IA Modules eCommerce Documentation

Quickbooks Prerequisites

Before attempting installation of the IA Modules software, please check the following things in Quickbooks...
Before setting up the store options, there may be a few things you want to add to QuickBooks and synch up to the store. You can add or change these after the installation and initial setup by returning to the setup screen anytime. If you set them up in advance, it will only take you a few minutes but it will start your store out right, you won't forget about them later, and your process will be smoother. We have provided detailed instructions below.

Check the version of Quickbooks
IA Modules software works with Quickbooks 2003 and above. The latest version is always recommended, as some features may require a newer version.

Check your invoice numbers
Look to see if the invoice numbers are sequential. Also, check to see what the first and last invoice numbers are.

The IA Modules software will import your invoices in stages. It will loop through each stage until it finds an empty stage. If it finds an empty stage it will not look for any more stages. The size of the stage and the starting point can be set. By default, the stage size is 700, and the starting point is 0. After looping through all of the stages starting with a numerical character, it will loop through a final stage for all invoices starting with a letter A-Z.

Check your customer's Country Codes
The Country Code for your customers must be in the format described here in order to work with the IA Modules software.

Check your customer's State Codes
They should be set with the two letter abbreviations for states in upper or lower case.

Check your customer's Tax Codes
They should be set with the out of state or in state tax codes or tax may not be calculated correctly by the store for your existing customers. You should have tax codes. Typically, at least one for out of state which would be 0% and one for instate that woudl be some typical % rate. This will allow the store to set new customers with the right tax code, saving you time and to help collect the right tax amounts. NOTE: QB POS Users will need to have items set with Tax on Non. The system specifically looks for these tax codes on items. Other codes on items will result in improper taxation consideration for items at checkout time. For more information on tax, click here: TAX PAGE

Create a Shipping Item for the store
Make sure you have one item of the qb item type 'Other Item Type' for shipping purposes. you will need to specify one item in the setup form for the shipping calculator to add to orders and set with the calculated charges.

Create a Sales Rep for the store
Add a sales rep to QuickBooks for each storefront you will have. this will allow it to mark all new customers with that rep, and their orders with that rep.
See below for a helpful guide to adding sales reps!

Create a Class for the store
If you are doing one or more storefronts, add a class for each one named appropriately. This will greatly help you when you want to break down sales reports of sales that came from one storefront from another storefront or sales channel like phone, fax, or whatever.
See below for a helpful guide to enabling and adding Classes.

How to use QuickBooks - always be in multi user mode when running our synch program.

1. Always open QB on file using same folder path to your QBW file

2. Always open QB using multi user mode or our synch program will not be able to communicate with QuickBooks

3. Only then can you run the synch program via Start / Programs / IAM Server Suite / Start IAM Server . A black DOS window will pop up. just minimize it and let it run. when you want to shut off the synch, use the start/ programs / Shutdown iam server to shut it down gracefully. clicking the 'X' close button on the DOS window is not the correct way to shut it down. that will abrubtly terminate the program, whether it is in the middle of a synch or not.

Single user vs Multi user mode- how to tell, how to switch?

In order to switch user modes click on the "file" menu

You know you are on Mutli-user mode if the top of your screen looks like this:

You know you are on Single-user mode if the top of your screen looks like this :

How Do You Create a Sales Rep?

Create a Sales Rep simply by clicking List then Customer & Vendor Profile Lists then Sales Rep List see below

At the Sales Rep List click Sales Rep then New see below

You have just created a Sales Rep. Now you must Enable Class Tracking.

How To Enable Class Tracking?
This will only take a minute and is well worth it!

Go to List and find class list (normally below where the payroll item list is:

If it is missing like in the image below we have to enable it.

If you do not see class list, GO TO SINGLE USER MODE
Go to Edit and then Preferences; See below

On the next screen click: company preferences tab

On the company preferences tab: check use class tracking.

You can also choose Prompt to assign classes. This enables prompting to QB users whenever an order or item on an order has not been assigned a class. This can be annoying but will force your users to fill in complete information making your reports much better. It is up to you.

You just enabled class tracking! Now you must create a class for the store to use.

How to Create a Class?

Creating a Class is simple: Go to List then class list

click name to add a new class

Type the class name like ('Web ' ) and press OK

Now you created and enabled Class tracking. when you Synch the first time or subsequent times, the classes will synch up and you will have those to choose from in your setup screen. Don't forget to be in mutli user mode before starting the synch back up if you had to go to single user mode to enable class tracking!