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ID966 - CW Manage sync with eAutomate - Sales Orders

Integration to sync approved sales orders from Connectwise Manage to eAutomate.

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Overview

Overview

See here for getting started with the sync.

Tools like ConnectWise Sell allow salespeople to see real-time costs and availability for the IT products they sell. Once their quote is approved in Sell the items need to be ordered via eAutomate but keeping the salesperson updated on the status.

We are syncing an approved sales order in CW Mange to an open sales order in eAutomate. We first check to see if all the items on the order exist in eAutomate (product ID in CW to the item number in EA), if the items do not exist, the sync creates the items and then creates the sales order. Attachments on the order in Connectwise will be brought over and attached to the sales order in eAutomate.

Like our Agreement/contract sync we use Product Types to determine what GL codes the sales order in eAuto will hit. A Product in CW is an Item in eAuto. We suggest you use different Product Types for sales orders even though you may have a Product Type on an agreement that is similar. Use ID348 to keep everyone notified on the status of the order, you can use a clone & variable 3 for order type to just work the Managed IT orders.

We believe these 4 product types should work for most clients (Sales Orders only). 

Hardware Sales

Software Sales

Materials Sales
Labor

Material sales would include supplies like cabling etc, consumed on a project.

We need to know how you define your CW sales orders as approved, use Variable 1 for this then create a test order for us and we will sync it from your live CW Mange to a test eAuto DB.

When a quote is created in CW Sell, the Opportunity Summary field has a description of what the order is for. Once the quote is approved by the customer, the opportunity is turned into a CW Sales Order. The Opportunity Summary field from the quote would transfer to the Opportunity Summary field on the sales order and the CW order status would be New. This Opportunity Summary field will sync to EA as the sales order description. A vendor quote is included as an attachment to this quote in Sell and if also attached to the sales order in CW will transfer to the Sales Order in eAutomate. 

We are appending the CW order total at the end of eAutomate sales order description as a final check, you can leave or delete when reviewed.

Use Variable 1 to tell us the CW Sales Order Status that will prompt the sync to eAutomate. Note we do not support changes to the order once set to this status

We need a new CW Order status of "Synced to eAuto Do Not Edit", we will update the CW order once we sync.

We need a new CW Order custom property text field called "eAuto Order Status", we will update this field from eAuto.

Use variables to tell us the eAuto default ship method.

Sales Reps must match in both systems and will sync otherwise set a default rep for eAuto in variable 3.

W allows for a check box on the line item to indicate that line is drop ship, eAuto only allows one ship method per order. If we find an order with a mixture of drop ship and non items we will break it into 2 order and add DropShip to the end of the sales order normal description.

Warehouse to default to is ID966 Variable 4, if blank, Item bin default ( from template), then Branch default.
CW Manage does not have Order Types, we need a dropdown custom field called Order Type

Order_type.png

We will look to this field 1st, if blank then ID966 variable, if blank then ID634 variable

Run Schedule: Every 15 minutes

Type of Output: Data push

 

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Sample

Sample

Example Sales Order:

ID966_sample_1.jpg

1. Number: The Connectwise order number with the prefix set in Variable 5

2. Description: The description from the order in Connectwise. We also add in the subtotal amount from the order in Connectwise as a way to quickly see that the amounts match between Connectwise and eAutomate.

3. Order Type: the order type will match what is set in Variable 7.

4. Sales Rep: The sales rep will match to Connectwise if a match exists (Employee number from eAutomate to Employee ID in Connectwise). If there is no match, the order will default to the rep set in Variable 3.

5. Branch: The branch will default to the branch for the customer, unless you specify a branch to use in Variable 6.

6. Warehouse: The warehouse will be the warehouse set in Variable 4. If there is not a warehouse set in Variable 4, the order will use the customer branch default warehouse.

7. Department: The department will be blank, unless you have specified a department to use in Variable 8.

8. Status: The order status will match to Connectwise, if there is a matching status in eAutomate. If no exact match between the two systems, the status specified in Variable 10 will be used.

9. The line items from the order in Connectwise will show as individual line items on the eAutomate sales order.

Billing/Shipping Tab:

ID966_sample_2.jpg

The Bill to and Ship to customers will be populated to match the Connectwise order, as long as there are matching values in eAutomate. (Use ID747 to specify where you store the eAutomate customer number on the Connectwise company record.).

Attachments:

Attachments from the order in Connectwise will import and be added as an attachment to the order in eAutomate. To find the attachments, first click on the Attachment icon in the bottom left of the order:

attachments_1.jpg

This will open the attachments window and show you the attached documents on the order:

attachments_2.jpg

Double click on the document to view it:

attachments_3.jpg

 

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Variables

Variables

ID966_Variables_1.jpg

Variable 1: SalesOrder Status - What status of the sales order in Connectwise should trigger the integration to move the order to eAutomate.

Variable 2: Post Sync Status - Change the status of the sales order in Connectwise to this status after the order has been imported into eAutomate. Default value is Synced, DO NOT EDIT.

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 EA.

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

 

ID966_Variables_2.jpg

Variable 5: SalesOrder Prefix - The imported sales order will reflect the Connectwise order number with the prefix set in this variable. (We can't use the CW number directly as there may be an existing order with that number). The default value is CW. (for Example, the CW order number is 1234, the order will import to eAutomate as order number CW1234).

Variable 6: Default Branch - By default, the sales orders will inherit the branch from the customer, leave this variable blank to use the customer branch. If you would like all imported sales orders to use the same branch, specify the branch number here.

Variable 7: Order Type - Default order type to use for all imported orders. All orders imported from Connectwise will use this type. If not provided, Orders will use the default order status for imported sales orders.

ID966_Variables_3.jpg

Variable 8: Department Number - Optional department number for all imported sales orders.

Variable 10: Order Status - Optional default order status for all imported orders. If provided, all orders imported will use this status. If not provided, orders will use an eAutomate status that matches the CW order status. Order statuses must match exactly and be maintained in both systems.

 

 

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Alert Functionality

Alert Functionality

For inventory items our templates need many more codes, we will create the template shell (similar to agreements) but we need you to address these additional fields;

Inventory Codes

Inv_Code.png

 

Stocking Code

Stocking_code.png

 

Bin Defaults

Bin_default.png

 

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Best Practices & Tips

Best Practices & Tips

Sales orders with errors on the import will come in as on hold - Errors on SO Import:

SO_on_hold_for_errors.jpg

The specific error that caused the order to be on hold will be included in the Remarks tab of the sales order.

 

 

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Related Alerts

Related Alerts

ID747 - Connectwise Manage Customer Sync

ID964 - Connectwise Manage Agreement Sync

ID965 - Connectwise Manage Service Call Sync

 

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