20a. QuickBooks Integration – Setup [8:14]

Description: This video provides the basic setup overview for Intuit® QuickBooks integration in the Core4 CRM using the FM Books Connector plug-in.

Let’s take a look at Intuit QuickBooks integration in the Core4. In order to integrate with QuickBooks you will first need to purchase, install, and register the FM Books Connector plug-in which is sold separately. This plug-in is currently available for Windows and is licensed, installed, and registered on each client machine.

0:36 Let’s begin by installing the plug-in. Navigate to the plug-in bundle downloaded from our website. Locate the actual plug-in and copy. You want to navigate to the FileMaker Extensions folder to install it. On Windows, the folder can be located in (C:) > Program Files > FileMaker > Your appropriate FileMaker version folder > Extensions. Paste the plug-in right in this folder. Now we have installed the plug-in. Next let’s open the Core4.

1:38 Now that we’ve downloaded and installed the plug-in the next step is to register it. Navigate to Core > Preferences > Global Settings > Plug-ins tab. Here on the Register Plug-ins tab I can see that the FM Books Connector is installed. After you purchase the plug-in you’ll receive a License ID from Productive Computing. Enter your License ID here. Then select the “Register” button. You only need to register once per user per machine. Now the plug-in is running in LIVE mode indicated here. Now we have successfully installed and registered the FM Books Connector plug-in.

2:38 Next we need to run the 2 installers that come with the plug-in. Open the FM Books Connector bundle, and there are 2 installers. First is the QBXMLRP2. Simply open the folder and run the installer. This is an installer provided by Intuit, so you may or may not already have this on your machine. The second installer is MSXML processor. This is a Microsoft installer. Now we have installed the plug-in, registered the plug-in, and ran the installers that come in the plug-in bundle.

3:53 Next we can make the first connection to the QuickBooks file. Ensure that the QuickBooks file is open. You should be in single user mode logged in as the admin. Then let’s open the Core. Navigate to Core > Preferences > Global Settings > Plug-ins > FM Books Connector tab. Select this button to make the “Initial QuickBooks Connection.” This connection only needs to be made one time per QuickBooks file. A QuickBooks Application Certificate should open. This also needs to be done once per QuickBooks company file. Select the 4th radio button down to, “Yes, always; allow access even if QuickBooks is not running.” Then select this checkbox to allow the FM Books Connector full rights to the QuickBooks company file. We’ll receive notification that the connection was established successfully. Now we’re ready to begin exchanging data with FileMaker and QuickBooks!

5:31 If we navigate to the Preferences area in QuickBooks, we can see that the FM Books Connector is allowed access and listed here.

5:49 Next let’s look at the QuickBooks Data Transfer Matrix. This can be found by navigating to the Help menu, and selecting “Core4 QB Data Transfer Matrix.”  This is an overview of the out-of-box functionality for exchanging data with QuickBooks. Keep in mind that additional functionality can be customized into your solution if needed. The matrix shows what areas can be added, modified, and deleted from FileMaker to QuickBooks in blue, and from QuickBooks to FileMaker in green.

6:32 The QuickBooks areas are listed on the left. Areas such as Accounts, Payment Methods, Sales Reps, Payment Terms, Shipping Methods, Customer Messages, Tax Rates, and Classes can only be pulled from QuickBooks into FileMaker. We do not support pushing these mainly because there are many other fields in QuickBooks that need to be populated in order to add these items. Customers, Invoices, Payments, and Items are the primary areas, and can be managed in either FileMaker or QuickBooks. These can be pulled or pushed, giving you flexibility depending on your workflow. Integration with QuickBooks gives you the benefit of preventing double entry and increasing accuracy between FileMaker and QuickBooks.

7:37 This is just a brief overview of the many features and possibilities of the Core4. For more information on what the Core can do for you please visit http://www.Core4CRM.com, review the videos and documentation, and try a demo. Please contact us via email, phone, or browse our forum if you have any additional questions.

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