The combination of QuoteWerks and SugarCRM makes it simpler to provide estimates and proposals to prospective customers, combine sales quotes with business development opportunities in the pipeline, and gain visibility into revenue streams from products and services.
This article includes information on the following topics:
General Setup
Select the Contacts -> Setup Contact Manager menu to choose your contact manager. Select the SugarCRM option:
SugarCRM URL
Enter the SugarCRM URL here so that QuoteWerks can communicate with it. After typing in the URL (make sure to include the ‘/soap.php’ portion), click on the [Test] button to make sure that QuoteWerks can communicate with the server at the URL you have specified.
SugarCRM User Credentials
QuoteWerks needs your SugarCRM login ID and password to log into and integrate with SugarCRM. These credentials can be specified for the currently logged in user on this setup window as shown above, OR the Contact Manager Tab of the user’s Setup-> My Preferences menu.
Next, click on Integration Settings to setup the integration with SugarCRM Opportunities.
Opportunity Setup
The SugarCRM Opportunity Setup window allows you to set defaults for a variety of Opportunity-related integration points:
Completion of opportunity to “Won”
QuoteWerks provides you with the flexibility to control when a sales opportunity created by QuoteWerks in SugarCRM will be converted to a completed sale. The SugarCRM sales opportunity can be completed by QuoteWerks when converting to an order (File -> Convert to Order menu), an invoice (File -> Convert to Invoice menu), or Never. Never means QuoteWerks will never attempt to complete the Opportunity, the Opportunity will need to be manually updated within SugarCRM. This provides a greater level of control for sales managers or administrators who would prefer to manually close the opportunities from within SugarCRM rather than have QuoteWerks automatically close them.
Opportunity Details
When QuoteWerks creates a sales opportunity in SugarCRM, this option lets you specify whether to write a single, summary line into the Opportunity or the individual line-item details instead.
Write a single summary line item into the SugarCRM Opportunity (SugarCRM Enterprise Edition Only)
When this option is selected QuoteWerks will write a single summary line into the SugarCRM opportunity instead of the individual line items.
Part Number for Summary Item
This is the part number that will be used for the rolled-up summary line. By default, it uses the QuoteWerks Document Number and QuoteWerks Document name to help you identify where this summary line came from in SugarCRM, but it can be changed here.
Use Profit Amount vs. Sale Amount as opportunity amount
This option lets you specify whether or to use the profit or sale amount of the quote for the sales opportunity amount.
Write line-item detail into the SugarCRM Opportunity (SugarCRM Enterprise Edition Only)
When this option is selected, QuoteWerks will write the individual line-item details into the Sugar CRM Opportunity.
Product ID Mapping
This drop-down box will map the selected QuoteWerks field to the SugarCRM item number field.
You can choose which field in QuoteWerks to map to the corresponding field in SugarCRM. You can select the ManufacturerPartNumber, InternalPartNumber, ItemType, or a CustomText field. By default the manufacturer part number will be used, unless you're creating your own custom part numbers in SugarCRM.
The auto-generation feature will allow for more than this when the InternalPartNumber or any CustomTextxx field is selected as the mapped field. This auto-generation feature will allow for many scenarios of use, including the ability to maintain your own proprietary part numbers in the Opportunity.
To use the auto-generation feature, select an option other than ManufacturerPartNumber from the Map QuoteWerks Field drop-down box, then click the [PartNumber generation options] button.
As shown above, there are three auto-generation options:
Do not auto-generate:
When exporting items to the SugarCRM Opportunity, if the mapped field is empty, this option will stop and force you to specify your proprietary part number. If you pulled the part from the Opportunity, it will already have your proprietary part number from the SugarCRM Opportunity. This is useful when you have custom part numbers that aren't based on any field or combination of fields. When exporting items to the SugarCRM Opportunity, if the mapped field is empty, you'll be forced to manually specify an item number before proceeding. This is used when using your own proprietary part numbers.
Auto-generate using macro:
With this option, when exporting items to the SugarCRM Opportunity, instead of just using a simple field value like the ManufacturerPartNumber to become the SugarCRM Opportunity CRMProductID, you can choose to have the SugarCRM Opportunity CRMProductID auto-generated using a macro such as &DI_ItemType:&DI_ManufacturerPartNumber.
Auto-generate using macro based on QuoteWerks ItemType:
With this option, when exporting items to the SugarCRM Opportunity, instead of just using a simple field value like the ManufacturerPartNumber to become the SugarCRM Opportunity CRMProductID, you can choose to have the SugarCRM Opportunity CRMProductID auto-generated based on the item's ItemType.
So, for example, if the ItemType is "Haas," you can map to an auto-generation macro of "Haas:&DI_ManufacturerPartNumber," but if the ItemType is "Hardware", you can map to an auto-generation macro of just "&DI_ManufacturerPartNumber." You can also set a value for If any ItemTypes are not mapped use the following macro:.
If Part Numbers Are Left Empty
Each SugarCRM Revenue Line Item must have a part number. If the above field mapping results in an empty part number, then the following default part numbers will be used:
If any of the line types above are in the document and do not have a part number specified, the default part number set here will be used when writing the information over to SugarCRM.