Using the Integration

Overview

The Sugar-Sage 100 integration allows your organization to leverage the synergies between both systems and create a more integrated experience for their users. This Guide covers all its different functionalities.

 

Table of Contents

1. Running a Manual Sync
2. Assigning a Sage Salesperson to a Sugar User
3. Assigning Sugar Accounts Based on their Sage Salesperson
4. How to Print the Synchronization Log

1. Running a Manual Sync

Even if you have set your syncs to run on a schedule you can run syncs manually from the Main Menu of the application. Simply check the boxes next to the sync and click Go.

Note: Only the active syncs will appear on this list. See the Selecting Active Syncs section in the Configuration guide (point 9) here, to add or remove active syncs.

The different Syncs mentioned above are explained in more detail below.

A. Sage Customers to Sugar Accounts

By selecting this to sync the integrator will take your Sage customer data (from the Customer Master file) and import it to the Sugar Accounts module.

New customers will be created automatically in Sugar and existing customers will have their data (name, address, etc.) overwritten each time the sync runs.

If the Sage Customer record has a UDF field titled Exclude from Sugar Sync, and the field has a Y or a YES value, then the customer will be excluded from the sync. (see example below)

B. Sage Customer Sales History to Sugar Customer Sales History

This function syncs various Sage sales history values into the new custom Sage Sales History module in Sugar. No other Sugar data is overwritten during this sync.

If you select to sync the Sage Customer Sales History to the Sugar Customer Sales History module, you will have the option to sync the current year and period only or a specific year-end period to sync.

The integration allows you to maintain multiple years and periods of sales history. The default is to just sync the current year and period.

C. Sage Inventory to Sugar Product Catalog

This takes Sage master inventory data (from the Inventory Master file) and moves it to the Sugar Product Catalog Module. Records for the same item number in Sugar will be overwritten with the latest Sage data each time the sync runs.

If the Sage Inventory record has a UDF field titled Exclude from Sugar Sync, and the field has a Y or a YES value, that item will be excluded from the sync. (see example below)

Note: The UDF field name must be UDF_ExclItemSugarSync and be a checkbox for the integration to recognize it.

D. Sage Customer Inventory Sales History to Sugar Products

This takes Sage inventory sales history by customer and places it into the Sugar Products Module for each account.

Once this sync occurs, you can view sales history, by product, for any customer or account.

E. Sage Customer Product Line Sales History to Sugar Product Line Sales History

This function moves Sage sales history by customer, by product line to the new custom Sales History by Product Line module in Sugar under each account.

Once this sync occurs, you can view sales history by product line for any customer or account.

F. Sage Customer Product Category Sales History to Sugar Product Category Sales History

This function moves Sage sales history by customer, by product category to the new custom Sales History by Product Category module in Sugar under each account.

Once this sync occurs, you can view sales history by product category for any customer or account. Product Categories are the four user-definable CATEGORY fields available in Inventory Maintenance on the Options tab in Sage. Different organizations use these category fields for different purposes.

G. Sage Open Invoices to Sugar Open Invoices

This function moves various Sage open invoices to the new custom Open Invoices module in Sugar.

Note: When an invoice is closed in Sage it is automatically removed from Sugar.

H. Sage Invoice History to Sugar Invoice History

This function moves various Sage invoice history to the new custom Invoice History module in Sugar.

Note: Make sure to only sync the history that you need.

I. Sugar Quotes to Sage Sales Order

This function syncs Sugar quotes Sage sales orders.

Closed quotes (Quote Stage: Closed Accepted) are updated as live or standard sales orders in Sage.

Other quotes are updated as quotes in MAS90. This sync allows you to choose to sync quotes, orders, or both.

In addition, you can sync Sage sales orders back to Sugar if your organization does not use Sugar for order entry, but wants to have order visibility in Sugar. This is a configuration option (see the Sage Orders to Sugar section).

2. Assigning a Sage Salesperson to a Sugar User

This function assigns Salespeople from Sage to Sugar users/employees allowing for Accounts to keep their assigned Sage Salesperson in Sugar.

To assign a Sage100 Sales Rep to a Sugar User you will need to log in to Sugar as an Admin user, go to the Administration page and click on User Management.

Open the Sugar User record that you want to assign a Sage Salesperson to and scroll down to the Sage Salesperson subpanel and click the Select button.

Select a Sage Sales Representative by checking the box left of the Salesperson Division Number and clicking the Select button.

The Sage Sales Rep will now be assigned to that Sugar User.

 

3. Assigning Sugar Accounts Based on their Sage Salesperson

To assign Sugar Accounts based on their Sage Salesperson open the Sugar-Sage Integrator application that is installed on the Windows Machine.

Note: You will need to complete the previous section first for this to work.

Then click Tools -> Options,  select the Integration Settings tab and check the box for Assign Accounts based on their Sage Salesperson.

WARNING: If there is no Sugar user assigned to the Sage Sales Person then the record will be unassigned.

4. How to Print the Synchronization Log

After every synchronization, the Integrator keeps a log file of errors and successful activities for you to print.

On the Main Screen, click on Logs.

This will open up the logs into the notepad application where you can print or copy them into other applications.

Example: