3-8 Sage 300 CRE: Office Connector Overview/Roundtable

Transcription

1 3-8 Sage 300 CRE: Office Connector Overview/Roundtable Presented By: Don Bannister Biltmore Construction Co, Inc. 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 1

2 Review Office Connector Launch Pad Starter Reports Reports Import Financials Activity 1 OC Query Wizard Creates a database query to extract data from Sage 300 and inserts it into an Excel table. The wizard can only include data from one table. 1. Select the AP Invoice Master Table to run a query and click next 2. Select the fields to query as shown below and click next a. Vendor b. Invoice c. Description d. Amount e. Amount Paid 3. Filter the query through conditions and click next a. Field > Status b. Comparison > Equal c. Compare to > Literal Value > Open 4. Name the query and select query options then click Finish a. Open_Invoice Activity 2 OC Edit Wizard The query can be edited by first selecting a cell in the table and clicking on the Edit Query Wizard. The Edit Query wizard will reopen the 4 steps from the Query wizard for editing. Queries that have been modified outside the wizard my not be able to be edited through the Edit Query wizard. 1. Place the cursor anywhere within the table and select the Query Editor 2. At the table selection window click next 3. Select the additional field called Retainage and click next 4. Click Finish to see the additional column added to the table 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 2

3 Activity 3 OC Lookup Wizard Creates a function that looks up and retrieves a single field from any table in Sage 300 that there is a key to. For example, to add the vendor name to the table above a Lookup function is necessary because the vendor name field doesn t exist on the AP-Invoice table that was used to create the initial query. 1. Insert a Column for the Vendor Name 2. Select the AP Vendor Table which contains the vendor name 3. Enter the key to the record that contains the field to retrieve 4. Select the field to retrieve. If more fields are selected, a separate Lookup function will be created for each one in successive columns. 5. The TSLookup function is created in the cell selected to display the vendor name. a. Copy Formula down Activity 4 OC Find Wizard The OC Find Wizard creates a function in a cell to retrieve the value in a field for any table when the key to a record is not available within the Excel workbook. In the example below, starting with a query on the AP-Vendor table, the first check date and amount will be returned from the AP-Check table. 1. Begin a blank workbook (Start in cell B2) and use the query wizard to select the following fields from the AP Vendor Master Table. a. Vendor b. Name c. Last check date d. Last check amount 2. Add additional columns to the worksheet as follows: a. First check date b. First check amount 3. Place the cursor in the empty cell below First check date and select the Find wizard icon in the OC toolbar. 4. Select the table with the fields that will be retrieved. In this activity that will be the AP Check record table. 5. Select the field(s) that will be retrieved. a. Check Date 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 3

4 b. Amount 6. Add condition to filter the data so that the vendor is equal to the cell referenced vendor ID. a. Field > Vendor b. Comparison > Equal c. Compare to > Cell Reference > $B3 7. Select an offset; such as, the first or last value found or the 10th past the first match. a. (This step is optional and allows you to specify the records that TSFind should skip.) TSFind functions are created as a result of the wizard. Each function displays the first values from the first record that was found where the vendor was equal to the vendor ID referenced. 8. Copy the formulas to remaining cells in each column. Activity 5 OC Count Wizard Counts the number of records in a table and may be filtered using conditions. 1. Select the table containing the records that will be counted. a. Use the worksheet create in Activity 4 2. Select the OC Count Function from the Menu bar 3. In the Column next to First Check Amount, Add the Description # of Open Invoices 4. Select the table containing the records that will be counted. AP Invoice. 5. Add conditions to limit the records to be counted within the table as follows. a. Condition #1 i. Field > Vendor ii. Comparison > Equal iii. Compare to > Cell Reference > $B3 b. Condition #2 i. Field > Status ii. Comparison > Equal iii. Compare to > Literal Value > Open 6. Click Finish 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 4

5 Activity 6 OC Sum Wizard The OC Sum Wizard adds all of the values for a field(s) within a table and may be filtered using conditions. 1. Select the table containing the records that will be counted. a. Use the worksheet create in Activity 4 & 5 2. Select the OC Sum Function from the Menu bar 3. In the Column next to # of Open Invoices, Add the Description Amount of Open Invoices 4. Select the table containing the records that will be counted. AP Invoice. 5. Select the field(s) to summarize. Amount 6. Add conditions to limit the records to be counted within the table as follows. b. Condition #1 i. Field > Vendor ii. Comparison > Equal iii. Compare to > Cell Reference > $B3 c. Condition #2 i. Field > Status ii. Comparison > Equal iii. Compare to > Literal Value > Open 7. Click Finish. Activity 7 Using OC Query and OC Write to Mark Vendors as Inactive Identify vendors that don t have activity or open balances in the last 2 years and mark them as inactive. Open AP Vendor Setup and look at Vendor 300 to see it is Active. 1. Create a new query using the AP Vendor Master Table (Start on Cell B2), with the Vendor, Vendor Name, Outstanding Amount, YTD Amount, and YTD Paid. 2. Add conditions to exclude vendors with balances in the Outstanding Amount, YTD Amount, and YTD Paid fields 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 5

6 a. Condition #1 i. Field > Outstanding Amount ii. Comparison > Equal iii. Compare to > Literal Value > 0 b. Condition #2 i. Field > YTD Amount ii. Comparison > Equal iii. Compare to > Literal Value > 0 c. Condition #3 i. Field > YTD Paid ii. Comparison > Equal iii. Compare to > Literal Value > 0 1. Add TSFind function to return the most recent (LAST): i. Payment Date ii. Invoice Accounting Date b. Table AP Invoice Master Table c. Condition for both is i. Field > Vendor ii. Comparison > Equal iii. Compare to > Cell Reference > $B3 d. Click Finish Note If the Last Invoice Accounting Date and Last Check Date columns are returning a zero, there are no invoices or checks for the vendors. (May occur in sample database) Using the TSFind function to get the actual dates of the last invoice and check gives greater flexibility in determining which vendors to mark inactive in this example. 2. Creating a TSWrite function a. Table: AP Vendor b. Select: Modify Only c. Vendor Cell: $b3 d. Field to be update (Written to): Inactive 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 6

7 e. Identify the source value to write (this can either be a cell reference or manually entered) i. Uncheck cell reference, Type 1 in the value field f. TSWrite function is created. g. Make the newly created formula conditional by adding an If - Then Function so that only vendors with no checks or invoices will be marked as inactive. In large datasets, it s also important to only write values that are necessary to improve performance. h. =IF(AND(G3=0,H3=0),TSWrite("MASTER_APM_RECORD_9","VINACT"," 1","ModifyOnly",$B3),"") 3. Copy the formula down to remaining cells in the column. 4. Send data to Sage Check Results Vendor 300 Activity 8 OC Query Financials Templates 1. GL Entity Comparison (Change Fiscal Year to 2013) 2. GL Financial Statements with Drill Down (Change Fiscal Year to 2013) Activity 9 OC Query Financial Functions using TSGLAmount 1. In Cell C2 enter Prefix: followed by a space 2. In Cell C3 enter Year: followed by a space 3. Align Right both cells 4. In Cell D2 enter 10 a. In the NAME Box type Prefix b. Also, if wanted, Use Data Validation to set up input message. (Title: Company Prefix)( Message: Input the Desired Company Prefix) 5. In Cell D3 enter 2013 a. In the NAME Box type Year b. Also, if wanted, Use Data Validation to set to whole number (Between 2000 & 2025), Date Range and set up input message. (Title: Fiscal Year)( Message: Input a four digit year) 6. Format Cells D2 & D3 with pale Yellow Fill and Outline Border 7. Select Cell B6 a. Go to Office Connector toolbar 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 7

8 i. Select the Query Wizard Icon ii. Go to the GL Base Account record iii. Select: 1. Base Account 2. Base Account Title 3. Next 4. Set the Condition a. Base Account Type = Income i. Literal Value 5. Finish 8. In Cell D5 enter Period 9. In Cell D6 enter Auto sum the Period 1 column. Format Column with, a. Format the sum with line above double line below 11. Select Cell D7 a. Go to Office Connector toolbar i. Select the Functions Selector Icon ii. Under the Financial Section Select TSGLAmount iii. Click Insert b. Prefixes: Select Cell D2 (Make Absolute $D$2) or type in NAME, Prefix i. Note: If using Name Range, you do not need to make absolute. c. BaseAccount: Select Cell B7 (Make Column Absolute $B7) d. FiscalYear: Select Cell D3 (Make Absolute $D$3) or type in NAME, Year i. Note: If using Name Range, you do not need to make absolute. e. Period: Select Cell D6 (Make Row Absolute D$6) f. AmountType: Enter PeriodActivity g. Other fields leave blank h. Click OK i. If you want your income numbers to appear as positive, insert a negative sign (-) in front of the formula 12. Drag down to fill Period 1 Column. 13. Highlight from Cell D5 to Cell D Drag over to Column O 15. Should fill all columns (Column Width 12) 16. Change Prefix to Change Prefix to % (This is a wild card) a. % = All b. 2% will return all Prefixes starting with Sage 300 CRE: Office Connector Overview/Roundtable - 8

9 18. Change Prefix back to Prefixes in Sample Data: 10, 20, 21, 22, 50 Activity 10 Import GL Journal Entry Transaction Step 1 - Open the New Workbook Template feature of the OC Import Wizard. Step 2 - Select the GL Journal Entries Template. Notice that the example template should be used only as an example due to the customized nature of the software. Internal company settings must be taken into consideration when creating actual import templates. 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 9

10 Worksheet 2: Journal Entries Tab Worksheet 3: Sample Values Tab Step 3 Assume that as part of the month end process, vehicle depreciation is processed using the OC Import feature. Enter the following information in the Journal Entry tab. Insert one Row below Row Sage 300 CRE: Office Connector Overview/Roundtable - 10

11 Unhide columns J:N to view the TSImport formula created. Step 4 Save the import file by clicking on the Save Import File Icon. The Save Import File window will be displayed and will be used to provide the filename for the import file that will be created. The Import File will include a default location and name. The location may be changed using the [ ] next to the file name. Available options: Launch General Ledger Import Entries o Allows file to be immediately imported. Run a Macro o Available to fully automate the process if the import will be run unattended as part of a schedule task. No Action o File will be created and user will be sent back to excel. 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 11

12 Select the Launch General Ledger Import Entries option and click on Timberline Construction. The.txt file for import is created automatically as required by Sage 300 CRE: NOTE: You will see a warning message about selecting the correct file to import. Step 5 The General Ledger Import Transactions tool will open. Select the import file location as noted above and select Start. Go to Inquiries > Entries by Batch > New in order to confirm that the batch has been imported. Note that just like utilizing the Tools > Import feature of Sage 300 CRE, the batch is not automatically posted and will remain in the New file until posted. 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 12

13 Activity 11 Using Import Wizard Create Import File Step 1 Create the following Excel worksheet to allocate cost between accounts (Include Titles). Start in Cell A1. (Workbook already created) (Change the format of the account field to text if needed, Use single quote/apostrophe.) NOTE: you do not need to have the columns in the order of the lay out of the Sage 300 CRE import file format. You can format the cells as you like. Office connector will place and format to meet Sage 300 CRE import requirements Step 2 - Place the cursor in Cell G2. Select the Import Wizard feature in the Office Connector Toolbar. The type of import that will be created in this activity is a GL Transaction Import File. 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 13

14 Click Next >>> Notice that the wizard skips over the Type of Data since only one type is available: transaction. Step 3 Select the transaction columns to be included in the import file and click next. Step 4 Specify the location of each field within the excel worksheet and click Finish. The TSImport formula is created in the field selected and links the data to create the import file. 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 14

15 NOT ON HANDOUT NOTE: You may get a Notification about hiding the TSImport Function. This is a good practice. I also would apply to the TSWrite Function 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 15

16 Drag the formula down to the remaining rows by either double clicking on the bottom right of the cell box including the formula or clicking and dragging down to remaining rows. Although the wizard creates the formula, it can also be manually entered without the use of the wizard. Step 5 Save the import file by clicking on the Save Import File Icon, note the location, and select Launch General Ledger Import Entries. The General Ledger Import Transactions tool will open. Select the import file location as noted above and select Start. 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 16

17 Go to GL > Inquiry > Entries by Batch > New to confirm successful import of the transaction file. 3-8 Sage 300 CRE: Office Connector Overview/Roundtable - 17