How to connect Quickbooks Online with SharePoint

This "how-to-connect" documentation will explain the initial configuration of an example connection from Quickbooks Online to a SharePoint Online List in Office 365. We will be synchronizing data stored in Quickbooks Online.

This guide presupposes that you have installed the Layer2 Cloud Connector and that you are familiar with its basic functionality. The Layer2 Cloud Connector User Documentation will provide you with all necessary information.

Contents

1. Configuring Quickbooks Online

2. Configuring the Layer2 Cloud Connector

2.1 Creating a new connection

2.2 Configuring the Data Entity 1

2.3 Configuring the Data Entity 2

2.4 Running your connection

3. Hints and known issues

3.1 Connection direction

3.2 Data model

3.3 Batch operations

3.4 Pop-up

3.5 Backend service and authentication

1. Configuring Quickbooks Online

You need these steps if you want to create your own app. You can start directly on step 2 if no app is necessary.

Go to your developer account for Quickbooks https://developer.intuit.com and go to My Apps:

Click on the Create New App button and select Just start coding and click on Select APIs:

Select the APIs you want to access. We are accessing the accounting API and create the app.

Go now to the Keys tab and copy the Client ID and the Client Secret.

Set a redirect URI too:

2. Configuring the Layer2 Cloud Connector

2.1. Creating a new connection

Create a new connection by using the Create New Connection option in the Actions pane (right-hand side). The new connection will appear at the bottom of the Connection Manager List (left-hand side). Click on your newly created connection to open the connection configuration settings.

Choose a meaningful name for your connection and replace the current "New Connection" Connection Title with it.

Connections to Quickbooks Online can be bi-directional. An initial connection should always be uni-directional to assure that both data entities are identical before switching to bi-directional. Therefore, choose Left to Right as Direction. You can change this setting after your initial synchronization finished successfully.

2.2. Configuring the Data Entity 1

We will now set up our Data Entities. Go to the data entity “Data Entity 1” to open the configuration settings.

Choose a Data Entity Title. It is recommended giving your entities meaningful names to maintain an overview when you decide to set up multiple connections.

Select the Data Provider for Quickbooks Online from the data provider list. You can search for Quickbooks Online by typing into the selection box.

For the Connection String, we need the in step 1 mentioned information. If you did not create your own app, just  set this:

InitiateOAuth=GETANDREFRESH;UseSandbox=true;

You can copy the below connection string and adjust it to match your gathered information. Use the Verify Connection String option to evaluate if the provided connection string is valid.

OAuthClientId=yourclientid;OAuthClientSecret=yourclientsecret;InitiateOAuth=GETANDREFRESH;CallbackURL=redirecturifromyourapp;OAuthVersion=2.0;UseSandbox=true;

• "OAuthClientId;" this property defines the client id from step 1.
• "OAuthClientSecret;" this property defines the client secret from step 1.
• "InitiateOAuth;" set to GETANDREFRESH to automatically gets a new token. 
• "CallbackURL;" points to the set URL in the application from step 1.
• "OAuthVersion;" sets the Auth Version. Use the 2.0.
• "UseSandbox;" set to true, if you are using the sandbox.

The Select Statement text box is used to define specific data queries. We will be gathering all Bills and Vendors where the vendor id is equal to the bill reference and with balance equals zero and totalamt greater than 50. You can copy the below select statement and adjust it to match your needs. Save your changes by using the right-hand pane option Save Changes.

SELECT * FROM Bills, Vendors WHERE Bills.VendorRef = Vendors.Id AND Balance = 0 AND TotalAmt > 50

To check if all necessary columns are received, you can use the Preview Data option on the right-hand pane which will provide you with a pop-up window showing your sample data from your Quickbooks Online entity.

2.3. Configuring the Data Entity 2

We are going to send the data to a custom SharePoint Online list. It's required that you set up this list prior to the next steps. Your list should contain matching columns according to your source entity.

Use the left-hand pane to switch to the data entity "Data Entity 2". We will be using the Layer2 SharePoint Provider for this setup. 

For more information about the SharePoint provider visit:

https://www.layer2solutions.com/support/cloud-connector-faqs/layer2-csom-sharepoint-ado-net-provider.

You can copy the below Connection String which contains the minimum of required properties to connect to your custom SharePoint Online list.

URL=https://your_custom_sharepoint_list_url/AllItems.aspx;Authentication=Office365;User=User@domain.com;

• "URL=https://your_custom_sharepoint_url/AllItems.aspx;" this property defines the URL of your custom list that will be addressed.
• "Authentication=Office365;" this property will determine the authentication method used. Office365 is the default authentication method to access Microsoft Office 365 / SharePoint Online. This method will not work in case of the federation, e.g. ADFS. For further authentication method, you can consult the provider specifications linked above.
• "User=User@domain.com;" this property should describe the user you wish to connect to SharePoint to. 

Enter the password that belongs to the user account used in the connection string into the Password field. Save your changes by using the right-hand pane option Save Changes.

In the next step, we will configure our mapping settings. Click on the Mappings option on the left-hand pane. If your fields from SharePoint are named identical to the fields from your source system, the Enable Auto Mapping option will match those columns. Disabling this option allows you to match your columns as needed. We enabled auto-mapping in our setup. Save your changes by using the right-hand pane option Save Changes.

2.4. Running your connection

To run your connection switch back to the main connection configuration node and use the Run Now Button located on the bottom of the setup page. The Run Synchronization Toolbox will also display the synchronization process. 

Below is a data preview of the information we have access in our source entity:

This will be the result in our SharePoint Online list after our initial successful synchronization:

If you want to use a bi-directional synchronisation, you can now switch your connection direction after our first initial synchronization run finished successfully. See section 3.1 for further information.

3. Hints and known issues

3.1. Connection direction

As far as tested, this connection supports uni-directional as well as bi-directional synchronizations. 

After adjusting the direction to bi-directional, you should check your Mappings settings again because some systems might include read-only columns that cannot be mapped directly.

We also recommend choosing a Conflict Resolution that matches your environments needs. You can find out more about the different conflict resolutions in our Layer2 Cloud Connector User Documentation

3.2. Data model

To see all the tables and views you can access with the Quickbooks Online provider, use these queries in the Select Statement:

SELECT * FROM sys_tables

SELECT * FROM sys_views

If there are more tables or views available, you can load them with the option "load more" in the popup window.

3.3. Batch operations

If you try to make multiple operations at the same time, you can get an error that batch operations not allowed. Set the parameter Other=’BatchSize=1’ in your connection string to avoid this error. 

3.4 Pop-up

When clicking on Preview Data, some browser versions are not supported. You can change the selected browser version for the Preview Data pop-up window adding or changing a specific registry key in Windows.

Open your registry editor and follow this path:

HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\Main\FeatureControl\FEATURE_BROWSER_EMULATION

Create a new DWORD (32bit) with the name mmc.exe and set the decimal value to 11001. Restart the Cloud Connector.

You can find more information about it here.

3.5 Backend service and authentication

The connection to this system uses a custom authentication. The provider needs the running account connected to the backend service from the Cloud Connector. 

Open services.msc and search for the Layer2 Cloud Connector Backend Service. Right-click on it and go to Properties. Set your account with the password in the tab Log On. Restart the service.

NOTE: if you update your Layer2 Cloud Connector, this step must be repeated.

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