SugarCRM QuickBooks Integration Operating Manual · 2018-10-02 · Faye Business Systems Group...

SugarCRM QuickBooks Integration Operating Manual

Welcome to the software you’ve always wanted....

Faye Business Systems Group




SugarCRM –QuickBooks Integration Application v1 Operating Manual

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6320 Canoga Avenue, 15th Floor, Woodland Hills, CA 91367 ∙ Phone: (818)227-5130 ∙ Fax: (818)227-5099 ∙ Web: www.fayebsg.com

Trademarks QuickBooks is a registered trademark of Intuit, Inc. Windows is a trademark of Microsoft Corporation. SugarCRM is a trademark of SugarCRM, Inc. All other company and product names may be trademarks of the respective companies with which they are associated. This documentation and the software described herein, is prepared and published under license. Neither Intuit Software, Inc. nor SugarCRM, Inc. has tested or verified either the software or any representation in this documentation regarding the software. Intuit Software and SugarCRM do not make any warranty with respect to either this documentation or the software described herein, and specifically disclaims any warranty, express or implied, with respect hereto, including the warranties of fitness for a particular purpose and merchantability. Compatibilities This software is currently compatible with: QuickBooks Professional QuickBooks Premiere QuickBooks Enterprise SugarCRM v6.0 through SugarCRM v6.5 SugarCRM Professional, Corporate, Enterprise, and Ultimate Editions SugarCRM On-Demand The software is also compatible with SugarCRM Community Edition, although CE lacks modules for the product catalog and quotes which minimizes the points of integration between QuickBooks and SugarCRM. Requirements A compatible version of QuickBooks A compatible version of SugarCRM MySQL database, used by SugarCRM



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Table of Contents Installation & Configuration ............................................................................................. 5

Basic Installation & Configuration ................................................................................ 6

Step 1. Install QuickBooks Integration in SugarCRM ............................................... 7

Step 2. Repair Roles & Log-Out/In ........................................................................... 9

Step 3. QuickBooks Integration Configuration ....................................................... 11

Step 4. Set-Up Custom QuickBooks Integration Mapping ...................................... 16

Step 5. Install the QuickBooks Web Connector...................................................... 19

Step 6. Open the QuickBooks Web Connector Set-Up File ................................... 20

Step 7. Enter the Integration Password in Web Connector .................................... 24

Optional & Advanced Configuration ........................................................................... 25

Using the Integration Without SSL ......................................................................... 25

Using a Custom Sync-Key Mapping for Accounts/Customers ............................... 28

Default Field Mappings .................................................................................................. 32

QuickBooks Sales Tax Items to SugarCRM Tax Rates ......................................... 33

QuickBooks Quotes to SugarCRM Sales Orders or Estimates .............................. 35

Using the SugarCRM–QuickBooks Integration Application ........................................... 39

QuickBooks Customers to SugarCRM Accounts ................................................... 40

SugarCRM Quotes to QuickBooks Sales Orders or Estimates .............................. 41

Quick Books Invoices and Sales Receipts to SugarCRM Sales History ................ 42

QuickBooks Items to SugarCRM Product Catalog ................................................. 43

Troubleshooting ............................................................................................................ 47

Problem 1 .............................................................................................................. 48

Problem 2 .............................................................................................................. 49

Problem 3 .............................................................................................................. 50

Problem 4 .............................................................................................................. 52

Pre-Install Information Forms ........................................................................................ 54

Information Needed for Installation & Configuration .................................................. 55



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Overview SugarCRM is the fastest growing CRM software package in the world. QuickBooks is the most popular accounting and ERP software package in the world. It only makes sense to integrate the software so that companies can use both packages together without missing out on integration critical to streamlining operations and minimizing double work. The FBSG SugarCRM –QuickBooks Integration Application addresses this. It allows the two software packages to “talk with each other” by synchronizing customers, inventory items, non-inventory items, and service items, invoice and sales receipt history, and sales orders/estimates between SugarCRM and QuickBooks. The synchronization between the packages is set to run on a scheduler, typically every 10 minutes.

Key Benefits

• Eliminates double entry of customers in both SugarCRM and QuickBooks

• Updates SugarCRM with critical invoice and sales receipt history information that can be used for marketing campaigns and salesperson inquiries

• Provides access to product lists in SugarCRM without having to manually key in items

• Eliminates double entry of sales orders/estimates in both SugarCRM and QuickBooks



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Installation & Configuration



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Installing the FBSG SugarCRM-QuickBooks Integration is much like installing a standard SugarCRM module-package, but with an additional step to authorize the Integration to connect to and exchange data with your installation of QuickBooks.

Prior to installation of the integration, please note that you will need to have installed QuickBooks and install QuickBooks Web Connector on a single computer. That computer will be running the syncs, and will need to be left on overnight.

You will also need an active instance of SugarCRM, using a MYSQL database. If you are using SugarCRM On-Demand, then your SugarCRM instance is compatible.

Basic Installation & Configuration You may have QuickBooks installed on multiple computers with a standard QuickBooks multi-computer set-up, all using a single company data file, but Web Connector should only be installed on a single computer.

The general installation steps are as follows:

1. Install the FBSG SugarCRM-QuickBooks Integration ZIP file into SugarCRM using the Module Loader.

2. Repair Roles, and log-out/in. 3. Go to the QuickBooks Integration Configuration Page

a. Note the Web Connector password b. Download the QuickBooks Web Connector Set-Up file c. [Optional] Make any configuration changes you wish.

4. [Optional] Go to the QuickBooks Integration Mapping Page and set up any custom field mapping you wish to. Default mappings are loaded for you upon installation, so this step is not required.

5. Install QuickBooks Web Connector. 6. Open the QuickBooks Web Connector Set-Up file you downloaded from the

QuickBooks Integration Configuration Page to allow the QuickBooks Integration access to your QuickBooks data.

7. Enter the Web Connector password from the QuickBooks Integration Configuration Page into Web Connector.



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Basic Installation & Configuration (Continued)

Step 1. Install QuickBooks Integration in SugarCRM

The installation of the FBSG SugarCRM-QuickBooks Integration into SugarCRM is the same as installing any SugarCRM module-package.

First, go to the SugarCRM Module Loader. The link to the Module Loader is located on the Admin screen in SugarCRM.

The SugarCRM Admin Screen

Once on the Module Loader screen, click “Browse” and choose the Integration ZIP file. Then click “Upload”.



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When the upload is completed, click the “Install” button on next to “QuickBooks Integration”.

The Module Loader Screen

Complete the installation by accepting the license terms.

When the installation is complete, you can move on to Step 2.



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Step 2. Repair Roles & Log-Out/In To finish installing, and to access the QuickBooks Integration Configuration Page, you will need to repair SugarCRM roles, and log-out then log-in.

Start by going to the Admin page in SugarCRM.

The SugarCRM Admin Page – System Panel



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Then click on “Repair”.

Once on the Repair screen, click on “Repair Roles”.

The Repair Screen

After Roles have been repaired, log out of SugarCRM and then log back in again. Once you have logged back in, you may continue to Step 3.



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Step 3. QuickBooks Integration Configuration

Optional: If your SugarCRM Instance is on a local server on your local network, it is on the same network as the computer which will be used to run the QuickBooks Web Connector, and you do not want to use an encrypted/secure SSL connection between SugarCRM and the Web Connector, please see the section Using the Integration Without SSL. Follow those steps, then return here to continue.

Important: If you do not want to use SSL, you must complete the steps in Using the Integration Without SSL before continuing.

First, go to the Admin screen in SugarCRM. Scroll to the bottom of the screen and click on “QuickBooks Integration Configuration”.

The SugarCRM Admin Screen – QuickBooks Integration Panel



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The QuickBooks Integration Configuration Page

Now that you are on the QuickBooks Integration Configuration Page, you may complete the following steps:

A. Enter Your QuickBooks Integration Product Key Enter your QuickBooks Integration product key, and click on “Update Key”. This will activate the Integration, and allow syncs to commence until the key expires.



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B. Note the Web Connector Password

Note the Web Connector password – you will later be required to enter this password into Web Connector in order to authenticate the Integration.

You will only need to enter this password into Web Connector one time, and from then on it will remember the password. If the password should ever be cleared out from the Web Connector, you may go back to this screen at any time to retrieve it.

C. Download the QuickBooks Web Connector Set-Up File Click on the “Download Set-Up File” button to download the QuickBooks Web Connector set-up file. Save this file in a place where you will be able to find it later – but don’t open the file just yet.

Note: If you are an Internet Explorer user, you may have trouble downloading the set-up file due to a bug in some IE versions. You can use any other browser, such as Safari, FireFox, Chrome, or Opera to download the file if you are unable to in IE.

D. Make Any Configuration Changes You Wish

This is an optional step – the QuickBooks Integration does not require any configuration in order to work.

Click on the “Options” tab.



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The QuickBooks Integration Configuration Options Tab



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Basic Installation & Configuration (Continued) Master Data Source From this screen, you can select the “master” data source.

By default, this data source is QuickBooks. That means, for Accounts/Customers syncs, data from QuickBooks will overwrite data from SugarCRM.

The inverse is true for setting the master data source to SugarCRM. Data from SugarCRM will overwrite data in QuickBooks for Accounts to Customers syncs when SugarCRM is set as the master data source.

You can set it so that newly created accounts in SugarCRM will be automatically created and added to QuickBooks on the next sync, and newly created Customers in QuickBooks will be created as Accounts in SugarCRM – and all mapped fields for the sync will have their data entered into QuickBooks for the newly created SugarCRM account, and data from the new Customer in QuickBooks entered into SugarCRM.

This is configurable in the Advanced Configuration screen, and you can turn new Account/Customer creation on and off for both or either QuickBooks and SugarCRM. This is off by default.

SugarCRM Quotes Export Destination SugarCRM Quotes can be exported into either QuickBooks Estimates or Sales Orders. You may choose the setting which makes the most sense for your company.

The export occurs once for each Quote that is assigned the status of “Closed Accepted”. Any changes made to the Quote after the export for that Quote, in either SugarCRM or QuickBooks will not sync.

Enable/Disable Syncs Also from this screen, you can selectively enable and disable individual syncs.

Disabling the Accounts/Customers sync will disable all others, as the other syncs are largely dependent on the Accounts/Customers sync.

These enable and disable options are mostly meant for testing purposes, and it is recommended that all syncs be enabled during the course of the regular use of the Integration.

Once you have completed the above steps, and made any configuration changes you required, you may move on to Step 4 – this is an optional step, and you only need to complete it if you wish to set up custom field mapping between SugarCRM and QuickBooks.



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Step 4. Set-Up Custom QuickBooks Integration Mapping

This step is optional unless you wish to set up custom field mapping between QuickBooks and SugarCRM.

First, go to the Admin screen in SugarCRM. Scroll to the bottom of the screen and click on “QuickBooks & SugarCRM Field Mapping”.

The SugarCRM Admin Screen – QuickBooks Integration Panel

Now you will be on the QuickBooks Integration Mapping Page. Using this page, you can set up custom field mappings between SugarCRM and QuickBooks.



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Basic Installation & Configuration (Continued) Default field mappings are loaded upon installation, so you are not required to set up your own mappings. Some helpful fields from QuickBooks you might want to map would be: customer first, last, and middle names, customer YTD sales, customer total balance, any custom QuickBooks fields that you have set up for customers or items.

The QuickBooks Integration Mapping Page

To modify a mapping, simply change a drop-down selection on any of the existing mappings. Any changes you make are instantly saved as soon as you select an option.

To add a new mapping, select the fields you want to map using the two selection boxes at the bottom of the mapping table. Once you have selected the new field mapping, click the “Add” button to add the new mapping and instantly save it.



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The QuickBooks Integration Mapping Page – Non-Inventory Items

Note: Some fields have special meaning or are handled in special ways, and/or don’t make sense to map differently.

Shipping and billing address fields, for example, are specially processed in the back-end during syncs. Although you can change the mapping for these fields, it is possible to map them incorrectly which may cause some issues in the sync.

Most fields are safe to map however you wish, though.

Custom SugarCRM fields and custom QuickBooks fields are also available to map.

Note: When mapping fields, please keep in mind that QuickBooks imposes character length limits on its fields which are much shorter than the limits in SugarCRM.



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Basic Installation & Configuration (Continued) When fields sync over to QuickBooks from SugarCRM, data longer than the limit in QuickBooks may be cut short in QuickBooks, could cause a general sync failure, or cause just that specific record to fail to sync.

You may wish to consult with Intuit’s QuickBooks documentation to learn the various field length limits, giving you a better idea of how you can create valid custom mappings. Typical limits are 30 characters for custom QuickBooks fields, and 41 for many other fields in QuickBooks (like individual address lines, names, and so on).

QuickBooks has a maximum dollar amount accuracy of 5 decimal places as well, while the SugarCRM default is 6.

Step 5. Install the QuickBooks Web Connector

The QuickBooks Web Connector is a piece of software created by Intuit (the makers of QuickBooks) which allows QuickBooks to communicate with outside systems and services.

Web Connector is free software, and you can download it from the following link: http://marketplace.intuit.com/webconnector/

You will want to install the Web Connector on a computer which already has QuickBooks installed, opened, and the correct QuickBooks Company File loaded.

Make certain that you are downloading the correct Web Connector for your version of QuickBooks.

You must open your QuickBooks company file as the “Administrator” user, or you will not be able to give the Integration permission to access your company data file.

Note: It is recommended that this computer be running nothing else but QuickBooks and the Web Connector, in order to ensure there is no user interference while large syncs are running, and to help ensure that enough computing resources are available during syncs.

Note: If you want syncs to also run overnight, the computer Web Connector is installed on must be left on overnight.

Follow Intuit’s installation instructions. For all versions of Web Connector, the installation process should be simple and require no special configuration.

Once the QuickBooks Web Connector is installed, you may continue to Step 6.

http://marketplace.intuit.com/webconnector/



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Step 6. Open the QuickBooks Web Connector Set-Up File

Open QuickBooks and select the company file you wish the integrator to access. Next, open QuickBooks Web Connector.

QuickBooks Web Connector with No Connections

Locate and open the QuickBooks Web Connector Set-Up file which you downloaded in Step 3. This file, “FBSG_Sugar_QuickBooks_Integration.qwc”, contains the information that QuickBooks Web Connector needs to connect to SugarCRM and sync data.

There will be a brief pause while the file opens (your computer may seem to hang for a moment, but that is just the Web Connector attempting to make a test connection).

After Web Connector finishes its tests, if they were successful, then a new screen will pop up asking you to confirm the details of the integration’s authorization to access QuickBooks’ data.



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QuickBooks Web Connector Authorization Dialog #1

When the “Authorize a New Web Service” dialog appears, click “OK”.



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After you confirm that dialog, a new dialog will then open.


First, select “Yes, always; allow access even if QuickBooks is not running”, then click “Continue…”.

Upon clicking “Continue…”, a new dialog will appear.



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On this dialog, click “Done”.



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Step 7. Enter the Integration Password in Web Connector

Enter the password you retrieved earlier in Step 3, click “Yes” when Web Connector asks if you would like to remember this password, and now the Web Connector has the information needed to connect to the QuickBooks Integration.

QuickBooks Web Connector with a Connection to the Integration

From this screen, you may also change the default auto-run time, or manually run the integration.

Now that all of this is done, the installation of the FBSG SugarCRM-QuickBooks Integration is complete.

If you want to set up a custom sync key mapping, uncheck “Auto-Run” and read the Using a Custom Sync-Key Mapping for Accounts/Customers section of this manual.



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Optional & Advanced Configuration

Using the Integration Without SSL If your SugarCRM instance is installed on an internal server, on your internal local network, and the computer on which you wish to install QuickBooks Web Connector is on the same local network as your SugarCRM server, you are not required to use encrypted SSL connections with the Web Connector.

In order to use this integration and the Web Connector without SSL, you must do the following:

1. Modify the Microsoft Windows “hosts” file to add a new entry, on the computer on which the QuickBooks Web Connector is installed.

2. Update the “Sugar URL” on the QuickBooks Integration Configuration screen in SugarCRM with a new URL based on the new host name set up previously.

It is highly recommended that you use a connection with a valid SSL certificate, and do not bypass SSL in this manner. However, there are some cases when this may be the best thing to do – such as when you have a purely internal SugarCRM server which is not accessible from the outside, or for testing purposes without purchasing an SSL certificate.

To walk you through the process, we will go through the sequence of steps for a fake installation:

Step 1. Get the IP address of the SugarCRM server Write down the IP address of the SugarCRM server. For example:

10.10.99.65

Step 2. Modify the “hosts” file on the Web Connector Computer Open the following file on the computer on which is installed the QuickBooks Web Connector using a simple text editor program (do not use Microsoft Word or similar):

C:\Windows\System32\drivers\etc\hosts

Once open, add the IP address of the server and a new host name to the last line of the file. An example follows:

10.10.99.65 localhostsugar



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Optional & Advanced Configuration (Continued)

That is – the IP address of the server, then the TAB character, and then the name of the new host you would like to create. This name may be any valid host name but it must contain “localhost” somewhere in the name, containing no spaces at all.

It is highly recommended you use the name “localhostsugar” without the quotes, as that has been tested and is known to work.

Step 3. Update the Sugar URL on the QuickBooks Integration Configuration Page

QuickBooks Integration Configuration Page



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On this page, set the “Sugar URL” equal to the correct path to the SugarCRM instance. Following our example, this would be something like:

http://localhostsugar/

If your SugarCRM installation is on the root of your web server’s documents directory, then http://localhostsugar/ would be your Sugar URL. You can verify this yourself by entering the SugarCRM URL into a web browser on the computer on which Web Connector is installed, and on which you made the modifications to the hosts file.

Step 4. Continue with Overall Installation Step 3 Go back to installation Step 3 and continue with the installation.



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Using a Custom Sync-Key Mapping for Accounts/Customers By default, the QuickBooks integration matches up SugarCRM Accounts and QuickBooks Customers by primary email address. See the QuickBooks Customers to SugarCRM Accounts section for more detail on how this default mapping works. You may wish to set up a custom sync-key field mapping. Doing so will match up SugarCRM Accounts with QuickBooks Customers based on the values in the fields set up as the custom sync key. It is recommended you do not use a custom key, and use the default settings. Note: Misconfiguring these settings can cause sync issues, and may result in duplicate Account/Customer entries being created. If you want to set up a custom sync-key, follow the steps below. Before anything else, go to the Advanced Configuration panel in the QuickBooks Integration Configuration page in SugarCRM.



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Step 0. [Optional] Sync Custom Fields If you are setting up a custom sync key first thing, before you have ever run any sync, then you must follow this step. If you have run a sync before, and now merely wish to change the sync-key, you may skip this step and move on to Step 1. On the Advanced Configuration pane, click on “Initialize Fields Now”. Once you click on that, either wait for the Web Connector to run its next sync, or use the Web Connector to trigger a manual sync. Once the Web Connector has run the sync, you may move on to Step 1. Step 1. Change the Sync-Key to “Custom” On the Advanced Configuration pane change the “Account/Customer-Sync Key” drop-down to “Custom”. Upon doing that, two new drop-downs will appear. These drop-downs will let you select the fields that you would like to set up as the new sync-keys. It is recommended that you set the sync-keys to something that will be unique across all Accounts/Customers. E.g. a customer ID number, account number. During the initial sync of each Account/Customer, the integration will then try to match up the two sync-fields you selected here. If a match is not found, by default, a new Customer/Account is created. You can disable this on Advanced Configuration pane by unchecking both or either checkboxes “Create New Accounts in SugarCRM From QuickBooks” and “Create New Customers in QuickBooks From SugarCRM”. If you use the QuickBooks Name field as one of your sync-keys, the “Append Random Number to QuickBooks Customer Name” checkbox will be unchecked. By default, a random number is appended to the names of Customers created in QuickBooks by the Integration. This number is appended to the name, as QuickBooks does not allow any two customers to share the same name; so the random number reduces the chance of a naming collision. If you have this box unchecked, be careful with naming your Accounts in SugarCRM. If one of them has a name that is the same as a pre-existing customer in



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QuickBooks, that does not match the sync-key of the Account, then the sync will fail as the integrator attempts to create a new Customer record with the same name as another record. Step 2. Re-Enable Syncs Now that you have set the custom fields, you can go to the Options panel and re-enable all of the syncs (or only some of them, depending on what you want to sync and don’t). Step 3. Sync Now everything is set up to sync following your custom sync-key. The next time the Web Connector runs a sync, your custom key will be used for any previously unsynced Accounts/Customers. If you previously unchecked the “Auto-Sync” check box in the Web Connector, be sure to check that again to enable automatic scheduled syncs.



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Default Field Mappings



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Default Mappings The default mappings that are automatically loaded upon installation can be changed, as seen in Step 4 of the Installation section of this manual. However, there are some fields in QuickBooks and SugarCRM which cannot be remapped, as they have special purposes or require special processing during the syncs.

QuickBooks Sales Tax Items to SugarCRM Tax Rates Sales Tax Items in QuickBooks will sync to SugarCRM as entries in the Tax Rates module – as long as you have Item syncing enabled in the QuickBooks Integration Configuration page (everything is enabled by default).

Sales Tax Items in QuickBooks



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Default Mappings (Continued)

The Tax Rates in SugarCRM, Synced from QuickBooks

These Sales Tax Items/Rates are then available in SugarCRM’s Quotes module as Tax Rates.



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The Quotes Module in SugarCRM – Showing the Tax Rates from QuickBooks

QuickBooks Quotes to SugarCRM Sales Orders or Estimates

SugarCRM Quotes are synced to QuickBooks Sales Orders or Estimates (this is configurable in the Options tab of the Integration configuration page). Mappings for this sync are not available for custom mapping, as the sync does special processing to translate the Quote into a Sales Order or Estimate. In order for a SugarCRM Quote to sync to a QuickBooks Sales Order or Estimate, the following criteria must be met in the SugarCRM Quote:



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1. All line items on the Quote must be items that exist in QuickBooks, and have come from the QuickBooks Item to SugarCRM Product Catalog sync.

2. The Tax Rate selected in the SugarCRM Quote must exist in QuickBooks, and have come from the QuickBooks Sales Tax Items to SugarCRM Tax Rates sync.

3. The status of the SugarCRM Quote must be set to “Closed Accepted”.

If those criteria are met, then the SugarCRM Quote will be added to QuickBooks at the next sync. The field mappings for the SugarCRM Quote to QuickBooks Sales Order/Estimate are as follows:

SugarCRM Quote Field QuickBooks Sales Order/Estimate Field

Notes

Purchase Order Num P. O. No. Valid Until Due Date

Terms

Terms in QuickBooks Sales Orders are inherited from the Customer record in QuickBooks.

Billing Account Customer Billing Address Billing Address

Shipping Address Shipping Address Tax Rate Sales Order Tax Quantity Ordered Product Item

Tax Class Line Item Taxable

This is inherited from the Product Catalog entry for each product, which comes from QuickBooks originally.

Unit Price Rate

Discount Rate Line-item discounts are automatically calculated into the Rate field.

Quote Number Memo

The SugarCRM Quote Number is put into the QuickBooks Sales Order Memo field automatically upon sync.



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Notes

Description Sales Order Number

The QuickBooks Sales Order Number is put into the SugarCRM Quote Description field automatically upon sync.

Some fields in SugarCRM Quotes are not mapped. Non-mapped fields are as follows:

SugarCRM Quote Field QuickBooks Sales

Order/Estimate Field Notes

Opportunity Name

Payment Terms

Terms in QuickBooks Sales Orders are inherited from the Customer record in QuickBooks.

Original P.O. Date Assigned to

Teams

Currency Defaults to QuickBooks’ default currency.

Shipping Provider QuickBooks Sales Orders do not store specific shipping information.

Display Grand Total

This is a layout option that only applies to SugarCRM. QuickBooks controls its own Sales Order layout, and that may be changed by the user from within QuickBooks.

Display Line Numbers

This is a layout option that only applies to SugarCRM. QuickBooks controls its own Sales Order layout, and that may be changed by the user from within QuickBooks.

Group Name Group Stage



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Notes

Shipping Ship Via

This field is automatically set by QuickBooks, defaulting to the default shipping provider set for the customer.

Description

Description in SugarCRM Quotes is auto populated with the QuickBooks Sales Order Number upon sync.

Class Rep Ship Date FOB Customer Message To be printed To be emailed

Customer Tax Code

This field is automatically set by QuickBooks, defaulting to the default Tax Code set for the customer.

Closed

Memo This field is automatically set to the SugarCRM Quote Number upon sync.

If you are exporting Quotes into QuickBooks Estimates, the fields are mapped similarly (with some minor name differences), and the syncing behavior is the same as Sales Orders. Customer Year to Date Sales Although it is not mapped by default, a field called “YTDSales” is available for mapping from QuickBooks in the Account/Customer sync when QuickBooks is set as the master data source. This field, when mapped to a field in SugarCRM Accounts, will contain the YTD Sales for each QuickBooks Customer. YTD Sales is an estimate based on the sum of all Invoices and Sales Receipts totals (excluding tax) in QuickBooks. It does not take into account payments received, issued credit memos, etc.



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Using the SugarCRM–QuickBooks Integration

Application



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Using the Integration Application

QuickBooks Customers to SugarCRM Accounts

Newly created Customers in QuickBooks will automatically be created as Accounts in SugarCRM, if you enable that in the Integration configuration page.

Newly created Accounts in SugarCRM will automatically be created as Customers in QuickBooks, if you enable that in the Integration configuration page.

Field data, for mapped fields, for synced Accounts & Customers, by default, will flow from QuickBooks into SugarCRM by default.

In the QuickBooks Integration Configuration Page, you can set the Master System to be SugarCRM, to reverse the flow. It is recommended that you leave this at its default setting, and have QuickBooks be the Master System. The default steps look like this:

1. A Customer from QuickBooks is picked up by the Integration during a sync. 2. The integration looks at all the Accounts in SugarCRM, and sees if any of those

Accounts have the same primary email address as the QuickBooks Customer. 3. If the Customer has the same primary email address as a SugarCRM Account,

then the Customer and Account are “linked” in the integration. 4. Once the Customer is matched to an Account, the mapped fields from

QuickBooks are saved to the SugarCRM Account record. If no match is found, then a new Account will be created in SugarCRM, if that option is enabled in the configuration page. The creation of new Accounts can be enabled in the Advanced Configuration panel for the integration. The inverse happens if the Master System is set to SugarCRM – Accounts go to Customers and match by email address. You can also set up custom sync-keys, other than email address on the Advanced Configuration panel of the Integration’s configuration page.



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Using the Integration Application (Continued)

Synced Accounts in SugarCRM

SugarCRM Quotes to QuickBooks Sales Orders or Estimates Newly created Quotes, with a status of “Closed Accepted” will automatically create new Sales Orders or Estimates in QuickBooks. This is a one-time sync that occurs when the status of a SugarCRM Quote is set to “Closed Accepted”. For more information about the Quote to Sales Order/Estimates sync, please see the section on default mappings.



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Sales Order in QuickBooks

Quick Books Invoices and Sales Receipts to SugarCRM Sales History Invoices and Sales Receipts from QuickBooks will be automatically created in SugarCRM Sales History (a new module created in SugarCRM upon Integration installation). This is a one-way sync, with QuickBooks creating and updating the invoices/sales receipts in SugarCRM.



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Invoice in QuickBooks

QuickBooks Items to SugarCRM Product Catalog Items from QuickBooks will be automatically created in SugarCRM Product Catalog. This is a one-way sync, with QuickBooks creating and updating the product templates in SugarCRM. These QuickBooks Items are then available to be entered as line items in a SugarCRM Quote.



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Items in QuickBooks



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Product-template in SugarCRM



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Product line-item selection in SugarCRM



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Troubleshooting



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Problem 1 Integration stops partway through, gives no error message, and does not say “Complete”.

Analysis: This is likely a temporary issue and will be resolved with the next sync.

Solution: Either wait for the next sync to occur or manually trigger the sync, and see if the problem happens again. It should not happen repeatedly.



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Problem 2 Integration stops partway through, gives no error message (or says “Invalid Ticket”), does not say “Complete”, and rerunning the sync does not fix the issue.

Analysis: This may be related to old data left over from sync processing.

Solution: Go to the QuickBooks Integration Configuration page, and click on the “Advanced Functions” tab.

On that page, then click on the “Empty Queue & Tickets” button.

Either wait for the next sync to occur or manually trigger the sync, and see if the problem happens again.

If the problem continues to happen, then there is likely a larger issue that needs to be resolved.



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Problem 3 Integration stops partway through, gives an error message which looks like “The string is too long”.

Analysis: One of the fields in a record is too long and cannot fit into QuickBooks.

Solution: Edit the field on the SugarCRM record which is too long, and shorten the field. Most fields in QuickBooks are limited to a maximum of 41 characters in length (though some, like City in any address, is much shorter at just 31 characters max).



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Problem 4 A previous sync had failed, and the sync now is working again, but certain customers/items/invoices/sales receipts are not syncing.

Analysis: To ensure that syncs are fast and efficient, only things that have changed since the last sync are processed. If the previous sync started, but failed part-way through, then subsequent syncs will not process things that have been modified before the last sync. Subsequent syncs only process things that have been modified after the last sync.

Solution: In order to force the Integration to sync things which it already thinks has been synced, you will need to give it a new date from which to process items.

Go to the Integration’s configuration page, and click on the “Advanced Functions” tab.

On this tab, you will see a list of dates that the sync will use to determine which things to sync and which things to leave out. If you set the relevant date to sometime in the past (before the last sync failed), then the next sync will be forced to process everything that was modified after that date and time.

Simply follow the format of the dates and times which already exist in those text boxes, and set the date or time back. For example:

There are some customers not being processed, due to a previous sync failure that happened a few hours ago. The date and time in the “Import Sync Customers Since” box is: 2012-10-04T10:32:22.

To get these customers to sync, just roll back the time to something like: 2012-10-04T05:00:00.

Once you change the date or time, just hit the “Save” button for that text box. Then, the next time a sync is run, all customers modified after that date and time will be processed instead of being skipped over.

Note: The times listed are always in the UTC time zone, in 24-hour time format.



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Pre-Install Information Forms



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Information Needed for Installation & Configuration

Information Needed for Installation & Configuration

Remote Access:

For the computer on which Web Connector is to be installed.

Remote Access information is only needed if FBSG is performing remote installation and configuration.

IP Address: _____________________________

Username: _____________________________

Password: _____________________________

QuickBooks Version/Edition:

QuickBooks Company File Location:

SugarCRM URL:

SugarCRM Admin Username:

SugarCRM Admin Password:

QuickBooks Integration License Key:

Use SSL Encrypted Connection for Web Connector?

If your SugarCRM installation is on a local server on the same network as your Web Connector machine, you are not required to use SSL – but it is recommended.

Yes

No

Sync: Accounts/Customers

Products/Items

Quotes/Sales Orders

Quotes/Estimates

Sales History/Invoices/Sales Receipts

Master System: QuickBooks

SugarCRM

Create New Accounts/Customers: Create New QuickBooks Customers

Create New SugarCRM Accounts

Sync Key: SugarCRM:

QuickBooks:

Date post:	17-Jun-2020
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SugarCRM QuickBooks Integration Operating Manual · 2018-10-02 · Faye Business Systems Group...

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