QuickBooks data export - import process 

SerendiSys includes a 32 bit executable "QBImportUtility.exe" has been written to export data from the database into directly into Quickbooks. It is 32 bit rather than 64 bit for backward compatibility with Quickbooks export libraries.

When run it shows 3 buttons.
Clicking the Export Vendors button will export any newly added farmers or transport companies into Quickbooks "Vendors" records.
The Export Deliveries button collates the new Deliveries added to SerendiSys and converts each Record of the Deliveries data-table into 2 Quickbooks "Bill" entries. One for the payment to the farmer, the second for the payment for the delivery costs.
The Export Sales button collates new sales-records added to SerendiSys, and converts each into Quickbooks "Sales" record.

Running the 2024 version of the QBExportUtility for the first time

Serendipalm QBUtility  

When the utility opens, you will see the window shown above.

1. Click on "Connect to QuickBooks"
2. Only the first time you export data, click on "No" to change settings.
3. When Settings have been completed the "Export" buttons will become active.

 

The first time the QBImportUtility is run, the window shown below will open, it should be completed with the correct details for your version of Quickbooks. This only needs to be done once, the details are saved by the system.

Quickbooks set up screen  

1. The User and Password details should be entered. 
2. The exact file-name for the Quickbooks "Company File" should be entered here. This can be added by clicking the "Pick" button and finding the QBW file on-disk.
3. Once details are completed, click the "Connect" button, when Quickbooks will prompt to confirm it is safe for the QBImportUtility to have access to the Company File. Click "Yes" or "Confirm" at this point.

Steps for security verification

Once the "Connect" button is clicked, the user will first just be asked to confirm they want to allow the connection. Click "Allow" at this point. Then the Security Verification screens shown below will open.

Security Verification with Quickbooks  

1. Click "Yes, whenever this QuickBooks company file is open, or "Yes, always"...
2. Click Continue.
3. In the "Access confirmation" screen, click "Done".

Users should then be able to use the Utility…

How to use the QBExportUtility

SerendiSys Export Deliveries  

1. The user has clicked the Export New Deliveries button. 
2. The exported records are listed as they are added to the CSV file, and the list is saved in a tab on the Utility so that it can be reviewed.

Note that once a Delivery (or Farmer or Supplier) is exported, it's record is updated in SerendiSys ticking the "ImportedToQB" tickbox, and a QBID is added as a verification. By checking the state of these fields in the Deliveries data-table users can check whether the record has been exported.

Resources that are used by the Quickbooks export system

QBAddDeliveriesAndTransportCosts This resource returns data for newly added Deliveries.

QBAddSales This resource returns data for newly added Sales.

Where the QuickBooks Importation Utility stores settings data

All user / settings data is stored in the system registry, at the address: Computer\HKEY_CURRENT_USER\Software\Orixa\SerendiSys, which is the same address used for other SerendiSys settings. Note that the QuickBooks Password is encrypted using a strong encryption routine.

QuickBooks Registry Settings  

1. Registry location of SerendiSys Registry data.
2. Details of key data stored for the QuickBooks Utility.