Sage 50 Mobile Getting Started Guide. Contents

Transcription

1 Sage 50 Mobile iphone Getting Started Guide

2 Contents Introduction...1 About this guide... 1 Using Sage 50 Mobile on an iphone or ipod Touch... 2 Running the Sage 50 Mobile Application... 2 The Main Menu... 3 The Suppliers Menu... 5 The My Company Menu... 6 The Finance Menu... 7 Creating Quotations, Invoices and Sales Orders... 8 The Reports Menu The More Menu The Configure Menu The Settings Screen The AppInfo Screen Copyright 2010 Sage (UKI) Limited

3 Introduction Using Sage 50 Mobile, authorised users can have secure access to Sage 50 Accounts company data on a BlackBerry TM Smartphone, iphone TM or ipod Touch TM. Sage 50 Mobile enables your system administrator to customise user data access rights. Your level of data access can be tailored to your specific needs. Note: If you are a system administrator, it is important to be aware that each set of data access rights requires a separate subscription for the relevant company. For more information, refer to the Installation and setup guide. About this guide This guide is for use with Sage 50 Mobile on the iphone or ipod Touch. For information about using Sage 50 Mobile on a BlackBerry Smartphone, please see the getting started guide for this device. If you need information on setting up the Sage 50 Mobile solution on your PC so that you can access your Sage 50 Accounts information from a BlackBerry or iphone device, please refer to the Installation and setup guide. Copyright 2010 Sage (UKI) Limited Page 1 of 13

4 Using Sage 50 Mobile on an iphone or ipod Touch Sage 50 Mobile is compatible with iphone and ipod Touch devices running operating systems v3 or v4. A Wi-Fi connection is required to use Sage 50 Mobile on an ipod Touch device. The instructions in this guide refer to the iphone for simplicity. The information also applies to the ipod Touch. Running the Sage 50 Mobile Application 1. Select the Sage 50 Mobile icon on your iphone. You are prompted for your username and password. These should have been sent to you by . If you do not have a username and password, please contact the person who manages your Sage 50 Accounts application. Note: If you have used the Sage 50 Mobile Application on your iphone before, then you will only need to enter your password. 2. Once you have entered your password, tap the Go button The Main Screen appears and you are now connected live to your Sage 50 Accounts data. Copyright 2010 Sage (UKI) Limited Page 2 of 13

5 The Main Menu From the application s Main Menu, you can access the Customers, Suppliers, My Company, Finance and More options. These appear as Docked Icons at the bottom of the screen: The Main Menu is also where you can log out when you have finished using the application. By default, the Customers option is displayed when you first open the Sage 50 Mobile application. Customising your Main Menu You can choose which options are displayed as Dock icons, and rearrange the order in which they appear. See the Configure Menu for more information. The Customers Menu Use the Customers Menu to manage your sales. You can access customer records, quickly see a list of the customers who owe you money, and view details such as invoices and outstanding items for a selected customer. Accessing a customer record 1. From the Sage 50 Mobile Main Menu, tap Customers, and then tap Search Customers. 2. To change the search type, tap Search By. You can choose to search for a customer by account reference, name or postcode. 3. Tap the Search field and use the keypad to enter your search criteria. 4. Tap Search. 5. Sage 50 Mobile displays a list of matching record, showing the Account Reference, Account Name, and Current Balance for your customers. If no matches are found, the message No results returned is displayed. Copyright 2010 Sage (UKI) Limited Page 3 of 13

6 Note: If you only type one letter in the Search field, any records which begin with that letter will be returned. If you type more than one letter in the Search field, then any records which contain the same string of letters will be returned. For example, if you type the letter S while searching on account reference, all customers whose account references start with the letter S will be returned. If you type the string STE, then only customers whose account references contain the string STE will be returned. 6. To view a customer s record, tap their entry in the results list. 7. You can call the customer (from the telephone number fields), view their location using the Google Maps TM mapping service (from the postcode field), the customer (from the field) or view their company website (from the website field). 8. Scroll to the bottom of the customer s record to view related links. You can: Create quotations, sales invoices and sales orders (see Creating Quotations, Invoices and Sales Orders for more details). View the customer s quotations. View the customer s outstanding sales orders (Accounts Professional only). View the customer s outstanding invoices. View any disputed items. View a transaction activity. View credit control information. Add the customer to your iphone address book. Copyright 2010 Sage (UKI) Limited Page 4 of 13

7 View Customer Overview: - See a complete list of customers who owe you money. - From the Main Menu, tap Customers then View Customer Overview. - Displays a list of the customers who owe you money, and shows the total amount they owe you; sorted by amount owed (highest first). - This view is read-only. Search Customer Cash: - As above but with a search field. - Search debtors by account reference or name. The Suppliers Menu The Suppliers Menu works in the same way as the Customers Menu. Search Suppliers: - Quickly locate a specific Supplier s record. - Search by account reference, account name or postcode. - From the Main Menu, tap Suppliers, then Search Suppliers. Tap Search By to change search type or tap the Search field and enter criteria using the keyboard then tap Search. - Displays a list of matching records (or No results returned if none). - To view more details, tap a Supplier s Name. - Scroll to the bottom of the list to view related links, where you can: view outstanding purchase orders (Accounts Professional only), disputed items, activities and credit control; or add the Supplier s details to your iphone address book. Search Supplier Cash: - Search creditors by account reference or name. - See which suppliers you owe money to. - From the Main Menu, tap Suppliers, then Search Supplier Cash. Tap the Search field and enter search criteria then tap Search. - Displays a list of matching records, showing the suppliers you owe money to, and shows the total amount you owe them sorted by amount outstanding (highest amount first). - This view is read-only. View Supplier Overview: - See a complete list of the suppliers you owe money to. - From the Main Menu, tap Suppliers, then View Supplier Overview. - Displays a complete list of all the suppliers you owe money to, and the total amount you owe them sorted by amount outstanding (highest first). - This view is read-only. Copyright 2010 Sage (UKI) Limited Page 5 of 13

8 The My Company Menu The My Company Menu provides access to Product and Project information. Search Products: - Quickly locate specific product records. - Search by product code or description. - From the Main Menu, tap My Company, and then tap Search Products. Tap Search By to change the search type; or tap the Search field and enter criteria using the keyboard then tap Search. - Displays a list of matching records (or No results returned if none). - Tap any product in the list to view a full record. Search Projects: - Quickly locate specific project records. - Search by project reference, name, and status. - From the Main Menu, tap My Company, and then tap Search Projects. Tap Search By to change search type; or tap the Search field and enter criteria using the keyboard then tap Search. - Displays a list of matching projects (or No results returned if none). - Tap project in the list to view more details. Note: If you only type one letter in the Search field, any records which begin with that letter will be returned. If you type more than one letter in the Search field, then any records which contain the same string of letters will be returned. Copyright 2010 Sage (UKI) Limited Page 6 of 13

9 The Finance Menu The Finance Menu provides access to Price List and Bank Account information. Search Price Lists: - Search by Price List Name or Description; this is useful if you have a lot of Price Lists (more than 50). - From the Main Menu, tap Finance then Search Price Lists. Tap Search By if you need to change the search type or tap the Search field and enter criteria using the keyboard then tap Search - Displays a list of matching Price Lists (or No results returned if none) - Tap a Price List to view more details View Price Lists: - View a complete alphabetical list of all Price Lists - From the Main Menu, tap Finance then View Price Lists - Tap a Price List to view more details View Bank Accounts: - View a complete list of Bank Accounts - From the Main Menu, tap Finance then View Bank Accounts - Tap a Bank Account in the list to view more details - Scroll to bottom to see Related Links and tap View Activities to see a list of transactions for selected account - Tap a transaction in the list to see more details Copyright 2010 Sage (UKI) Limited Page 7 of 13

10 Creating Quotations, Invoices and Sales Orders You can also use Sage 50 Mobile to create new Quotations, Invoices and Sales Orders (Sales Orders can only be created if you are using Sage 50 Accounts Professional). To create a new Quotation, Invoice or Sales Order, first select the Customer you are dealing with (see the section on Accessing a Customer Record). Using the Related Links towards the bottom of the Customer Record, tap Create Quotation, Create Sales Invoice or Create Sales Order, and you will be taken to the Quotation, Invoice or Order screen: Tap Line Items to add new Products, Services, or Message Lines. You will be taken to the list of line items, which will be blank initially. Tap the Add button. Tap Product to select from a list of Products or Services that you have recently sold to this customer (the list also includes the Message line item and the Special Products and Services line items from Sage 50 Accounts). Copyright 2010 Sage (UKI) Limited Page 8 of 13

11 If the Product or Service that you wish to add is not on this list, tap the Search option and enter a Product Code or Description, and then tap Search. You can add as many Products, Services and Messages as you need to the Invoice, Quotation or Order. If you wish to remove an item, tap the minus icon to the left of the line item, and then tap the Delete button that appears on the line item to confirm. If you wish to modify an item, simply tap the line item itself. You can also change the Delivery Address and Date, and you can enter an additional discount (the discount is expressed in terms of a value, rather than a percentage, and will be in the Customer s currency) from the main screen. When you are happy with the Invoice, Quotation or Order, tap the Save button in the top righthand corner. The Invoice, Quotation or Order will be saved to your Sage 50 Accounts data, and will be processed according to the full set of discounts and price lists that you have set up in Sage 50 Accounts. Copyright 2010 Sage (UKI) Limited Page 9 of 13

12 The Reports Menu The Reports Menu provides two dashboards that you can use to monitor the performance of your company. View Company Headlines: - More > Reports > View Company Headlines. - Reports show details of top product, top customer, current stock value, & financial information including total sales, profit, and current credit position. View Summary Profit and Loss for the year to date: - More > Reports > View Summary P&L YTD. - Report shows values for sales, purchases, direct expenses, gross profit or loss, overheads and net profit or loss. Copyright 2010 Sage (UKI) Limited Page 10 of 13

13 The More Menu As there are more than four menu screens in Sage Mobile, the iphone adds a More Button to the Docked Icons area. Tap this button to see the other menu items Use the Configure Menu to select which shortcuts appear in the Docked Icons area. Tap the Edit Button on the More Menu to get to the Configure Menu. The Configure Menu - Use the Configure Menu to choose which icons are displayed in Docked Icons, and specify the order in which they appear. - To add an icon which doesn t currently appear in Docked Icons, drag it from the main part of the screen onto the Docked Icons bar at the bottom (note the iphone can only show four icons plus the More Button). - To re-order Docked Icons, drag the icon you want to move within the Docked Icons bar and drop it in the position you want it to occupy. - Tap Done to save changes. Copyright 2010 Sage (UKI) Limited Page 11 of 13

14 The Settings Screen To get to the Sage 50 Mobile Application Settings Screen, go to the main iphone Settings. Under the main iphone Settings options, you will see a list of all the Applications you have installed on your iphone. Scroll to the Sage Mobile item and tap it. You will then be able to review and change the Sage 50 Mobile options. In most cases you will not need to change any of these settings. The two settings that you may need to change are Sign out on exit and Clear cache on exit. You should not change any of the settings for Sage Mobile unless you are sure that the changes are necessary. Copyright 2010 Sage (UKI) Limited Page 12 of 13

15 Option Description Sign out on exit On later versions of the iphone operating system, the Sage 50 Mobile Application can stay signed in even when you exit the application. Use this option to select whether you would like the Sage 50 Mobile Application to stay signed in (the default setting) or whether you would like to log out of the Sage 50 Mobile Application when you close it. Clear cache on exit The Sage 50 Mobile Application stores information from your Sage 50 Accounts data on your iphone. This means that even if your iphone cannot connect to your Sage 50 Accounts data (for example, if you are in an area with no network coverage, or if your office network is unavailable), you can still view the cached information that you previously used. If you want to remove all of this information from your iphone, then select this option and then close the Settings screen. When you next use and then exit from the Sage 50 Mobile Application, all stored information will be removed. The AppInfo Screen - Shows details including your connection status and the current Sage 50 Accounts dataset you re using - Includes link to Help website Copyright 2010 Sage (UKI) Limited Page 13 of 13

16 Copyright 2010 Sage (UKI) Limited All Worldwide Rights Reserved Issue date: 19/08/2010 Pbn No: Sage (UK) Limited North Park Newcastle upon Tyne NE13 9AA Sage Hibernia Limited 3096 Lake Drive City West Business Park Dublin 24