How to Send Data to QB

Updated January 14, 2021

The Send Data to QB/Quickbooks Export page is used to send new advertisers information, invoices, and payments from your site to QuickBooks.  As The Magazine Manager / The Newspaper Manager doesn’t have direct access to your QuickBooks company file, this data is actually sent to a queue waiting to be processed by the QuickBooks Web Connector.  This processing will happen automatically if Web Connector is configured to auto-run; otherwise, you can initiate processing manually.  This page can usually be found under the Customers → Account Receivable → Send Data to QB or Quickbooks Export menu option.

Click on the Green Connect QB button to integrate QB. Once it’s connected, you’ll see this icon:

Note that the page will default to search the Data Type to Customer Information. Click Search to see what contacts have not been linked or sent to QuickBooks.

Customers/Advertisers

Once Search is clicked from the screenshot above, this page displays, pulling Customer Information for advertisers in your site that have not already been sent to or linked with a QuickBooks customer.

Advertisers that you wish to add to QuickBooks can be added easily by selecting the appropriate records and clicking the Send button at the top of the list.  Advertisers that do not need to be in QuickBooks can be hidden using the Hide button at the top of the list.

Users can also Print this list or export the list to a .CSV file. Click Back in the upper right to go return to the Search page.

Invoices

To Search for Invoices, change the Data Type to Invoice Information.

Then select Search. This page pulls Invoice Information for advertisers in your site that have been linked with a QuickBooks customer.

 

Just like Customer Information, invoices that you wish to add to QuickBooks can be added easily by selecting the appropriate records and clicking the Send button at the top of the list. Invoices that do not need to be in QuickBooks (because it has already been entered manually at some earlier time) can be hidden using the Hide button at the top of the list.

Payments

To Search for Payments, change the Data Type to Payment Information. This page pulls Payment Information for advertisers in your site that have been linked with a QuickBooks customer.

Payments that you wish to add to QuickBooks can be added easily by selecting the appropriate records and clicking the Send button at the top of the list.  Payments that do not need to be in QuickBooks (because it has already been entered manually at some earlier time) can be hidden using the Hide button at the top of the list.

Accessing Hidden and Linked Data 

The Magazine Manager and The Newspaper Manager make it easy to view and change Hidden and Linked Data. Simply return to this screen, then select from the drop down menu, Data to be Sent, Hidden Data, or Linked Data.

Then, follow the same steps in the above options to unhide or unlink selected data.