1. SmartConnect Integrations
User Group – Spring 2013
SmartConnect Integrations
May 9, 2013
Dave Washabaugh

2. 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

3. 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

4. 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

5. Credit Card Report.xlsm

6. 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

7. 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

8. Expense Report.xlsm

9. 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

10. 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

11. CSR Supply Order Form1.xlsm

12. 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

13. 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

14. GL Journal Entry - Multidatabase.xlsm

15. 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

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

17. Banking Transaction.xlsm

18. 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

19. 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
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
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
Run File
Run script (VB or C#)
Run Map
Run SQL command
Map Post tasks
Global Variable Defaults

21. 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

22. 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

25. 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

26. 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

27. 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

28. Customer Integration
Customer Update.xlsx

29. eOne Excel Add-In
XML Schema Reference

30. Integrations stored in SharePoint
Journal Entry Integration