QuickBooks Desktop - Amazon Edition

 

EZOrderLink Quick Start Guide

 

Navigate to http://ezorderlink.com and click the 'Download EZOrderLink free trial here' Link



 

Locate the download file and right click to select Extract All

Locate the extracted files and click 'Setup'

If you are presented with a security warning click 'Run' to continue

Click Next

Click Next again!  Here you can change the installation path however if you place this in a path such as Program Files your default settings may not have the correct permissions to allow the system to write to the application folder.  This will prevent EZOrderLink from running so we suggest simply leaving this at the default setting.

And yet another opportunity to click 'Next'!

The application will begin installing.  The progress bar shows progress however it is usually so quick the progress just zips to complete!

When the installation is completed, click 'Close'

Locate the EZOrderLink icon in your programs menu or locate EZOrderLink.exe in the apps directory C:\EZOrderLink\ and double click the EZOrderLink.exe application file.  (It is recommended you place a shortcut to this application on your desktop or in a location easily accessed.

When EZOrderLink runs for the first time it will continue with some final installation routines.  In order for EZOrderLink to access QuickBooks you'll need the appropriate .dll provide by QuickBooks.  This routine installs the QuickBooks SDK which includes all the necessary components required to connect EZOrderLink to QuickBooks.

 

In this example we have the SDK already installed so we simply clicked modify and then Next.  You'll want the full setup option if you do not already have the QuickBooks SDK installed.  Follow the default setting to complete this portion of the setup.

Once the SDK is installed, click OK to continue.

Using this application requires an internet connection to register and run.  The first time EZOrderLink runs it will require you register your application with EZOrderLink.  Ensure you have an internet connection.

Click the 'Activate Free Trial' Button.

If everything is working as intended you will see a successful registration message.  If this process fails, make sure you have write permissions to the application folder and that your internet connection is working.  Feel free to call or write for support should you have any questions or need assistance at any point.

 

Click 'OK'

Next you will need to set access to QuickBooks.  Notice the screen shots of QuickBooks may look the same or may look slightly different depending on your version of QuickBooks.  This document uses a 9.0 version of QuickBooks (the oldest edition we have tested and support with this system).  EZOrderLink supports all editions of QuickBooks from 9.0 up.

Check the radio button to allow access to QuickBooks when a company file is open.  Note:  You need to have QuickBooks running on the machine that hosts EZOrderLink in order to make this connection.  If you are using a server/multi user instance of QuickBooks, make sure the computer you are installing EZOrderLink on is connected to QuickBooks.

Click 'Continue'

 

Confirm your selection by clicking 'Yes'

 

 

Click 'Done' at the confirmation dialog box.

Finally!  Installed and ready for action! 

 

Now let's finalize our setup with a simple configuration.

To access the configuration screen click 'View' in the menu bar then select 'Settings'

 

Settings include transaction type, Shipping item, customer defaults and item creation or notation on items not found.

Type of transaction

Select Invoice, Sales Order, Sales Receipt or Estimate.  This setting determines the type of transactions you wish EZOrderLink to create when importing sales data from Amazon.  Please refer to your QuickBooks documentation to compare the different aspects of these available transaction types and which best serve your requirements.

Shipping:

Enter the 'Shipping' item id (Sku) to which you wish to assign shipping charges.  We recommend you create an item (non-inventory or other) with the name 'Shipping' if you do not already have an item in QuickBooks name Shipping.

See above:  Here we have created a non-inventory item named 'Shipping' in QuickBooks. 

Customers:

You can create a new customer or lookup and use an existing customer for each order.  Alternately perhaps you wish to make Amazon the customer.  Or, another setup may require Amazon as the Customer and the end recipient of the item may be recorded in QuickBooks as a Job under Amazon.  This setting is set to create or use existing on each customer individually as received in the Amazon feed.  See application settings screen for more information. 

Items:

When an item is not found by matching the Sku from Amazon with your item name in QuickBooks, EZOrderLink can behave in a couple of different ways depending on your preference. 

Check the box next to 'Create items on the fly!' to create a non-inventory item from the Sku information from Amazon in QuickBooks for the order and subsequent orders that may contain that item id.  This way the order can import without an 'Item Not Found' error.

 

Type in the Account assigned to non-inventory items in your system in the box provided.  This will allow EZOrderLink to create items on the fly when importing sales that have item id's that are not found in QuickBooks.

OR

To simply create an order with the correct amount of line items, quantities and amounts when an item is not found with the 'Item Not Found' item, go back into your orders and edit to assign the correct item id's with line items that have been saved with 'Item Not Found'. 

Uncheck Create items on the fly to have EZOrderLink place a line on your sales or invoice record with the item id 'Item Not Found'.  In order to use this method, you must first go into QuickBooks and create an item named 'Item Not Found'.  This will ensure orders can come in to QuickBooks

Click the 'Save Settings' Button when you are done with the settings screen.  You can also close this settings group box by clicking 'Cancel' when simply viewing but not saving changes.

RUNNING A TEST ORDER FILE

We have provided a sample file so you can test your settings before running production data.

With QuickBooks open and EZOrderLink Running click the 'Orders' button on the bottom of the EZOrderLink form.

 

Select the sample order file found in the application folder

 

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Locate and select the file 'ORDERS_321123.txt' then click 'Open'

There are two list boxes in the EZOrderLink Form.  The top typically will show the data being imported.  The bottom list box typically shows results of processes as they run.

If everything is in order, you should see an import complete message and no errors in the results list box (bottom list box)

Notice the list boxes are slightly grayed out.  This is because the application is in manual mode and not set up for full automation.  You system can also automatically pull in orders and send ship confirmation completely automatically each hour.  This is accomplished by setting up pathing between your Amazon AMTU and EZOrderLink and then clicking the little red square.  This will turn on the timer.  The square will turn green and the list boxes will appear with clear or white backgrounds.  Full automation is not the subject of this quick start guide and require full licensing for support and activation. This guide shows all processes by user involvement. 

Check the transactions in QuickBooks to ensure your set up is working as intended.  If necessary, revisit the settings screen to make any adjustments such as transaction type etc.

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Ship Confirmations

QuickBooks does not have a fulfillment record with tracking numbers and advanced shipment notification by default.  However, if you wish to send Amazon ship confirmations from QuickBooks data we have coded a way used by many users.  In this scenario, the user enters a line item with the name Shipping on an Invoice Record.  In the description the user will enter: 

Shipped On: mm/dd/yyyy  Tracking #: 111111111111

(replacing with shipping date and the actual tracking number).  Using this method allows EZOrderLink to prepare a ship confirmation feed for Amazon.  This is much more efficient than entering each one by one in Seller Central.

To see this option in action edit or create an invoice and add a line item 'Shipping'  Then in the description Enter:  Shipped On: mm/dd/yyyy  Tracking #:123123123123

Please Note:  The invoice should have a date of no more than two days ago.  So if you are running this on the 5th, invoices with an invoice date 4th and 5th will get picked up in this process.  The reasoning is to avoid excessive duplication checking and is logical since your ship windows assigned by Amazon require you send ship confirmation daily if your receiving daily orders.  The reason for the 2 date time span allows full automation instances of EZOrderLink to recover from up to a 2 day offline, power outage or other system failures that would prevent you from running the days confirmations. 

Replace mm/dd/yyyy with a date not more than 2 days in the past from today.  Then enter some tracking number.  You must follow the format exactly for this to work.  Proceeding the date with 'Shipped On:' and proceeding the tracking number with 'Tracking #:'  

Click the 'Shipments' button on the bottom of the EZOrderLink form.  Once complete the application will display Shipment Compete with a timestamp.  If the lower list box contains data, that is your invoice with the shipping item.  To view the file created, navigate to the application folder and then to the Outbound folder under the application folder.  You will see a file just created in the necessary format to send ship confirmation data to Amazon.

If you have successfully completed this process you should find a file that begins with AmazonShipping_ and then a time stamped followed by .txt

for example:

AmazonShipping_1_24_2017_10_31_04_AM.txt

in the outbound folder under your main application folder.  This file can be sent to Amazon to complete the ship confirmation process.  The correct usage would be to move this file to the outbound AMTU folder or send to Amazon via Seller Central when complete to avoid duplication on subsequent runs.  Also, make sure the invoice has a purchase order number.

If you confirmation process does not produce the output feed, check your data to ensure you are creating an Invoice Record and that the invoice date is within the last 2 days.  The actual ship date reported to Amazon is rendered from shipping line and not the invoice date.

 

You can open this file to view the data as shown above.  Some notes about shipping.  The ship carrier is extracted by logic from the format of the tracking number.  Incorrect or unrecognized formats for tracking numbers will result in the shipment being specified as the default USPS  Standard.

Trouble Shooting:

If you start the app and get in an endless loop, (Start with QuickBooks running)  check the following:

Make sure you have at least 1 customer in QuickBooks.  If you have a new installation of QuickBooks, create a customer.  The setup page of EZOrderLink has a dropdown explained in the set up procedure that loads with customers at startup.  If no customers are found the program will not continue.

If you continue to see the message 'Start with QuickBooks running' check to see if you have any customers with accent characters.  If you have customers with accent characters and cannot get past this loop, contact us for a different build with accommodation for accent characters.

If you continue to experience issues contact us for further assistance. 

Issues with importing your sales file:

Check to see that the file you are importing is the Amazon Marketplace Order file.  You can download this file through Seller Central.  This instance of EZOrderLink is mapped to process order files only.  If you attempt to load a settlement file or other file formats that EZOrderLink is not mapped to import, the process will fail.