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In order for data to transfer from your account with The Customer Factor into QuickBooks, you need to add The Customer Factor as an "application" into the QuickBooks Web Connector program that you downloaded to your computer earlier. So below are the instructions and some screenshots to follow along with. Important: Make sure to have your company file open in QuickBooks as you add the application.
1. Open up Web Connector. Below you'll see one application showing in our Web Connector program, but you won't have any applications displaying in your Web Connector program since it'll be your first time adding one. Click "Add an Application".
2. You'll need to navigate to where you saved your "qwc" file on your computer. Highlight it and then click "Open".
3. The next box that pops up is an "Authorize New Web Service" box. This box just tells you what the application is named. All you have to do here is click "Ok".
4. When the "Application Certificate" box opens up as shown below, you'll see that "No" is the option checked by default. You have to choose one of the other 3 options available to you. If you want to be prompted each time The Customer Factor transfers data, check option 2. Options 3 and 4 can be chosen if you want to "auto-run". In other words, if you choose option 4, you can set it up so that data is transferred from The Customer Factor into QuickBooks at 3 in the morning for example even if your QuickBooks company file is not open. If options 2 or 3 are chosen, your QuickBooks company file needs to be open in order to successfully transfer data. After choosing your desired option, click "Continue".
5. A small window will pop up as you see. All you have to do is click "Done".
6. The Customer Factor application has now been added to the QuickBooks Web Connector! It's the 2nd one displaying below. It's necessary to now insert whatever password you use to login into The Customer Factor in the "Password" field. Note: If you change your password in The Customer Factor, you must open up Web Connector and change it here too or Web Connector won't be able to connect to The Customer Factor and transfer your data.
7. After you have typed in your password, make sure to click the "tab" key on your keyboard. What this does is trigger a box to open as you see below asking if you'd like to save the password. Click "Yes".
8. Now it's just a matter of choosing whether to auto-run or not. In other words, do you want your data to transfer automatically every x number of minutes or do you want to manually transfer your data? If you want to auto-run, check the box in the "Auto-run" column and choose how often you'd like your data to transfer. Below it shows that data will transfer from The Customer Factor into QuickBooks every 180 minutes, but it's probably not necessary to do it that often. So choose your desired time frame.
Note: Keep in mind that if you choose "auto-run" but you selected option 3 in the "Application Certificate" window which says that your QuickBooks company file needs to be open in order for a transfer to take place, if your company file in QuickBooks happens to be closed when the data transfer is scheduled to "auto-run", data won't transfer.
9. If you want to do a data transfer at anytime regardless whether you have auto-run set or not, open up your company file in QuickBooks and open QuickBooks Web Connector. In Web Connector make sure that the box in front of the application is checked as shown above and then click the "Update Selected" button. That's it. Your data will then transfer from The Customer Factor into QuickBooks and you'll see the data transfer progress at the bottom of the window.
10. Keep in mind that when you're using Web Connector for the first time to transfer your data, it might take multiple web connector runs to complete the entire data transfer. It just depends on how many records you have in your account. So after the first Web Connector run is completed, simply repeat the process. You need to do it until it says "No Actions to Import". Once it says this, that means that all your data in The Customer Factor has been transferred into QuickBooks.
After the Data Transfer:
11. The following step only needs to be completed in QuickBooks after your initial data transfer. It does not have to be done each and every time a data transfer is performed. Go to "Lists" at the top, scroll down to "Customer and Vendor Profile Lists", and then click on "Payment Methods List". The image that pops up is shown below. In this window, you need to highlight the "Credit Card" payment method.
Then click on the down arrow in the "Payment Method" box and "Edit Payment Window". The Payment type is currently "Cash", but you need to change it to "Other Credit Card". When you're done, click "Ok" and then close the "Payment Method List" window.
12. The following step does need to be performed after each data transfer (or multiple data transfers) has been made. Go to the "Vendor" tab at the top in QuickBooks and scroll down to "Pay Bills". A window will popup similar to what you see below. You'll need to 1) choose expense (or multiple expenses), 2) select your desired payment date for the expense(s), and 3) make sure the "account" is correct. If you have previously set up a default "account" in QuickBooks, then this information will already display.
Note: We do have a feature being released soon that'll allow you to not only add expenses in The Customer Factor like you can now, but also to choose the "account" (which you have in QuickBooks) to assign the expenses too. When this feature is completed, it won't be necessary to go to the "pay bills" window at all because all payment info. and account info. will transfer automatically into QuickBooks. But until this feature is released, it is necessary to go to the "Pay Bills" window (shown below) and select the desired "payment date" and "accounts" for your chosen expense(s).
13. It is recommended that you check for possible duplicate information in QuickBooks after the initial data transfer is completed. This only applies if you have an existing company file and you're inserting data from The Customer Factor into this file for the first time. Although The Customer Factor is a sophisticated software program, it has no way of knowing that an expense you added directly into QB for example might be the same as an expense inserted into The Customer Factor on the "Add Expense" screen. This is why we strongly recommend that you use only The Customer Factor when adding/editing customers, expenses, and invoice information. This will avoid duplication as a result of data being added into 2 different programs.
Note: Assuming you do have an existing company file that you're transferring data into, you can control most (if not all) data duplication by setting a date as shown up in "Step 6". So for example, if you've been using QuickBooks to create invoices/add expenses up until May 3, 2009, then you can select a date of May 4, 2009. When you then transfer your data from The Customer Factor into QuickBooks, it'll only grab invoice/expense data from May 4, 2009 to the present.
Additional Information:
Need Help? We'll be glad to provide you additional assistance with the QuickBooks data transfer feature in The Customer Factor, setting up the application, etc. You can direct all inquiries and questions to 256-546-2446 or our Support Dept. Keep in mind that we can't provide support for the QuickBooks software itself however.
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