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