acs data entry requirements specs · great plains & other data entry requirements to work with...
TRANSCRIPT
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ACS
Data Entry
Requirements Specs
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GREAT PLAINS & OTHER DATA ENTRY REQUIREMENTS
TO WORK WITH QUOTEWERKS / LINKED SYSTEMS INTEGRATION
The following is a list of Fields that will affect the QuoteWerks integration to MS Dynamics GP.
1) GP SALESPERSON ID : ACS uses custom Salesperson ID’s to handle split commissions.
a. AMY / MATT
b. MATT / AMY
c. JEFF / SCOTT
d. AMY/MATT/NATE
e. AMY / NATE
f. NATE / AMY
g. MELAYNE/ROGERS
h. JOHN / AMY
i. AMY / JOHN
j. CAVANAGH / HALL
These salesperson id’s affect Linked Systems. The Salesperson ID on the order is used to find
the User setup record in Linked Systems. As part of the customizations for ACS, Linked systems
2015 uses this user setup record to find the “quote folder” for the user and automatically copy
order attachments to the related “Order folder” for this user. If new GP Salesperson ID split
id’s are created in Great Plains, Linked Systems needs to be notified and that split salesperson
id needs to be added the related Linked Systems user record so that the Salesperson iD can be
tied to the attachments folder.
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2) GP BUYER ID : If new Buyer id’s are added or existing GP Buyer id’s are changed in Dynamics
GP. Linked Systems needs to be notified so that we can update our Linked systems user setup
to reflect these changes. GP Buyer ID’s are used by Linked Systems 2015 when creating
Purchase Orders from QuoteWerks orders. At the time of transfer, Linked Systems 2015 will
lookup the Quotewerks prepared by user via the Quotewerks Network login and find the Buyer
ID associated with that Linked Systems user record.
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3) GP BATCH NUMBER : If new Batch Numbers are added or existing GP Batch Numbers are
changed in Dynamics GP. Linked Systems needs to be notified so that we can update our Linked
systems user setup to reflect these changes. GP Batch Numbers are used by Linked Systems
2015 when creating Sales Orders from QuoteWerks orders. At the time of transfer, Linked
Systems 2015 will lookup the Quotewerks prepared by user via the Quotewerks Network login
and find the Buyer ID associated with that Linked Systems user record.
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4) GP ORDER ID NEXT NUMBER : Linked Systems 2015 specs call for us to use the following Great
Plains Order id’s when creating Sales orders from Quotewerks orders :
a. PRODUCTS
b. PROF SERVICE
c. SVC CONTRACTS
d. WBE PRODUCTS
The setup of the “Order ID Next Number” on the Sales Order Setup for each Great Plains Order
ID is very important. Linked Systems 2015 will use this number as the order number for Sales
Orders transferred from QuoeWerks Orders. If this order ID is changed it will affect Linked
Systems 2015. If it is missing or not setup it will cause a critical error in Linked Systems 2015. For
ACSUS, all order id’s are used. For ACSWBE, only the “WBE PRODUCTS” Order id is used.
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5) WBE CUSTOMER ID : Linked Systems 2015 specs call for us to use the “ACS WBE” Great Plains
customer ID when creating WBE Orders in ACSUS Great Plains Company. If this customer card
for “ACS WBE” is removed or changed from ACSUS GP Company, Linked Systems needs to be
notified. Clarification : the customer card content can be changed without notification. We just
need to be notified if the “Customer ID” changes or is removed.
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6) SITE ID’S ON ADDRESS CARD ARE REQUIRED : Linked Systems 2015 specs call for us to read the
site id from the Address card for the Shipto address that is selected in the Linked Systems
transfer wizard. If this site id is missing on the shipto address card, the transfer process will be
halted.
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7) PURCHASE ORDER ADDRESS ID : Linked systems 2015 specs call for “HB SHIPTO” to be used as a
default Shipto address ID for Purchase Orders. If this Company Address ID is removed or
changed, linked systems needs to be notified.
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8) GP COMMENTS : Linked Systems 2015 specs call for us to automatically add the “PNC”
comment id to the bottom of Sales Orders transferred from QuoteWerks Orders. If this GP
comment ID is removed or the ID from GP Comment ID setup is changed, Linked Systems needs
to be notified. Clarification: the comment content can be changed without notification. We just
need to be notified if the “Comment ID” changes or is removed.
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9) SALES PROCESS HOLDS : Linked Systems 2015 specs call for us to automatically add a “CREDIT
LIMIT” and “CREDIT MANAGER” hold to sales order if the customer is over their credit limit or on
credit hold (in Dev it’s the “CREDIT” hold id). If these sales process hold id’s are removed or
changes, Linked Systems needs to be notified.
10) GP DATABASE NAMES : Linked Systems 2015 specs call for us to read/write data to the
ZACS/ZACS2 Databases in Dev and ACS/ACS2 databases in Production. If these database names
are changed, Linked Systems needs to be notified.
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11) QUOTE / ORDER ATTACHMENT LOCATIONS : Linked Systems 2015 specs currently call for
attachments to be read from the “quote folder” attachments field of Linked Systems user setup
and written to the “Order folder” attachments field of Linked Systems user setup. Currently,
these folders point to the “S” Mapped drive and the sub folder “S:\ACS\FS01_DATA_HB\”. If
this mapped drive location is changed or removed or the S mapped drive is redefined, Linked
Systems needs to be notified and Linked Systems user setup will need to be updated.
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12) XML FILE LOCATIONS : Linked Systems 2015 specs call for us to write XML files which will be
eventually transmitted to the vendor via Pivot IT. If these file locations change, Linked Systems
needs to be notified
a. DEV : \\pacatlint01d\PO_XML\PO_XML\
b. PRODUCTION : \\pacatlint01\PO_XML\PO_XML\
13) EMAIL DISTRIBUTION LISTS : Linked Systems 2015 specs call for us to send notifications to
certain hard coded distribution lists based on certain warning / notification conditions. If these
email distribution lists are removed or changed, Linked Systems needs to be notified.
file://///pacatlint01d/PO_XML/PO_XML/file://///pacatlint01/PO_XML/PO_XML/mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]
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14) IF NEW PURCHASE ORDER ADDRESS ID’S ADDED TO ACSWBE : Linked systems 2015 specs call
for Purchase Orders to be created in Both GP companies. If a user wants to generate a Standard
Purchase Order to an ACS Address, that PO Address ID will need to exist in both GP companies.
Therefore, if a GP user adds a PO Address ID to ACSWBE GP company, they will need to add that
exact same GP Address ID to the ACSUS GP Company so that we can create standard PO’s for
that address ID in Both GP Companies. The exception is “HB OFFICE” because we have added
code to translate that to “HB SHIP TO” in ACSUS.
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15) IF PURCHASE ORDER MANUALLY LINKED TO GREAT PLAINS SALES ORDER : Linked systems
2015 specs call for Purchase Orders to be generated later for items added to an order through
our Linked Systems Dashboard or marked “purchase later” in the Linked Systems Transfer
wizard. If a purchase order is manually linked to a sales order generated by Linked Systems
from Quotewerks, this will cause a warning in our Dashboard that the line item has already been
linked manually by a Great Plains user and the purchase order cannot be generated and linked
again to that line item.