Sugar for Syspro User Guide

Overview

The Sugar for Syspro integration streamlines the sales process by synchronizing customer, product, sales and financial data between Sugar and Syspro. Sugar unifies product, customer, order, and service data to guide sales reps toward the right actions to win business, strengthen customer loyalty, and drive repeat sales and long-term account growth. In this integration, Syspro serves as the system of record for ERP-driven data such as products, sales orders, and invoices, while Sugar acts as the system of engagement for sales activities, quoting, and customer visibility. This guide covers the basics of how the Sugar for Syspro Standard Solution works and outlines the key processes users will follow to sync records between the systems. For information on enabling the integration, refer to the Sugar for Syspro Administration Guide.

Note: Your instance must be on Sugar Sell 25.1.0 or higher for the integration to work between Sugar and Syspro.

Using Sugar for Syspro

The following sections cover how sales reps can manage customers, opportunities, quotes, and sales orders in Sugar to sync to Syspro. Please note that there are various methods for creating records in Sugar including basic creation, quick create, duplication, and import. For more information on creating records in Sugar, refer to the User Interface documentation in the Sugar Application Guide.

Managing Accounts

Sales reps can either create new prospects or update existing ones in Sugar's Accounts module. If your organization uses the Leads module to track prospects in Sugar, then once the lead has been evaluated and qualified, you can convert the lead into an account with the account type set to "Prospect". Please note that prospect accounts do not sync to Syspro. Only valid customers (e.g., account type is "Customer (Syspro)") are synced to Syspro once certain required Syspro fields are completed on the record view. The sections below cover how to create and manage prospect accounts in Sugar and how to turn them into customers to sync to Syspro.

Creating an Account

Use the following steps to create a new prospect account:

1. Click the three-dots menu in the Accounts module tab to open the Actions menu and select "Create Account". You can also click the Create button on the upper right of the Accounts list view.
   • From Accounts module tab:
     
   • From Accounts list view:
     
2. Enter appropriate values (e.g., name, office phone, address) for the fields in the record view layout. All required fields will indicate "Required" in the field and must be completed prior to saving. Leave the account's Type field as "Prospect".
   
3. Once the necessary information is entered, click "Save". The new account record will appear in the Accounts list view as a prospect, but will not sync to Syspro yet.

Creating an Opportunity

Once the prospect has been qualified and the sales rep determines there is a real potential to sell to them, they can create an opportunity in the Opportunities module to track the deal and manage its progress through the sales stages. For more information on creating opportunities, refer to the Managing Opportunities section below.

As the opportunity progresses through the sales stages and the prospect is ready to review pricing, the sales rep can generate a quote directly from the opportunity record. For more information on generating quotes, refer to the Managing Quotes section below.

Turning Prospects Into Customers

Once the prospect accepts the pricing and terms of the quote and agrees to proceed with the sale, they may provide a Purchase Order (PO) number to the sales rep. Now that the prospect is ready to buy, you can turn them into a customer by updating the account's Type field to "Customer (Syspro)". When this account type is selected, a number of Syspro-specific fields (e.g., Syspro AR Terms, Syspro Area, Syspro AR Branch) will appear in the Syspro Details section. The required fields must be completed before the record can be synced to and created in Syspro. Once the account is created in Syspro, the customer's account number will be generated by Syspro and synced to the Syspro Account Number field on Sugar's account record.

Note: If you wish to sync the record as a supplier to Syspro and manage this supplier in Sugar, you can set the account type to "Supplier (Syspro)".

Syspro Fields

The following Syspro fields appear in the account's record view. All required fields will indicate "Required" in the field and must be completed prior to saving the record. For a complete list of other stock fields that come out-of-the-box with Sugar for the Accounts module, refer to the Accounts documentation in the Sugar Application Guide.

The following fields appear when "Customer (Syspro)" is selected as the account type:

The following fields appear when "Supplier (Syspro)" is selected as the account type:

Managing Opportunities

Opportunities in Sugar represent potential sales, and the Opportunities module allows sales reps to track deals from start to finish. When revenue line items are enabled, the key sales data is stored in the opportunity record along with its related revenue line item records.

Once the prospect has been qualified and the sales rep determines there is a real potential to sell, they can create an opportunity as follows:

1. In the account record (e.g., ABC Company), click the New Opportunity button on the upper right.
   
2. Enter appropriate values for the fields in the record view layout. All required fields will indicate "Required" in the field and must be completed prior to saving.
   
3. Create at least one revenue line item in the Revenue Line Items subpanel that appears beneath the opportunity fields. The related revenue line item(s) in the subpanel determine the value for certain Opportunity fields (e.g., Sales Stage, Expected Close Date).
   
   • You can easily find and select products from your Syspro product catalog, which is synced to Sugar, by using the Product Catalog dashlet located next to the opportunity record. For more information on creating revenue line items via the Product Catalog dashlet, refer to the Opportunities With Revenue Line Items documentation in the Sugar Application Guide.
4. Once the necessary information is entered, click "Save".

Managing Quotes

As the opportunity progresses through the sales stages and the prospect is ready to review the pricing, the sales rep can generate a quote directly from the opportunity's revenue line items using the following steps:

1. In the opportunity record view, scroll to the Revenue Line Items subpanel below the opportunity's fields.
2. Select the checkboxes of the revenue line items you would like to include in the quote.
3. Choose "Generate Quote" from the Actions menu.
   
4. The quote record that opens in edit view will have all relevant fields and line items automatically populated from the revenue line item records. Make any necessary modifications including the Valid Until date, then click "Save" to preserve your changes.
   

Once the quote is generated, the sales rep can then review and negotiate the proposal with the prospect. You also have the option to generate a professional-quality document from either the opportunity or the quote record that provides detailed pricing and product information to send to the prospect.

Once the prospect accepts the quote and agrees to proceed with the sale, navigate back to the account (e.g., ABC Company) in Sugar to turn them into a customer. Once the record is created in Syspro, Syspro generates an account number, which is then synced back to Sugar. The Syspro Account Number field on the Sugar account record is automatically updated to indicate that the customer now exists in Syspro.

If the customer provides a Purchase Order number, you can enter it in the quote record once the customer record exists in Syspro. The quote can now be synced to Syspro by clicking the Sync to Syspro button, which only appears if the related account to the quote has already been turned into a Syspro customer and the account record exists in Syspro.

Once the Sync to Syspro button is clicked, it triggers the following actions in Sugar:

• The current quote's stage changes to "Closed Accepted" if the quote is synced successfully to Syspro, and the order stage is set to "Confirmed" as shown below.
• All other quotes related to the same opportunity are marked "Closed Dead", and the order status is set to "Canceled".
• The related opportunity's sales stage is updated to "Ready for Syspro", indicating that it is ready to be processed by Syspro Connect in the next integration cycle.

Once the quote has been successfully created in Syspro, Syspro will generate the sales order, and the Syspro order number will automatically sync to the Syspro Orders field on the Sugar quote.

Troubleshooting Quote Sync Issues

If the quote fails to sync in Syspro due to issues such as pricing mismatches or unavailable products in Syspro, the quote's stage will be set to "Closed Lost" and the related opportunity's sales stage will be set to "Canceled in Syspro". You can review the message in the Syspro Sync Message field on the quote record to understand why the sync failed and correct the issue before generating a new quote. Once you have resolved the issue, follow the above steps again to generate a new quote to sync to Syspro.

Tracking Sales Orders

When the accepted quote is successfully synced to Syspro, Syspro creates the official sales order and then syncs it back to the Syspro Orders module in Sugar. The sync also automatically updates the Syspro Orders field in the quote record with the Syspro order number. You can access the sales order by clicking the sales order number on the quote or by locating the record directly in the Syspro Orders module.

Once the sales order is created in Syspro, it enters Syspro's full fulfillment workflow, which may include activities such as inventory allocation, pricing and discount validation, and shipping operations. As the sales order progresses through its lifecycle in Syspro, Syspro Connect monitors status changes and pushes updates back to Sugar. This allows the sales rep to track the order fulfillment directly within Sugar without accessing Syspro.

For each sales order update from Syspro, Syspro Connect determines the appropriate action in Sugar based on the following order status:

Once the sales order reaches the Completed status, it indicates that the order has been fulfilled, the customer has been invoiced, and the sales cycle has successfully concluded. At this stage, Syspro Connect extracts all invoices related to the completed sales orders and creates the corresponding Purchase and Purchased Line Item records in Sugar.

Syspro Orders Fields

The table below outlines the available fields in the Syspro Orders module and their definitions. Administrators or users with developer-level role access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, refer to the Studio documentation in the Sugar Administration Guide.

Syspro Sales Order Line Items Fields

The table below outlines the available fields in the Syspro Sales Order Line Items module and their definitions. Administrators or users with developer-level role access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, refer to the Studio documentation in the Sugar Administration Guide.

Viewing Purchases and Purchased Line Items

Once a sales order is marked as completed in Syspro, Syspro Connect extracts all invoices related to the completed sales orders and automatically syncs and creates the corresponding purchases and purchased line items in Sugar. These records represent the AR invoices generated in Syspro and reflect the products the customer has purchased. The records are not tied to the active sales cycle and are maintained in Sugar for informational and reporting purposes only and cannot be edited.

Purchases Fields

The table below outlines the available fields in the Purchases module and their definitions. These fields are read-only since they are synced from Syspro, which is the system of record. For a complete list of other stock fields that come out-of-the-box with Sugar for the Purchases module, refer to the Purchases and Purchased Line Items documentation in the Sugar Application Guide.

Purchased Line Items Fields

The table below outlines the available fields in the Purchased Line Items module and their definitions. These fields are read-only since they are synced from Syspro, which is the system of record. For a complete list of other stock fields that come out-of-the-box with Sugar for the Purchased Line Items module, refer to the Purchases and Purchased Line Items documentation in the Sugar Application Guide.

Integration Data Flow

With the Sugar for Syspro integration, data flows bi-directionally from Syspro to Syspro Connect (Integration Platform) to Sugar.

The following table shows the data that is automatically synchronized between the systems: