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A comprehensive guide on how to properly associate ERP records with deals
Updated: April 8, 2024
Table of contents
- Create Deal from Quote
- Track new parts
Getting Started
Below is a visualization of the deal stages and supporting contact and company statuses that help you categorize your opportunities. The process below focuses on opportunities that have been quoted, however, when you have identified an opportunity with a contact, you have the option to create a deal starting at the deal stage: Identified Opportunity/Prospecting. If you have quoted the customer and haven't already created a deal, you can create a deal from an ERP Quote and close the deal properly by connecting the ERP Order..png?width=688&height=310&name=Untitled%20design%20(12).png)
Data Sync Expectations
The current integration settings sync quotes and orders from all active ERP systems to the data warehouse (where our data is processed by BI and other applications). HubSpot sources the data in the data warehouse daily. The record types included in this sync are orders and quotes. These records are automatically associated with the Contact, Company, and Megagroup (if applicable ) in HubSpot. This is a guide on how to properly associate these records with your deals.
Step 1: Locate your ERP Quote
To access ERP Quotes, go to [Contacts» Custom Objects» ERP Quotes], then search for and choose the ERP Quote record you wish to create a deal for.
*New navigation (coming soon) groups Custom Objects in the same menu category, 'CRM'.
If you don't have a Quote ID/Quote Number on hand, you can filter the ERP Quote records by Site ID, or any of the other properties by adding filters in "advanced filters".
Step 2: Fill in Deal Details from Quote
After locating and opening the quote, proceed to the 'Create Deal' tab located in the middle section of the record. Here you will find a form, allowing you to fill in applicable deal properties. 
You will notice that some of the properties are pre-populated with information from the ERP Quote. You may override select values as required.
Properties that automatically transfer to the Deal record are:
- Deal Name is automatically set as the quote ID
- Amount is set by the ERP Quote value for Amount
- If line breaks apply to a quote, the amount is calculated by summing the average line break amounts and totaling the averaged line values, which may result in quote values appearing higher or lower than expected based on the offer
- Deal owner is automatically assigned based on the user who initiates the creation of the deal when the deal is generated
- Site ID carries over from the quote and informs the deal property Facility/Site 1
- Associations carry over to the deal if present
- Contact
- Company
Important properties to update for every deal (not an exhaustive list)
Property: Deal Type
-
- New Customer/New Part - Customer Acquisition Pipeline
- Existing Customer/New MW Site/New Part - Account Expansion/Reorder
- Existing Customer/New Part - Account Expansion/Reorder
- Existing Customer/Existing Part - Account Expansion/Reorder
Customer Product Stage
-
- New product development (NPD)- New Print
- Existing Product- Previously Manufactured
In addition to updating the fields in the About this deal section, you will want to manage the deal stage. Below are definitions to determine where your deal should go.
Step 3: Create Deal
Create a deal using the 'Create Deal' action located below the deal properties in the Create Deal form. You will see the following message and opportunity to preview the new deal. This will display the deal allowing you to make additional edits to the values you selected.
Associate an Order to an Existing Deal
Step 1: Locate the ERP Order Record
There are several ways to find an ERP Order. Below are the different pieces of information that will allow you to find the correct record in HubSpot.
- Order ID/Sales Order Number
- Customer PO Reference Number
- Amount + Customer Name
Here is a link to a standard view that should aid in finding the correct ERP Order record
Step 2: Add the ERP Order Record Association
From the deal record, select the +Add button next to the ERP Orders association card.
You’ll be prompted to add an existing record. In the search box enter the Order ID and select the record. Then select: Next, and Save to associate the record to your deal.
Step 3: Verify your deal
Below is a representation of what your deal should resemble. It is important to confirm that the deal has been successfully closed, you are designated as the deal owner, and that your ERP Order record has been associated.
Associate an Order to a New Deal
Step 1: Locate the ERP Order Record
Begin by locating the ERP Order related to the new part.
Search for the company record in HubSpot with the Site ID appended (e.g., Alcon Research, Ltd. - HPS). Identify the ERP Order and open the record.
Having trouble locating the order through the company record?
There are several ways to find an ERP Order in HubSpot. Below are the different pieces of information that will allow you to find the correct record in HubSpot. Use advanced filters to enter parameters to filter for the order.
- Order ID/Sales Order Number
- Customer PO Reference Number
- Amount + Customer Name
- Click Advanced filters
- Click +Add filter
- Select the property you want to filter by
- Set criteria for the property
- Click Apply filter
Step 2: Create Deal
Open the ERP Order record and select the +Add button in the Deals association card (located on the right-hand side of the ERP Order record.
You will be given the option to create a new deal or add to an existing deal, make sure to select the "Create new" tab.
This is where you can enter all the essential information for the deal. Once you have completed filling out the mandatory fields, you will be able to select the Create button to complete the process of creating the deal.
Step 3: Verify your deal
Below is a representation of what your deal should resemble. It is important to confirm that the deal stage is set to Closed won, you are designated as the deal owner, and that the correct ERP Order record is associated.
