M5-AR-1030 Authorize to Purchase

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This integration allows users to define products as requiring specific authorizations to purchase. The user will have the ability to define the following:

  • Define a group that can be assigned to one or multiple products requiring authorization.
  • Identify which customers will have the ability to purchase these specific items.
  • When entering a Sales Order/Quote the authorization will cross check the item with the customer and if not authorized will not allow entry into the system.
  • Analysis Authorizations by customer, item or both via Business Insights and context “Drill Into” menus.

Process Description

The “Authorized for Purchase” enhancement allows the Sage 500 user control what items may be sold to their various customers. This control is a two-step process in which items and customers are associated with authorization codes. Each item may be associated with a specific authorization code and each customer may be associated with one or more authorization codes. Therefore, a customer may be sold items which have authorization codes that match those entered for that customer. For any items not marked as requiring authorization, normal Sage 500 functionality prevails for the entry of sales orders and quotes.

Installation Requirements

Prior to running this application, you will need to have Sage 500 installed. (Various versions of Sage 500 are, or can be, made compatible. For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 500 platform.

Reinstalling or Installing an Update

You must first uninstall any custom (non-Sage) client/server installs via “Add and Remove Programs”. This will not uninstall any database objects, but will permit the update install to run its SQL package to update the necessary database objects. Once the previous install has been removed, you may then run the new client and server installs.

Components to the Installation

Server Installation

This adds the database stored procedures and tables required to run the integration. Run the Install Shield on the Sage 500 database server.

Client Installation

This is used to install the client components of Sage 500. Run the Install Shield Application on each appropriate workstation that the enhancement will run.

Task Setup

1. Expand the menu for Maintain Customer and right click on the sub menu where you want the Task displayed. Click on “Create New Task/Sage 500 Task”. Select the Accounts Receivable module and then the "Customer Authorization Blytheco" task. Click OK to accept the task.

  • Add to AR Maintenance the AR task “Customer Authorization Blytheco”

Customer Authorization Task Set Up

2. Expand the menu for Inventory Management and right click on the sub menu where you want the Task displayed. Click on “Create New Task/Sage 500 Task”. Select the Inventory Management module and then the "Authorization Maintenance Blytheco" task. Click OK to accept the task.

  • Add to IM Maintenance the IM task “Authorization Maintenance Blytheco”

Authorization Maintenance Task Set Up

Setting Up the Authorization Groups

The authorization groups (codes) will be assigned to specific items in inventory as well as specific customers to allow the purchase of this item.

  1. Start the Item Authorization screen in Sage 500.
  2. Setup your authorization codes in the application by typing the Auth Code ID and then tabbing to the Description area. As you tab additional lines will be added. To delete lines, right click and choose the delete command.

Customer Authorization Task Set Up

  1. Once complete click the Finish Exit button to exit the Authorization Code Maintenance form. Note: Groups can be defined for an individual item or used for grouping of items as needed. Only one Authorization Code can be assigned to an item so plan the codes appropriately.

Setting Up the Item

You will need to assign a group to an item on the inventory item that requires authorization:

  1. Start the Inventory Maintenance screen in Sage 500.
  2. Select the Sales Tab
  3. Select the check box to indicate that the item requires a product authorization code.
  4. Enter the authorization code. If the operator uses the look-up button, the available authorization codes are displayed for selection. In the example shown below, item “1.44 Floppy” is marked for product authorization, and authorization code “1” is entered.

Setting Up Items

Setting Up Customer Relationships

  1. Start the Customer Authorization task. This task is used to define the relationship of the Authorization code(s) to a customer.
  2. Choose the customer that you will be managing. Select the Authorization codes that this customer can purchase.

Customer Authorization Screen

Iinstructions For Use

Once setup is complete, the user will be able to enter a sales order (or quote) and select an item.

  1. Enter a line item then leave the item cell.
  2. The system checks the item to see whether it requires authorization.
  3. If the item requires authorization, the system checks the authorization code to see if it is correct for the selected customer.
  4. If the authorization code is correct for the selected customer, the item is added to the sales order or quote.
  5. If the authorization code is not correct for the selected customer, a warning message appears indicating that the customer does not have authorization for the selected item.
  6. After the warning message is cleared, the order entry line is reset allowing the user to select another item.

Sales Order Verification

Drill Into Functionality

Drill into functionality is available to assist you in the authorization process. On the Sales Order screen, a simple right click provides access to a menu that offers the “Drill Into” tasks. Each menu has context to the object being clicked upon.

If you right click on the Item number the menu will contain tasks that are contextual to the Item object. The available “Drill Into” tasks are Customer Authorization Codes, Customer Item Authorization Cross-reference, and Item Authorization Codes. One or combinations of the “Drill Into” tasks is available for the Sales Order, Sales Order Line, Item Number (ID), and Customer Number (ID) objects. The following example demonstrates the Drill Into tasks that are contextual to the Sales Order and the Sales Order Line.

Drill Into Functionality

Once the desired “Drill Into” task is selected, the context of the task is passed to drill into view and the information is returned in a Business Insights window. The following example is the results of the context drill into for the Sales Order number. The Customer Authorization Codes drill into task was selected and the current customer of the Sales Order is passed to the “Drill Into” task. The current Authorization Codes for the selected customer are thus returned to the Business Insights window.

Data Returned From Drill Into

These tasks can also be made available as stand alone tasks under Business Insights. This makes the Authorization “Drill Into” tasks available for analysis of customer and items authorizations.

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