Integrating an IT Asset Management system like Reftab with CDW to track CDW orders offers numerous benefits. By streamlining the process of tracking IT assets from procurement to deployment, this integration enhances visibility and control over the asset lifecycle. For example, many organizations want to order laptops directly from manufacturers / distributors and have that information automatically added to their ITAM system.
Reftab offers an integration with CDW to facilitate a more automated IT asset tracking system by eliminating the tedious and manual task of entering new assets into an IT asset tracking system each time something is ordered.
This guide will show you how to link Reftab to your CDW account to bring in asset information directly from your CDW orders. For example when laptops are purchased, CDW can send details about each device which automatically creates an asset in Reftab and stores details like: Model, Manufacturer, Serial Number, Purchase Date, and PO Number.
For more information on CDW, visit cdw.com.
This guide will cover:
Sync Frequency and Other Details
How to setup the integration
This integration is built and hosted by CDW and available to Reftab customers on the Business plan. For any questions, or to request an integration, please contact your CDW representative and ask about the Reftab integration.
Note on historical transactions (Click to expand)
You can only view purchase information for new assets imported into Reftab; historical transactions are not supported by the API. If you want to update existing assets in Reftab, please reach out to CDW to discuss the possibility of manually uploading historical transactions via Excel.
Firstly, you will need to contact your CDW representative and provide them your Reftab Endpoint ID and Token. These can be found by logging into Reftab and clicking “Settings” > “Integrations” finding CDW and click “Configure“:
Your CDW account rep will need the Endpoint and Token visible to you on screen:
Field Data Sent from CDW
CDW’s integration with Reftab enables the transfer of various data fields. To map any of these fields to assets in Reftab, simply create a new field in Reftab and assign it to a specific category.
See our guide here on how to manage asset categories and fields in Reftab
Browse through the available fields below to see which ones you need.
(NOTE: Do not create fields with underscores in your Reftab account. Use spaces instead. For example, if creating a field for “po_number”, you would just type “po number”.)
- cdw_account_mgr – Your organization’s CDW account manager.
- barcode – The item’s barcode.
- cdw_account_no – Your organization’s CDW account number.
- po_customer_name – Your organization’s name (per the CDW purchase order).
- po_number – The Purchase Order number from CDW.
- cdw_part_no – The Part Number from CDW.
- purchase_date – The Purchase Date.
- cdw_invoice_line – The item’s line on the invoice.
- cdw_invoice_no – The invoice number from CDW.
- cdw_invoice_quantity – The item quantity from the invoice.
- cdw_item_class* – The item’s asset type (see below for available options.)
- model – The item model.
- cdw_item_group – The CDW item group.
- cdw_item_type – The CDW item type.
- cdw_manufacturer – The manufacturer.
- manufacturer_part_no – The manufacturer’s part number.
- cdw_order_date – The CDW order date.
- cdw_order_no – The CDW order number.
- cdw_sales_tax – The sales tax.
- serial_number – The item’s Serial Number.
- ship_to_address – The ship-to address.
- ship_to_customer – The ship-to customer.
- ship_to_city – The ship-to city.
- ship_to_postal_code – The ship-to postal code.
- ship_to_state – The ship-to state.
- cdw_shipping_carrier – The shipping carrier.
- cdw_shipping_cost – The shipping cost.
- cdw_tracking_no – The tracking number(s). Note: Multiple tracking numbers may be included in this field. To prevent errors, please store it as a Long Text field in Reftab.
- purchase_price – The purchase price.
- po_buyer_name – The buyer name (per the purchase order).
All fields are sent from CDW to Reftab by default. Any custom fields in your Reftab category that map to a field above will be saved on the asset. For example, in the screenshot below, we have mapped 3-D Prototype Printers to our Reftab category of “3-D Printer”. Any time I order a 3-D Printer from CDW, an asset will be added into the 3-D Printer category in Reftab.
If we want to see the PO Number for every 3-D printer ordered, we will need to add the “po number” field to the 3-D Printer category, and this information will be brought over to the asset upon purchase. For example, in the screenshot below, “po number” is saved as a field in our custom category of “3-D Printer”.
It is important to note when creating the fields in Reftab that you do not use underscores, instead use spaces. For example, if creating a field for “po_number”, you would just type “po number”.
Item Categories Sent from CDW
CDW offers a large number of potential item Classes that can be sent through the integration. These are typically what one would consider Asset Categories in Reftab. While a typical Reftab account will have a handful of asset categories ranging from Laptops, Desktops, Servers and Switches, etc. you can create categories for any of the CDW Item Classes you see below.
- Security Locks
- Headphones & Speakers
- Phone Accessories
- Tablet Accessories
- Keyboards/Keypads
- Cases and Backpacks
- Mice and Trackballs
- Office Products & Supplies
- Small & Consumer Electronics
- Robotics
- Power Supplies/Adapters
- UPS/Battery Backup
- Batteries
- Surge Suppressors
- Remote Power Management
- Rackmounting Equipment
- Apple Desktops
- PC Compatible Desktop Computer
- Windows Based Terminals
- Thin Clients
- PC Compatible Workstations
- Storage Enclosures/Mounting HW
- CD/DVD/Blue Ray Drives
- Disk Duplicators
- Media
- Hard Drives
- Desktop NW Attached Storage
- Floppy Disk Drives
- Consumer SSD
- Drive Arrays
- Enterprise Hard Drives
- Enterprise SSD
- Interfaces Controllers
- Optical Drives
- Storage Networking
- Rackmount NW Attached Storage
- Tape Backup Drives
- Tape Automation (Lib/Changers)
- Wireless Communication Devices
- POS Systems
- Connected Devices
- Peripheral & Barcode Scanners
- Thermal Printers
- Server Accessories
- Linux/Unix Based Servers
- KVM Consoles & Switches
- Network Print Servers
- Application Servers
- RISC Servers
- x86 Based Servers
- Installations
- Configurations
- HCA/Hlth Purch Grp (HPG) CDW
- OnSite Services
- Central Services – Repairs
- Managed Services
- Mobility Services
- Field Services
- Remote Services
- Software Asset Mgmt Services
- Notebook Accessories
- Mobile Workstation
- Notebook Computers
- Apple Notebooks
- Tablets
- Network Bridges
- Modular Switches
- Communications Boards
- Network Management Hardware
- Modems
- Network Switches Managed
- Network Test Equip/Analyzer
- Network Optics
- Network Hubs
- NIC Network Interface Adapters
- Network Routers
- Network Switches Unmanaged
- Network Security
- Wireless LAN Networking
- Physical Security
- Charging Carts
- Furniture
- Medical Carts
- 3-D Prototype Printers
- Copy Machines
- Document Scanners
- Dot Matrix Printers
- FAX Machines
- Single Function
- Printer Accessories
- Multifunction
- Plotters
- Printer Supplies
- Cloud Partner Services
- OnSite Services-3rd Party
- HCA/Hlth Purch Grp (HPG) 3rd
- Installations 3rd Party
- Managed Print Services
- IT Pro Training-3rd Party
- System Management-3rd Party
- Warranties-Product Protection
- Aggregation Services Software
- Security Software
- Application Suites
- Desktop Applications
- Backup Software
- Cloning Software
- CAD/CAM Software
- Cisco One Software
- Database Software
- Digital Signage Software
- Design and Graphics
- Audio/Video Production
- Flow/Org Chart Software
- Cloud Collaboration Software
- Mobile Device Enablement SW
- Integrated Product Suites
- Infrastructure as a Service
- Voice Recognition
- Legal Software
- Mainframe Software
- Unified Communication
- Network Management Software
- Network Connectivity/Emulation
- Data Capture Software
- Operating Systems
- Programming Software
- CRM Software
- Portal Software
- Reference Software
- Business Analytics
- Document Management Software
- Entertainment/Education Soft
- Financial Software
- Communication/Internet Soft
- Storage/SAN Management Softwar
- Utility Software
- Software Documentation & Media
- Telephony Software
- Technical Support
- Virtualization Software
- Web Software
- Physical Security Software
- Voice Hardware – Phones
- Video Hardware
- Voice Hardware – Headsets
- Voice Hardware Infrastructure
- Apple Mac Memory Upgrades
- Computer Cases
- Flash Memory
- Notebook Memory Upgrades
- Motherboards/Chassis
- CPUs/Fans
- Chips/SIMMs/SIPPs/ROMs
- Memory Accessories
- Network Device Memory
- Desktop Memory Upgrades
- Printer Memory Upgrades
- Server Memory Upgrades
- Automation & Control Systems
- Cameras
- Medical Displays
- Drones and Virtual Reality
- Interactive Whiteboards
- Consumer Television
- Mounts & Stands
- Professional Audio
- Media Player
- Projectors & Document Cameras
- Commercial Television
- Digital Signage Display
- Graphics Cards
- Screen Protection/Filters
- Computer Displays
- Interactive Flat Panel Display
- Miscellaneous Cables
- Audio/Video Cables
- Network Cables
- SCSI/IDE/floppy cables
- Telephone/Modem Cables
- Network Cable Accessories
- Parallel and Serial Cables
- USB/FireWire Connectivity
- Books
- Other
- Bundle Part Numbers
- Clearance Merchandise
- CDW Internal Use Only
- Service Parts
- New / Unknown / Unassigned
Sync Frequency and Other Details
Frequency:
ASN updates for CDW Shipments are Real-time, Updates for Drop Ship items will be posted in between 12 AM-2 AM Central.
Asset Title and Asset ID
When CDW sends data to Reftab, we use the serial number as the asset’s title and the asset’s ID. Once the asset is saved into your Reftab account, you can edit the asset and change the title / ID to something else.
Archiving:
CDW will archive these messages for 30 days. Please contact [email protected] to request a resubmission in production.
Availability:
Currently available for CDW and CDW Canada.
Not available for CDW UK.