Category: External System Configuration

incentX can connects directly to your QuickBooks Online. incentX will sync all data automatically with no other configuration or maintenance required on your part.

Step 1: Fiscal & Calculation Options

Configure your Data Start Date in Fiscal & Calculation Options so that incentX knows which transactions to load when it first syncs data from QuickBooks Online.

Step 2: External System Configuration

• Connect your QB Online account – Click this button to authorize incentX to connect to QuickBooks Online. You will have to log in to your QuickBooks Online account. Once incentX has received authorization from QuickBooks, the button will become inactive and the message “QB Online connection active” will appear. You do not have to re-authorize incentX to access QuickBooks unless the authorization is cancelled for some reason; incentX will notify you if this happens.
• Service Item Name/Number – enter an Item Name/Number from QuickBooks; incentX will use this item for generating bills to pay commission & rebate contracts. You can enter this later, but incentX will not be able to send invoices to QuickBooks until you fill it in.
• Sync QB Online Estimate with incentX Orders/Quotes – QuickBooks Online uses Estimates to represent both Quotes and Orders. Choose which one will be synced with QuickBooks; the other will exist in incentX but will not appear in QuickBooks.
• Transaction Data Update Frequency – How often you want transaction (invoice/order) data to sync with SAP B1. A smaller value will keep incentX more perfectly up-to-date but may generate some load on SAP B1, though the individual update cycles will finish more quickly
• Master Data Update Frequency – How often you want master data (business partner/item) data to sync with SAP B1

After entering all the required fields, click Save.

incentX will automatically sync all data from QuickBooks Online. It may take some time to complete the sync if you have a large amount of data. Before the sync has completed, incomplete data may appear in incentX.

You will have to log out of incentX and log back in to reload Pricelist data.

incentX can connect directly to your SAP B1 HANA server using Service Layer. incentX will sync all data automatically with minimal load on your server, and no other configuration or maintenance required on your part.

Step 1: Fiscal & Calculation Options

Configure your Data Start Date in Fiscal & Calculation Options so that incentX knows which transactions to load when it first syncs data from SAP B1.

Step 2: External System Configuration

• Server Timezone – The timezone of your SAP B1 server (SAP B1 stores datetimes in local server time, which incentX translates to UTC)
• ERP URL– Enter the fully qualified URL or IP address with port number of your server (something like
  “https://12.31.5.99:50000” or “https://sapb1.mycompany.com:45000”)
• ERP Database Name – The name of the company database, as displayed on your B1 Choose Company screen at login
• ERP Database User Name – The username used to log in to B1
• ERP Database Password – The password used to log in to B1
• G/L Account Number – The G/L entry to use for creating A/P Invoice records in SAP B1. You do not have to enter this now, but you will not be able to sync A/P Invoices (for incentive payments) from incentX to SAP B1 until you enter it.
• Transaction Data Update Frequency – How often you want transaction (invoice/order) data to sync with SAP B1. A smaller value will keep incentX more perfectly up-to-date but may generate some load on SAP B1, though the individual update cycles will finish more quickly
• Master Data Update Frequency – How often you want master data (business partner/item) data to sync with SAP B1

After entering all the required fields, click Save. incentX will test the connection to your SAP B1 server. You may have to explicitly allow incentX’s server (app.incentx.com for production environments or preview.incentx.com for testing environments) access through your firewall.

incentX will automatically sync all data from SAP B1. It may take several hours to complete the sync if you have a large amount of data, depending mostly on your server speed. You may want to do the initial configuration at the end of the workday or on the weekend to minimize load on your server.

QuickBooks connects to incentX via an ERP Utility; click “Download incentX Utility for QuickBooks” to download and install.

Step 1: External System Configuration Within incentX

• 2FA Pass Phrase – this is a pass phrase which the ERP Utility will use to connect to incentX. You can enter any pass phrase you like, but we highly recommend you click “Generate Password” and use the secure pass phrase which is generated. Do not use the same pass phrase you use for your incentX account or any other account.
• Item Name/Number – enter an Item Name/Number from QuickBooks; incentX will use this item for generating bills to pay commission & rebate contracts. You can enter this later, but incentX will not be able to send invoices to QuickBooks until you fill it in.

Note the Customer ID in the top right corner of the External System Configuration screen; you will need this number to
install the ERP Utility (Step 3 below).

Step 2: Fiscal & Calculation Options

Configure your Data Start Date in Fiscal & Calculation Options so that incentX knows which transactions to load when it first syncs data from QuickBooks.

Step 3: incentX ERP Utility For Quickbooks

Install the utility on a machine which has access to your QuickBooks file, and which you have easy access to to make sure it is on and the installed user is logged in. While the ERP Utility will start automatically on login, due to limitations of QuickBooks, the ERP Utility cannot run as a Windows Service and therefore will not start when the machine turns on before the user has logged in.

Make sure your installation of the ERP Utility will have access to your QuickBooks file. You may need to installand run the ERP Utility as Administrator, depending on your Windows system configuration.

Launch the Setup program, and choose “QuickBooks Connector Installation”.

If you have not already installed the QuickBooks SDK, the installer will prompt you to install it. Finish the SDK installation and the installer will continue with the ERP Utility installation.

Once you have installed the ERP Utility, start QuickBooks and open your Company file. Leave QuickBooks running while  you configure the ERP Connector for the first time.

Start the ERP Utility and enter the following:

• Host Environment – Most users will choose App. If you are connecting the ERP Utility to a sandbox/test environment, choose Preview
• Company File – Choose your QuickBooks company file
• Customer ID – Your incentX customer ID, from the External System Configuration screen in incentX (see Step 1). Your customer ID also appears in the “Welcome to incentX” email you received
• Pass Phrase – The Pass Phrase you entered in the incentX External System Configuration screen
• Desktop Notification – Choose this option to be notified when the ERP Utility starts/finishes an update cycle
• Sync Time – How often the ERP Utility will sync with incentX. A smaller value will keep incentX more perfectly up-to-date but may generate some load on QuickBooks, though the individual update cycles will finish more quickly

Click “Test Connection” and make sure the ERP Utility successfully connects to incentX. If it doesn’t, re-check your
Customer ID and Pass Phrase.

 

Go back to your open QuickBooks window; you will have to grant the ERP Utility permission permission to access QuickBooks. Make sure to enable access even when QuickBooks is not running. You may have to enter a QuickBooks username and password.

Click “Create UDF”; this will create user defined fields for incentX in QuickBooks, to tell incentX which Vendors to load  from QuickBooks. (If you do not do this step now, you can always do it later).

Click “Save” to save your configuration. Now you can minimize the ERP Utility. The ERP Utility will continue to sync data between QuickBooks and incentX at whatever frequency you have set.

In order for incentX to load Vendors from QuickBooks (to receive payments from any kind of incentive contracts), you must first mark them as relevant to incentX. For each Vendor in QuickBooks, go to the “Additional Info” tab and set the U_USERFORIX custom field from N to Y.