Microsoft Small Business Financials. Small Business Center Integration

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1 Microsoft Small Business Financials Small Business Center Integration

2 Copyright Copyright 2005 Microsoft Corporation. All rights reserved. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Notwithstanding the foregoing, the licensee of the software with which this document was provided may make a reasonable number of copies of this document solely for internal use. Trademarks Microsoft and Outlook are either registered trademarks or trademarks of Microsoft Corporation or its affiliates in the United States and/or other countries. FairCom and c-tree Plus are trademarks of FairCom Corporation and are registered in the United States and other countries. The names of actual companies and products mentioned herein may be trademarks or registered marks - in the United States and/or other countries - of their respective owners. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Intellectual property Warranty disclaimer Limitation of liability License agreement Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Microsoft Corporation disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Microsoft Corporation. Microsoft Corporation assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. Neither Microsoft Corporation nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code. Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at (in the U.S. or Canada) or Publication date January 2006

3 Contents Introduction... 1 Small Business Center services integration overview... 1 What s in this manual... 2 Symbols and conventions... 3 Small Business Financials manuals...3 Online help... 4 Resources... 5 Chapter 1: Installation and Setup... 7 Before installing the Small Business Center Integration program... 7 Installing the Small Business Center Integration program... 7 Setting up the Small Business Center Integration program... 8 Selecting default tax schedules for imported invoices Selecting default shipping methods for imported invoices Selecting default credit card IDs for imported invoices Chapter 2: Small Business Center Menus and Reports The Microsoft Small Business Center Integration menu Printing Small Business Center integration reports Chapter 3: Customer and Item Records Exporting customer records to Small Business Center Exporting item records to Small Business Center Chapter 4: Invoices Importing finalized invoices from Small Business Center Import File Journal error messages...25 Finding matching invoice numbers Removing imported invoices from inquiries and reports Index SMALL BUSINESS CENTER INTEGRATION i

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5 Introduction Welcome to Microsoft Small Business Center Integration, a program you can use with Microsoft Small Business Financials to integrate with Microsoft Small Business Center services. The following topics are discussed: Small Business Center services integration overview What s in this manual Symbols and conventions Small Business Financials manuals Online help Resources Small Business Center services integration overview Use Small Business Center services List Builder, Commerce Manager, and Appointment Manager with Small Business Financials to conduct marketing programs, to sell products online, and to allow customers to schedule appointments online. marketing with List Builder You can export customer records from Small Business Financials to List Builder and then use List Builder to send personalized announcements and newsletters to your customers using . Customers can choose whether to receive messages, and you can track the number of messages customers open and the Internet hyperlinks they follow. When customers respond to your messages, you automatically can send them responses. E-commerce with Commerce Manager You can export item records from Small Business Financials to Commerce Manager, and then use Commerce Manager to sell your products on auction and shopping World Wide Web sites or from your own online store. You can accept online credit card payments or payments made using other online payment services for purchases. You can print reports to view sales history. SMALL BUSINESS CENTER INTEGRATION 1

6 INTRODUCTION Appointment scheduling with Appointment Manager You can export customer records from Small Business Financials to Appointment Manager, and customers can then use Appointment Manager to schedule and reschedule appointments for your services. Use Appointment Manager to send reminders to customers about upcoming appointments. Customers also can fill cancellations using waiting lists in Appointment Manager. You can print reports showing your appointment schedule and synchronize the appointments with your Microsoft Outlook calendar. You also can import appointment books from Appointment Manager to Microsoft Excel to track employee schedules and customer visits. What s in this manual The following topics are discussed: Chapter 1, Installation and Setup, explains how to install and set up Microsoft Small Business Center Integration. Chapter 2, Small Business Center Menus and Reports, describes how to open Microsoft Small Business Center Integration windows and print integration reports. Chapter 3, Customer and Item Records, describes how to export customer and item records to Small Business Center. Chapter 4, Invoices, explains how to import invoices from Small Business Center, how to match Small Business Center invoice numbers with Small Business Financials document numbers, and how to remove imported invoices from Small Business Center inquiries and reports. 2 SMALL BUSINESS CENTER INTEGRATION

7 INTRODUCTION Symbols and conventions This manual uses the following symbols to make specific types of information stand out. Symbol Description The light bulb symbol indicates helpful tips, shortcuts, and suggestions. The warning symbol indicates situations you should be especially aware of when completing tasks. Typically, this includes cautions about completing steps in their proper order, or important reminders about how other information in Small Business Financials might be affected. This manual uses the following conventions to refer to sections, navigation, and other information. Convention Additional resources File > Print TAB or ENTER Description Italic type indicates the name of a section or procedure. The (>) symbol indicates a sequence of actions, such as choosing items from a menu or toolbar, or clicking buttons in a window. This example directs you to go to the File menu and choose Print. Capital letters indicate a key or a key sequence on the keyboard. Small Business Financials manuals Small Business Financials manuals are provided in Adobe Acrobat PDF format. The manuals are copied to a default documentation folder during installation. You can open them by choosing Help > Printable Manuals. You can print sections of online manuals that pertain to your work or print copies of entire manuals. To print, choose File > Print and enter the beginning and ending pages to print, or select All to print the whole manual. SMALL BUSINESS CENTER INTEGRATION 3

8 INTRODUCTION Online help You can access help within Small Business Financials using the following methods. Search for keywords in the index using tables within the User s Guide Choose Help > Contents Choose Help > Index Choose Help > About this window or press F1 Help > Contents To locate topics within the Contents, choose Help > Contents to open the Contents topic in the help. You can expand and collapse the list of topics to see additional entries. The Contents includes topics from the User s Guide, Payroll, lists of windows within Small Business Financials, and messages. For information about messages, click the Search tab in the Help window and search for the keyword messages. Messages can be displayed by Small Business Suite, your computer s operating system, or your Microsoft SQL Server database. Choose Help > Contents within Small Business Suite to search for the keyword messages to help find explanations of Small Business Suite messages. The Contents topic also lists other help files, such as the glossary and documentation feedback information. Every topic in Help includes a feedback link. Click the feedback link to send an message to the Microsoft Business Solutions documentation team concerning the topic you re viewing. Help > Index To find information about a window that s not currently displayed, choose Help > Index, then type the name of the window and click Display. You also can use the index to find information about other topics and terms used within Small Business Financials. 4 SMALL BUSINESS CENTER INTEGRATION

9 INTRODUCTION To open Help while working in a specific window, choose Help > About This Window or press F1. A Help window will be opened, displaying information about the window you re working in. Four basic types of documentation are available for most windows overviews, and descriptions of fields, buttons, and menus. Each type appears as a link within the main Help window. Click a link to locate the information you re looking for. The Overview link displays information about the window or field you ve selected and typically includes a list of related topics, such as tasks that can be completed using the window. The Fields link displays information for each field in the window. The Buttons link displays information for each button in the window. The Menus link displays information for additional menus that appear in the menu bar when you open the window. Resources Use the following tools to learn how to use Small Business Financials. In addition to the printed and online documentation, printable manuals also are available, as well as updated documentation on the Web. Product documentation is available in HTML help or Adobe Reader (PDF) formats. PDF files (portable document format) require the Adobe Reader software, which can be installed from your Small Business Suite Basic CD. Printable manuals To open printable versions of the User s Guide, Fixed Assets, Payroll, and Report Editor or Report Writer manuals in PDF format, choose Help > Printable Manuals. Orientation training An introductory tutorial is included with each installation. To start the training tutorial, choose Help > Orientation Training. Resources on the Web Choose Help > Documentation on the Web to go to CustomerSource, where the following resources and components are available. SMALL BUSINESS CENTER INTEGRATION 5

10 INTRODUCTION U.S. Payroll Updates For information and updated tax tables for Small Business Financials, choose Help > U.S. Payroll Updates. Microsoft Small Business Center The Microsoft Small Business Center Web site ( business) gives you access to suites of Web-based business programs that can help you conduct online selling and manage customers, projects, and marketing activities. You can link Small Business Financials to Microsoft Small Business Center services, such as Commerce Manager, List Builder, and Appointment Manager. 6 SMALL BUSINESS CENTER INTEGRATION

11 Chapter 1: Installation and Setup The following information explains how to install and set up Small Business Center Integration. The following topics are discussed: Before installing the Small Business Center Integration program Installing the Small Business Center Integration program Setting up the Small Business Center Integration program Selecting default tax schedules for imported invoices Selecting default shipping methods for imported invoices Selecting default credit card IDs for imported invoices Before installing the Small Business Center Integration program To use Small Business Financials with the Small Business Center services List Builder, Appointment Manager, or Commerce Manager, you first must sign up to use those services, and also set up those services online. Contact Small Business Center services at smallbusiness/default.mspx or your Microsoft Business Solutions reseller for more information. Installing the Small Business Center Integration program Download the Small Business Center Integration program from the CustomerSource Web site at to install the program. Contact customer support for more information. Before installing the Small Business Center Integration program, you first must have installed, started, and exited Small Business Financials at least once. To install the Small Business Center Integration program: 1. Be sure that you ve exited Small Business Financials. 2. Download the file named bcentralintegrator900.exe from the Microsoft Business Solutions CustomerSource Web site. SMALL BUSINESS CENTER INTEGRATION 7

12 CHAPTER 1 INSTALLATION AND SETUP 3. Unzip the contents of the file named bcentralintegrator900.exe to your Small Business Financials installation folder. 4. Start Small Business Financials and log on using the system administrator user ID sa. 5. If you are installing for the first time, a Microsoft Small Business Center Integration shortcut folder will appear in the shortcut bar. The folder contains shortcuts to the windows used to integrate Small Business Financials with Small Business Center s List Builder, Commerce Manager, and Appointment Manager services. Setting up the Small Business Center Integration program Use the Microsoft Small Business Center Integration Setup window to specify default settings for the Small Business Center Integration program. You must be connected to the Internet to complete the setup. Before you set up the Small Business Center Integration program, you must set up List Builder, Commerce Manager, and Appointment Manager on the Small Business Center Web site. See the Small Business Center Web site for more information. To set up the Small Business Center Integration program: 1. Open the Microsoft Small Business Center Integration Setup window. Customers > Microsoft Small Business Center Integration > Integration Setup 8 SMALL BUSINESS CENTER INTEGRATION

13 CHAPTER 1 INSTALLATION AND SETUP 2. Select a Small Business Center service and click Go to open the Microsoft Small Business Center sign-up wizard in Microsoft Internet Explorer. Complete the sign-up wizard. Repeat this step for each Small Business Center service you re using with Small Business Financials. 3. Type the path to the folder to use when saving XML (Extensible Markup Language) files for exporting customer and item records to and importing invoices from Small Business Center. 4. Select whether to create new customer records for new customers or to assign all imported invoices to an existing customer record when importing invoices from Small Business Center. Create New Customer Creates new customer records for new customers. If a customer record doesn t exist in Small Business Financials for the customer who created the invoice, a new customer record will be created when importing invoices from Small Business Center. A customer ID will be assigned based on the new customer prefix and customer number you enter. As new customer records are created, the customer ID will be increased by one. You also must enter a credit limit to assign to new customers. Attach to Online Customer Assigns all imported invoices to an existing customer record. If a new customer address is used on an imported invoice, a new address ID will be created when importing invoices from Small Business Center. The format for the address ID will be the five-digit zip code followed by the first 10 characters of the address. Select the customer ID to assign all imported invoices to. 5. Select Print Import Journal to print a report that lists invoices imported from Small Business Center and any errors encountered during the import process. 6. Click Tax to open the Tax Mapping window to select default tax schedules for imported invoices. See Selecting default tax schedules for imported invoices for more information. 7. Click Freight to open the Freight Mapping window to select default shipping methods for imported invoices. See Selecting default shipping methods for imported invoices on page 11 for more information. 8. Click Credit Card to open the Credit Card Mapping window to select default credit card IDs for imported invoices. See Selecting default credit card IDs for imported invoices on page 12 for more information. SMALL BUSINESS CENTER INTEGRATION 9

14 CHAPTER 1 INSTALLATION AND SETUP 9. Choose File > Print to print reports that you can use to verify the setup options. 10. Click OK to save the information and close the window. Selecting default tax schedules for imported invoices Use the Tax Mapping window to select default tax schedules for imported invoices. Tax schedules are assigned based on a customer s address. To select default tax schedules for imported invoices: 1. Open the Microsoft Small Business Center Integration Setup window. Customers > Microsoft Small Business Center Integration > Integration Setup 2. Click Tax. The Tax Mapping window will open. 3. Select a state in the Online Tax ID list. To view the states you ve already assigned tax schedules for, click the Online Tax ID lookup button. 4. Select a tax schedule to use when a customer s address is in the selected state. 5. Click Save. 6. Repeat steps 3 through 5 for each state. 7. Choose File > Print to print a report that you can use to verify the tax schedules you ve assigned for each state. 8. Close the window. 10 SMALL BUSINESS CENTER INTEGRATION

15 CHAPTER 1 INSTALLATION AND SETUP Selecting default shipping methods for imported invoices Use the Freight Mapping window to select default shipping methods for imported invoices. Shipping methods are assigned based on the shipping code that the customer selected in Small Business Center. You can create new shipping codes using the Small Business Center Commerce Manager service. If you do create new shipping codes, you must use the Freight Mapping window to assign a shipping method to each shipping code to import invoices that use a new shipping code. To select default shipping methods for imported invoices: 1. Open the Microsoft Small Business Center Integration Setup window. Customers > Microsoft Small Business Center Integration > Integration Setup 2. Click Freight. The Freight Mapping window will open. 3. Type or select an online shipping code. To view the shipping codes you ve already assigned shipping methods for, click the Online Shipping Code lookup button. 4. Select a shipping method to use for the selected shipping code. 5. Click Save. 6. Repeat steps 3 through 5 for each shipping code. 7. Choose File > Print to print a report that you can use to verify the shipping methods you ve assigned for each shipping code. 8. Close the window. SMALL BUSINESS CENTER INTEGRATION 11

16 CHAPTER 1 INSTALLATION AND SETUP Selecting default credit card IDs for imported invoices Use the Credit Card Mapping window to select default credit card IDs for imported invoices. Credit card IDs are assigned based on the credit card the customer selected in Small Business Center. To select default credit card IDs for imported invoices: 1. Open the Microsoft Small Business Center Integration Setup window. Customers > Microsoft Small Business Center Integration > Integration Setup 2. Click Credit Card. The Credit Card Mapping window will open. 3. Select an online credit card ID. To view the online credit card IDs you ve already assigned credit card types for, click the Online Credit Card ID lookup button. 4. Select a credit card type to use for the selected online credit card ID. 5. Click Save. 6. Repeat steps 3 through 5 for each online credit card ID. 7. Choose File > Print to print a report that you can use to verify the credit card types you ve assigned for each online credit card ID. 8. Close the window. 12 SMALL BUSINESS CENTER INTEGRATION

17 Chapter 2: Small Business Center Menus and Reports The following information explains how to open Small Business Center Integration windows and how to print integration reports. The following topics are discussed: The Microsoft Small Business Center Integration menu Printing Small Business Center integration reports The Microsoft Small Business Center Integration menu You can access Small Business Center Integration setup and activity windows from the Microsoft Small Business Center Integration menu (Customers > Microsoft Small Business Center Integration) or by using window shortcuts located on the shortcut bar. The following table describes the Microsoft Small Business Center Integration menu. Menu option Window Usage Integration Setup Export Customers Export Items Import Invoices Integration Reports View Invoices Remove Invoice History Microsoft Small Business Center Integration Setup Send Customers to Small Business Center Send Items to Microsoft Small Business Center Import Invoices from Microsoft Small Business Center Microsoft Small Business Center Integration Reports Microsoft Small Business Center Invoice Inquiry Microsoft Small Business Center Invoice History Specify default settings for the Small Business Center Integration program. Export customer records to Small Business Center to use with List Builder or Appointment Manager. Export item records to Small Business Center to use with Commerce Manager. Import Commerce Manager or Appointment Manager invoices from Small Business Center. Print Small Business Center Integration reports. Find a Small Business Center online invoice number using a Small Business Manager document number, or vice versa. Remove imported invoices from inquiries and reports. SMALL BUSINESS CENTER INTEGRATION 13

18 CHAPTER 2 SMALL BUSINESS CENTER MENUS AND REPORTS Printing Small Business Center integration reports Use the Integration Reports window to print integration reports. The following table describes the Small Business Center Integration reports. Report Credit Card Setup List Customer Export List Freight Setup List Import File Journal Invoice Correlation Report Invoice Processing Setup List Product Export List Tax Setup List Description Lists the credit cards that have been assigned to the online credit card names used in Small Business Center. Lists the customer records that have been exported to Small Business Center. Lists the shipping methods that have been assigned to the online shipping codes used in Small Business Center. Lists the invoices that have been imported from Small Business Center, including invoice details, items ordered, and any errors encountered during the import process. Matches Small Business Center online invoice IDs with Small Business Financials document numbers and customer IDs. Lists the default setup options selected for importing invoices from Small Business Center. Lists the item records that have been exported to Small Business Center. Lists the tax schedules that have been assigned for invoices that originate from customers located in various states. 14 SMALL BUSINESS CENTER INTEGRATION

19 CHAPTER 2 SMALL BUSINESS CENTER MENUS AND REPORTS To print Small Business Center Integration reports: 1. Open the Integration Reports window. Customers > Microsoft Small Business Center Integration > Integration Reports 2. Select a report name. 3. If you re printing an Invoice Correlation Report, select a date range. 4. Click Print. 5. Close the window. SMALL BUSINESS CENTER INTEGRATION 15

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21 Chapter 3: Customer and Item Records This information explains how to export customer and item records to Small Business Center. The following topics are discussed: Exporting customer records to Small Business Center Exporting item records to Small Business Center Exporting customer records to Small Business Center Use the Send Customers to Microsoft Small Business Center window to export Small Business Financials customer records to Small Business Center to use with List Builder or Appointment Manager. Customer records are exported using an XML (Extensible Markup Language) file named shoppers.xml. Depending on your Small Business Center service agreement, you can export only a specific number of customer records to Small Business Center to use with List Builder or Appointment Manager. Contact Small Business Center customer support for more information. To use exported customer records with List Builder or Appointment Manager, you must use either the List Builder service or the Appointment Manager service to assign each customer record to a customer group in Small Business Center. Using List Builder to send messages to a recipient who hasn t consented to receiving messages is a violation of Small Business Center policies and could jeopardize your Small Business Center privileges. SMALL BUSINESS CENTER INTEGRATION 17

22 CHAPTER 3 CUSTOMER AND ITEM RECORDS To export customer records to Small Business Center: 1. Open the Send Customers to Microsoft Small Business Center window. Customers > Microsoft Small Business Center Integration > Export Customers 2. Select to export the shoppers.xml file to List Builder or Appointment Manager. 3. Select the customer records to export. You can click Additional Restrictions and then select one of the following options to restrict the list of customers. Export All Customer Information Export all customer records. Export New Customer Information Export customer records that never have been exported. New customer records might include customer records that were created when you imported invoices from Small Business Center. For example, if you imported invoices from new customers who used Commerce Manager with Small Business Center and new customer records were created, you can select this option to export those new customer records to List Builder. 4. Select to add to the list of customers or to replace the list of customers in the scrolling window. 18 SMALL BUSINESS CENTER INTEGRATION

23 CHAPTER 3 CUSTOMER AND ITEM RECORDS Add to Existing List Add the selected customers to the scrolling window. Replace Existing List Clear the scrolling window and then add the selected customers to the scrolling window. A customer record that you select to export must include an address. Only selected customer records that include addresses are displayed in the scrolling window. 5. You can choose File > Print to print a report displaying the customer records that will be exported. 6. Click Send. Microsoft Internet Explorer will start with a Small Business Center page displayed. 7. Sign in to Small Business Center using your.net Passport profile and use the export wizard to upload the shoppers.xml file to Small Business Center. The shoppers.xml file is located in the default XML file location folder selected in the Microsoft Small Business Center Integration Setup window. See Setting up the Small Business Center Integration program on page 8 for more information. The number of customer records exported will be displayed. 8. You can use the Integration Reports window to print a Customer Export List that shows the customer records that were exported. See Printing Small Business Center integration reports on page 14 for more information. Exporting item records to Small Business Center Use the Send Items to Microsoft Small Business Center window to export item records from Small Business Financials to Small Business Center to use with Commerce Manager or Appointment Manager. Item records are exported using an XML (Extensible Markup Language) file named products.xml. To export item prices correctly to Small Business Center, you must have multiple price levels enabled in the Item Prices window for each item record you re exporting. The price for price level 1 is exported to Small Business Center. If you re using the % Increase - Last Cost price type for price level 1, the last cost and price level 1 are updated every time an item receipt is posted. To keep item prices in Commerce Manager and SMALL BUSINESS CENTER INTEGRATION 19

24 CHAPTER 3 CUSTOMER AND ITEM RECORDS Appointment Manager synchronized with item prices in Small Business Financials, you must export an item record to Small Business Center every time you post an item receipt for the item. To use exported item records with Commerce Manager, you must use the Commerce Manager service to assign each item record to a department and Web site. To successfully export item records to use with Appointment Manager, the item records must include a short description. After you export items to Appointment Manager, you must use Appointment Manager to set a duration for each item. To successfully export item records to use with Commerce Manager, the item numbers must contain uppercase and lowercase letters, numbers, hyphens, and underscores. Item numbers are used as stock-keeping unit (SKU) numbers in Commerce Manager. To export item records to Small Business Center: 1. Open the Send Items to Microsoft Small Business Center window. Customers > Microsoft Small Business Center Integration > Export Items 2. Select to export the products.xml file to Appointment Manager or Commerce Manager. 20 SMALL BUSINESS CENTER INTEGRATION

25 CHAPTER 3 CUSTOMER AND ITEM RECORDS 3. Select the item records to export and a date that the items must have been created after. You can click Additional Restrictions and then select one of the following options to restrict the list of items. Export All Product Information Export all item records. Export New Product Information never have been exported. Export only item records that 4. Select to add to the list of items or to replace the list of items in the scrolling window. Add to Existing List Add the selected items to the scrolling window. Replace Existing List Clear the scrolling window and then add the selected items to the scrolling window. 5. You can choose File > Print to print a report displaying the item records that will be exported. 6. Click Send. Internet Explorer will start with a Small Business Center page displayed. 7. Sign in to Small Business Center using your.net Passport profile and use the export wizard to upload the products.xml file to Small Business Center. The products.xml file is located in the default XML file location folder selected in the Microsoft Small Business Center Integration Setup window. See Setting up the Small Business Center Integration program on page 8 for more information. The number of item records exported will be displayed. Assign each item record to a shopping site. 8. You can use the Integration Reports window to print a Product Export List that shows the item records that were exported. See Printing Small Business Center integration reports on page 14 for more information. SMALL BUSINESS CENTER INTEGRATION 21

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27 Chapter 4: Invoices The following information explains how to import invoices from Small Business Center, match Small Business Center invoice numbers with Small Business Financials document numbers, and remove imported invoices from Small Business Center inquiries and reports. The following topics are discussed: Importing finalized invoices from Small Business Center Import File Journal error messages Finding matching invoice numbers Removing imported invoices from inquiries and reports Importing finalized invoices from Small Business Center Use the Import Invoices from Microsoft Small Business Center window to import finalized invoices from Appointment Manager or Commerce Manager. You must finalize the invoices using the Small Business Center service before importing the invoices into Small Business Financials. Invoices are imported using an XML (Extensible Markup Language) file named orders.xml. When the import process is complete, the orders.xml file is renamed to include a date and time stamp and an.imp file name extension; for example, orders imp for an orders.xml file processed at 10:39:26 on Dec. 2, If a customer s address on an imported invoice already exists in a customer record, the invoice will be attached to that customer record. If a customer s address on an imported invoice doesn t exist, a new customer record will be created based on the default settings selected in the Small Business Center Integration Setup window. See Setting up the Small Business Center Integration program on page 8 for more information. When you import invoices from Small Business Center, the invoices appear as saved invoices in the Invoices window. In the Invoices window, you can click on the Note button for the invoice number for an imported invoice to view the Small Business Center Appointment Manager or Commerce Manager online invoice ID, the Small Business Center shopper ID, and the Small Business Center customer address. SMALL BUSINESS CENTER INTEGRATION 23

28 CHAPTER 4 INVOICES Allocated and available quantities for items are updated when you import invoices. If an invoice includes an item or kit component that isn t on hand, it will be back ordered. If an invoice includes items with serial and lot numbers, those numbers automatically will be assigned. Customers can pay Small Business Center invoices using only credit cards if the invoices are going to be imported into Small Business Financials. Be sure to set up Commerce Manager payment options to allow only credit card payments. See the Small Business Center Web site for more information. Invoices with errors will not be imported. To import invoices with errors, you must resolve the errors listed on the Import File Journal and then import the XML file again. You might need to fix the XML file or download a new one from Small Business Center. See Import File Journal error messages for more information. To import finalized invoices from Small Business Center: 1. Open the Import Invoices from Microsoft Small Business Center window. Customers > Microsoft Small Business Center Integration > Import Invoices 2. Select to import invoices from Appointment Manager or Commerce Manager. 3. Click Go. Microsoft Internet Explorer will start with a Small Business Center page displayed. 24 SMALL BUSINESS CENTER INTEGRATION

29 CHAPTER 4 INVOICES 4. Sign in to Small Business Center using your.net Passport profile and use the import wizard to download and save the orders.xml file from Small Business Center. 5. The path to the default import file location folder selected in the Microsoft Small Business Center Integration Setup window is displayed in the Import File Location field in the Import Invoices from Microsoft Small Business Center window. If you saved the orders.xml file in a different location, type the path to that location. See Setting up the Small Business Center Integration program on page 8 for more information. 6. You can select to print an import journal that includes details for each invoice that appears in the orders.xml file and any errors that occur during the import process. You also can reprint the Import File Journal later using the Integration Reports window. See Printing Small Business Center integration reports on page 14 for more information. 7. Click Import to import the invoices from the orders.xml file. If you selected to have it printed, an import journal will be printed when the import process is complete. See Import File Journal error messages for more information. After the Import File Journal is printed, a progress window will open. Import File Journal error messages The following errors might appear on the Import File Journal when you import invoices from Small Business Center. See Importing finalized invoices from Small Business Center on page 23 for more information. Error message Unable to retrieve the shipping method. Unable to retrieve tax code. Could not retrieve tax detail record. Explanation The shipping code listed for the invoice doesn t match any of the shipping codes entered in the Freight Mapping window. See Selecting default shipping methods for imported invoices on page 11 for more information. The online tax ID listed for the invoice doesn t match any of the online tax IDs entered in the Tax Mapping window. See Selecting default tax schedules for imported invoices on page 10 for more information. A tax detail for a tax schedule used for the invoice is missing or has been deleted. SMALL BUSINESS CENTER INTEGRATION 25

30 CHAPTER 4 INVOICES Error message Item on invoice did not exist in your inventory before importing. Microsoft Small Business Center customer does not exist. Could not retrieve the customer address record. Explanation The item number for an item listed on an invoice doesn t match any of the item numbers in inventory. A customer ID hasn t been selected for the Attach to Online Customer option in the Small Business Center Integration Setup window. See Setting up the Small Business Center Integration program on page 8 for more information. Neither the customer s shipping nor billing address appears on an invoice for a new customer. Finding matching invoice numbers Use the Microsoft Small Business Center Invoice Inquiry window to find a Small Business Center online invoice number using a Small Business Financials document number, or vice versa. To find matching invoice numbers: 1. Open the Microsoft Small Business Center Invoice Inquiry window. Customers > Microsoft Small Business Center Integration > View Invoices 2. You can find matching invoice numbers by completing one of the following actions. Type or select the online invoice number. The matching Small Business Financials document number and customer address will appear in the corresponding fields. Type or select the Small Business Financials document number. The matching Small Business Center online invoice number and customer address will appear in the corresponding fields. Type or select a customer address and then click the Online Invoice Number lookup button to open the Invoice Lookup window. The online invoice numbers that appear in the window 26 SMALL BUSINESS CENTER INTEGRATION

31 CHAPTER 4 INVOICES are limited to invoices that include the selected customer address. 3. Choose File > Print to print the Invoice Correlation Report that lists information for the invoice. You also can reprint this report later using the Integration Reports window. See Printing Small Business Center integration reports on page 14 for more information. 4. Close the window. Removing imported invoices from inquiries and reports Use the Invoice History window to remove imported invoices from inquiries and reports. The invoices won t appear in the Invoice Lookup window or on integration reports. The invoices will, however, appear in other non-integration Small Business Financials reports and windows. We recommend that you post invoices before removing them from inquiries and reports. To remove imported invoices from inquiries and reports: 1. Open the Invoice History window. Customers > Microsoft Small Business Center Integration > Remove Invoice History 2. Enter a date range. 3. Click OK. The imported invoices within the selected date range will be removed from inquiries and reports. SMALL BUSINESS CENTER INTEGRATION 27

32 28 SMALL BUSINESS CENTER INTEGRATION

33 Index A Appointment Manager exporting customer records to 17 exporting item records to 19 importing invoices from 23 signing up to use integration 8 C Commerce Manager exporting item records to 19 importing invoices from 23 signing up to use integration 8 Credit Card Mapping window displaying 12 selecting default credit card IDs 12 Credit Card Setup List description 14 printing 12 credit cards, setting up integration 12 Customer Export List description 14 printing 19 customer records errors while importing invoices 25 exporting 17 importing invoices 9, 23 F Freight Mapping window displaying 11 selecting default shipping methods 11 Freight Setup List description 14 printing 11 H help Microsoft Small Business Center 6 printable manuals 5 I Import File Journal default print settings 9 Import File Journal (continued) description 14 printing 25 Import Invoices from Microsoft Small Business Center window displaying 23 importing invoices 23 installing Microsoft Small Business Center Integration 7 Integration, menu 13 Integration Reports window displaying 14 printing reports 14 Invoice Correlation Report description 14 printing 27 Invoice History window displaying 27 removing invoices from Small Business Center inquiries and reports 27 Invoice Processing Setup List description 14 printing 10 invoices errors while importing 25 finding matching invoice numbers 26 manual orders 24 removing from inquiries and reports 27 item records errors while importing invoices 25 exporting 19 multiple price levels and integration 19 L List Builder exporting customer records to 17 signing up to use integration 8 M manual orders 24 Microsoft Small Business Center Integration installing Microsoft Small Business Center Integration 7 Microsoft Small Business Center Integration (continued) setting up Microsoft Small Business Center Integration 8 Microsoft Small Business Center Integration menu 13 Microsoft Small Business Center Integration Setup window displaying 8 setting up integration 8 Microsoft Small Business Center Invoice Inquiry window displaying 26 finding matching invoice numbers 26 O orders.xml, importing invoices 23 orientation training, starting 5 P Product Export List description 14 printing 21 products.xml, exporting item records 19 R reports, printing 14 S Send Customers to Microsoft Small Business Center window displaying 17 exporting customer records 17 Send Items to Microsoft Small Business Center window displaying 19 exporting item records 19 setting up Microsoft Small Business Center Integration 8 shipping methods errors while importing invoices 25 setting up integration 11 shoppers.xml, exporting customer records 17 SMALL BUSINESS CENTER INTEGRATION 29

34 INDEX T Tax Mapping window displaying 10 selecting default tax schedules 10 tax schedules errors while importing invoices 25 setting up integration 10 Tax Setup List description 14 printing 10 tutorial, starting 5 X XML files default folder 9 exporting customer records 17 exporting item records 19 orders.xml 23 products.xml 19 shoppers.xml SMALL BUSINESS CENTER INTEGRATION

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