How to Link PrintJobManager and QuickBooks Online Systems

PRINTJOBMANAGER > Knowledge Base Documentation

Create a New App in QuickBooks Online 

  1. Click “My Apps” at the top of the page. 

  1. Click the “+Create an app” button.  
  1. On the Create App page, click the “QuickBooks Online and Payments” box as shown below. 
     
 
 

  1. Enter a name in the “What’s your app name?” field, then in the “Select a scope” drop-down, choose “Accounting” and click the “Create app” button as shown below.  
     

 
 
 

Configure QuickBooksOnline Application and PrintJobManager Integration Service 

If you are continuing the procedure from the previous steps, you should be at page titled “Develop your app.” If you are not continuing the procedure from the previous steps, click “My Apps” in the top of the screen, select your App in the Dashboard, and you should be taken to a page titled “Develop your app.” 

  1. Click “Keys and OAuth” under “Production” and locate the two keys: “Client ID” and “Client Secret.” Leave this browser open so that you can copy the values from these fields into the appropriate fields in PrintJobManager.  
     

 
 

  1. Open a new browser window and log into PrintJobManager. 

  1. Go to Settings > Integration Services; locate QuickBooks and click the “Add” button. 
     

 
 

  1. Copy the two keys from QuickBooksOnline and enter the “Client ID” value in the “Quick Books Client Id” field and enter the Client Secret value in the “Quick Books Client Secret” field in PrintJobManager. 

 

 
  
 

  1. The “Use Sandbox?” checkbox is used in conjunction with the “Development” keys from QuickBooks Online. If you enter the “Production” keys, make sure that “Use Sandbox” is unchecked.  

  1. If you choose “Send on Demand,” then TriggerStatus drop-down will be inactive. Go to “Settings > User Groups > [edit group] > Jobs, and at the bottom of the list you will see “Send to QBO on Demand.”  

  1. Copy the PrintJobManager page URL without last parameter (?name=Quick%20Books”). Return to QuickBooksOnline and locate the Redirect URls section of the Keys & OAuth page. Click the “Add URl” button, then paste the URL into the “Redirect URIs” field. Note: There will be two URls listed: the first one is a URl for developers to test the API, and the second is the PrintJobManager URl.  

 
 

  1. Return to PrintJobManager and copy the “Webhook url.”  

  1. Return to QuickBooksOnline and click “Webhooks” under “Production.”  

  1. Paste the Webhook url copied earlier and paste it in the “Endpoint URL” field to configure webhook in QuickBooksOnline for payments. 

 
 
 

  1. Click “Save.” 

Activate Integration 

  1. Return to the PrintJobManager Integration Settings page (Settings > Integration Service > QuickBooks) and click the “Connect to QuickBooks” button. 

 

  1. Enter QuickBooksOnline connection credentials and sign in. 
     

 
 

  1. Check integration settings “Company Id” and “Refresh token” in PrintJobManager. The two fields should contain values. The integration is ready. 

Push Order to QuickBooksOnline  

  1. On the Manage Integration Service page in PrintJobManager (Settings > Integration Services > QuickBooks), click the TriggerStatus drop-down and select the setting to either push jobs automatically or click the “Send on Demand” check box to push orders manually from the user interface.  

 

 
 

  1. To send order manually, click “Send to QBO”. 

 
 

Fields Mapping 

  1. The plug-in matches customers by name (case sensitive). Contact information and addresses will be set only once, during company creation. This information will be taken from the person who places the first order in PrintJobManager for this organization. 

 

 

  1. Click the QuickBooks Online Product drop-down and select the product. If the product is not selected, then the plug-in will use the value from the QuickBooks Online Default Product set in the Integration Settings page. If default product is also empty, then the job will not be sent to QuickBooks Online.  

 

 
 

  1. By default, integration overrides tax values in QuickBooks Online.  

  1. If webhook enabled, integration will automatically receive and create payments in PrintJobManager based on notifications from QuickBooks Online. Payment provider will be “QuickBooks Online.” 

 
 

Summary of Quick Books Integration  

The following details are related to the PrintJobManager-QuickBooks Online integration. 

  1. The following PrintJobManager fields data pass to QuickBooks Online: 
     

PrintJobManager Field Name 
QuickBooks Online Field Name 
Order Number 
Invoice # 
Organization 
Customer 
People Email Id 
Customer Email 
Billing Address 
Billing Address 
Shipping Address 
Shipping Address 
Created Date 
Invoice Date 
Due Date 
Due Date 
Job Name 
Description 
Customer Job Notes 
Message on Invoice 
Product Engine Quantity 
QTY 
 
Rate (Unit Price) 
Pre-Tax Price 
Amount 
Sell Price 
Total 
Tax  
Sales Tax 
 
  1. The following PrintJobManager field data do not pass/display in QuickBooks Online: 
  • PO# 
  • CSR & Sales Rep name 
  • Custom Order Notes 
  • Custom Field details  
  • Attachment  
  • Product Engine Details  
  • Attachment  
  • Shipping Method details  
  1. In QuickBooks Online, the following fields do not display any data: 
  • Shipping From 
  • Ship Via 
  • Shipping date 
  • Tracking no. 
  • Custom 1 
  • #Service Date 
  • Message on Statement 
  • Attachments 
  • Shipping display always 0.00 
  1. Related to PrintJobManager-QuickBooks Online functionality:  
  • In PrintJobManager > Integration Services  
  • “Send On Demand” checkbox 
  • Send On Demand – when unchecked: 
  • When subscriber creates a new order, the order is pushed automatically to QuickBooks Online  
  • “Trigger Status” drop-down is accessible for subscriber 
  • Subscriber no longer sees the “Send to QuickBooks Online” button on Edit Order form  
  • Send On Demand – when checked: 
  • When subscriber creates a new order, the order is not pushed automatically to QuickBooks Online.  
  • “Trigger Status” drop-down is disabled  
  • In Edit Order form, subscriber can view the “Send to QuickBooks Online” button when they click on it, then only that order pushes to QuickBooks Online; otherwise it will not.  
  • When “Send on Demand” is checked and User Group form Send to QuickBooks Online on Demand is unchecked, then in the Edit Order page, “Send to QuickBooks Online” button is visible, but its functionality is disabled for that subscriber  
  • When “Send on Demand” is checked and User Group form Send to QuickBooks Online on Demand is checked, then in the Edit Order page, “Send to QuickBooks Online” button is visible, and subscriber can push the order to QuickBooks Online 
  • “Retrieve Taxes?” checkbox 
  • Retrieve Taxes? – when unchecked: 
  • When new order is created, the tax details set in Print Job Manager will be sent to QuickBooks Online.   
  • QuickBooks Online should not auto-calculate the tax. 
  • Retrieve Taxes? – when checked: 
  • When order is created in PrintJobManager which contains the tax amount, that amount should not pass to QuickBooks Online 
  • QuickBooks Online auto-calculates the tax per the tax setting set in QuickBooks Online.  
  • When that job pushes to QuickBooks Online, the tax setting is not set, and any details or the tax amount displays 0.00, then PrintJobManager also does not display the tax amount for that order; only the pretax price is displayed.  
  • Trigger Status drop-down 
  • As per the status set in the drop-down, then that status order pushes to QuickBooks Online.  
  • For Example: If Trigger Status is set to “Production,” then all the jobs of status “Production” are pushed to QuickBooks Online; jobs set to any other status should not be pushed.  
  • If set to “All,” then all orders push to QuickBooks Online. 
  • “Use Sandbox?” checkbox 
  • “Use Sandbox?” – when checked 
  • Subscriber needs to add the “Client ID” and “Client Secret” from the QuickBooks Online Development section 
 
 
  • “Use Sandbox?” – when unchecked 
  • Subscriber needs to add the “Client ID” and “Client Secret” from the QuickBooks Online Production section 
 
 
  • Payment  
  • Payment done from PrintJobManager 
  • When the subscriber pays for the order on the PrintJobManager side, then the payment details pass to QuickBooks Online, and in QuickBooks Online, All Sales grid related to that invoice payment should be displayed as “Paid.”  
  • If Integration Service “Send on Demand” is unchecked, then the payment details automatically send to QuickBooks Online. 
  • If Integration Service “Send on Demand” is checked, then after payment, subscriber should click the “Send to QuickBooks” button to send details to QuickBooks Online. 
  • Payment done from QuickBooks Online 
  • When the payment of the order is done on the QuickBooks Online side, then the details are sent to PrintJobManager so that in the Edit Order page the subscriber should be able to view the payment as Done from QuickBooks Online and the order is displayed as “Paid.” 

5. Additional Information 

  • Anyone in an organization can place an order. In situations where companies have more than one person placing orders, QuickBooks Online will always display the name of the person in the organization who first placed the order; the details of any other person placing an order do not display in QuickBooks Online.  

  • Shipping details do not display in QuickBooks Online. 
  • Shipping amount is included in “Amount” in QuickBooks Online. 
  • Attachments will not be sent to QuickBooks Online.  
 

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Article ID: 1675, , Modified: May 27, 2021 at 9:47 PM

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