QuickBooks Modules in ShopXpert allow you to leverage QuickBooks’ features and synchronize your accounting data. To access these modules, follow the steps below to ensure the correct setup and access permissions are in place.

Overview

ShopXpert supports two types of synchronization flows, each with distinct conditions:

• ● Sync from QuickBooks to ShopXpert (Data Conversion):
  This sync can only occur once. After the initial data import, future updates should be managed within ShopXpert to avoid overwriting or duplicating records.
  ● Sync from ShopXpert to QuickBooks (Sync Modules):
  This sync can be performed anytime, allowing you to update QuickBooks with new or modified data from ShopXpert as needed.

Notes:

• ● Sync Access: Each type of sync has a dedicated button on the QuickBooks Modules main page, with further details provided in the next section.
  ● Initial Setup Requirement: The first time you log in, you must complete the Data Conversion after setting the Organization ID. This initial setup ensures data accuracy and prepares the system for ongoing synchronization.
  ● Sync Modules: This is performed once data has been entered into the ShopXpert system. After the initial setup and data entry, you can sync any new or updated information from ShopXpert to QuickBooks as needed.

Steps to Access QuickBooks Modules

1. Navigate to QuickBooks Modules
○ Open ShopXpert and go to Settings > General Settings > QuickBooks Modules.
2. Confirm QuickBooks Organization ID Setup
○ Before accessing the QuickBooks Modules, ensure the QuickBooks Organization ID (also known as the Company ID) is entered in the General Settings as presented in the first chapter. This ID uniquely links your ShopXpert account to your QuickBooks account, enabling secure data transfer. If a user attempts to access the page without setting the Organization ID, the following pop-up will appear.

3. Access QuickBooks Modules
○ Once the Organization ID is set, you can access the QuickBooks Modules
directly from the QuickBooks Modules page in Settings. At this stage, the
Data Conversion process should typically be performed.
○ If the Organization ID is missing or incorrect, you will need to complete the
sync setup first, and then return to the QuickBooks Modules page.

Key Actions

The QuickBooks Modules page in ShopXpert offers two main actions for managing data exchange between ShopXpert and QuickBooks: Data Conversion and Sync Modules. These options facilitate the initial data import and ongoing synchronization to ensure data accuracy and continuity across systems.

Data Conversion

The Data Conversion button initiates a one-time data import from QuickBooks to
ShopXpert. This process allows ShopXpert to retrieve historical data and existing records from your QuickBooks account, establishing a baseline for ongoing data management within ShopXpert.

• ● One-Time Sync: Data Conversion from QuickBooks to ShopXpert can only occur once. After this initial import, it is recommended to manage updates directly in ShopXpert to prevent overwriting or duplicating records.
  ● Estimated Duration: Depending on the amount of data in QuickBooks, the
  conversion process may take several hours. The process lengthens with larger data volumes.
  ● Setting the Start Date: You can set the specific date from which ShopXpert should begin retrieving data. This setting allows for flexibility, enabling you to import only recent transactions if desired.
  ● Recommendation: Schedule the Data Conversion during low-usage hours or
  non-business times to avoid potential system slowdowns.

Sync Modules

The Sync Modules button enables ongoing synchronization from ShopXpert to QuickBooks, ensuring that any updates made within ShopXpert are reflected in your QuickBooks account.

• ● Continuous Sync: Unlike the one-time Data Conversion, Sync Modules can be
  performed anytime, allowing you to regularly update QuickBooks with new or
  modified data from ShopXpert.
  ● Confirmation Prompt: A confirmation message will appear before proceeding,
  stating, "You are about to sync your data system from Organization to your
  QuickBooks account. Are you sure you want to proceed?" This ensures that
  synchronization is intentional and helps prevent unintended data updates.
  ● Usage: This option is ideal for keeping QuickBooks up-to-date with finalized changes from ShopXpert. While the synchronization is generally quick, larger updates may vary slightly in processing time.