Crik-IT can be configured to allow your sales reps to see only their own customers.

First...you need to determine, where in the QuickBooks Online customer record you want to keep the Sales Rep ID. Note: If you designate a sales rep on your invoices, the Rep ID you set up on your customer record must exactly match the Sale Rep ID you use on invoices.

You can set up Crik-IT to look in one of two places:

1) Preferred method: The Customer Notes field, enter "SalesRep:" followed by the Rep ID you use, and then a period.  So, if the ID you use for one of your reps is REP123, on all of his/her customers, in the notes field, you would enter "SalesRep:REP123.".  (Other information can be in the notes field too.)

2) The Customer "Other" field.

Please Note: A rep username cannot contain special characters. When creating a rep in QuickBooks, please use letters only. 

Once you decide where you want to keep the Sales Rep ID, you need to give Crik-IT some details about how you use Sales Reps.  

• Go to the Crik-IT Configuration menu.  You get there by logging into Crik-IT with the same username you used when you signed up for Crik-IT, then click on the Tools tab, then click on the "Crik-IT Config Menu" button.  It may take a minute or so, but you will be taken to the configuration menu.  

• Then click on the "Other Configuration" button.

• In the section with the heading that says "Tell us about your rep info":

  • In the first section, you are telling Crik-IT how to determine who the sales rep is for each customer.  Select the appropriate choice for where in QuickBooks Online you are going to enter the rep id.

  • In the second section, tell us how we should attribute sales to your reps.  
    

    • If you want Crik-IT to use the rep on the customer record as the basis for sales reports, click the "We don't assign reps to transactions in QuickBooks Online."  With this option, ALL sales to a particular customer will be credited to the sales rep on the customer record.  This is the most common method.

    • If you actually assign a rep to each and every invoice in QuickBooks Online, you will select one of the last four options in this section.  With any of these four options, sales are credited to the sales rep based on whichever option you chose.  Note that the sales rep code you enter in the invoice Location, Class, or sales rep custom field must exactly match the sales rep code you used for the customer.

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Tip! You can do a mass update to change the QuickBooks customer Other field or Notes field!  Check out this short video showing how we updated the Notes field using an import tool: https://www.screencast.com/t/OCO7slIqytt

Second...Go into QuickBooks Online and enter the rep id for each customer (in either the Notes field as described in the section above, or the Other field).  So, if Brian Hightower is the sales rep, you might use BH, or BRIAN, as the sales rep code.  Whatever you use, you must use the same on all customers for that sales rep; and the rep id must match the id you use for the rep on invoices (if you attribute sales to reps at the invoice level).

Third...From the Crik-IT Configuration menu, go to Sync Your Data, then click on Sync All Your Data.  This will ensure that your sales are credited to the appropriate sales reps.  After doing this, the regular 15 minute data sync between QuickBooks and Crik-IT will automatically keep the data updated.

Finally...Set up your reps as Crik-IT users.  Rep users in Crik-IT can only see the customers they are assigned to.  To set up a rep as a user, log in to Crik-IT as an in-house user... go to the Tools tab and click on the Add Crik-IT User button.  When asked what the relationship is, choose Rep. Then select the appropriate rep from the dropdown list.  Note that the email address you use when creating a user will automatically receive an email notifying them that they now are a Crik-IT user (if you are just testing Crik-IT, use your own email address).  The email does not contain the password, so you'll have to provide that to the rep some other way.

Have questions... or do you need something different?  Open a ticket and we'll get back to you ASAP.