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Boomi Widget for QuickBooks Online Install Guide

This is the QuickBooks Online Install Guide. For QuickBooks Desktop, click here.

Overview

This guide will instruct you how to set up the Boomi Widget for Salesforce and QuickBooks to integrate with QuickBooks Online.

The Widget is the easiest and quickest way to integrate your Salesforce data with QuickBooks. The Widget is a complete set of pre-built integration processes that does the following:

  • Syncs Customer/Account master data along with Primary Billing Contact
  • Syncs newly closed/won Opportunities from Salesforce to your choice of Invoice, Sales Order, or Sales Receipt in QuickBooks
  • Syncs QuickBooks Items to Salesforce Products (one-way)
  • Syncs Invoices created in QuickBooks to Salesforce
  • Updates Invoices balances as payments are received in QuickBooks
  • Migrates historical Invoices from QuickBooks to Salesforce

Installing and configuring the Widget requires only a handful of steps via a simple web-based wizard, and in a matter of minutes you can be up and running.

Setup and Installation

The high level steps to setup and install the Widget are:

  1. Carefully review the "Before You Begin.." section below and perform any appropriate data cleansing and backup steps.
  2. Salesforce Package Installation
  3. Post-Package Install Salesforce Configurations
  4. Integration Setup

Before You Begin...

General

If you already have records in both applications, it is highly recommended you clean your QuickBooks and Salesforce Customer, Contact, and Product data to remove duplicates and naming discrepancies before syncing. If you have duplicate records in either QuickBooks or Salesforce, subsequent syncs may not behave as expected. The one-time Account/Customer matching process links records based on exact name matching so make sure pre-existing Customers are named consistently. For example, "My Company" and "My Company Inc." or "John S Smith" and "John S. Smith" would not be matched and would be treated as different records. Also make sure any "child" records that appear under different "parent" records are named uniquely. For example, if there was a "Studio 2010" record under both "Professional Music Association" and "Underground Records", those records should be renamed to something like "Studio 2010 (PMA)" and "Studio 2010 (UR)", respectively, to ensure uniqueness.

QuickBooks

  • Supported editions: all Online versions.
  • You will need a login with Master Admin rights to your Company. A user with only "Company Admin" rights will not work.

Salesforce

  • The following editions are supported. To determine which edition you have, log into Salesforce and look at your browser's title bar.
    • Professional - Must have Products enabled
    • Enterprise
    • Unlimited
    • Developer
  • Only Production environments are supported. You cannot install the Widget into a Sandbox/Test environment.
  • The Opportunity Sync requires the use of the Opportunity Products related list. This implies the use of Pricebooks. The Sync will not work if you use a custom lookup field to Product in the Opportunity header.
  • The Opportunity Sync, Product Sync, and Invoice Sync and Migration require the Standard Pricebook to be Active, as all Opportunity Products and Pricebook Entries will be made using the Standard Pricebook. This is the auto-created pricebook named "Standard Price Book".
  • Have your Salesforce user name, password, and security token ready for the User you would like to use for the integration. Note that if you need to reset your token, any other integrated applications will need to be updated with the new token. To obtain your security token, go to Setup >> Personal Setup >> My Personal Information >> Reset My Security Token and click Reset Security Token. You will receive an email from Salesforce momentarily.
  • Your Salesforce user must be assigned to a security Profile with sufficient permissions to download/install packages and have API access. To verify configure user permissions, go to Setup >> Administration Setup >> Users or Profiles. You may need to contact your Salesforce administrator if you do not have administrative privileges.
  • If you do not plan to use the Widget's QuickBooks Item export, ensure the Product Codes in Salesforce match the Item Full Name (includes hierarchy) in QuickBooks exactly for Won Opportunities to sync correctly.
  • The Widget will install an External ID custom field on each of the Account, Contact, Opportunity, and Product objects. Salesforce allows a maximum of three External IDs to be defined for a given object. If you already have three External IDs defined on any of these objects, you will need to modify the existing External IDs to make room for the Widget custom fields.

PC System Requirements

  • Firefox 3.x or Internet Explorer 6.x or higher.

Salesforce Package Installation

  1. To obtain the package installation link, please contact sales.
  2. Choose the Production environment. The Widget does not support installation into Sandbox environments.
  3. Salesforce will prompt you to log in. Click Get It Now again after logging in.
  4. Accept the terms and conditions and click Install.
  5. Enter your Salesforce password again for security purposes.
  6. Click Continue to begin the package installation.
  7. Click Next.
  8. Choose a security level (note: not all Salesforce editions support advanced security levels). If you wish to restrict access to the Widget from general users, choose "Admin access only" or "Select security settings" and configure access for each Profile. When finished, click Next.
  9. Check the box to "Ignore Apex test failures..." and click Install. It may take up to several minutes for the package to be installed.
  10. When asked to deploy the package, click Deploy Now and then Deploy to deploy the package and its custom objects.

The package is now installed.

Post-Package Install Salesforce Configurations

  1. Add the Widget's custom fields and related lists to your existing Page Layouts. Go to Setup >> App Setup >> Customize >> <object type> >> Page Layouts >> Edit and add all of the Widget's custom fields. See details below.
  2. Make sure all the Standard fields listed in the Field Mapping guide are added to the respective Page Layouts as well.
  3. If you use multiple Opportunity Record Types, you must configure the Transaction Type picklist values per Record Type. To do this, go to Setup >> App Setup >> Customize >> Opportunity >> Record Types. For each Record Type,
    1. Click the Record Type Name.
    2. Under "Picklists Available for Editing", click Edit next to "Transaction Type".
    3. Select all the values from the "Available Values" list and use the arrow button to Add them to the "Selected Values" list.
    4. Click Save.

The Widget packages installs a number of custom fields and objects into your organization. In order to view those fields for your Salesforce records, you will need to either use the Standard Page Layouts included in the package or manually add the custom fields and related lists to your existing Page Layouts. If you are new to Salesforce and have not done extensive User Profile, Page Layout, and Custom Field configuration, you may wish to use the Widget's Page Layouts as your base layouts and customize from there to your specific requirements. However, if you have already performed that configuration, you will probably want to add the Widget fields to your existing Page Layouts. You can still use the Widget's Page Layouts as a guide.

The Widget's Page Layouts are not available in Salesforce Professional Edition.

Add the new custom fields from the package at least one of your Page Layouts for each object type: Account, Contact, Opportunity, Opportunity Products (found under Opportunity object), and Product. To do so, go to Setup >> App Setup >> Customize >> <object type> >> Page Layouts >> Edit. We suggest creating creating a section called "QuickBooks Info" and adding all the Widget's custom fields to that section for organization.

To include the Invoice list on the Opportunity layouts, edit the Opportunity layout and add the Related List "InvoiceOpportunityLinks". On the related list block, edit its Properties by clicking the wrench icon and add "Invoice Number" to the list of Selected Fields. This will let you link directly to the invoice(s) associated with the Opportunity. You can also add the Invoice related list to the Account Page Layout if desired.

Attention Salesforce Professional Edition Users

If you use Professional Edition, you will need to add the following custom fields to your existing Page Layouts before running the Widget. The Widget will not work properly until these fields are added to at least one Page Layout.

Make sure all the Standard fields listed in the Field Mapping guide are added to the respective Page Layouts as well.

Below are the Widget's custom fields you should add to your layouts:

Object Custom Fields to Add
Account Billing Address Block, Credit Limit, External Account ID, Last Sync Date, Terms, Sales Rep, Shipping Address Block, Sync Me
Contact External Account ID, External Contact ID, Is Billing Contact, Last Sync Date, Sync Me
Opportunity Billing Address Block, Class, Due Date, External Transaction Number, External Transaction ID, Last Sync Date, PO Number, Sales Rep, Ship Date, Shipping Address Block, Shipping Method, Sync Me, Terms, Transaction Date, Transaction Type
Opportunity Products External Line ID, External Line Index
Product External Item ID, Last Sync Date, Quantity Allocated, Quantity On Hand, Sync Me



Sample Account Page Layout
Sample Opportunity Page Layout
Sample Product Page Layout

Integration Setup

  1. Select the newly-installed Boomi Widget for QuickBooks application from the Application dropdown. This will load the Integration Manager on the QuickBooks Integration Setup tab. Note: Your browser may prompt you to allow "unsecure" content to be displayed. Choose the appropriate option to allow non-HTTPS content to be displayed.


  2. On the Setup New Integration tab, select QuickBooks Online Widget or QuickBooks Online Widget Premium and click Create to launch the Widget configuration wizard.


  3. Introduction - Click Continue.


  4. License - Review the License agreement and click Continue.


  5. Pre-Installation Checklist - Verify the list of prerequisites have been met. Be sure to follow along with this Install Guide while configuring the Widget. Click Continue.


  6. Getting Help - Review the various ways you can get help with the Widget. Click Continue.


  7. My Salesforce Login - Enter the Salesforce user name and password + security token the Widget should use to connect to your Salesforce organization and click Continue.
    • Append your security token to the end of the password. To obtain your security token, go to Setup >> Personal Setup >> My Personal Information >> Reset My Security Token and click Reset Security Token. You will receive an email from Salesforce momentarily. Copy the new token from the email and paste it after your password.
    • Be aware that resetting your security token will require any other applications or integrations using your Salesforce credentials to be updated with the new token.
    • You are re-entering your Salesforce credentials for security purposes. Also, this User does not necessarily have to the Salesforce User you are currently logged in as. For example, you may have a "system" or "integration" User that you use for non-end user connections. However, if you want to use a different User, remember you will need to obtain the security token for that User.


  8. My QuickBooks Company - The Widget must be configured with a Connection Key to be allowed to connect to your QuickBooks Online company. This key is generated using a separate "Connection Setup Interview" QuickBooks wizard.
    1. Click the GET CONNECTION KEY link to launch the QuickBooks wizard in a new window.


    2. Login - Log into QuickBooks Online with your Master Administrator's credentials.


    3. Introduction - Click Continue on the introduction screen.


    4. Connection Name - The Widget will populate the Connection Name for you to "Boomi On Demand". Click Continue. Note: if you already have connections created in your QuickBooks account, you will be presented with a list. If this is your first time installing the Widget, click Create New Connection and then Continue on the next screen. However if you are reinstalling the Widget, you can safely select the "Boomi On Demand" connection created previously.


    5. Access Rights - Select "All Accounting" and click Continue.


    6. Login Security - Choose No to turn off Login Security, confirm the choice, and click Continue. You must turn off login security for Widget to work.



    7. Connection Key - Click Copy to Clipboard to copy the Connection Key and click Continue. You will paste this value back in the Widget wizard in a moment.


    8. Final - Close the browser window and return back to the Widget wizard.


    9. Paste the Connection Key value into the Widget's Connection Key field and click Continue.


  9. Sync Preferences - Select your Sync Preferences and click Continue.
    • 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.
    • 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.


  10. Custom Mapping (Premium Widget only) - These series of steps allow you to define customized mappings for the objects synced by the Widget. Each step represents a single mapping between two objects in one direction (Salesforce to QuickBooks or QuickBooks to Salesforce). Click to add new row and choose a field from each dropdown to define the field mapping. If you do not wish to define any custom mappings for given step just click Continue.
  11. Scheduling - Add and configure a schedule and click Continue. To add a schedule click Add Schedule Entry and select the new entry to edit the schedule settings. If this is your first time installing the Widget, we recommend not defining a schedule to give you greater control over monitoring the initial syncs as you get used to the Widget's functionality. Then when comfortable you can return to the Sync Preferences and set the schedule for automated integration.
    • During your trial period the Widget schedules will not run: the sync must be triggered manually. Once activated, the schedule you defined here will begin running automatically.
    • To avoid hitting Salesforce and QuickBooks API limits, we strongly recommend scheduling the sync to run no more frequently than every 10 minutes.


  12. Installation - Enter a name for your Widget (optional), then select an Alert Level (recommend "WARNING") and Email Address to receive notifications for sync activity and errors.
    • To help ensure quality data, we strongly recommend subscribing to email alerts. This way you will be proactively notified if the sync encounters data or technical problems. You can change the email recipient later.


  13. Click Finish to complete the setup. The integration will be provisioned and configure itself momentarily. When complete, the setup wizard will return you to the Integration Manager.

The Widget is now configured and ready to start syncing data!

What's Next?

With the Widget installed, the first thing to do will be to run the sync to perform the one-time matching of Customers and Items.

  1. Go back to the QuickBooks Integration Setup tab in Salesforce.
  2. Go to the My Integrations tab.
  3. Select the Widget and click Run Now.

Note that the first time the Widget runs, the sync might take a while to complete as it downloads the latest component updates and performs the initial validation and matching. Depending on the number of records in your QuickBooks company and Salesforce organziation, the initial sync could take over 30 minutes. Run times of 30-60 minutes are common for company files with 1000's of customers and transactions.

When the sync finishes, review the View Activity to make sure it completely successfully. If there are any problems, view the logs and consult the Troubleshooting Tips or contact support via LiveChat and make any necessary corrections.

Once the initial matching completes successfully, it's time to put the Widget through its paces. Here's a suggested list of steps to accomplish during your trial:

  1. Create a new Account in Salesforce with a primary Billing Contact.
  2. Create a new closed/won Opportunity in Salesforce and add some Products. Set the Opportunity's Transaction Type to "Sales Order" (if your QuickBooks edition support Sales Orders) or "Invoice".
  3. Run the sync. View the new Customer and transaction in QuickBooks. The Salesforce Opportunity and Account will be updated with QuickBooks information as well.
  4. Invoice the Sales Order in QuickBooks.
  5. Run the sync. View the new Invoice in Salesforce, linked to the original Opportunity.
  6. Receive Payments against the Invoice in QuickBooks.
  7. Run the sync. View the updated outstanding balance on the Invoice in Salesforce.

If you have any questions or run into issues, please contact support via LiveChat or Forums.

When satisfied with the Widget, please contact sales@boomi.com to purchase a subscription and activate

See Also:

User Guide
Troubleshooting Tips
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