Matching, Creating or Using a Standard Customer
When it comes to sorting customers into your accounting system you need to decide if you want to retain the customer data in your accounting system.
If you are creating new customers for each order, Webgility Desktop has a double check system to ensure that orders are assigned to the proper customer they are already in the accounting system and a lot of control over how they are created if the customer does not.
If you do not need to create a new customer for each order that comes from you online channel then you can use a Standard Customer. This will forgo trying to create or match to existing customers and instead put all orders under one selected customer. Using a Standard Customer is recommended if you have a large QB Company file or if you are using a marketplace that doesn't give full customer data such as when selling on Amazon.
To Configure the Customer Settings
1. From the Integrations menu, click Stores then Configure.
2. In the left pane click Customers.
Below is an outline of the options for this section and how the different selections will affect the way customers are dealt with in your accounting system:
1. Select criteria for matching customers between QuickBooks and the Order
This area is how Webgility Desktop will check a customer in an order against your accounting system to be able to tell if it is a new customer or a returned customer.
Try this first: - This is the first item checked to see if a customer already exists in your account system. The first drop down is the element from the online order and the second is the element from your accounting system.
For this first option we recommend these settings:
Match: [ Email ] with: [ Email ] in QB
The reason for these settings is because a customers email address will always be unique to that person where as a customer's name may change on a second order ( John Smith vs Johnathon Smith) and prevents the creation of a duplicate record.
If no match: - This is a secondary match and you need to check the box to the left of the option to enable it. The matching criteria selected here is used if there is not a positive match from the first criteria.
For this option we recommend:
Match: [ FirstName LastName ] with: [ Customer Name ] in QB
Note: The first option here should be as close as possible to how the display names for your customers are already setup in your accounting system. If you are using LastName FirstName select the appropriate option accordingly. If you are unsure, review the Customer Center in your Quickbooks and the customer name will be how they appear in the list as seen below:
2. If the customer is not found in QuickBooks,
This section deals with how to treat a customer if it is a new one and Webgility Desktop does not find a match. You have two options here, use a Standard Customer or create a new one.
A. Don't create the customer. Use this QuickBooks customer for all transactions
When selected, this option allows for all orders with an unmatched customer to be placed under a Standard (or default) customer in your QuickBooks
From the Select Customer drop down box, click to select a customer and select the appropriate check boxes below the drop down menu (these are optional).
Create New Customer job in above selected customer
This option will create a new customer job in the standard customer. Click Setup to define how the customer job is created (see below under create customer options for more details).
Ignore matching criteria for QuickBooks customers
When checked this option will always use the selected standard customer even if they have a match within QuickBooks.
Use QuickBooks customer address as billing
This option will use the standard customers information for billing and shipping on the transaction instead of having the actual billing and shipping info.
B. Create a new customer with these settings.
This option will create a new customer in QuickBooks whenever an existing one is not found .
The Set Customer Name as: drop down menu allows you to set how the display name will be in QuikckBooks. This should be set to your existing naming convention in QuickBooks and will usually be set to the same as your matching criteria from the top of the screen. (Note: selecting email will set the customers name as their email address, only choose email if that is the required name in QuickBooks)
Clicking Setup will bring you to the New Customer Settings screen. None of the options in this area are required when creating a customer but this allows to set specific parameters like customer type, terms, price level, tax code for taxable orders and more.
If you want to map additional fields, click Map Additional Fields (job description, job type and account number) in the Map Additional Fields screen and then click Save.
3. Repeat customer options
The options here are if you want information from the order overwriting the information about the customer in the customer data in QuickBooks. In most cases all these options are left unchecked.
4. Customer Sync options
The check box here only applies if you intend to transfer customers from your account system to your online channel. Checking the option will tell the online store to send an email to the customer when the account is created in the store. This is not available for all shopping carts and will not display if the shopping cart used is incompatible.
5. Multiple Currency Settings
The settings here are for advanced uses who accept payments in different currencies. Most online stores accept payments in the form of the home country currency, however if you need to map different currencies to different accounts it is done here.