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

Sage Accpac Online 5.5

Integration Resource Guide for ERP and CRM

ii Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide

© 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.

Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide iii

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

iv Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide

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

Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide 1–1

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.

Chapter Summary

1–2 Sage Accpac ERP 5.5 and Sage Accpac CRM 6.1 Integration Guide

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

Accpac ERP

How to configure the Sage CRM and Sage

Accpac ERP servers for Sage Accpac ERP

integration.


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.

Installing the Citrix client…


Chapter 3

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.



Go to the Internet browser and type http://www.sageaccpaconline.com

and select Go (or Enter.)



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.



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.



Click on Next…



For the License Agreement, select “I accept the license agreement” and

click

on Next…

Click on next.



Click on next.

When you get the following screen, the Citrix Client installation is complete:



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.

Activating Sage CRM Integration with Sage Accpac ERP.


Chapter 4

Activating Sage CRM Integration within Sage

Accpac ERP


How to activate Sage CRM Integration within Sage Accpac ERP and how to

setup integration and notification options.


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



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.



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.

13. Select Web Services from the Sage CRM Synchronization

Method dropdown.

14. Click on the Sage CRM Web Services URL button to complete

the process.

15. The URL should show something like …

http://ODATLCRMWEB01/A4WXXXCMPCRM/eware.dll/webser

vices/soap

16. You can 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.



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.



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.



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:



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.



Now you can…

Activate Sage CRM within Sage Accpac ERP.

Set up Sage Accpac ERP workstations.

Explain notification options.



Chapter 5

Using Sage CRM for Sage Accpac


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.



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.



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.



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.



42. Select Continue at the bottom of the screen to proceed.



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.



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. Enter the 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.



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.



Aging and Statistics: Customers and Vendors

The Customer (or Vendor) Statistics tab appears for both

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 Vendors

The Optional Fields tab displays the optional fields that are

defined in Sage Accpac ERP for the customer or vendor, and lets

you edit the optional fields.



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 Vendors

If you use Sage Accpac Project and Job Costing, the P/M Inquiry

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 Vendors

If you use Sage Accpac Return Material Authorization (RMA), the

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.



51. 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.

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. Select the 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

Customer

Number

A 12-character unique customer number.

Can be alphanumeric.



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

Group

Select from the list of choices in the list.

Terms Payment terms. Select from the list of

choices in the list.

Vendor fields:

Field Description

Sage Accpac

Vendor Number

A 12-character unique 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):



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.



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.



To select and view a company (customer or vendor):





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.



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.



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.



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.



10. If the 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.



11. To view more details about a location listed on the Order

Detail form, select a hyperlink in the Location column, to open

the following:

12. To view 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



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,



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. If the 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.



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



− 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.



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.



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.



(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.


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.



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. In the Filter fields, enter the criteria to retrieve the items you

want to see, and click the Filter button.



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.




Filter. To refine your list of documents displayed, enter the fields in the Filter

section, and click the Filter button. For instance:



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:



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.


Filter. To refine your list of documents displayed, enter the fields in the Filter




You can choose to display only the returns that fall within the range of


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.



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:





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.



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.



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.



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.



You can use the following features on this form:

Filter. To refine the list of documents displayed, enter the fields in the Filter




You can choose to display only the documents that fall within the range of


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.



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.




Document Number hyperlink. To view the details of a document, select this

hyperlink.


Document Details form is displayed.


View document. To view the details of a document, select the Document

Number hyperlink. This

Optional Fields hyperlink. To display optional fields’ information, click on

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.




View document. To view the details of a document, select the Check/Receipt No.

hyperlink.




View document. To view the details of a document, select the Document

Number hyperlink.



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.


View document. To view the details of a document, select the Document Number

hyperlink.






View document. To view the details of a document, select the Edit button

or the Document Number hyperlink



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.



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. To enter 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



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).



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.



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 contract summary

• To view a summary of a contract, click the contract’s Drill

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:



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

Transaction Details

To view a summary of the transaction, click the Drill Down

button to open the following form:



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.


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.



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:




To refine your list of displayed transactions, enter the fields in the Filter


− 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 RA summary

• To view a summary of a return authorization, click the return

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.



− 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:



A/R or A/P Contacts (on the Person edit screen)

A/R or A/P Addresses (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.



Now you can…

Start Sage CRM.

Perform Sage Accpac Administration tasks.

Work with Sage Accpac ERP via Sage CRM.