3076 Sage 50 Accts ACT! Link guide.indd
Transcription
3076 Sage 50 Accts ACT! Link guide.indd
50 Payroll Accounts Payroll 2008 Self Developer ACT! Self Study Link Study Course Edition 2008 CD ROM StageStage 1 2 1 Quickstart Guide Sage (UK) Limited Copyright Statement Contents If this documentation includes advice or information relating to any matter other than using Welcome to our quick start guide designed to help you link Sage 50 ACT! to Sage 50 Accounts. Sage software, such advice or information is provided for information purposes only. While Sage takes reasonable steps to ensure the accuracy and completeness of such information, it can only be general in nature. You should therefore take appropriate steps to ensure it is correct and relevant to your circumstances. You should also consider taking professional Introduction 2 software comply with statutory requirements. Installation 3 No part of this documentation may be copied, photocopied, reproduced, translated, Setting up the Sage 50 Accounts ACT! Link 6 Limited, publisher of this work. To create a logon name in Sage 50 Accounts 6 Use of the software described in this documentation is subject to Sage (UK) Limited’s Licence To link Sage 50 ACT! and Sage 50 Accounts 7 advice when appropriate, for example, to ensure that the results obtained from using the microfilmed or otherwise duplicated on any medium without prior written consent of Sage (UK) Agreement enclosed with, or displayed by, that software. Sage, the Sage logo, and other Sage logos and brands are either registered trademarks or trademarks of Sage (UK) Limited, or its holding company, The Sage Group PLC. All other To Import Sage 50 Accounts records into Sage 50 ACT! 10 To create links for new Sage 50 ACT! Contacts 12 To use Sage 50 ACT! to create new records in Sage 50 Accounts 13 To update Linked Contacts 14 To set up a roving user 15 Multi-user versions of Sage 50 ACT! 16 Licensing 16 Access rights and shared directories 16 Administrative rights 17 marks are trademarks or registered trademarks of their respective owners. Sage (UK) Limited North Park Newcastle upon Tyne NE13 9AA 1 Introduction Installation Linking Sage 50 ACT! and Sage 50 Accounts brings together the benefits of a Customer 1. Insert the Sage 50 Accounts ACT! Link CD into your CD drive then from the Welcome Relationship Management product and your Sage Accounts software. By doing, this you can manage your business contacts and view a summary of your accounts at the same time. Once you have linked the two programs, in addition to all the usual contact information you can also view the accounts information for your contacts when you are using Sage 50 ACT! This lets you see which business contacts are more profitable than others, which customers are late payers and when they last paid their bills. When you link Sage 50 ACT! and Sage 50 Accounts, the contact information appears in the window, click Install ACT! If the installation does not start automatically, open the Microsoft Windows Start menu, choose Run then in the Open box, enter d:\setup Note: If your CD drive letter is different to that above, please replace d with the appropriate letter. The Software Licence Agreement window appears. top half of the Sage 50 ACT! desktop. To view a summary of the account details that relate to that contact, click the Sage Accounting Program tab. By linking Sage 50 ACT! and Sage 50 Accounts, you can: ■ View the financial status of a customer or supplier contact. For example, their credit limit and when they last paid an invoice. ■ Create an invoice, order or quotation to send to a contact. Note: Orders are only available in Sage 50 Accounts Professional. Quotations are only available in Sage 50 Accounts Plus and Sage 50 Accounts Professional. ■ View the account history of a contact without changing programs or windows. ■ View stock details. This guide explains how to create the link between Sage 50 ACT! and Sage 50 Accounts so that you can use them together. This guide does not have instructions about using Sage 50 ACT! Note: If you are using Sage 50 ACT! in a multi-user environment, the users must exist in your ACT! database. Before installing Sage 50 Accounts ACT! Link, you must have Sage 50 ACT! 2008 installed. 2 2. When you have read the Licence Agreement, to continue with the installation, click Yes. The Choose Destination Location window appears. 3 Note: Sage 50 ACT! 2008 and Sage 50 Accounts ACT! Link are Windows Vista compatible, therefore you do not need to change the default location. 4. Check that the information you have provided is correct then to continue, click Next or to change any of the details, click Back. The Sage 50 Accounts ACT! Link driver installs. When complete, the InstallShield Wizard Complete window appears. 3. To accept the default settings and continue, click Next. Tip: If required, to change the default locations, click Browse, locate and select the required folder then click Next. The Start Copying Files window appears. 5. To close the wizard, click Finish. You have successfully installed the ACT! Link for 50 Accounts. 4 5 Setting up Sage 50 Accounts ACT! Link To use Sage 50 Accounts ACT! Link together, you must first complete the following tasks: ■ Create a unique logon name and password in Sage 50 Accounts. This is used to make the link to Sage 50 ACT! For further information about this, please refer to the following section To create a logon name in Sage 50 Accounts. ■ Create the link between Sage 50 ACT! and Sage 50 Accounts. For further information about this, please refer to the section To link Sage 50 ACT! and Sage 50 Accounts on page 7. ■ click Close. The User Access Rights window appears. 5. To close the User Access Rights window and return to the Sage 50 Accounts desktop, click Close. You have now created a logon name and password. This is used to link Sage 50 ACT! to Sage 50 Accounts. If required, to import your Sage 50 Accounts Customer and Supplier Records into Sage 50 ACT! For further information about this, please refer to the section To import Sage 50 Accounts records into Sage 50 ACT! on page 10. ■ 4. Enter a new logon name and password, select the Full Access option, click Save then If required, to create links between existing Sage 50 ACT! Contacts and Sage 50 Accounts Customer and Supplier Records, please refer to the section To create links for new Sage 50 ACT! Contacts on page 12. After completing these steps, you can access your Sage 50 Accounts data and update To link Sage 50 ACT! and Sage 50 Accounts 1. Within Sage 50 ACT! open the Sage Accounting Program menu then choose Setup. The first time you set up the link between Sage 50 ACT! and Sage 50 Accounts, Sage 50 ACT! searches the PC for Sage Accounting Link drivers. The Accounting Link window appears. your customer or supplier data in Sage 50 Accounts, directly from Sage 50 ACT! To create a logon name in Sage 50 Accounts 1. Within Sage 50 Accounts, open the Settings menu, choose Company Preferences then click Parameters. The Parameters window appears. 2. Within the Others area, select the Access Rights check box then click OK. The Sage 50 Accounts desktop appears. 3. Open the Settings menu, choose Access Rights then choose New. The Create New User window appears. 6 7 2. To continue, click Next. Live Data Path Enter the path to the Accdata folder, for example, C:\Program Files\Sage\Accounts\ The Choose the accounting program that you want to link to ACT! window appears. Accdata. If required, click Browse then 3. From the drop-down list, choose Sage Accounting Program then click Next. locate and select the Accdata folder then click OK. The ACT! Driver Setup – 50 Accounts window appears. Tip: To confirm the location of the Accdata 4. Complete the ACT! Driver Setup – Sage Line 50 window as follows: folder, within Sage 50 Accounts, open the Help menu, choose About then click Accounts User Name and Password System Information. From the left-hand Enter the logon name and password. pane, select Directories, the data path This information is used by Sage 50 ACT! appears in the right-hand pane. To view the to recognise the Sage 50 Accounts user. full path, hover the cursor over the value. This is the only time this logon name should Local Data Path This box is only active if you selected be used. Keep a personal copy of the accounts Keep a personal copy of the accounts To create a snapshot of your accounting tab information. tab information data and save those files into a different Enter the directory where you want your directory, select this check box. This data data to be held. can be used any time you cannot access Sage 50 Accounts data. For example, if you History View Transaction count This limits the number of transactions that have a laptop that is connected to a Sage appear on a single page when you click 50 Accounts network, you can save your View History. Enter the required number of accounts data and disconnect the laptop transactions, by default 150 appears. to take to meetings. Note: The accounting information is only 5. To continue, click OK. up to date at the time it is created. The Sage Accounting Program tab displays The Data Mapping window appears. a date for the accounting information. Allow this user to change data in the To send updates from Sage 50 ACT! to accounts product Sage 50 Accounts, select this check box. Sage 50 Accounts single user versions, if you select this check box, you cannot have Sage 50 ACT! and Sage 50 Accounts open at the same time. To update your contact information, you must close Sage 50 Accounts. 8 9 2. Complete the Sage Accounting Program window as follows: 6. Confirm the data mappings are correct. If required, to revise data mapping, from the Accounting Record drop-down list choose Customer or Supplier, click into the Sage Record Type Accounting Program Field column for the required ACT! Field then choose the required box name. When complete, click Finish. The Sage 50 ACT! desktop appears. Choose from Customer, Supplier or All Record Types. Sage Accounting Program Contacts Select the records that you want to import to Import into Sage 50 ACT! You have now set up the accounting link and can import the Contact Records from As you select records, the Records Sage 50 Accounts. Selected number displays the number of records you have selected to import. Tip: To import all of the listed records, To import Sage 50 Accounts records into Sage 50 ACT! click Select All. Note: If the records already exist in Sage 50 ACT!, please refer to the section To create links for new Sage 50 ACT! Contacts on page 12. 1. Within Sage 50 ACT! open the Sage Accounting Program menu then choose Import Accounting Records. The Sage Accounting Program window appears. 3. To continue, click OK. The records import. When complete a records imported successfully message appears. 4. To close the message and return to the Sage 50 ACT! desktop, click OK. The selected customer or supplier contact details from Sage 50 Accounts appear in the Contacts List. 10 11 You can change the contact details in Sage 50 ACT! or Sage 50 Accounts and use the Update Linked Contacts option to copy those changes to either program. You can also create new contact details in Sage 50 ACT! and link the record to an existing Customer or Supplier Record in Sage 50 Accounts. To create links for new Sage 50 ACT! Contacts The link updates and the Sage 50 ACT! desktop appears. You have successfully linked a single Sage 50 ACT! Contact Record to a record in Sage 50 Accounts. To use Sage 50 ACT! to create new records in Sage 50 Accounts You can link individual Sage 50 ACT! records to individual Sage 50 Accounts records. You may want to do this if you have created a new contact and want to link it to a record that 1. Within Sage 50 ACT! select the record that you want to copy to Sage 50 Accounts already exists in Sage 50 Accounts. then from the Sage Accounting Program menu, choose Create/Edit Contact Link. If you have a Contact Record in Sage 50 ACT! that does not appear in Sage 50 Accounts, The Establish a Link window appears. you can create these records automatically in Sage 50 Accounts. For further information about this, please refer to the section, To use Sage 50 ACT! to create new records in Sage 50 Accounts on page 13. 1. Within Sage 50 ACT! select the Contact Record that you want to connect to an existing Sage 50 Accounts record then open the Accounting menu and choose Create/Edit 2. Select the Create a new record and establish a link in Accounting Link from the current ACT! contact option then from the drop-down list choose Customer or Supplier and click Next. The Create an Account in Sage Accounts window appears displaying the details from the Contact Record. Contact Link. 3. In the Account ID box, enter a unique identifier, this is used as the account code in The Establish a Link window appears. 2. Select the Link the current ACT! contact to an existing Accounting Link record option then Sage 50 Accounts, then click Next. The Update Status window appears. from the drop-down list, choose whether you want to connect to an existing Customer or Supplier and click Next. 4. By default the Yes, allow updates for this link option is selected, if you do not want to update your Contact Records when a change is made in either record, select the No, do The Sage Record to Link window appears. 3. From the Account ID drop-down list, choose the required record then click Next. The Update Status window appears. 4. By default the Yes, allow updates for this link option is selected, if you do not want to update your Contact Records when a change is made in either record, select the No, do not allow updates for this link option then click Finish. not allow updates for this link option then click Finish. Tip: If No, do not allow updates for this link option is already selected, another Sage 50 ACT! record is already linked to this account. The Sage 50 ACT! desktop appears. You have successfully created a new record in Sage 50 Accounts, using the details from the Sage 50 ACT! Contact Record. Tip: If No, do not allow updates for this link option is already selected, another Sage 50 ACT! record is already linked to this account. 12 13 To update Linked Contacts If you make any changes to your contact details in Sage 50 ACT! or your customer or supplier details in Sage 50 Accounts, you can use the Update option to make sure that both records are updated with the same information. Note: This compares each linked record in Sage 50 ACT! and Sage 50 Accounts to see if they need to be updated. If you have a large number of linked records to update, the first time you run this option it may take a long time. 3. To continue, click OK. The Update window appears. 4. When the update is complete, to close the Update window and return to the Sage 50 ACT! desktop, click OK. You have now updated the selected linked contacts. 1. Within Sage 50 ACT! open the Sage Accounting Program menu, choose Update Linked Contacts. To set up a roving user The Sage Accounting Program window appears. If you have a user who is occasionally connected to the network but can also remove their 2. Complete the Sage Accounting Program window as follows: PC from the network, you must set up a local ACT! database and create the links on their PC. You must also select the Keep a personal copy of the accounts tab information check box Select Contacts To Update only the current To update the contact Update contact details of the record Update all linked contacts when setting up the Sage 50 Accounts ACT! Link. currently displayed, select This user can then remove their PC from the network and continue to update contact this option. information in the ACT! database, add new contacts and view a snapshot version of the To update all Contact Records, select this option. Select an Action for Your Two-way – If a field has To update changes from Next update been changed in both both Sage 50 Accounts products, which value will and Sage 50 ACT, select “win”? this option then choose accounts information. When the user returns to the network, they can then update their local ACT! database to the company ACT! database. which data updates if changes have been made in the linked record in both programs. By default, ACT! appears in the drop-down box as it is assumed that you have made contact changes within Sage 50 ACT! One-way ACT! to Sage To only update changes Accounting Program within Sage 50 Accounts, select this option. One-way Sage Accounting To only update changes Program to ACT! within Sage 50 ACT!, select this option. 14 15 Multi-user versions of Sage Administrative rights If required you can use a number of PCs to access your Sage 50 ACT! information across To set up the multi-user version of Sage 50 ACT!, one user must have administrative rights a network. One PC can be used to store all of your Sage 50 ACT! and Sage 50 Accounts set up in Sage 50 ACT! information. You can then assign access rights for any other users who need to access or update the contact details. All PCs on the network that use Sage 50 Accounts, must use the same database path. To do this, each PC must have a drive mapped to the Sage 50 Accounts database on PC1. Then the user with administrative rights must set up the Sage 50 Accounts driver on the Licensing You can use a multi-user version of Sage 50 ACT! with stand alone versions of Sage 50 Accounts. To do this, within the Sage 50 Accounts ACT! Link, you must ensure that only one of the Sage 50 ACT! installations has the Allow this user to change data in the accounts shared Sage 50 ACT! database. When other users access the database, they automatically have the data path set. For further information about drive mapping, please refer to the operating system documentation or the associated help files. product check box selected. This user can write to the Sage 50 Accounts database, for example, updating contact details, or adding new contacts. All other users have read only access to Sage 50 Accounts data. Access rights and shared directories Before using the multi-user version of Sage 50 ACT!, you must set up access rights for everyone who uses Sage 50 Accounts and Sage 50 ACT! and ensure the relevant folders are shared. For example, PC1 holds the Sage 50 Accounts and Sage 50 ACT! databases. The other PCs link to the databases on PC1 and can access and update the contact information held on that PC. The Sage 50 Accounts program directory and Sage 50 ACT! database directory on PC1 must be shared over the network, giving full access to all PCs that run Sage 50 ACT! Every person that uses Sage 50 ACT! to view or change Sage 50 Accounts data must have the following: ■ Access rights set up in Sage 50 ACT! and Sage 50 Accounts. ■ Each user should have one logon name and password for Sage 50 Accounts and a different one for Sage 50 ACT! 16 17 Sage Customer Support 0845 111 5555 For more information please visit www.sage.co.uk/welcome/act2008.aspx Sage’s policy is one of constant development and improvement. We reserve the right to alter, modify, correct and upgrade our software programs and publications without notice and without incurring liability. Sage (UK) Limited North Park Newcastle upon Tyne NE13 9AA Telephone 0191 294 3000 Facsimile 0845 245 0297 Website www.sage.co.uk © Sage (UK) Limited 2007 09/07 3076M 6463