Importing Orders Into QuickBooks

The FoodStorm Import for QuickBooks tool allow you to transfer customer orders from your FoodStorm account into your QuickBooks company file.

Installation

Note: The FoodStorm Import tool only works with the Windows version of QuickBooks, version 2010 and greater.

To install & configure the program, follow these steps:

  1. Install the program by clicking on the following link & follow the prompts:
    http://www.foodstorm.com/downloads/quickbooksimport/setup.exe
  2. Once installed, open FoodStorm Import for QuickBooks via your Start menu under CaterXpress > FoodStorm.
  3. Enter your FoodStorm username & password. Note: Only administrator users can sign into this program.
  4. The first time you launch the program, the Settings window will be displayed. Locate your QuickBooks Company File by clicking the Browse... button. Your company file ends in .qbw.
  5. Ensure QuickBooks is open, then click Save.
  6. In QuickBooks a window will appear asking you to allow FoodStorm to access your company file, select Yes, always; allow access even if QuickBooks is not running, then click Continue...
  7. Click Yes to confirm and then click Done in the Access Confirmation window.
  8. Close QuickBooks and return to the FoodStorm Import program.
  9. Click OK in the Settings window. You are now ready to import into QuickBooks.

Importing

Note: Before performing an import, we highly recommend you back up your company file!

To import data from FoodStorm into QuickBooks, follow these steps:

  1. If you haven't already done so, open FoodStorm Import for QuickBooks via your Start menu under CaterXpress > FoodStorm.
  2. Enter your FoodStorm username & password. Note: Only administrator users can sign into this program.
  3. Select a date range of customer orders that you would like to import. If this is your first import then start with a small range, e.g. just a day or 2. Click Next > and wait while your orders are downloaded from FoodStorm.
  4. A summary of what will be imported will be displayed on the the next page. If the orders you are importing contain Items or Customers that don't yet exist in QuickBooks you will need to provide some information, see below:
    • Items. For each item, type the name that you would like to appear in QuickBooks. You can either type a new name, or the name of an existing item in QuickBooks. If you have typed a new item name, you will also need to select the QuickBooks account that you would like the item to be linked to.
    • Customers. For each customer, type the name that you would like to appear in QuickBooks. You can either type a new name, or the name of an existing customer in QuickBooks.
  5. Click Import and wait while your FoodStorm data is imported.

A summary of what was imported into QuickBooks will be displayed once the import is complete.

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