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Domo Knowledge Base

Connecting to QuickBooks Data in Workbench 5

Version 6

 

You can create a QuickBooks DataSet Job in Workbench 5. When you select QuickBooks as your Data Source type, you can choose a QuickBooks report type and specify options such as fiscal year, date granularity, and so on.

To create a QuickBooks DataSet Job in Workbench 5,

  1. Click the wb5_jobs_icon.png icon in the left-hand icon bar. 

  2. Click the "+" button in the top right corner of the jobs listing pane.

  3. Select the desired account (Domo instance) in the Domo Domain dropdown menu.
    If you have only one account set up, that account is already chosen for you and the menu is unavailable.

  4. In the Name field, enter a name for the DataSet Job.
    This is the name of the job as it appears in Workbench, not the name of the uploaded DataSet in Domo.

  5. In the Transport Type menu, select Local File Provider, External Process File Provider, or FTP/SFTP File Provider.

    Descriptions for these transport methods are as follows:

    Transport Method

    Description

    Local File Provider

    Lets you select a file from your machine or a network.

    External Process File Provider 

    Lets you use a third-party application to pull data into Domo using a script. 

    FTP/SFTP File Provider Lets you retrieve a file via FTP, SFTP (SSH-FTP), or FTPS (FTP-SSL)
  6. In the Reader Type menu, select QuickBooks.

  7. In the DataSet Name field, enter the name of the DataSet. This is the name of the uploaded DataSet in Domo.
    This is the only setting you can change after saving the new job.

  8. In the DataSet Type field, select the type of DataSet in the dropdown.
    The DataSet type you select or enter here is reflected as the connector type in Domo after you execute the job.

  9. Enter a description for the DataSet if desired.
    This is the description of the DataSet as it appears in Domo. 

  10. Click Create.

    A new QuickBooks DataSet Job is added to the list of jobs for the currently authenticated account. Note that after creating the job, you cannot edit any of the settings you just configured except for the DataSet name. If you want to change any of the other settings, you must create a new job. 

  11. Click the Configure subtab.

  12. Click the Edit button under "Source."

    A panel opens with options for specifying the source for your Excel file. The options here differ depending on the transport type you selected earlier. 

  13. (Conditional) Do one of the following:

    • If you selected Local File Provider as your transport type..

      1. Click the ellipsis (...) in the File Path field.

      2. Select the desired Excel file from your machine or network.

      3. If the file is on a network, check the File on an external network box, then enter the requested credentials. 

      4. Click Apply.

    • If you selected External Process File Provider as your transport type...

      1. Click the ellipsis (...) in the Program Executable field.

      2. Select the desired executable file from your machine or network.

      3. (Optional) Enter arguments in the Arguments field, if any.

      4. Click the ellipsis (...) in the Output File Path field.

      5. Select the desired output file path on your machine or network.
        The file type for the output path must be Excel.

        Important: If you are planning to use the Direct Upload option, do not turn on this option until you first rename your destination columns. For more information, see Setting Up Direct Upload in Workbench.
      6. Click Apply.

    • If you selected FTP/SFTP File Provider as your transport type...

      1. Enter the server name in the Server field.

      2. Enter the port number in the Port field.

      3. Enter your server credentials in the Username and Password fields.

      4. Select the desired protocol (FTP, SFTP, or FTPS).

      5. (Optional) If you have an SSL certificate (SFTP and FTPS only), configure the settings as necessary.
        For more information about these settings, see SFTP File Provider.

      6. In the Remote File field, enter the filename for the field you want to import.

      7. Click Apply.

  14. Click the Edit button under "Processing."

  15. Under the QuickBooks DataSet Job that was just added to the jobs list, select Source
    A panel opens with options for configuring your file transport and setting options for your QuickBooks data source.

  16. Do one of the following:

    • If you selected Local File Provider as your transport type...

      1. Click the ellipsis (...) in the File Path field.

      2. Select the desired QuickBooks file from your machine or network.

      3. Click Apply.

    • If you selected External Process File Provider as your transport type...

      1. Click the ellipsis (...) in the Program Executable field.

      2. Select the desired executable file from your machine or network.

      3. (Optional) Enter arguments in the Arguments field, if any.

      4. Click the ellipsis (...) in the Output File Path field.

      5. Select the desired output file path on your machine or network.
        The file type for the output path must be QuickBooks.

      6. Click Apply.

    • If you selected FTP/SFTP File Provider as your transport type...

      1. Enter the server name in the Server field.

      2. Enter the port number in the Port field.

      3. Enter your server credentials in the Username and Password fields.

      4. Select the desired protocol (FTP, SFTP, or FTPS).

      5. (Optional) If you have an SSL certificate (SFTP and FTPS only), configure the settings as necessary.
        For more information about these settings, see SFTP File Provider.

      6. In the Remote File field, enter the filename for the field you want to import.

      7. Click Apply.

  17. Click the Edit button under "Processing."

  18. Click the  Authorize button in the top right corner of the dialog.

  19. Locate the QuickBooks company file you want to authorize, then click Next.

    QuickBooks is launched, and the file you selected opens.

  20. Ensure that you are logged into QuickBooks as an administrator and that the file is in multi-user mode.

  21. Click Next in Workbench.
    The QuickBooks file is authorized in Domo.

  22. (Optional) Check the box reading Allow Workbench to stop QuickBooks on connection errors if you want QuickBooks to shut down if Workbench encounters errors.

  23. Select the radio button for the desired report type.
    Primary report types are as follows:

    Report

    Description

    General Detail Report

    Shows detailed information for any of a number of different report types, such as "Income by Customer Detail," "Check Detail," "Pending Sales," etc. You can select the desired date range for your report by selecting the start and end dates using the From and To date pickers, respectively. If you want, you can manually select which columns appear in the report by selecting them in the Columns menu.

    General Summary Report 

    Shows summary information for any of a number of different report types, such as "CustomerBalanceSummary," "IncomeTaxSummary," "PhysicalInventoryWorksheet," etc. You can select the desired date range for your report by selecting the start and end dates using the From and To date pickers, respectively. You can also select a date granularity for your report data (for example, you could summarize data by day, by month, etc.).

    Budget Summary Report 

    Shows balance sheet and profit and loss reports. You can select the desired fiscal year for your report. 

    List 

    Shows any of a number of reports in list format, such as "Employee" (a list of company employees), "Vendors" (a list of your vendors), and so on. Because this information is not arranged by date, there are no options for setting a date range or choosing a fiscal year. 

  24. (Conditional) Do one of the following:

    • If you selected General Detail Report...

      1. Select a sub-report in the General Detail Report menu.

      2. In the From menu, select the start date for your report.

      3. (Conditional) If you want your report to pull data up until the current date each time it updates, leave the Current Day option selected in the To menu. Otherwise select the end date for the report in the menu.

      4. In the Maximum days to return in single result menu, enter the maximum number of days you want to return. The value cannot exceed 30.

      5. In the Columns menu, select the columns you want to pull data for.

    • If you selected General Summary Report...

      1. Select a sub-report in the General Summary Report menu.

      2. In the From menu, select the start date for your report.

      3. (Conditional) If you want your report to pull data up until the current date each time it updates, leave the Current Day option selected in the To menu. Otherwise select the end date for the report in the menu.

      4. In the Summarize Report Columns By menu, select the date granularity for your report data. This determines how data in the report is broken down. For example, if you choose Quarter, data is broken down by quarter instead of month, week, etc.

    • If you selected Budget Summary Report...

      1. Select a sub-report in the Budget Summary Report menu.

      2. Select the desired fiscal year in the Fiscal Year menu.

    • If you selected List...

      1. Select a sub-report in the List menu.

  25. Select the desired update method in the Update Method menu:

    • Select Replace DataSet if you want the DataSet to be replaced entirely upon updating.

    • Select Append to DataSet if you want new data to be added to the existing data set upon updating.

You are now ready to execute the DataSet Job, thereby creating a QuickBooks DataSet in Domo. However, there are many other actions you can take on the DataSet job before you send it to Domo. These include the following: