M9-AP-1106 Accounts Payable Interface with CPAPractice Manager

From BlythecoDev Wiki

Jump to: navigation, search

Contents

Synopsis

This Extended Solution to the Accounts Payable module allows you to synchronize CPAPractice Manager Client, Employee and Service Code data against three corresponding User Defined Validation tables in MAS90. When the corresponding UDFs have been added to the detail grid, Invoice Entry and Manual Check Entry of an Invoice on the fly will prompt the user to fill in this data (it is not required). Invoice Register update and Manual Check Register update have been modified to export the A/P data back to CPAPractice Manager’s SQL Time In table.

Accounts Payable cannot be integrated with Job Cost and the Custom Office Module must be activated.



Installation

Before installing any Extended Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (MAS 90 MAS 200) installation. (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 100 (MAS 90 MAS 200) platform.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Extended Solutions Setup options

Custom Office

If you customize your Sage 100 (MAS 90 MAS 200), then you must run the Update Utility every time you install this Extended Solution.

Setup

Upon completion of software installation, you will need to access Extended Solutions Setup from the Accounts Payable Setup menu. Select this part number, and the Setup screen for this Extended Solution will appear (Figure 1). Check the ‘Enable Extended Solution’ box to activate this Extended Solution.

AP-1106 Setup Options
Figure 1


Answer the following prompts:

A/P INVOICE DETAIL UDF FOR ‘CLIENT’: Specify the 21-character string UDF which holds the Client ID.Engagement. An A/P Manual Check Invoice Detail UDF of the same name will need to exist if you want to perform CPAPractice entry there as well. If you manually enter a client code, you must enter the Client Code, a period, and then the Engagement Code.
A/P INVOICE DETAIL UDF FOR ‘SERVICE’: Specify the 17-character string UDF which holds the Cat Code – Sub Cat Code – Service Code. An A/P Manual Check Invoice Detail UDF of the same name will need to exist if you want to perform CPAPractice entry there as well.
A/P INVOICE DETAIL UDF FOR ‘EMPLOYEE’: Specify the 9-character string UDF which holds the Employee Number. An A/P Manual Check Invoice Detail UDF of the same name will need to exist if you want to perform CPAPractice entry there as well.
A/P INVOICE DETAIL UDF FOR ‘CLIENT DESC.’: Specify the 40-character string UDF which holds the Client Sort Description. An A/P Manual Check Invoice Detail UDF of the same name will need to exist if you want to perform CPAPractice entry there as well.
A/P INVOICE DETAIL UDF FOR ‘SERVICE DESC.’: Specify the 30-character string UDF which holds the Cat Code – Sub Cat Code - Service Code Description. An A/P Manual Check Invoice Detail UDF of the same name will need to exist if you want to perform CPAPractice entry there as well.
A/P INVOICE DETAIL UDF FOR ‘EMPLOYEE NAME’: Specify the 41-character, string UDF which holds the Employee First Name + Last Name. An A/P Manual Check Invoice Detail UDF of the same name will need to exist if you want to perform CPAPractice entry there as well.
SN FOR SQL TABLES: Enter DSN.
SYNCHRONIZATION NUMBER OF HOURS: Input the maximum number of hours allowed between synchronization uploads. This field defaults to ‘24’.
SQL LOGIN: Enter SQL Login (please contact CPASoftware for this information).
SQL PASSWORD: Enter password for SQL Login (please contact CPASoftware for this information).

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

Role Maintenance
The following Task has been added to Accounts Payable, Setup Options:

  • Extended Solutions Setup

The following Task has been added to Accounts Payable, Miscellaneous Tasks:

  • Synchronize CPAPractice Manager Data

Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes.

Operation

User Defined Field Maintenance>br> Each of the A/P Invoice Detail and A/P Manual Check Detail UDFs which have been specified will need to have their user defined table validation data sources set to the appropriate value. For the Client UDF that is: AP_CPAClientValidate_001 (Figure 2). For the Employee UDF that is: AP_CPAEmployeeValidate_001 (Figure 3). And for the Service Code UDF that is: AP_CPAServiceValidate_001 (Figure 4).

If you want to write this data to the Invoice History or Open Invoice files, make sure that you establish UDFs in those tables as well and set your data sources accordingly.

AP-1106 AP Invoice Detail - Edit Field


AP-1106 AP Invoice Detail - Edit Field


AP-1106 AP Invoice Detail - Edit Field


Synchronize CPAPractice Manager Data
Found on the A/P Setup menu, this option (Figure 5) uploads the data from the SQL Tables for Clients, Employees and Service Codes to the 3 new data files for AP_CPAClients_001.M4T, AP_CPAEmployees_001.M4T and AP_CPAServiceCodes_001.M4T. You will see a dialog with a progress bar while this activity takes place (Figure 6).

AP-1106 Synchronize CPAPractice Manager Data


AP-1106 Synchronize CPAPractice Manager Data


A/P Invoice Data Entry and Manual Check Entry
A/P Invoice Entry and Manual Check Entry will compare the workstation’s date and time to the time that the Employee, Client and Service Code files were last updated. When greater by at least the number of hours noted for Synchronization Number of Hours in setup, then an Auto Synchronization will take place.

Each of the specified user defined fields will contain a lookup into the respective Practice Manager validation file. The Client field’s lookup will provide columns for Client Number, Engagement Number and Client Name (Figure 7) and will populate the field with Client Number, a period, and the Engagement Number.

AP-1106 CPAPractice Manager Clients


Service Code lookup will provide columns for Service Code, Category, Sub Category Code, and Service Description (Figure 8). It will populate the field with the Category Code, a dash, the Sub Category Code, a dash, the Service Code. If you manually enter this field, you only need to enter the Service Code and the rest of the field will automatically populate.

AP-1106 CPAPractice Manager Service Codes


Employee will provide columns for Employee Number, Employee Last Name, Employee First Name (Figure 9) and will populate the field with the Employee Number.

AP-1106 CPAPractice Manager Employees.JPG


You are not required to define these fields in order to complete the line entry; however if one value is defined then they ALL must be defined in order to exit the screen (Figure 10).

AP-1106 Employee Fields Msg


A/P Invoice Register and Manual Check Register Update The A/P Invoice Register Update will export any detail line with non blank values in its CPAPractice manager fields to CPAPractice Manager’s TIME_IN table. The data is mapped as follows:

AP-1106 CPA Field Names


Crystal Reports and the ODBC Dictionary

The files listed below have been added, or changed, in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.

AP-1106 ODBC Dictionary

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.

What’s New

With the 04-01-08 release:

  • Added Setup options ‘A/P Invoice Detail UDF for ‘Client Desc.’, ‘A/P Invoice Detail UDF for ‘Service Desc.’, and ‘A/P Invoice Detail UDF for Employee Name’.


Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.


Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.


Acknowledgments

Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.


Revision Note: 4.4

Personal tools
MediaWiki Appliance - Powered by TurnKey Linux