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How do I manually sync sales to QuickBooks?

Connex for QuickBooks can import historical orders by using a date range or by an order number.

Introduction

When using the date range, you must keep the date span to seven days or less. If you use QuickBooks Pro, Premier, or Enterprise, you must run your Web Connector after prompting a manual sync in Connex.

QuickBooks Online users have no Web Connector to sync, meaning the queued sales will sync automatically within a few minutes. There must be a scheduled task active in scheduled task tab. 

How do I sync certain sales?

Here are the steps:

  1. Login to Connex.
  2. On the dashboard, choose your connection and click manual sync:
  3. Complete the form.
  4. Click sync now.

manualsyncbutton
A popup window will open that says Manual Sync date range is midnight to midnight on the dates selected: example 7/23/24 -7/23/24 is just 1 24 hour time period. You can do a 7 day period if it times out shorten the sync dates.
manualsyncbox

If you use QuickBooks Online, the sync will happen shortly.

If you use QuickBooks Desktop, you must wait for sales to appear in your pending queue. Then you must run your web connector:

  1. In Connex, click settings.
  2. On the left, choose a channel.
  3. Click pending on the left.
  4. Click the transaction tab.
  5. Sales should appear shortly.
  6. In QuickBooks, go to file > app management / update web services
  7. In the web connector dialog box, check the box next to Connex and click update selected:

Can I sync a longer range of sales?

Yes, follow these steps:

  1. Login to Connex and click settings.

  2. Click orders to accounting.

  3. Click advanced.

  4. Click miscellaneous.

  5. Adjust the sync dates: 

  6. Click save.

What are the best practices in manual syncing sales?

Here are the best practices:

  1. If Shopify, clear order status field: In Connex, go to settings. Click orders to accounting. On the right, there is a drop down. When you enter a status like fulfilled, you are pulling sales by their date modified. This field is invisible to Shopify users. Only developers can see it. If the status is clear, you pull by the date created in Shopify. This you can see.
  2. If QuickBooks Enterprise, check the pending queue: In Connex, go to settings. On the left, click pending and click pending transactions. Make sure orders are there, before you run the web connector. If there are 1,000 sales in the queue, the web connector only pulls the first 400. Therefore, you need to run the web connector three times.
  3. If a handful of numbers, just enter them: In Connex, click manual sync to the right of your dashboard connection. Enter a comma separated list of numbers. Syncing sales by a large date range will take more time.
  4. Wait time: The more orders you pull, the longer it will take to sync. If you need to sync 200+ orders to QuickBooks Online, it will take about 5 - 10 minutes. If you are QuickBooks Enterprise, orders will appear in the pending queue in a moment or two. 

I am using QuickBooks Enterprise. The web connector says 0 orders synced successfully. What does that mean?

0 orders success means two things:

  1. There are no orders in the pending queue to download.
  2. You downloaded the first 400 sales from the queue. They all exist in QuickBooks.

Please confirm:

  1. Go to settings > pending > transactions.
  2. Search for the order number.
  3. Run the web connector.
  4. Check the sync activity > error log for errors. If a product mismismatched, for example, then you will see 0 successful syncs.

Can I see a log of activity?

Login to Connex. Scroll past your connections, you will see orders synced successfully and errors. If no orders appear, refresh the log by clicking on the refresh icon at the bottom right. 

Error Log Screenshot:

Successful sync of orders:

newuiactivitylog