Microsoft Dynamics GP Release Integration Guide For Microsoft Retail Management System Headquarters

Transcription

1 Microsoft Dynamics GP Release 10.0 Integration Guide For Microsoft Retail Management System Headquarters

2 Copyright Copyright 2007 Microsoft Corporation. All rights reserved. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Notwithstanding the foregoing, the licensee of the software with which this document was provided may make a reasonable number of copies of this document solely for internal use. Trademarks Microsoft, Great Plains, and Microsoft Dynamics are either registered trademarks or trademarks of Microsoft Corporation or its affiliates in the United States and/or other countries. FairCom and c-tree Plus are trademarks of FairCom Corporation and are registered in the United States and other countries. The names of actual companies and products mentioned herein may be trademarks or registered marks - in the United States and/or other countries - of their respective owners. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Intellectual property Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. Limitation of liability The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Microsoft Corporation. Microsoft Corporation assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. Neither Microsoft Corporation nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code. License agreement Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at (in the U.S. or Canada) or Publication date March 2007

3 Contents Introduction... 1 What s in this manual...1 Symbols and conventions...2 Online help...2 Send us your documentation comments...2 Chapter 1: Microsoft RMS Headquarters integration installation... 3 Software requirements...3 Installing the Microsoft RMS Headquarters integration...3 Upgrading from Release 8.0 or 9.0 Microsoft RMS Headquarters integration software...4 Linking to the Microsoft RMS Headquarters data server...4 Chapter 2: Microsoft RMS Headquarters integration setup and configuration... 9 Accounts mapping...10 Inventory mapping...12 Tax mapping...14 Defaults mapping...15 Chapter 3: Importing Microsoft RMS data to Microsoft Dynamics GP 17 General import concepts...17 Importing customer records...18 Importing vendor records...19 Importing item records...20 Importing General Ledger transactions...21 Importing purchase orders...21 Importing sales documents...22 Index RMS HEADQUARTERS INTEGRATION i

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5 Introduction The Microsoft Retail Management System Headquarters integration for Microsoft Dynamics GP gives you the ability to import data from Microsoft Retail Management System (RMS) Headquarters 2.0 or 1.3 into Microsoft Dynamics GP Release Information imported Inventory item records Customer records Vendor records General ledger transactions Sale and order transactions Accounts receivable and deposit transaction apply information Purchase orders and receivings, both closed and partially received The Microsoft RMS Headquarters integration software provides convenient tools to map data elements in Microsoft RMS Headquarters to their equivalents in Microsoft Dynamics GP, and to specify default values where no direct equivalents exist. To prevent duplicate records from being imported, an import log tracks the data you import. For each import, a report is generated, detailing what was imported and listing any records that failed to import, along with the reason why the record failed to import. This introduction includes the following sections: What s in this manual Symbols and conventions Online help Send us your documentation comments What s in this manual Details The following topics are discussed: The integration doesn t synchronize item quantities between Headquarters and Microsoft Dynamics GP. Inventory valuation is maintained in Microsoft Dynamics GP through transaction imports into Receivables Management, Purchase Order Processing, and General Ledger, while the actual on hand quantities of items are maintained in Headquarters. Limited to over/short amounts (by batch); point-of-sale cash payouts (by batch); and inventory adjustments. Imported into the Receivables Management module. Imported into the Receivables Management module. Imported into the Purchase Order Processing module. Chapter 1, Microsoft RMS Headquarters integration installation, lists software requirements and describes how to install the Microsoft RMS Headquarters integration software or upgrade from previous releases of the Microsoft RMS Headquarters integration software. It also describes how to set up links to the Microsoft SQL Server database containing Microsoft RMS Headquarters data. Chapter 2, Microsoft RMS Headquarters integration setup and configuration, describes how to set up the integration by mapping Microsoft RMS Headquarters data elements to equivalents in Microsoft Dynamics GP. RMS HEADQUARTERS INTEGRATION 1

6 INTRODUCTION Chapter 3, Importing Microsoft RMS data to Microsoft Dynamics GP, describes how to run import routines and perform follow-up tasks in Microsoft Dynamics GP, if necessary. Symbols and conventions This manual uses the following symbols to highlight specific types of information. Symbol Description The light bulb symbol indicates helpful tips, shortcuts, and suggestions. The warning symbol indicates situations that you should be especially aware of when completing tasks. This manual uses the following conventions to refer to sections, navigation, and other information. Convention Additional resources File > Print TAB or ENTER Description Italic type indicates the name of a section or procedure. The (>) symbol indicates a sequence of actions, such as choosing items from a menu or toolbar. This example directs you to go to the File menu and choose Print. Small capital letters indicate a key or a key sequence on the keyboard. Online help You can access help for the Microsoft RMS Headquarters integration within Microsoft Dynamics GP, when one of the Microsoft RMS Headquarters integration windows is displayed. Choose Help > Contents to display a list of topics. Choose Help > Index to display a list of index keywords. Choose Help > About this window, press F1, or click the Help button to display help for the window that s currently displayed. Send us your documentation comments We welcome comments regarding the usefulness of the Microsoft Dynamics GP documentation. If you have specific suggestions or find any errors in this manual, send your comments by to the following address: bizdoc@microsoft.com. To send comments about specific topics from within Help, click the Documentation Feedback link, which is located at the bottom of each Help topic. Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use them freely. 2 RMS HEADQUARTERS INTEGRATION

7 Chapter 1: Microsoft RMS Headquarters integration installation This portion of the documentation describes system requirements; how to install the Release 10.0 Microsoft RMS Headquarters integration or upgrade from the Release 8.0 or 9.0 Microsoft RMS Headquarters integration; and how to set up a linked server so that a Microsoft Dynamics GP user can access Microsoft RMS Headquarters data. Information is divided into the following sections: Software requirements Installing the Microsoft RMS Headquarters integration Upgrading from Release 8.0 or 9.0 Microsoft RMS Headquarters integration software Linking to the Microsoft RMS Headquarters data server Software requirements The following software components and versions are required to run the Microsoft RMS Headquarters integration. Microsoft Dynamics GP Release 10.0, running on Microsoft SQL Server 2000 or Microsoft Dynamics GP must be running on the same version of SQL Server as Microsoft RMS Headquarters. The following Microsoft Dynamics GP modules registered: System Manager, General Ledger, Receivables Management, Purchase Order Processing, Bank Reconciliation, and Inventory Control. Microsoft Retail Management System (RMS) Headquarters 1.3 or 2.0. Installing the Microsoft RMS Headquarters integration The Microsoft RMS Headquarters integration is a feature that you can select when installing Microsoft Dynamics GP from CD1. You should install the Microsoft RMS Headquarters integration feature on the Microsoft Dynamics GP server computer, and on any Microsoft Dynamics GP client computers that you want to run the integration from. You should install the Microsoft RMS Headquarters integration on the Microsoft Dynamics GP server computer first. Refer to the Installation Instructions manual for descriptions of how to install, remove, or repair features. After you have installed the Microsoft RMS Integration feature, you must set up a linked server. For instructions, see Linking to the Microsoft RMS Headquarters data server on page 4. RMS HEADQUARTERS INTEGRATION 3

8 CHAPTER 1 MICROSOFT RMS HEADQUARTERS INTEGRATION INSTALLATION Upgrading from Release 8.0 or 9.0 Microsoft RMS Headquarters integration software If you have been using one of the following releases of the Microsoft RMS Headquarters Integration, you can upgrade to the Release 10.0 Microsoft RMS Headquarters integration. Upgrading preserves your existing integration setup information. Microsoft Business Solutions Great Plains Release 8.0, with the Release 8.0 Microsoft RMS Headquarters integration that first became available in October, Microsoft Dynamics GP Release 9.0, with any version of the Release 9.0 Microsoft RMS Headquarters integration. Refer to the Upgrade Instructions manual for descriptions of how to upgrade Release 8.0 and 9.0 software to Release Linking to the Microsoft RMS Headquarters data server In order for Microsoft Dynamics GP to have access to Microsoft RMS Headquarters data, you must set up a linked server. A linked server allows SQL Server to run commands against OLE DB data sources on different servers. It also supplies logon information so that a Microsoft Dynamics GP user can access Microsoft RMS Headquarters data. Use the appropriate procedure for the version of SQL Server that you are using. To create a linked server using SQL Server 2000: 1. From the Windows Start menu on the computer running SQL Server 2000, start SQL Server Enterprise Manager. 2. Expand the Microsoft Dynamics GP server group, and expand the Security group. 3. Right-click Linked Servers, and click New Linked Server. The Linked Server Properties window opens. 4. Click the General tab. In the Linked server box, specify a name for the Microsoft RMS Headquarters linked server. You will reference this name when configuring the integration in Chapter 2, Microsoft RMS Headquarters integration setup and configuration. 5. Under Server type, select Other data source. 6. In the Provider name list, select Microsoft OLE DB Provider for SQL Server. 4 RMS HEADQUARTERS INTEGRATION

9 CHAPTER 1 MICROSOFT RMS HEADQUARTERS INTEGRATION INSTALLATION 7. In the Data source field, enter the name of your Microsoft RMS Headquarters server. The data source name is the name of the SQL server instance, not the machine name. When you have finished, the window should look similar to the following illustration: 8. Click the Security tab. 9. In the Local Login field, enter or select a Microsoft Dynamics GP user that will need access to run the Microsoft RMS Headquarters integration. 10. In the Remote User field, enter a Microsoft RMS Headquarters user to which the Microsoft Dynamics GP user will be mapped in order to access the Microsoft RMS Headquarters data. The remote user only requires read access. If no specific SQL users have been created, use the sa user and password for the Microsoft RMS Headquarters database. 11. In the Remote Password field, enter the password of the Microsoft RMS Headquarters user. RMS HEADQUARTERS INTEGRATION 5

10 CHAPTER 1 MICROSOFT RMS HEADQUARTERS INTEGRATION INSTALLATION 12. Select Be made using the login s current security context. This will use the current login s credentials to log into the Microsoft RMS Headquarters server. The window should look similar to the following illustration: 13. Click OK to create the new linked server. To create a linked server using SQL Server 2005: 1. From the Windows Start menu on the computer running SQL Server 2005, start SQL Server Management Studio. 2. Select Database Engine as the Server Type, select the server name, select the appropriate authentication type, and enter your login name and password. Click Connect. 3. In the Object Explorer pane, expand the Server Objects group. 4. Right-click Linked Servers, and choose New Linked Server. The New Linked Server window opens. 5. Display the General page. In the Linked server box, specify a name for the Microsoft RMS Headquarters linked server. You will reference this name when configuring the integration in Chapter 2, Microsoft RMS Headquarters integration setup and configuration. 6. Under Server type, select Other data source. 6 RMS HEADQUARTERS INTEGRATION

11 CHAPTER 1 MICROSOFT RMS HEADQUARTERS INTEGRATION INSTALLATION 7. In the Provider name list, select Microsoft OLE DB Provider for SQL Server. 8. In the Product name field, enter the name of your Microsoft RMS Headquarters database. 9. In the Data source field, enter the name of your Microsoft RMS Headquarters server. The data source name is the name of the SQL server instance, not the machine name. When you have finished, the window should look similar to the following illustration: 10. Display the Security page. 11. In the Local Login field, enter or select a Microsoft Dynamics GP user that will need access to run the Microsoft RMS Headquarters integration. 12. In the Remote User field, enter a Microsoft RMS Headquarters user to which the Microsoft Dynamics GP user will be mapped in order to access the Microsoft RMS Headquarters data. The remote user only requires read access. If no specific SQL users have been created, use the sa user and password for the Microsoft RMS Headquarters database. 13. In the Remote Password field, enter the password of the Microsoft RMS Headquarters user. 14. Click Add. 15. Select Be made using the login s current security context. This will use the current login s credentials to log into the Microsoft RMS Headquarters server. RMS HEADQUARTERS INTEGRATION 7

12 CHAPTER 1 MICROSOFT RMS HEADQUARTERS INTEGRATION INSTALLATION The window should look similar to the following illustration: 16. Click OK to create the new linked server. 8 RMS HEADQUARTERS INTEGRATION

13 Chapter 2: Microsoft RMS Headquarters integration setup and configuration Before you can import data from Microsoft RMS Headquarters to Microsoft Dynamics GP, you need to use the RMS Integration Setup window to map Microsoft RMS Headquarters data elements to the appropriate equivalents in Microsoft Dynamics GP. No special setup is required in Microsoft RMS Headquarters. To import data from Microsoft RMS Headquarters to Microsoft Dynamics GP, you must specify a functional currency in Microsoft Dynamics GP for the companies that you re importing data to. You must use the Multicurrency Access window (Microsoft Dynamics GP menu > Tools > Setup > System > Multicurrency Access) to grant companies access to the functional currency, and you must use the Multicurrency Setup window (Microsoft Dynamics GP menu > Tools > Setup > Financial > Multicurrency) to specify the functional currency for the companies. While working in the RMS Integration Setup window, note the following issues: Settings are stored as you enter them. You do not need to explicitly save them. If you add new departments, tenders, stores, or taxes in Microsoft RMS Headquarters, those additions will appear in the RMS Integration Setup window the next time you open it. However, the window doesn t flag new departments, tenders, stores, or taxes, and you must remember to map them to Microsoft Dynamics GP equivalents, or subsequent imports may fail. 1. Start Microsoft Dynamics GP and open the RMS Integration Setup window. Microsoft Dynamics GP menu > Tools > Setup > Retail Management > RMS Integration Setup RMS HEADQUARTERS INTEGRATION 9

14 CHAPTER 2 MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION 2. Specify the Microsoft RMS Headquarters linked server and database. The configuration settings you make only apply to this linked server and database combination. If you select a different server or database, all the settings on the Accounts, Inventory, and Tax tabs will be lost. Server Select the linked SQL server that you set up in Linking to the Microsoft RMS Headquarters data server on page 4. HQ Database Select the Microsoft RMS Headquarters database that contains the data to import to Microsoft Dynamics GP. 3. Click the Accounts, Inventory, Tax, or Defaults tab to map the corresponding type of data. The following sections describe settings on each tab. Accounts mapping Inventory mapping Tax mapping Defaults mapping 4. When you have finished mapping data elements on all tabs, click OK to close the window. Accounts mapping The Accounts tab of the RMS Integration Setup window lets you specify how information will be mapped to the Microsoft Dynamics GP General Ledger chart of accounts. Mapping posting accounts 1. In the RMS Integration Setup window, click the Accounts tab. 2. Select an RMS Store Name. Posting accounts are mapped on a per-store basis. Any previous settings will appear when you select a store name. To save time, you can map accounts for one store, then copy the settings to other stores. For more information, see Copying store account information on page RMS HEADQUARTERS INTEGRATION

15 CHAPTER 2 MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION 3. Select a Microsoft Dynamics GP inventory Site ID that corresponds to the Microsoft RMS Headquarters store that you selected. If you have used Microsoft Dynamics GP Site Maintenance window to specify an account segment for each site, the corresponding segment ID will be applied to posting accounts for imported sales, purchase order and receipt transactions. Only accounts associated with items (inventory, cost of goods sold, and sales) will be affected. The site ID will be applied to sales documents, purchase orders, and receipts. 4. From the Transaction Type list, select a Microsoft RMS tender type or transaction type. For each type, you can map transaction amounts to one or more Microsoft Dynamics GP posting accounts. Transaction type Cash, Credit Card, Check, Gift Card, Cash (Canadian), Corporate Credit Card, Gift Certificate, or Coupon Store Account Food Stamp Payout Surcharge Adjustments Commissions Freight Deposit Available posting accounts Tender, Overages, Shortages, Layaway Deposits, Work Order/Back Order Deposits Accounts Receivable Tender, Overages, Shortages Tender, Payouts Tender, Debit Surcharge, Cash Back Fee Debit Adjustment, Credit Adjustment Commission Expense, Commission Payable Freight Deposit Income, Deposit Offset 5. Click in the Accounts column of any posting account and either type an existing Microsoft Dynamics GP account number or click the lookup button to select one from a list. Clicking the account expansion button opens the Account Entry window, where you can select an account using an alias. 6. If the appropriate account doesn t exist, click the Accounts link in the column header to open the Account Maintenance window, where you can define and save a new posting account. You also can type a new account number in the Accounts column. When you move to another line, a message will appear, and you ll have the option to add the new account. Click Add, then select the type of account you want to add. The Account Maintenance window will open, and you can define the new account. 7. Continue to select or define Microsoft Dynamics GP posting accounts for all Microsoft RMS tender types and transaction types. RMS HEADQUARTERS INTEGRATION 11

16 CHAPTER 2 MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION Copying store account information If you have multiple Microsoft RMS stores and you want to use similar account mapping for each, you can save time by copying account mappings from one store to another. 1. Using the Accounts tab of the RMS Integration Setup window, define account mappings for the first store. 2. Click Copy. The Copy Store Accounts window opens. 3. Select an RMS Store Name from the list. 4. Click OK to copy account mappings to the selected store. 5. A confirmation message will appear. Click Continue. 6. The Accounts tab of the RMS Integration Setup window displays the selected store s account mappings. Make adjustments, as needed. Inventory mapping The Inventory tab of the RMS Integration Setup window lets you specify how RMS department codes will be mapped to Microsoft Dynamics GP inventory item class IDs. When you import item information, the department the item belongs to will inherit the attributes of the specified Microsoft Dynamics GP item class. For example, you may want to track sales and cost of goods by department. You can use the Microsoft Dynamics GP Item Class Accounts Setup window to assign separate sales and cost of goods accounts for each item class. If an imported sales document contains items from multiple Microsoft RMS departments, amounts corresponding to each department would post to separate sets of accounts. 12 RMS HEADQUARTERS INTEGRATION

17 CHAPTER 2 MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION When you first select the tab, it will display existing Microsoft RMS department codes and descriptions defined in the Headquarters database that you select at the top of the window. 1. Click in the GP Item Class ID column of any Microsoft RMS department code and either type an existing Microsoft Dynamics GP item class ID or click the lookup button to select one from a list. 2. If a suitable item class ID doesn t exist, type a new ID in the GP Item Class ID column. When you move to another line, a message will appear, and you ll have the option to add the new class ID. Click Add. The Item Class Setup window will open, and you can define and save a new ID. For each new or existing item class you map to, be sure to specify the following attributes: Specify a default Unit of Measure Schedule in the Item Class Setup window. Specify Inventory, Inventory Offset, Sales, and Cost of Goods Sold (COGS) account numbers for the class in the Item Class Accounts Setup window. (From the Item Class Setup window, click Accounts.) Specify 3 as the Currency Decimals value for the functional currency in the Item Class Currency Setup window. This setting matches how item costs are stored in Headquarters. (From the Item Class Setup window, click Currency; select the functional currency; set the Currency Decimals field to 3; and click Save.) 3. Continue to select or define Microsoft Dynamics GP item class IDs until each Microsoft RMS inventory department code is mapped. 4. In the Microsoft Dynamics GP Item Class Setup window, define a default item class by selecting the Default option for the appropriate item class. The default item class will be used if an item imported from Microsoft RMS Headquarters isn t assigned to a department, or if it is assigned to a department that you haven t yet mapped to an item class. RMS HEADQUARTERS INTEGRATION 13

18 CHAPTER 2 MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION Tax mapping The Tax tab of the RMS Integration Setup window lets you specify how Microsoft RMS tax codes will be mapped to Microsoft Dynamics GP tax detail IDs. When you first select the tab, it will display existing Microsoft RMS tax codes and descriptions defined in the Headquarters database that you select at the top of the window. 1. Select the method of taxation to use when sales documents are imported into Microsoft Dynamics GP Receivables Management. All imported transactions will use this taxation method, regardless of how individual stores are configured in Microsoft RMS Headquarters. 2. Click in the GP Tax Detail ID column of any Microsoft RMS tax code and either type an existing Microsoft Dynamics GP tax detail ID or click the lookup button to select one from a list. All the Microsoft Dynamics GP tax detail IDs you map to must match the method of taxation you selected in step 1. For example, if you selected Value Added Tax (VAT) or Tax-Inclusive as the method of taxation, all the Microsoft Dynamics GP tax detail IDs you map to must have the Based On field in the Tax Detail Maintenance window set to Tax Included with Item Price. 3. If a suitable tax detail ID doesn t exist, type a new ID in the GP Tax Detail ID column. When you move to another line, a message will appear, and you ll have the option to add the new tax detail. Click Yes. The Tax Detail Maintenance window will open, and you can define and save a new ID. 4. Continue to select or define Microsoft Dynamics GP tax detail IDs until each Microsoft RMS tax code is mapped. 14 RMS HEADQUARTERS INTEGRATION

19 CHAPTER 2 MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION Defaults mapping The Defaults tab of the RMS Integration Setup window lets you specify default values for types of information that are needed in Microsoft Dynamics GP but are either not stored in Microsoft RMS Headquarters or might be missing from the imported data. Some additional settings also must be made in Microsoft Dynamics GP windows before you can import records from Microsoft RMS Headquarters. For each of the fields on the Defaults tab, type the name of an existing Microsoft Dynamics GP record name or ID or click the lookup button to select one from a list. To add new records if suitable ones don t already exist in Microsoft Dynamics GP, type the new ID or name. When you move to another field, a message will appear, and you ll have the option to add the new record. Click Yes or Add to open a window where you can define and save a new record. 1. In the Checkbook ID field, enter or select the checkbook that imported cash receipts will be applied to. The account assigned to the checkbook must be active. 2. In the Credit Card field, enter or select the credit card that imported credit card transactions will be applied to. Transactions imported from Microsoft RMS Headquarters do not identify specific credit cards. We recommend that you define a credit card solely for imported Microsoft RMS Headquarters transactions, such as RMS Credit Card. If you need to distribute credit card amounts to separate card types, you can do so after you import transactions into Microsoft Dynamics GP. 3. In the Cash Customer ID field, enter or select the customer ID that imported transactions will be applied to when customer information is missing in Microsoft RMS Headquarters. Such information might be missing for one-time cash customers, for example. Customer information that exists in Microsoft RMS Headquarters but has not yet been imported to Microsoft Dynamics GP will be imported automatically. RMS HEADQUARTERS INTEGRATION 15

20 CHAPTER 2 MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION 4. In the Purchasing Tax Detail ID field, enter or select the default tax detail ID to use for imported purchasing transactions. Purchase orders imported from Microsoft RMS Headquarters contain only a single tax amount, which will be posted to the account that you specify for the selected tax detail ID. To distribute tax amounts automatically to multiple accounts, use the Microsoft Dynamics GP Tax Detail Maintenance window to specify an allocation account for this tax detail ID. 5. In the Temporary Vendor ID field, enter or select the vendor ID that imported purchasing transactions will be applied to when vendor information is missing in Microsoft RMS Headquarters. Such information might be missing for onetime vendors, for example. Vendor information that exists in Microsoft RMS Headquarters but has not yet been imported to Microsoft Dynamics GP will be imported automatically. 6. Before importing Microsoft RMS Headquarters transactions, customer records, vendor records, and item records, you must specify classes using the Microsoft Dynamics GP Customer Class Setup, Vendor Class Setup, and Item Class Setup windows. If imported transactions reference a customer, vendor, or item ID that isn t defined in Microsoft Dynamics GP, the missing information will be created automatically using the appropriate default class defined in Microsoft Dynamics GP. 7. For the default vendor class, be sure to specify an Accrued Purchases account, using the Vendor Class Accounts Setup window. To display this window, click Accounts in the Vendor Class Setup window. 16 RMS HEADQUARTERS INTEGRATION

21 Chapter 3: Importing Microsoft RMS data to Microsoft Dynamics GP After you have specified import mappings, you can import various types of Microsoft RMS Headquarters data into Microsoft Dynamics GP. To import data from Microsoft RMS Headquarters to Microsoft Dynamics GP, you must specify a functional currency in Microsoft Dynamics GP for the companies that you re importing data to. You must use the Multicurrency Access window (Microsoft Dynamics GP menu > Tools > Setup > System > Multicurrency Access) to grant companies access to the functional currency, and you must use the Multicurrency Setup window (Microsoft Dynamics GP menu > Tools > Setup > Financial > Multicurrency) to specify the functional currency for the companies. Information is divided into the following sections: General import concepts Importing customer records Importing vendor records Importing item records Importing General Ledger transactions Importing purchase orders Importing sales documents General import concepts Before you can import the data, you must have completed integration setup using the RMS Integration Setup window. For more information, see Chapter 2, Microsoft RMS Headquarters integration setup and configuration. You should import customer, vendor, and item records from Microsoft RMS Headquarters before you import transactions that reference those records. If you subsequently update the customer, vendor, or item records in Microsoft RMS Headquarters, you can import them to Microsoft Dynamics GP again. Before importing Microsoft RMS Headquarters transactions, you need to specify default classes using the Microsoft Dynamics GP Customer Class Setup, Vendor Class Setup, and Item Class Setup windows. If imported transactions reference a customer, vendor, or item that isn t defined in Microsoft Dynamics GP, the missing information will be created automatically using the appropriate default class defined in Microsoft Dynamics GP. Class information also will be applied to all imported customer, vendor, and item records. If the Microsoft RMS Headquarters data is missing certain data elements, such as the value of a required field in Microsoft Dynamics GP, the affected records will not be imported. If the import report identifies any records that failed to be imported, correct the error in Microsoft RMS Headquarters, and import them again. Imported transactions are stored in batches identified by the source and the date, for example RMS-(date). If you import again from the same source on the same date, additional transactions will be appended to the existing batch for that date. Import logs track all transactions imported into Microsoft Dynamics GP, and any new records you import are compared to the appropriate log. This prevents you from inadvertently importing duplicate transaction information. The logs are stored RMS HEADQUARTERS INTEGRATION 17

22 CHAPTER 3 IMPORTING MICROSOFT RMS DATA TO MICROSOFT DYNAMICS GP in your company database. If a log becomes corrupted, restore your most recent company database backup. The import logs do not track any records that you delete or modify after they have been imported to Microsoft Dynamics GP. If you inadvertently delete or improperly modify imported records, you will need to correct the errors in Microsoft Dynamics GP. Importing customer records Use the RMS Customer Import window to import customer records from Microsoft RMS Headquarters to Microsoft Dynamics GP. The Microsoft RMS Headquarters integration tracks which customer records have been imported. By default, only the customer records that have not been imported will appear in the RMS Customer Import window. To view previously imported customer records, as well, select Show All Records, Including Previously Imported, and click Redisplay. You can import customer records that were previously imported. This may be necessary, for example, if you update customer records in Microsoft RMS Headquarters and want your Microsoft Dynamics GP records to reflect the changes. When you import them again, only the fields stored in Microsoft RMS Headquarters are updated. In order to use this window, you must specify a default customer class using the Microsoft Dynamics GP Customer Class Setup window 1. Open the RMS Customer Import window. Transactions > Retail Management > Customer Import 2. Select the customer records to import from Microsoft RMS Headquarters. You can click Mark All to select all customers or Unmark All to clear all selections. If there are customers in the list that you do not want to import, such as customers with whom you no longer do business, you can select them and click Hide. The customers will be removed from the list and will not be displayed again unless you select Show All Records, Including Previously Imported, and click Redisplay. 3. Click Import. A Report Destination window appears. Select a destination and click OK. 18 RMS HEADQUARTERS INTEGRATION

23 CHAPTER 3 IMPORTING MICROSOFT RMS DATA TO MICROSOFT DYNAMICS GP 4. View the import report to see which customer records were imported successfully, which failed to be imported, and the reasons why any records were not imported. Importing vendor records Use the RMS Vendor Import window to import vendors (suppliers) from Microsoft RMS Headquarters to Microsoft Dynamics GP. The Microsoft RMS Headquarters integration tracks which vendor records have been imported. By default, only the vendor records that have not been imported will appear in the RMS Vendor Import window. To view previously imported vendor records, as well, select Show All Records, Including Previously Imported, and click Redisplay. You can import vendor records that were previously imported. This may be necessary, for example, if you update vendor records in Microsoft RMS Headquarters and want your Microsoft Dynamics GP records to reflect the changes. When you import them again, only the fields stored in Microsoft RMS Headquarters are updated. In order to use this window, you must specify a default vendor class using the Microsoft Dynamics GP Vendor Class Setup window 1. Open the RMS Vendor Import window. Transactions > Retail Management > Vendor Import 2. Select the vendor records to import from Microsoft RMS Headquarters. You can click Mark All to select all vendors or Unmark All to clear all selections. If there are vendors in the list that you do not want to import, such as vendors with whom you no longer do business, select them and click Hide. The vendors will be removed from the list and will be displayed again unless you select Show All Records, Including Previously Imported, and click Redisplay. 3. Click Import. A Report Destination window appears. Select a destination and click OK. 4. View the import report to see which vendor records were imported successfully, which failed to be imported, and the reasons why any records were not imported. RMS HEADQUARTERS INTEGRATION 19

24 CHAPTER 3 IMPORTING MICROSOFT RMS DATA TO MICROSOFT DYNAMICS GP Importing item records Use the RMS Item Import window to import inventory item information. The Microsoft RMS Headquarters integration tracks which item records have been imported. By default, only the item records that have not been imported will appear in the RMS Item Import window. To view previously imported item records, as well, select Show All Records, Including Previously Imported, and click Redisplay. You can import item records that were previously imported. This may be necessary, for example, if you update item records in Microsoft RMS Headquarters and want your Microsoft Dynamics GP records to reflect the changes. When you import them again, only the fields stored in Microsoft RMS Headquarters are updated. In order to use this window, you must specify a default inventory item class using the Microsoft Dynamics GP Item Class Setup window. For the import to succeed, you must assign a Site ID for all stores, and for each item class you must assign a default Unit of Measure Schedule and Inventory, Inventory Offset, Sales, and Cost of Goods Sold (COGS) account numbers. For more information, see Accounts mapping on page 10 and Inventory mapping on page Open the RMS Item Import window. Transactions > Retail Management > Item Import 2. Select the item records to import from Microsoft RMS Headquarters. You can click Mark All to select all items or Unmark All to clear all selections. If there are items in the list that you do not want to import, such as inactive or non-inventory items, you can select them and click Hide. The items will be removed from the list and will not be displayed again unless you select Show All Records, Including Previously Imported, and click Redisplay. 3. Click Import. A Report Destination window appears. Select a destination and click OK. 4. View the import report to see which item records were imported successfully, which failed to be imported, and the reasons why any records were not imported. 20 RMS HEADQUARTERS INTEGRATION

25 CHAPTER 3 IMPORTING MICROSOFT RMS DATA TO MICROSOFT DYNAMICS GP Importing General Ledger transactions Use the RMS GL Import window to import general ledger transactions from Microsoft RMS Headquarters to Microsoft Dynamics GP. 1. Open the RMS General Ledger Import window. Transactions > Retail Management > GL Import 2. Specify a date range, if desired. If you don t specify a range, all transactions will be imported. 3. Mark Inventory Item Adjustments to include item adjustment transactions from Microsoft RMS Headquarters. You might want to unmark this option if you are importing beginning balance transactions, for example. 4. Click Import. A Report Destination window appears. Select a destination and click OK. 5. View the import report to see which transactions were imported successfully, which failed to be imported, and the reasons why any transactions were not imported. 6. To post the imported batches to the general journal in Microsoft Dynamics GP, choose Transactions > Financial > Series Post. Select the batches to post and click Post. Importing purchase orders Use the RMS Purchase Order Import window to import both fully received (closed) and partially received purchase orders. Information for partially received purchase orders is imported on a per-line item basis. 1. Open the RMS Purchase Order Import window. Transactions > Retail Management > PO Import RMS HEADQUARTERS INTEGRATION 21

26 CHAPTER 3 IMPORTING MICROSOFT RMS DATA TO MICROSOFT DYNAMICS GP 2. Specify a date range, if desired. If you don t specify a range, all purchase orders will be imported. 3. Click Import. A Report Destination window appears. Select a destination and click OK. 4. View the import report to see which purchase orders were imported successfully, which failed to be imported, and the reasons why any purchase orders were not imported. 5. To view the imported purchase orders, choose Transactions > Purchasing > Purchase Order Entry. 6. To view the receipts for the imported purchase orders, choose Transactions > Purchasing > Receivings Transaction Entry. Receipts imported from Microsoft RMS Headquarters are identifiable by the batch ID, for example, RMS-7/18/ Select the receipts to post and click Post. A purchase order receipt must be posted before an invoice can be created for that purchase order. 7. To create an invoice for a posted receipt (such as when an invoice is received from the supplier), choose Transactions > Purchasing > Enter/Match Invoices. Fill in the appropriate information, and then click Post to post the new invoice. Importing sales documents Use the RMS Receivables Management Import window to import sales documents and apply information into Microsoft Dynamics GP Receivables Management. You should import and post sales documents first, then import apply information. 1. Open the RMS Receivables Management Import window. Transactions > Retail Management > RM Import 2. Select Sales Documents and specify a date range, if desired. If you don t specify a range, all documents will be imported. 3. Click Import. A Report Destination window appears. Select a destination and click OK. 4. View the import report to see which sales documents were imported successfully, which failed to be imported, and the reasons why any documents were not imported. 22 RMS HEADQUARTERS INTEGRATION

27 CHAPTER 3 IMPORTING MICROSOFT RMS DATA TO MICROSOFT DYNAMICS GP 5. To view or modify the imported sales documents, choose Transactions > Sales > Transaction Entry or Transactions > Sales > Cash Receipts. To post individual documents, select a document and click Post. 6. To post all documents in an imported batch, choose Transactions > Sales > Series Post. Select the batches to post and click Post. 7. Next, import apply information. This information applies payments, debits, credits, and deposits to outstanding sales documents. In the RMS Receivables Management Import window, select Apply Information and specify the same date range as you did when you imported sales documents. 8. Click Import. A Report Destination window appears. Select a destination and click OK. 9. View the import report to see what apply information was imported successfully, what failed to be imported, and the reasons why any apply information was not imported. 10. If you need to apply documents manually, choose Transactions > Sales > Apply Sales Documents. RMS HEADQUARTERS INTEGRATION 23

28 24 RMS HEADQUARTERS INTEGRATION

29 Index A accounts copying mapping to another store 12 mapping 10 adjustments, importing inventory item adjustments 21 apply information, importing 22 C cash customer, specifying default 15 checkbook, specifying default 15 configuration, Microsoft RMS Headquarters integration 9 Copy Store Accounts window, displaying 12 copying, store accounts mapping 12 credit card, specifying default 15 customers, importing customer records 18 D data, linking to Microsoft RMS Headquarters server 4 defaults mapping 15 specifying default item class 12 department codes, mapping to inventory item class IDs 12 F feedback, sending to Microsoft Business Solutions 2 G general ledger transactions, importing 21 H help, how to use 2 I importing apply information 22 customer records 18 general ledger transactions 21 guidelines for importing data 17 inventory item records 20 purchase orders 21 sales documents 21, 22 vendor records 19 installing Microsoft RMS Headquarters integration 3 inventory importing item adjustment transactions 21 importing item records 20 mapping item class IDs 12 specifying default item class 12 L linked server, creating 4 log, for imported records 17 M mapping accounts 10 defaults 15 Microsoft RMS transaction types to Microsoft Dynamics GP posting accounts 10 RMS department codes to inventory item class IDs 12 store name to site ID 10 tax codes to tax detail IDs 14 Microsoft RMS Headquarters data, linking to 4 Microsoft RMS Headquarters integration installing 3 overview 1 upgrading 4 O online help, how to use 2 P purchase orders, importing 21 purchasing tax detail ID, specifying default 15 R requirements, software 3 RMS Customer Import window, displaying 18 RMS General Ledger Import window, displaying 21 RMS Integration Setup window Accounts tab 10 Defaults tab 15 displaying 9 Inventory tab 12 Tax tab 14 RMS Item Import window, displaying 20 RMS Purchase Order Import window, displaying 21 RMS Receivables Management Import window, displaying 22 RMS Vendor Import window, displaying 19 S sales documents, importing 22 server, linking to Microsoft RMS Headquarters data 4 setup, Microsoft RMS Headquarters integration 9 software requirements 3 store name, mapping to site ID 10 symbols, used in documentation 2 T tax codes, mapping to tax detail IDs 14 taxes, specifying default tax detail ID for purchases 15 temporary vendor, specifying default 15 transaction types, mapping to Microsoft Dynamics GP posting accounts 10 U upgrading, from Release V vendors, importing vendor records 19 W windows Copy Store Accounts 12 RMS Customer Import 18 RMS General Ledger Import 21 RMS Integration Setup 9 RMS Integration Setup - Accounts tab 10 RMS Integration Setup - Defaults tab 15 RMS Integration Setup - Inventory tab 12 RMS Integration Setup - Tax tab 14 RMS Item Import 20 RMS Purchase Order Import 21 RMS Receivables Management Import 22 RMS Vendor Import 19 RMS HEADQUARTERS INTEGRATION 25

30 26 RMS HEADQUARTERS INTEGRATION