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
This sync between e-automate and ConnectWise will sync a completed purchase order 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.
Run Schedule: Every 15 minutes
Type of Output: Data Push
Samples
Samples
Jump to: Purchase Order Header | 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.
- 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.
- 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.
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.
Email sample coming soon.
Setup
Setup
Jump to: EA-CW Mapping | Subscribe to Alerts
EA-CW Mapping
EA-CW Mapping
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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 Account 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 must match the name of the warehouse 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.
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.
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. Enter No if you do not want the sync to create items.
Variable 5: Default Warehouse - The name of the default warehouse to use if there is not a match to the warehouse used in ConnectWise. See this section of the documentation for futher details on the warehouse mapping.
Variable 6: 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 Juie site.
Testing
Testing
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 contract sync. Details on creating API keys.
2. ConnectWise test Database – If using a test ConnectWise database, you’ll need to create a set of API keys for that database. Details on creating API keys.
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?
- 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 account 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
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:
Warehouse Mapping
To map the warehouses, you'll need to have the warehouse name in ConnectWise exactly match the warehouse name in e-automate.
e-automate warehouse:
ConnectWise warehouse:
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.
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.
Best Practices & Tips
Best Practices & Tips
Coming soon!
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
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