SugarCRM Invoicing for Quickbooks User Guide

Notes

  • If a customer already exists in Quickbooks, invoices will be attached to that customer.
  • If a customer has a new address in SugarCRM, the customer will be updated with new billing information when the invoice is imported.
  • If the customer’s name changes in SugarCRM, and a quote is imported, a new customer will be created in Quickbooks.
  • Items that do not exist in Quickbooks, but are on SugarCRM quotes and exported, will be automatically created in Quickbooks. They will have a generic COGS account.

 

1. Installation

This SugarCRM module uses the “Module Loader” tool for installation. To install, follow this process:

  1. Navigate to the following page: Admin > Module Loader (in the “Developer Tools” section).
  2. Click on Choose File, and browse to the .zip file you downloaded from DataSync.
  3. Click Upload
  4. In the bottom section of the module loader screen, click Install
  5. Accept the License Agreement and click Commit to complete the installation.
  6. Navigate to Admin > Repair > Quick Repair and Rebuild to create the database tables for the new module.

Note: SugarCRM must be configured with at least 6MB maximum upload in PHP.  More information about loading a module can be found on SugarCRM’s Module Loader documentation.

 

2. Configuration

In order for Quickbooks to track your income account classification, you need to classify each product in your catalogue with an income account for the invoices to be correctly inserted into Quickbooks.

Option A: Manual Update

First, find a list of available Income Accounts in Quickbooks:

  1. Click on Chart of Accounts
  2. Scroll down to the section of accounts that are of type Income
This is your list of available income accounts for use in SugarCRM.

To do this, you’ll need to update your SugarCRM Product Catalogue:

  1. Navigate to Admin > Product Catalog
  2. Edit the product you want to classify.
  3. In the QB Income Account field, type the EXACT income account you’d like to use from the list outlined in Quickbooks.
  4. Click Save
Repeat this cycle for each Product in your SugarCRM Product Catalogue.

Option B: Import from Quickbooks

If you already have a list of items available in Quickbooks, you can import this list into SugarCRM. To do this, follow the process below.

In Quickbooks:

  1. Click on Item List from the home screen in Quickbooks.
  2. Click on Export List
  3. Select “CSV” from the options of items to export.
  4. Save the CSV file on your desktop.
In SugarCRM:
  1. Navigate to Admin > Product Catalog.
  2. Hover over the Product Catalogue tab on the top bar in SugarCRM.
  3. In the hover drop down, select Import Products.
  4. Click on Next.
  5. Browse to the CSV file you saved, and click Next.
  6. Map the fields you’d like to use to SugarCRM. Make sure you map the following fields: Item Name, Item Description, Income Account, List Price.
  7. Click “Import”.
You are now ready to create quotes in SugarCRM and import them into Quickbooks.

3. Usage

Once you have imported or updated your SugarCRM Product Catalogue, you are ready to begin producing Quotes and importing them into Quickbooks for processing.

1. Create a Quote in SugarCRM.

2. When the Quote is ready to be processed, click on the “Export to QB” button at the top of the screen. This will generate a Quickbooks “.iff” file.  Download the file to your Quickbooks machine.

  

3. When you are ready to import into Quickbooks, Navigate to File > Utilities > Import > IIF Files

4. The Import window will appear.  Select the IIF file that you saved.  Click Open

5. Click OK when the message “Your data has been imported successfully”.

You can verify the transaction successfully imported by navigating to the customer’s account in Quickbooks and viewing the new invoice.