Using the QuickBooks Desktop Integration

Overview

The integration is ready to work out of the box with minimal configuration needed. This section will cover the most common uses and settings of the integration.

Table of Contents

1. How to sync Accounts/Customers between Sugar and QuickBooks

2. How to sync Sugar Quotes to QuickBooks

3. How to sync QuickBooks Items to the Sugar Product Catalog

1. How to sync Accounts/Customers between Sugar and QuickBooks

How Accounts and Customers are synced between Sugar and QuickBooks will depend on several settings found on both the Configuration Tab and the Advanced Configuration Tab. The data that is synced will be determined by the Field Mapping, which is set up by default so there is no need to adjust the field mapping unless you want to set up Custom Field Mappings.

By default the settings are:

•  Master System: QuickBooks
•  Create New SugarCRM Accounts From QuickBooks Customers: Checked
• Create New QuickBooks Customers From SugarCRM Accounts: Checked
• Match Sugar Accounts and QuickBooks Customers based on the primary email address

The way the default settings work are as follows:

• When new Accounts in Sugar are made, new Customer records are created in QuickBooks
• When new Customers in QuickBooks are made, new Account records are created in Sugar.
• When a match is found between Sugar and QuickBooks the QuickBooks Customer information overwrites the Sugar Account information (QuickBooks by default is the Master System)

It is recommended that you leave QuickBooks as the Master System as QuickBooks has more restrictions than Sugar.

To sync a new Account to QuickBooks simply create the Account in Sugar and either wait for the integration to sync, or trigger the sync on the Web Connector.

To sync a new Customer to Sugar simply create the Customer in QuickBooks and either wait for the integration to sync, or trigger the sync on the Web Connector.

Note: By default in order for the sync to work the Account/Customer must have an email address, if you want to change the Sync-Key please see the Using a Custom Sync-Key Mapping for Accounts/Customers section.

2. How to sync Sugar Quotes to QuickBooks

How and where Sugar Quotes are synced to QuickBooks will depend on several settings on the Configuration Tab.

By default, Sugar Quotes will sync to QuickBooks, but only invoices and sales receipts are set to sync from QuickBooks to the Sugar Sales History module. The others types can be set to sync in the Configuration Tab.

The integration installs additional Quote Stages to the Quotes module. These additional Quote Stages control which module in QuickBooks the Quotes is synced to. These Quote Stages are:

• QB Estimate
• QB Invoice
• QB Sales Order
• QB Purchase Order

Note: You may only use the Quote Stages that have a corresponding module in QuickBooks, if you use a quote stage that does not have a matching module in QuickBooks the quote will NOT sync.

In order for a Sugar Quote to sync to QuickBooks, the quote must meet the following criteria:

• 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.
•  The Tax Rate selected on the quote must exist in QuickBooks and have been synced to the Sugar Tax Rate module from QuickBooks
• The Payment Terms selected on the quote must exist in QuickBooks and have been synced to the Payment Terms dropdown from QuickBooks
• The Quote Stage that is selected must be a QB stage and have a matching module in QuickBooks

When these criteria are met then the Sugar Quote will sync to QuickBooks.

When an invoice, sales receipt, estimate, sales order, credit memo, or purchase order is created in QuickBooks it will be synced to the Sales History module in Sugar. The quotes that are synced from Sugar to QuickBooks will also end up in the Sales History module. For more information please see the Sugar Quotes to QuickBooks Estimates, Invoices, Purchase Orders, or Sales Orders fixed field mapping section. 

3. How to sync QuickBooks Items to the Sugar Product Catalog

In order to have quotes sync to QuickBooks, the items on those quotes must have originated in QuickBooks, by default the Items to Product Catalog sync is activated.

Only certain item types from QuickBooks will sync to the Sugar Product Catalog, those types are:

• Service
• Inventory Part
• Non-Inventory Part
• Inventory Assembly
• Other Charge

Note: Sales Tax Item does sync to Sugar, but it syncs to the Tax Rates module. Please see the QuickBooks Sales Tax Items to Sugar Tax Rates fixed field mapping section for more information.

This is a one-way sync, meaning that QuickBooks will not only create the product in the Product Catalog but will overwrite any changes that are made to the product in Sugar. All changes to a product MUST happen in QuickBooks in order for the product to be changed in Sugar.

Once the QuickBooks Items are in the Sugar Product Catalog they can be added to a quote in the line item section.

QuickBooks Item List:

Sugar Product Catalog:

Sugar Quote: