SmartConnect Integrations User Group – Spring 2013 SmartConnect Integrations May 9, 2013 Dave Washabaugh dwashabaugh@intellitecsolutions.com

Solutions Begin with the end in mind Eliminate the Pain points Make life (work) easier Create efficiencies Eliminate redundant entries Save time and money WOW them with integrations

Credit Card Integration Need: a one step process Current form in Excel or printed is already used The form is filled out and submitted for approval GL accounts are verified by finance GL accounts are subtotaled Transactions are hand keyed into GP

Credit Card Integration Solution Excel template is added to the Integration GL accounts are populated by the employee and verified via data Connection A pivot table is used to subtotal the accounts A summary input table is mapped and automatically populated The integration is run from Excel

Credit Card Report.xlsm

Expense Report Integration Need – Expense report integrated from current worksheet Current form in Excel or printed is already used The form is filled out and submitted for approval GL accounts are verified by finance Transactions are hand keyed into GP

Expense Report Integration Solution Excel template is added to the Integration Data Connection limits vendor to employees only by use of the Class ID GL accounts are populated by the employee and verified via data Connection The integration is run from Excel

Expense Report.xlsm

Inventory Transaction Integration Need – Update inventory daily – real-time data Hand written form was being used Inventory is taken by floor/closet three times a week 12 floors 2 closets per floor 3 different supply lists 72 forms a day x 3 days a week = 216 forms a week Items needed to restock were filled out on the form Inventory was gathered from a central supply room The forms were placed in a bin The items were hand keyed into inventory system Inventory Manager was 3 months behind in input

Inventory Transaction Integration Solution Each Supply Clerk was issued a tablet An Excel template was created Utilizing the item Class ID’s, the supplies were separated on the spreadsheet After fulfilling the inventory the supply clerk Submits into GP and prints the form The Inventory manager reviews the transactions in GP comparing it to the form and posts Inventory and transactions are up to date

CSR Supply Order Form1.xlsm

Multi-database Integration Need – one template for a journal entry for multiple databases The client has multiple databases Each need to import journal entries The desire was to have one template that could be used no matter what database the transaction were imported

Multi-database Integration Solution A data connection was created for each database The database was specified with each connection Using the database column the integration was set up to import to that company

GL Journal Entry - Multidatabase.xlsm

Bank Transaction Integration Need – Cash transactions entered into GP by an employee without GP credentials A 3rd Party software is utilized for billing and cash receipts The employee who maintains deposits is not a GP user They did not want to add a task to another employee to perform They did not want to add another GP user license

Bank Transaction Integration Solution Mimic the GP transaction screen SmartConnect does not require a GP license One employee handles all Bank transaction

Banking Transaction.xlsm

AP/PO invoice Integration Need – AP and PO invoice integration using a scanned document Invoices are scanned into a 3rd party document imaging software All Header information (Vendor, invoice number, PO number if applicable, dates, and amounts) are assigned in the scanning software Invoices (transaction entry) are keyed in PO invoices (Enter/Match) are keyed in Image address is added to the note field

AP/PO invoice Integration Solution 2 SQL views were created to extract data from scanning software table 2 Integration created to import invoices from the SQL view Tasks were created to run after the Smart Connect map runs Email notification of a failed import SQL insert statement to import the image’s address into the note field SQL Update statement to update a field in the scanning software table signifying that the transaction was imported Email notification of a successful import Modified form in GP was created to view the image Points to touch on Tasks that can run before a map Map data checks Document tasks Copy File Delete File Move file Send Email Run File Run script (VB or C#) Run Map Run SQL command Map Post tasks Global Variable Defaults

SOP invoice integration Need – Integration with a 3rd party Prescription software Prescriptions are entered and tracked in 3rd party software Customers are also maintained Cash receipts are also recorded This software integrates with another accounting software A journal entry is created monthly and keyed into GP Reduce the number of “touching” points and software needed

SOP invoice integration Solution Integrate directly with GP using a SQL view Automatically add/update customer Eliminate additional GL software Map the necessary GL accounts Schedule the integration to run daily

Cash Receipts Integration Need – Reduce the amount of time necessary for cash receipts entry Cash receipts are exported from a lockbox Customer names are matched up to the corresponding Customer ID Cash receipts are entered and invoices are applied Due to the number of transactions the process is very time consuming

Cash Receipts Integration Solution Cash receipts file from the bank is utilized A MSSQL lookup is used to determine the Customer number The apply node was added to the cash receipt Map The transactions are applied to the proper invoice If errors occur during import they can be modified “on the fly” or saved for correction

Customer Integration Need - run an integration using the Smart Connect Add-in Problem – Integration failed running from Add-in Integration successful when running from SmartConnect When not all documents (customers) had information in a specific field the integration failed Users adding customers will not have access to SmartConnect

Customer Integration Customer Update.xlsx

eOne Excel Add-In http://eonesolutions.com/Products/Smartconnect/SC-Overview/Downloads.aspx XML Schema Reference http://msdn.microsoft.com/en-us/library/ff623651.aspx

Integrations stored in SharePoint Journal Entry Integration