Inventory synchronization

NAVIGATION  Left navigation menu > Apps > Autotask > Inventory

Phase 1:

In the first phase, you can:

  • Sync your inventory products from Autotask to Kaseya Quote Manager (KQM).

  • Easily view and add synced Autotask products directly into quotes.

By enabling the Autotask Inventory sync, you allow your existing Autotask inventory and Inventory Locations to be added to KQM. This makes quoting your products easier and allows your inventory to be updated after a quote is accepted.

On the Inventory sync configuration page, you enable the sync between Autotask and KQM. Autotask inventory and inventory locations are copied from Autotask. Once added to KQM, inventory locations can be accessed and managed from your Suppliers landing page.

Set up the inventory sync as follows:

  1. Go to the Apps page, click the Autotask tile and then click the Inventory section.

  2. On the Inventory page that opens, turn on the Sync Inventory And Inventory Locations With Autotask toggle to activate the Inventory sync. This action changes the Inventory sync status from Disabled to Enabled.

    NOTE  Once enabled, the inventory sync runs automatically every 10 minutes.

  3. Optionally, select the Prioritize Autotask Inventory for auto-approved Sales Orders checkbox to ensure Autotask inventory is used first for automatically approved sales orders. Refer to Autotask inventory fulfillment and auto-reservation for more information.

    NOTE  Fulfilling Inventory from Autotask requires charges to be created on the related ticket. Ensure opportunities are won and charges are created before attempting to fulfill inventory from Autotask.

  4. Optionally, turn on the Use Autotask Pricing toggle if you want the unit price from Autotask to be applied as the default price for synced inventory products in KQM.

    IMPORTANT  Enabling Use Autotask Pricing applies Autotask unit pricing globally to all synced inventory products; per-SKU pricing overrides cannot be configured. When this setting is turned off, products immediately revert to their previous Kaseya Quote Manager pricing behavior (calculated pricing rules or prior manual overrides).

  5. Additional sections appear where you must configure the following: 

    • What will happen to Autotask Inventory Locations in KQM - refer to step 6.

    • Which brand is applied to new products in Autotask - refer to step 7.

  6. In the Inventory Locations section, click the dropdown to show the list of available Autotask Inventory Locations that you want to sync to KQM. The selected locations are created as a new Supplier. Refer to Suppliers for more information.

  7. In the Default Brand section, click the dropdown to show the list of brands available to select. This default brand is applied to new products in Autotask. Refer to Managing Brands for more information.

  8. Click Save.

In KQM, inventory products synced from Autotask display a banner at the top of the product page. To edit the product’s title or pricing, use the Edit in Autotask hyperlink to make changes directly in Autotask.

IMPORTANT  To prevent duplicate products, ensure that the necessary Autotask products contain the correct Manufacturer Product Number. This makes sure the correct inventory product is selected when running the Won Opportunity Wizard and not a duplicated product.

For managed products, supplier information cannot be changed because it is sourced directly from Autotask. The Suppliers section is grayed out.