Configuration

Overview

You may have to log out and log back in, in order for the QuickBooks Integration section to appear in the Sugar admin screen (see below screenshot).

Navigate to the Admin screen, scroll to the bottom, and click on the QuickBooks Online Integration Configuration.

Note: If you see a blank page or an error instead of the QuickBooks Integration Configuration just click on the back button in your browser and the QuickBooks Integration Configuration page should load.

 

Table of Contents

1. Integration Information

2. Configuration

3. Advanced Configuration

4. Advanced Functions

5. Creating the QuickBooks Online App

1. Integration Information Tab

1. In the Integration Information tab enter the Faye QuickBooks Integration Product Key then click the Update Key button to activate the integration.

When the product key has been verified the key’s expiration date will appear.

 

2. The QuickBooks OAuth Settings section of the Integration Information tab is where you will paste the OAuth Consumer Key and Secret that you will generate in the Creating the QuickBooks Online App guide.

 

3. After saving the Consumer Key and Secret click on the Connect to QuickBooks button to authorize your Sugar instance with your QB Online company.

 

4. This will generate a pop-up that will ask you to Authorize the Sharing of Your Data Between <you’re app name> and Intuit.

 

NOTE: You will need to ensure that appcenter.intuit.com is an allowed site referrer in your config_override.php file (you may need to log a case with SugarCRM).

 

Note: You will need to log in as the Admin user to authorize your app.

 

5. Once you’re app has been authorized then you will be able to start syncing data.

 

6. The Integration Information tab also keeps track of all the total quantity of records synced between Sugar and QuickBooks as well as the last sync start and end times and the duration of the last sync.

 

Note: The Unmatched QuickBooks Customers total will show you if there were any customers from QB that did not find a match in Sugar(This will only work when the new Account creation feature is turned off).

 

7. By default the QuickBooks Online Integration is set up to work out of the box and does not require any further configuration in order to work. Just Activate the Sync Job in the Configuration tab and you are good to go.

2. Configuration Tab

In the Configuration tab, there are four sections of settings:

A. Master System

B. Faye QBOI Sync Scheduler Status

C. Enable/Disable Syncs

A. Master System

This dropdown menu will set the Master data source. By default, it is set to QuickBooks. This means that for Accounts/Customers syncs the data FROM QuickBooks will OVERWRITE the data in Sugar.

You may want to change the Master System to Sugar. If the Master System is set to Sugar, then this means for Accounts/Customers syncs the data FROM Sugar will OVERWRITE the data in QuickBooks.

Note: The integration can be set up to create new accounts/customers in both Sugar and in QuickBooks if the account/customer does not exist in both systems. This will be discussed later in the Advanced Configuration tab section.

B. Faye QBOI Sync Scheduler Status

Set or change the status of the scheduler that controls the sync between Sugar and QuickBooks Online.

NOTE: You MUST activate this in order for the Sync to run automatically every 10 minutes.

C. Enable/Disable Syncs

In this section, there are several options on what information you want to have synced between Sugar and QuickBooks. The most important sync is the Accounts ↔Customers sync which if unchecked will grey out all the options because the other options depend on the Accounts/Customers sync.

Note: Pay attention to the arrows in this section as they designate the direction of the sync.
I.e. Account ← Vendors will sync Vendor information from QuickBooks to Sugar.

 

3. Advanced Configuration Tab

Note: It is HIGHLY recommended that you keep the default settings in the Advanced Configuration tab.

Each option in the Advanced Configuration tab has a description as to how that setting will affect the integration and many of the options/settings have warnings or notes to better help you decide what decisions to make. While you can view these in the Advanced Configuration tab they will also be covered below.

All of the options are divided into sub-tabs that organize them based on what module in Sugar or QB they will affect.

You can continue to the next section on the Advanced Functions Tab if you do not need to change any of the advanced settings.

The settings are currently grouped into the following four sub-tabs:

A. Customers

B. Vendors

C. Quotes

D. Misc.

 

A. Customer Settings

– 1. Create New Accounts in Sugar from QuickBooks: If this is checked/enabled when no sync-key match is found while syncing Customers from QuickBooks to Sugar, a new Sugar Account is created. Uncheck this box to prevent QuickBooks from creating new Accounts in Sugar, only allowing it to keep pre-existing Accounts in sync.

Warning: If this box is unchecked, only Accounts/Customers that exist in both Sugarand QuickBooks will be synced. No new Accounts will be created from QuickBooks’ Customers.

– 2. Filter QuickBooks Customer Import by Field: Filter QuickBooks Customers based on the following field and value. Any QB Customers whose field specified here does not match the value specified here will not be imported into Sugar.

Note: If you have “Create New Accounts in Sugar From QuickBooks” disabled, this setting will do nothing.

– 3. Sync Inactive QuickBooks Customers to Sugar: If this is checked/enabled, in addition to the “Create New Accounts in Sugar From QuickBooks” option, Inactive QuickBooks Customers will be synced to Sugar Accounts. If this option is disabled and/or the “Create New Accounts in Sugar From QuickBooks” option is disabled, then Inactive QuickBooks Customers will not sync to Sugar.

– 4. Create New Customers in QuickBooks From Sugar: If this is checked/enabled when no sync-key match is found while syncing Accounts from Sugar to QuickBooks, a new QuickBooks Customer is created. Uncheck this box to prevent Sugar from creating new Customers in QuickBooks, only allowing it to keep pre-existing Customers in sync.

Warning: If this box is unchecked, only Customers/Accounts that exist in both Sugarand QuickBooks will be synced. No new Customers will be created from Sugar’s Accounts.

– 5. Sugar Account Type that Trigger Export to QuickBooks: Accounts with this Account Type will be brought over to QuickBooks (if you have enabled the “Create New QuickBooks Customers From Sugar Accounts” check box option).

Warning: Leaving this blank will cause all Sugar Accounts to be brought over into QuickBooks.

– 6. Use “Send to QB” Checkbox on Accounts to Trigger Export to QB: Accounts with this checkbox checked off on the Account will be sent over to QuickBooks (if you have enabled the “Create New QuickBooks Customers From Sugar Accounts” check box option). If you have set the Account Type Filter above as well, then an Account will both need to have this checkbox checked off and the above Account Type in order to trigger the sync to QuickBooks.

– 7. Account/Customer-Sync Key: This is what links Sugar Accounts to QuickBooks Customers. The default is an email address.

Warning: Setting this incorrectly will cause problems with the syncs. If set incorrectly, duplicate accounts/customers will be created in Sugar and/or QuickBooks, which can cause bad data to be entered into QuickBooks, and potentially cause other issues.

– 8. Append Random Number to QuickBooks Customer Name: Appends a random number to the QuickBooks name of newly created Customer records during syncs from Sugar.

Warning: Setting this incorrectly can cause syncing issues. This random number is usually required in order to ensure there are no naming conflicts within QuickBooks.

– 9. Prepend Account Name to QuickBooks Customer Address Line: Accounts with this checkbox checked off on the Account will have the Account Name added to the first QuickBooks Customer Address Line.

Warning: Setting this while mapping all four street address lines will result in the loss of data in the last street address line.

– 10. Ignore Jobs to Accounts Import: If this is checked/enabled, QuickBooks Jobs will be ignored during the Customer to Account sync, and Accounts will not be created for Jobs.

 

B. Vendor Settings

– 1. Create New Accounts in Sugar From QuickBooks Vendors: If this is checked/enabled when no sync-key match is found while syncing Vendors from QuickBooks to Sugar, a new Sugar Account is created. Uncheck this box to prevent QuickBooks from creating new Accounts in Sugar from QuickBooks Vendors, only allowing it to keep pre-existing Accounts and Vendors in sync.

Warning: If this box is unchecked, only Accounts/Vendors that exist in both Sugar and QuickBooks will be synced. No new Accounts will be created from QuickBooks’ Vendors.

– 2. Sync Inactive QuickBooks Vendors to Sugar: If this is checked/enabled, in addition to the “Create New Accounts in Sugar From QuickBooks Vendors” option, Inactive QuickBooks Vendors will be synced to Sugar Accounts. If this option is disabled and/or the “Create New Accounts in Sugar From QuickBooks Vendors” option is disabled, then Inactive QuickBooks Vendors will not sync to Sugar.

– 3. Account/Vendor-Sync Key: This is what links Sugar Accounts to QuickBooks Vendors. The default is an email address.

Warning: Setting this incorrectly will cause problems with the syncs. If set incorrectly, duplicate Accounts will be created in Sugar, which can cause bad data to be entered into QuickBooks, and potentially cause other issues.

 

C. Quote Settings

– 1. Sync Deposit Value for Invoices to QB Online?
If a currency field is selected here then the value of that field will be sent to QB as the deposit amount for the invoice and will count against the balance.

Note: This is only for Invoices

– 2. Automatic Quote Line-Item Price Calculation from QuickBooks Price Lists:
Whether or not to automatically set the unit price for Sugar Quote line items based on price lists synced from QB. Checking this box will automatically set the unit price of Quote-line items from synced price lists; however, order entry operators may still override the prices on a line-by-line basis.

– 3. Require Supervisor Approval for Price Changes on Quote Line Items: If this option is enabled, the Quotes page will restrict line item price changes made by order entry operators. All price changes will require a supervisor to enter their approval on the Quote before the change can be finalized and the Quote sent to QuickBooks. This prevents order entry operators from, for example, giving customers large discounts or mark-ups that conflict with the price level lists for that Account.

– 4. Send Email to Sales Manager Upon Quote Line-Item Price Change (Checkbox): Whether or not to automatically send an email to a sales manager when an order entry operator changes the price of a line item from the price automatically calculated from the price lists synced from QuickBooks.

– 5. Send Email to Sales Manager Upon Quote Line-Item Price Change (Textbox): If the “Enable Automatic Email on Line-Item Price Change” checkbox has been checked then enter an email of the Sales Manager

 

D. Misc. Settings

– 1. Sync Items & Product Catalog By Name
Whether or not to match up Items in QuickBooks with Product Catalog entries in SugarCRM by name. If checked, then any items which exist in both systems at the time of sync which has not been synced before, and has the exact same product name, will be synced with each other and have a permanent link created between them.

Note: Unchecking this will simply create new Product Catalog entries in SugarCRM for all items in QuickBooks.

– 2. Sync Inactive QuickBooks Items to SugarCRM:
If this is checked/enabled, in addition to the “Product Catalog ← Items” option, Inactive QuickBooks Items will be synced to SugarCRM Product Catalog. If this option is disabled and/or the “Product Catalog ← Items” option is disabled, then Inactive QuickBooks Items will not sync to SugarCRM.

– 3. Auto Alphabetize all Product Categories: If this is checked/enabled, in addition to the “Product Catalog ← Items” option, The integration will alphabetize all of the Product Categories after each sync (this will update the list_order field).

– 4. Create Sugar Product Categories from Parent Items: If this is checked/enabled, in addition to the “Product Catalog ← Items” option, The integration will create product categories for items that have sub-items in QB. The Parent items will be assigned the same category that was created from them. If an item has no sub-items then NO category will be created.

NOTE: Do NOT set if you are using QB Online Categories. Only set if you’re are using the Parent/sub-item scheme.

– 5. Max Record Per Sync Batch: The maximum number of records to pull from QuickBooks per sync batch.Warning: Setting this incorrectly could cause syncs to fail. 50 is a good value, but some servers may require a lower value (down to a minimum of 1). The lower this number, the longer each sync will take.

4. Advanced Functions Tab

Note: Be VERY careful when using any of the Advanced Functions as they can affect the performance of Sugar while the function is running, change your custom settings, etc.

There are several functions in the Advanced Function tab, each option has a description as to what each function does. Many of the functions have warnings or notes to better help you understand what decisions to take. While you can view these in the Advanced Functions tab they will also be covered below.

All of the functions are divided into sub-tabs to better organize them. These tabs are:

A. Sync Dates

B. Special Functions

If you are already familiar with this section (or you want to skip it for now) then you can continue to the next section on Creating the QuickBooks Online App.

A. Sync Dates

– 1. Time Filter Offset: Adds or subtracts hours from the filter used to select modified data from QuickBooks. Due to conflicting server time zones, database time zones, and QuickBooks time zones, it may be necessary to set this option to a non-zero value (likely sometime in the past, by subtracting some number of hours from the filter).

Note: It may not be necessary to change this at all. Only change it if you notice certain recently modified data is not syncing.

– 2. Import Sync Customers Since: Import Customers from QuickBooks into Sugar if they have been modified since this date (UTC format).Warning: Setting this value in the past will force Customer records to sync which may have not changed since the last sync. Setting this value far into the past (1983, for example) will cause all Customers to sync again.

Note: If Sugar is the Master System, then this setting will not have any effect.

– 3. Export Sync Accounts Since: Export Accounts from Sugar into QuickBooks if they have been modified since this date (UTC format).

Warning: Setting this value in the past will force Account records to sync which may have not changed since the last sync. Setting this value far into the past (1983, for example) will cause all Accounts to sync again.

Note: If QuickBooks is the Master System, then this setting will not have any effect.

– 4. Import Sync Vendors Since: Import Vendors from QuickBooks into Sugar if they have been modified since this date (UTC format).

Warning: Setting this value in the past will force Vendor records to sync which may have not changed since the last sync. Setting this value far into the past (1983, for example) will cause all Vendors to sync again.

– 5. Import Invoices/Receipts Since: Import Invoices/Receipts from QuickBooks into Sugar if they have been modified since this date (UTC format).

Warning: Setting this value in the past will force Invoice/Receipt records to sync which may have not changed since the last sync. Setting this value far into the past (1983, for example) will cause all Invoices/Receipts to sync again.

– 6. Import Credit Memos Since: Import Credit Memos from QuickBooks into Sugar if they have been modified since this date (UTC format).

Warning: Setting this value in the past will force Credit Memo records to sync which may have not changed since the last sync. Setting this value far into the past (1983, for example) will cause all Credit Memos to sync again.

– 7. Import Purchase Orders Since: Import Purchase Orders from QuickBooks into Sugar if they have been modified since this date (UTC format).

Warning: Setting this value in the past will force Purchase Orders records to sync which may have not changed since the last sync. Setting this value far into the past (1983, for example) will cause all Purchase Orders to sync again.

– 8. Import Items Since: Import Items from QuickBooks into Sugar if they have been modified since this date (UTC format).

Warning: Setting this value in the past will force Items records to sync which may have not changed since the last sync. Setting this value far into the past (1983, for example) will cause all Items to sync again.

 

B. Special Functions

– 9. Quote Pre-Check: This will list out all Quotes to be synced, and check them for certain errors which would prevent them from being synced to QB. Just because a Quote has no issues listed here does not mean that they will sync successfully, however. QuickBooks has its own set of restrictions which are far more strict.

– 10.Account → QB Customer (Add or Mod) Pre-Check: This will list out all of the accounts that will be added as new customers to QB, Or Accounts that have changes that will be sent to QB. This will also list out any issues that we can detect that would prevent this account from syncing to QB. Just because an Account has no issues listed here does not mean that it will sync successfully.

– 11. Manually Match QB Customers to Sugar Accounts: This function will allow you to manually match any QB customer that did not automatically get linked to a Sugar Account. (This will only work if the Create Sugar Accounts from Customer option is turned off)Manually Matching QB Customers to Sugar Accounts.

– 12. Empty Logs: Empty out the old sync logs, so a fresh log can be created with only the latest sync information.

Note: This will delete the Integration logs. Before you send the “Diagnostic Email” to Faye, using the button below, it is recommended you delete the logs first, then run another sync, and then send the diagnostic email. If you skip this step, then the data being sent to Faye might be too big for your Sugar to send.

– 13. Load Default Field-Sync Mappings: Removes all field-sync mappings and replaces them with the defaults.

– 14. Re-Process ALL Ship-To Addresses: This causes a full re-processing of all ship-to addresses, re-importing addresses into the Shipping Addresses module.

Notice: This re-processing uses the server CPU heavily, and may take a long time (depending on the number of transactions you have).

– 15. Re-Alphabetize the Product Categories: This will alphabetize all of the product categories and set the list order for you.

– 16. Relink Invoice History Line Items to Product Templates: This relinks all Invoice History line items to the correct product template items.

Notice: This should only be done if there is some change to product identifier mapping. This function should almost never need to be executed and is only for special circumstances.

– 17. Add More QB Quote Stages: This adds more Quote Stages to Sugar which will trigger export to QuickBooks.

Notice: This should only be done if you want more than one Quote Stage that can send a Quote to a particular QuickBooks transaction module (such as both Closed Accepted and Confirmed both going to QuickBooks Invoices). Once these new stages are added, you can use the Sugar Dropdown Editor to update the labels for the Quote Stages and delete any that you no longer want.

– 18. Download Diagnostic File For Faye: Download a diagnostic file to send to Faye.

Note: This file contains the configuration information for the QuickBooks Integration and sync statistics. It does not contain any passwords or sensitive company information.

 

5. Creating the QuickBooks Online App

For the steps to create the QuickBooks Online App, please follow this guide.