Before we get into the details of how we install and accredit you with your suppliers I would like to say “Welcome” and ensure that you are aware that we are here for you. We need you to understand that you can contact us at any stage for support or any questions you may have at any time. Also no question is “stupid”, if there is a question you have then we would rather that you have the answer rather than dwelling on it. We tend to say that EDI is a ‘team sport’ and by that we mean that there are multiple players involved and we all need to ensure we work together so think of us as an extension of your company and ask away!
So let’s get started!
The process we go through is as follows
1. Setup of EDI to Quick Books Online
2. Check the system and ensure it fits in as closely as possible to your current/desired process.
4. Look for a “Go Live” date
Setup of EDI to Quick Books Online
The Setup has been completed on our end and now needs to be connected to Quick Books Online
To access our program via the Web page please follow the following directions below;
Go to our login page
Login ID is your email address -> This is usually the primary email account you have provided to us firstname.lastname@example.org – if that is incorrect let us know and we can update it
Your password will need to be setup via the Forgot your password? link
Go to forgot password and enter your email address – it will send an email to setup your new password, then once setup you can login with the email address and new password
Once Logged in The Order Exchange will need to be connected to ;
Quick Books Online - Getting Started
Once logged into The Order Exchange – please use the master Quick Books Online account to login and connect
Top left hand side of the page is the connection
Click connect to Quick Books and and login page should show up as per below;
If the screen doesn’t show up it may be security settings or pop up blockers – also best to use a Windows based PC.
Once signed in it will say connected instead of connect.
Once connected continue with the below required information
Setup Company Details
Under Menu - > Supplier
Double Click on your company name to setup company details
Setup Warehouse / 3PL information
Under Menu -> Warehouses
Double click on the one listed as the default to Edit – or click on the ‘Edit’ command button.
Need address details – enter head office details if it is located in the same location or enter its current location or if offsite. – enter required information highlighted below;
If more than 1 warehouse – click new and enter details of additional locations
Setup Tax Codes
Under Menu -> List -> Tax codes
Also confirming what tax codes, you are using – with and without GST? and if they are set on all items?
Once connected to QBO click refresh Tax Codes
Setup Customer Imports
Menu -> Retailers
The Order Exchange can setup this up but we will need you to provide some information as per below;
We will need to check how your customer cards are setup in Quick Books Online when importing orders linking to your Retailers
Is there one account (if so, can you provide the Customer code) or one account per store (If so, they will need to have the store codes attached to the Customer Cards). This is usually can be the trickiest section to setup and will know if it’s working when we get some test orders to try and import.
We link to QBO via the fully Qualified name not company name when bring back the Retailer code
Once we are all happy with the tests and process we will organize some training and Q&A time. This will include how to monitor the system and get support.
Look for a “Go Live” date
The last step is to look for a go live date. At this stage the system is ready and running but it is just waiting for the go ahead and for trading partners to turn the data feeds on.
Simply email email@example.com. Alternatively (or if it is urgent) please call us on 1300 780 400.
During the first 2 weeks of going live we monitor the system and check to ensure we did not missing anything. If we find any issues then we discuss them with you and rectify any issues ASAP.
After that we normally have you running along with no issues and enjoying the benefits of EDI! But remember to always contact us with any questions.