Sage ERP Accpac Online 5...Sage ERP Accpac 5.5 and Sage Accpac CRM 6.1 Integration Guide 3–9 Note : If you have previously installed the ICA Client then the wizard will ask you to

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

Sage ERP Accpac Online 5.5

Integration Resource Guide for Sage ERP Accpac And Sage CRM (Updated: July 11, 2010)

Thank you for choosing Sage ERP Accpac Online. 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 Sage ERP Accpac Online.

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

Contents

Chapter 1: Introduction ..........................................1-1

What is Sage ERP Accpac Integration? ......................................................................................... 1-1

Chapter Summary......................................................................................................................... 1-2

Chapter 2: Getting Started .....................................2-1

System Requirements ............................................................................................................ 2-1

Now you can… .............................................................................................................................. 2-1

Now you have… ............................................................................................................................ 3-9

Choose Integration and Notification Options ............................................................................ 3-13

Setting up Sage ERP Accpac Workstations ................................................................................. 3-14

Now you can… ............................................................................................................................ 3-16

Chapter 3: Using SageCRM for Sage Accpac .. 3-17

Starting Sage CRM and Logging in…. .......................................................................................... 3-17

Synchronizing Tables ............................................................................................................ 3-20

Populating Sage CRM with Sage ERP Accpac Data ............................................................... 3-22

Working with Sage CRM for Sage Accpac .................................................................................. 3-23

Company Tabs ...................................................................................................................... 3-24

Promoting a Customer or Vendor ........................................................................................ 3-25

Changing a Customer or Vendor Link............................................................................. 3-28

Viewing O/E and P/O Transactions ...................................................................................... 3-29

View Order Entry Transactions ...................................................................................... 3-30

View Credit/Debit Notes ................................................................................................ 3-37

View O/E Pending Shipments (or P/O Pending Receipts) .............................................. 3-38

View Item Sales (or Purchase) History ........................................................................... 3-40

View Requisitions (P/O only) .......................................................................................... 3-41

View Returns (P/O only) ................................................................................................. 3-42

Viewing Customer and Vendor Aging and Statistical Information ...................................... 3-43

Viewing A/R and A/P Transactions ....................................................................................... 3-46

A/R Posted Transactions ................................................................................................ 3-46

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

A/R Unposted Invoices ................................................................................................... 3-48

A/R Unposted Receipts .................................................................................................. 3-49

A/R Unposted Refunds ................................................................................................... 3-49

Viewing and Modifying Optional Fields ............................................................................... 3-50

Viewing Project and Job Costing Contracts .......................................................................... 3-52

Viewing Return Authorization Documents .......................................................................... 3-57

Sage Accpac A/R and A/P Person and Address Types .......................................................... 3-58

Now you can… ............................................................................................................................ 3-60

Sage ERP Accpac 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 ERP Accpac Integration?

Sage CRM / Sage ERP Accpac 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 ERP Accpac version 5.4 or 5.5. This guide details

integration with version 5.5.

Chapter Summary

1–2 Sage ERP Accpac 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 ERP Accpac Integration

2: Getting Started System requirements and setup

3: Using Sage CRM for Sage ERP Accpac How to configure the Sage CRM and Sage ERP

Accpac servers for Sage ERP Accpac 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 ERP Accpac.


Chapter 4

Activating Sage CRM Integration within Sage

ERP Accpac


How to activate Sage CRM Integration within Sage ERP Accpac 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 ERP Accpac 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/webservices/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 ERP Accpac. 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 ERP Accpac 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 ERP Accpac, 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 ERP Accpac Workstations

You need to run the Workstation Setup utility on any Sage ERP Accpac 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 ERP Accpac 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 ERP Accpac.

Set up Sage ERP Accpac 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 ERP Accpac 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 ERP Accpac 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 ERP Accpac 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

ERP Accpac 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 ERP Accpac 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 ERP Accpac database.



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



Populating Sage CRM with Sage ERP Accpac Data

The Import Customers and Import Vendors functions let you import a range of customers and

vendors from Sage ERP Accpac 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 ERP Accpac, tabs will be available for you to view or edit

Sage ERP Accpac 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 ERP Accpac Integration. These

tabs appear only if the particular company is also a customer or vendor in Sage ERP Accpac.

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 ERP Accpac 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 ERP Accpac.



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 ERP Accpac.

Optional Fields: Customers and Vendors

The Optional Fields tab displays the optional fields that are defined in Sage

ERP Accpac 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 ERP Accpac, 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 ERP Accpac 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.

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.



Field Description

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 6-50.

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 ERP Accpac.

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 ERP Accpac

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 ERP Accpac. 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 ERP Accpac, 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):



Find button.


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 ERP Accpac 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:




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:

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 section, and click



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.

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:



Find button.




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 ERP Accpac 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 section, and click



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.

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.


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



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





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 ERP Accpac 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 ERP Accpac 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 ERP

Accpac. For descriptions of these fields, refer to the Help system in Sage

ERP Accpac.

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 ERP Accpac. 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 ERP Accpac, 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 ERP Accpac 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 ERP Accpac 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 ERP Accpac 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 ERP Accpac 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 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

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 ERP Accpac, 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 ERP

Accpac. 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 ERP Accpac. 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 ERP Accpac via Sage CRM.