Overview
This is an optional step unless you want to set up custom field mapping between QuickBooks and Sugar.
If you intend to map a custom QuickBooks field you must complete the How to install The QuickBooks Web Connector guide first before proceeding.
1. How to access the Field Mapping Configuration
Navigate to the Admin screen, scroll to the bottom, and click on the QuickBooks & SugarCRM Field Mapping.
Note: Default field mappings are loaded upon installation, so you do NOT need to set up your own mappings. Some helpful fields from QuickBooks you may want to map would be: customer FirstName, LastName, and MiddleName fields, customer YTD sales, customer total balance, or any custom QuickBooks fields that you have set up for customers or items.
2. Custom Field Mappings
1. From the Field Mapping page you can set up custom field mappings between Sugar fields and QuickBooks fields.
2. Each QuickBooks module has its own mapping. To select a different QuickBooks module click on the button of the desired module.
3. To modify a field mapping click on the dropdown menu on any of the existing mappings. Your changes will be instantly saved when you make a selection.
4. To add a new mapping scroll to the bottom of the existing mapped fields and you will see an empty mapping row in green.
5. Select both the Sugar field and the QuickBooks field that you want to map and click on the add button.
Note: Some fields have special meaning or are handled in special ways, and/or do not make sense to map differently. So be very careful when changing the default mapping.
Example: Shipping and billing address fields 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 the sync to have issues or fail completely.
3. Fixed Field Mappings
The default field mappings as mentioned at the beginning of the Field Mapping section are automatically loaded when the integration is installed and can be modified as seen in the Custom Field Mappings subsection.
However, there are field mappings between QuickBooks and Sugar that are fixed and therefore cannot be remapped or modified in any way. These fixed field mappings have either special purposes or require specific processing during syncs. This subsection will cover these fixed field mappings so that you can better understand how data is handled by the integration.
4. QuickBooks Sales Tax Items to Sugar Tax Rates
Sales Tax Items in QuickBooks will sync to Sugar as entries in the Tax Rates module provided that the Item syncing is enabled on the Configuration tab of the QuickBooks Integration Configuration page (this is enabled by default).
Note: You will need to have Sales Tax enabled in your QuickBooks company file in order to add Sales Tax Items. To do this, go to Edit → Preferences → Sales Tax → Company Preferences tab and then select the Yes for the Do you charge sales tax? option. Click OK to save your changes.
You can then create new Sales Tax Items and they will appear in the Tax Rates List in Sugar
When new tax rates are synced from QuickBooks to Sugar they become available for use in the Quotes module.
5. Sugar Quotes to QuickBooks Estimates, Invoices, Purchase Orders, or Sales Orders
Sugar Quotes are synced to QuickBooks Estimates, Invoices, Purchase Orders, or Sales Orders. This is determined by the Quote Stage dropdown value of a Sugar Quote (QB Estimate, QB Invoice, QB Purchase Order, or QB Sales Order).
Mappings for this sync are not available for custom mapping, as the sync does special processing to translate the Quote into an Estimate, Invoice, Purchase Order, or Sales Order. In order for a Sugar Quote to sync to QuickBooks the quote must meet the following criteria:
1. All items in the quote must be items that exist in QuickBooks and have been synced to the Sugar Product Catalog from the QuickBooks item list.
2. The Tax Rate selected on the quote must exist in QuickBooks and have been synced to the Sugar Tax Rate module from QuickBooks.
3. The Payment Terms selected on the quote must exist in QuickBooks and have been synced to the Payment Terms dropdown from QuickBooks.
If these criteria have been met then the Sugar Quote will be synced to QuickBooks during the next sync
The field mappings from Sugar Quote to QuickBooks Estimates, Invoices, Purchase Orders or Sales Orders are as follows:
The following fields are NOT mapped from Sugar Quotes to QuickBooks Estimates, Invoices, Purchase Orders, or Sales Orders:
| Sugar Quote | Field Notes |
|---|---|
| Opportunity Name | |
| Original P.O. Date | |
| Assigned To | |
| Teams | |
| Currency | The currency will be set by QuickBooks default currency value |
| Shipping Provider | QuickBooks does not store specific shipping provider information |
| Display Grand Total | This is a layout option that only applies to Sugar. QuickBooks controls its own Sales Order layout and that may be changed by the user from within QuickBooks. |
| Display Line Items | This is a layout option that only applies to Sugar. QuickBooks controls its own Sales Order layout and that may be changed by the user from within QuickBooks. |
| Group Name | |
| Group Stage | |
| Shipping | This field is automatically set by QuickBooks, defaulting to the default shipping provider set for the customer. |
Note: If you are exporting Quotes from Sugar and are importing them into QuickBooks the
fields will be mapped in a similar manner.
6. Customer Year to Date Sales
Although it is not mapped by default, a field called “YTDSales” is available for mapping from QuickBooks Customer module when QuickBooks is set as the master data source.
This field, when mapped to a field in Sugar Accounts, will contain the Year to Date Sales for each QuickBooks Customer.
Note: YTD Sales is an estimate based on the sum of all Invoices and Sales Receipts (excluding tax) in QuickBooks. It does NOT take into account payments received, issued credit memos, etc.
Depending on how you set up the field mapping adding the YTDSales value may require adding a new field to Sugar’s Account module via Sugar Studio (which is located on the Administration page in the Developer Tools section).
7. QuickBooks Field Restrictions
In QuickBooks, many of the fields have a limit on how many characters can be entered, below is a list of the character limits that have been published by QuickBooks.
| Field | Maximum characters |
|---|---|
| Account Name | 31 |
| Account Numbers | 7 |
| Amount (QuickBooks 2009 or newer, Enterprise Solutions 9.0 or newer) | $9,999,999,999,999.99 |
| Maximum amount per transaction (QuickBooks 2008 or older, Enterprise Solutions 8.0 or older) | $99,999,999.99 |
| Custom field (Items) | 30 |
| Customer message (Invoices) | 101 |
| Customer, Vendor, and Other names | 41 |
| Item name* | 31 |
| Employee Name (first and last) | 25 |
| Item description (Invoices) | 4095 |
| Item Part number | 31 |
| Job Description | 99 |
| Memo** | 4095 |
| Note Field*** | 4095 |
| Notes in Shipping/Billing Address | 41 |
| Username | 29 |
| Password | 16 |
| Ship to Name | 41 |
| Text Box | 1000 |
| Invoice Number Field | 11 |
| Lot Numbers | 40 |
| Report Company Name | 60 |
| Report Title | 60 |
| Report Subtitle | 60 |
| Report Extra Footer | 60 |
* Item name may contain special characters, but it is recommended that the first character not be a special character.
** While the memo field will contain 4095 characters, only 56 will display on checks. 96 characters will display on a Transaction Detail report.
*** While the Note field on the timesheet contains 4095 characters, only 96 characters will display on the Time by Job Detail reports.
Note: QuickBooks API only accepts Basic Latin characters. Special characters like “Smart Quotes”, letters with diacritic signs (like Á, ø, ü, ç, Ñ, etc), and other symbols are not accepted and can cause the record or sync to fail.
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