sage erp accpac online 5.6 integration resource guide for demo accounts(crm … · 2011-12-28 ·...

Sage ERP Accpac Online 5.6 and Sage Accpac CRM 6.2 Demo Integration Guide i

Sage ERP Accpac Online 5.6 Integration Resource Guide

for DEMO accounts(Sage CRM 6.2)

(Updated: February 1, 2011)

Thank you for choosing Sage ERP Accpac Online. This Resource Guide for the demo

environment 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 Online 5.6 and Sage Accpac CRM 6.2 Demo Integration Guide

© Copyright 2010 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

Sage ERP Accpac Online 5.6 and Sage Accpac CRM 6.2 Demo Integration Guide iii

Contents

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

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

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

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

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

System Limitations: ............................................................................................................................. 2-1

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

Now you have… ....................................................................................................................................... 3-12

Now you can… ......................................................................................................................................... 3-21

Choose Integration and Notification Options ........................................................................................... 3-22

Chapter 3: Using SageCRM for Sage Accpac3-24

Starting Sage CRM and Logging in…. ..................................................................................................... 3-24

Synchronizing Tables ........................................................................................................................ 3-27

Populating Sage CRM with Sage ERP Accpac Data ........................................................................ 3-29

Working with Sage CRM for Sage ERP Accpac ...................................................................................... 3-31

Company Tabs .................................................................................................................................. 3-32

Promoting a Customer or Vendor ...................................................................................................... 3-34

Changing a Customer or Vendor Link ........................................................................................ 3-39

Viewing O/E and P/O Transactions ................................................................................................... 3-40

View Order Entry Transactions ................................................................................................... 3-42

View Credit/Debit Notes .............................................................................................................. 3-51

View O/E Pending Shipments (or P/O Pending Receipts) ......................................................... 3-53

View Item Sales (or Purchase) History ....................................................................................... 3-55

iv Sage ERP Accpac Online 5.6 and Sage Accpac CRM 6.2 Demo Integration Guide

View Requisitions (P/O only) ....................................................................................................... 3-56

View Returns (P/O only) .............................................................................................................. 3-58

Viewing Customer and Vendor Aging and Statistical Information ..................................................... 3-59

Viewing A/R and A/P Transactions .................................................................................................... 3-63

A/R Posted Transactions ............................................................................................................ 3-64

A/R Unposted Invoices ................................................................................................................ 3-67

A/R Unposted Receipts ............................................................................................................... 3-68

A/R Unposted Refunds................................................................................................................ 3-69

Viewing and Modifying Optional Fields .............................................................................................. 3-70

Viewing Project and Job Costing Contracts ...................................................................................... 3-72

Viewing Return Authorization Documents ......................................................................................... 3-78

Sage ERP Accpac A/R and A/P Person and Address Types ............................................................ 3-80

Now you can… ......................................................................................................................................... 3-82

Sage ERP Accpac Online 5.6 and Sage Accpac CRM 6.2 Demo Integration Guide 1–1

Chapter 1

Introduction

Thank you for choosing Sage ERP Accpac Online Hosted Services. This Resource Guide for

demo accounts, 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 Online 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 6.2 can be integrated with Sage ERP Accpac version 5.5 or 5.6.

This demo integration guide details integration with version 5.6.

Chapter Summary

1–2 Sage ERP Accpac Online 5.6 and Sage Accpac CRM 6.2 Demo 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 Sage ERP Accpac online CRM 6.2

and Sage ERP Accpac online ERP 5.6 (for demo accounts).

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

System Limitations:

− Microsoft Office 2007 and older

− Sage ERP Accpac Online CRM Interactive Dashboard is disabled and

currently non-functional.

Installing the Citrix client…


Now you can…

List system requirements for client workstations for accessing Sage ERP Accpac online CRM and

Sage ERP Accpac online ERP.



Chapter 3

Installing the Citrix Client


Installing the Citrix client.


To logon to the Sage ERP Accpac Online demo 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 ERP

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.

Select the demo tab to which you are subscribed to:

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 (depending on

whether for PC’s or Mac’s).



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 demo tab link on the logon page as shown below… and

start your Sage Accpac Online ERP Business Partner Demo version.

2. Log on as the ADMIN user in your company database. If security is activated in Sage ERP

Accpac, you will need to enter the password for the ADMIN user.



3. If you do not already see the Sage CRM icon on the left

side, that means that Sage CRM is not yet activated.

4. Choose Data Activation from Administrative Services.

5. From the Applications for Activation list, select the

appropriate version of Sage CRM Integration, and choose Activate.

6. This opens the Sage CRM Integration Activation dialog box.



7. Enter the SageCRM Installation Name e.g. “DXXINCCRM” (where XX denotes your

install name) and click on Next.



8. You will now be required to “Activate” your Sage CRM Integration component.



9. Once the Sage CRM Integration module is activated, you can click on “Close” to exit out

of Data Activation.

10. You should now see the SageCRM program folder icon.

11.

12.



13. Open the Sage CRM Setup option and you will get the below dialog box.

Update the following fields accordingly:

14. In the Sage CRM Installation Name field, enter the name of your Sage CRM installation i.e.

DxxINCCRM (“xx” being the install name)

15. The Logon User for Sage Accpac ERP integration is “accpaccrmuser”and the Password is

“accpaccrmuser” (NOTE: This cannot be changed! Changing this will cause your integration from

Sage ERP Accpac to fail.)

Setting up Sage ERP Accpac Workstations


16. The Sage CRM Server Name will be ODATLCRMDEMO1.

17. Select Web Services from the Sage CRM Synchronization Method dropdown.

18. Click on the Sage CRM Web Services URL button to complete the process. The URL should

show something like … http://ODATLCRMDEMO1/DxxINCCRM/eware.dll/webservices/soap

19. You can have the following checkboxes checked for the “Acknowledge operations”, “Display

Errors” and “Log Errors”.

20. Click Save to complete the E/W SageCRM Setup. Click Close to exit.


To run Workstation Setup:

1. Select the Sage CRM folder, and choose Workstation Setup.

2. 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.



3. Click Close, and the following window appears:

As Sage CRM Web Services is being used, the Web Services URL will display.

4. Click on the “Test” button to confirm. You should see a pop up quickly flash by like the

following

This will be replaced by the following success message.



Now you can…

Activate Sage CRM within Sage ERP Accpac.

Set up Sage ERP Accpac workstations.

Explain notification options.



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 demo 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:

1. Select the Sage CRM folder and choose Sage CRM Setup. The E/W Sage CRM Setup form

appears:

2. 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.)

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://ODATLCRMDEMO1/DxxINCCRM/eware.dll/webservices/soap where ODATLCRMDEMO1 is

the server name and DxxINCCRM is the installation name.



The adjacent Sage CRM Web Services URL button updates the Server Name and

Installation Name portions of the URL.

3. 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.

4. Click Save to complete the setup process, and then click Close to exit.



Chapter 5

Using Sage CRM for Sage ERP Accpac online


Starting Sage CRM for Sage ERP Accpac online.

Performing Sage ERP Accpac Administration tasks.

Working with Sage ERP Accpac via Sage CRM.

Starting Sage CRM and Logging in….

To start Sage CRM:

1. Go to a browser and type in either -

http://64.88.171.20/DxxINCCRM/eware.dll/go OR

http://64.88.171.20/DxxLTDCRM/eware.dll/go

[NOTE: where “xx” denotes your SageCRM demo install ]

[NOTE: where INC denotes a US$ account and LTD a C$ account]

2. You should also see that this install is “Licensed to

DxxINCCRM” (your install name)

3. Enter in your User Name and Password to login as given to you

in your Welcome email.



To set up Sage ERP Accpac User integration:

1. Start Sage CRM, select the Administration menu, and select the Users button.

2. 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).

3. Use the buttons on the right hand side of the screen to search for an existing user or add

a new user (according to the number of licenses you have). When you select an existing

user, the User Details screen is displayed.

4. 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.)



**NOTE**:

At this stage, launching UIs from Sage CRM is disabled.

These have been disabled.

Only Inquiry, Promote and Optional fields are allowed.

5. You need to supply a unique Sage ERP Accpac User ID and Sage ERP Accpac

Password even if security in Sage ERP Accpac has been disabled.

NOTE:

The Admin user in CRM should have the

Accpac user ID = ADMIN and

Accpac Password = ADMIN

6. Select each of the Sage ERP 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.



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:

1. At the Sage ERP Accpac Administration screen, choose Synchronize Tables. The following

form appears.

2. Select the Sage ERP Accpac company name.

3. Select each of the tables that you want to synchronize.

4. Click the Synchronize button.

When synchronization is completed, CRM displays the values extracted from the Sage ERP

Accpac database.



5. 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:

1. At the Sage ERP Accpac Administration screen, choose either the Import Customers button

or the Import Vendors button.

The following appears (for Import Customers):

Select the company that you are importing from.

2. 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.



3. 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.

4. 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.

5. 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.

6. Select the Import from Sage ERP 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.



Click Continue to exit.

7. Repeat for each company.

Working with Sage CRM for Sage ERP 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

informatio

n

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

ERP 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 ERP 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 ERP 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 ERP 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 ERP 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 ERP 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:

1. On the Main Menu, select the Find button.

2. 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.

3. 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.

4. Select the Promote To Accpac tab, and then choose the Sage ERP Accpac Company, and

whether you want to promote the company to being a Sage ERP Accpac customer or

vendor.



For example, if promoting to a customer, the Enter … New Customer screen is displayed.

5. Enter the details. The following table explains the standard fields.



Customer fields:

Field Descript ion

Sage ERP 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.

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 Descript ion

Sage ERP 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 ERP 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 6-70.

6. When you click the Promote to Customer/Vendor button, the Customer/Vendor Promoted to

Sage ERP 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 ERP 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 ERP Accpac Admin | Import Customers/Vendors, the Promote To Accpac tab shows

the Sage ERP 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 ERP 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 ERP 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 ERP Accpac customer/vendor number.

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

1. On the Main Menu, select the Find button.

2. 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.

3. 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 ERP 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

ERP 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 ERP 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 ERP 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

1. Select the customer’s O/E Inquiry tab (or vendor’s P/O Inquiry tab).



2. Select the Credit/Debit Note option. A list of credit/debit notes appears, if any.

3. 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.

4. 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 ERP 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

1. Select the customer’s O/E Inquiry tab (or vendor’s P/O Inquiry tab).

2. Select the Sales History option (or Purchase History on the P/O Inquiry tab).

3. 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.



4. 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:


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

the Filter button. For instance:


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 ERP Accpac customer or vendor number.