QuickBooks Shopping Cart Email XML Attachment Importer Instructions

This Shopping Cart application will listen for emails using the specified email address.  When it finds an email with the correct specified subject line, it will then download it to the specified folder and import the attached XML file.  Setting up the program is easy.  Please keep in mind the following:

QuickBooks Purchase Order and Estimate Templates:

  1. The QuickBooks template you are wanting to use for Purchase Orders will need the following parameters set:
    1. In your Estimate and Purchase order templates, please use, “Other 1” field in the column section (for items) and rename to, “Line” for the line numbers.
    2. The following case sensitive custom fields will need to be available for your Vendors
      1. SALES REP   (as a drop down).


        1. The following case sensitive custom fields will need to be available for your Customers:
          1. Sales Rep (as a drop down).
          2. Proof Required
          3. The following case sensitive custom fields will need to be available for your items:
            1. SPC
            2. In Hands By


Sales Rep:

We would like to test our system with some real-time data coming from your website.  The “sales rep” field has been made a custom field drop-down for now until we get more information on what we will be presented in the feed.  Please note that the drop-down fields can be dynamically added to by the application and you don’t want to turn this feature off.  If you later want the sales rep field to be used (i.e. code for sales rep is in every email) for reporting reasons, then we can fulfill this request at that time.


Preferred Vendor:

If there is no vendor associated with items in the cart, the application will create a vendor called, “No Vendor” (unless, of course, it already has one that exists).  You can use this to determine which items do not have an association with a preferred vendor from the shopping cart.  Note that even if the item has a preferred vendor in the QuickBooks file, the shopping cart will override this even if it is blank (in which case it assigns, “No Vendor”). This is by design since we do not know which your company would like to be the slave and which the master database.

Item not found:

If there is not an item (based on Item Number) found in QuickBooks, the application will create one.  The accounts will be automatically created in QuickBooks.  All you need to do is merge these accounts with the ones that you want the item to be linked to and then the item will be correct from then on.



The application checks to see if the customer exists in QuickBooks based on the following criteria:

  1. Customer name is exactly the same.
  2. Customer Address block is the same.

If the customer name is correct, but the address block line one is different, yet the remainder of the address block is the same, the application determines that this is the same customer and does not add a new one.  However, if the customer name is the same, yet the address is different, it will append the “-City Name” to the customer so that it can be determined if this is, in fact, the same customer.



This application requires that Microsoft Outlook be installed on the same machine that is being used to monitor for emails.  Although the QuickBooks database does not need to be installed that the monitoring PC, it may work more quickly if the email is obtained on the same computer that the QuickBooks database resides on.  Also understand that Outlook does not need to be running nor does QuickBooks (except for the initial installation when the application will seek approval to synchronize with QuickBooks.  Once the application is started, you only need to select which Outlook profile it will be monitoring.


Program Settings:

In the application, there is a “settings” icon from which you will need to fill in the following information:


  • Log File Location (where do you want to have your log file saved?)
  • Download Folder (where do you want your attachments to be saved?  These will be automatically renamed and saved to an “Archive” folder in the same directory).
  • Email Address.  (which email address will the application be monitoring for orders?
  • QuickBooks Path.  (Where does the company file reside that you want to have updated with new orders?)
  • Email Subject.  (what subject would you like the application to look for to determine eligibility to detach.  This uses a “Starts With” logic).
  • QB Freight Item.  (What is the exact name of the item you will be using in QuickBooks to track Freight and Shipping on Estimates?)
  • QB Discount Item.  (What is the exact name of the item you will be using in QuickBooks to track discounts on Estimates?)
  • QB Estimate Template.
  • QB Purchase Order Template.


After initially filling this information into the application, you will no longer need to as it is saved to the registry file on the PC you have the application installed on.


Further Notes:

Please do not install this on more than one machine for any one store.  This application will only work with the schema provided.