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QuoteWerks Help
Version 24 (Build 1.04) 
December 12, 2023
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The Corporate Edition of QuoteWerks can link to the Kaseya Product and Services databases. This is valuable because you will have real-time access to your Kaseya products and services.

In order for QuoteWerks to link to the Kaseya BMS databases, you must have Kaseya BMS set as your Contact Manager on the Contacts -> Setup Contact Manager menu and the integration must already be fully set up. Otherwise, QuoteWerks will be unable to communicate with Kaseya BMS. Once this has been completed, follow these steps to link to Kaseya BMS Product and Services Databases:

Step 1: Launch QuoteWerks.

Step 2: In QuoteWerks, go to the Products -> Setup Product Sources menu, then select the [New] button on the Product Data Source Setup window:

Note:Because Kaseya BMS has a Products and Services database, you will need to run the wizard two times. Once for the Products database and once for the Services database.

 

Step 3: From the “Select Database Type” window, select “Kaseya BMS Products” or "Kaseya BMS Services” from the drop down menu:

Then click on the [Next] button to move to the next step.

 

Step 4: This window allows you to map the Kaseya BMS item fields to their QuoteWerks counterpart. By default, we have already mapped a few of the Kaseya BMS fields to QuoteWerks fields. You can map additional fields that are important to you.

If you want to change our default selections, simply select the Kaseya BMS field on the right, then select the QuoteWerks field on the left and choose to map or un-map the fields.

Click on the [Next] button to move to the next step.

 

Step 5: On this window you can set the name of the product data source. It is highly recommended that you use the name “Kaseya BMS Products” when setting up the products database and “Kaseya BMS Services” when setting up the services database, but you can enter in an alternate name if you would like to.

 

Step 6: On this window you can “Set Column Titles.” Column titles are the names of the columns as they will appear in the Product Lookup window for this product source.

For example, in QuoteWerks the field name is called ‘Cost' but the Column Title is 'Unit Cost'. You may want to refer to this as simply ‘Cost.’ By clicking on the [Change Title] button you can rename the column title:

Click on the [Next] button to move to the next step.

 

Step 7: If the ‘Individual Product Data Source level security’ has been enabled, the Security step will appear next:

Here you can control the level of access each User or Group has to this Product Data Source. For details, see the User Maintenance and Security chapter.

Step 8: Here, you can choose various options for the product database.

You can create custom right-click menu items specifically for this Product Data Source. Please see Customizing Product Fields, Contact Fields, and Menus.

Disable product data source

Choose this option to disable this database from the Product Lookup menu. The link will not be deleted, it will simply not be available to be used until it is re-enabled.

Show all products/services when product source is selected

Choose this option to display all of the products and services in the database when you select this product database from the Product Lookup window. If you have more than 5,000 items in your product database, it is recommended that you do not select this option.

Click on the [Finish] button to complete the link to the Kaseya BMS item list.

 

Step 9: Once you click on the [Finish] button it will return you to the Product Data Source Setup window where you can confirm that the link to the Kaseya BMS Products database or Kaseya BMS Services database was established:

 

Step 10: To use the link, select the Products -> Lookup menu and select the Kaseya BMS source you would like to use.

To perform a wildcard search in the manufacturer part number field, you ca use the ‘Begins With’ checkbox and/or the wildcard % symbol.

Kaseya BMS Products and Services can also be used Bundles and Configurations in QuoteWerks if you are quoting from these databases on a regular basis and sell grouped or kit items.

Example: If you wanted to see every item with a description that began with the word “Cisco”, you could type that word in the Description field and set the drop-down to "Contains" and enter “Cisco” in the Description.

 

Clicking on the button will open the Product Sourcing Panel and lets you compare pricing, update product descriptions, and more  when adding the item to your quote.