SunlightSupply QuickBooksPOSBridge Sunlight Supply Quick Books POSBridge
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2014-02-19
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Sunlight Supply QuickBooks POS Bridge Keep your QuickBooks POS Company File Updated… Luke Jenkins 11/21/2013 Table of Contents Table of Contents .................................................................................................................................... 1 Key Information....................................................................................................................................... 4 QuickBooks Related ......................................................................................................................... 4 Sunlight Supply Dealer Login ............................................................................................................ 4 General Overview.................................................................................................................................... 5 Support ............................................................................................................................................... 5 Recommended Version........................................................................................................................ 5 Turn off Firewalls & Anti-Virus Software .................................................................................................. 5 Backup Your Company File!!!................................................................................................................... 5 Setup Company File ................................................................................................................................. 6 Overview ............................................................................................................................................. 6 Instructions ......................................................................................................................................... 6 Complete the Setup Interview ............................................................................................................. 9 Switch to Multi-User Mode ................................................................................................................ 13 Overview ....................................................................................................................................... 13 Not Sure Which Mode You Are Using? ........................................................................................... 13 Instructions.................................................................................................................................... 14 Create a Sunlight Supply Vendor ........................................................................................................ 17 Create a Default Department ............................................................................................................. 18 Pre-Bridge Setup ................................................................................................................................... 21 Computer Name ................................................................................................................................ 21 Install the QuickBooks POS Interop File.............................................................................................. 22 Overview ....................................................................................................................................... 22 Page 1 Instructions.................................................................................................................................... 22 Bridge Installation ................................................................................................................................. 27 Overview ........................................................................................................................................... 27 Installation ........................................................................................................................................ 27 Starting the Sunlight Supply QuickBooks Bridge Application .................................................................. 34 Bridge Application Configuration ........................................................................................................... 34 Overview ........................................................................................................................................... 34 Instructions ....................................................................................................................................... 35 Help ...................................................................................................................................................... 40 Help Document ................................................................................................................................. 40 Application Tooltips ........................................................................................................................... 41 Running the “Part Update” Process ....................................................................................................... 42 Overview ........................................................................................................................................... 42 NEW Part – Fields Updated ............................................................................................................ 42 NEW Part - Department ................................................................................................................. 42 EXISTING Part – Fields Updated ..................................................................................................... 43 Setup ................................................................................................................................................. 44 Part Fields to Update ..................................................................................................................... 45 Create Sunlight Supply Departments.............................................................................................. 46 Update Primary Vendor ................................................................................................................. 46 Instructions ....................................................................................................................................... 47 Inventory............................................................................................................................................... 56 Overview ........................................................................................................................................... 56 Automatic Updates................................................................................................................................ 56 Overview ........................................................................................................................................... 56 Page 2 Purchase Order Upload ......................................................................................................................... 57 Overview ........................................................................................................................................... 57 Instructions ....................................................................................................................................... 57 Option - Upload to Cart? ................................................................................................................ 58 Selecting a Purchase Order ............................................................................................................ 59 Troubleshooting .................................................................................................................................... 63 Error when using bridge with Trial Version of QuickBooks POS .......................................................... 63 0 of 0 records processed .................................................................................................................... 64 Keep Seeing the Allow Access Prompt ............................................................................................... 66 Internal Error 160002 ........................................................................................................................ 66 The Program can’t start because MSVCR71.dll is missing from your computer. .................................. 67 Questions or Suggestions ...................................................................................................................... 68 Page 3 Key Information QuickBooks Related Computer Name _____________________________________________________________________ Company Name______________________________________________________________________ Sunlight Supply Vendor Name___________________________________________________________ Default Category Name________________________________________________________________ Sunlight Supply Dealer Login Email Address ______________________________________________________________________ Password __________________________________________________________________________ Page 4 General Overview The Sunlight Supply, Inc. QuickBooks Point of Sale bridge application allows you to keep your QuickBooks POS Company file up to date and accurate. Support Keep in mind that this application is a service that we provide to our dealers. Unfortunately, we cannot guarantee full support. We will do our best to help you get the application up and running. We ARE NOT QuickBooks Point of Sale experts, and it is your responsibility to decide how you setup your QuickBooks Point of Sale system. Recommended Version We recommend the latest Pro version of QuickBooks POS on a Windows 7 machine. There are some features we are working on that will only be available if you have the PRO version. We recommend using the latest version of QuickBooks POS, and versions before 9.0 do not work with the bridge application. - Windows 7 Operating System - Latest PRO Version of QuickBooks POS (minimum version 9.0) Turn off Firewalls & Anti-Virus Software It is necessary to turn off any firewalls and anti-virus software before proceeding with the installation process. Once the installation process is completed you may need to add exceptions, allowing communication between QuickBooks POS and our bridge application. Backup Your Company File!!! It is HIGHLY recommended that you backup your Company File before installing and using our bridge application. This will also allow you to test out the application without accidentally Page 5 Setup Company File Overview If this is a brand new installation, when you start the program for the first time you can create a new company file. If you already have a company file setup, you can skip this step. Instructions Page 6 NOTE: Record your Company Name in the “Key Information” section of this document. Page 7 The company data file will be generated. Page 8 Complete the Setup Interview Click the “Take me there” link next to “Complete the Setup Interview”. OR Page 9 Go to “File” -> “Setup Interview” Update your receipt information, then click the “Next” button. Enter your tax information if applicable, then click the “Next” button. Page 10 Enter your Payments information and click the “Next” button. Enter your Gift Cards information and click the “Next” button. Page 11 Setup your hardware and click the “Next” button. Click the “Done” button to complete the process. NOTE: You can always go to File -> Preferences to make other changes at any time. Page 12 Switch to Multi-User Mode Overview Don’t be fooled by the name, even if you only have QuickBooks POS setup on 1 computer and used by 1 person, in order to use the Sunlight Supply bridge application you MUST switch to multi-user mode. Basically you are allowing other users to connect to the QuickBooks POS Not Sure Which Mode You Are Using? You can verify which mode you are currently using. Just go to “File” and look the line item that mentions “Switch Company File…”. This Installation is in Multi User Mode. Page 13 This installation is in Single User Mode. Instructions The follow instructions will show how to switch to Multi User Mode. Page 14 Go to “File” -> and click on “Switch Company File to Multi User Mode” Your database will be restarted. Page 15 And your configuration will be reloaded. Page 16 Create a Sunlight Supply Vendor From the “Home” screen click the “Vendor List” icon in the “Purchasing” area. Click the “Add” button. Page 17 Add a Vendor name for Sunlight Supply along with any other details and then click the “Save” button. Create a Default Department Normally, the bridge application will create new departments as needed. The default department will be a backup in case the bridge application isn’t sure where to put the part. Please note that if you already have a default department you do not need to make a new one. Page 18 From the “Home” screen click the “Department List” icon. Click the “Add” button. Page 19 Enter a Department name into the “Department” field and click the “Save” button. Page 20 Pre-Bridge Setup Computer Name If you have a “Computer” icon on your desktop. Right click the “Computer” icon and click “Properties”. OR if you do NOT have a “Computer” icon on your desktop Go to Start -> Computer (or “My Computer”) Page 21 Right Click “Properties” The Computer Name will appear in the Computer name, domain, and workgroup settings section. NOTE: Record this information on the “Key Information” page. Install the QuickBooks POS Interop File. Overview This file installs the Instructions This install file is located on the Dealer -> Downloads page after logging in under the “Sunlight Supply QBPOS Bridge” heading. Page 22 Click the “New QuickBooks POS Interop” link to begin the installation. Click the “Save File” button. The file will be downloaded into your “Downloads” folder. Right click the start button, click on “Open Windows Explorer”, then click on the “Downloads” folder. Page 23 Double Click the “QBPOSFC3_0Installer.exe” file to launch the installer. Space requirements are calculated – you don’t have to do anything. Page 24 Click the “Next” button to continue. Make sure “Complete” is selected and then click the “Next” button. Page 25 Click the “Install” button to start the installation. The progress bar will show the current status. Page 26 Once complete, click the “Finish” button. Bridge Installation Overview The bridge application acts as a link between your QuickBooks POS data and the Sunlight Supply part data. The bridge application will allow you to keep your inventory and pricing Installation The Sunlight Supply QuickBooks POS bridge application is available from the Dealers -> Downloads page under the “Sunlight Supply QBPOS Bridge” section. Page 27 Click the “Sunlight Supply QBPOS Bridge” link. Page 28 Click the “Install” button Click the “Save File” button and the installer will be saved to your “Downloads” folder. Right click the start button, click on “Open Windows Explorer”, then click on the “Downloads” folder. Page 29 Double Click the “setup.exe” file to launch the installer. Click the “Install” button to continue. Page 30 The application installation will begin. Once installed the bridge will try and connect to your QuickBooks server. If you see the following screen… Depending on your installation you may need to enter the connection information for your QuickBooks POS system. I want to connect to the following data: Enter the Company Data File name that you want to connect to & update. The example used in this document is “SunlightSupplyTest”. Server Workstation computer name: Enter your computer name here. Page 31 If you see the following screen… Depending on your installation you may need to select which company data file you want to connect to. In the above example there are 3 company files available from 2 different computers on the network. Select the company data file you want to use and click the ‘OK’ button. Page 32 Click “Yes, Always” to allow the bridge application to connect with your QuickBooks POS installation. If you select “Yes, This Time” then this prompt will appear every time you run the bridge application. Once installed, the bridge application will open for the first time. Page 33 Starting the Sunlight Supply QuickBooks Bridge Application The bridge application can be started from the Start menu. You should see the Sunlight Supply logo and the name “Sunlight Supply QBPOS Bridge v2”. OR In Windows 7 it should appear by typing “Sunlight” in the “Search programs and files” input. Bridge Application Configuration Overview There are a few additional steps that you must do to configure the bridge application to run for the first time. Page 34 Instructions Enter your Email Address & Password. These MUST be the same credentials that you use to login to our website. Click the “Test Connection” button to test your credentials. Page 35 If you did not successfully connect you will see a red “Failed!” message next to the “Test Connection” button. Verify that you are using the same email address and password that you use to login to our website. If you have confirmed that you can successfully login to our website with the email address and password you used on the bridge email websupport@sunlightsupply.com and let us know that you are able to login to the website but not connect from the QuickBooks POS bridge application. Please provide us with the email address you are trying to use. Page 36 If you successfully connected you will see a green “Success!” next to the “Test Connection” button. Page 37 Select the Vendor Name that you added for Sunlight Supply. Page 38 Select the Default Department that you want to use from the drop down. Page 39 Help Help Document The first place you can get help is by clicking on the “Help” button in the bridge application. This will open the latest version of the help document. This is the same document that is available in the QuickBooks section of the Dealers -> Downloads page. Page 40 Click the “Help” button to open the latest version of the help document. Application Tooltips If you just want to quick way to see what a feature does without opening the help document, you can roll over an item and a tooltip should appear with a brief description. Roll over a checkbox or button to get a description of what that feature does. Page 41 Running the “Part Update” Process Overview You can run the “Part Update” any time in order to update your Sunlight Supply data. This process will keep the following QuickBooks Point of Sale data current: Part Data QuickBooks Field Updated Optional Part Vendor Vendor No Part Number (SKU) ALU No Part UPC UPC No Part Dealer Cost Order Cost No Part MSRP Pricing -> MSRP No Part Unit of Measure Unit of Measure No Part Stock (default warehouse) SunlightQty No Part Title Item Name Yes Part Description Item Description Yes Part Manufacturer Manufacturer Yes Part Weight Shipping Weight Yes Part Department Department Yes Part MSRP Reg Price Yes NEW Part – Fields Updated All of the QuickBooks POS fields are set initially regardless of what you have set in the ‘Part Fields to Update’ area - this provides you with default data to start from. NEW Part - Department If the department already exists, regardless of how the ‘Create Sunlight Supply Departments’ is set, the existing department is used for this part. If the ‘Create Sunlight Supply Departments’ option is checked, and the department does NOT exist, the Page 42 new department will automatically created for this part. If the ‘Create Sunlight Supply Departments’ option is unchecked, and the department does NOT exist, the part is placed in the ‘Default Department for Sunlight Supply Parts’ department you have set. EXISTING Part – Fields Updated Every time the bridge application is run, the non-optional fields in the table above are always validated and updated when changed. EXISTING Part - Department Page 43 Setup Click the “Part Update” tab. Page 44 Setup the options based on your preferences. Keep reading for information on each option. Part Fields to Update The Part Fields to Update only applies to the update of an existing part. If this is a brand new part that is being added all fields are set. For any updates to existing parts the corresponding checkbox MUST be set to update each field. Checking or unchecking a checkbox applies to ALL parts being updated. When Checked – the corresponding value will be updated in QuickBooks POS. Page 45 When Unchecked – the corresponding value will NOT be updated in QuickBooks POS. For example, if you want to keep the part name updated, you must have the ‘Title’ checkbox checked in order to update that field. Likewise, if you like to manually update your part descriptions and do NOT want to have those descriptions overwritten, you would want to uncheck the ‘Description’ checkbox. Create Sunlight Supply Departments This option either allows you to use or part categorization, or you can put all of our parts into one category (department). When Checked – any missing Sunlight Supply departments will automatically be created. When Unchecked – no new Sunlight Supply departments will be created. If the department already exists in your department list, it will be used. If not, parts will be placed in the ‘Default Department for Sunlight Supply Parts’ you have selected. Update Primary Vendor In QuickBooks POS you can have multiple vendors for one part. The first vendor is referred to as the ‘Primary Vendor’ will the other vendors are referred to as ‘Alternate Vendors’. When Checked – if Sunlight Supply is NOT the primary vendor for a part, that part will be updated so that we are the primary vendor. The previous primary vendor will be updated as the first alternate vendor, and all other alternate vendors will continue to be alternate vendors. When Unchecked – All vendors will remain as they are. If Sunlight Supply is the primary vendor for some parts it will remain the primary vendor for those parts. If Sunlight Supply is setup as an alternate for some parts, it will remain an alternate vendor for those parts. Page 46 Instructions Click the “Part Update” tab. Page 47 Verify all of the options are set the way you want and then click the “Go” button. Page 48 The download will begin. The first step is to get the latest part data from Sunlight Supply. Page 49 Once the data has been downloaded successfully, the application will start processing all of the data. Page 50 The progress bar and the number of records processed will be update as the data is processed. Page 51 Once the import is completed, a popup will appear. Click “OK” to dismiss it. Page 52 At the top of the output window, the SUMMARY area will show an overview of the updates. Page 53 Below the SUMMARY, the MESSAGES area will provide details on what has been updated. The basic format is: Created: [Part Number] – [Part Title] Updated: [Part Number] – [Part Title] [Field Updated] from => to, [Field 2 Updated] from => to, etc. Page 54 NOTE: You can easily copy the contents of the output window by clicking on the ‘Copy To Clipboard’ button. Then you can paste the result into a document, email, etc. Page 55 Inventory Overview The bridge application also includes stock quantities for your primary warehouse. This allows you to see the stock without going out to our website. The quantity value is written to the SunlightQty field with each Item detail screen. NOTE: This data is updated whenever you run the “Product Download”. Automatic Updates Overview Each time you start the bridge application, it checks our server to see if any updates have been made for the program. When an update is available, you will be prompted to update. Page 56 We recommend always updating the application when prompted. Purchase Order Upload Overview The bridge application will allow you to send already created Purchase Orders to us as an order. Instructions Open the application. Page 57 Click the “Purchase Order Upload” tab. Option - Upload to Cart? If you check the “Upload to Cart?” checkbox, the purchase order will be used to populate the customer’s shopping cart (in addition to any items already in the cart). This will allow you to review the cart before completing the checkout through the normal process on our website. If this checkbox is not selected, the order will be placed upon upload and a confirmation email will be sent to the login email address. Page 58 Selecting a Purchase Order In order to select your PO to upload you need to either: Add the PO Number to the “Enter PO#” field and click the “Upload PO” button. OR Page 59 Click the “Get POs” button. A list of Purchase Orders for the Sunlight Supply vendor will be created. Page 60 Select the PO to upload and then click the large “Upload PO” button. Page 61 The output window will be updated. Page 62 When the purchase order upload completes, you will see a message box, click ‘OK’ to dismiss. The MESSAGES area in the output window will also let you know that the upload has completed. Troubleshooting Error when using bridge with Trial Version of QuickBooks POS Problem: You are receiving an error using our bridge application with a trial version of QuickBooks POS Page 63 software. Solution: The trial version has a limitation that DOES NOT allow it to work with our bridge application. You will need to purchase a license. 0 of 0 records processed Problem: When you run the “Product Download” function of the bridge and it quickly returns back a summary indicating that no records have been updated. Page 64 Solution: Your login credentials are not working. Use the “Test Connection” on the “Setup” tab to make sure your credentials work. If not, first make sure you are using the same email address and password you use to login to our website – test those credentials on the website. If they work on the website, but not from the bridge email websupport@sunlightsupply.com and we will look into it – make sure and include the email address you are using. Page 65 Keep Seeing the Allow Access Prompt Problem: Every time you launch the bridge you see the window asking permission to connect with your company file. Solution: Click the “Yes, Always” button and you shouldn’t see the prompt again. Internal Error 160002 Problem: When running the bridge application you get an “Internal error 160002….” Page 66 Cause: This related to either permissions or connectivity with the QuickBooks Company File/Database. Basically, the bridge application is not allowed access to the Company File. Solution: · · · · · · Make sure your Company File is on the same machine or on a network drive that has correct permissions. Make sure you are in Multi User Mode. If you have QuickBooks Financials, make sure that QBPOS and QB Financials can talk to each other over the network. Temporarily disable any anti-virus and Firewall applications that may be blocking access. Likewise, create exceptions in these programs for QuickBooks POS and our bridge application, if needed. Please note that the ‘technical support’ in this message refers to QuickBooks/Intuit technical support, not Sunlight Supply. The Program can’t start because MSVCR71.dll is missing from your computer. Problem: When opening the bridge, the following error appears. Cause: This error is caused by a missing library file and on some newer operating systems this library is no longer used. Solution: To resolve this issue, follow below steps: - If opened, close bridge application. Download the following you’re your computer: o https://sunlightsupply.s3.amazonaws.com/documents/msvcr71.zip open the downloaded zip and extract contents to the following folder: o c:\windows\syswow64\ If above folder doesn’t exist, copy the file to following folder: o c:\windows\system32 Page 67 o - NOTE:If you are unable to access either of these folders, try logging in with an account that has administrative privileges. Once copied to one of above folders, open bridge application. Application should open with no errors. o NOTE: If you still receive an error, please make sure the attached/extracted file is directly in syswow64 or system folder and not in a subfolder such as “msvcr71”. Questions or Suggestions Please send any feature requests or technical suggestions to websupport@sunlightsupply.com or contact our offices. Page 68
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