2010 User Conference
April 23rd – 25th, Philadelphia, PA
2010 User Conference
QuickBooks Integration/Overview
Roxanne Brown, CQA
Professional Business Solutions 4U, LLC
www.qb4yahoostores.com
rjjjbrown@aol.com
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Stone Edge Order Manager &
QuickBooks Overview
Why do you need 2 programs?
What information remains in QuickBooks?
 What does SEOM track?
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Do You Really Need Two Programs?
Yes 
No one program can do everything – however two programs as
powerful as SEOM & QuickBooks compliment each other very well
SEOM will now handle everything related to your products &
customers
QuickBooks will manage the overall financial side of your business –
Your overhead type processes, such as Payroll, A/P, etc.
Let each program do what it does best; your business will benefit.
Do you really want everyone to have access to your financial data?
2010 User Conference
April 23rd – 25th, Philadelphia, PA
What is Exported to QuickBooks?
Sales are exported as General Journal Entries
Deposits are exported as Deposit Entries either
Summary - By Type, By Day
Individually
Receiving is exported as General Journal Entries
Invoicing will be exported as billing entries – allowing you
to use Accounts Payable within QuickBooks to pay your
bills easily.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Sales (As a Journal Entry)
Sales are exported as a General Journal Entry per day.
The entry can be summarized by Day & Account, or one
long journal entry with each line item (not recommended longterm).
Included in the export of Sales data will be Product Sales,
Sales Tax, Shipping Income, Discounts & Coupons, Returns
& Allowances, Surcharges/Other Charges, Inventory,
Received & Dropped, & Cost of Goods Sold.
You can use more then one Sales Account – provided you
are using Inventory Categories in SEOM.
NOTE: Sales data for UNAPPROVED orders are NOT exported until they
are approved!
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Deposit Data
Deposit data can be exported in Summary or Detail
Summary
Deposits are recorded in QuickBooks by Day, by
Type
Detail
Deposits are recorded in QuickBooks individually
Note: If you download your banking data, you will NOT want to utilize
this feature. Instead, de-select this as an option and code your
downloaded deposits to the Accounts Receivable – SEOM account.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Receiving Data
If using this feature in SEOM, Purchase Orders would be
generated and received against in SEOM, NOT in
QuickBooks. If you created a PO in SEOM, when you receive
product, receive it against the Purchase Orders in SEOM.
The next time you export to QuickBooks, you will see a
Journal Entry that increases an account called “Received and
Dropped Not Paid.” This is an Other Current Liability account
within QuickBooks and is specific to using SEOM.
Example: Inventory product was received; the Inventory Asset
account will be increased (because you now have possession of the
product) and Received and Dropped not Paid will be increased
(because you have a liability to pay for it).
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Vendor Invoices
When you receive invoices (bills) from your suppliers, enter
them into SEOM against your open Purchase Orders – Not
QBs. Each invoice can cover all, part, of one or more PO’s
and will be imported into QBs in the form of a Bill so you can
manage your Accounts Payable easily. This works for both
inventory and drop-ship orders.
You can account for additional charges, discounts, or price
changes within SEOM when you enter the vendor invoice,
this information will be included in the export to QuickBooks.
At this time, Vendor Credits are managed in QuickBooks.
NOTE: Any additional charges incurred after the PO is
locked down in SEOM must be accounted for within
QuickBooks.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Sales Tax
Sales Tax collected is included in the Sales export Journal
Entry.
Sales Tax collected will appear in the Sales Tax Liability –
SEOM account in QB’s and can be cross-checked with the
Sales Tax Payable report from SEOM, along with the
Accounting Summary – NEW report pulled for the particular
timeframe. You can also generate a ‘Quick Report’ from
QuickBooks for the same timeframe.
 A check is written from QuickBooks and coded to the same
liability account.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
What Should be Considered
Before Integration?
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Before your ‘Go Live’ Date …
Your QuickBooks data file should be free of data corruption – It
may make sense to start a New file
Basic computer maintenance is a must to ensure the stability of
QuickBooks and SEOM
Special Accounts will be needed for StoneEdge to work properly
QuickBooks will now be used differently for customers &
inventory/products
It is important to learn the correct procedures for day-to-day
operations; otherwise your accounting data will be a mess.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Before your ‘Go Live’ Date …
Use 15-20 minutes of your Express Set-up with SEOM to explain your
business model so they can configure the System Parameters properly.
Tip: Use a checklist and be ready for your appointment.
Consider which Export Settings to QB’s will be right for your business –
Sales, Deposits, Receiving, & Invoicing all have some flexibility.
Would importing data from QB’s or your Cart help, or hurt?
Have a Plan! Don’t Rush going ‘Live’ and be sure to ask questions and
read the Forum. Make a COPY of the SEOM database and your
QuickBooks data file for testing. Experiment with different settings, learn
the basics of using SEOM properly, and train your employees
consistently.
Consider using some of the various resources* that are available; it can
save a lot of time and money!
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Now That You Have a
Plan – What’s Next?
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Create New Accounts in QuickBooks
 Sales Tax – SEOM – Type is Other Current Liability
 Received & Dropped Not Paid – Type is Other Current Liability
 Accounts Receivable - SEOM – Type is Other Current Asset
 Inventory Asset - SEOM – Type is Other Current Asset
 Misc. Order Debit - SEOM – Type is Other Current Asset
 Misc. Order Credit - SEOM - Type is Other Current Asset
 Rounding - SEOM – Type is Expense Account
 Coupons & Discounts - SEOM – Type can be Income OR Expense
 Returns & Allowances - SEOM – Type is Income (acts as Contra)
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Create New Accounts in QuickBooks
 Bank Accounts for Payment Items as Needed
 Tip: Consider using holding accounts
SEOM Clearing – Type is Bank Account – While this is not
needed, it is highly recommended. Transactions that do not
have a specific payment type will be posted here, making it
easy to track and re-code.
 Gift Certificates Liability - SEOM* – Type is Other
Current Liability
 Note: If using Inventory Categories, create the appropriate Sales
(Income) accounts.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Inventory
Verify each SKU has a Primary Supplier & Cost
Is FIFO Initialized?
Verify Inventory QOH is correct – Now is the perfect time to
do a physical count
Consider using Inventory Categories
Decide if Purchasing and Invoicing will be performed in
SEOM or QuickBooks – This can be phased in when proper
procedures can be established.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
QuickBooks Accounting Export
Decide what data will be exported based on your setup
Select your Starting Date
Preview, Preview, Preview before you import. Back-up,
Back-up, Back-up …. Did I say Back-up 
Review a few days worth of data before you import the
entire year
If your Accounts in QuickBooks changes – You MUST resync the two databases
NOTE: If you receive Error Messages – Do NOT Ignore Them!!!
Write them down, take a screenshot, make notes, and follow through.
They must be fixed before the data will export.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
QuickBooks/SEOM Accounting Tips
A/R will typically fluctuate up/down because of timing issues
– this is normal, however you must track and verify.
Inventory Adjustments are NOT exported to QuickBooks at
this time; this is something that will require a manual
adjustment in QB’s.
If a Vendor name in SEOM does not match the name
entered into QuickBooks, a ‘new’ vendor will be created upon
import. Simply merge the vendor records in QuickBooks.
Consider not Summarizing the Sales Data journal entry for
the first month, get to know what is coming over to
QuickBooks and why. However, it is recommended this
setting be changed to summary after a few weeks.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
QuickBooks/SEOM Accounting Tips
It is NOT recommended to try to ‘fix’ data in the tables
directly.
Custom Reports may be necessary; especially if you handle
pre-pays, terms, gift certificates, etc. All the information is in
the Order Manager, and the proper reports can really aid the
accounting process . Consider the Communiqué Reporting
Tool.
Do not rush going live. Test, Test, Test & Test. Train your
employees consistently –the biggest problems come from
inconsistency, lack of employee training, general procedures
not followed correctly, or System Parameters not properly set.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
QuickBooks/SEOM End of Month
Tip: Create a folder on your server/computer for ‘SEOM
Accounting Reports.’ The first day of each month – BEFORE new
orders are processed, Print reports to PDF and save.
Run your Reports
Review & Verify your Accounts Receivable
Review & Adjust your Inventory Asset account in QB’s as
needed
Reconcile all cash & credit card accounts
Review Received & Dropped Not Paid account
Make sure your back-ups are being made and not corrupt
Note: SEOM cannot go ‘back in time’ to calculate your
Inventory On-Hand & Value, Aged Receivables, or some other
time sensitive and valuable information.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Recommended Resources
Steve Cisick, Technology Co-Pilot, LLC
Contact Info: steve@technologycopilot.com
http://www.technologycopilot.com/stoneedge
480-704-4139
Tom Martin, Altaireon, Inc. (Communiqué)
Contact Info: tjm@altaireon.com
http://www.altaireon.com
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Recommended Resources
Marlon Harris, eMerchant Discount
Contact Info: mharris@emerchant.com
866-979-0260
Matthew Grattan, Avalara
Contact info: matthew.grattan@avalara.com
206-826-4900 x1138
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Recommended Resources
Visit the Forum!
http://www.stoneedge.net/forum
SEOM Library of Training Videos:
http://www.screencast.com/users/StoneEdge/folders/Training+Videos
Make sure to check out the ‘End of Year
Procedures’ Training Video!
2010 User Conference
April 23rd – 25th, Philadelphia, PA
QuickBooks & SEOM
Questions?
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Quick Look at a Few Reports
QUESTION:
Why can’t I get the accounting summary report to say the same thing as the
sales summary report and the sales tax report and the daily audit, etc.?
 No one can truly agree on how they want to see the numbers - what
date actually constitutes the “sale”
 Many of these reports are not designed to agree with each other
 Each report is designed to give different views into sales and income
 Each report is focused on different dates, filters, and in many cases
several dates
 In the eCommerce world, Sales and Deposits seldom balance for a
specific time period for various reasons.
Because…Kevin Say’s So 
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Accounting Summary- New
This data is passed over to QuickBooks
Based on Order “History” - a single Date is used
Only approved order information is passed to QuickBooks
Initial History is generated at the time the order is approved
Additional history will be written/recorded when changes are
made
Report results should NOT change over time
NOTE: The act of ‘approving the order’ IS the trigger for sales
history to be written/recorded
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Sales Tax from History
Pulls data from Sales History
Based on a single date
Data does not change over time
Does not give detailed breakdown
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Aged Receivables Report
Print to PDF and Save at the end of the month along with
your other time sensitive reports.
Is not a ‘true’ A/R report – this reports shows ALL orders,
regardless of their status, with an amount due.
It usually will NOT match what is in QuickBooks; this is a
cumulative number and other factors impact this figure. It
can, and should, be verified on a regular basis!
 TIP: You cannot pull this with an ‘as of’ date to see
your receivables – so it’s important to print to PDF and
save each month.
Consider using the Open Receivables Report from
Communiqué or a custom report is you deal with a lot of
receivable’s or any unique circumstances.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Charges & Credits
Print to PDF and Save at the end of the month
along with your other time sensitive reports.
Review & Verify the report on a regular basis.
 TIP: You cannot pull this with an ‘as of’ date
– so it’s important to print to PDF and save each
month.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Inventory Value - NEW
Print to PDF and Save at the end of the month along with
your other time sensitive reports.
This is the ONLY report that shows inventory value now.
Review on a regular basis. Implement inventory counts, or
at least a rolling count. Do an entire count and make
adjustments at the EOY.
Inventory Adjustments do NOT pass over to QuickBooks at
this time. A manual JE must be entered in QB’s.
 TIP: You cannot pull this with an ‘as of’ date to see your inventory
for a given timeframe – so it’s important to print to PDF and save each
month.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
Additional Recommend Reports As Needed
Money Received Against Unapproved Orders (impacts your A/R)
PO’s missing Vendor Invoices (impacts your Received & Dropped)
Drop Ships Missing Ship Dates (impacts your COGS)
Zero Dollar Orders (if you want to reclassify)
A good A/R Report (especially if you deal with terms, pre orders, etc.)
Approved Orders with No Sales History
Any other Custom Reports, from whatever source you use, that are time
sensitive.
 Any Report that cannot be generated with an ‘as of’ date should be printed
to PDF and saved on a monthly basis.
2010 User Conference
April 23rd – 25th, Philadelphia, PA
QuickBooks & SEOM
Questions?
Contact Information:
Roxanne Brown
rjjjbrown@aol.com
301-582-2857