vin65 - transaction pro importer - quickbooks webinar 3_27_2015
TRANSCRIPT
Vin65 & QuickBooks!
Tips and tricks to loading your Vin65 sales into QuickBooks
How it works!
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15 THINGS YOU SHOULD KNOW !
Transaction Pro Importer by Baystate Consulting
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1. How to Get it !
• http://www.transactionpro.com/ • Cost $199.95 a download/license • Comes with free email support for 30
days • Phone support is a minimum of $125 a
call
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Can I use it?!
2. Transaction Pro Importer only works with PCs
3. Transaction Pro Importer will work with the Canadian & Online version of QuickBooks
4. This is a one-way export from Vin65 to this app. Any orders placed directly in QuickBooks do not flow up to Vin65.
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Data Needs to Match!5. All the SKUs in Vin65 must match
exactly to QuickBooks. • If you have a lot of SKUs and are not
planning on tracking inventory through QuickBooks, this may not be worth your time to set up and sync constantly.
6. All your sales reps in Vin65 must match exactly to QuickBooks and be limited to 5 characters.
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Create a Master DTC Customer!
7. Transaction Pro Importer works best when the desire is to sync inventory and total DTC sales with QuickBooks. • It is not recommended to use Transaction Pro
Importer to entirely duplicate all customer data (addressees, credit cards, etc.) in QuickBooks due to QuickBooks data housing limitations.
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• Meaning – by using Transaction Pro Importer you are designating Vin65 as the master customer database and QuickBooks will be the overall financial record.
Not an !Automatic Fix!
8. Transaction Pro Importer does not work automatically when downloaded – it requires set-up and mapping to your QuickBooks chart of accounts and item list in QuickBooks and can be quite daunting. Don’t try this at home. ☺
9. Transaction Pro Importer is a manual synchronization process – you have to export and then import. Most wineries choose to do this weekly, or monthly.
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This is a single, desktop license!
10. Transaction Pro Importer provides a single license – meaning it is local to the desktop you download and set it up on. • Thus, you should install it
on the computer that will be used to import your data routinely.
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Segmentation ok!11. You can segment your sales by
classes or type from Vin65 to QuickBooks (this is accomplished in the set-up and mapping process.)
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Partial Refunds Not OK!12. Partial refunds cannot be uploaded
into QuickBooks. Thus, if you have this feature turned on in Vin65, you may not wish to use it. • Example – if you are refunding shipping
on an order, it is better to completely void/cancel/ refund the entire order and re-enter without shipping than to perform a partial refund on just the shipping.
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However…!
13. Fully voided/refunded orders should not be uploaded into QuickBooks. This may require some removal/manipulation of the export from Vin65 prior to importing.
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Inventory!14. While the same SKU can exist in
multiple inventory locations within Vin65, this is not possible in QuickBooks.
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15. How to Use it!
• Check for refunds • Download Quickbooks v2 report
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Dowload Report!• Enter in your date parameters in
the white left hand box. • Make sure Type is All. • You probably want to show
individual skus versus bundle skus so you can track inventory.
• Select Submitted and Completed for status.
• Select View Report. • Save the file. This will be called
quickbooksbaystateexport.csv and be in your downloads folder.
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Review before uploading!
• It is recommended you open and scan this file and make sure all these entries are what you want to upload
• Look for negatives – QuickBooks will not accept refunds or partial refunds – remove these order numbers
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Upload to TPI!This is assuming you already mapped it –
which is a ~2 hour process
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Link to your recent download from Vin65
Set to import Sales Receipts
Map and Upload!
• We recommend saving your map and it should reload automatically each time
• Select “Next” through the wizard until it validates and uploads
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Check your work!• Run a Sales Detail Report in Vin65 for the
period you uploaded. Total up the sales. • Run a report in Quick books for the period you
uploaded. Look at the “vin65” Customer and see if the numbers match.
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This only works after you have purchased and installed Transaction
Pro Importer, and completed the following steps!
• Make sure all product skus in Vin65 and QB match • Set up a customer in Quick books to upload all your
Vin65 transactions to • Make this customer nontaxable so tax doesn’t come
over twice as a line item from Vin65 and then is taxed in QB
• Map all discounts and taxes and shipping from Vin65 to how Quick books is set up
• Set TPI settings so it can only import data on existing products and customers, and not create anything new in QB
• All deposits appear in “undeposited” funds so it is easy to manage bank deposits and minus the fees 20
Susan DeMatei WineGlass Marke-ng
707-‐225-‐7178
@sdematei n facebook.com/wineglassmarkeAng [email protected]
