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ID915 - Autotask PSA Sync to e-automate (Sales Orders) Overview & Sample

Integration to sync sales orders from Autotask to e-automate. This alert is in development.

Jump to: Overview | Samples | Setup | Variables | Testing | Alert Functionality | Best Practices & Tips | Related Alerts

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Overview

Overview

This integration will sync sales orders from Autotask into e-automate. This integration is a two-step process, ID915 pulls the sales order information from Autotask and then ID634 creates the sales order in e-automate. The trigger to sync orders to e-automate will be setting a user-defined field in Autotask to Yes to sync the order. The sync will push the order into e-automate for ordering and then you can use ID348 to keep everyone notified on the status of the order. Another user-defined field can be used to hold status updates from the order once it is in e-automate. 

Once the order has synced to e-automate, no updates made to the order in Autotask will sync to e-automate. All procurement and invoicing of the order take place in e-automate.

Run Schedule: Every 15 minutes

Type of Output: Data push

 

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Samples

Samples

Jump to: Sales Order Header | Items | Billing/Shipping Tab | Messages Tab

Sales Order Header

Sales Order Header

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1. Order Number: The order number will be AT + the ID number for the order in Autotask

AT order number.jpg

2. Customer: The customer on the order will match the account used on the sales order in Autotask. More details on the customer mapping are here.

3. Description: The description will show as the Sales Order Name + AutoTask Order Subtotal: $XX.XX

4. Order Type: The default order type is set on the ID634 clone used to create Autotask orders.

5. Sales rep: The sales rep will pull from the customer record. You can set a default sales rep to use on all orders in variable 3.

6. PO number: This field is not mapped to a field in Autotask.

7. Ordered by: This field is not mapped to a field in Autotask.

8. Branch: If a branch is specified in variable 6, that branch will be used on the order. If no branch is set, the branch will be populated based on variable Z on ID634. 

9. Warehouse: If a warehouse is specified in variable 4, that warehouse will be used on all orders. If no warehouse is set, the warehouse will be set per the hierarchy from ID634. Details on that are here.

10. Department: If a department is specified on variable 2 of ID634, that is the department that will be used. If no department is specified on ID634, the department field will be blank.

11. Status: The sales order status will be set per variable 4 on ID634.

Items

Items

EA items.jpg

AT items.jpg

1. Item: The items on the Autotask order will match the items added to the order in e-automate. If the item on the Autotask order does not exist in e-automate, the sync will create the item based on the item templates.

2. Description: The description will match the item from Autotask

3. Quantity: Quantities will match between the two systems.

4. Price: The prices will match between the two systems.

5. Amount: The amounts billed for each item will match between the two systems.

Billing/Shipping Tab

Billing/Shipping Tab

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1. Ship to: The ship-to-customer will default to the main customer on the order.

2. Ship method: The ship method will match the defaults set in ID634.

Messages Tab

Messages Tab

messages tab EA.jpg

The messages tab will show the description of the sales order. 

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Setup

Setup

Jump to: EA Settings | AT Settings | Subscribe to Alerts

EA Settings

EA Settings

1. Order Status - Determine the order status the orders from Autotask should use, this is set on variable 4 of ID634.

2. Order Type - Determine the order type the orders from Autotask should use, this is set on variable 1 of ID634.

AT Settings

AT Settings

1. User-Defined Fields - There are two user-defined fields for the sales order in Autotask that will need to be created:

   ZCJ_SyncToEA: This field should have two options, Yes and No, with No being the default option. Updating this field to Yes will be the trigger for the order to move to e-automate. Details on how to create this field are here.

   ZCJ_EAStatus: This field is optional, it will hold updates from e-automate as the status of the order changes. Details on how to create this field are here.

Subscribe to Alerts

Subscribe to Alerts

1. Once you have the settings in ConnectWise and e-automate determined, subscribe to ID915 and ID634, being sure to update the variables as needed. See this link for details on the variables for ID634.

If you don't have a login to our subscription site, you can email help@ceojuice.com to have us set you up with a login. 

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Variables

Variables

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Variable 3: Default Sales Rep - Always default imported orders to have this sales rep. If blank, the sales rep will match the Connectwise sales rep, if there is a match. If there is no match between EA and CW, the sales rep will default to the sales rep for the customer in e-automate.

Variable 4: Default Warehouse - Warehouse to use for all imported sales orders. If blank, the Sales Orders Customer branch default warehouse will be used.

Variable 6: Default Branch - If you would like all imported sales orders to use the same branch at the item level, specify the branch number here.

variables 2.jpg

Variable 1: Exclude Material Codes - If you would like to exclude any items from syncing to e-automate, list the material codes to exclude. No items of these material codes will sync to the e-automate sales order.

Variable 2: Exclude Service Codes - If you would like to exclude any items from syncing to e-automate, list the service codes to exclude. No items of these service codes will sync to the e-automate sales order.

variables 3.jpg

Variable 11: Autotask Credentials - If you have multiple Autotask API credentials added to the CEOJuice website, select the set to use with this integration. (Most likely, you only have one set of credentials and would not need to update this variable.)

 

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Testing

Testing

There are two parts to testing the sales order sync, setting up the testing environment and updating the item templates, and then pushing orders to the test database to check the import process.

Jump to: Testing Setup | Item Templates | Testing Checklist

Testing Setup

Testing Setup

1. API Keys in Autotask – These may already be in place if you are using other portions of the Autotask sync. New keys do not need to be created if they already exist for other Autotask integrations. Details on creating API keys here.

2. Autotask test Database – If using a test Autotask database, you’ll need to create a set of API keys for that database. Details on creating API keys here.

3. e-automate test Database – A test database is required to sync calls initially for review. See this link for notes on creating a test e-automate database.

4. CEOJuice test database – If you have previously tested other parts of the Autotask integration, you may already have this in place. If not, see this link for notes on creating a test CEOJuice database.

Item Templates

Item Templates

Items created by the sales order sync will be based on the same item templates used by the contract sync. The item number will match the item from Autotask and the Description will match the description from Autotask. If you have the contract sync running (ID913), these templates will already exist in e-automate, if not, we will create them for you. You'll need to update the following codes on the templates for the sales order sync:

item template.jpg

1. Category - required field for item records in e-automate.

2. Unit of Measure - required field for item records in e-automate.

3. Serialized - If the item created by the sync should be serialized, check the Serialized box. ALL ITEMS CREATED FROM THE TEMPLATE WILL BE CREATED AS SERIALIZED IF THIS BOX IS CHECKED.

4. Item type - either Inventory or Expense. This is a required field for items to be added to a sales order and must be filled out on all item templates that will be used for the sales order sync.

5. Inventory or Expense Code - This is a required field for items to be added to a sales order and must be filled out on all item templates that will be used for the sales order sync.

6. Sales code - This is a required field for items to be added to a sales order and must be filled out on all item templates that will be used for the sales order sync.

7. Tax as - This field is greyed out until either a sales code or service code is added to the item record. Once one of those fields has been filled in you can change the tax as from None to a different tax flag.

 

Testing Checklist

Testing Checklist

You will then review the orders created to check that everything has been imported correctly. A few things to review:

  • The description line of the order will show the total amount, does this match the total on the order?
  • Do all of the items on the order in Autotask show on the order in e-automate? 
    • Are there items added with the error item instead of the proper item? 
  • After fulfilling the order, are the proper revenue accounts being used?

After confirming that everything is syncing properly, we will move the templates to your production e-automate and repoint the sync to production to push in the sales orders.

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Alert Functionality

Alert Functionality

When the sales order user-defined field ZCJ_SyncToEA is set to yes, the order will push to our background tables. Once the complete order is in the background tables, ID634 will create the sales order in e-automate. After the order has pushed to e-automate no changes made in Autotask will update the order in e-automate.

Jump to: Customer Mapping | Order Type | Sales Rep | Branch | Warehouse

Customer Mapping

Customer Mapping

The e-automate customer number must be set in the Account number field in Autotask:

account number in AT.jpg

Order Type

Order Type

The default order type is set on the ID634 clone that will create the orders from Autotask. See details on setting the order type in ID634 here.

Sales Rep

Sales Rep

You can use variable 3 to specify a default sales rep that will be used on each order. If no default is set in the variable, the sales rep from the customer record in e-automate will be used.

sales rep.jpg

Branch

Branch

 The branch on the header of the order will be set per the ID634 settings, either pulling from the branch assigned to the sales rep, or the branch assigned to the customer. (Variable Z on ID634).

You can specify a default branch to be used on all line items on the order using variable 6.

branch on line item.jpg

Warehouse

Warehouse

The warehouse used on the order and the line items will default to the warehouse that you set in variable 4 on the alert. If there is no default warehouse set, the warehouse will be set per the hierarchy in ID634, details on that are here.

 

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Best Practices & Tips

Best Practices & Tips

Jump to: User-Defined Fields

User Defined Fields

User-Defined Fields

There are two user-defined fields used with ID915:

   ZCJ_SyncToEA: This field should have two options, Yes and No, with No being the default option. Updating this field to Yes will be the trigger for the order to move to e-automate. 

   ZCJ_EAStatus: This field is optional, it will hold updates from e-automate as the status of the order changes. 

User-defined fields are created in the Admin section in Autotask, under the Application-Wide (Shared) Features:

udf 1.jpg

Both fields for the sales order sync will be created in the Sales Order section:

udf 2.jpg

ZCJ_SyncToEA

The ZCJ_SyncToEA field will be used to trigger the order to sync to e-automate. This field is required to be created in Autotask and the name must exactly match ZCJ_SyncToEA.

This field should be created with the Field Type of List, with the list options set to No and Yes. The default value should be No.

zcj_syncToEA.jpg

ZCJ_EAStatus

The ZCJ_EAStatus field is optional and will hold updates for the order as the status changes in e-automate. This field is optional.

The field should be created with the Field Type of Text:

zcj_eastatus.jpg

 

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Related Alerts

Related Alerts

ID962 - Autotask Customer Sync

ID913 - Autotask Contract Sync

ID914 - Autotask Service Call Sync

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