Overview
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 9 different QuickBooks modules that get installed into Sugar with the FBSG SugarQuickBooks Integration. These modules store information from QuickBooks in Sugar.
This article covers how to use or view the data in these modules.
The modules can be found in the drop-down list that opens when clicking on the three dots on the top-right of your screen.
Table of Contents
- Sales History
- Shipping Addresses
- Product Price Levels Lists
- Inventory Sites
- Inventory Levels
- QB Sales People
- Currency Codes
- Product Quantity Pricing Categories
- Product Quantity Pricing
II. QuickBooks Features in Sugar
- Manually Matching QB Customers to Sugar Accounts
- Using the Quotes Pre-Check Page
- Using the Account to QB Customer Pre-check
I. QuickBooks Modules in Sugar
1. 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 Order module. To sync other transaction types you will need to activate those syncs in the Configuration Tab.
Note: The modules that you have in QuickBooks will determine which transaction types are able to sync. I.e. if you do NOT have the Sales Order module in QuickBooks then enabling the Sales History ← Sales Orders sync will not sync any data even if you set a Sugar quote to have a Quote Stage of QB Sales Order.
2. 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.
3. Product Price Levels Lists
The Product Price Levels Lists module stores all of the QuickBooks Price Level Lists to be applied to the Sugar Quote when an Account is selected that is on a Price Level List.
NOTE: This module can only be used if you are using an Enterprise version of QuickBooks with the Advanced Inventory Plugin installed. The Advanced Inventory Plugin does not come standard with QuickBooks Enterprise and requires that you contact QuickBooks to purchase the plugin.
The Inventory Site information will be retrieved from QuickBooks and used to display where the product is. This is accessed by clicking on the “INV” button on a line item in a Sugar quote.
5. Inventory Levels
NOTE: This module can only be used if you are using an Enterprise version of QuickBooks with the Advanced Inventory Plugin installed. The Advanced Inventory Plugin does not come standard with QuickBooks Enterprise and requires that you contact QuickBooks to purchase the plugin.
Inventory Levels information will be retrieved from QuickBooks and used to display how much of a product there is. This is accessed by clicking on the “INV” button on a line item in a Sugar quote.
6. QB Sales People
Note: To use this module you will need to activate the “Sales People ← Sales Reps” sync in the Configuration Tab.
The QB Sales People module stores all of the Sales Rep information from the Sales Rep List in QuickBooks. This list can be found under Lists → Customer & Vendor Profile Lists → Sales Rep List.
A Sales Rep must be either a Vendor, Employee, or listed in the “Other” list You can always create a new Vendor, Employee, or Other from the New option in the Sales Rep dropdown.
7. Currency Codes
NOTE: This module is only usable for those using QuickBooks Canada. If you ARE using QuickBooks Canada you will need to check the QuickBooks Canada checkbox in the Configuration Tab.
You can activate a Currency in QuickBooks Canada by going to Lists → Currency List and clicking on the X next to the currency that is inactive.
You can always update the Exchange Rates by clicking on the Activities drop-down and selecting Download Latest Exchange Rates.
Once the Currency List has been synced to the Currency Codes module you will need to go in and link the Currency Code to a Currency in Sugar. This cannot be done automatically due to inconsistencies with the Sugar Currencies module.
To link the Currency Code to a Sugar Currency go to the QuickBooks Currency Codes module and select a Currency Code.
In the record view of a Currency Code click on the Edit button.
Then click on the Currency dropdown.
Select the Search for more… option in the dropdown.
Then choose the matching Sugar Currency.
After the Sugar Currency has been matched to the QuickBooks Currency Code, click on the Save button.
The QuickBooks Currency Code has now been linked to a Sugar Currency.
Note: If the currency does not appear in the Sugar Currency module you will need to add it in by going to Admin → Currencies and inserting the values into the “Create Currency” section.
The QuickBooks integration does not automatically add values to the Sugar Currencies module to prevent the Sugar module from being cluttered with unused currencies.
8. Product Quantity Pricing Categories
The Product Quantity Pricing Categories (PQP Categories) provide a way to use the same quantity categories across multiple Product Quantity Pricing (PQP) records.
Go to the Products Quantity Pricing Categories module and click on the Create button.
Then add a Name and a Description for the new pricing category.
After creating the new category click on it from the list to open it.
From the record view of the Product Quantity Pricing Category (PQP Category) you add brackets through the Product Quantity Pricing Cat Brackets (PQP Cat Brackets) subpanel.
To create category pricing brackets click on the “+” sign in the subpanel.
Then add a name, a starting quantity QTY From, and an ending quantity QTY To. Then click on the Save button.
Note: In this module, you set the starting and ending quantity values and then in the PQP module you set the pricing.
9. Product Quantity Pricing
The Product Quantity Pricing (PQP) module will allow you to set different price values for items when certain quantity levels or brackets have been reached.
Setting up a PQP requires at the very least having a Product Price Levels List created in QuickBooks and a Product in the Product Catalog that originated from QuickBooks.
If you are going to use Product Quantity Pricing Categories please go to the Using PQP Categories subsection
Using Custom PQP Brackets
Go to the Products Quantity Pricing module and click on the Create button.
Then fill out the Name and Product Price Level Lists. (You will link the products later)
Note: The Product Quantity Pricing Categories (PQP Categories) is an optional field that if used will auto-populate the QB Product Quantity Pricing Brackets subpanel with quantity brackets.
Please see Using PQP Categories subsection for more information.
After clicking on the Save button you will need to open the PQP in order to add in the different levels or brackets. In the record view of a PQP there is a subpanel called QB Product Quantity Pricing Brackets.
To create custom pricing brackets click on the + sign in the subpanel.
Then enter a Name, a starting quantity QTY From, an ending quantity QTY To, and a price for each unit Unit Price. Then click on the Save button.
Using PQP Categories
Go to the Products Quantity Pricing module and click on the Create button.
Then fill out the Name, Product Quantity Pricing Categories, and Product Price Level Lists. (You will link the products later).
After clicking on the Save button you will need to open the PQP in order to add in the prices for each bracket. In the record view of a PQP there is a subpanel called QB Product Quantity Pricing Brackets which will be populated with the values in the PQP Category.
The QB Product Quantity Pricing Brackets subpanel will be auto-populated with the starting quantities QTY From and the ending quantities QTY To but are NOT populated with prices.
To add prices to the different brackets click on the Actions menu on the right of each bracket row and select Edit.
Then enter the amount for the bracket that is selected and click on the Save button.
Then repeat this process for any other brackets.
Adding Products to PQP’s
Adding Products from the Product Catalog to a Product Quantity Pricing is very easy. Click on the dropdown menu in the Product Catalog subpanel and select Link Existing Record.
Then the drawer will open showing all the available products. Click on the check box next to the items you want to link to the PQP and click on the Add button.
Then the items will be linked to your PQP.
Note: Some of these feature(s) will not be used by the integration depending on the configuration settings.
II. QuickBooks Features in Sugar
1. 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 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!
2. 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 Accounts 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.
3. 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 (create customers option must be on) or to 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.
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