Overview
This article details the different ways that Salesforce Accounts and Rootstock Customer Master and Vendor Master records can be created, maintained, and synchronized as a key linkage between Salesforce and Rootstock objects. Rootstock Customer/Vendor Master records must be linked to a Salesforce Account. The reciprocal records can be spawned from the Salesforce (Account) or the Rootstock (Customer/Vendor) objects.
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Salesforce Accounts may be auto-created as a result of creating Rootstock Customers and Vendors Master records. Similarly, existing SF Account records can be linked to RS Customer/Vendor Masters when creating new ones.
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It is also possible to create Rootstock Customer and/or Vendor Master records from newly created or existing Salesforce Accounts.
Deciding which methods/directions are best for Customer, Vendor, and Account creation and maintenance depends on a Company’s structure and how they plan to use, or already use, the Salesforce platform when the Rootstock Application is being implemented.
Rootstock supports Business and Person Salesforce Account types.
The content below describes fields and setup guidelines involved in the syncing between Salesforce Accounts and Rootstock Customer/Vendor Masters. For processing steps, see Linking Salesforce Accounts & Rootstock Customers / Vendors - Application and Management.
Setup
To configure the guidelines on how to create, link, and maintain SF Accounts and RS Customer and Vendor Masters, the user must first set the Rootstock System Defaults accordingly.
Navigation
System Defaults
NOTE If the SYDEFAULT record does not exist, click the New SYDEFAULT button OR, if the record already exists, click on it to edit/confirm the configuration options contained within. There can only be one SYDEFAULT record for any given org.
On the SYDEFAULT page, scroll down to the Customers and Vendors section of the UI.
Fields
Allow Add of SF Acct from RS Cust & Vend: When checked, the Salesforce Account may be auto-created as the result of creating a new RS Customer/Vendor Master record if the 'Salesforce Account' field is left empty. When unchecked, the field 'Salesforce Account' is required when creating new Rootstock Customer/Vendor records.
IMPORTANT If this field is not checked, Salesforce Account records are to be created directly using the Salesforce standard object, and then the user would need to reference them while creating new Rootstock Vendor/Customer Master records.
Only Use Salesforce Address on Customers: When checked, address details for Rootstock Customers are maintained on the associated Salesforce Account, not on the Rootstock Customer Master record, and only edits to Tax Location, Shipping Zone, and Email Address fields are allowed from the Rootstock Customer Address record.
Key points regarding Customer Address handling:
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Rootstock supports four types of Customer Addresses: Bill-To, Ship-To, Acknowledgment, and Installation, and multiple addresses may be flagged as valid for each of these different types.
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If multiple addresses are required for a given Address Type, this feature should not be used, as only the two addresses supported by Salesforce (Billing and Shipping) will be used for the syncing between Rootstock and Salesforce, and no additional addresses will be allowed for Rootstock Customer Masters.
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When this option is unchecked, it is possible to flag a Rootstock Customer Address to be in sync with the Salesforce Billing or Shipping address by checking 'Sync to Salesforce Bill-To Address' or 'Sync to Salesforce Ship-To Address' respectively on the RS Customer Address record. Rootstock Customer Addresses may be added/edited from Customer Master > Customer Addresses Tab.
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When checked, the syncing happens automatically as there is a 1-to-1 relationship between the Salesforce Addresses and the RS Customer Addresses.
NOTE When the State and Country/Territory Picklists feature is enabled in Setup > Data Management > State and Country/Territory Picklists and if either the 'Sync to Salesforce Bill-To Address' or 'Sync to Salesforce Ship-To Address' is checked on the Customer Address record, the 'State/Province' on the Salesforce Address or Customer Address will be updated as follows:
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While updating the 'State/Province' on the Salesforce Address (i.e., Alaska), the 'State/Province' on the Customer Address will be updated with the respective State Code (i.e., AK) that is fetched from the values configured on the State and Country/Territory Picklists feature.
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While updating the 'State/Province' on the Customer Address with the State Code (i.e., AK) /State Name (i.e., Alaska), the 'State/Province' on the Salesforce Address will be updated with the respective State Name (i.e., Alaska).
Only Use Salesforce Address on Vendors: When checked, address details for RS Vendors are maintained on the associated Salesforce Account and not on the Rootstock Vendor Master record. Only changes to the Contact Email field are allowed from the RS Vendor Address record.
Key points regarding Vendor Addresses handling:
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Rootstock supports two types of Vendor Addresses: Mail-To(Shipping) and Remit-To(Billing), and multiple addresses may be flagged as valid for each of these different types.
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When this option is unchecked, it is possible to flag a Rootstock Vendor Address to be in sync with Salesforce Billing or Shipping address by checking 'Sync to Salesforce Bill-To Address' or 'Sync to Salesforce Ship-To Address' respectively on the RS Customer Address record. Rootstock Vendor Addresses may be added/edited from Vendor Master > Addresses Tab.
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When checked, the syncing happens automatically as there is a 1-to-1 relationship between the Salesforce Addresses and the RS Vendor Addresses.
Auto Create RS Customer Contact From SF: When checked, the system will automatically create a Rootstock Contact when a Salesforce Contact is created.
Auto Create SF Customer Contact From RS: When checked, the system will automatically create a Salesforce Contact when a Rootstock Contact is created.
IMPORTANT When adding a new Rootstock Customer Contact, do not click the Reference a Salesforce Contact button if the desire is to also spawn a new contact on SF Account side.
If the below error is received when creating a new Rootstock Customer Contact record with this option checked, ensure that the 'Contact Name' field input contains at least two words separated by a space. This is required to properly auto-create the Salesforce Account Contact record.
Error:
Required fields are missing: [Last Name]
Update RS Customer Contact From SF: When checked, the system will automatically update the Rootstock Contact when the related Salesforce Contact is updated.
Update SF Customer Contact From RS: When checked, the system will automatically update the Salesforce Contact when the related Rootstock Contact is updated.
Auto Create RS Vendor Contact From SF: When checked, the system will automatically create a Rootstock Contact when a Salesforce Contact is created.
Auto Create SF Vendor Contact From RS: When checked, the system will automatically create a Salesforce Contact when a Rootstock Contact is created.
Update SF Vendor Contact From RS: When checked, the system will automatically update the Salesforce Contact when the related Rootstock Contact is updated.
Update RS Vendor Contact From SF: When checked, the system will automatically update the Rootstock Contact when the related Salesforce Contact is updated.
Suppress Auto-Default of Cust Contact: When checked, suppress the existing logic that updates the Customer Master field 'Default Contact' (SOCUST_CONTACT) if blank and a new Customer Contact record is created.
Customers from Accounts with no Addr Allow Customers from Accts with no Addr: When checked, the standard Customer Master 'address is mandatory' validation (see below) between the Salesforce Account and the Customer Master is disabled, and Customer Master records can be created without addresses.
Error: Address is incomplete. At least one complete address, either Billing or Shipping, must be completed before creating a Rootstock Customer or Vendor
Sync Terms from Rootstock to SF Account: When checked,
Credit Terms will be synchronized between Rootstock Customers and Salesforce Accounts. This feature is only available for Financial Force users.
Customer Auto-Numbering Active: When checked, if creating SF Accounts and checking the
Rootstock Customer box or if adding the Customer Master directly in RS, the required Customer Number will be automatically assigned based on the next available number starting from the
Last Customer Number. Last Customer Number: When
Customer Auto-Numbering Active is checked, this field represents the last Customer Number auto-assigned. The value must be initialized when setting Customer Auto-Numbering to active.
Default Customer Class: Enter a valid
Customer Class, which will be used to set various defaults when adding a new Rootstock Customer, including Customer discounts, shipping info, and credit terms. These default values can be modified on the Rootstock Customer record as necessary.
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The values from this Customer Class are used as default settings when adding a new Rootstock Customer from a Salesforce Account.
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The default values can then be modified on the Customer record.
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The User has the option to suppress the creation of addresses and/or contacts from the Salesforce Account when creating Rootstock Customers when settings Customer from Account – Suppress Addresses and/or Customer from Account – Suppress Contacts are activated on the Customer Class object.
Vendor Auto-Numbering Active: When checked, if creating SF Accounts and checking the Rootstock Vendor box or if adding the Vendors directly in RS, the required Vendor Number will be automatically assigned based on the next available number starting from the Last Vendor Number.
Last Vendor Number: When Vendor Auto-Numbering Active is checked, this reflects the last Vendor Number assigned. The value must be initialized when setting Vendor Auto-Numbering to active.
Default Vendor Class: Enter a valid Vendor Class, which will be used to set various defaults when adding a new Rootstock Vendor, including Buyer, payment terms, freight/carrier info & lead times. These default values can be modified on the Rootstock Vendor record as necessary.
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The values from this Vendor Class are used as default settings when adding a new Rootstock Vendor from a Salesforce Account.
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The default values can then be modified on the Vendor record.
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The User has the option to suppress the creation of addresses and/or contacts from the Salesforce Account when creating Rootstock Vendors when settings Vendor from Account – Suppress Addresses and/or Vendor from Account – Suppress Contacts are activated on the Vendor Class object.
IMPORTANT To learn about processing steps and guidelines, see Linking Salesforce Accounts & Rootstock Customers / Vendors - Application and Management.
SEE ALSO
Customer Class
Customer Master
Customer Addresses Tab
Customer Contacts Tab
Vendor Class
Vendor Master
System Defaults
Sales Order Control
Linking Salesforce Accounts & Rootstock Customers / Vendors - Application and Management
