Everything You Ever Wanted To Know About The Sage Business Works Act! Link And More4

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Explains the power of this bi-directional link between Sage BusinessWorks and ACT! by Sage.to create CRM capability for small businesses. Presented to Sage partners conference 2009.

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Everything You Ever Wanted To Know About The Sage Business Works Act! Link And More4

  1. 1. Everything You Ever Wanted to Know About the Sage BusinessWorks/ACT! Link and More Donald L. Joseph CMC, Northbrook Consulting Group, Inc.
  2. 2. Introduction • In addition to technical details, we will explore how the ACT!/BusinessWorks Link: – Can move clients close to CRM by providing a picture of both transactional and contact history in one place; – Simplifies lookups and data entry for ACT! Users; – Gets transactional history to remote and handheld users. • We will see why this is the best opportunity of all the ACT! “accounting” links. • We will see why there is a large number of GoldMine user prospects. • We will examine some conversion tools and issues. • This presentation will be available online after the conference. You will receive an email for the Insights session Website approximately 4 weeks after Insights. 3
  3. 3. Learning Objectives • After participating in this session, you will be able to: – explain why BusinessWorks/ACT! makes more sense than the other accounting-linked products – configure the unique advantages of ACT! and BusinessWorks together to enhance your clients’ on-site and remote CRM needs – understand why the demise of GoldMine 6.x creates unique opportunities for you – set-up the link in both the BusinessWorks and ACT! – address data conversion and training issues – explore ACT! Certification or partnering with an ACC 4
  4. 4. Key Concepts and Terms • Sage BusinessWorks Accounting Business Management Business Management – You need better and more timely information to manage than just for accounting – The key software features must give you an operational edge – BusinessWorks has financial, operational and transaction controls that its competitors do not have • Some of the recent scandals may make these more than theory • You’ve outgrown entry-level systems when someone other than a trusted family member is handling financial transactions – Ease-of-use and help systems are important • BusinessWorks is the best I’ve seen 5
  5. 5. Why consider ACT! and the ACT!/BusinessWorks link • Benefits • For sales • For customer service • For anyone in the field • Even for BusinessWorks users 6
  6. 6. Why consider ACT! and the ACT!/BusinessWorks link • For Sales – ACT! is a tool designed for sales and the sales process – Its integration with BusinessWorks helps the salesperson do his/her job • In the office • In the field • Therefore, it’s more likely to be used properly – The ACT! Database can synchronize to notebook computers, PDAs, and smart phones • Historical data and future appointments • In the office • In the field, over the phone network – It gives the company control over the client/prospect list 7
  7. 7. 3rd Party Add-ons extend the CRM reach • 8
  8. 8. 3rd Party Add-ons extend the CRM reach • 9
  9. 9. Why consider ACT! and the ACT!/BusinessWorks link • For Customer Service – A single record shows virtually all of the information about a customer • Past phone calls and meetings • Correspondence (letters, e-mails) • Quotes, Orders, Invoices, Payments, Returns • Scheduled FUTURE calls meetings and other events • Notes, referrals, desired salutation – BusinessWorks transactions and inquiries can be launched directly from the ACT! contact record • Saves time, no BusinessWorks lookup needed • Even faster than shortcuts menu in BusinessWorks • Training can be entirely within the ACT! Launcher for most tasks 10
  10. 10. Why consider ACT! and the ACT!/BusinessWorks link • For anyone in the field – ACT! synchronization capability meets the needs of those who aren’t always “connected” • Each user makes changes to the database • As that remote database is synchronized, it picks up the latest changes from the publisher (master) database and reports its own changes • This also serves as a backup of the information entered on the remote databases • If documents or other files are attached to the contact record, they too can be synchronized – e.g.: transmit job drawings to office – also backs these up 11
  11. 11. Why consider ACT! and the ACT!/BusinessWorks link • Even for internal BusinessWorks users – lookups are easier in ACT! – Customer record creation and maintenance can both be launched from ACT! – For accounting users with customer contact, it is often important to be able to see and record non-transaction-related events (calls, letters, etc.) • A credit manager could see these as well as previous credit holds and releases, returns, other issues 12
  12. 12. 3rd Party Add-ons extend the CRM reach 13
  13. 13. 3rd Party Add-ons extend the CRM reach 14
  14. 14. Market Opportunities • Current ACT! Users switching to BusinessWorks and the link – BusinessWorks and MAS are the only fully-integrated, bi-directional links – BusinessWorks is designed and priced for smaller businesses, most likely to be ACT! Users – “In the Family” discount for Peachtree user upgrades – Savings from integration can provide quick payback, even in this economy • Time, phone charges, spent checking status of events and coordinating schedules • Customer goodwill from prompt, accurate handling of inquiries without need for transfers, callbacks 15
  15. 15. Market Opportunities • GoldMine users switching to ACT! and the link – Front Range has discontinued sales and support of the dBase version of GoldMine rather than make it Vista-compatible – The minimum upgrade version costs twice as much as ACT! Premium even when GoldMine offers special upgrade promos. – Annual maintenance is mandatory and expensive – Although, in 1999, GoldMine was referenced as “ACT! On Steroids”: • ACT! has now equaled or surpassed GoldMine’s feature set for important features • ACT! is much more user-friendly and intuitive – Those using the BusinessWorks/GoldMine link are being forced to migrate as of version 8 – Those getting Vista are being forced to migrate 16
  16. 16. Market Opportunities • BusinessWorks users adopting ACT! and the link – Savings from integration – Protection of one of the company’s most valuable assets—it’s contact list – As ACT! Users do their own inquiries and enter their own quotes and orders • Time savings in accounting and operations departments • Higher accuracy in order entry details • Order entry priority managed more smoothly – The sales rep will be certain the “hot” order gets in first • Fewer status checking and expediting internal communications 17
  17. 17. Market Opportunities • New Customers – BusinessWorks is easier to use than QuickBooks or Peachtree – Time savings can translate to cost savings – Cost of 5-user system • ACT! with Total Care $1,435 • BusinessWorks Client/Server Distribution Bundle with Gold ClientCare Plan 5,484 • BusinessWorks/ACT! Link 395 • TOTAL Software Cost $7,314 – This does NOT consider upgrade or “In The Family” discounts – Even if your consulting/training/installation fees double this, payback should be less than 6 months 18
  18. 18. Why consider ACT! and the ACT!/BusinessWorks link • Let’s look at the link close-up • The California Closets story 19
  19. 19. Why consider ACT! and the ACT!/BusinessWorks link • The California Closets story – I’m there with the owner, it’s after 5:00 – He asks me to answer the phone while he runs out to the shop, he’s expecting a call from “corporate” – The phone rings, it’s not “corporate”, it’s a frantic Laura Spencer – “I’ve taken the day off work tomorrow so you can install my closet, but I got a call saying you wouldn’t install it if you didn’t get my check. I sent the check. – I calmly look up Laura Spencer in ACT! – This is what I see on the History Tab and the Activities Tab 20
  20. 20. The California Closets story 21
  21. 21. The California Closets story • So I can assure her: – Her payment was received. – Her installation is still scheduled for 8:30 am tomorrow. – Chris, her designer, will call her around 10:00. • Then it occurs to me what just happened: – It was after 5:00, the company was closed. – I don’t even work for the company. – I answered an accounting question, an installation question, and a customer service question. – A very anxious customer was now totally satisfied. • I call that Customer Relationship Management! 22
  22. 22. History tab on a CUSTOMER link 23
  23. 23. History tab on a CUSTOMER link 24
  24. 24. Sage BusinessWorks tab on a CUSTOMER link 25
  25. 25. Sage BusinessWorks tab on a CUSTOMER link 26
  26. 26. History tab on a VENDOR link 27
  27. 27. History tab on a VENDOR link 28
  28. 28. Sage BusinessWorks tab on a VENDOR link 29
  29. 29. The Sage BusinessWorks menu in Create links to BW Customers or Vendors | V 30
  30. 30. The Sage BusinessWorks menu in Create links to BW Customers or Vendors Create New Customer/Vendor from contact >>> Link to Existing Customer/Vendor from contact >>> Link to Existing Customer/Vendor from lookup >>> Let ACT! Link records automatically >>> 31
  31. 31. The Sage BusinessWorks menu in To let ACT! automatically create links between existing BusinessWorks and ACT! databases 32
  32. 32. The Sage BusinessWorks menu in These are the only fields we can match on! 33
  33. 33. The Sage BusinessWorks menu in The Linked Contacts Summary 34
  34. 34. The Sage BusinessWorks menu in Allows you to update linked contact fields to reflect changes made in either ACT! or BusinessWorks. 35
  35. 35. The Sage BusinessWorks menu in For Two Way Update Only: If a field has been changed in both products Current>>>>> which value will “win”? Current Contact or All v All>>>>> v Direction to Update v Two-way>>>>> One-way: ACT! to BW>>>>> One-way: BW to ACT!>>>>> 36
  36. 36. The Sage BusinessWorks menu in Remember to “Update all linked contacts” on a regular basis to assure that linked fields are kept synchronized 37
  37. 37. The Sage BusinessWorks menu in Window will show the changes made by the previous Update Linked Contacts. 38
  38. 38. The Sage BusinessWorks menu in Import Accounting Records Window will show all presently un- linked records of >>>> type(s) specified. 39
  39. 39. The Sage BusinessWorks menu in The link must be set-up in BusinessWorks first for every BW company/ACT! database combination. 40
  40. 40. A LOOK AT OTHER ACT! ACCOUNTING LINKS
  41. 41. Summary • MAS 90 and 200 link – Super powerful and flexible, free – Most MAS users probably a better fit for SalesLogix or SageCRM than ACT! • Peachtree link – Can create PT customers (only) from ACT! – No ACT! history created from PT transactions – Cannot initiate PT transactions from ACT! – No drilldown, summary information only – 2010 version’s major enhancement is “unlimited contacts” – Free • QuickBooks link – Similar to PT but $100 SRP – Version sensitivity high and usually delayed release (QB is non-Sage) – Known issues list is very long – Many ACCs have declined to sell or support it 42
  42. 42. Comparison of Peachtree and BusinessWorks ACT! Links Peachtree Feature BusinessWorks (1) Convert Contact to Yes Yes Customer or Vendor Initiate Customer Maintain Customers, Maintain Quotes, Maintain Sales No Transactions from ACT! Orders, Direct Invoicing Initiate Vendor Maintain Vendors, Maintain Purchase Orders, Enter No Transactions from ACT! Invoices (1) The specific transactions allowed and posted to history are selected on the link setup screen. The user must have appropriate security settings in both ACT! and BusinessWorks. 43
  43. 43. Comparison of Peachtree and BusinessWorks ACT! Links Feature BusinessWorks (1) Can Display Customer Summary, Customer Inquiry, Quote Inquiry, Sales Order Inquiry, Open Quotes, Proposals, Sales Initiate Customer Invoice Inquiry. Actually uses BusinessWorks Inquiry Orders, Invoices and Credits, and Inquiries from ACT! Programs. All drill-down capabilities as to status, line Receipts, for a selectable date items, resulting purchase orders, their status, etc. range. No drill-down capabilities beyond summary lines displayed. Vendor Inquiry, Purchase Order Inquiry. Actually uses No. Show purchases and Initiate Vendor BusinessWorks Inquiry Programs. All drill-down payments for previous 12 months Inquiries from ACT! capabilities as to status, line items, linked sales orders, only. their status, etc. 44
  44. 44. Comparison of Peachtree and BusinessWorks ACT! Links Feature BusinessWorks (1) Invoices, Void Invoices, Credit Memos, Debit Memos, Apply Post Customer Open Credits, Apply Deposits, Post Receipts, Void Checks, Transactions to Refund Checks, Part Returns/Invoice Returns; Create, Cancel, No ACT! History Tab Reopen, or Delete Quotes; Create, Cancel, Reopen, Place on (2) Hold, Release from Hold, or Delete Sales Order;. Post Vendor Enter Invoices, Void Invoices, Credit Memos, Debit Memos, Transactions to Manual Payments, Apply Open Credits, Print Checks, Void No ACT! History Tab Payments; Create, Cancel, Receive, Reopen, Delete, Return (2) Purchase Orders. (2) Any transactions posted to history will be synchronizable with remote databases and will generally contain the login ID of the person making the transaction, the transaction type, transaction number, and transaction dollar amount. 45
  45. 45. DETAILED LINK SETUP INSTRUCTIONS
  46. 46. To synchronize mapped fields in linked contacts: • For each BusinessWorks company and ACT! Database pair. • Multiple ACT! Contacts can be linked to each BusinessWorks company: – Some can be customers; – Some can be vendors. • There is NO linking from ACT! companies to BusinessWorks companies. • Do your field mapping before you start—changes are very complicated. 47
  47. 47. LINK SETUP Requirements • All ACT! database users must have permissions for 'Accounting link tasks' (Tools>Manage Users) – Administrators have this – Managers and standard users must have it in “Added Permissions” column
  48. 48. Setting up the link—start on the side The link itself installs as a separate This must Windows app. be run for If not already each BW installed, will company/ offer to do so ACT! Data- here. base combi- nation. 49
  49. 49. Setting up the link—start on the side Allow ACT! to update Sage BusinessWorks contact information? 50
  50. 50. Setting up the link—start on the side The logged-in user’s specific <----------------rights for this BusinessWorks company will control. This defines which BusinessWorks CUSTOMER inquiries and transactions will be allowed from ACT! 51
  51. 51. Setting up the link—start on the side This defines which BusinessWorks A/R (& O/E Invoicing) and Cash Management transactions will be posted to ACT! history. 52
  52. 52. Setting up the link—start on the side This defines which BusinessWorks Quote and Sales Order transactions will be posted to ACT! history. 53
  53. 53. Setting up the link—start on the side The logged-in user’s specific <----------------rights for this BusinessWorks company will control. This defines which BusinessWorks VENDOR inquiries and transactions will be allowed from ACT! 54
  54. 54. Setting up the link—start on the side This defines which BusinessWorks VENDOR Purchase Order transactions will be posted to ACT! history. 55
  55. 55. Setting up the link—start on the side This defines whether ACT! History will be created when users: 1. Create new BW Customers 2. Create new BW Vendors 3. Synchronize ACT! & BusinessWorks contact information 56
  56. 56. Setting up the link—start on the side Reviews all of your choices. You can Finish Setup Wizard or use <Back button to make changes. 57
  57. 57. Setting up the link—start on the side This is where BusinessWorks CUSTOMER fields are mapped to ACT! fields. 58
  58. 58. Setting up the link—start on the side This is where BusinessWorks VENDOR fields are mapped to ACT! fields. 59
  59. 59. Setting up the link—start on the side Technical Note •The mappable ACT! fields are predetermined. •Renaming the fields in the ACT! database will not rename them in this list. •Custom fields will not appear in this list. •USER01 through USER10 are included • Changing data type can cause problems •The Home Address and related fields are not included. 60
  60. 60. Now we can go back to the side and do the setup 61
  61. 61. Now we can go back to the side and do the setup If the Sage BusinessWorks >>>>> link doesn’t show up here, make sure it was installed (by doing setup in BW) and that ACT! was closed and reopened after the installation. 62
  62. 62. Now we can go back to the side and do the setup If you don’t see the company here, you didn’t do the BW setup first. 63
  63. 63. Now we can go back to the side and do the setup Click “Restore Defaults” to pull the settings Mapping should from BW to ACT! not be changed | here—it is part of | the BusinessWorks V setup. 64
  64. 64. LINK SETUP Requirements • To begin recording history in ACT!, an ACT! administrator must be the first user to create a history item in ACT!. – If a non-administrator uses the link and creates history before the administrator, the history does not link properly. – Perform the following steps to create the first history item in ACT!: 1. Log on to ACT! as an ACT! administrator. 2. Create a contact in ACT!. 3. Select Sage BusinessWorks / Create Edit Contact Link. Link the ACT! contact to a new or existing Sage BusinessWorks record. 4. Select to either link the ACT! record to an existing Sage BusinessWorks record or create a new Sage BusinessWorks record on-the-fly. Linking to a BusinessWorks record generates a history item.
  65. 65. This should complete setup: • For this BusinessWorks company and ACT! Database pair. • Multiple ACT! Contacts can be linked to each BusinessWorks company: – Some can be customers; – Some can be vendors. • There is NO linking from ACT! companies to BusinessWorks companies. • Do your field mapping before you start—changes are very complicated. 66
  66. 66. Back to the rest of the ACT! Link utilities 67
  67. 67. Back to the rest of the ACT! Link utilities 68
  68. 68. Back to the rest of the ACT! Link utilities 69
  69. 69. Back to the rest of the ACT! Link utilities 70
  70. 70. Back to the rest of the ACT! Link utilities 71
  71. 71. Data Conversion Any ACT! or BusinessWorks database can be transferred to the other with relative ease, if new If both exist, automatic matching will do a fair job, but the Customer ID and Vendor ID are NOT available as matching fields GoldMine databases can be brought into ACT!, but the trick is to bring in history, attachments and, often, GoldMine e-mail -ASDS MigrateAdmin: $299 (licensed per database, but you can do a trial run of 500 records before buying the license) -various ACT! Certified Consultants will do it, some on an hourly basis, some on a fixed price basis, some on a fixed price per record basis 72
  72. 72. Data Conversion Assistance The following ACT! consultants also offer data conversion assistance: • Patricia Egen Patricia, Egen Consulting, Chattanooga, TN, 423-875-2652, www.egenconsulting.com • Geoff Blood, The New Hampton Group, Mountain View, CA, 650-964-2590, www.tnhg.com • Geoff Boulden, Twelve/Three Marketing, Inc., Amherst, NY, 716- 837–5727, www.twelvethree.com • Kevin Chieff, Soft Skills, Inc., Rumson, NJ, 800-305-4888, www.softskills.com For information about MigrateAdmin2008R2 GoldMine to ACT!2007, 2008, 2009: http://www.asdscomputer.com/products/migrateadmin2008/ 73
  73. 73. Summary • The ACT!/BusinessWorks link creates a software suite that empowers users with CRM and supply chain management tools that are extremely powerful at very low cost. • An existing database on either side is easily brought to the other side. • The implementation cost is usually less than ½ of a full-time person with a payback measured in months. • No other combination offers the two-way integration, except for MAS (which costs much more). • There is a large base of GoldMine (dBase) orphans looking for this kind of solution. 74
  74. 74. Questions? 75
  75. 75. Your Feedback is Important to Us! • Please complete the evaluation form for this session. • Your feedback helps us improve future sessions and presentation techniques. • Please include your session code on the evaluation form: VAL13 • Don Joseph Contact Information: direct line: 847-835-0979 mobile: 847-338-3564 djoseph@northbrookconsulting.com • Thank you for your participation. 76

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