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<< Click to Display Table of Contents >> Navigation: QuoteWerks Help > CHAPTER 28: Sage 50 (Peachtree) Accounting Link > Import/Export Link to Sage 50 (Peachtree) > Setting Up the Import/Export Sage 50 (Peachtree) Link |
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Select the Tools -> Export to Peachtree menu, and then click on the [Setup] button to display the Sage 50 (Peachtree) Link Setup window.
See the following sub topics for information on the Sage 50 (Peachtree) link setup tabs and next steps:
•Setting Up Sage 50 (Peachtree) to Import Information
Configuring the Sage 50 (Peachtree) Customer ID
When exporting a QuoteWerks order to a Sage 50 (Peachtree) invoice/sales order, Sage 50 (Peachtree) needs to receive a valid Sage 50 (Peachtree) customer ID for the customer on the order. This Sage 50 (Peachtree) Customer ID will need to be stored somewhere in the quote. The CustomTextXX fields on the Custom tab of the Quote Workbook are an ideal place to store the Sage 50 (Peachtree) Customer ID.
In QuoteWerks, click on the “Custom” tab of the Quote Workbook. On the “Custom” tab you will find ten CustomText fields. Choose one of the CustomText fields that is not already being used, hold down the CTRL key and dbl-click on the label portion of the CustomText field to rename it to “Sage 50 (Peachtree) Customer ID”. Note, you are changing the name of the CustomText label, not entering anything in the CustomText field.
Next, select the Tools -> Export to Sage 50 (Peachtree) menu option and then click the [Setup] button to display the Sage 50 (Peachtree) Link setup window. Select the Mappings tab; choose the CustomText field that you chose to use for the Sage 50 (Peachtree) Customer ID. Click [Ok] to save the changes.
Now that you have configured the field in QuoteWerks that will store the Sage 50 (Peachtree) Customer ID, you must now enter an actual Sage 50 (Peachtree) Customer ID for the customer that the order is for. For example, the sample Sage 50 (Peachtree) Accounting Company called Bellwether Garden Supply includes “Smart Rentals” as a customer, and the Sage 50 (Peachtree) Customer ID for “Smart Rentals” is “SMART-01”. Note that Sage 50 (Peachtree)’s customer ID’s are case sensitive. Sage 50 (Peachtree) considers “Smart-01” to be a distinct and different customer ID from “SMART-01”.
As you might imagine, manually entering the Sage 50 (Peachtree) customer ID on each quote that you create would become very tedious. Fortunately, QuoteWerks can be configured to automatically pull the Sage 50 (Peachtree) Customer ID from a field in your contact manager (if you are using Act!, GoldMine, or Maximizer) using the QuoteWerks DataLink feature. See Contact-Management Integration for details on the DataLink feature.
If you do setup the DataLink feature to pull the Sage 50 (Peachtree) Customer ID from a field in your contact manager, please note that you will of course need to enter the Sage 50 (Peachtree) Customer ID’s for each customer into your contact manager. Depending upon your contact manager’s functionality, you may be able to export the Sage 50 (Peachtree) Customer list and then import these Sage 50 (Peachtree) customers with their Sage 50 (Peachtree) Customer IDs into your contact manager.
Configuring the Sage 50 (Peachtree) Item ID
When the line items in the order are exported to Sage 50 (Peachtree), by default the line items will be associated with the default sales account, inventory account, and COGS accounts that you specify under the Sage 50 (Peachtree) Link Setup, unless a valid Sage 50 (Peachtree) Item ID is specified for the line item. In such cases, the accounts associated with that Item ID in Sage 50 (Peachtree) are used for that item.
Just like the Customer ID, any Sage 50 (Peachtree) Item ID’s that you want to use will need to be stored somewhere with each respective line item in the quote. The CustomTextXX columns on the Document Items tab of the Quote Workbook is an ideal place to store the Sage 50 (Peachtree) Item ID.
To do so, you will need to rename an available CustomText column to store the Sage 50 (Peachtree) Item ID. Click on the Document Items tab of the Quote Workbook, then, select the View -> Customize Columns menu. On the Customize Columns window, scroll down until you see an available CustomText column, select it, and click the [Rename] button. Type in “Sage 50 (Peachtree) Item ID”, and then click [Ok].
Next, select the Tools -> Export to Peachtree menu option and then click the [Setup] button to display the Sage 50 (Peachtree) Link setup window. Select the Mappings tab, and then choose the CustomText column that you chose to use for the Sage 50 (Peachtree) Item ID. Click [Ok] to save the changes.
Now that you have setup the column in QuoteWerks that will store the Sage 50 (Peachtree) Item ID, you have the option of entering an actual Sage 50 (Peachtree) Item ID for each line item in the order. For example, the sample Sage 50 (Peachtree) Accounting company Bellwether Garden Supply contains an Item ID of “TOOL-35510” for an item described as “Flower Shears”.
As you might imagine, entering the Sage 50 (Peachtree) Item ID manually for each line item on the order can become rather tedious. Fortunately, QuoteWerks can be configured to automatically pull the Sage 50 (Peachtree) Item ID from a CustomText field associated with the product definition of the line item. Setting this up is accomplished in two steps.
First, you need to select a CustomText field in the product definition to store the Sage 50 (Peachtree) Item ID. To do this, select the Products -> Lookup menu to display the Products Lookup window. Select a product from the product database, and then click the [Edit] button to display the Edit Product window. On the Custom tab there are ten CustomText fields. Choose one of the CustomText fields that is not already being used, hold down the CTRL key and dbl-click on the label portion of the CustomText field to rename it to “Sage 50 (Peachtree) Item ID”. Click [Ok] to save the changes, and then close the Products Lookup window.
Second, you need to setup QuoteWerks to retrieve the value of a CustomText field from the product definition, and place it into a CustomText column on the Document Items tab of the Quote Workbook. To do so, select the Field Links tab of the Tools -> Options menu and place a checkmark in the checkbox indicating which CustomText column/field you selected to use for the Sage 50 (Peachtree) Item ID. Once this is done, whenever you add an item to the quote, the value in the selected CustomText field in the product definition will be copied into the corresponding CustomText column on the Document Items tab, thereby copying the Sage 50 (Peachtree) Item ID from the CustomText field in the product definition into the CustomText column on the Document Items tab.
If you do setup a CustomText field to store the Sage 50 (Peachtree) Item ID, please note that you will of course need to enter the Sage 50 (Peachtree) Item ID’s for each item in the product database. A more efficient way to accomplish this task may be to import the Sage 50 (Peachtree) Item ID into the CustomText field using the Product Import Wizard located under the Products -> Import Wizard menu in QuoteWerks.
Configuring the Vendors
The Sage 50 (Peachtree) Link also exports a purchase order for each unique vendor that is on the order. Each line item in the order that has a vendor specified in the vendor column will be exported in a Purchase Order for that vendor. Sage 50 (Peachtree) assigns Vendor IDs to each of the vendors entered into Sage 50 (Peachtree). When exporting the Purchase Orders to Sage 50 (Peachtree), QuoteWerks will need to know what Sage 50 (Peachtree) Vendor ID should be associated with each Vendor Name. To accomplish this association, you will need to create an entry for each vendor that you use in the QuoteWerks Utilities -> Vendor Maintenance menu. In each entry, you can then enter the Sage 50 (Peachtree) Vendor ID in the Accounting ID field. After these setup steps have been completed, when QuoteWerks exports the Purchase Orders to Sage 50 (Peachtree), it looks up the Sage 50 (Peachtree) Vendor ID for each vendor in the Utilities -> Vendor Maintenance list.
Any line items in the order that do not have a vendor specified in the vendor column will not be exported to a Sage 50 (Peachtree) Purchase Order.