In order for QuickBooks to function with Microsoft CRM you must have version 4.7 or above of QoS-IT. If you are unsure of what version you have installed contact us to find out.

Setup in Microsoft CRM

1. Open Microsoft CRM.
2. Click the Settings area.

If you have setup units and unit groups in Microsoft CRM then please skip to step 5.

1. Click Product Catalog.
2. Click Unit Groups
3. Click New on the tool bar to create a new Unit Group with its Primary Unit.
   Example: 
   
4. Click OK to create. A new window will open up to further exit the unit group if you wish. You may safely close this window having created the minimum required for QuickBooks.
5. Select QoS-IT Settings on the left hand side menu.
6. Click the Accounting Setup tab.
7. Select QuickBooks from the Accounting Software drop down list.
   The following options will appear. 
   
8. There are no actual settings in CRM for QuickBooks but you must select QuickBooks to activate it.
9. Click Save to save your settings.

Download and Install Sync Tool

Download the QuickBooks Sync Tool required to integrate the QuickBooks package to Microsoft CRM from the following link

Download

Install the Sync Tool

Note: The Sync Tool must be installed on a machine that has access to actual QuickBooks program, your QuickBooks company file and http access to Microsoft CRM. It does not however require the installation to be on the same machine as Microsoft CRM server.

1. Double click the QuickBooksSyncSetup.msi file to start the installation.
2. Click Next on the welcome screen.
3. Optional : Select the Folder to install the necessary files into by clicking the Browse button
4. Click Next.
5. Click Next again to confirm the installation.
6. Click Close when the installation completes.

Setting up the Sync Tool

1. Before you begin setting up the Sync Tool start QuickBooks and open your company file in multi-user mode.
   Note: The QuickBooks user must have all rights to administer the company file.
2. Start the Sync Tool by going to the Start Menu –> QuickBooks Sync –> QuickBooks Sync
3. The main tool window will appear. 
   
4. Click Settings
5. Click Browse... next to the Location of QuickBooks company file textbox
6. Browse and select your company file clicking OK when you have found it
7. When you have down so QuickBooks (which you should have still had open from step 1) will pop up a window similar to the image below. 
   
8. Select Yes, always; allow access even if QuickBooks is not running
9. Select the user that QuickBooks will run under from the Login as drop down list.
10. Click Continue when done
11. The following window will appear.
    
12. Click Yes
13. Click Done in the Access Confirmation window that appears.
14. You may then return the Sync Tool
15. Enter the hostname or ip address of your Microsoft CRM server.
16. Enter the port number of your Microsoft CRM server.
17. Enter your domain, username and password for a user that has administrator access to Microsoft CRM.
18. Click Test.
    If the details are correct you will then be able to select an organization.
19. Select an Organisation from the drop down list.
20. Select the Unit Group and Default Unit created earlier. These will be used when importing items (products) from your QuickBooks file.
21. Select the number of decimal places to use in the pricing of imported products.
22. Select the Default Item\Product to use creating invoices.
23. Click Save to save your settings.

Running the QuickBooks processes

Under the run menu of the Sync Tool you will find the following options.

All : As the same implies runs all the available options one after the other.
Invoice Creation : Will create any invoices in the queue and record the QuickBooks invoice number in the Invoice record in Microsoft CRM.
Customer Link DB : Sync some base data with CRM that allows you to link an Account record in CRM with a Customer in QuickBooks.
Check Payments : Checks payments for any invoices that have been created.
Import Products : Imports any products from QuickBooks into Microsoft CRM.

Select any of these to perform the required task. Any relevant information will appear in the log window below the menu.

Running the QuickBooks processes automatically

You may run the sync automatically without user interaction by adding “auto” as a command line switch.
Doing so will allow you to schedule a full sync at regular intervals using the windows\task scheduler.

Creating a workflow to queue Invoices for creation into QuickBooks

1. Open Microsoft CRM
2. Click the Settings area
3. Click Workflows
4. Click New on the toolbar
5. Specify a Workflow name. eg. Create Invoice in QuickBooks.
6. Select Invoice in the Entity drop down list.
7. Click OK
   The main workflow editor window will appear. 
     
8. Specify a Scope of Organisation as we would like all invoices to be created automatically. This will ultimately depend on your own needs.
9. Select one or more items from the Start when list. We recommend Record is created so that invoices are created in QuickBooks as soon as you create then in Microsoft CRM.
10. If you tick the On demand tick box if you wish to create old invoices in QuickBooks by running the workflow manually.
11. You may specify criteria for which invoice will get created in QuickBooks by using the Condition steps in the Add Step menu but for the purposes of this document we will assume all invoices will get created.
12. Click Add Step
13. Select the Create Record item\step
14. In the Create drop down list select Background Queue
15. Click the Set Properties button
16. Enter a name for the Queue Entry eg. Create Invoice {Name(Invoice)}  in QuickBooks
17. Select QuickBooks Invoice as the Type
18. Enter 0 (zero) as the Number of Attempts
    You do not need to fill out any of the other items on the General tab but may do so if you wish.
19. Click the Related Entities tab
20. Click inside the Related Invoice field so the Form Assistant will focus on the field
21. The form assistant should look like this 
    
22. Click the Add button and then the OK button to create the slug in the Related Invoice field
23. Click Save and Close to return the the main workflow editor screen.
24. Click Publish when you are ready to make the workflow active.