This sync between e-automate and ConnectWise will sync purchase orders from ConnectWise to e-automate. The process will create the purchase order and has an option to create any items on the order that do not exist in e-automate.
Jump to: Overview | Setup | Variables | Testing | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
ID817 syncs purchase orders from ConnectWise Manage into e-automate. Every 15 minutes, the process looks for ConnectWise purchase orders in the status set in Variable 2 and creates a matching purchase order in e-automate using the next available PO number, with “CWPO#” and the ConnectWise PO number in the description. The ConnectWise vendor is matched to an e-automate vendor by Vendor Number or the ZCJ_CW_CompanyID custom property, and the ConnectWise warehouse is matched to an e-automate warehouse by Warehouse or Description, falling back to the default warehouse in Variable 5.
Each product on the ConnectWise order is matched to an e-automate item by item number; if Variable 4 is set to Yes, any product without a match is created from an item template based on its ConnectWise product type. If the vendor, warehouse, or any line item can’t be matched or added, the purchase order is not created, an error email is sent, and the order is retried on each run until the issue is corrected. Once the purchase order is created in e-automate, the ConnectWise order can optionally be moved to the status in Variable 3 to show it has synced. This is a one-way sync: changes made to the order in ConnectWise after it has synced are not carried into e-automate.
Run Schedule: Every 15 minutes
Type of Output: Data Push
Samples
Samples
Jump to: Purchase Order Header | Order/Shipping Tab | Purchase Order Line Items | Email
Purchase Order Header
E-Automate Purchase Order Header:
ConnectWise Purchase Order Header:
- Vendor - Will match the vendor from ConnectWise. See this section of the documentation for more details on the vendor mapping.
- Description - The description will have CWPO# and then the PO number from ConnectWise.
- Order Type - Always set to Standard.
- Purchaser - You have the option to designate a purchaser from e-automate, or the process will use the default PO purchaser set in Options - Purchasing, or blank if there is no default. More details on the purchaser are here.
- Branch - Set to the branch on the warehouse. More details on the branch are here.
- Number - The purchase order number will be the next auto-generated PO number from e-automate.
- Date - The date will match the date on the purchase order from ConnectWise.
- Required date - Set to the order date plus the required date setting in e-automate. More details on that here.
- Warehouse - If there is a matching warehouse in e-automate, that warehouse will be used. If there is not a matching warehouse, the default warehouse specified in Variable 5 will be used. See this section of the documentation for more details on the warehouse mapping.
- Total - Calculated from the line items on the purchase order. Freight and Tax from ConnectWise are not synced.
Order/Shipping Tab
Order/Shipping Tab
E-Automate Order/Shipping Tab
- The ship to on the order will be set to the warehouse on the order.
- The Terms will be pulled from the vendor record.
Purchase Order Line Items
E-Automate Purchase Order Line Items
ConnectWise Purchase Order Products
- Item - The item will match the product ID from ConnectWise. There is an option to have the sync create items that do not have a match in e-automate. If Variable 4 is set to No, then missing items will not be created. See this section of the documentation for more details on the item mapping.
- Description - The description on the item will match the description from ConnectWise for the product.
- Quantity - The quantity will match the quantity of the item on the order in ConnectWise.
- Cost - The cost will match the cost of the product in ConnectWise. If the product in ConnectWise does not have a cost set, the sync will use the vendor cost for the item, then the item cost. The vendor cost on file is not updated by the sync.
- Purchase unit of measure - This is the unit of measure from the item record in e-automate. (Newly created items copy this from the item templates.
- Warehouse/Bin - ConnectWise does not allow you to change the warehouse at the product level on a purchase order, so the line item warehouse is always the same as the main warehouse at the purchase order header. The bin is the standard default bin for the warehouse.
Email sample coming soon.
Setup
Setup
Jump to: EA-CW Mapping | Subscribe to Alerts
EA-CW Mapping
EA-CW Mapping
-
Vendors - There are two ways to map the vendors from ConnectWise to the Vendors in e-automate. See this section of the documentation for further details on the vendor mapping.
- The CompanyID from ConnectWise matches the Vendor Number in e-automate.
- The Company RecID for the vendor in ConnectWise is added to the ZCJ_CW_CompanyID custom property on the vendor record.
- Warehouses - The name of the warehouse in ConnectWise is checked against the warehouse and description in e-automate. If there is no match, the sync will use the default warehouse specified in Variable 5. See this section of the documentation for further details on the warehouse mapping.
Subscribe to Alerts
Subscribe to Alerts
1. Once you have the settings in ConnectWise and e-automate determined, subscribe to ID817 on our website. 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.
2. If you are not already subscribed to ID747, you'll need to subscribe to that alert as well. See this link if you have questions about the variables for ID747.
Variables
Variables
Variable 2: Sync When PO Status - The Purchase Order status from ConnectWise that will indicate that the purchase order is ready to sync to e-automate.
Variable 3: Post Sync PO Status - The Purchase Order status from ConnectWise that will indicate that the purchase order has been synced to e-automate. This variable is optional, when left blank no updates will be made to the status of the purchase order in ConnectWise.
Variable 4: Create Items from Templates - Enter Yes to create items on a PO from ConnectWise that don't have an exact match to an item in e-automate. Entering No or leaving this variable blank means that the process will not create items.
Variable 5: Default Warehouse - The default warehouse to use if there is not a match to the warehouse used in ConnectWise. Enter the warehouse, not the description. See this section of the documentation for further details on the warehouse mapping.
Variable 7: Default Item Template - If the sync is set to create items, the name of the default item template to be used if there is not a matching template found based on the product type from ConnectWise.
Variable 1: ConnectWise Credentials - The set of API credentials to be used with this process. Only needed if there are multiple credentials for ConnectWise on the CEO Juice site.
Testing
Testing
The first step in testing the purchase order sync is to set up the testing environment. ID817 will be tested from your production ConnectWise database to a TEST e-automate database, unless you have access to a test ConnectWise database; then we can set up the sync to push from test ConnectWise to your test e-automate. Testing purchase orders created in ConnectWise can be deleted after testing.
Once the testing environment is set up, we will run our preflight process to create the item templates for you. You'll then update the coding on each template. Once that is done, we can turn on the purchase order sync for you to test.
Jump to: Testing Setup | Item Templates | Testing Checklist
Testing Setup
Testing Setup
1. API Keys in ConnectWise – These may already be in place if you are using other portions of the ConnectWise sync. New keys do not need to be created for the purchase order sync. Details on creating API keys.
2. ConnectWise test Database – If you have a test ConnectWise database, you can set up the testing phase to go from test ConnectWise to test e-automate. In this scenario, you’ll need to create a set of API keys for that database. Details on creating API keys. (This is fairly uncommon to have a test ConnectWise database.)
3. e-automate test Database – A test database is required to sync purchase orders initially for review. See this link for notes on creating a test e-automate database. **It's very important that this test database is NOT updated while the sync is being tested, as this will overwrite the item templates**
4. CEOJuice test database – If you have previously tested other parts of the ConnectWise integration, you may already have this in place. If not, see this link for notes on creating a test CEOJuice database.
Once these setup steps have been completed, please let us know, and we will install the sync for testing and verify that all item templates have been created.
Item Templates
Item Templates
You'll have one item template for each product type in ConnectWise; these item templates all begin with **CW and then the product type.
These codes need to be updated on the item templates:
1. Description - The description will default to ID964 Item Template; you can leave this as is or change it. When the sync creates an item, it will use the description from the product in ConnectWise.
2. Category - This is a required field on the item; the sync will create the template with the first category option it finds, so you'll most likely want to change it.
3. Unit of measure - This is a required field on the item; the default when the item is created is EA. You can change the unit of measure or leave it as is.
4. Item type - Set the template to create either an Inventory or Expense item
5. Inventory/Expense Code - Depending on the item type specified, enter either an inventory or expense code.
6. Sales code - Set the sales code for items created from this template. A sales code is required for an item to be sold on a sales order.
7. Service code - Set the service code for items created from this template. A service code is required for an item to be added to a service call.
Testing Checklist
Testing Checklist
To test the process, follow the steps below:
- Set a purchase order in ConnectWise to the status that will trigger the sync.
-
Review the order in e-automate and verify that all items, quantities, and pricing synced over.
- Was the vendor set correctly?
- Was the correct warehouse used?
- Were any items created, and if so, do they have the proper coding?
- Did the order have the correct number of line items?
- Check that the price on the purchase order in e-automate matches the price on the product on the order in ConnectWise.
- Test with a deliberately unmapped vendor; make sure that you receive the error email and that the order syncs once the vendor mapping is corrected.
- After the purchase has synced into e-automate, verify that the order status is updated in ConnectWise.
Alert Functionality
Alert Functionality
This process will take purchase orders from ConnectWise set in a specified status and create a matching purchase order in e-automate. Once the purchase order has synced into e-automate, no changes made in ConnectWise will push into e-automate. The vendors from ConnectWise will need to be mapped to the vendors in e-automate, this is done on either the company ID from ConnectWise matching the vendor number for the vendor in e-automate. You can also map the vendors based on a custom property on the vendor in e-automate.
The warehouse on the purchase order in ConnectWise will need to be mapped to a matching warehouse in e-automate based on the name of the warehouse matching. If there is no match for the warehouse, then the default warehouse specified in Variable 5 will be used.
The line items on the purchase order will match the line items from ConnectWise; there is an option in the sync to create any items from ConnectWise that don't already exist in e-automate.
Jump to: Vendor Mapping | Warehouse Mapping | Item Mapping | Purchaser | Branch | PO Required Date
Vendor Mapping
There are two ways to map the vendors from ConnectWise to the vendors in e-automate:
1. The Company ID in ConnectWise on the company record matches the Vendor Number for the vendor in e-automate:
e-automate vendor record:
ConnectWise company record:
2. The Company RecID from ConnectWise is added to the ZCJ_CW_CompanyID custom property on the vendor record:
e-automate vendor record:
ConnectWise company record:
If no vendor match is found, the sync will log an error and not enter the purchase order. You will receive an email noting the failure to create the purchase order. This error email will be sent on each run of ID817 until the vendor is mapped. Once mapped, the purchase order will be created.
Warehouse Mapping
The sync process will first attempt to match the warehouse from ConnectWise to a warehouse in e-automate based on matching the Warehouse (1), then Description (2).
In the example above, the warehouse name in ConnectWise of Tampa matches the Warehouse in e-automate, so the warehouse is matched on the first step. If there was no match to the Warehouse, then the process would check the Description field for a match. If there is no match found for the warehouse, the sync will fall back to the default warehouse set in Variable 5. If Variable 5 does not have a valid warehouse listed, the order will not be created and will show as an error on the email received from ID817.
Item Mapping
The product ID from ConnectWise must match the item number in e-automate. There is an option to have this process create any items that do not exist in e-automate by setting Variable 4 to Yes. Items created will be based on the item templates used with ID964 and ID966. You'll have one item template for each product type from ConnectWise. When the sync is creating items, it will first try to find the matching item template based on the product type from ConnectWise. If that template does not exist, the sync will fall back to the default template specified in Variable 7. If the default template does not exist, the line item will be skipped.
Every existing item that will be added to a purchase order must have either an inventory or expense code attached. For items that are created from templates, the template items must have either an inventory or expense code. If an item is missing the inventory or expense code, it will fail to be added to the purchase order.
e-automate item record:
ConnectWise product:
If the option to have the sync create items that don't exist in e-automate is selected, the items will be created based on the item templates. All codes from the item template will be copied over to the new item. There will be one item template for each product type in ConnectWise.
Purchaser
Purchaser
The purchaser is set on the order based on this hierarchy:
-
A purchaser that you specify. This is a background setting that CEO Juice will update for you; we just need the Number from the employee record.
This user needs to have the Purchaser option checked on the Positions tab:
-
The default purchaser set in Tools - Options (1) - Purchasing (2) - Default purchaser (3):
- Blank if there is not a specified purchaser and no default set.
Branch
Branch
The branch on the purchase order will match the branch on the warehouse record.
There is an option to specify one branch to be used on all purchase orders created, which would override the warehouse branch setting. If you wish to use this option, you'll need to send an email to help@ceojuice.com with the branch number to use.
If you do not have branching set up in e-automate, the main branch is used for all purchase orders.
PO Required Date
PO Required Date
The required date on the purchase order is set based on the setting for required days; this is set in Tools - Options - Purchasing - Set need by date to:
The sync adds the number of days set here to the date on the purchase order.
Best Practices & Tips
Best Practices & Tips
Drop ship purchase orders are not supported in the initial version of this sync. Purchase orders are also not automatically linked to sales orders, even if that linking may exist in ConnectWise.
Related Alerts
Related Alerts
ID522 - Project Invoices Sync
ID747 - ConnectWise Customer Sync
ID912 - Moving calls from e-automate to ConnectWise
ID964 - ConnectWise Agreement Sync
ID965 - ConnectWise Service Call Sync
ID966 - ConnectWise Sales Order Sync
0 Comments