Syncing the QuickBooks Rep fields to the Salesforce Owner fields is possible but it does require a bit of set up within Salesforce. The reason being is because QuickBooks provides Autofy with the initials of the Rep, where as Salesforce uses the Full Name for the Owner.
Let's look at an example:
In the screenshots below, you can see that the rep field on the QuickBooks Invoice is populated with "BG", the users initials. The Opportunity Owner in Salesforce on the other hand is populated with "Brittany Geisel", the users full name.
The fields are providing the exact same information, just in two different forms. So, how do you sync these two fields together with Autofy? Like we mentioned above, it will take a little bit of set up on your end but don't fear, the process is fairly simply. Check out the overview below for more details.
Creating a Sales Rep in QuickBooks:
First, let's take a look at how a Sales Rep is created in QuickBooks. When creating a new Sales Rep, QuickBooks will require you to enter the Sales Reps name and from there it will automatically populate the Sales Rep Initials for you. The Sales Rep Initials are what QuickBooks uses to populate the Rep fields on all records (as shown above). In order to sync the Rep field with Autofy, it will be important for you to know the initials assigned to each of your QuickBooks users. You can find this information by following the path below in QuickBooks:
Click Lists -> Click Customer and Vendor Profile List -> Click Sales Rep List
You will then be able to see the Name of your Sales Reps and their assigned Initials.
Creating a User in Salesforce:
The object in Salesforce that best relates to the Sales Rep in QuickBooks is the User Object. Unlike QuickBooks, Salesforce does not have a field that automatically populates the users initials and it instead uses the users full name when assigning a user (or owner) to a record. To get to the User list in Salesforce follow the path below:
Click Setup -> Click Users -> Click Users again.
Adding an Initials field to the User in Salesforce:
Since QuickBooks uses initials for the rep field, in Salesforce you will need to add a field to your User Object to also enter the Users initials. If you have installed the Autofy Salesforce Package we have already included a "Rep" field on the user object for you. We would recommend you use this field to enter the QuickBooks initials into the Salesforce User. If you prefer to create a custom field on the user for this purpose, you may do that as well. For these fields to sync properly, it is very important that they match your QuickBooks users initials exactly.
Lets look at an Example:
There is a Sales Rep in QuickBooks and Salesforce by the name of "Brittany Geisel". In QuickBooks, this Sales Rep has the initials of "BG". In Salesforce, we used the "Rep" field from the Autofy Salesforce Package we downloaded and populated it with the exact same initials from QuickBooks "BG".
Mapping the fields together in your sync:
The last thing you will need to do is make sure you have both fields mapped together within your step in Autofy.
To pick the appropriate field from Salesforce, you will need to go into the "Owner ID (Lookup) list. You will then select your custom field name where you entered the Rep intials into.
To pick the appropriate field from QuickBooks, you will need to go into the "SalesRepRef" list and then select Full Name.
Lets look at an Example:
Below is an example of mapping for a customer who is syncing Salesforce Opportunities to QuickBooks Estimates. You will notice that the user has decided to use the Rep field in the Autofy Salesforce Package for their sync. You will also notice that they have added mapping so this step will sync the rep for the transaction record, as well as the customer record.
That's all there is to it!
Have more questions? Please reach out at firstname.lastname@example.org