "Data Extensions" are not supported.
• Salesforce custom objects are not supported.

The following field mappings can be customized:

• Salesforce Account/Contact (Primary Billing) to QuickBooks Customer
• QuickBooks Customer to Salesforce Account
• QuickBooks Customer to Salesforce Contact (Primary Billing)
• Salesforce Opportunity/Opportunity Products/Contact (Primary) to QuickBooks Sales Order (QuickBooks Desktop Widget only)
• QuickBooks Sales Order to Salesforce Opportunity/Opportunity Products (QuickBooks Desktop Widget only)
• Salesforce Opportunity/Opportunity Products/Contact (Primary) to QuickBooks Invoice
• QuickBooks Invoice to Salesforce Opportunity/Opportunity Products
• Salesforce Opportunity/Opportunity Products/Contact (Primary) to QuickBooks Sales Receipt
• QuickBooks Sales Receipt to Salesforce Opportunity/Opportunity Products

Note: The mapping to Salesforce Products or custom Invoice object cannot be customized.

Changing Widget Preferences

You can easily change any of your sync preferences, connection settings, schedules, or custom mappings at any time.

From the Integration Manager, go to the My Integrations tab and click Edit. Use the links along the left side to jump to the different settings. Click Save to update your changes. Upon saving, those changes will be effective immediately.

Sync Preferences

• General
  • Allow Salesforce to modify QuickBooks records - Check this if you want to allow Salesforce to modify QuickBooks records.
• Customer Sync
  • Sync Salesforce Accounts without a closed/won Opportunities - Check this if you also want to sync Salesforce Accounts without a closed/won Opportunity to QuickBooks.
• Opportunity Sync
  • Sync Won Opportunities to QuickBooks - Check this if you want to sync closed/won Opportunities to QuickBooks.
  • Update Opportunities to match linked QuickBooks Transactions - Check this if you want Opportunities to be updated to match changes made in their linked QuickBooks transactions. Assumes the Won Opportunity Sync is enabled.
• Item Sync
  • Sync QuickBooks Items to Products - Check this if you want to import QuickBooks Items as Salesforce Products. If you do not have the Widget sync the QuickBooks Items, make sure the Product Codes in Salesforce match the Item Full Name (including hierarchy) in QuickBooks exactly for Won Opportunities to sync correctly.
  • Salesforce Product Name Mapping - Choose the QuickBooks Item field to map to the Salesforce Product Name.
  • Sync QuickBooks Inventory quantities to Salesforce (QuickBooks Desktop Edition only) - Check this if you want to sync On Hand and Allocated quantities to Salesforce Products. Requires Item Sync to be activated.
• Invoice Sync
  • Sync Invoices to Salesforce - Check this if you want to sync QuickBooks Invoices to Salesforce.
  • Create Missing Opportunities - Check this if you want the Widget to create a new Opportunity for each QuickBooks Invoice that did not come from Salesforce.
• Invoice Migration
  • Migrate Historical Invoices - Check this if you want to migrate historical QuickBooks Invoices to Salesforce.
  • Create Missing Opportunities - Check this if you want the Widget to create a new Opportunity for each QuickBooks Invoice.
    • NOTE If you currently have Opportunities in Salesforce that correspond to QuickBooks Invoices, you should leave this setting unchecked to avoid creating "duplicate" Opportunities. The Invoice Migration will not attempt to link the Invoice to an existing Opportunity.
  • Migration Date - Choose the date from which historical QuickBooks Invoices should be migrated.

Viewing Activity, Sync Log, and Troubleshooting

From the Integration Manager, go to the My Integrations tab, and click View Activity. Here you can see syncs currently in progress as well as past syncs. Use the Status and Date Range filters to narrow or expand the results displayed. Click the Log link for a given sync execution to view its Sync Log. Set the "Minimum Status to Show" to "WARNING" to quickly find warnings and errors.

Note that every time the sync runs, there will be a number of Process entries in the activity history. This allows you to view the detailed execution logs and warnings for each Process to assist in troubleshooting. For example, if Salesforce Accounts were not syncing successfully to QuickBooks, you would look for the "Syncing Salesforce Accounts to QuickBooks" Process and view its logs for more information.

Local Sync Log File

QuickBooks Desktop Widget only

In addition to the log information reported through the View Activity console, the QuickBooks Desktop Widget produces a local log file located within the Atom directory. This daily log file reports the sync activity including errors and warnings. If data is not syncing, check the most recent log file for any application warnings and take the appropriate corrective action. The log files are located in ..\<Atom install directory>\logs\Initializing QuickBooks Sync + <today's date>.

This log contains the same information as the online View Activity, but can be accessed locally.

Troubleshooting and Viewing Errors

Sometimes troubleshooting may require you to review the Widget's detailed sync logs. If the Atom is running on a schedule and no data is syncing, processing errors may have occurred.

For the QuickBooks Desktop Widget, the local Atom must be running to view the detailed log information.

To view the detailed error logs, go to View Activity and look for one or more execution records with a red "X", indicating an error. Set the Status filter to "WARNING" to help narrow the results. When troubleshooting, start with the first error in a given sync sequence and work forward.

Double-click the Message text to view the full summary message. For some types of errors, the summary message will contain sufficient information to identify the problem and correct (e.g. cannot connect to Salesforce due to invalid credentials). However, if you see a generic sync warning such "There are warnings for this sync. Please see the Sync Log for this process to review the detailed warnings.", you will need to view the detail messages.

To view the detailed error information for a specific Process, click the log button (Unable to render embedded object: File (icon-log.png) not found.), then set the "Minimum Status to Show" filter to "WARNING" to narrow the results. For WARNINGs, double-click the Message text to view the full detail message. For SEVEREs, click the Details link to view the detailed error message. The error message is typically contained in the first few lines. If there are multiple WARNING or SEVERE entries, be sure to look at the full message for each.

Depending on the specific problem, some error messages will be self-explanatory, for others, consult the Troubleshooting Tips, Knowledge Base, or contact technical support.

Getting Help If you need assistance with a sync problem, please contact our support team via LiveChat. The support team will ask for your Widget Account ID, found on the About/Preferences screen.

Running the Sync Manually

The sync runs automatically "behind the scenes" but you can also trigger a sync manually if you want it to run in between scheduled syncs.

From the Integration Manager, go to the My Integrations tab and click Run Now. This will notify the Widget to run immediately. You can also initiate the sync manually from within the View Activity screen by clicking Run Now.

Setting Up Email Notifications, Widget Info

To help you monitor the Widget's sync activity, we recommend subscribing to the auto-generated alerts to be proactively notified of problems with the sync. To do so, from the Integration Manager, go to the My Integrations tab, click About/Preferences, then click Edit Subscription. Select an Alert Level ("WARNING" is recommended to only receive notifications when there is a problem with the sync), enter the recipient's Email Address, and click OK.

About/Preferences

The About/Preferences screen also contains system information that is useful for advanced troubleshooting. When contacting Boomi support, be sure to mention your Account ID.

Starting and Stopping the Atom

QuickBooks Desktop Widget only

When the Atom is running, you will see the Atom icon in your system tray:

To stop the Atom, right-click the icon in the system tray and select Stop. If the Atom becomes unresponsive, open Task Manager (right-click the Task Bar and select Task Manager), right-click the atomdesktop.exe process and select End Process Tree.

To start the Atom, go to Start >> All Programs >> Boomi AtomSphere >> Atom - <Atom name> >> Desktop Atom.

Don't forget to restart the Atom after restarting the PC or server. The Atom does not start automatically when the PC or server is restarted or when a user logs into Windows.

Updating the Widget

Periodically new features and fixes are released. Updates to the Widget itself and the local Atom are applied automatically; you do not need to do anything to install or activate these updates. Do not uninstall and reinstall the Widget to update.

Reinstalling the Widget

QuickBooks Desktop Widget only

If you need to reinstall the Widget's local Atom for troubleshooting or any other reason, you can uninstall the Widget without needing to remove/reinstall the Salesforce package. Simply follow the first step of the uninstall instructions below, then go through the Widget setup steps from the Install Guide like you did the first time.

Note: Creating a new Widget instance will provision the Widget in trial mode and generate a new Account ID. If you have already purchased a Widget subscription, contact sales@boomi.com with the new Account ID (see About/Preferences above) to activate the new instance.

Uninstalling the Widget

Uninstalling the Widget is a permanent action that cannot be undone. If you decide to reinstall the Widget at another, you will need to setup a brand new Widget instance.

QuickBooks Desktop Widget

To uninstall the Widget:

1. Uninstall the local Atom on your QuickBooks PC.
   1. Stop the Atom.
   2. Run the uninstall wizard (Start >> Programs >> Boomi AtomSphere >> <Atom name> >> Atom Uninstaller).
   3. Follow the steps in the wizard.
2. Uninstall the Managed Package in your Salesforce organization.
   1. Go to Setup >> App Setup >> View Installed Packages
   2. Click Uninstall next to the "Boomi Widget for QuickBooks" package.
   3. Go through the uninstall wizard steps.

Uninstalling the package will remove all the custom fields and custom objects (including Invoices) created by the Widget along with their data. Your standard object records (Accounts, Contacts, Opportunities, and Products) will not be deleted. Please see your Salesforce documentation about "Uninstalling a Package" for more information.

QuickBooks Online Widget

To uninstall the Widget:

1. Within the Integration Manager, go to the My Integrations tab.
2. Select the Widget instance and click Delete and confirm your choice.
3. Uninstall the Managed Package in your Salesforce organization.
   1. Go to Setup >> App Setup >> View Installed Packages
   2. Click Uninstall next to the "Boomi Widget for QuickBooks" package.
   3. Go through the uninstall wizard steps.

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See Also:

General FAQ
Field Mapping
Common Troubleshooting Tips
Install Guide (QB Desktop, QB Online)