Changing Settings in the Zoho QuickBooks Integration

IV. Zoho QuickBooks Integration | Settings Explained

ZBrains Dashboard >> Settings

The settings menu is comprised of a few tabs.  Their uses and purposes are enumerated here:

QB File Path [Desktop customers only]: This field contains the file path to the QuickBooks company file that you used when you filled out the integration intake form.  The integration uses this file path to connect to your company file and make any changes to records, so please do not modify this file path unless you also replace it with a different one, then click Submit. 

After replacing this file path, you will need to re-deploy the QWC file, which will use the new file path instead of the old one.

Zoho Authtoken: This field contains the Zoho authentication token used when you filled out the integration intake form. 

The authentication token allows the integration to connect to your Zoho CRM instance, so if you remove it the integration will not work.  If you need to switch authentication tokens for any reason, please replace a deleted token with a new one as quickly as possible to avoid any sync interruptions.

Download QWC File [Desktop customers only]: You can use this button to download a QWC (QuickBooks Web Connector) file onto your computer, to then be used by the QuickBooks Web Connector. 

For more information on deploying the QWC file to your QuickBooks Web Connector, please see the article on deploying your integration.

Sales Rep Mapping [Desktop customers only]: This tab displays your QuickBooks users and Zoho users; the purpose of this mapping is to associate records owned by members in your QuickBooks environment with records owned by members of your Zoho CRM environment.  Use the drop-down menu in the upper right corner to select which direction you'd like to map, and choose the proper sales representatives to map from the drop-down menus by each of their names, according to the direction you've chosen. 

If you do not see your QuickBooks users displayed, it means the integration has not read your company file yet; please run the integration and your sales representatives should appear.  If they still do not appear after running the integration, please contact us.

Inventory Settings [Desktop customers only]: This tab displays your three inventory accounts required by QuickBooks Desktop when syncing Zoho product records with QuickBooks item records.  (QuickBooks requires these accounts to be associated with each item tracked, while Zoho does not have logic for this setting, so these may not be necessary to map when syncing items only from QuickBooks to Zoho CRM.)  These three inventory accounts are the Income Account, COGS (Cost of Good Sold) Account, and Asset Account. 

To map these accounts properly, click the drop-down menu next to each account to choose the proper destination account from a list.  Each list is populated from inside your QuickBooks environment, so if the list is incorrect, you may be using the wrong company file and will need to replace it.  If the list is empty, this means the integration has not read your company file; when you run the integration, these fields will populate with the proper data.  If you have run the integration and your inventory accounts still do not populate, please contact us.  If you aren't sure how to map these accounts, please contact your QuickBooks administrator.

Sync Direction: This tab lists the available module pairs to sync, according to which version of the integration you’re using.  You can use the drop-down menu to the right of each module pair to select whether you’d like to sync records in those modules from Zoho to QuickBooks, from QuickBooks to Zoho, both ways (Bi-Directional), or not at all (Disable).

Please note: Selecting “Disable” for any module pair will make the field mapping section for that module invisible, so you won’t be able to make any changes until the sync is re-enabled.  As well, we do not advise disabling the sync for essential (Accounts/Customers or Products/Items) modules unless you are working with the Freemium version of the integration, as failure to sync those properly can potentially cause syncing of transactional records to fail.

Sync Historical Data [Annual customers only]: This tab lists the available modules from which to sync old records.  In this case, an old record is anything created before the integration was implemented, as the integration is designed only to sync new or modified records; in cases where many records are present in one system and manually updating them all in order to trigger the integration’s sync would prove too time consuming, migrating historical data makes sense.

  • The Module Names heading lists the modules available to sync data from.  Sync Date allows for choosing a historical date from which to sync data.  The date can be modified across modules.  Use the check boxes to the right of each module to confirm you wish to migrate data from that module across platforms, and click the Submit button to begin.  The Reset button is not used.
    Please note: The sync directions for the Sync Historical Data tab are controlled by the sync directions set in the Sync Direction tab.  If the proper module names do not appear on this screen (e.g., you see Customers, a QuickBooks module, instead of Accounts, a Zoho module), please change your preferred sync directions on the Sync Direction tab and the modules displayed will change accordingly on the Sync Historical Data tab.

Once your historical data migration tab is activated, you may use the function as often as you’d like.

To access the ZBrains dashboard, click here.


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