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

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

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 Integration

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

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-Inhttp://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