QINVOICING Manual

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    osCommerce Integration Settings

    Integration of the QINVOICING invoicing program with Oscommerce

    web oscommerce

     

    OPERATION:

    INSTALLATION AND SETTINGS:

    The entire process works automatically from the QINVOICING program and therefore, only the QINVOICING management program needs to be installed on your computer . There is no need to install anything in the osCommerce shop . The adjustments are automatically made by QINVOICING based on the settings.

    Once QINVOICING is installed, follow the steps below:

    Enter QINVOICING and create a new company (Companies --> Maintenance --> Add). See the manual or help section of the management program to see the details and parameters for creating companies. You may also refer to the general settings of the program in Settings --> Preferences.

    Open the company (Company --> Open) and add the tax classes (Files --> Tax Classes --> Add). Put 16% tax in the description, 16 in %TAX and 4 in %TAX 2 (for the second tax). Press Add. The program will assign code 1 to the new company.

    Tax 2 will not be calculated unless the customer or invoice has the Tax 2 field checked.

    If you use other tax classes, repeat the operation for the 7% and 33% tax class.

    It is not necessary to enter tax class 0 (free). QINVOICING works with a tax-free field assigned to the customer or the invoice. When the field is marked, taxes are not calculated.

    osCommerce Integration Settings (Website --> osCommerce Settings):

    Access tab:

    oscommerce transfer

    URL of catalog/admin. This is necessary for the program to run the data transfers (both directly and through the browser) if this option is enabled. The complete URL must be indicated, for example,
    http://www.myshop.com/catalog/admin.

    User and password to access the admin folder . If you have protected the admin folder with a user and password, then indicate that here so the program can access it. If not, leave it blank.

    FTP Host: This is the host name used to access the FTP site and to upload/download data and photos. For example: www.myshop.com

    FTP User: This is the user of the FTP account used to access the files in the image folder of the shop.

    Password: FTP user password

    Admin directory : Administration folder path. For example: /www/catalog/admin or /public_html/catalog/admin

    Image directory : Image folder path. For example: /home/myshop/www/catalog/images

    The route FTP of these folders is the path on the home folder on the FTP account (where the folder is accessed with FTP account). This route depends on the server and FTP account.

    The best way to correctly configure these parameters is hosting with access to FTP account and verify the location of the folders admin and images:

    • If you see a folder /admin/ directly, then the path will be /admin/
    • If you see a folder /www/ or /public_html/ or /htmldocs/ and within it the admin folder, then the path will be /www/admin/ or /public_html/admin/ or /htmldocs/admin/

    The same folder with images. Normally in the same place as the admin. But it may be elsewhere for security reasons.

    • If you see a folder /images/ directly, then the path will be /images/
    • If you see a folder /www/ or /public_html/ or /htmldocs/ and within it the images folder, then the path will be /www/images/ or /public_html/images/ or /htmldocs/images/

    You can also find a "track" of the location of these two folders in Configuration.php of the folder includes his tent. Look: DIR_FS_CATALOG and found an entry like:
    Define ( 'DIR_FS_CATALOG', '/home/yourdomain/www/catalog/');
    Define ( 'DIR_FS_CATALOG', '/srv/www/htdocs/yourdomain/public_html/catalog/');
    Normally the route FTP is directed from "yourdomain" in these cases: /www/catalog/ and /Public_html/catalog/ respectively.

    You can try removing folders on the left: eg first: /yourdomain/www/catalog/admin/ then /www/catalog/admin/ then /catalog/admin/

    Passive FTP : Using this FTP form prevents conflicts with the computer firewall since the PC is opened in this mode using the communication ports instead of the server. Uncheck this box to use active FTP only if your server does not allow passive FTP.

    Once these data are entered, press the Save button to save them and check if they are correct by pressing the Connection Test button . Your Internet browser will be opened and if everything is correct, a page of the following type will be displayed:

    qinvoicing

     

    If you see an error, then the catalog/admin URL or the admin. FTP directory is incorrect.

    If you cannot see the image, then the FTP image directory is not correct.

    Change the parameters until the connection works. WARNING! You must refresh the page whenever you test the browser with the Refresh button .

    If the program hangs or gives an error when starting the browser, this is usually due to the antivirus or firewall that blocks the program.

    The easiest way to determine if the antivirus is blocking the QINVOICING program is to disable it temporarily and try the connection test without the antivirus.

    You must allow Internet access to the program (qinvoicing.exe). In some systems, authorization is very simple since the system asks you if you want to allow QINVOICING to be connected.

    In other cases, you will have to refer to the manual or contact the technical service of your antivirus or firewall.

    Technically, the program uses FTP connections (port 21) to upload and download files to the hosting service and port 80 to execute scripts and obtain results via http. In some firewalls, it may be necessary to open these ports.

    Common error messages:

    - Socket Error # 11001 Host not found : This may be due to a fault in your Internet conexion or temporary non-availability of the server.

    - Socket Error # 11004 : This indicates an error in the host name indicated for the FTP parameters or the catalog/admin URL.

    - Login incorrect : This indicates that you have entered the wrong FTP user and/or password.

    - Failed to change directory : This indicates wrong admin directory or image directory.

    - 401 HTTP/1.1 401 Authorization Required : This indicates a user and/or password error for the admin. folder.

     

    Prepare Database button. This button prepares the database for integration between osCommerce and QINVOICING. This process is done automatically and is kept synchronized and therefore, does not usually need to be to run.
    Press the Prepare Database button if you have restored the osCommerce or QINVOICING database by recoverying from a previous copy, or if the shop will be reinstalled . The process prepares and synchronizes the databases when necessary.

    Update OsComerce from browser. This option should always be unchecked unless indicated by the technical support to detect operating problems. This redirects the process to the default Internet browser.

    Do not delete temporary files. This option should always be unchecked unless indicated by the technical support to do follow-up and detect operating problems. With this option, temporary files for data transfer are not deleted at the end of the process.

     

    General tab:

    oscommerce transfer

    Internet Rate . This is the rate that will be applied when transferring the product prices. Rate 0, which is the main rate, is default. For example, if rate 2 is entered, the sales price transferred to osCommerce will be the one indicated in rate 2 of the product. For installed contributions that allow more rates, see the Contributions tab.

    Customer group: When downloading the data of a new customer, you can assign a special customer group (e.g., “Website Customers”). Indicate the customer group here or leave it blank if you do not want assign one. If entered, the customer group must exist.

    Notify if product photos exist . When this option is checked, the program checks that all the products to be transferred have the photo or image assigned and reports any that do not have a photo before the transfer is done.

    Zip .jpeg photos . When this option is enabled, the program compresses the images in .jpeg format before uploading them to the website.

    Notify of photo file size . When this option is enabled, a warning is issued if the images to be uploaded are larger than 40 Kb.

    Upload only photos changed since the last website update. The program saves the date of the last update of the shop and the date of the last change of images for each product in QINVOICING. When this option is enabled, only images that have changed after the last update to the website are uploaded to the shop.

    Move long product descriptions. If an HTML or RTF editor is installed to edit long product descriptions, these descriptions cannot be imported. The QINVOICING management software accepts plain text and html tags in the long product descriptions, but not certain control codes that use these editors. This may lead to errors when the data are imported.

    In this case, you should disable this field. Changes in long descriptions must be made by the shop manager using the editor installed. The Shop Update program does not transfer QINVOICING long descriptions and will keep the existing ones in osCommerce. QINVOICING Product Maintenance (Files --> Products) contains a button that directly opens the edit function for the osCommerce product , allowing you to easily update data not exist in the invoicing program.

    web oscommerce

    Interactive messages when downloading orders . If this option is enabled, when orders are downloaded from the shop, the respective log will be generated, the user will be interactively notified of the incidents for each order downloaded (customer already exists, order with observations, total order does not match calculated total, etc.). This option is useful when there is a low order volume to be downloaded since it prevents the need to read the log. If there are many orders, then it is better to download them “silently” without warnings and check the log file for incidents with each downloaded order.

    Mark orders with tax=0 as tax-exempt: This is used to determine tax-exempt orders in QINVOICING. If you work with tax included in the virtual osCommerce shop, then uncheck this option since otherwise everything will be downloaded as tax exempt.

    Language settings: The QINVOICING management software allows you to enter the names and descriptions of the products and categories in two languages (main language and second language).

    The match between these languages and the one defined in osCommerce must be indicated here.

    To see the language codes defined in the osCommerce shop, use the Settings Report button which issues a comprehensive report on the existing settings for your shop and the differences with respect to the original osCommerce settings.
    • Example: If the shop is only in Spanish, then you must indicate that the main language of QINVOICING is osCommerce language code 3 (3 is the default for Spanish). If the shop is in Spanish and English, then you must indicate that the main language is 3 and the secondary language is 1 (English).

    • If the shop is in more than 2 languages, you will have to add the category and product descriptions in languages not considered in the osCommerce administration. The transfer program keeps the descriptions existing in other languages. QINVOICING Product Maintenance (Files --> Products) contains a button that directly opens the edit function for the osCommerce product , allowing you to easily update data not exist in the invoicing program.

    • For example, if you have the shop in Spanish, English, German and French, QINVOICING will contain the descriptions in Spanish and English. The German and French descriptions must be entered in osCommerce.

    • The osCommerce to QINVOICING data import process will import the existing descriptions in osCommerce for products and categories using these language matches.


    Download shipping costs as non-taxed.
    If you have the shipping costs set up without shop taxes, you should download them down as non-taxed costs (costs not added to the tax base and therefore, not used when calculating the respective tax).

    Otherwise, costs are usually downloaded and added to the tax base, and the respective tax class defined in the Tax Class field for shipping costs will be applied.

    Tax class for shipping costs. If you have shipping costs set up with shop taxes, you must indicate the QINVOICING tax class that applies (usually "1", which is 16% tax).

    Tax class rates: The tax classes for products must be defined in osCommerce and the match with the tax classes of the QINVOICING management software must be established.

    For instance, if the standard 16% tax is code 1 in QINVOICING and this 16% tax class is defined with code 2 in osCommerce, then you will have to indicate QINVOICING code = 1 and osCommerce code = 2.

    If you are working with tax included in the shop , i.e., that the product price includes the tax and the tax class selected is "--none--" in the products, then you should indicate QINVOICING code = 1 and osCommerce code = 0. In the company (Company --> Maintenance --> Edit), you must indicate that the rate used is with tax included if do you want the tax base on the invoices to be calculated automatically or else to put 0 in the % of the respective tax class (Files --> Tax Classes --> Edit) so tax is not calculated.

    To view the osCommerce tax codes, use the Settings Report button, which issues a comprehensive report of the settings existing in your shop and the differences with respect to the original osCommerce settings.

    You do not need to enter the rate for the tax class called "Tax Free or Exempt" . QINVOICING works with a tax-free field assigned to the customer or order, packing slip or invoice. When the field is marked, taxes are not calculated.

    The osCommerce to QINVOICING data import process will import the tax classes for each product using these rates.

     

    Contributions tab:

    contributions

    To see the added or changed fields by the various contributions installed in the shop, use the Settings Report button on the General tab that issues a comprehensive report of the existing settings for your shop and the differences with respect to original osCommerce settings.

    Second photo. QINVOICING allows two photos for each product. The basic version of osCommerce only allows one since there is only one field for the photo in its files.

    If you install a contribution that would allow a second photo, you should indicate in this field the name of the product table field where the second photo is stored . For example, in some contributions the field is called products_image_2.

    • If there are more than two photos, they should be entered into the osCommerce administrator.

    • The osCommerce to QINVOICING data import process imports the product photos, downloading them to the photo folder of the invoicing program.

    • The QINVOICING data transfer program uploads the two photos for the product (or one if the contribution is not installed) and maintains the other photos entered in osCommerce.

    Tax ID. If you install the contribution for the Tax ID field, you should indicate here the name of the field where this is stored in the order file. For example: billing_nif.

    When downloading orders, the program checks that the customer exists, in order to add it or not in QINVOICING by the Tax ID field. If the Tax ID is blank or not installed, the customer search will be done using the e-mail address.

    Various rates. If you install a contribution that would allow various rates in osCommerce and apply them by customer, area, etc., you should indicate here the product file fields that will contain the different prices (rates) defined in QINVOICING.

    • For example: products_price_2, products_price_3, etc.

    • The Update Shop process will fill in these fields with the respective rate of the QINVOICING product.

    • The osCommerce to QINVOICING data import process will import the existing prices in the fields or indicated in the respective rate in the QINVOICING product.


    Press the Save button to save the settings changes.

    Once the parameters for osCommerce integration are set up, you can import data from the shop, collect orders and update it with the QINVOICING data.

    The first time any of these processes is run, the program will automatically install the settings needed for the integration of the QINVOICING databases with the osCommerce shop.

     


    Related topics:

    Update shop
    Get orders
    Importing data from osCommerce to QINVOICING

































































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