Ins and Outs of Integrating Salesforce and Acumatica – Register

Ins and Outs of Integrating Salesforce and Acumatica – Register2020-05-05T20:05:33+00:00
ON DEMAND WEBINAR

Ins and Outs of Integrating Salesforce and Acumatica

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Adel Haider Adel Haider Solutions Consultant
CELIGO
Ebru Saglam Ebru Saglam Product Marketing Manager
CELIGO

Many companies today leverage Acumatica for their ERP, while utilizing Salesforce as their CRM to manage their sales pipeline. A seamless integration between these two applications is key in streamlining business operations, avoiding long billing cycles and gaining visibility into bookings.

Over the years, Celigo’s iPaaS (Integration Platform as a Service) has helped hundreds of companies integrate their CRM with ERP. In this webinar, Celigo's cloud integration experts share use cases and best practices for connecting Salesforce with Acumatica.

  • Integration needs by roles: Sales, Finance, Ops/IT
  • Different options for integration and automation
  • Leveraging an integration platform
  • How to set up a Salesforce - Acumatica integration
  • Celigo’s pre-built Salesforce - Acumatica integration template
  • And much more...

 

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Full Webinar Transcript


hello, everyone. Welcome to our webinar. Today we’ll be covering [SalesForce?][Acumetica?] integrations. And we hope you’re all staying healthy and well during these times. My name is April, and I work at product marketing at [Celigo?]. And today I’m here with my colleague, Adele, who is a Celigo associates consultant with a wide range of expertise across different integrations. And so today we’ll do a short presentation and then move to a live demo. So if you have any questions during the presentation, please submit them through the [checked?] window. And we will be answering them at the end of the session.
Okay, so first some information on Celigo. Celigo is an [iPaaS?] integration platform as a service company. Basically what the platform does is, it standardizes how applications are connected across an organization, and it simplifies building, executing, and maintaining integration flows between different applications. And we’ve been around for nearly a decade, and we have helped thousands of customers across different industries with their [ERP?] integrations. And we are also a– we’ve also been in the Gartner Magic Quadrant for the past couple of years and [RIG?] to iPaaS leader.
So here you can see as some of the applications that can be connected on the platform. And we often see different departments in an organization use different software applications. For example, using SalesForce, support using [Zendesk?], or finance and accounting using [Acumetica?]. And often these applications are isolated and they don’t talk to each other. So with iPaaS, business processes across different departments can be unified by integrating any application with any other application. And today we will be focusing on connecting Salesforce and Acumetica for streamlining [Lead to Catch?] processes.
So before we proceed, some more detail on the platform. What makes Celigo’s platform unique is, it is built to be used by both business and technical users. And the user interface is very intuitive and anyone can easily build and run integrations on the platform. And there are two ways you can get started with Acumetica integrations. So first, we offer templates for popular integrations to get you quickly started. These are basically prebuilt flows between two apps. And then they can be further configured, customized by the user to match their specific integration needs. And we also have bunch– we have, actually, a bunch of these available for Acumetica on our Marketplace. And then the other option is to build custom integrations so there are– today we have more than 160 app connectors. So these are preset for easily connecting to other apps. And you can use one of these, or if you want to bring in a new app into the platform, you can use the universal adapters such as FTP, HTTP or REST APIs to connect applications with each other. And so, on top of these, I think one last thing I would like to mention is the platform also allows developers or more technical users to build integrations through coding and also orchestrate more complex scenarios. So yeah, as a reminder, so if you have any questions, you can type them into the chat window and we’ll be answering them at the end of the session. So now, let’s take a look at the Salesforce and Acumatica and talk about why integration is necessary. So yeah, where there is no integration we see sales and finance are manually entering data and they’re uploading spreadsheets between these systems. And then this results in duplicate work and errors. So with integration organizations can automate their lead-to-cash business processes and they can capture both the lead-to-order cycle in Salesforce and then the order-to-cash cycle in Acumatica. And if you look at integration needs by role. So for sales, having full visibility into customer data, such as invoices or days outstanding, helps them to have more productive conversations with their customers.
For example, if a customer asked them about an order, so without asking finance for updates or without having to log into the ERP, they can answer the question easily. And then for finance and accounting teams, having visibility into sales data from their CRM in ERP helps them with faster invoicing and shorter order-to-cash cycle, which also improves forecasting and leads to better financial decision making. And then last, for operations in IT and automated solutions such as integration will scale better compared to manual processes and eliminate lower-level support requests. But also, the clearly defined processes in I-PASS will help with data governance and compliance effort. So yeah, before I hand it off to Adele for a demo, let’s review what is included with the Salesforce Acumatica quick start template. So with these templates, rather than building the integrations from scratch on the platform, you can save some time. And so, this comes with prebuilt flows based on common use cases and then might need further configuration from the user based on how they use Salesforce and Acumatica. The templates can be used to update data for customers, contact sales orders, financials, item and shipment information and so other custom fields con be added as well. And what is nice is the platform provides a guaranteed data delivery between the two systems, so meaning there’s no lost data. So if there’s any errors or if an endpoint is down, the proccesses will be paused and it will be resolved and done round again, run. Everything’s backed up. And then I guess one last thing to mention here is the platform also makes it easy to monitor troubleshoot and manage integrations without IT-dependence. And I guess here I’ll just hand it to [Adele?] and he will walk us through the product. Let me make him the presenter.
All right. Thank you for that, Ebru. Ebru, can you just confirm that you can see my screen?
Yes, I can.
Good [stuff?]. Okay. So welcome, everyone, to this webinar. As Ebru mentioned in the beginning, we will be showing a demo of the lead-to-cash process and, specifically, the beginning, the first two steps of the lead-to-cash. In other words, creating an opportunity and how that then transitions over to Acumatica as a sales order. Now, to do that, as we’re talking about Salesforce to Acumatica, let’s start off from Salesforce, and what we’re going to do is create an actual opportunity. So we’re going to take through the steps of that here to give this a random name for the time being, set an optimistic post date of Friday, let’s say, and last but not least, set the stage, which is very, very important and you’ll understand why. So will set it at a perceptions analysis for the time being. Now. were going to save this opportunity. And lastly, we’re going to create, or rather, we’re going to add some products into this opportunity. In this case, we just focus on one single product here. We’ll go with the Sligo water bottle, which is always a very popular one. And in this particular case, let’s say we add– let’s go for 20. Let’s go for 20 here. 20 bottles. Nov, we’re going to save that. And now, you’ll notice– again, I mentioned it just a few moments ago that this stage here is very, very important, and the reason being is the platform in the background, as I’ll show in a moment, takes the opportunity from Salesforce once it’s in closed one state. So and just to showcase this, if we go into Acumatica and we refresh sales orders, you’ll see that what we have, the last one here is this opportunity here. So now, bear in mind which one this actually is. It’s 5598. What we’re going to do, then, is go over to Salesforce and we’re going to mark this as a closed opportunity, closed one state. We won this opportunity. We save that. All right. And now, we go over to Acumatica and you’ll see that it’s not quite there yet. And the reason for it is– and this is where we go into the platform itself, and we’ll go back and forth here as a means of explaining how things work. The platform itself, what it does is it has a scheduled at flow, and this one, in particular, is the opportunities one. So we’ll go into here. This flow here is the one which takes information from Salesforce and into Acumatica. Now, while we’re waiting for the schedule to work and, by the way, the schedule, in this case, is set for every five minutes and you can, of course, customize that. Let me walk you through the steps of an actual integration. Now, to get things working in an integration flow in our platform, there are three fundamental artifacts which you need to understand. It’s the export. It is number one. Number two is the imports or multiple, in this case. And then lastly, is the mapping between them. Now, in very basic terms, an export is extracting information from a system. For those of us on the call who are familiar with Salesforce, you’ll recognize here this notation here. This is essentially the [query?] language you use to actually access information in Salesforce. If you recall back to what I was saying before about the opportunity stage being important, this is why. Because in this particular case, I’ve configured this, as I said, the flow only brings in the opportunity if it’s closed one. And if it’s not closed one, we don’t bring that into Acumatica. Cancel out from there. There’s a few more options that you can define, of course, but we’ll leave that for another time. These are for more advanced options there that you have, but in basic terms, this is what an export looks like. You define a name, the actual approach you want to use – I’ve shown the schedule approach in this case – and as I said, the query that you want to do to actually extract that information. If you wanted to define this as real time, you could do here. And what that would do is essentially create an option for you to define a trigger into Salesforce such that every time an opportunity is created in a specific state, then you can move that across into Acumatica as well. Cancel out from this. And import is the exact opposite of an export, as the name suggests. It’s importing information into a system. In this case, it is importing in this Acumatica. The important things to remember here are the API name. In other words, which object are we manipulating or wanting to create. In this case, it’s specifically a customer. The reason being is if the customer doesn’t exist in Acumatica, we are going to create it as part of the flow and then, of course, we select the operation itself. And again, this would apply to the sales order itself. Another reason why we have this split up in this way is due to the way in which the steps would work. Imagine you were doing this manually, that’s what you would do. You take the opportunity, create the customer in Acumatica if it doesn’t exist. If the customer is being created in Acumatica, what we’re doing is updating Salesforce account with the ID of that customer in Acumatica. And lastly, importing the sales order again by similar approach, defining import – the actual API, in this case, is a sales order but we have plenty of others if you need to as well – and defining the operation. All right? Now, as we’re here, let’s open this up and expand the dashboard here so we can see what’s actually happening. Now, you’ll see that we have here– this flow is actually executing. And the reason being is, as I mentioned before, this flow is scheduled to run every five minutes. You’ll notice that there has been a few running already and what this will do is it’s going to pick up the flow of data from Salesforce and it’s going to move it across into Acumatica. Now, what I’m going to do is go over to Acumatica, do a refresh here, and see if it happens to have been created. Not quite yet, so we’ll just wait for a moment while that’s happening. In the meantime, let me take a step back here and show to you one of the other flows that I’m using to actually get this all working. So in order to create an opportunity in Salesforce, it’s required to have some items. So I’m also using the Acumatica items to Salesforce products flow which works in a similar fashion. It’s getting information from Acumatica. In this case, it’s stock items and non-stock items and going through the process again of putting that all the way into Salesforce, including updating the standard price it has. Well, apart from that, there’s also, I’m also using the accounts to customers for Salesforce accounts to Acumatica customers and the contacts as well, which again works in this similar fashion. And you’ll notice here that I have these on. These are the ones that I want to use. The other ones are off because I’m not particularly using them. But it is possible to do so as well. One which is very interesting to have is the financials one here. I haven’t set that up in this particular case, but what you can do is have a flow of information such as the invoices and payments over from Acumatica into Salesforce if you so need to. Bear in mind that if you do go down that approach, you would require to create a custom record in Salesforce to hold that information, okay? Now, let’s go to our dashboard again and see how things are going. Okay, so now we’ll see that we have here– the flow is actually in progress here. And we’ll wait for that to terminate, and then we’ll see how that has moved across information over to Acumatica.
While that’s happening here, we’ll take a step in a moment back here just to show also another thing that as Ebru had mentioned before, that there’s a number of different options in the platform, a number of different building blocks if you can call them that. One of them is the template. Now, there’s a number of different templates that we do have. One of them, of course, being the Acumatica to Salesforce which is the one that I’m showing you now. And that’s available under our marketplace along with many other ones for Acumatica as well. But the particular one that I’m using is this one here. And one important thing to highlight, actually, is that these templates are free to use once you have a subscription to the platform itself. Again to quick start, you install it into your account in the IO account in the Celigo account. And then you can start to continue with the integration, or work on the integration to fit your particular business case. And you’ll see here all the flows available here are the ones that I’m actually showing you in my own integration. Now, so you can take a step back here. Now, we’ll see that the specific flow has terminated for the accounts and customers. This was the flow that’s also working to synchronize that information. And the opportunities one in particular is almost completed. Just a few more seconds there. Okay, that’s all done.
Now, if I go to sales orders in Acumatica, I refresh this and there we go. I now have a new sales order created here. Quantity of 20. And if I actually drill down into that sales order, I will see, and I have my inventory item here, the Celigo water bottle. And a few more details of course being the quantity and the unit price which has already been set as part of that. So that’s how an integration works within our platform, specifically for Salesforce and Acumatica. And again as I said before, it also applies to all of the other flows which are part of that, right? Now, if you so happened to want to build your own integrations which don’t include necessarily Salesforce, it might be from any other system to Acumatica, or vice versa, that’s also possible to do. And the way you would do that is, just highlighting here what Ebru had mentioned before as well, that you have a number of different systems that we can use from our 160 plus connectors, but also– or 150, actually, that we have here. But also you can use the generic ones which are here at the top as well. Alright? Now, with the dashboard here, one important thing to note as well is if in the event of any errors that happen, they will show up here on this dashboard and they will be marked with a red symbol here saying a status of failed. If that does happen, then what happens is you can drill down to see which step has actually failed and you can also view the error of that failure and lastly, you can select that specific flow to perform a retry on that flow or potentially market as resolved and just ignore that as being an error, and you accept that. Now, if also to mention here, if an error does actually occur, you will get notified by way of an email, and you can choose which jobs– which flows, actually, to be notified of. So imagine if you have a critical path that you know you need to be notified of, you can choose that here or a combination of that as well as choosing if the systems are down for whatever reason. And the people who receive a notification by way of email are on this list of uses here. In this case, it’s just me, myself for the moment, but I can of course add more uses here with different profile and access levels to the actual integrations. So if you’re working with partners for example or if you have someone actually doing the monitoring, then you can do that. Through here, you can give them access to look at the integration, but not make any modifications as parts of that. Now last but definitely not least is the support section that we have here, worth mentioning as well. We do have a knowledge base which has many articles which gives you explanations of how to actually do integrations and also supports and [inaudible] troubleshoot through there as well, but we also have recently launched what’s called this [LIGO?] University, which will provide you a live guided learning path for you to be able to get certified on the platform as well, and there’s more content being brought on every day as we speak. Our team is working tirelessly to get this up and running as quickly as possible as well. One final thing that I will mention as well as part of the platform is what we call the data loader. The data loader works in a similar fashion to these flows here that you see, and this data loader here is meant to be used when you’re doing initial loads of information over from a farm of source. So imagine you want to do a bulk load of customers into your platform for a particular reason, then you can do that through here as well, and you do the similar approach of actually doing a mapping over in that flow, and I’ll show you what a mapping actually looks like if we go into here, into one of these flows here. Let’s take the opportunity for example, and we look at a mapping here. So again, this is part of what a template provides you with, and you can modify this to your specific needs, but you’ll see that a lot of fields already pre-mapped for you, and here’s where you can add further fields down here. All the fields available here are the ones which are available in this specific system itself. In this case, it was sales force, if it were the other way around, can– you would see the available fields within Acumatica for that specific object that you’re manipulating. And as part of that, you do have a number of options that you can use to perform some functions or some data manipulation as it’s called when you’re doing the mapping, which gives you some options such as doing add coded values, some standardization, performing if you [look cups?] on that it’d be static or dynamic, and some multi-field operations as well where you can combine data from multiple fields into one as well, and a few more functions available through that as well. All right. I think that is it that I have from my end. I think I will take the opportunity [Ebru?] to pass it over back to you. If that’s okay?
Yes. Thank you, [Adal?]. So let me see.
And you should have present them right again. While [Ebru?] is bringing that up, I hope that was useful for everyone, and please do ask your questions, happy to be answered. I will be here till the end of the webinar.
Okay. Great. Yes. Thank you so much [Adal?]. Yes. That was a great demonstration. And before we move on so the questions I would like to show if you’re– how you can get started on our platform. So you can go to celigo.com and get a free account and start building the flow between your applications today, and then if you’re looking for a particular integration, you can visit our marketplace and see if we have any pre-built integrations available. And then on another note, so we have weekly live demos of the platforms. In these, our experts show how to run integrations, how to build integrations from scratch. So again, you can go to our website and under resources, you can register for any of the upcoming webinars. And this brings us to the end. So if you have any questions, please type them in the check window, and we’ll be answering them now. So let me see if we have any questions. One second. Okay. So one question is do these flows run in realtime, and is it possible to change the scheduling?
Yeah. So indeed, they do run-in with time. As if you go back from the demo, you have the option of defining in realtime, for example, for an opportunity. If you do opt to go for a scheduled approach, you can define anything from once a day to every 15 minutes or even down to 5 minutes if you so need to buy way of [inaudible] expressions as well.
Okay. Great. And another question is can you map custom fields between Salesforce and Acumatica?
Yes. You can. So any custom fields which you do find defined in Salesforce or in Acumatica. So as long as they’re available from the APIs themselves, you can indeed map them to the platform as well.
Okay. And one question is how is it different from point-to-point integrations for Salesforce and Acumatica offered by different vendors. So yeah. I can try to answer this. So point-to-point integrations are managed by third parties, are hard to customize for specific use cases, and then they are not scalable, and they only allow single-point integrations. And on Celigo’s iPaaS, you have actually lots of flexibility. You can customize your flows. You can add custom flows, and you can add new endpoints and scale efficiently. So let’s see. So can you do transformations on data that you’re pressing along between these applications?
Yes. Yes, indeed, you can. So from the mapping section, which I briefly showed you, there’s a lot of possibility that you can do through this. All fields that you have available any day telling what to transform, essentially map between the systems, you can do through this. So the transformations are such things as changing the date, changing any strings, any numbers, for example. You have the options to make those changes within your mapping. That’s, in fact, the purpose of the mappings. It’s not just to move information from one type of a record to another, but also to allow you to translate it, if you will, from one system into that of another system as well.
Okay. Great. And another question about –is it possible to test the integrations before going live and how?
Yes. That’s a good question. So in short, yes, it is possible to do so. And the way we recommend you do that is by having a sandbox account of Celigo such that you can connect to your sandbox equivalents of Salesforce and Acumatica. So then what you would do is you would essentially create the integration between Salesforce and Acumatica, your sandbox accounts. You do that in our sandbox account, your own instance of Celigo sandbox, and then once you’re ready fully tested that, you had been through [inaudible] testing as well. You can [export?] that entire integration into your production account of Celigo. Again, all this through the UI. And thus having your complete life [stuck on?] management from integrations.
Okay. Great. And let;’s see. Okay. So another question is if a flow is not simply bidirectional, can I easily change that?
If the flow is not synced by directional, can you change it?
Yes, you can, by creating a new flow. So flow of information– think of it this way. If you want to create eye directional synchronization of customers, accounts for example between Acumatica and Salesforce. Essentially, what you’ll have is two flows. One from Acumatica to Salesforce for the customers to account. And then in other one the opposite direction. So if the Salesforce accounts to Acumatica customers. So the combination of those two flows would give you your bi-directional synchronization there. One thing to bear in mind – though it’s very important – is to find specific ways of business rules and the standard quite clearly defined of how to avoid loops in that system.
The reason being is it’s very easy to forget to create a gate, if you will. And then what will happen is the system is constantly sending information between those two and otherwise moving information from Acumatica and Salesforce. That triggers of, again, the integration details with an Acumatica, and you have an infinite loop. So that’s something to be aware of.
Okay. Here’s another question with some interesting [inaudible] Who adds apps to the marketplace? Let’s say, I need a zero integration. Do I have to contact Xero and does Xero integration in Celigo? So first of all, if we don’t have the integration available with a template in the marketplace, you can always build the integration from scratch using the platform, and also you can always contact us and discuss with our teams on that possible development for you. Okay. I guess, yeah, that’s it for today. So thank you, everyone, for joining our webinar. And after this session, you can contact us at Celigo.com or email us at [email protected] and tell us about your questions or specific integration challenges you’re having, and we’ll be happy to help you out. Thank you, [again?]. Bye.
Bye