QuickBooks Guide


Introduction

Bluepark's Enterprise Park ecommerce software package is fully compatible with QuickBooks Desktop (UK) accounting software, from version 2008 onwards, all editions excluding SimpleStart and Online.

The transfer of order data from Bluepark to QuickBooks, including both the customer details and the products ordered, is facilitated via an application called the QuickBooks Web Connector by Intuit. The Web Connector runs on the same machine on which QuickBooks is installed, and can be triggered manually or set to run automatically at regular intervals.

Please note that an SSL certificate is required by QuickBooks to securely connect with your site.


Configuration Fields

In order to integrate your Bluepark site with your version of QuickBooks, begin by accessing the Admin Console. Navigate to Site -> Configuration, click on the Payment tab, followed by the QuickBooks tab underneath.

All of the fields marked with an asterisk (*) are mandatory and must be completed for the integration to function correctly. It is crucial to ensure that any data in the fields to be exported from Bluepark matches the data in the corresponding fields within the QuickBooks application, such as the Shipping Item Name and Discount Item Name.


Export Orders As:

This is a mandatory field. You can export Bluepark orders in a number of different ways:

  • Sales Receipts Only - a QuickBooks Sales Receipt corresponds to a Bluepark order which is marked as Paid
  • Invoices and Payments Only - a QuickBooks Invoice corresponds to a Bluepark order which is not marked as Paid, followed by a QuickBooks Payment when the order is Paid
  • Invoices Only - a QuickBooks Invoice corresponds to a Bluepark order which is not marked as Paid, payments must be entered into QuickBooks manually
  • Sales Receipts, Invoices and Payments - this setting combines the three methods detailed above

You may optionally delay the exporting of orders until they have been marked as Completed.


Reference Number:

You are able to determine whether the Reference Number exported with Sales Receipts, Invoices and Payments should be the Bluepark order number, or left blank to use QuickBooks's own internal numbering sequence.


Customer Name:

This is a mandatory field, and the unique identifier in QuickBooks for the Customer (found in the Customer Centre). The unique identifier can be inputted within Bluepark as either a dynamic value, using variables such as %firstname, %lastname and %email, or a static value such as "Online Sales".

If a Customer being exported from your Bluepark site already exists within QuickBooks, you may indicate whether the Customer record should be updated or not.


Item Name:

This is a mandatory field, and the unique identifier in QuickBooks for the Item (the product or service). The unique identifier can be inputted within Bluepark as either a dynamic value, using variables such as , %barcode and %partnumber, or a static value such as "Product". The variable is recommended.

If an Item being exported from your Bluepark site already exists within QuickBooks, you may indicate whether the Item record should be updated or not.


Additional Information - QuickBooks Item List:

The Item List in QuickBooks contains the Items you set up for the products and services you buy and sell, along with certain special Items that perform calculations (such as VAT, shipping and discounts). These appear as line Items on Sales Receipts and Invoices.

From within QuickBooks, go to Lists -> Item List and click on the Item tab to create new Items, edit or delete them. The Item List covers a range of Item types, such as a VAT Item, a Shipping Item or a Discount.


Additional Information - QuickBooks VAT Code List:

As a VAT registered business, you may sell goods and/or services to a VAT registered Customer in an EC Member State. If the EC Customer provides a VAT registration number, VAT will not be charged. To ensure VAT is reported correctly to the appropriate boxes in the VAT 100 Report, you need to ensure the VAT Code used by the Web Connector is set up correctly in your version of Quickbooks.

From within QuickBooks, go to VAT -> VAT Code List and click on the EGS Code. Check that Taxable is selected. If the VAT Item for Sales is greyed out, click on Edit to make changes. Set up the Code so that VAT can be identified against Sales. VAT Items are selected from the Item List.


Shipping and Discount Item Names:

These are mandatory fields, regardless of whether your site handles shipping or discounts. They must both be created in QuickBooks, via the Item List, and must be replicated exactly in Bluepark for the integration to work.


Sales Receipt and Invoice Template Names:

From within QuickBooks, go to Lists -> Templates in order to create bespoke Templates for your sales forms, or alternatively make duplicates of the generic forms and customise them. Give your bespoke forms unique titles and replicate these exactly in the Bluepark fields. You can leave the Bluepark fields blank in order to use the defaults. In this case, the Template that opens is the one that was used for the last form of that type.

You may indicate whether Sales Receipts and Invoices should be marked for printing when they are created.


Default and Credit Term Names:

You can specify particular payment terms on your sales forms. From within QuickBooks, go to Lists -> Customer and Supplier Profile Lists -> Terms List to create new payment terms, edit or delete them. Replicate the titles exactly in the Bluepark fields. You can leave the Bluepark fields blank in order to use the defaults.

You can associate payment terms with individual Customers manually. From the QuickBooks Customer Centre, edit the Customer and select the Preferred Payment Method.


Export Payment and Shipping Methods:

You may indicate whether you wish to export payment methods and shipping methods when exporting orders.


Default Deposit Account Name:

Depending on the methods you use to collect payments, you may wish to specify particular Accounts to record your payments, such as PayPal, Cheque or Bank Transfer. Replicate the titles of your Accounts, as they appear in your QuickBooks Chart of Accounts, exactly in the Bluepark fields. You can leave the Bluepark fields blank in order to record payments as Undeposited Funds. QuickBooks uses the Undeposited Funds account to hold payments collected until you deposit them into your Account register manually.


Income Account Name:

This is a mandatory field. An income Account tracks the source of your income. From the QuickBooks Chart of Accounts, click on the Account tab to create new Accounts, edit or delete them.


COGS Account Name:

This refers to an Account that is used to track the amount paid for goods held as stock items. If required, replicate the title of your Account, as it appears in your QuickBooks Chart of Accounts, exactly in the Bluepark field.


Asset Account Name:

This refers to an Account that is used to track the value of your stock. If required, replicate the title of your Account, as it appears in your QuickBooks Chart of Accounts, exactly in the Bluepark field.


Exclude All Orders Up To:

If you intend to export all of your orders to QuickBooks from the first transfer of data, leave this field blank. Generally, you can continue to leave this field blank, unless you wish to export (or re-export) selected orders to QuickBooks. If you do need to export orders again, you must specify the most recent order number to be excluded, otherwise all orders will be exported automatically.

You may indicate whether you wish to reset the exported status of orders not excluded, enabling them to be exported to QuickBooks again. It is also possible to mark a single order as being exportable by clearing the existing Sales Receipt or Invoice reference. The option to do this can be found via Order Manager -> Order Processor.


Important:

Remember to Save your changes.


Final Steps

Once the configuration has been completed, you will need to download and install the QuickBooks Web Connector which will be used to establish communication between your Bluepark site and the QuickBooks application.

From the Payment: QuickBooks tab in Site -> Configuration:

  • Download the Web Connector application
  • Download the Web Connector file (bluepark.qwc)
  • Enter a Web Connector password

The Web Connector must be installed on the same machine as the QuickBooks application. Once the Web Connector has been launched for the first time, click on Add an Application and use the QWC file you downloaded previously to add Bluepark as a compatible application.

To begin the transfer of order data from Bluepark to QuickBooks:

  • Open QuickBooks
  • Open the Web Connector
  • Tick the box to the left of the Bluepark application
  • Enter the same Web Connector password you entered previously
  • Click on Update Selected

Before you begin the process of transferring any data from your Bluepark site for the first time, remember to create a complete backup of any existing QuickBooks data first. Initial testing on a separate machine is recommended before running the export on your live copy of QuickBooks.


EU VAT MOSS Digital Services

As of 1 January 2015, the place of taxation for digital services sold within the EU is determined by the location of the consumer. Sales are taxed at the VAT rate applicable in the consumer's EU member state. UK suppliers may use the HMRC VAT MOSS system for reporting and payment purposes, rather than having to register in each EU member state they supply to. Any supplies to VAT registered businesses (B2B) are not affected by the new rules.

The QuickBooks Web Connector, which transfers order data from Bluepark to QuickBooks, is limited by design but can be utilised for EU B2C supplies of digital services with some adjustments. The instructions may vary between QuickBooks versions but will be similar to the following.

From within QuickBooks:

  • Create a new VAT Agency by going to Suppliers -> New and in VAT Settings tick Supplier is a VAT Agency
  • Create a custom VAT Return by going to VAT -> Manage VAT -> VAT Setup -> Change VAT Setup

EU B2C digital services must NOT be reported on the UK domestic VAT Return. To differentiate from the domestic UK codes, create VAT Items and VAT Codes for each EU country you supply to, both standard and reduced rates, as needed.

From within QuickBooks, create a VAT Item:

  • Go to Lists -> Item List -> New
  • For Type select VAT Item
  • For VAT Item Name enter, using Ireland as an example, "IE B2C"
  • For VAT Rate enter the relevant VAT rate
  • For VAT Agency select the new VAT Agency you created earlier
  • For VAT Return Box select Tax on Sales

From within QuickBooks, create a VAT Code:

  • Go to VAT -> VAT Code List -> New
  • For VAT Code Name enter, using Ireland as an example, "IE"
  • Select the Taxable radio button
  • For VAT Item for Sales select the new VAT Item you created earlier

Sales Receipts and Invoices will be imported, by customer name, with the UK VAT rate having been applied. Amend each EU B2C order relating to digital services by changing the UK VAT Code to the appropriate EU B2C VAT Code. The VAT total and order total will change accordingly.

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