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Sage Accpac Online 5.5 Integration Resource Guide for ERP and CRM

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  • 1. Sage Accpac Online 5.5 Integration Resource Guide for ERP and CRM Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide i
  • 2. © Copyright 2008 Sage Technologies Limited, publisher of this work. All rights reserved.No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without prior written consent of Sage Technologies Limited. Use of the software programs described herein and this documentation is subject to the End User License Agreement enclosed in the software package, or accepted during system sign-up. Sage and the Sage logo are registered trademarks or trademarks of The Sage Group PLC. All other marks are trademarks or registered trademarks of their respective owners. ii Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 3. Contents Chapter 1: Introduction What is Sage Accpac ERP Integration? ................................................................ 1-1 Chapter Summary ............................................................................................... 1-2 Chapter 2: Getting Started System Requirements .................................................................................... 2-1 Now you can…..................................................................................................... 2-1 Now you have…................................................................................................... 3-9 Choose Integration and Notification Options .................................................... 3-13 Setting up Sage Accpac ERP Workstations......................................................... 3-15 Now you can…................................................................................................... 3-17 Chapter 3: Using SageCRM for Sage Accpac Starting Sage CRM and Logging in…. ................................................................. 3-18 Synchronizing Tables.................................................................................... 3-21 Populating Sage CRM with Sage Accpac ERP Data........................................ 3-23 Working with Sage CRM for Sage Accpac .......................................................... 3-25 Company Tabs.............................................................................................. 3-25 Promoting a Customer or Vendor ................................................................ 3-27 Changing a Customer or Vendor Link ...................................................... 3-31 Viewing O/E and P/O Transactions............................................................... 3-31 View Order Entry Transactions................................................................ 3-33 View Credit/Debit Notes ......................................................................... 3-42 View O/E Pending Shipments (or P/O Pending Receipts) ........................ 3-43 View Item Sales (or Purchase) History..................................................... 3-45 View Requisitions (P/O only) ................................................................... 3-46 View Returns (P/O only).......................................................................... 3-48 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide iii
  • 4. Viewing Customer and Vendor Aging and Statistical Information.................3-49 Viewing A/R and A/P Transactions................................................................3-52 A/R Posted Transactions..........................................................................3-52 A/R Unposted Invoices ............................................................................3-54 A/R Unposted Receipts............................................................................3-55 A/R Unposted Refunds ............................................................................3-56 Viewing and Modifying Optional Fields ........................................................3-57 Viewing Project and Job Costing Contracts...................................................3-59 Viewing Return Authorization Documents....................................................3-64 Sage Accpac A/R and A/P Person and Address Types ...................................3-66 Now you can… ...................................................................................................3-68 iv Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 5. Chapter 1 Introduction Thank you for choosing Sage Accpac Online Hosted Services. This Resource Guide will provide important information and instructions on how you can get started. These helpful tips have all the answers to the most common questions and will help your users fully utilize the benefits of hosted services. What is Sage Accpac ERP Integration? Sage CRM / Sage Accpac ERP integration provides access to back-office data and customer information. Sage CRM provides bi-directional data transfer—updating both systems and avoiding redundant data entry. Transactional and statistical data in the back office system can be viewed in real-time through the Sage CRM interface. Sage CRM offers point and click promotion of prospects to customers or vendors, creating the account in the Accounts Receivable module (or Accounts Payable module for vendors), allowing users to view the necessary transactional information through Sage CRM. Sage CRM 6.1 can be integrated with Sage Accpac ERP version 5.4 or 5.5. This guide details integration with version 5.5. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 1–1
  • 6. Chapter Summary Chapter Summary The table below gives a summary of each chapter in this guide. Chapter Summary 1: Introduction What is Sage Accpac ERP Integration 2: Getting Started System requirements and setup 3: Using Sage CRM for Sage How to configure the Sage CRM and Sage Accpac ERP Accpac ERP servers for Sage Accpac ERP integration. 1–2 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 7. Chapter 2 Getting Started In this chapter, you will learn about: System requirements for the client workstations for accessing Sageaccpaconline CRM 6.1 and Sageaccpaconline ERP 5.5. System Requirements Windows 2000, XP or above. Microsoft Internet Explorer version 6.0 or 7.0. The Internet Explorer security settings must to be set to allow the following: − Download signed ActiveX controls − Run ActiveX controls and plugins − Script ActiveX controls marked as safe − Active scripting Now you can… List system requirements for client workstations for accessing Sageaccpaconline CRM and Sageaccpaconline ERP. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 2–1
  • 8. Installing the Citrix client… Chapter 3 Installing the Citrix Client In this chapter, you will learn about: Installing the Citrix client. Installing the Citrix client… To logon to the Sage Accpac Online servers, you must install the Citrix Client. The Citrix Client Software needs to be version 9.0 or higher. If you have already been accessing our hosted applications, you should already have the Citrix ICA Client installed. Confirm the version. If it is a new workstation, then you will need to download and install the Citrix client software. You will still be accessing the applications via a Citrix session. At a later date, we will offer deployment of Citrix through the Web Interface method. You may download the latest Citrix ICA client directly from Citrix through the following link: http://download2.citrix.com/FILES/en/products/hockingclients/ica32web. msi Below are detailed steps on how to download and install the Citrix ICA Client from Sage Accpac Online. 3–2 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 9. Installing the Citrix client… Go to the Internet browser and type http://www.sageaccpaconline.com and select Go (or Enter.) Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–3
  • 10. Installing the Citrix client… Click on LOG ON (see above) to go to the logon page. To download and install the Citrix ICA Client, click on the “If you receive a prompt to "open or save this file" while trying to connect, you may need to install the Citrix ICA Client software. Download the Citrix ICA Client from here.” link on the right side of the page. You will get the following screen prompting you to Run or Save the Citrix Client installation file. Select Run to start the download. 3–4 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 11. Installing the Citrix client… This will begin the download… After the file has been downloaded, the following security warning will appear: You will need to select Run to start the installation: Select your Language of choice for installation. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–5
  • 12. Installing the Citrix client… Click on Next… 3–6 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 13. Installing the Citrix client… For the License Agreement, select “I accept the license agreement” and click on Next… Click on next. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–7
  • 14. Installing the Citrix client… Click on next. When you get the following screen, the Citrix Client installation is complete: 3–8 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 15. Installing the Citrix client… Note: If you have previously installed the ICA Client then the wizard will ask you to upgrade or install to another location. You can now proceed to the Hosted Services page: www.sageaccpaconline.com Now you have… Successfully installed the Citrix client. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–9
  • 16. Activating Sage CRM Integration with Sage Accpac ERP. Chapter 4 Activating Sage CRM Integration within Sage Accpac ERP In this chapter, you will learn about: How to activate Sage CRM Integration within Sage Accpac ERP and how to setup integration and notification options. Activating Sage CRM Integration with Sage Accpac ERP. 1. Log into the Citrix session, using the link on the logon page as shown below… and start Sage Accpac ERP V 5.5. 2. Log on as the ADMIN user in your company database. If security is activated in Sage Accpac, you need to enter the password for the ADMIN user. 3. Choose Data Activation from Administrative Services. 4. From the Applications list, select the appropriate version of Sage CRM Integration, and choose Activate. 5. This opens the Sage CRM Integration Activation dialog box. 6. Enter the SageCRM Installation Name e.g. A4WXXXCMPCRM and click on Proceed 3–10 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 17. Activating Sage CRM Integration with Sage Accpac ERP. 7. You should now see the SageCRM program folder icon. 8. 9. Open the Sage CRM setup option and you will get the below dialog box. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–11
  • 18. Activating Sage CRM Integration with Sage Accpac ERP. 10. In the Sage CRM Installation Name field, enter the name of your Sage CRM installation i.e. A4WXXXCMPCRM (“XXX” being the install name) 11. You should have been sent your Logon User and Password. 12. The Sage CRM Server Name will be ODATLCRMWEB01. Web Services from the Sage CRM Synchronization 13. Select Method dropdown. 14. Click on the Sage CRM Web Services URL button to complete the process. 15. TheURL should show something like … http://ODATLCRMWEB01/A4WXXXCMPCRM/eware.dll/webser vices/soap 16. Youcan have the following checkboxes on Acknowledge operations, Display Errors and Log Errors. 17. Click Save to complete the activation. Click Close on the Activation window. Once activation is finished, and you close the Data Activation window, the Sage CRM folder is displayed on the Sage Accpac desktop. 3–12 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 19. Activating Sage CRM Integration with Sage Accpac ERP. Choose Integration and Notification Options This form also lets you choose several options for running Sage CRM with Sage Accpac ERP. You must use this form to choose setup options when you first set up Sage CRM. Once you have set up Sage CRM Integration, use this form when you want to change your selections. To use the Sage CRM Setup form: 18. Select the Sage CRM folder and choose Sage CRM Setup. The E/W Sage CRM Setup form appears: 19. Review and select the following connection options on the Setup form: Suspend All Integration to Sage CRM.Choose this option if you do not want any changes in Sage Accpac ERP to be reflected automatically in Sage CRM. Suspend A/R Integration to Sage CRM or Suspend A/P Integration to Sage CRM. Choose if you do not want changes in Accounts Receivable or Accounts Payable to be reflected automatically in Sage CRM. Suspend A/R Ship-To Addresses Integration to Sage CRM or Suspend A/P Remit-To Addresses Integration to Sage CRM. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–13
  • 20. Activating Sage CRM Integration with Sage Accpac ERP. Choose if you do not want changes to these addresses in Accounts Receivable or Accounts Payable to be reflected automatically in Sage CRM. (Note that after an installation, these two options are selected, by default.) Note: If you change the password for the Logon user, you also need to change the password for this user within Sage CRM. The Web Services URL field consists of the Sage CRM Server Name field, the Sage CRM Installation Name field, and program defaults. For example: http://605DEV05/CRM09/eware.dll/webservices/soap where 605DEV05 is the server name and CRM09 is the installation name. The adjacent Sage CRM Web Services URL button updates the Server Name and Installation Name portions of the URL. If you make changes to the Sage CRM Server Name field or the Sage CRM Installation Name field, you should click the Sage CRM Web Services URL button to automatically update the corresponding portions of the URL field. Alternatively, you can simply type over the existing value in the URL field. The server name and installation name used in the URL must be the same as the value in the Sage CRM Server Name field and the Sage CRM Installation Name field. 20. Review the notification options at the bottom of the Setup window. Acknowledge operations. By default, whenever a customer or vendor record is edited and saved in Sage Accpac ERP, a notification window is displayed to inform the user that the update to Sage CRM was successful. Uncheck this option if you do not want to receive notification messages. 3–14 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 21. Activating Sage CRM Integration with Sage Accpac ERP. Display errors. By default, the integration component alerts the user to any problems that occur when the program tries to update a customer or vendor in Sage CRM. You can turn this option off and view the error log to review any problems. Log errors. This option allows the administrator to turn on or off the logging of errors received by the integration component. 21. Click Save to complete the setup process, and then click Close to exit. Setting up Sage Accpac ERP Workstations You need to run the Workstation Setup utility on any Sage Accpac ERP desktop workstation (whether Sage Accpac programs are installed locally or running from the server) that you wish to integrate with Sage CRM To run Workstation Setup: 22. Select the Sage CRM folder, and choose Workstation Setup. 23. The program also displays a message that informs you if the workstation is currently set up to communicate with Sage CRM: This does not necessarily mean that the communication connection between Sage CRM and Sage Accpac ERP is successful. You can test the connection, in the next step. 24. Click Close, and the following window appears: Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–15
  • 22. Activating Sage CRM Integration with Sage Accpac ERP. As Web Services is being used, the Web Services URL displays. To test the connection, click the Test button. If the Integration is successful, you will get the message below. 3–16 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 23. Activating Sage CRM Integration with Sage Accpac ERP. Now you can… Activate Sage CRM within Sage Accpac ERP. Set up Sage Accpac ERP workstations. Explain notification options. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–17
  • 24. Activating Sage CRM Integration with Sage Accpac ERP. Chapter 5 Using Sage CRM for Sage Accpac In this chapter, you will learn about: Starting Sage CRM for Sage Accpac. Performing Sage Accpac Administration tasks. Working with Sage Accpac ERP via Sage CRM. Starting Sage CRM and Logging in…. To start Sage CRM: 25. Go to a browser and type in http://www.sageaccpaconline.com/. 26. This will be the main website for our Sage Accpac Online offerings. Click on the LOG ON option. On the logon page, you will see an option to logon to Sage Accpac Online CRM and ERP 27. Type in your full Company name for example A4W”XXX”CMPCRM and click on submit. You can choose to check on the “remember me next time” option to make it easier to log in the next time. 28. If you receive the following popup box, click “Yes” to continue. 3–18 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 25. Activating Sage CRM Integration with Sage Accpac ERP. 29. You should now be on the main login page for the hosted CRM offering. Your URL should reflect your company name to the effect of https://crm.sageaccpaconline.com/a4wxxxcmpcrm/eware.dll/ go . You should also see that this install is “Licensed to A4WXXXCMPCRM” (your install name) 30. Enter in your User Name and Password to login. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–19
  • 26. Activating Sage CRM Integration with Sage Accpac ERP. To set up Sage Accpac ERP User integration: 31. Start Sage CRM, select the Administration menu, and select the Users button. 32. In the Users submenu screen, select Users. Each user is set up in the standard CRM Admin Users section (see the User Administration chapter in the Sage CRM System Administrator Guide for more details). 33. Use the buttons on the right hand side of the screen to search for an existing user or add a new user. When you select an existing user, the User Details screen is displayed. 34. Select the Change button, and edit the More User Details panel at the bottom of the screen. (There are two More User Details panels. The lower one contains the information that you need to edit.) 35. You need to supply a unique Sage Accpac User ID and Sage Accpac Password even if security in Sage Accpac ERP has been disabled. 36. Select each of the Sage Accpac integration functions that this user is allowed to perform. This security layer is not a replacement for the Sage Accpac ERP security; it is simply a way to show or hide a screen. 37. IMPORTANT NOTE: At this stage, launching UIs from Sage CRM is disabled. As such, do not check the boxes for Company P/O UI, O/E launch UI from a Company, Company R/A UI, Company A/R UI, Company A/P UI, Opportunity O/E UI or Company P/M UI. Only Inquiry and Optional fields are allowed. 3–20 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 27. Activating Sage CRM Integration with Sage Accpac ERP. To select integration settings: Synchronizing Tables The Synchronize Tables function updates Sage CRM database tables with the tables defined for the following fields in the Sage Accpac ERP database: Groups Tax Groups Terms Currencies The tables should be synchronized before you add any data to the system. To synchronize tables: 38. At the Sage Accpac Administration screen, choose Synchronize Tables. The following form appears. 39. Select the Sage Accpac company name. 40. Select each of the tables that you want to synchronize. 41. Click the Synchronize button. When synchronization is completed, CRM displays the values extracted from the Sage Accpac ERP database. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–21
  • 28. Activating Sage CRM Integration with Sage Accpac ERP. 42. Select Continue at the bottom of the screen to proceed. 3–22 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 29. Activating Sage CRM Integration with Sage Accpac ERP. Populating Sage CRM with Sage Accpac ERP Data The Import Customers and Import Vendors functions let you import a range of customers and vendors from Sage Accpac ERP Accounts Receivable and Accounts Payable into Sage CRM. To populate Sage CRM with customers and vendors: 43. At the Sage Accpac Administration screen, choose either the Import Customers button or the Import Vendors button. The following appears (for Import Customers): 44. Select the company that you are importing from. 45. Select whether to import customer records, or ship-to address records, or both. Similarly, when you import vendors, you can choose to import vendor records, or remit-to address records, or both. Note that if you choose to import ship-to addresses, you must also import the associated customer records at the same time, unless the customer records have already been imported into Sage CRM. For example, if you had previously imported customers 1000 to 2000, you can choose Import Ship-To Addresses for customers 1000 to 2000, without choosing Import Customers. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–23
  • 30. Activating Sage CRM Integration with Sage Accpac ERP. Similarly, to import remit-to addresses, the associated vendor records must be imported as well, unless previously imported. You use these import options in conjunction with the From/To Customer Number (or From/To Vendor Number) fields — see the next step. 46. Enterthe customer/vendor range that you want to import, or leave the “From” field blank and the “To” field as “ZZZZZZZZZZZZ” to import all customers/vendors. The range applies to both the Import Customers and the Import Ship-To Addresses fields (or Import Vendors and the Import Remit-To Addresses fields). If you selected only the Import Ship-To Addresses option (or only remit-To Addresses), Sage CRM will import the addresses of the customers/vendors that fall within the specified range. For example, if the customer range was 1000 to 2000, Sage CRM will import the ship-to addresses of customers 1000 to 2000. 47. Select the Import from Sage Accpac button. Note: Importing data from a large database for the first time may be lengthy. A list of 100 customers or vendors is displayed at a time while they are being imported. When the process is complete, Sage CRM lists the number of customers/vendors (and ship-to/remit-to addresses) imported and displays a Continue button. 48. Click Continue to exit. 49. Repeat for each company. 3–24 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 31. Activating Sage CRM Integration with Sage Accpac ERP. Working with Sage CRM for Sage Accpac Once Sage CRM is integrated with Sage Accpac ERP, tabs will be available for you to view or edit Sage Accpac ERP information. The tabs are summarized below, and are described in the rest of this guide. Customize grids You can specify the number of rows displayed in the grid of any integrated screen; for example, the number of rows displayed on a page of A/R unposted invoices. To do this: On the Sage CRM Main Menu, choose My CRM, then the Preferences tab. In the Grid Size field, choose the number of rows to be displayed. (Note that to have access to My CRM, your User ID must be set up in the Users function to access My CRM Lists.) Customer information Note that when displaying a customer, you can click the Accpac Customer Number hyperlink at the top right of the screen at any time, to open the Sage Accpac A/R Customer form to view customer information. If displaying a vendor, you can click the Accpac Vendor Number hyperlink. Company Tabs The following tabs are specific to a Sage CRM system with Sage Accpac ERP Integration. These tabs appear only if the particular company is also a customer or vendor in Sage Accpac ERP. These tabs are displayed for a company if your System Administrator has given you the rights to access this information. Promote To Accpac The Promote To Accpac tab shows details from Sage Accpac ERP about an existing customer or vendor. You can also convert a company that is only in the Sage CRM database to a customer or to a vendor from this tab. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–25
  • 32. Activating Sage CRM Integration with Sage Accpac ERP. Aging and Statistics: The Customer (or Vendor) Statistics tab appears for both Customers and Vendors customer and vendor records, and lets you view credit information, aging information for outstanding amounts, the totals of all documents posted to customer or vendor accounts, and the dates and amounts of the last documents posted to customer or vendor accounts. The tab also displays any specialized information; for example, for a national account customer, the tab also displays national account information. O/E Inquiry: Customers The O/E Inquiry tab provides a menu allowing access to lists of orders (active, standing, future, quotes); credit/debit notes, pending shipments, and sales item history. You can view a document’s details, open a document for editing, and create a new Order Entry document. This tab also lets you view the sales history of inventory items. A/R Inquiry: Customers The A/R Inquiry tab provides a menu allowing access to a list of posted or unposted Accounts Receivable documents for the selected company. These documents come from Sage Accpac ERP. This tab also allows you to view a document’s details, open a document for editing, create a new document, and display a list of applied transactions for a selected document. This tab is only displayed for companies with a Sage Accpac Customer Number. A/P Inquiry: Vendors Like A/R Inquiry, the A/P Inquiry tab lets you review all posted or all unposted Accounts Payable transactions, open an unposted document for editing, and create a new vendor document in Sage Accpac ERP. Optional Fields: Customers and The Optional Fields tab displays the optional fields that are Vendors defined in Sage Accpac ERP for the customer or vendor, and lets you edit the optional fields. 3–26 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 33. Activating Sage CRM Integration with Sage Accpac ERP. P/O Inquiry: Vendors The P/O Inquiry tab gives you access to documents from Sage Accpac Purchase Orders, such as purchase orders, requisitions, returns, credit/debit notes, pending receipts, and a history of items purchased. You can view a document’s details, open a document for editing, and create a new Purchase Order document. The P/O Inquiry tab is similar to the O/E Inquiry tab. P/M Inquiry: Customers and If you use Sage Accpac Project and Job Costing, the P/M Inquiry Vendors tab provides a menu that: • For customers, the menu allows access to lists of contracts of varying statuses (for example, open, inactive, completed), contract estimates, and contract transaction history. You can also create a contract. • For vendors, the P/M Inquiry menu only allows access to transaction history. R/A Inquiry: Customers and If you use Sage Accpac Return Material Authorization (RMA), the Vendors R/A Inquiry tab provides a menu allowing access to lists of active, completed, or all return authorizations. On the R/A Inquiry tab for a customer, you can also create a return authorization. The R/A Inquiry tab for a vendor displays only those return authorizations with which the vendor has been associated. Promoting a Customer or Vendor To change a company from a Prospect to a Customer or Vendor in Sage Accpac ERP, you need to choose the Promote To Accpac tab when you are viewing the company information, and then choose whether you are promoting to customer or to vendor. This function checks to see if the company already exists in the Sage Accpac system. If not, you are prompted to add a unique Customer Number or Vendor Number and additional fields required by the Sage Accpac ERP system. To promote a company: 50. On the Main Menu, select the Find button. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–27
  • 34. Activating Sage CRM Integration with Sage Accpac ERP. 51. Inthe Company Search screen, type in your search criteria and select the Find button. A list of companies matching your search criteria is displayed. 52. Click on the hypertext link of the company you want to promote. This displays the company as the current context and displays the Summary screen for that company. 53. Selectthe Promote To Accpac tab, and then choose the Sage Accpac Company, and whether you want to promote the company to being a Sage Accpac customer or vendor. For example, if promoting to a customer, the Enter … New Customer screen is displayed. 54. Enter the details. The following table explains the standard fields. Customer fields: Field Description Sage Accpac A 12-character unique customer number. Customer Can be alphanumeric. Number 3–28 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 35. Activating Sage CRM Integration with Sage Accpac ERP. Field Description Tax Group Type the first few letters of the Tax Group in the field to search. This is an advanced search select field type. The Show Tax Classes button will display a list of tax classes relevant to the Tax Group you have selected. Credit Limit Credit limit. Customer Select from the list of choices in the list. Group Terms Payment terms. Select from the list of choices in the list. Vendor fields: Field Description Sage Accpac A 12-character unique vendor number. Vendor Number Can be alphanumeric. Tax Group Type the first few letters of the Tax Group in the field to search. This is an advanced search select field type. The Show Tax Classes button will display a list of tax classes relevant to the Tax Group you have selected. Vendor Group Select from the list of choices in the list. Terms Payment terms. Select from the list of choices in the list. Click the Show Tax Classes button if the new customer or vendor has an unusual sales tax status, or if you wish to change the Tax Class. Optional Fields (customers and vendors): Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–29
  • 36. Activating Sage CRM Integration with Sage Accpac ERP. The Optional Field Values section displays all the optional fields defined for all customers (or vendors) in a company, as configured in the Optional Fields setup form in Sage Accpac Accounts Receivable (or Accounts Payable). For each optional field that applies to the customer or vendor, enter a value (or leave it blank if permissible), and select both the Value Set and Field Exists boxes. The Field Exists box indicates that the optional field applies to the currently displayed customer (or vendor). For more details about editing optional fields in Sage CRM, see “Viewing and Modifying Optional Fields,” on page 6-57. 55. When you click the Promote to Customer/Vendor button, the Customer/Vendor Promoted to Sage Accpac screen appears. The customer or vendor details are now available in Sage CRM and in Sage Accpac ERP. The Company Summary screen has also changed to reflect the information added in the Promote Customer screen. The Customer Type, Sage Accpac Customer Number, and Credit Limit are read-only. 3–30 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 37. Activating Sage CRM Integration with Sage Accpac ERP. Changing a Customer or Vendor Link For an existing customer or vendor that was imported into Sage CRM from Sage Accpac ERP using Sage Accpac Admin | Import Customers/Vendors, the Promote To Accpac tab shows the Sage Accpac Customer/Vendor Integration screen: The Change Customer/Vendor Link button allows you to change the Customer Number or Vendor Number. When you click this button, the screen prompts you for the new customer/vendor number. Enter the number and then Click Save. You can use this function if you have run the Sage Accpac Options’ Customer/Vendor Number Change product in Sage Accpac ERP. This button allows you to link the customer/vendor to the new Customer/Vendor Number, thereby keeping all of your Sage CRM information (such as Communications and Notes). The Unlink this Customer/Vendor button deletes the existing Customer/Vendor Number and displays the Enter Sage Accpac details for New Customer/Vendor screen. If you need to delete a customer or vendor in Sage Accpac ERP, but want to keep it in Sage CRM, unlinking the customer or vendor first lets you do this. Viewing O/E and P/O Transactions You can view Order Entry documents within the context of a company, from the O/E Inquiry tab. Similarly, you can also view Purchase Order documents from the P/O Inquiry tab. These tabs are displayed only for companies with a Sage Accpac customer/vendor number. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–31
  • 38. Activating Sage CRM Integration with Sage Accpac ERP. To select and view a company (customer or vendor): 56. On the Main Menu, select the Find button. 57. In the Company Search screen, type in your search criteria and select the Find button. A list of companies matching your search criteria is displayed. 58. Click on the hypertext link of the company whose Order Entry (or Purchase Order) transactions you want to view. The customer (or vendor) information appears. The O/E Inquiry tab (or P/O Inquiry tab) will be displayed, if you have been assigned the access rights to the tabs. When you select the customer’s O/E Inquiry tab, the O/E Inquiry Menu is displayed. From this menu, you can: access functions such as item lookup, pricing templates, available inventory, printing, posting, and so on. Choose to list the customer’s orders, credit/debit notes, pending shipments, or a history of items sold to the customer. 3–32 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 39. Activating Sage CRM Integration with Sage Accpac ERP. If you chose the P/O Inquiry tab The P/O Inquiry menu, similar to the O/E Inquiry menu, enables you to list purchase orders, requisitions, returns, credit/debit notes, pending receipts and a history of items purchased from the vendor The following subsections describe how to use the features on a customer’s O/E Inquiry menu. You would generally follow the same procedures for the features on a vendor’s P/O Inquiry menu. View Order Entry Transactions This section describes the All Orders option on a customer’s O/E Inquiry tab. You would generally follow the same procedures for the All Purchase Orders option on a vendor’s P/O Inquiry tab. However, you would be able to view vendor receipts instead of customer shipments. On the O/E Inquiry menu, select All Orders. A list of orders for the current customer is displayed. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–33
  • 40. Activating Sage CRM Integration with Sage Accpac ERP. You can use the following features on this screen: Filter.To refine your list of orders displayed, enter the fields in the Filter section, and click the Filter button. For instance: To include completed documents in the list, select the Include Completed Transactions check box. In the Order Type field, you can choose the type of orders to display, or choose to display all orders. You can choose to display only the orders that fall within the range of order dates or expected shipment dates that you specify. Order Number. To view an order in the list, select its Order Number hyperlink. Drill Down.To view an order in more detail, select its Drill Down button. This opens the Order Detail form. 3–34 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 41. Activating Sage CRM Integration with Sage Accpac ERP. The Order Detail form consists of these sections: The Order Information section shows you the order header information, such as order total, order date, and so on. The Order Details section (line items) appears below the order header. The Shipments section (if any) shows all of the shipping information for the order. (Note that on a vendor’s Purchase Order Detail form, a Receipts section, if any, would display instead of a Shipments section.) On the Order Detail form, you can do the following: 9. To display a window with ship-to and bill-to address information, click the Shipping & Billing Addresses button. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–35
  • 42. Activating Sage CRM Integration with Sage Accpac ERP. 10. Ifthe value under Optional Fields on the header section of the Order Detail form is Yes, click the hyperlink to view the optional fields associated with the order, as shown below. You cannot edit the fields. Also on the Order Detail form, you can click any Yes hyperlink in the Optional Fields column, to view the optional fields for the order detail line. 3–36 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 43. Activating Sage CRM Integration with Sage Accpac ERP. 11. Toview more details about a location listed on the Order Detail form, select a hyperlink in the Location column, to open the following: 12. Toview more details about an item listed on the Order Detail form, select a hyperlink in the Item column. This opens the Item Detail form. It shows general information about the item, as well as its details at each inventory location. Note that an asterisk (*) indicates the location (or bill of materials or kit) associated with the item. For example, if viewing a customer’s sales order, then an asterisk indicates the location from where the item is shipped. In the top section of the Item Detail form, you can click any of the hyperlinks, such as: • Alternate Item Number (if the order has one). If you click this link, the alternate item number value will move to the Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–37
  • 44. Activating Sage CRM Integration with Sage Accpac ERP. Item Number field and the form displays information about the alternate item number. • Optional Fields, if its hyperlink is Yes. This link displays more details about the item’s optional fields. In the lower section of the Item Detail form, you can click any of the hyperlinks to view details of the item at a specific location, such as: • (Location) Name. This link displays more information about a location, such as its address and contact information. • Quantity on S/O, if not zero. This column shows the total quantity of the item that is entered on all sales orders for the selected location. If you click a link in this column, then you can view a list of all the sales orders that contain the item at that location: You can click any of the hyperlinks to obtain more details. • Quantity on P/O, if not zero. This column shows the total quantity of the item that is entered on all purchase orders for the selected location. If you click a link in this column, 3–38 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 45. Activating Sage CRM Integration with Sage Accpac ERP. then you can view a list of all the purchase orders that contain the item at that location: You can click any of the hyperlinks to obtain more details. For customers: Shipment details 13. Ifthe Order Detail form you are viewing contains a Shipment section, you can: • Select the Shipment Number hyperlink to view the shipment details as entered in the Sage Accpac O/E Shipment Entry form. • Select the Drill Down button to view a shipment’s details. The Shipment Detail form is displayed. The Shipment Information section shows you the shipment’s header information. The Shipment Details (line items) section appears below the shipment header. The Invoices section shows all of the Order Entry invoices generated from the shipment. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–39
  • 46. Activating Sage CRM Integration with Sage Accpac ERP. In the Shipment Information (header) section of the form, you can: − Click the Shipping & Billing Addresses button to view the addresses. − Click the Shipment Number hyperlink, to view the details in the Sage Accpac O/E Shipment Entry form. − Click the Customer Number hyperlink to view the customer details − If the Optional Fields hyperlink (in the header section of the form) is Yes, click the hyperlink to view the shipment’s optional fields. In the Shipment Details section, you can: − Select an Item hyperlink to open the Item Detail form, which was described earlier. − Select a Location hyperlink to open the Location Information form, which was described earlier. − Select an Order Number hyperlink to view the order details 3–40 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 47. Activating Sage CRM Integration with Sage Accpac ERP. − Select any Yes hyperlink under the Optional Fields column to view more information about the item’s optional fields. In the Invoices section, you can: − Select an Invoice Number hyperlink to view the invoice details in the Sage Accpac O/E Invoice Entry form. − Select the Drill Down button to view an invoice’s details. The Invoice Detail form appears. Invoice Information shows you the Order Entry invoice header information. The line items appear below the invoice header. Click the Shipping & Billing Addresses button to view the addresses. You can click any hyperlink to view more information. For example, in the Invoice Information (header) section, you can click the Location hyperlink to view location information. In the Invoice Details grid, you can click the Item hyperlink, Location hyperlink, Shipment Number hyperlink (opens the Sage Accpac O/E Shipment Entry form), and Optional Fields hyperlink if it is Yes. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–41
  • 48. Activating Sage CRM Integration with Sage Accpac ERP. For vendors: Receipt details 14. If you are viewing a vendor’s Purchase Order Detail form, you can drill down to the Receipt Detail form (instead of the Shipment Detail form), by selecting the Receipt Number hyperlink. The Receipt Detail form looks similar to the Shipment Detail form with a header information section, item list, and invoices. You can click any hyperlink on the form to view more information. View Credit/Debit Notes 59. Select the customer’s O/E Inquiry tab (or vendor’s P/O Inquiry tab). 60. Select the Credit/Debit Note option. A list of credit/debit notes appears, if any. 3–42 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 49. Activating Sage CRM Integration with Sage Accpac ERP. 61. To refine your list of orders displayed, you can choose to display only the orders that fall within the range of dates that you specify. 62. To view a summary of the credit or debit note, click the note’s Drill Down button. You can use the following features on this screen. − Click any active hyperlink to view more details. For example, in the header section of the form, you can click the Optional Fields hyperlink if it is Yes, to view optional fields for the overall credit/debit note. To view optional fields for the credit/debit detail line, click any Yes hyperlink in the Optional Fields column. In the detail section of the form, you can click the Item or Location hyperlink. View O/E Pending Shipments (or P/O Pending Receipts) This section describes the forms and procedures for the O/E Pending Shipments option of the O/E Inquiry menu. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–43
  • 50. Activating Sage CRM Integration with Sage Accpac ERP. (The forms and procedures for P/O Pending Receipts are similar to those described for O/E Pending Shipments, although different fields and hyperlinks will be displayed. To view pending receipts, you select Pending Receipts on the P/O Inquiry menu.) To view O/E Pending Shipments: On the O/E Inquiry menu, click Pending Shipments. A list of pending shipments for the current customer is displayed. You can use the following features on this screen: Filter. To refine your list of displayed pending shipments, enter the fields in the Filter section, and click the Filter button. For instance: You can choose to display only the pending shipments that fall within the range of expected shipment dates, item numbers, or locations that you specify. Note that filtering is done on a “per detail line” basis. For example, an order will be displayed in the list if one of its detail lines has an expected shipment date that falls within the specified expected shipment date range. In the Order Type field, you can choose the type of orders to display, or choose to display all orders. 3–44 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 51. Activating Sage CRM Integration with Sage Accpac ERP. Order Number. To edit an order in the list, select its Order Number hyperlink. This opens the Sage Accpac Order Entry form in another window. Drill Down. To view an order in more detail, select the Drill Down button for the order. This opens the Order Detail form. Click any active hyperlink to view more details. For example: In the header section of the form, you can click the Optional Fields hyperlink if it is Yes, to view optional fields for the overall order. You can also click the Order Number hyperlink and Customer hyperlink to view information on the Sage Accpac ERP forms. To display more information about an item or the location, click the hyperlink in the Item column or the Location column. In the On Purchase Order column, you can click any Yes hyperlink to view all the purchase orders that contain the item. View Item Sales (or Purchase) History 63. Select the customer’s O/E Inquiry tab (or vendor’s P/O Inquiry tab). 64. Select the Sales History option (or Purchase History on the P/O Inquiry tab). 65. Inthe Filter fields, enter the criteria to retrieve the items you want to see, and click the Filter button. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–45
  • 52. Activating Sage CRM Integration with Sage Accpac ERP. If found, a history of items sold (or purchased, if P/O Inquiry) appears below the Filter section. 66. Click any active hyperlink to view more details. For example, click the hyperlink in an item’s Period column to display sales history detail of the item during the selected period. On this form, you can click any active hyperlink to display more information. View Requisitions (P/O only) On the P/O Inquiry menu, click Requisitions. A list of requisitions for the current vendor is displayed. 3–46 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 53. Activating Sage CRM Integration with Sage Accpac ERP. You can use the following features on this screen: Filter.To refine your list of documents displayed, enter the fields in the Filter section, and click the Filter button. For instance: To include completed documents in the list, select the Include Completed Transactions check box. You can choose to display only the requisitions that fall within the range of dates that you specify. Requisition Number. To view a requisition in the list, select this hyperlink. Drill Down. To view a requisition in more detail, select its Drill Down button. This opens the following form. In the top section of the form: To view the requisition, click the Requisition Number hyperlink. To view vendor details, click the Vendor. To view optional fields’ information, click the Optional Fields hyperlink if it is Yes. In the Requisition Lines grid, click any hyperlink to view more information. For instance: Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–47
  • 54. Activating Sage CRM Integration with Sage Accpac ERP. To view vendor details, click the Vendor hyperlink in the grid. To view more details about an item number or location, click its hyperlink. View Returns (P/O only) On the P/O Inquiry menu, click Returns. A list of returns for the current vendor is displayed. You can use the following features on this screen: Filter.To refine your list of documents displayed, enter the fields in the Filter section, and click the Filter button. For instance: To include completed documents in the list, select the Include Completed Transactions check box. You can choose to display only the returns that fall within the range of dates that you specify. Return Number. To view a return in the list, select this hyperlink. Drill Down. To view a return in more detail, select its Drill Down button. This opens the following form. 3–48 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 55. Activating Sage CRM Integration with Sage Accpac ERP. In the top section of the form: Click the Shipping & Billing Addresses button to view the addresses. To view the return, click the Return Number hyperlink. To view vendor details, click the Vendor. To view optional fields’ information, click the Optional Fields hyperlink if it is Yes. In the Return Lines grid, click any hyperlink to view more information, such as the Item Number hyperlink or Location hyperlink. Viewing Customer and Vendor Aging and Statistical Information You can view summary information for customers and vendors within the context of a company, from the Customer (or Vendor) Statistics tab. This tab is only displayed for companies with a Sage Accpac customer or vendor number. To view credit information for a company: 67. On the Main Menu, select the Find button. 68. In the Company Search screen, type in your search criteria and select the Find button. A list of companies matching your search criteria is displayed. 69. Click on the hypertext link of the company whose credit information you want to view. This displays the company as the current context and displays the Summary screen for that company. 70. Select the Customer (or Vendor) Statistics tab. The Sage Accpac ERP credit information for the current company is displayed. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–49
  • 56. Activating Sage CRM Integration with Sage Accpac ERP. On this screen, you can click the Customer Activity button to open the Sage Accpac A/R Customer Activity form for that customer (or click the Vendor Activity button for a vendor). On the Credit Information panel (top-left), you can click: • The Customer Number hyperlink, to open the Sage Accpac A/R Customers form (or for a vendor, click the Vendor Number hyperlink to open the Sage Accpac A/P Vendors form). • The Optional Fields hyperlink if it is Yes, to view optional fields associated with the customer (or vendor). • If the customer is set up with a Sage Accpac A/R national account number, you can click the National Account hyperlink to open the Sage Accpac A/R National Accounts form. 3–50 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 57. Activating Sage CRM Integration with Sage Accpac ERP. The Aging panel is at the top-right. You can edit the dates and buckets values, and then select the Run Aging button to recalculate the results. The Document Totals panel contains total values for different types of transactions. When you change the Fiscal Year, Fiscal Period, or Currency Type, the details refresh automatically. The first column lists the document types. The second column lists the totals for the period selected. The third column lists the totals for the year selected, up to and including the period selected. The fourth column lists the totals for the year previous to the one selected. The Document History panel shows statistics about the customer’s (or vendor’s) document history. If the customer is set up with a Sage Accpac A/R national account number, then national account information is also displayed at the bottom of the screen. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–51
  • 58. Activating Sage CRM Integration with Sage Accpac ERP. Viewing A/R and A/P Transactions You can view Accounts Receivable and Accounts Payable documents within the context of a company, from the A/R or A/P Inquiry tab. These tabs are displayed only for companies with a Sage Accpac customer or vendor number. When you select the A/R Inquiry tab, the A/R Inquiry Menu is displayed. When you select the A/P Inquiry tab, the A/P Inquiry Menu is displayed. From the A/R or A/P Inquiry Menu, you can choose to display the list of posted documents or the list of unposted Accounts Receivable or Accounts Payable documents. The subsections to follow describe the A/R Inquiry Menu functions. As the A/P Inquiry Menu functions are similar, you can also follow the procedures described in these subsections when you use the A/P Inquiry menu. A/R Posted Transactions On the A/R Inquiry menu, select Posted Transactions to display a list of posted Sage Accpac A/R documents (such as invoices, receipts, refunds, and so on) for the currently displayed customer. 3–52 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 59. Activating Sage CRM Integration with Sage Accpac ERP. You can use the following features on this form: Filter.To refine the list of documents displayed, enter the fields in the Filter section, and click the Filter button. For instance: To include completed documents in the list, select the Include Completed Transactions check box. You can choose to display only the documents that fall within the range of dates that you specify. In the Document Type field, you can choose the type of documents to display, or choose to display all documents. Document Number hyperlink. To view the details of a document, select the Document Number hyperlink. Applied Details. To view a list of documents that have been applied to a given document, select the document’s Applied Details button. The Applied Details form is displayed. You can click the Reference Document No. hyperlink to view the document details. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–53
  • 60. Activating Sage CRM Integration with Sage Accpac ERP. Drill Down. To view a document in more detail, select its Drill Down button. The Document Details form is displayed. (The illustration to follow shows the form for an invoice. The form will look different depending on the type of document.) The top portion of the form displays the document header information. The detail lines appear below the document header. All documents that have been applied to the document appear below the detail lines. On this form: • On the header portion of the form, you can click the Optional Fields hyperlink if it is Yes, to view optional fields associated with the overall document. • On the detail portion of the form, you can click any hyperlink. For example, click any Yes hyperlink in the Optional Fields column, to view optional fields associated with the document detail. A/R Unposted Invoices On the A/R Inquiry menu, select Unposted Invoices to display a list of unposted A/R invoices for the currently displayed customer. 3–54 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 61. Activating Sage CRM Integration with Sage Accpac ERP. You can use the following features on this form: Document Number hyperlink. To view the details of a document, select this hyperlink. To view a document in more detail, select its Drill Down button. The Drill Down. Document Details form is displayed. You can use the following features on this form: View document. To view the details of a document, select the Document Number hyperlink. This To display optional fields’ information, click on Optional Fields hyperlink. any Yes hyperlink under Optional Fields. A/R Unposted Receipts On the A/R Inquiry menu, select Unposted Receipts to display a list of unposted A/R receipts for the currently displayed customer. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–55
  • 62. Activating Sage CRM Integration with Sage Accpac ERP. You can use the following features on this form: View document. To view the details of a document, select the Check/Receipt No. hyperlink. To view a document in more detail, select its Drill Down button. The Drill Down. Document Details form is displayed. You can use the following features on this form: View document. To view the details of a document, select the Document Number hyperlink. To display optional fields’ information, click on Optional Fields hyperlink. any Yes hyperlink under Optional Fields. A/R Unposted Refunds On the A/R Inquiry menu, select Unposted Refunds to display a list of unposted A/R refunds for the currently displayed customer. You can use the following features on this form: View document. To view the details of a document, select the Document Number hyperlink. To view a document in more detail, select its Drill Down button. The Drill Down. Document Details form is displayed. 3–56 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 63. Activating Sage CRM Integration with Sage Accpac ERP. You can use the following features on this form: View document. To view the details of a document, select the Edit button or the Document Number hyperlink To display optional fields’ information, click on Optional Fields hyperlink. any Yes hyperlink under Optional Fields. Viewing and Modifying Optional Fields If you use optional fields in Sage Accpac Accounts Receivable or Accounts Payable, you can view and modify the optional fields within the context of a company, from the Optional Fields tab. This tab is only displayed for companies with a Sage Accpac customer or vendor number, and only if you use Sage CRM 6.0 integration with Sage Accpac ERP 5.4 applications (or higher versions). To view optional fields for a customer or vendor: 71. Select a customer or vendor. 72. Select the Optional Fields tab. The Sage Accpac ERP optional fields for the current customer (or vendor) are displayed. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–57
  • 64. Activating Sage CRM Integration with Sage Accpac ERP. The tab displays all the optional fields defined for all customers (or vendors) for a company, as configured in the Optional Fields setup form in Sage Accpac Accounts Receivable (or Accounts Payable). The Value Set and Auto Insert values reflect the values set in Sage Accpac ERP. For descriptions of these fields, refer to the Help system in Sage Accpac ERP. The optional fields that apply to the currently-displayed customer (or vendor), are marked in the Field Exists check box. 73. To edit optional fields, click the Change button to enable the fields. 74. Toenter or edit a value for the optional field, enter (or edit) the value, and then select both the Value Set and the Field Exists boxes. You must select the Value Set box to save the value. You can clear the Value Set box if the optional field has not been set up with a default value in Sage Accpac ERP. If it is cleared, the field’s value will also be cleared. You must select the Field Exists box to apply an optional field (including a blank optional field, if it is permissible) to 3–58 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 65. Activating Sage CRM Integration with Sage Accpac ERP. the customer (or vendor). If you clear the box, the optional field no longer applies to the customer/vendor. − The “Auto Insert” label next to the Field Exists box, appears only for fields with Auto Insert set to Yes in Sage Accpac ERP, and is for display only. To change Auto Insert, use the Optional Fields setup form in Sage Accpac Accounts Receivable or Accounts Payable. − Enter any Date or Number optional field in the format that is defined in the Preferences tab of My CRM. − Enter any Time optional field in the format hh:mm:ss. − Changes will be reflected in Sage Accpac ERP records. Viewing Project and Job Costing Contracts If you use Sage Accpac Project and Job Costing, you can view or modify Project and Job Costing contracts within the context of a company, from the P/M Inquiry tab. This tab is displayed only for companies with a Sage Accpac customer or vendor number, and only if you use Sage CRM 6.0 integration with Sage Accpac ERP 5.4 applications (or higher versions). Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–59
  • 66. Activating Sage CRM Integration with Sage Accpac ERP. For a customer, the P/M Inquiry menu provides the following options: For a vendor, the P/M Inquiry menu provides only the Transaction History option. View Contracts On the P/M Inquiry tab for a customer, if you choose to list all contracts, a list of contracts appears: Note that: If a contract does not have any projects, then the contract will not appear in the list. If a contract does not have any projects set for the contract customer, then the contract will not appear in the list. 3–60 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 67. Activating Sage CRM Integration with Sage Accpac ERP. If a contract has projects that have been assigned multiple customers, you will see that contract displayed in the list when you choose to view all contracts for any of the associated customers. You can do the following on this form: To refine the list of contracts displayed, enter the fields in the Filter section, and click the Filter button. For instance, you can choose to display only the documents that fit the contract status you specify, or that fall within the range of dates that you specify. To view more customer information, click the Customer Number. Drill down to • To view a summary of a contract, click the contract’s Drill contract summary Down button. This opens the Contract Summary form, which displays contract information and a list of projects associated with the contract. On the Contract Summary form, you can do the following: − To view the contract, click the Contract hyperlink. − If the value under Optional Fields is Yes, click the hyperlink to view the optional fields associated with the contract. − To view customer information, click the Customer hyperlink. Project Details − To view more details about a project, select a hyperlink in the Project column to open the following: Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–61
  • 68. Activating Sage CRM Integration with Sage Accpac ERP. The header section of the Project Detail form displays project information. If the value under Optional Fields is Yes, click the hyperlink to view the optional fields associated with the project. You can also click the Contract or Customer hyperlink, to view contract or customer information. The Project Detail form also lists transaction documents associated with the project. To list only certain documents, enter the Filter fields and click the Filter button. For example, to list only Accounts Receivable documents, choose “A/R Only” in the Applications field. You can view some documents, such as Account Receivable invoices, in a Sage Accpac ERP form. Click any active hyperlink in the Document Number column. Drill down to To view a summary of the transaction, click the Drill Down Transaction Details button to open the following form: 3–62 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 69. Activating Sage CRM Integration with Sage Accpac ERP. From the Transaction Information form, you can click any hyperlink to view more details. For example, you can click the Contract or Customer hyperlinks or the Document Number hyperlink if it is available. View Contract Transaction History On the P/M Inquiry tab, you can choose to list contract Transaction History for customer and vendors. The following shows the form that opens for a customer: Contract with multiple customers For a contract with projects that have been assigned multiple customers, you will be able to view the transaction history of that contract/project for any of the associated customers. You can do the following on this form: To display only transactions of your choice, enter the Filter fields and click the Filter button. For example, to display only transactions, which originated in Purchase Orders, select "P/O Only" in the Application field. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–63
  • 70. Activating Sage CRM Integration with Sage Accpac ERP. For more information about a transaction, click its Drill Down button. This opens the Transaction Information form, which was described earlier. For more information about a contract, click the hyperlink in the Contract column, to open the Contract Maintenance form in another window. For more information about a document, click an active hyperlink in the Document Number column. For more information about a resource, click an active hyperlink in the Resource column. Viewing Return Authorization Documents If you use Sage Accpac Return Material Authorization (RMA), you can view return authorization documents within the context of a company, from the R/A Inquiry tab. This tab is displayed only for companies with a Sage Accpac customer or vendor number, and only if you use Sage CRM 6.0 integration with Sage Accpac ERP 5.4 applications (or higher versions). For a customer, the R/A Inquiry menu provides the following options: View Return Authorizations On the R/A Inquiry tab, you can choose to list return authorizations. The following illustrates the form that appears when you choose to list all return authorizations for a customer: 3–64 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 71. Activating Sage CRM Integration with Sage Accpac ERP. You can do the following on this form: To refine your list of displayed transactions, enter the fields in the Filter section, and click the Filter button. For instance: − To include completed transactions in the list, select the Include Completed Transactions check box. − You can choose to display only the transactions that fall within the range of dates that you specify. Drill down to • To view a summary of a return authorization, click the return RA summary authorization’s Drill Down button. This opens the Return Authorization Summary form, which displays the return authorization’s general information and detail lines. On the Return Authorization Summary form, you can do the following: − To view shipping information, click the Shipping & Billing Addresses button at the right of the form. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–65
  • 72. Activating Sage CRM Integration with Sage Accpac ERP. − To view the return authorization, click the Edit button at the right of the form, or click the RA Number hyperlink. − In the Return Authorization Information (header) section of the form, you can click hyperlinks to view more details about the customer or a document (such as the return authorization document, last customer order, customer credit note, or vendor return). If the Optional Fields hyperlink is Yes, you can click it to view optional fields for the return authorization. − In the detail section of the form, you can click any hyperlink, such as: • Any hyperlinks in the Customer Original Invoice or Vendor Original Receipt column. • The hyperlink in the Item Number and Location columns, to open a form that displays more item information, and the locations where the item can be found. • Any Yes hyperlink in the Optional Fields column, to view optional fields for the return authorization detail line. Sage Accpac A/R and A/P Person and Address Types The Person and Address edit screens include a series of checkboxes where you can specify one or more types. When Sage CRM is integrated with Sage Accpac ERP, there will be additional Type checkboxes for contacts and addresses: 3–66 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide
  • 73. Activating Sage CRM Integration with Sage Accpac ERP. A/R or A/P Contacts A/R or A/P Addresses (on the Person edit screen) (on the Address edit screen) When a person is an Accpac A/P Contact, A/P Remit-To Contact, A/R Contact, or A/R Ship-To Contact, his or her contact information is synchronized between Sage CRM and Sage Accpac ERP. Within the context of a company, only one person can have the Accpac A/P or A/R Contact type selected. However, more than one person can be assigned as the Accpac A/P Remit-To Contact (or A/R Ship-To Contact). When an address is an Accpac A/P Address, A/P Remit-To Address, A/R Address, or A/R Ship-To Address, its information is synchronized between Sage CRM and Sage Accpac ERP. Within the context of a company, only one address can have the Accpac A/R or A/P Address type selected. However, more than address can be assigned as the Accpac A/P Remit-To Address (or A/R Ship-To Address). If you need information about setting up synchronization of A/R and A/P data, refer to the section in chapter 5 that describes the integration and notification options. Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–67
  • 74. Activating Sage CRM Integration with Sage Accpac ERP. Now you can… Start Sage CRM. Perform Sage Accpac Administration tasks. Work with Sage Accpac ERP via Sage CRM. 3–68 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide