You can get to this part of the system by clicking on the gear-shaped button on the right side of our blue Admin Toolbar, click Settings, then click POS Settings > QB Connect.
PLEASE NOTE: It is likely that you already have the Connector installed on your computer (by default it installs with Quickbooks itself). You can check by going to the Search near your Windows button and searching for Quickbooks Connector. If it is already installed, you can skip #1 below and start with step #2.
Set Up Your QuickBooks Connector
There are several things we need to take care of before you will be ready to start synchronizing your daily sales and inventory with your Quickbooks. Start by following the instructions above to get to the QB Connect Settings area.
When you first look at this area, you'll see a notice warning you to save any other settings you might have changed, since the link for the QB setup will take you to a different part of the system. To get into the setup area, click the link that says Click here to go to the QB Connect Settings.
Initially, you will see some tools the Migration team uses (we strongly recommend not trying to use any of the tools yourself). In the gray bar near the top, click Quickbooks to proceed.
Under the Quickbooks menu, on the far right click on Web Connector. There are three steps to setting up your QB Web Connector utility. This is a separate program created by Intuit to facilitate data updates to the Desktop Windows version of QB from point of sale systems like Rain. So our first step is to get that downloaded and installed to your computer.
1. Download and Install QB Web Connector v. 2.1
Click the link to download version 2.1. Version 1.5 is for VERY old versions of QB only, so if your version is older than ten years, that may need to be considered, but most likely you will want the newest version.
Follow the on-screen instructions to install the program.
2. Setup User
Your QB integration can be associated with only one user in the Rain system. That user login will tie in with your QB Connector. Enter the password for that user has in place for their Rain account (you must be currently logged into Rain with that user account). Confirm the password by entering it again in the second field.
Click the Create User button, and if the password was correct, you'll see 'Current User Exists' in green text, and you'll have a Reset User button. If, in the future, you need to change the User that's associated with the QB Web Connector, you can click that button to reset the User login.
NOTE: M3rchant was a former name for our company. We did business as M3rchant for about one year, and that was around the time we created our Quickbooks integration. The reference to M3rchant will be removed when we do the next user-interface for QB Connector.
3. Create and Run Your QWC File
In order to connect with the Rain system, the QB Web Connector program needs a QWC file configured by our system
To create your QWC file, first click the radio-button for Live (since you will be using the system for live data updates to QB from the Rain POS). Then click the Create QWC File button. You will want to save the file to your computer. The file will have your Customer ID at the front, followed by -qbwc.qwc (see example below). You can find your Customer ID under the gear-shaped button on the far right side of our blue bar.
If you download the file from Firefox, you can find the file using your Downloads button in the upper right of Firefox. The QWC file will be at the top of the list.
If you download the file from Chrome, you can find it at the bottom of your Chrome window in your Downloads bar. It will be the file furthest to the left, as pictured below.
Before you proceed, make sure you have the main Quickbooks program up and running. Every time you run an update through the Connector, you will need Quickbooks itself running as well.
Move the QWC File to your Desktop
You will want to move the QWC file to your Desktop, so you can easily run it when needed. In Firefox, in the Downloads drop-list, click the small folder icon on the right for the QWC file and it will open the folder, and you can move the file from there to your Desktop.
In Chrome, click the small Up arrow
Click the file in either location to run it. The QB Web Connector will launch.
The following warning screen will pop up and requires your authorization for the Connector to gain access to your Quickbooks data before proceeding:
Click OK to proceed. Another, similar authorization window will also pop up in Quickbooks, and it's important how you resolve it, here is what it looks like:
For the question "Do you want to allow this application to read and modify this company file?", choose the option Yes, whenever the Quickbooks company file is open. Our system requires your QB to be open with the proper company file loaded in order to run the connector.
Do not check the box at the bottom that says Allow this application... Your company information will not require sensitive personal information that this would allow.
Click Continue, you'll be prompted to confirm your choices, if they look right, click Done to complete the authorization.
The Quickbooks Connector, Initial Launch
The QB Web Connector will open as soon as you've authorized permissions as noted above. You'll see the QWC file you created as a line-item in the Connector window, as pictured below. You may have other QWC files you already work with. To run your update, check the box on the left to select your QWC file, and make sure that you enter your Rain system user password on the right.
You will want Autorun set to Off (it won't work with our system, as updates have to be run manually). Up above, click the Update Selected button. You'll see the progress bars for Application Progress and Total Progress work their way up to 100%, and at that point, the update will be complete. Future updates you run, after you have completed the final setup steps, will populate data for you into Quickbooks.
Coming Up Next: Configure your QB Connector Settings in Rain.