Overview
In this article, we will walk you through the Modules and Features of the QuickBooks Online - Sugar integration.
Table of Content
1. QuickBooks Modules in Sugar
2. QuickBooks Features in Sugar
A. Manually Matching QB Customers to Sugar Accounts
B. Using the Quotes Pre-Check Page
C. Using the Account to QB Customer Pre-check
1. QuickBooks Modules in Sugar
Note: Some of these modules will not be used by the integration depending on what version of QuickBooks you have installed and what features your QuickBooks license allows for.
There are 10 different QuickBooks modules that get installed into Sugar with the FBSG Sugar-QuickBooks Integration. These modules store information from QuickBooks in Sugar. This section will cover how to use or view the data in the modules:
- Sales History
- Shipping Addresses
A. Sales History
The Sales History module will display all synced transactions from QuickBooks. These transactions can be any of the following: Invoices, Sales Receipts, Sales Orders, Estimates, Credit Memos, or Purchase Orders.
By default, the Invoices and Sales Receipts are automatically synced to the Sales History module. To sync other transaction types you will need to activate those syncs in the Configuration Tab.
B. Shipping Addresses
The Shipping Addresses module stores all the shipping addresses used by each Account or QB Customer on an invoice. These values can then be quickly chosen by selecting the address from a dropdown in the Quotes module.
Note: These shipping addresses that appear in the dropdown are specific to the Billing Account chosen. This means that you will only see shipping addresses used previously by that specific Account/Customer.
Note: Some of these feature(s) will not be used by the integration depending on the configuration settings.
2. QuickBooks Features in Sugar
A. Manually Matching QB Customers to Sugar Accounts
When the Create New SugarCRM Accounts From QuickBooks Customers option is turned off, any customer that comes from QB and cannot find a match based on the “Account/Customer-Sync Key” will get put into a special holding table where you will have the ability to manually match them to an account that has not already been matched.
You will know if there are any unmatched customers from the QuickBooks configuration page (which is located on the administration page) by looking in the Sync Totals area.
To link an unmatched customer to an account you will need to go to the Advanced Functions tab, then to the Special Functions tab and then click on the Link Unmatched Customers button.
On the page that loads next, there will be the list of all unmatched customers with their full name (QB Fullname) and the value that was used when it attempted to match to an account (Sync Key).
Each row has a drop-down that contains all of the accounts that have not been linked to a QB Customer.
Note: If at some point an unmatched customer gets matched to an account it will no longer appear in the list of unmatched customers.
When you have found the account that you want to match the customer to, select it and click on the “Match to Account” button next to the drop-down.
When you click on the Match to Account button the integration will have a popup that asks you to confirm your choice.
Click OK to confirm your choice and the customer will then be linked to the Sugar Account and any Sales History records in the Sales History module will be relinked to that new account.
WARNING: This cannot be undone!
B. Using the Quotes Pre-Check Page
To get to the Quotes Pre-Check page you will need to go to the Advanced Functions tab, then to the Special Functions tab, and then click on the View Quotes Pre-Check button.
When the Pre-Check page loads it will show all of the Quotes that are Queued to Sync to QB. If there are any errors that the integration can detect they will be in the Issues column. If the Quote has been sent to QB in an attempt to sync and it fails, the response from QB will be in the QBXML Response column.
NOTE: The response in the QBXML is the official response from your QB application and may contain more errors than we can detect from the Sugar side.
C. Using the Account to QB Customer Pre-check
To get to the Quotes Pre-Check page you will need to go to the Advanced Functions tab, then to the Special Functions tab, and then click on the View Accounts Pre-Check button.
When the Pre-Check page loads, it will show all of the Accounts that are queued to Sync to QB to create new Customers (the Create Customers option must be on), or update a preexisting Customer (Sugar must be the master system).
If there are any errors that the integration can detect they will be in the Issues column. If the Account has been sent to QB in an attempt to sync and it fails the response from QB will be in the QBXML Response column.
NOTE: The response in the QBXML is the official response from your QB application and may contain more errors than we can detect from the Sugar side.
D. Troubleshooting
Scenario 1: Some records are not syncing
Problem: A previous sync had failed, and the sync is now working again, but certain records that should be syncing are not.
Cause: To ensure that syncs are fast and efficient, only records that have changed since the last sync date are processed. If the previous sync started but failed part-way through, the last sync date may get updated even though the sync failed. If this happens then any record that failed to sync will have a modified date that is older than the last sync date which will prevent it from syncing.
Solution: To set the integration to sync older records you will need to set a new date (older date) in one of the Import Since date fields in the Advanced Functions Tab and then click the Save button.
Warning: The time must be in UTC 24-Hour time format: YYYY-MM-DDThh:mm:ss Example: 2012-10-23T14:45:32
The “T” is required and must be between the date and time: T
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