Sage 200 On Premise. Deployment and Installation Guide

Transcription

1 Sage 200 On Premise Deployment and Installation Guide v2013

2 Copyright statement Sage (UK) Limited and Sage Hibernia Limited, All rights reserved. If this documentation includes advice or information relating to any matter other than using Sage software, such advice or information is provided for information purposes only. While Sage takes responsible steps to ensure the accuracy and completeness of such information, it can only be general in nature. You should therefore take appropriate steps to ensure it is correct and relevant to your circumstances. You should also consider taking professional advice when appropriate, for example to ensure that the results obtained from using the software comply with statutory requirements. No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without prior written consent of Sage (UK) Limited or Sage Hibernia Limited, publisher of this work. Use of the software described in this documentation is subject to Sage (UK) Limited or Sage Hibernia Limited's Licence Agreement enclosed with, or displayed by, that software. Sage, the Sage logo, and other Sage logos and brands are either registered trademarks or trademarks of Sage (UK) Limited and Sage Hibernia Limited, or its holding company, The Sage Group PLC. All other marks are trademarks or registered trademarks of their respective owners. Sage UK North Park Newcastle Upon Tyne NE26 2PD Sage Hibernia Ltd trading as Sage Ireland 3096 Lake Drive Citywest Business Park Dublin Issue date: 12/08/2013 Pbn No: 14433

3 Contents 1 Introduction 1 2 System requirements and prerequisites 3 Supported operating systems core modules 4 Supported operating systems optional modules 5 Other supported components 6 Minimum Supported System Requirements 9 Prerequisites for Sage General Considerations 15 3 How to deploy Sage 200 across a network 17 Deploying Sage 200 (single server deployment) 18 Deploying Sage 200 Self Service or sage 200 CRM on a separate web server 19 Installing Sage 200 in a 64-bit environment 21 Installing Sage 200 on Microsoft Windows Server bit and 2008 R2 64-bit 22 Installing Sage 200 on Microsoft Small Business Server Installing Sage 200 on Microsoft Small Business Server Installing Sage 200 CRM on Windows Server 2008 R2 64-bit 30 Install Sage 200 CRM on Small Business Server Installation options for virtualised platforms 33 Installing Sage 200 using Citrix or Terminal Services 34 Supported versions of Citrix and Terminal Services 35 Security 36 4 Installing Sage 200 for the first time 39 Installing Sage

4 Sage 200 On Premise How to install the Sage 200 client across your network 47 Using Sage 200 Self Service from your client machine 49 Installing Sage 200 Self Service on an external facing web server 51 Adding and removing Sage 200 modules for an existing installation 55 5 Setting up Sage 200 to use for the first time 57 Setting up Sage 200 System Administration for Sage Create your company database 63 Set up user accounts, roles and features 65 Set up online payment processing 68 Set up Sage 200 Self Service 69 Set up Purchase Order Authorisation 70 Set up the Sage 200 desktop 72 5 Integrating with Office Set up Sage 200 Business Intelligence 83 Using BI with Microsoft SQL Server v Set up Business Intelligence in Sage 200 System Administration 86 Configure Microsoft Excel to use the Sage Business Intelligence add -in 87 Set up security for Business Intelligence 88 Set up the BI Administration tool 90 Set up BI in Sage Troubleshooting BI 98 FAQs: Business Intelligence Set up Sage 200 Manufacturing 113 Set up and install Sage Graphical Planner 119 Register as an end user 120 Install Graphical Planner 121 Activate the licence 123 Accessing Graphical Planner 124 Install Preactor Network License Manager Set up Sage 200 Wholesale and Retail 127

5 Contents 9 Upgrading Sage 200 On Premise 129 Upgrading from Sage 200 v Upgrading Sage 200 Manufacturing 141 Upgrading BI from v Upgrading Report Designer 146 Upgrading from Sage 200 v Upgrading Sage 200 Manufacturing v Upgrading BI from v Upgrading Report Designer 165 Upgrading from Sage 200 v Upgrading Sage 200 Manufacturing v Upgrading BI from v Upgrading Report Designer 185 Upgrading from Sage 200 v Upgrading Sage 200 Manufacturing v Upgrading BI from v Upgrading Report Designer Install and set up Sage 200 CRM 207 Setting up your SQL Server for Sage 200 CRM 209 Install Sage 200 CRM 210 Configure the CRM web site in IIS 213 Set up Sage 200 Accounts and Sage 200 CRM 214 Set up the integration in Sage 200 CRM 218 Troubleshooting installing Sage 200 CRM 226 Set up Form Launching Upgrading Sage 200 CRM 235 Upgrading Sage 200 CRM - detailed steps 237 Checklist to upgrade Sage 200 CRM to v7.1i (2013) 246 Upgrading customised CRM 249 Sage 200 CRM customisations applied to each version 252

6 Sage 200 On Premise CRM Integration tools 254 Index 259

7 1 Introduction This guide is designed to provide Sage 200 Business Partners and customers with all the information required to install and upgrade Sage 200 v2013 for On Premise deployments. Note: Sage 200 can be installed as an On Premise or Online deployment. The installation instructions are different depending on your installation method. If you are installing Sage 200 Online, please see the Sage 200 Online Deployment and Installation Guide. Please make sure that you read the relevant sections in this guide before you install or upgrade Sage 200 v2013. You must read the following sections: System requirements and prerequisites on page 3 How to deploy Sage 200 across a network on page 17 This section provides advice on how to deploy Sage 200 in a variety of network environments. Installing Sage 200 for the first time on page 39 This gives you step-by-step instructions on how to install Sage 200. This includes detailed information on how to install: Sage 200 Financials, Commercials, Project Accounting and Bill of Materials modules. Sage 200 Manufacturing. Sage 200 Business Intelligence. Install and set up Sage 200 CRM on page

8 Sage 200 On Premise Instructions for upgrading an existing installation of Sage 200. This includes detailed information on: Upgrading Sage 200 On Premise on page 129: Sage 200 Financials, Commercials, Project Accounting, BI and Manufacturing modules. Upgrading Sage 200 CRM on page 235. The other key areas covered in this guide are: Setting up and configuring the various modules of Sage 200 prior to entering transactions. This includes step by step instructions for setting up the Sage 200 System Administration tool, and a brief guide to setting up the various Sage 200 modules. Required Knowledge To install or upgrade Sage 200 you must have experience in: Configuring SQL Server. Configuring Microsoft Internet Information Services (IIS). 2

9 2 System requirements and prerequisites Sage 200 is a modular system made up of the Sage 200 core components and optional market-specific vertical modules that integrate with the core product. When determining your system requirements, you must make sure that you have considered the requirements for the Sage 200 core components and each of the optional Sage 200 modules that you want to use, as different modules have different system requirements. The Sage 200 core modules are Sage 200 Financials, Sage 200 Business Intelligence, and Sage 200 CRM. The following additional modules can be added: Sage 200 Commercials Sage 200 Project Accounting Sage 200 Bill of Materials Sage 200 Manufacturing Sage 200 Wholesale and Retail The application footprint on each of the Sage 200 client machines can be large. Each of the client machines that run Sage 200, as well as the servers, must meet the minimum specification. See Minimum Supported System Requirements on page 9. 3

10 Supported Operating Systems Core Modules Sage 200 Core Modules Windows Vista (32-bit only) (Business & Ultimate Editions) Windows 7 (32-bit and 64-bit) (Professional, Enterprise & Ultimate Editions) Windows 8 (32-bit and 64-bit) (Pro and Enterprise Editions) Windows Server 2008 and 2008 R2 (32-bit and 64-bit). (Standard & Enterprise Editions) Windows 2008 Small Business Server (Standard & Premium Editions) Windows 2011 Small Business Server (Standard, Premium and Essentials Editions) Windows Server 2012 (Standard, Enterprise & Essentials Editions) Sage 200 Core Components Sage 200 Server 1 Sage 200 Financials Client 4 Sage 200 CRM 2 Sage 200 CRM Server 1 Sage 200 CRM Client 4 Sage 200 Business Intelligence 3 Sage 200 Business Intelligence Server 1 Sage 200 Business Intelligence Client (including Sage 200 BI Admin Tool) 4 Sage 200 Business Intelligence Excel Client 4 Notes: Additional configuration may be required depending on your operating system. Please see the sections relevant to the server operating system you are installing on. We recommend that you install the latest service packs and Windows Updates for both your client and server operating system and database management system. All modules in the Sage 200 Suite are 32-bit applications. Where supported on 64-bit platforms, the system runs in WOW64 emulation mode. The Sage 200 suite does not support Itanium chipsets. 1 Operating System not supported for production environments but may be used for demonstration and training purposes only. 2 Sage 200 CRM is not supported when it is installed more than once on the same server. 3 Sage 200 Business Intelligence require Analysis Services which is included with Microsoft SQL Server 2005 Standard edition (32-bit and 64-bit) and the Standard and Enterprise editions (32-bit and 64-bit) of SQL Server 2008, 2008R2 and It is only supported on these versions of SQL Server. 4 Sage 200 is not supported on Windows 8 RT. The Sage 200 desktop client is not optimised for touch screen devices. 4

11 Supported Operating Systems Optional Modules Sage 200 Optional Modules Windows Vista (32-bit only) (Business & Ultimate Editions) Windows 7 (32-bit and 64-bit) (Professional, Enterprise & Ultimate Editions) Windows 8 (32-bit and 64-bit) (Pro and Enterprise Editions) Windows Server 2008 and 2008 R2 (32-bit and 64-bit). (Standard & Enterprise Editions ) Windows 2008 Small Business Server (Standard & Premium Editions) Windows 2011 Small Business Server (Standard, Premium & Essentials Editions) Windows Server 2012 (Standard, Enterprise & Essentials Editions) Sage 200 Commercials Sage 200 Commercials Client 2 Sage 200 Project Accounting Sage 200 Project Accounting Client 2 Sage 200 Manufacturing Sage 200 Manufacturing Server 1 Sage 200 Manufacturing Client 2 Sage 200 Wholesale & Retail Sage 200 Wholesale & Retail Server Sage 200 Wholesale & Retail Client 2 Sage 200 Migration Tool Sage 200 Migration Tool Sage 50 to Sage 200 Data Migration Tool 32-bit only 32-bit only 32-bit only 32-bit only 32-bit only Notes: We recommend that you install the latest service packs and Windows Updates for both your client and server operating system and database management system. All modules in the Sage 200 Suite are 32-bit applications. Where supported on 64-bit platforms, the system runs in WOW64 emulation mode. The Sage 200 suite does not support Itanium chipsets. 1 Operating System not supported for production environments but may be used for demonstration and training purposes only 2 Sage 200 is not supported on Windows 8 RT. The Sage 200 desktop client is not optimised for touch screen devices. 5

12 Sage 200 On Premise Other supported components Supported Database Systems Microsoft SQL Server 2005 Workgroup & Standard Editions with Service Pack 4 (32 and 64-bit editions). * Microsoft SQL Server 2008 Workgroup, Standard and Enterprise Editions with Service Pack 3 (32 and 64-bit editions) Microsoft SQL Server 2008 R2 Workgroup, Standard and Enterprise Editions with Service Pack 2 (32 and 64-bit editions) Microsoft SQL Server 2012 Standard and Enterprise Editions with Service Pack 1 (32 and 64 bit editions). (SQL 2012 Business Intelligence Edition is not supported) Note: We recommend that you install Microsoft SQL Server v2012 using the default accounts set up by the SQL Server installation wizard as shown below: * Sage 200 CRM is not supported on SQL Server Supported versions of SQL Server for Sage 200 Business Intelligence Sage 200 Business Intelligence is only supported on the following editions of SQL Server. This is because Business Intelligence requires Analysis Services. Microsoft SQL Server 2005 Standard Edition Microsoft SQL Server 2008 Standard and Enterprise Editions (32-bit and 64-bit) Microsoft SQL Server 2008 R2 Standard and Enterprise Editions (32-bit and 64-bit) Microsoft SQL Server 2012 Standard and Enterprise Editions (32-bit and 64-bit) 6

13 2 System requirements and prerequisites Note: Microsoft SQL Server and Analysis Services must be installed on the same machine with the same instance name. Supported Editions of Microsoft Office Microsoft Office 2007 (32-bit only) Standard, Small Business, Professional, Ultimate and Enterprise Editions Microsoft Office 2010 (32-bit only) - Standard, Professional and Professional Plus Editions Microsoft Office 2013 and Office 365 (32-bit and 64-bit) Small Business Premium, Professional Plus and Enterprise Editions Note: Microsoft Office 365 Home Premium is not supported. The Microsoft license agreement specifically forbids its use for "commercial, non-profit, or revenuegenerating activities. The following table explains how various functions integrate with Microsoft Office 2013 and Office 365: Office 2013 Professional Plus Office 2013 Professional Plus Office 2013 Web Apps Exchange Online 32-bit 64-bit (Cloud based) Sage 200 CRM Sage 200 Business Intelligence Excel Integrated Reporting Send to Excel N/A N/A N/A (from workspaces and lists) Opening Attachments Create / View Memos N/A N/A Send Report Designer - output to N/A 7

14 Sage 200 On Premise Supported Editions of Sage Payroll Sage Payroll v19 - Standard, Professional, and Bureau Editions. Browser and Mobile device Support Sage 200 Self Service Sage 200 includes customisable workspaces (including Web Timesheets and Expenses (WTE) and Purchase Order Authorisation), which can be accessed in the desktop client and via a web browser. Workspaces have been tested on the following devices and browsers. Safari on Apple ipad 4th Generation running ios v6. Google Chrome on x86 and x64 based PCs. Microsoft Internet Explorer v9 and v10 on x86 and x64 based PCs. Microsoft Internet Explorer v10 on Microsoft Windows 8 tablets running Windows 8 Professional and Enterprise Editions. Google Chrome on Google Nexus 10 devices running Android v Note: Other devices and browsers may be compatible but have not been tested. Sage 200 CRM Internet Explorer v9 and v10 (IE 10 Compatibility Mode only) Chrome (32-bit only) Safari on Apple ipad 4th Generation running ios v6 Note: Other devices and browsers may be compatible but have not been tested. Some functionality may not compatible on tablet devices. 8

15 2 System requirements and prerequisites Minimum Supported System Requirements These are the minimum specifications for each of the machine types in a Sage 200 On Premise deployment. Users with large databases or high numbers of concurrent users will require higher specifications. Due to the wide variation of companies that use Sage 200, it is not possible to give exact specifications for each system. Factors such as the concurrent number of users, size of the database and estimated growth should all be taken into consideration when sizing a server. When tasks are processed, CPU and memory resources are used on both the client and the server. Therefore, the specification of both machines will affect the overall performance of the system. Please see the Sage 200 Best Practice Guide. This can be downloaded from Sage 200 installed on a single server Sage 200 Server Processor Disk Memory Network Sage 200 Server with Microsoft SQL Server Dual-core 2.6GHz or equivalent 7,200 rpm SATA with 4GB disk space after SQL Server is installed. 4GB Gigabit Ethernet Sage 200 CRM Processor Disk Memory Network Sage 200 Server with Sage 200 CRM Dual-core 2.6GHz or equivalent 7,200 rpm SATA with 4GB disk space after SQL Server is installed. 8GB Gigabit Ethernet Sage 200 Client Processor Disk Memory Network Client 2.8GHz Pentium 4 or equivalent (e.g. Dual Core 1.6GHz) 7,200 rpm SATA with 500MB disk space required. 2GB Gigabit Ethernet Note: If you are going to run Graphical Planner you 9

16 Sage 200 On Premise Sage 200 Client Processor Disk Memory Network must have a minimum of 1GB disk space. Sage 200 with Sage 200 CRM and Self Service on separate servers Sage 200 Server Processor Disk Memory Network Sage 200 Server with Dual-core 7,200 rpm SATA 4GB Gigabit Microsoft SQL Server 2.6GHz or with 1GB disk Ethernet equivalent space after SQL Server is installed. Sage 200 Self Service (external facing) Processor Disk Memory Network Sage GHz Pentium 7,200 rpm SATA 4GB Gigabit Self Service 4 or equivalent with 2GB disk Ethernet (e.g. Dual Core space required. 1.6GHz) CRM Server Processor Disk Memory Network Sage 200 CRM Dual-core 7,200 rpm SATA 4GB Gigabit Server 2.6GHz or with 2GB disk Ethernet equivalent space required. Sage 200 Client Processor Disk Memory Network Client 2.8GHz 7,200 rpm 2GB Gigabit Pentium 4 or SATA with Ethernet equivalent 500MB disk (e.g. Dual Core space 1.6GHz) required. Note: If you are going to run Graphical 10

17 2 System requirements and prerequisites Sage 200 Client Processor Disk Memory Network Planner you must have a minimum of 1GB disk space. 11

18 Sage 200 On Premise Prerequisites for Sage 200 Before you install Sage 200, you must make sure the required prerequisites are installed on your system. You must also make sure that your installations of Microsoft SQL Server and Microsoft Internet Information Services (IIS) have the required settings. Pre-requisites All client and server machines must have the regional and language settings set to English (UK) or English (Ireland). Microsoft SQL Server running in Mixed Mode (SQL Server and Windows Authentication mode). The Server Collation must be set to Latin1_General_CI_ AS. Machines running Sage 200 must have a c:\ drive although Sage 200 can be installed and run from a drive other than c:\. Microsoft Internet Information Services (IIS) v7 or greater. Note: IIS v7.0 and v7.5 must have the following hotfix applied KB Microsoft DotNet Framework v3.5 Service Pack 1. This is included on Sage 200 v2013 DVD. Microsoft DotNet Framework v4.0 This is included on Sage 200 v2013 DVD. Sage 200 server machines must have Windows Identity Foundation (Microsoft KB ). For Windows Server 2012, this can be added as a feature. For Windows Server 2008 and 2008R2, this is included on Sage 200 v2013 DVD. The following components are installed automatically if they are not found on your system: Microsoft Windows Installer v3.1 Microsoft Management Console v3.0 12

19 2 System requirements and prerequisites Required settings for Microsoft Internet Information Services (IIS) IIS must have the following settings: IIS v7.0 and 7.5* IIS v8* Common HTTP Features Default Document Default Document Directory Browsing HTTP Errors HTTP Redirection Static Content Directory Browsing HTTP Errors HTTP Redirection Static Content Application Development.Net Extensibility.Net Extensibility.Net Extensibility 3.5 ASP ASP.NET ISAPI Extensions ISAPI Filters ASP ASP.NET ASP.NET 3.5 ASP.NET 4.5 ISAPI Extensions ISAPI Filters Security Request Filtering Request Filtering Management Tools Management Tools > IIS 6 Management Compatibility.Net Framework 4.5 Features Windows Authentication IIS Management Console IIS 6 WMI Compatibility IIS Metabase and IIS 6 configuration compatibility Windows Authentication IIS Management Console IIS 6 WMI Compatibility IIS Metabase and IIS 6 configuration compatibility WCF Services HTTP Activation * Features highlighted in bold are new requirements for v

20 Sage 200 On Premise Required browser settings Use these settings to make sure that you do not have to log on to your browser when accessing workspaces from the Sage 200 desktop application. Internet Explorer Select the following security setting for the Internet and Local intranet zones from the Internet Options > Security> Custom Level window: Automatic Logon with current user name and password. Chrome Enter the following from the Command prompt: For 32-bit operating systems: "C:\Program Files\Google\Chrome\Application\chrome.exe" -auth-serverwhitelist="localhost, <machine fully qualified domain name>". For example: "C:\Program Files\Google\Chrome\Application\chrome.exe" -auth-serverwhitelist=localhost, sagesvr01.mydomain.com For 64-bit operating systems: "C:\Program Files (x86)\google\chrome\application\chrome.exe" -authserver-whitelist="localhost, <machine fully qualified domain name>". For example: "C:\Program Files (x86)\google\chrome\application\chrome.exe" - auth-server-whitelist=localhost, sagesvr01.mydomain.com 14

21 2 System requirements and prerequisites General Considerations Before you install Sage 200, it is important that you decide which modules you require. You must make sure that your system complies with the Sage 200 system requirements. Different modules have different system requirements, and some modules are dependent on other modules being installed first. You must also consider the following when designing your system: If you are upgrading, you must uninstall your previous version of Sage 200. You can run Sage 200 with Manufacturing or Sage 200 with Wholesale and Retail, but not both. If you are installing Sage 200 on Microsoft Business Server 2008, 2011 or a server that also hosts other web based applications, such as Microsoft Exchange or Microsoft Terminal Services Gateway, you must run the Sage bit Web Service config.bat (v6.4) before installing Sage 200. This file can be found on the Sage 200 DVD or downloaded from the support area of the sage website. See Installing Sage 200 in a 64-bit environment on page 21. Sage 200 is designed to run in a domain based network environment. The only scenario where Sage is supported in a workgroup network environment is where all elements of Sage 200 are installed on a single server and accessed by clients on the local area network. By default, the Sage 200 Self Service web site is only accessible from your internal network. This is because the SSL certificates used to secure these sites are based on the machine name and are not accessible externally. Sage 200 CRM is installed to the default website. This is not configurable. By default, the website is published using http. This is not a secure connection. If you want to access Sage 200 Self Service or Sage 200 CRM externally across the Internet, you must provide a commercial, externally addressable SSL certificate. You must edit the bindings on the website to use the new certificate. 15

22 Sage 200 On Premise Sage 200 v2013 automatically creates the following application pools, websites and bindings. We recommend that you do not change these settings: Website Application Pool Binding Path Sage 200 Application Services Sage200 :10080 (http) :10443 (https) C:\inetpub\Sage 200 App Services Sage 200Services (Virtual directory under Sage 200 Application services) Sage200Services n/a C:\inetpub\Sage 200 App Services\Sage200Services Sage 200 Self Service Sage200SelfService :10082 (http) :10444 (https) C:\inetpub\Sage 200 Self Service Note: If you have an application that already uses the ports listed above you must manually install the Sage 200 pre-requisites first. Then you must install Sage 200 from a command line using the following parameters: For example if d:\ is your DVD drive and ports 11443,and are you desired ports: Msiexec.exe /i d:\sage200.msi SAGE200ADMINWEBSITEPORT=11443 SAGE200SELFSERVICEWEBSITEPORT=11444 Take care when assigning port numbers as many port numbers are already assigned to other Windows services or applications. The following table shows the names of the SSL Certificates bound to these ports: Binding Certificate :10443 (https) Sage 200 Application Services SSL Certificate_wixCert_0 :10444 (https) Sage 200 Self Service SSL Certificate_wixCert_0 16

23 3 How to deploy Sage 200 across a network This chapter provides information on how the various elements of Sage 200 are deployed across a network. This chapter also provides advice on deploying Sage 200 in the following scenarios: On a 64-bit server On Microsoft Small Business Server 2008 On Microsoft Small Business Server 2011 On Windows 2008 and 2008R2 64-bit On Virtualised Platforms Using remote access (Citrix / Terminal Services) 17

24 Sage 200 On Premise Deploying Sage 200 (single server deployment) All the server elements of Sage 200 are installed on a single server, along with Microsoft SQL Server. The Sage 200 Client, including the client components of any additional modules, are installed on the client machines. The components of Sage 200 are distributed as follows: Recommendations By default, the Sage 200 Self Service web site is only accessible from your internal network. This is because the SSL certificates used to secure these sites are based on the machine name and are not accessible externally. Sage 200 CRM is installed to the default website. This is not configurable. By default, the website is published using http. This is not a secure connection. If you want to access Sage 200 Self Service or Sage 200 CRM externally across the Internet, you must provide a commercial, externally addressable SSL certificate. You must edit the bindings on the website to use the new certificate. 18

25 3 How to deploy Sage 200 across a network Deploying Sage 200 Self Service or sage 200 CRM on a separate web server If you want to access Sage 200 Self Service or Sage 200 CRM externally across the Internet, you must install them on a separate web server and provide a commercial, externally addressable SSL certificate. You must edit the bindings on the website to use the new certificate. This is so that internal Services and SQL Server can be protected behind a file wall. When Sage 200 Self Service or CRM are installed on a separate web server, the various components of Sage 200 are distributed as follows: 19

26 Sage 200 On Premise Requirements When Sage 200 CRM and Sage 200 Self are installed on a separate web server, they will initially only be accessible internally. This is because the SSL certificate used to secure these services are based on the machine name and are not accessible externally. If you want to access Sage 200 Self Serviceor Sage 200 CRM externally across the Internet, you must provide a commercial, externally addressable SSL certificate. You must edit the bindings on the website to use the new certificate. 20

27 3 How to deploy Sage 200 across a network Installing Sage 200 in a 64-bit environment Sage 200 is a 32-bit application which is supported on 64-bit operating systems. The web service elements of Sage 200 must run in a 32-bit instance of Internet Information Services (IIS). On 64-bit operating systems IIS runs in 64-bit mode by default. Certain applications apply settings globally across all application pools. In these instances, some settings must be adjusted to accommodate 32-bit applications. To do this we have provided the Sage bit Web Service config.bat (v6.4) batch file which edits the applicationhost.config file. This file can be found on the Sage 200 DVD or downloaded from the support area of the Sage website. 21

28 Sage 200 On Premise Installing Sage 200 on Microsoft Windows Server bit and 2008 R2 64-bit Windows Server bit and R2 64-bit uses IIS v7 which can run in 32-bit and 64- bit mode concurrently, separating applications out into 32-bit and 64-bit application pools. The following applications are known to make global changes to IIS when running on a 64-bit operating system. Microsoft Exchange 2007 with Service Pack 3. Microsoft Exchange Microsoft Terminal Services Gateway. Windows Server Update Service (WSUS) and HTTP Compression. If you have any of these applications installed on the same machine as the Sage 200 server, you must run the Sage bit Web Service config.bat (v6.4). The batch file is commented and should be reviewed before being run on a live system. To run the Sage bit Web Service Config.bat file 1. Copy the Sage bit Web Service config.bat (v6.4) file to the root c:\ drive of your Sage 200 server. 2. Right-click and choose Run as administrator. The following window appears: 3. Review the content of the batch file. 22

29 3 How to deploy Sage 200 across a network 4. If you are happy to proceed, press Y to continue. The following screen appears. 5. Choose the option that matches your configuration: Option A - Microsoft Exchange 2007 with Service Pack 3 Applied: This makes the following changes to the applicationhost.config file: Adds Bitness64 to the Password Expiry Module. The 64-bit version of the Password Expiry Module is incompatible with 32-bit application pools. To resolve this the Password Expiry Module is set to only run against 64-bit applications. Adds Bitness64 to the Password Expiry Notification Service. The 64-bit version of the Password Expiry Notification Service is incompatible with 32-bit application pools. To resolve this the Password Expiry Notification Service is set to only run against 64- bit applications. 23

30 Sage 200 On Premise Option B Microsoft Exchange 2010 This makes the following changes to the applicationhost.config file: Adds Bitness64 to the Password Expiry Module. The 64-bit version of the Password Expiry Module is incompatible with 32-bit application pools. To resolve this the Password Expiry Module is set to only run against 64-bit applications. Adds Bitness64 to the Password Expiry Notification Service. The 64-bit version of the Password Expiry Notification Service is incompatible with 32-bit application pools. To resolve this the Password Expiry Notification Service is set to only run against 64- bit applications. Adds Bitness64 to Kerboros Authentication. The 64-bit version of Kerboros Authentication is incompatible with 32-bit application pools. To resolve this the module is set to only run against 64-bit applications. Option C - Microsoft Terminal Services Gateway: This makes the following changes to the applicationhost.config file: Adds Bitness64 to the Password Expiry Module. The 64-bit version of the Password Expiry Module is incompatible with 32-bit application pools. To resolve this the Password Expiry Module is set to only run against 64-bit applications. Option D - Microsoft Windows Server Update Service (WSUS) and HTTP Compression: This makes the following changes to the applicationhost.config file: The 64-bit version of the Windows Server Update Service (WSUS) uses a type of compression called xpress. This is a global setting that is not compatible with 32-bit application pools, which are required for Sage 200. The batch file disables http compression. 5. Once you have selected an Option A to D, the following prompt appears: Do you wish to configure more services? [Y/N]. Select Y if you have multiple applications on the same machine. For example, if you have Microsoft Exchange 2010 and Microsoft Terminal Services Gateway on the same server as the Sage 200 web sites. In this case, you run the batch file and choose Option B to apply the necessary changes to Microsoft Exchange You then choose Y and Option C to apply the necessary changes to Microsoft Terminal Services Gateway. 24

31 3 How to deploy Sage 200 across a network 6. Re-start IIS. If you have selected Options A to D, you must re-start IIS for the changes to be applied. Once you have selected all the relevant options, select Option G and the following prompt appears: Do you want to restart IIS now?. To re-start IIS, choose Y. To re- start IIS later, choose N. You must restart IIS, to apply the changes. 7. Press any key to close the batch file. A copy of your original applicationhost.config file is stored in the following location: C:\Windows\System32\inetsrv\config \Backup Pre Sage200 64bit Web Service Config. Reverting back to the original version of the applicationhost.config file will cause Sage 200 to stop working. 25

32 Sage 200 On Premise Installing Sage 200 on Microsoft Small Business Server 2008 Microsoft Small Business Server 2008 (SBS 2008) is a 64-bit operating system. If you install Sage 200 on a single Small Business Server, we recommend that you only install the Sage 200 Self Service and Sage 200 CRM internally, for example, over a company intranet. This restriction is for security purposes and prevents you from inadvertently exposing your domain controller to external access. You must consider the number of other services running on the server. Any installation of Sage 200 on a single Microsoft Small Business Server should be restricted to low user counts (6 8 users) and to small to medium size databases (~2GB). This is to make sure that performance is acceptable. To increase performance and for higher user counts and database sizes, use a separate SQL server joined to the same domain. Prerequisites for installing Microsoft SQL server on Small Business Server v2008 Microsoft SQL Server and Analysis Services can be set up to run under the LOCAL SYSTEM account or a specified domain account. If you chose to run SQL Server and Analysis Services under a domain account rather than a local account, a new user should be created using the SBS Create User Wizard and applying the users template. You cannot install the SQL 2008 Management Tools on the SBS 2008 server. This is because SBS 2008 already has an instance of SQL Express 2008 for Sharepoint management. You must install the SQL 2008 Management Tools on another server or a client machine attached to the SBS domain. Analysis services and SQL Server must be installed as a named instance. This is because SBS 2008 already has an instance of SQL Express 2008 for Sharepoint management. If Analysis Services is installed as a named instance, you must open the firewall for the Analysis Services executable. Usually C:\program files\microsoft sql server\msas10.sql2008\olap\bin\msmdsrv.exe. To install Sage 200 on SBS 2008 You must run the Sage bit Web Service config.bat (v6.4) batch file which edits the applicationhost.config file to accommodate 32-bit applications. 1. Download the Sage bit Web Service config.bat (v6.4) file from support area of the Sage website and copy it to the root C:\ drive of the SBS server. 26

33 3 How to deploy Sage 200 across a network 2. Review the contents of the file to make sure you are happy with the following changes that will be made to the Applicationhost.config file: Adds Bitness64 to the Password Expiry Module. The 64-bit version of the Password Expiry Module is incompatible with 32- bit application pools. To resolve this the Password Expiry Module is set to only run against 64-bit applications. The 64-bit version of the Windows Server Update Service (WSUS) uses a type of compression called xpress. This is a global setting that is not compatible with 32-bit application pools, which are required for Sage 200. The batch file disables http compression. 3. Right-click the file and choose Run as administrator. 4. Press Y to continue. 5. Choose Option E - Microsoft Windows Small Business Server Once completed the following prompt appears Do you want to configure more services? Press N. 7. To exit the batch file, select option G. The following prompt appears Do you want to restart IIS now?. To save the changes and re-start IIS, press Y. You must re-start IIS for the changes to be applied. 8. Press any key to exit the batch file. 9. Install Sage 200. Select the setup.exe file from Sage 200 Suite DVD. Right click the file and choose Run as Administrator. Note: Due the elevated security of SBS2008, you must run the setup.exe file with elevated privileges. 10. Continue with a standard installation. See Installing Sage 200 on page

34 Sage 200 On Premise Installing Sage 200 on Microsoft Small Business Server 2011 Microsoft Small Business Server 2011 (SBS 2011) is a 64-bit operating system. If you install Sage 200 on a single Small Business Server, we recommend that you install the Sage 200 Self Service and Sage 200 CRM internally. For example, over a company intranet. This restriction is for security purposes and prevents you from inadvertently exposing your domain controller to external access. You must consider the number of other services running on the server. Any installation of Sage 200 should be restricted to low user counts (6 8 users) and to small to medium size databases (~2GB). This is to make sure that performance is acceptable. To increase performance and for higher user counts and database sizes, use a separate SQL server joined to the same domain. Prerequisites for installing Microsoft SQL server on Small Business Server v2011 Microsoft SQL Server and Analysis Services can be set up to run under the LOCAL SYSTEM account or a specified domain account. If you chose to run SQL Server and Analysis Services under a domain account rather than a local account, a new user should be created using the SBS Create User Wizard and applying the users template. For SBS 2011 Standard and Premium Editions, you cannot install the SQL 2008 Management Tools on the SBS 2011 server. This is because SBS 2011 already has an instance of SQL Express 2008 for Sharepoint management. You must install the SQL 2008 Management Tools on another server or a client machine attached to the SBS domain. For SBS 2011 Essentials Edition, make sure that all SQL Server and Analysis Services services, including the SQL Server Browser, are set up to run under the LOCAL SYSTEM account or a specified domain account. For SBS 2011 Standard and Premium Editions, Analysis Services and SQL Server must be installed as a named instance. This is because SBS 2011 already has an instance of SQL Express 2008 for Sharepoint management. If Analysis Services is installed as a named instance, you must open the firewall for the Analysis Services executable. Usually C:\program files\microsoft sql server\msas10.sql2008\olap\bin\msmdsrv.exe. To install Sage 200 on SBS 2011 You must run the Sage bit Web Service config.bat (v6.4) batch file which edits the applicationhost.config file to accommodate 32-bit applications. 28

35 3 How to deploy Sage 200 across a network 1. Download the Sage bit Web Service config.bat (v6.4) file from the support areas of the Sage website and copy it to the root C:\ drive of the SBS server. 2. Review the contents of the file to make sure you are happy with the following changes that will be made to the Applicationhost.config file. Adds Bitness64 to the Password Expiry Module. The 64-bit version of the Password Expiry Module is incompatible with 32- bit application pools. To resolve this the Password Expiry Module is set to only run against 64-bit applications. The 64-bit version of the Windows Server Update Service (WSUS) uses a type of compression called xpress. This is a global setting that is not compatible with 32-bit application pools, which are required for Sage 200. The batch file disables http compression. 3. Right-click the file and choose Run as administrator. 4. Press Y to continue. 5. Choose Option F - Microsoft Windows Small Business Server Once completed the following prompt appears Do you want to configure more services? Press N. 7. To exit the batch file, select option G. The following prompt appears Do you want to restart IIS now?. To save the changes and re-start IIS, press Y. You must re-start IIS for the changes to be applied. 8. Press any key to exit the batch file. 9. Install Sage 200. Select the setup.exe file from Sage 200 Suite DVD. Right click the file and choose Run as Administrator. Note: Due the elevated security of SBS2011, you must run the setup.exe file with elevated privileges. 10. Continue with a standard installation. See Installing Sage 200 on page

36 Sage 200 On Premise Installing Sage 200 CRM on Windows Server 2008 R2 64- bit To install Sage 200 CRM on a 64-bit server, you must Before you install Sage 200 CRM, make sure that IIS is installed as a server role. After installing Sage 200 CRM, you must adjust the configuration of IIS. Check IIS is installed as a Server Role: 1. Select Start > All Programs > Administrative Tools > Server Manager > Roles. 2. Select Add Roles. The Add Roles Wizard appears. Click Next. 3. Select Web Server (IIS). 4. In the Role Services section of the Add Roles Wizard, make sure that the following role services are selected: Application Development > ISAPI Extensions Application Development > ASP (set Enable Parent Paths to True) Security > Windows Authentication (if Auto Logon is required) Management Tools > IIS Management Console and IIS Management Compatibility Note: You must make sure that in IIS the Anonymous Authentication Credentials are using Application Pool Identity or are hard-coded with a local administrator account. If this is not the case, you may experience issues when editing CRM System Settings. 5. Continue with an standard installation of Sage 200 CRM. See Install Sage 200 CRM on page 210. Adjust the configuration of IIS When you install Sage 200 CRM, the application will create virtual directories with the Default website. These must be set to allow 32-bit applications. 1. Open IIS Manager and select Application Pools. 2. Select CRM App Pool and click Advanced Settings. 3. Set Enable 32-bit applications to True. 4. Click OK and close IIS Manager. 30

37 3 How to deploy Sage 200 across a network Install Sage 200 CRM on Small Business Server 2008 Before installing Sage 200 CRM on a 64-bit server or Microsoft Small Business Server: You must make sure that IIS is installed as a server role You must run the Sage bit Web Service config.bat (v6.4) batch file which edits the applicationhost.config file to accommodate 32-bit applications. You must adjust the configuration of IIS. Check IIS is installed as a Server Role 1. Select Start > All Programs > Administrative Tools > Server Manager > Roles. 2. Select Add Roles. The Add Roles Wizard appears. Click Next. 3. Select Web Server (IIS). 4. In the Role Services section of the Add Roles Wizard, make sure that the following role services are selected: Application Development > ISAPI Extensions Application Development > ASP (set Enable Parent Paths to True) Security > Windows Authentication (if Auto Logon is required) Management Tools > IIS Management Console and IIS Management Compatibility Note: You must make sure that in IIS the Anonymous Authentication Credentials are using Application Pool Identity or are hard-coded with a local administrator account. If this is not the case, you may experience issues when editing CRM System Settings. Run the Sage bit batch file You must run the Sage bit Web Service config.bat (v6.4) batch file which edits the applicationhost.config file to accommodate 32-bit applications. 1. Download the batch file from the support area of the Sage website and copy the file Sage bit Web Service config.bat (v6.4) to the root c:\ drive of the SBS server. 31

38 Sage 200 On Premise 2. Review the contents of the batch file to check you are happy with the following changes that will be made to the applicationhost.config file: Adds Bitness64 to the Password Expiry Module. The 64-bit version of the Password Expiry Module is incompatible with 32- bit application pools. To resolve this the Password Expiry Module is set to only run against 64-bit applications. The 64-bit version of the Windows Server Update Service (WSUS) uses a type of compression called xpress. This is a global setting that is not compatible with 32-bit application pools, which are required for Sage 200. The batch file disables http compression. 3. Right-click and choose Run as administrator. 4. Press Y to continue. 5. Choose Option E - Microsoft Windows Small Business Server Once completed the following prompt appears Do you want to configure more services? Press N. 7. To exit the batch file, select option F. The following prompt appears Do you want to restart IIS now?. To save the changes and re-start IIS, press Y. You must re-start IIS for the changes to be applied. 8. Press any key to exit the batch file. Adjust the configuration of IIS 1. Install Sage 200 CRM. See Install Sage 200 CRM on page 210. The application will create virtual directories with the Default website. This is not configurable. 2. Open IIS Manager and select Application Pools. 3. Select CRM App Pool and click Advanced Settings. 4. Set Enable 32-bit applications to True. 5. Click OK and close IIS Manager. 32

39 3 How to deploy Sage 200 across a network Installation options for virtualised platforms All elements of Sage 200 are supported in a virtualised environment if the following conditions are met: The underlying virtualisation platform has been accredited by the Microsoft Windows Server Virtualisation Program. See for further details. The host operating system is one of the supported operating systems outlined in the system requirements. See Supported operating systems core modules on page 4. Sage 200 is also supported when running in a Microsoft Hyper-V virtualised environment which is running one of the supported operating systems outlined in the System Requirements. You must ensure that the server hosting the virtual machines is of sufficient specification to run both the underlying operating system, and the virtual machine that Sage 200 is running on. Hosting Sage 200 is only supported in a hosted environment where the entire solution is hosted and users connect to the system via a Microsoft Terminal Services or Citrix connection. Sites considering a hosted solution may wish to consider Sage 200 Online as an alternative method of deployment 33

40 Sage 200 On Premise Installing Sage 200 using Citrix or Terminal Services Sage 200 is designed around a rich-client architecture that is best suited to deployment over a local area network. Sage 200 is supported in a Microsoft Terminal Services and Citrix Presentation Server environment with the following considerations: As Sage 200 is best suited to deployment on a local area network, where possible, we recommend that you run large batch processes, such as Update Waiting Postings, on a high specification client joined to the local area network. If the entire solution is hosted remotely, large batch process tasks should be run out of hours when more bandwidth and server resources are available. Alternatively, you may want to consider deploying Sage 200 Online. On Terminal servers or Citrix servers hosting Sage 200 client sessions, you must allow: At least 600MB memory per user on the Citrix/Terminal Server, for each client session running occasional or one-off tasks, such as an account enquiry or price check. At least 1GB memory for each client session processing for any prolonged period of time, for tasks such as checking in stock, or creating purchase orders. You should run large batch processes and updates on the local area network, or out of hours. For Windows Server 2012, the application must be deployed using 'Session based desktop deployment' with a published remote desktop. 'Vitual machine based desktop deployment' is not supported. We do not support running Sage 200 over Citrix or Terminal Services on Microsoft Small Business Servers. This is because the Terminal Services Application Mode is disabled in these operating systems. See the following websites for further information:

41 Supported Versions of Citrix / Terminal Services Windows Terminal Server 2008 (32-bit and 64-bit) Standard and Enterprise Editions, 2008 & 2008 R2 Windows Terminal Server 2012 Standard and Enterprise Editions Citrix Presentation Server v5.x (32-bit only, Standard, Advanced, Enterprise and Platinum Editions) Citrix XenApp Server v6.x (64-bit only, Standard, Advanced, Enterprise and Platinum Editions) Sage 200 Core Components Sage 200 Server 1 Sage 200 Financials Client 1 Sage 200 CRM Sage 200 CRM Server 1 Sage 200 CRM Client 1 Sage 200 Business Intelligence (BI) Sage 200 BI Server 1 Sage 200 BI Client (including Sage 200 BI Admin Tool) 1 Sage 200 BI Excel Client 1 Sage 200 Commercials Sage 200 Commercials Client 1 Sage 200 Project Accounting Sage 200 Project Accounting Client 1 Sage 200 Manufacturing Sage 200 Manufacturing Server 1 Sage 200 Manufacturing Client 1 Sage 200 Wholesale & Retails Sage 200 Wholesale & Retail Server 1 Sage 200 Wholesale & Retail Client 1 Sage 200 Migration Tool Sage 200 Migration Tool 32-bit only 1 For Windows Server 2012, the application must be deployed using Session based Desktop Deployment with a published remote desktop. Virtual machine based desktop deployment is not supported. 35

42 Sage 200 On Premise Security Sage 200 uses a combination of Windows security and SSL certificates to secure communications between the different modules. By default the c:\sage folder and its associated files and sub-directories on the Sage 200 Server machine are shared with a permission level of Everyone Full Control. We recommend that you review the permissions on this share. 36

43 3 How to deploy Sage 200 across a network Required firewall settings Sage 200 runs a variety of programs and services that can be affected by security firewall settings. The following table details the ports that need to be opened in order for Sage 200 to function correctly. Server Port Details Database Server (Default SQL Instance) Database Server (Named SQL instance) TCP Port 1433 UDP Port 1434 Default SQL Instance Named SQL Instance Sage 200 File Server TCP Port 139 File & Print Sharing TCP Port 445 TCP Port 137 TCP Port 138 File & Print Sharing File & Print Sharing File & Print Sharing Sage 200 Application Server TCP Port HTTPS Sage 200 Self Service TCP Port HTTPS Sage 200 CRM Server TCP Port 80 HTTP TCP Port 443 HTTPS The following ports are required for Sage 200 Business Intelligence: Server Port Details Database Server (Default SQL Instance) Database Server (Named SQL Instance)* TCP Port 2383 TCP Port 2382 UDP Port 1434 SQL Analysis Services SQL Analysis Services SQL Browser Service * For more information see, 37

44 38

45 4 Installing Sage 200 for the first time Sage 200 uses a single installer to install all modules apart from Sage 200 CRM. When you run the Sage 200 installer, you can choose which modules of Sage 200 you install. Use Sage 200 installer to install: Sage 200 Financials Sage 200 Commercials Sage 200 Project Accounting Sage 200 Self Service Sage 200 Bill of Materials Sage 200 Business Intelligence Sage 200 Manufacturing Note: If you are installing Sage 200 Manufacturing on a PC which has Sage 50 Manufacturing installed on it, uninstall Sage 50 Manufacturing before installing Sage 200 Manufacturing. Sage 200 Wholesale and Retail Note: Sage 200 Financials, Sage 200 Commercials, Sage 200 Project Accounting, Sage 200 Bill of Materials and Sage 200 Self Service are always installed. They are activated by your licence key. Before beginning the installation procedure, please refer to the section How to deploy Sage 200 across a network on page 17 to make sure that you know where you want to install each component. 39

46 Sage 200 On Premise You use Sage 200 installer, to install the various components of Sage 200 on your server and client machines. Use the installation wizard to select the server components and client components that you want to install. Note: The Sage 200 Client components must be installed on the same machine as the Sage 200 Server. Therefore, the Sage 200 Client components are selected by default when choosing to install Sage 200 Server. The following table shows which components of the additional modules are installed when the Sage 200 components are selected. Sage 200 components selected: Sage 200 Server Additional components installed, if selected: Sage 200 Business Intelligence Server Sage 200 Manufacturing Server Sage 200 Wholesale and Retail Server Sage 200 Client Sage 200 Business Intelligence Client Sage 200 Manufacturing Client Sage 200 Wholesale and Retail Client To install Sage 200 Self Service on separate web server, use the Self Service standalone installer. This can be found on the Sage 200 DVD. To install Sage 200 CRM, use the Sage 200 CRM installer. This can be found in the CRM folder on your Sage 200 DVD. For instructions on installing and setting up Sage 200 CRM, see Install and set up Sage 200 CRM on page

47 4 Installing Sage 200 for the first time Installing Sage 200 The following steps explain how to install Sage 200 using Sage 200 installer. Once you have installed Sage 200 on your server, you install the Sage 200 Client on your client machines. See How to install the Sage 200 client across your network on page 47. Create Windows user accounts and groups For v2013, users access the Sage 200 desktop and Sage 200 System Administration using their Windows User account log on details. A Windows User account is also used to access the Sage 200 Services. Before installing v2013, you must create the required Windows user accounts. You must create: Windows user accounts and groups to access the Sage 200 desktop and System Administration. Prior to installing Sage 200, your network domain administrator must identify two user groups in Windows Active Directory for Sage 200. Members of these groups are able to access the Sage 200 desktop and/or Sage 200 System Administration. These can be existing groups or you can create two new groups for this purpose. Note: You cannot use the Domain Administrators group as the Sage 200 Administrator group, as this sets up the file share permissions incorrectly. When you install the Sage 200 Server, you must identify the following groups: Windows User Group Sage 200 Administrators Sage 200 Users Description Users belonging to this group can access Sage 200 System Administration, Sage 200 desktop and Sage 200 Self Service. Users belonging to this group can access Sage 200 desktop and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration You can add the required windows user accounts to the user groups after Sage 200 has been installed. Access to specific Sage 200 modules and features is controlled in Sage 200 System Administration. 41

48 Sage 200 On Premise For more information on where to set up users using Windows Active Directory, or using Windows user groups, refer to your operating system help, as the process may involve different steps in different operating systems. Note: We recommend that you make sure that your Windows User accounts have unique names, as the system name cannot be changed in System Administration. A Windows user account to access the Sage 200 Services. This windows account: Must have a password that never expires, but does not require any other special permissions. Must be a member of the Sage 200 Users group. When you install the Sage 200 Server, you must specify the name and password for this account. If you are integrating with Sage 200 CRM, this Windows user account must also be specified on the integration. See Create a new Sage 200 CRM integration on page 218. Note: If the password is changed for this user account, you must update the password in these application pools; Sage 200 Services, Sage 200 Secured Service, Sage 200 Self Service. If you do not do this, you will see the following error message when accessing Sage 200. To install Sage Insert the Sage 200 DVD, the Installation wizard appears. If you do not have Autorun enabled, select the Setup.exe file from the DVD. Note: If you have enabled Microsoft User Account Control, right-click setup.exe and choose Run as Administrator. 2. Click Next to continue. The Sage 200 License Agreement screen appears. 3. Accept the license agreement. Click Next to continue. 42

49 4 Installing Sage 200 for the first time 4. Use this to install the Sage 200 Server components. Install Sage 200 Server Select this to install: The file server components such as reports, layouts, workspaces and other files and directories required by Sage 200. Application files and web services. These are essential for the integration between modules. You must have IIS v7 or higher installed. Note: If you want to install the Self Service application on a external facing website see Installing Sage 200 Self Service on an external facing web server on page 51. Click Next to continue. 5. Select the Sage 200 Client components that you want to install. Choose from the following options: Install Sage 200 Client Select this to install the application files and directories necessary to run the Sage 200 client application, and the Sage 200 System Administration tool. Note: You must install the Sage 200 Client on your server machine. Install Sage 200 Form Launcher If you are also installing Sage 200 CRM, select this to install the integration component required to launch Sage 200 forms from within Sage 200 CRM. Further configuration of the Sage 200 Form Launcher is required if you: Have an application already using the HTTP port See Troubleshooting installing Sage 200 CRM on page 226. Are running Sage 200 in a Terminal Server or Citrix environment. See Troubleshooting installing Sage 200 CRM on page 226. Click Next to continue. 43

50 Sage 200 On Premise 6. Select the Sage 200 Additional Components that you want to install. The Sage 200 Additional Components have server and client installations. The part that is installed here depends on the options you have chosen in the previous screens. For example, if you have only chosen Install the Sage 200 Server, only the server component of the additional modules will be installed. Choose from the following modules, all of which are optional: Install Sage 200 Business Intelligence Install Sage 200 Manufacturing Install Sage 200 Wholesale and Retail Select Copy Graphical Planner installer to server if you have purchased Graphical Planner along with Sage 200 Manufacturing. This copies the required Graphical Planner files to a directory (by default c:\sage\installers\graphicalplanner). You can then install Graphical Planner from the Preactor exe file. For more information, see Install Graphical Planner on page 121. You must install Sage 200 Wholesale and Retail on all client machines even if you do not intend to use it on all machines. If Wholesale and Retail is not installed on all client machines, you will see the following error message: The Retail module is not installed on this Sage 200 Client. Since Retail is installed on Sage 200 Server, you need to install the modules on all clients too. Note: You cannot install Sage 200 Manufacturing and Sage 200 Wholesale and Retail on the same solution. Click Next to continue. 7. Specify the location of the Logon Folder and Spool Folder for the Sage 200 File Server. Make sure there are no spaces in the location of the Logon Folder as this will cause the installation to fail. Click Next to continue. 44

51 4 Installing Sage 200 for the first time 8. Use this to select the Windows user account that will be used by the Sage 200 Services. Server Login Details Enter the name of the Windows user account that you have created to access the Sage 200 Services. This can be a standard domain user account and does not need any special privileges. Click Next to continue. 9. Enter the Server Identity Password. This is the password for the Windows account entered. Click Next to continue. 45

52 Sage 200 On Premise 10. Select the Windows User Groups that will be used for your Sage 200 Administrators and Sage 200 Users. Administrators Group Users Group Users belonging to this group can access Sage 200 System Administration, Sage 200 and Sage 200 Self Service. Users belonging to this group can access Sage 200 and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration Click Next to continue. 11. Specify the folder where you want to install the Sage 200 client. By default this is C:\Program Files\Sage\Sage 200. Click Next to continue. 12. To install the Sage 200 modules you have selected, click Install. Click Finish when the installation is complete. 46

53 4 Installing Sage 200 for the first time How to install the Sage 200 client across your network Once you have installed and configured Sage 200 on your server machine, you can move across to each of the clients and install the necessary client-side modules. You can install the Sage 200 Client across your network by using the network share, created automatically when you installed the Sage 200 Server. Note: You need to be an Administrator on the client machine to install Sage 200. To use Sage 200, you need to be a domain user in one of the Sage 200 user groups. 1. From the client machine, choose Start > Run. 2. Enter the UNC path to your Sage 200 File Server. For example \\<Machine_ Name>\Sage. 3. Select the Installers folder. Run the setup.exe file from within this folder. Note: If you have enabled Microsoft User Account Control, right-click setup.exe and choose Run as Administrator. 4. Click Next to continue with the installation. The Sage 200 License Agreement screen appears. 5. Accept the license agreement and click Next to continue. The Server Components screen appears. 6. Do not select any of the Server Components. Click Next to continue. The Client Components screen appears. 7. Make sure Install Sage 200 Client is selected. Click Next to continue. The Sage 200 Additional Components screen appears. 8. If you chose any of the additional modules during the server installation, these modules will be selected. Click Next to continue. The Server Location screen appears. 9. Make sure that the Logon Folder and Spool Folder contain UNC paths to your Sage 200 File Server. Click Next to continue. The Client Destination Folder screen appears. 10. Enter the folder where the Sage 200 client is installed. By default this is C:\Program Files\Sage\Sage 200. Click Next to continue. 11. Click Install to install the Sage 200 Client modules that you have selected. Click Finish to complete the installation. 47

54 Sage 200 On Premise Troubleshooting If you want to install the Sage 200 client on a 32-bit machine when the Sage 200 server is installed on 64-bit machine, you must edit the C:\Sage\Installers\InstallSettings.xml file. This is because the installation path for the Sage 200 Client will default to c:\program files (x86)\sage\..., when the Sage 200 server and client are installed on a 64-bit server. This path is added to C:\Sage\Installers\InstallSettings.xml file on the Sage 200 Server. This is the file that is used to install the Sage 200 Client from a network share. To resolve this: Change the INSTALLPATH in this file to C:\Program Files\Sage\Sage200 before installing Sage 200 on your client machines. 48

55 4 Installing Sage 200 for the first time Using Sage 200 Self Service from your client machine Once you have installed and configured Sage 200 on your server machine, you can access the Sage 200 Self Service web site internally from any machine with a compatible internet browser. See Browser and Mobile device Support on page 8. If you are using the default internal SSL certificates, that are installed with Sage 200 to secure these web sites, you must install the certificate on each client machine before using the web site. Note: The SSL certificates that are installed with Sage 200 are for internal use only and are based on the machine name. They are not externally addressable. To use Sage 200 Self Service externally over the internet, see Installing Sage 200 Self Service on an external facing web server on page 51. To install the internal SSL Certificate for Sage 200 Self Service Complete the following steps on each client machine that will access Sage 200 Self Service. You must be logged on to the machine as an administrator. 1. Choose Start > Run. Enter the UNC path to the Sage folder on your Sage 200 Server. For example \\<Machine_Name>\Sage. 2. Select Logon > SSLCertificate. 3. Right-click the S200SSServerRootCA.cer file.choose Install Certificate. The Certificate Import Wizard appears. Click Next. 4. Select Place all certificates in the following store. 5. Click Browse. The Select Certificate Store window appears. 6. Select Show physical stores. 7. Select Trusted Root Certification Authorities> Local Computer. Click OK. 8. Click Next and Finish. You can now browse to the Sage 200 Self Service web site over a secure connection. To automatically add certificates via a Group Policy If you have several client machines that will use Sage 200 Self Service, you can deploy the Sage 200 SSL certificates via Microsoft Active Directory Group Policy. This means you do not have to install the certificate individually on each client machine. 1. Copy the contents of the following folder from your Sage 200 file server to a new folder on your domain controller. C:\Sage\Logon\SSL Certificate. 49

56 Sage 200 On Premise 2. On the domain controller, choose Start> Administrative Tools > Group Policy Management. 3. Select Group Policy Management > Forest > Domains for the domain containing the Default Domain Policy GPO that you want to edit. 4. Select Group Policy Objects. 5. Right-click Default Domain Policy GPO, and click Edit. 6. In the Group Policy Management Console, select Computer Configuration > Windows Settings > Security Settings. Click Public Key Policies. 7. Right-click Trusted Root Certification Authorities. 8. To import the certificates, click Import.Click Next. 9. Browse to the location of the certificates you copied in step 1. Click Next. 10. Make sure the Certificate Store path is set to Trusted Root Certificates Authorities. Click Next. 11. Click Finish and OK to complete the import. For further information on deploying certificates, see 50

57 4 Installing Sage 200 for the first time Installing Sage 200 Self Service on an external facing web server Sage 200 v2013 can be set up so that the Self Service application can be accessed externally from mobile devices and machines that are not joined to your domain. In order to do this you will need: An external facing web server with internet access to host the Self Service web site. A commercially available SSL Certificate to verify your domain and secure the web site. A registered domain name to direct traffic to the web site. We recommend that you purchase any required domain names and SSL certificates and configure them to point to your external facing web server. Speak to your service provider for advice on how to do this. Before you install the Self Service application on an external facing server, you must have installed and fully configured Sage 200 on your Sage 200 Server and you must be able to log into Sage 200. Once configured, your Sage 200 deployment will look like this: Prerequisites The machine hosting the external facing Self Service web site must be joined to the same domain as the Sage 200 Server and have the following installed: Microsoft Internet Information Services (IIS) v7 or greater Microsoft DotNet Framework v3.5 Service Pack 1 (Feature for Server 2008 R2 & 2012) This is included on the Sage 200 v2013 DVD Microsoft DotNet Framework v4 (Feature for Server 2012) This is included on the Sage 200 v2013 DVD Windows Identity Foundation (Microsoft KB ) (Feature for Server 2012) This is included on the Sage 200 v2013 DVD 51

58 Sage 200 On Premise Microsoft KB This is included on the Sage 200 v2013 DVD IIS must have the following settings: IIS v7.0 and 7.5* IIS v8* Common HTTP Features Default Document Default Document Directory Browsing HTTP Errors HTTP Redirection Static Content Directory Browsing HTTP Errors HTTP Redirection Static Content Application Development.Net Extensibility.Net Extensibility.Net Extensibility 3.5 ASP ASP.NET ASP ASP.NET ASP.NET 3.5 ASP.NET 4.5 ISAPI Extensions ISAPI Filters ISAPI Extensions ISAPI Filters Security Request Filtering Request Filtering Windows Authentication Windows Authentication Management Tools IIS Management Console IIS Management Console Management Tools > IIS 6 Management Compatibility.Net Framework 4.5 Features IIS 6 WMI Compatibility IIS Metabase and IIS 6 configuration compatibility IIS 6 WMI Compatibility IIS Metabase and IIS 6 configuration compatibility WCF Services HTTP Activation * Features highlighted in bold are new requirements for v

59 4 Installing Sage 200 for the first time How to install and set up the Self Service web site To install and set up Self Service, you must: Install the Self Service web site on the external facing server. Secure the web site with your SSL certificate and set up firewall rules. Check you can access the Self Service web site. To install the Self Service web site Follow these instructions to install the Self Service web site on your external server. 1. Open the shared Sage folder on your Sage 200 Server machine. 2. Select Installers > Sage 200 Self Service. 3. Run the Sage200SelfService.exe file. This opens the installation wizard. 4. Accept the Licence Agreement and click Next. 5. The path to the Logon directory on your Sage 200 Server machine is displayed. Make sure that the path is correct and click Next. 6. Enter the name of the windows account that you set up to run the Sage 200 Services. Enter the password for this account. Click Next. 7. Click Install to start the installation. To secure the Self Service web site with your SSL certificate and firewall rules Once you have installed the Self Service web site on your external server machine, you need to amend the web site bindings in IIS to use the external SSL certificate and set up firewall rules on both your Sage servers. To secure the web site with your SSL certificate. 1. Open Internet Information Services (IIS) Manager. 2. Expand the list of websites and choose Sage 200 Self Service. 3. Right-click and choose Edit Bindings. 4. Choose Add and change the type to https. 5. From the SSL certificate drop-down menu, choose your external SSL certificate. Note: This is not the Sage 200 Self Service SSL Certificate. 6. Click OK. Note: You may see a message informing you that another site is using the same HTTPS binding. Click Yes to apply the binding to this site. 53

60 Sage 200 On Premise 7. Click OK to close the Add Bindings window. 8. Click Close to close the Site Bindings window. The Sage 200 Self Service web site is now using your external SSL certificate. To set up your firewall rules To increase the security of your deployment you must configure the Windows firewall on both of your Sage servers. The following table details the ports that need to be opened in order for Sage 200 to function correctly. Sage 200 Server TCP Port TCP Port SQL Server Sage 200 Self Service Server TCP Port 80 TCP Port 443 To access the Self Service web site 1. To access the Sage 200 Self Service site, open a browser and enter the following address: domain name>/sage200selfservice Note: All machines, whether running on the internal network, or accessing Self Service externally, should use this address. 2. Log onto the site using your Windows credentials. Note: You may not be able to access this address directly on the external facing web server but it will be accessible on all other supported machines / devices. 54

61 4 Installing Sage 200 for the first time Adding and removing Sage 200 modules for an existing installation After the initial installation of Sage 200, you can install or remove additional modules using the Windows Control Panel to open Sage 200 installation wizard. Warning On the Sage 200 Installation wizard, any components of Sage 200 that you have already installed will automatically be selected. Do not clear these check boxes. This will remove that component. To add Sage 200 modules 1. Choose Start > Control Panel > Programs and Features. 2. Select Sage 200 and choose Change. 3. On the Sage 200 Installation screen, click Next. 4. Select Change. The Sage 200 Server Components screen appears. The modules you have currently installed are selected. 5. Choose any of the additional server components that you wish to add to the installation. Click Next to continue. The Sage 200 client components screen appears. 6. Select the client components that you want to install. Click Next to continue. The Sage 200 Additional Components screen appears. 7. Select any additional components that are not currently selected that you want to install. Click Next to continue. 8. To install the additional components you have selected, click Change. 9. Click Finish to complete the installation. To remove Sage 200 modules 1. Choose Start > Control Panel > Programs and Features. 2. Select Sage 200 and choose Change. 3. On the Sage 200 Installation screen, click Next. 4. Select Change. The Sage 200 Server Components screen appears. The modules you have currently installed are selected. 5. Clear the checkbox for any Sage 200 server components that you want to remove. Click Next to continue. The Sage 200 Client Components screen appears. 55

62 Sage 200 On Premise 6. To remove the client components, clear the relevant checkboxes. Click Next to continue. The Sage 200 Additional Components screen appears. 7. Clear the checkboxes for any additional components that you want to remove. Click Next to continue. 8. To remove the selected components, click Change. 9. Click Finish to remove the modules. 56

63 5 Setting up Sage 200 to use for the first time Before you can access and start using Sage 200, you set up users in Windows Active Directory (recommended) or Windows user groups, set up the Sage 200 System Administration tool and set up the individual modules within the Sage 200 application. The Sage 200 System Administration tool is used to set up companies, enter details for user accounts, and specify which menu options users can access in the Sage 200 desktop, for all the Sage 200 modules. This section explains how to set up Sage 200 System Administration and the Sage 200 desktop for the following modules: Sage 200 Financials Sage 200 Commercials Sage 200 Project Accounting Sage 200 Bill of Materials If you are using other modules, there may be additional configuration tasks. Please see the relevant sections for each product: Set up Sage 200 Business Intelligence on page 83 Set up Sage 200 Manufacturing on page 113 Set up Sage 200 Wholesale and Retail on page 127 Install and set up Sage 200 CRM on page

64 Sage 200 On Premise Setting up Sage 200 System Administration for Sage 200 Before you can access Sage 200, you must use the Sage 200 System Administration application to: Create a configuration database. This holds all the data for the System Administration tool in a SQL server database. Create user accounts Enter your Sage 200 licence details. Create your company databases. Each Sage 200 company has a database stored on your SQL server. Set up user accounts. Within Sage 200 System Administration, you specify which companies your users can access and which roles the users belong to. Note: You can only access System Administration if you have been added to the Sage 200 Administrators group in Windows. Create roles and authorise features. You use Roles to specify which parts of Sage 200 you want your users to access. You do this by creating a role and then authorising the relevant features for that role. Features are the specific menu options in Sage 200. Each user must have the Sage 200 System Administration Services feature authorised for their role. This allows a user to access the Sage 200 desktop. Note: You must be connected to the SQL server before you can access the Sage 200 System Administration tool. For detailed information on the options available in the System Administration tool, please see the System Administration help: 58

65 5 Setting up Sage 200 to use for the first time Create your configuration database 1. Open Sage 200 System Administration. The following message appears: 2. Click Yes to create a new configuration database. The Server Properties window appears. 3. Enter or browse for the correct SQL server. 4. Enter a name for the configuration database. 5. Click Create to create the configuration database. 6. If required, enter the Logon Name and Password for a SQL user that has access rights to create a database. 7. Click OK. Create users When you have created the configuration database, the Manage User Lists window appears. This displays all the Windows User accounts that are members of the Sage 200 Users and Sage 200 Administrators groups that were specified during the installation. In v2013, users access Sage 200 and Sage 200 System Administration using their Windows User account. The first time you install Sage 200 v2013, all the Windows User accounts will have a status of New. For an existing installation of Sage 200, you can match the Windows User accounts to existing Sage 200 user accounts. See Upgrading from Sage 200 v2011 on page 130 for more information. 59

66 Sage 200 On Premise To create your Sage 200 user accounts 1. Check the list of Users on the Manage User Lists screen. 2. To create a new Sage 200 user account for all the Windows User accounts with a status of New, click OK. New Sage 200 user accounts are created. You can also use this screen, at any time, to update your Sage 200 user list. For example, if you add or delete windows users in future, this screen is displayed when you open Sage 200 System Administration. Use this screen to link users again and ensure that only those users who should do so, can access Sage 200. Note: When you delete a Windows user account, the user will still be able to use Sage 200 until you refresh the user list, by using the Manage User Lists screen. Activate your Sage 200 licence From v2013, you no longer activate your licence using enable strings. You activate it using your account number and serial number. You must register Sage 200 before you can use it. Your licence is activated via the Internet, using the Sage Licensing Service. To access this service, you must have an active internet connection that is not blocked by firewalls. If you are not connected to the internet, you can generate an offline licence request and register via . 60

67 5 Setting up Sage 200 to use for the first time To register via the Internet 1. Enter your customer Account Number. 2. Enter your product Serial Number. 3. Click OK. The system automatically contacts Sage for a valid licence. This licence enables you to use Sage 200. Once the licence has been activated, the core components are automatically installed. If you see the following message, you may need to register offline. You can now access Sage 200 System Administration To register offline To register offline, you generate a licence request file which you send to Sage Support via . Sage Support will you a licence entitlement file which you import into System Administration to register Sage When the Licence window appears, click Cancel. The Core Components are installed. 2. Right-click Licence and select Generate Licence Request. 3. Enter your Account Number and Serial Number and click Generate Request. This creates a licence file in XML format which you send to Sage Support. 4. Browse to where you want to save the XML file. 5. Enter a File name and click Save. 6. this XML file to Sage Support. 61

68 Sage 200 On Premise You will receive an from Sage Support with your refreshed licence attached. This has the extension.ent (Entitlement files). Save this file to your PC. 1. Open System Administration > Licence. 2. Right-click and select Import Licence File. 3. Click Import Licence File and browse to where you saved the ENT file. 4. Select the file and click Open. Your license is activated. Note: If you have registered offline, you may experience time outs for processes that access the licence file. To resolve this, add the following entry to the Secured Services web config file. This updates the default waiting time. Open: C:\inetpub\Sage 200 App Services\Sage200SecuredService\web.config. 1. Add the following key: <add key="slsservicetimeout" value="1000"/>. 2. Save the file. 62

69 5 Setting up Sage 200 to use for the first time Create your company database You can use Sage 200 System Administration to create new SQL databases for your Sage 200 companies. If you have an existing Sage 200 company database, you add the company in the System Administration tool. The database must be attached to your SQL server. For more information, see Upgrading from Sage 200 v2011 on page 130. Tip: We recommend that you practise setting up your Sage 200 system and processing data. To do this you can use the Demonstration company data provided with Sage 200. Before you can use the demonstration data, you must add the demonstration data as a company in Sage 200 System Administration. A SQL backup for the demonstration data is available on the Sage 200 DVD in the Demo Environment Data folder. To create a new company database Open: System Administration. 1. From the Navigation bar, choose Companies. 2. Right-click and choose Add New Company. 3. Enter your Company Settings: Company Name Parent Company Enter the name of the company. If this is a consolidated company, select the name of the parent company. For more information about consolidated companies see the Sage 200 help. Attachments Enter the path to the Attachments folder for this company. This must be a UNC path. This is the directory used to store company specific files. You must use separate attachments directories for different companies. 4. Enter your Server Settings: Server Enter the name of your SQL server. You must have the appropriate permissions to access the server. Database Name Enter the name of the database on the server. 63

70 Sage 200 On Premise 5. Choose from one of the following: Test Click this to test the connection to the database. Update Click this to update an existing Sage 200 database. Create Click this to create a new Sage 200 database on your SQL server. 64

71 5 Setting up Sage 200 to use for the first time Set up user accounts, roles and features Before your users can access Sage 200, you must choose which companies each Sage 200 user can access and assign at least one role to each Sage 200 user account. The role controls which menu options and workspaces a user can access in Sage 200. Each menu option in Sage 200 is listed as a Feature in System Administration. To make a menu option available to your users in Sage 200, you must authorise the relevant features for each role. To set up your user accounts, you must: 1. Create roles. 2. Authorise features for each role. 3. Assign user accounts to each role. 4. Assign companies to each user and set the user properties. To create user roles 1. From the Navigation bar, choose Roles. 2. Right-click and choose Add New Role. 3. Enter a Role Name. 4. Click OK. The Role properties window appears. 5. Select the General tab. Select from the following options: Receive alerts From Messenger Can Edit Own Menu Remote Users Access Only - CRM Select this to allow members of this role to use Sage Messenger. Users will receive message alerts advising them of system issues and any action that needs to be taken. Select this to allow members of this role to be able to use the Menu Design Mode in Sage 200. Users can edit their own menu within the Menu Design Mode. This is applicable for Sage 200 CRM users only. Select this to allow members of this role to remotely access Sage 200 forms. The Sage 200 CRM integration must be a member of this role. Users who are assigned to a Remote Users Access Only role cannot enter or amend information in Sage 200 directly. 6. Select the Users tab. Select the users to assign to the role and add them to the Selected Users list. 7. Click OK. 65

72 Sage 200 On Premise To authorise features for a role 1. From the Navigation bar, choose Roles. 2. Select the relevant role. 3. Right-click and select Features. To allow the role full access to Sage 200, select the Features checkbox. To only allow access to certain Sage 200 features, clear the Features checkbox and select the required features from the list. The features are arranged in folders to match the Sage 200 modules. Select the checkbox next to the module folder to allow access to all options within that module. Expand the folders to authorise individual features. Note: You must authorise the System Administration Services feature for all roles that need to log on to the Sage 200 desktop. 4. Click OK. To assign companies to a user and enter user details 1. From the Navigation bar, choose Users. 2. Select a User Name. 3. Click OK. The User properties window appears. 4. Enter the User Properties on the relevant tabs. 5. Select the General tab. Select from the following options: User Enabled Can Edit Menus For Roles Select this to make the user account active. A user account must be active to allow a user to log on to Sage 200. Select this to allow the user to edit menus in Sage 200 for their role. For more information about the Menu Design Mode, see the Sage 200 help. For more information about the Menu Design Mode, see the Sage 200 Help. Can Edit Workspaces Select this to allow the user to edit workspaces using the Workspace Designer. For more information about the Menu Design Mode, see the Sage 200 Help. 66

73 5 Setting up Sage 200 to use for the first time Receive Notifications by Select this if you want the user to receive messages when purchase orders require authorisation in Sage 200. For more information, see the System Administration help. For more information about the messages, see the Sage 200 Help. In Product Survey Enabled. Select this to allow this user to receive the Sage 200 In Product Survey. This is selected by default. Note: The In Product Survey must be Enabled. For more information, see the System Administration help. Is Web User Select this to allow the user to access Sage 200 Self Service. 6. Select the User details tab. If required, enter information about your user. 7. Select the Member of tab. Use this to assign a role to your user. You must assign at least one role to the user. 8. Select the Company Access tab. Use this to assign the relevant companies to the user. Use the arrow keys to move the company to the Selected Companies list. If you want this user to access all companies, select Access all Companies. 9. Click OK to save the user properties. For more information about user accounts, role, and features, see the System Administration help: 67

74 Sage 200 On Premise Set up online payment processing Online payments are payments that customers make by card, using an online payment provider such as Sage Pay. To operate online payment processing within Sage 200, you need to set up Sage 200 as follows. To set up online payment processing Within the payment service provider: 1. Set up an account with the payment service provider. Sage Pay is the payment service provider used by Sage Log on to the account and access the settings for the account. Enter the IP address of the customer in the payment service provider settings. Within Sage 200 System Administration: 1. Add Vendor accounts. The Vendor Account identifier accompanies every payment transaction made with the online payment service provider. 2. Configure the vendor account: a. From the Navigation bar, choose Vendor Accounts. b. Right-click and choose Add New Vendor Configuration. c. Select Sage Pay from the Payment Type drop-down list. The Vendor Configuration window appears. d. Enter the details required on the various tabs. For more information about configuring vendor accounts see the System Administration help: 68

75 5 Setting up Sage 200 to use for the first time Set up Sage 200 Self Service You use Sage 200 Self Service to access workspaces, enter and authorise timesheets and expense claims, and authorise purchase orders via a web browser. Note: You must have the relevant features authorised for role. To set up Self Service 1. To allow a user to access the Self Service website: a. Select Is Web User from the User properties window. 2. Enter the Self Service address in your web browser. This should include the port number of the website. By default, the port number is For example: 69

76 Sage 200 On Premise Set up Purchase Order Authorisation You can send messages to Sage 200 users when purchase orders require authorisation in Sage 200. Once set up, s are sent to the Sage 200 user specified as the authoriser and to the Sage 200 user specified as the originator of the order. For more information about when these s are generated, please see the Sage 200 Help. You can also allow Sage 200 users who are specified as authorisers of purchase orders, to authorise their purchase orders via the Sage 200 Self Service website. For more information about setting up purchase order authorisation see the Sage 200 help: To send notifications 1. Configure your settings. a. From the Navigation Bar choose Messaging > Settings. The settings are displayed. b. To enter or change your settings, click Edit. c. Enter your Server Information details. You can use either a Microsoft Exchange Server or an SMTP mail server to deliver the purchase order notification messages. Server Server Port Number Server requires secure connection (SSL) User Login Password Confirm Password Enter the name of your exchange or SMTP server. Select the IP port number used for your server. By default, this is 25. Select this if your server uses a secure connection. Enter the account name of the user. This is the user who will generate purchase order authorisation s. Enter and confirm the user's password. 70

77 5 Setting up Sage 200 to use for the first time d. Enter the Details. From Reply To This is the address displayed as the From address for messages sent using this service. This is the address used as the Reply address for messages sent using this service. This can be a different address if you want all replies to go to a centralised account. e. To test the server settings, enter an address in the Send E- Mail To box and click Send. A test message is sent to the address specified. f. To save your settings, click OK. 2. Enter the Purchase Order Authorisation settings. a. From the Navigation bar, choose Messaging > Purchase Order Authorisation. The Purchase Order Authorisation settings are displayed. b. To enter or change the settings, click Edit. c. Enter your Notification Settings: Use Notifications Include Remote Authorisation Link in Select this to activate notifications for purchase order authorisation. Select this to include a link to the Self Service website on your notification messages to authorisers. d. Click OK. 3. Identify the Sage 200 user accounts that you want to receive these messages and enter an address for these Sage 200 user accounts. a. From the Navigation bar, choose Users. b. Select a user account. c. Select the General tab. Select Receive Notifications by . d. Select the User Details tab. Enter an address for the user. e. Click OK. 71

78 Sage 200 On Premise Set up the Sage 200 desktop Sage 200 consists of a number of integrated core modules. The Financials, Commercials, Project Accounting and Bill of Materials modules are always installed as part of Sage 200 installation and are activated by your licence key. Before you begin to work with your company data in Sage 200, you must set up each module to work the way you want. As Sage 200 is an integrated system you only need enter information once, and it will be used elsewhere in the system by the relevant modules. Before you can enter transactions in Sage 200, you must: Set up common information in the Accounting System Manager. Set up your nominal accounts in the Nominal Ledger. Specify your default nominal accounts in the Nominal Ledger. Set up all your customer, supplier and bank account records in Sales Ledger, Purchase Ledger and Cash Book. The following information in this section provides a list of the essential setup steps required for each of the core modules. For detailed information about setting up each module, see the Sage 200 help: To set up the Accounting System Manager The Accounting System Manager controls the integration between the Sage 200 modules. You set up common information used by all the modules in Sage Set up your company address details, contact details and tax details. Open: Accounting System Manager > Settings > Company Details. 72

79 5 Setting up Sage 200 to use for the first time 2. Set up the common information that applies throughout Sage 200 such as: Tax rates. Open: Accounting System Manager > Settings > Tax Rates. Country codes. Open: Accounting System Manager > Settings > County Codes. Exchange rates. Open: Accounting System Manager > Settings > Currencies and Exchange Rates. Analysis codes. Open: Accounting System Manager > Settings > Maintain Analysis Codes. Customer and supplier roles. Open: Accounting System Manager > Settings > Customer and Supplier Roles. Customer and supplier documents. Open: Accounting System Manager > Settings > Customer and Supplier Document Types. Transaction analysis codes. Open: Accounting System Manager > Settings > Transaction Analysis Codes. Credit information. Open: Accounting System Manager > Settings > Credit Information. Merchant accounts. Open: Accounting System Manager > Settings > Merchant Account Settings. 3. Enter your operational and transactional settings. Open: Accounting System Manager > System Operational Settings. 4. Set up your accounting periods. Sage 200 allows you to use open accounting periods. You must specify the maximum number of periods you want to keep open at any one time during your financial year. Open: Accounting System Manager > Accounting Periods. To set up the Nominal Ledger The Nominal Ledger is where you record the revenue and expenditure of your business. Transactions recorded in all the Sage 200 modules are recorded here. 73

80 Sage 200 On Premise 1. Enter your Nominal Ledger settings. Open: Nominal Ledger > Utilities > Ledger Set up > Ledger Settings. 2. Create your nominal accounts. Open: Nominal Ledger > Nominal Accounts. If you are using cost centres and departments with your nominal accounts, set up your cost centre and departments: Open: Nominal Ledger > Utilities > Ledger Set up > Cost Centre Names. Open: Nominal Ledger > Utilities > Ledger Set up > Department Names. 3. Set up your default nominal accounts. Open: Nominal Ledger > Utilities > Ledger Set up > Default Nominal Accounts. To set up the Cash Book The Cash Book controls transactions associated with your bank and cash accounts. Use the Cash Book to maintain details of your bank accounts. 1. Set up the details of your bank accounts. Open: Cash Book > Cash Book Accounts > Enter New Account. 2. Specify your default bank account. Cash Book > Utilities > Cash Book Settings. To set up the Sales Ledger Use the Sales Ledger to maintain details of your customers. You can record and monitor your transactions with them and control their debts. 1. Enter your sales ledger settings. Open: Sales Ledger > Utilities > Ledger Set Up > Ledger Settings. 2. Set up your sales ledger analysis codes. Open: Sales Ledger > Utilities > Ledger Set Up > Maintain Analysis Codes. 3. Create your customer accounts. Open: Sales Ledger > Sales Accounts > Enter New Account. To set up the Purchase Ledger Use the Purchase Ledger to maintain details of your suppliers. You can record and monitor your transactions with them and control your debts. 1. Enter your purchase ledger settings. Open: Purchase Ledger > Utilities > Ledger Set Up > Ledger Settings. 74

81 5 Setting up Sage 200 to use for the first time 2. Set up your purchase ledger analysis codes. Open: Purchase Ledger > Utilities > Ledger Set Up > Maintain Analysis Codes. 3. Create your purchase accounts. Open: Purchase Ledger > Purchase Accounts > Enter New Account. To set up Stock Control Use the Stock Control module to maintain the details of your stock, whether raw materials, finished goods or both. You can record all goods received, exactly where items are located, who supplied them and at what price. 1. Enter your stock control settings. Open: Stock Control > System Set Up > Stock Control Settings. 2. Set up product groups. Open: Stock Control > Stock Maintenance > Product Groups. 3. Set up units of measure. Open: Stock Control > Stock Maintenance > Units of Measure. 4. Set up search categories. Open: Stock Control > Stock Maintenance > Search Categories. 5. Set up stock locations. Open: Stock Control > Stock Maintenance > Stock Locations. 6. Set up analysis codes. Open: Stock Control > Stock Maintenance > Maintain Analysis Codes. 7. Create stock records. Open: Stock Control > Stock Records > Enter New Stock Item Details. To set up Sales Order Processing The Sales Order Processing module manages the sales order process. This includes generating sales orders, through to producing sales invoices. Sales Order Processing brings your customer information together with the goods and services you supply. These goods and services are priced according to the selling prices and discounts set in the Price Book module. 1. Enter your sales order processing settings. Open: Sales Order Processing > SOP Utilities > System Set Up > SOP Settings. 2. Set up sales order user permissions. Open: Sales Order Processing > SOP Utilities > System Set Up > User Permissions. 75

82 Sage 200 On Premise 3. Set up additional charges. Open: Sales Order Processing > SOP Maintenance> Additional Charges. 4. Set up analysis codes. Open: Sales Order Processing > SOP Maintenance> Maintain Analysis Codes. 5. Set up your pricing and discounts. Open: Price Book. To set up Purchase Order Processing Purchase Order Processing brings together your supplier information and the goods and services that you purchase to generate purchase orders. 1. Enter your purchase order processing settings. Open: Purchase Order Processing > POP Utilities > System Set Up > POP Settings. 2. Set up your authorisation rules. Open: Purchase Order Processing > POP Utilities > System Set Up > Maintain Authorisation Rules. 3. Set up analysis codes. Open: Purchase Order Processing > POP Maintenance > Maintain Analysis Codes. 4. Set up additional charges. Open: Purchase Order Processing > POP Maintenance > Additional Charges. To set up Project Accounting You can set up Project Accounting to suit your type of business and the way that you work. To do this, you will need to make a number of decisions that will affect the way that you use Project Accounting. Whatever your business needs, you have to: Design your project structure. Set up your project levels, group levels and project item types. You will need to configure some Project Accounting settings: Choose a project coding method. Decide how to use budgeting. Decide how to allocate overhead costs. Decide how to deal with committed costs. Define time and materials pricing rules. 76

83 5 Setting up Sage 200 to use for the first time Configure your Project Accounting integration settings. Define your project terminology. You will need to configure some project structure settings: Set up your project levels, group levels and project item types. Set up your groups and project items. Define additional information fields. Decide whether to use project templates. Decide how you will bill your projects. Define project statuses. Define units of measure. To set up the system for recording timesheets and expense claims, you will need to: Choose your timesheets and expense claims settings. Specify your integration settings if you are going to post transactions to Financials, Project Accounting or Payroll. Set up your expense items and categories. Set up your resources (timesheet users), organise them in a hierarchy, and set their cost charge rates. To set up Bill of Materials You can use Sage 200 Bill of Materials on its own or as part of Sage 200 Manufacturing. Use this section if you are using Sage 200 Bill of Materials on its own. If you are using Sage 200 Manufacturing, see Set up Sage 200 Manufacturing on page 113. Important If you are using or planning to use Sage 200 Manufacturing, you must follow the guidelines in Set up Sage 200 Manufacturing on page Set up supplier and customer details, stock control system, sales order processing and purchase order processing defaults. 2. Set up Overhead Recovery Settings, Cost Headings, Analysis Codes and Nominal Settings. 3. Enter details in the Labour Register. 4. Enter details in the Machine Register. 5. Set up the Tool Register. 6. Set up the Operations Register. 7. Enter details in the Drawing Register. 77

84 Sage 200 On Premise 8. Set up Bill of Materials. 9. Add BOMs. 78

85 5 Integrating with Office365 Integrating with Office365 You can integrate Sage 200 with Office365. When you integrate, you can: Export all or selected information from workspaces to Excel. Export list items from Sage 200 forms to Excel. If you have the Microsoft Outlook Client installed on the client PC, you can: Open Outlook from addresses. Attach reports as PDF attachments to an . Note: When you have integrated Sage 200 with Office365, your spreadsheets or documents will open in the Microsoft Office Client (i.e. Excel) or in the Excel browser application, using your default browser, depending on how you have set up Office365. Setting up the integration is done using the following steps: 1. Set up document library in Sharepoint 2013 Online. 2. Register Application in Sharepoint 2013 Online. This will add the application to your TeamSite in SharePoint Online. 3. Enter Application ID and Application Secret into Sage 200 via System Administration. To integrate successfully with Office365, System Administration must store the application details which are needed to request and share authorisation access between the client and SharePoint. 4. Link Sage 200 to Sharepoint 2013 Online. To complete the integration you must select the details you added in the Office365 list within System Administration and select Action > Complete Integration. 5. Add the permission request to Sharepoint 2013 Online. This confirms to SharePoint that the application is trusted for: Editing or deleting documents and list items in the site or site collection. Accessing basic information about users of the site. To set up integration between Sage 200 and Office Set up document library in Sharepoint 2013 Online. a. Log in to your SharePoint site from b. Click on Sites. c. Click on the Team Site. d. Click on the Site Contents and select Add an app. 79

86 Sage 200 On Premise e. Click on Document Library to add a new library. o Enter the library Name, Sage200. Note: Do not include spaces in Sage200. o Click Create. f. Verify that the library has been created by checking that is listed in the Recent folder. 2. Register Sage 200 in Sharepoint 2013 Online. a. Open your web browser. b. Go to the following secure link, inserting your own Sharepoint company name: Note: You must use a secure SSL - https, not http. c. Click Generate to create an App Id and App Secret on the displayed page. d. Enter a Title. e. Enter the App Domain. For on premise, this should include your server name and the port number of the website. By default, the port number is For example, //<Server_Name>:

87 5 Integrating with Office365 f. Enter the Redirect URL. This is the self service URL with /Office365/ on the end. For on premise, this would be: //<Server_Name>:10444/Sage200SelfService/Office365/ The Redirect URL takes the details and writes them to the configuration database and completes the operation. g. Click Create. h. Click OK. Note: Keep a note of the Client ID, Client Secret, Title, App Domain and Redirect URL so that you can enter this information into Sage 200 System Administration. 3. Within Sage 200 System Administration: Open: Office365 Integration. a. Select the SharePoint URL displayed, right click and select Add Office365 Integration Settings. b. Enter the SharePoint Address. This is the secure link (using SSL - https) that you registered. For example: c. Enter the Application ID. This was generated as the Client ID when you registered the application on SharePoint. d. Enter the Application Secret. This was generated as the Client Secret when you registered the application on SharePoint. e. Click Create. f. Click OK. 4. Within Sage 200 System Administration: Open: Office365 Integration. Select the SharePoint URL displayed, right click and select Complete Integration. Refresh the list and you will see that the Context Token has been filled with information. 5. Finally, add permissions in SharePoint Online. a. Open your web browser. b. Go to the following secure link, inserting your own company name: Note: You must use a secure SSL - https, not http. c. Copy in the Application ID from System Administration. 81

88 Sage 200 On Premise Open: Office365. i. Select the SharePoint URL, right click and select Properties. ii. iii. iv. Copy the Application ID. Click Lookup. The application fields are populated. If they are not, check that you have entered the Application ID correctly. In the Permission Request box, enter the following xml: <AppPermissionRequests AllowAppOnlyPolicy="true"> <AppPermissionRequest Scope=" sharepoint/content/sitecollection" Right="Write" /> </AppPermissionRequests> v. Click Create. vi. Click Trust It. 82

89 6 Set up Sage 200 Business Intelligence Once you have installed Sage 200 Business Intelligence, you must complete the following setup tasks: Add the BI module to the Sage 200 desktop. Configure Microsoft Excel to use the Sage BI add-in. Set your security settings to use BI. Set up the BI Administration tool. If you are using the Project Accounting cubes, set up your BI project reports to use configurable terms. This section has a troubleshooting section which covers some of the issues that you may need to be aware of when using the software. It also gives answers to the most common questions that are asked about Sage 200 Business Intelligence. For information on how to install Sage 200 Business intelligence, see Installing Sage 200 for the first time on page 39. For information on upgrading an existing installation of Sage 200 Business Intelligence, see Upgrading BI from v2011 on page 143. Note: Microsoft SQL Server and Analysis Services must be installed on the same machine with the same instance name. 83

90 Sage 200 On Premise Using BI with Microsoft SQL Server v2012 If you want to use Microsoft SQL Server 2012 you must configure your SQL Server in the following ways: 1. We recommend that you use the default accounts set up by the SQL server installation wizard. (In previous editions of Microsoft SQL Server, we recommended running SQL Server as Local System Accounts.) 2. The Run As account for SQL Server Analysis Services needs to be set up with SYSADMIN privileges. The Run As account, created as part of the SQL 2012 setup wizard (the NT Services\MSSQLServerOLAPService user in the above example), does not have an associated SQL User. To create the SQL User and assign the correct admin privileges: a. Open SQL Server Configuration Manager. b. Select SQL Server Services for the instance you are installing to. c. Right click SQL Server Analysis Services and select Properties. Make an note of the Account Name. d. Close the Analysis Services Properties and SQL Server Configuration manager. e. Open SQL Server Management Studio. Connect to the database instance which will host the data warehouse. f. Navigate to the Security > Logins area. g. Right click Logins and select New Login. 84

91 6 Set up Sage 200 Business Intelligence h. Make sure Windows Authentication is selected and choose Search next to Login Name. i. Enter the account name noted in Step c. j. Click Check Names to make sure a valid user has been selected. k. Click OK. l. Select Server Roles. m. Select sysadmin. Make sure only Sysadmin and public roles are selected. n. Click OK. 3. Once you have set up Sage 200 BI and all of your data warehouses have been created, we recommend that you reduce the permission level for the SQL Analysis Services Run As user account to the minimum required level. The minimum required level in this case is db_datareader for the Run As user for each data warehouse. To set the minimum required permissions for the SQL Analysis Services Run As account: a. Open SQL Server Management Studio and connect to the database instance which hosts your data warehouse(s). b. Navigate to the Security > Logins area. c. Right click the Run As user account (NT Services\MSSQLServerOLAPService in the example above) and select Properties. d. In the Server Roles section, clear the sysadmin option. Only the public role should remain selected. e. Select User Mapping. f. For each of your data warehouses, select Map and select db_ datareader role. Make sure only the public and db_datareader roles are selected. g. Click OK. 85

92 Sage 200 On Premise Set up Business Intelligence in Sage 200 System Administration Before you can access BI from within Sage 200, you must authorise the BI features for the appropriate roles in the Sage 200 System Administration tool. To enable the BI features in System Administration 1. Open Sage 200 System Administration. The Core Components for Business Intelligence are installed the first time you log on to Sage 200 System Administration after installing BI. 2. From the Navigation Bar, select Roles. 3. Select the Role that you want to use BI. Right-click and select Features. 4. Make sure BI Reports is selected. 5. Click OK. For more information about user accounts, role, and features, see the Sage 200 help: 86

93 6 Set up Sage 200 Business Intelligence Configure Microsoft Excel to use the Sage Business Intelligence add -in You must enable the Sage BI Excel Add-in to use it with Microsoft Excel. The BI reports use macros. If your Microsoft Excel security settings are set too high, some of these macros will not run and you will see a warning on the report. To make sure the macros run without a warning, we recommend that you set up a trusted location for your BI reports in Excel. If you do change your Microsoft Excel security settings, potentially unsafe macros may run when you open other workbooks created outside BI. Therefore we recommend that when you use Microsoft Excel without BI, you disable the Sage BI add-in. This resets the Microsoft Excel security settings and Excel will start more quickly. To enable the Sage BI Excel add-in for Sage Choose Start > Sage Tools > Sage 200 > Enable or Disable Sage BI. To use Microsoft Excel with Sage BI, select Enable the BI Excel Add-in. To use Microsoft Excel without Sage BI, select Disable the BI Excel Addin. 2. Click OK. To set up a trusted location for BI in Microsoft Excel To do this you must add the shared Sage folder on your server to the list of trusted locations on each client PC that uses BI. 1. In Microsoft Excel, select the File tab and then click Options. 2. Select Trust Center and then choose Trust Center > Trust Center Settings > Trusted Locations. 3. Make sure that the Allow trusted locations on my network is selected. 4. Click Add New Location. 5. Enter or browse for the location of the shared Sage folder on your server. 6. Select Subfolders of this location are also trusted. 7. Click OK. 87

94 Sage 200 On Premise Set up security for Business Intelligence You must make sure that the appropriate users have access to the Sage 200 BI SQL database, and that the SQL database and Microsoft Analysis Services are included in your firewall exceptions list. To set the SQL server security settings This allows non administrator users to have access to the Sage 200 BI database. 1. Choose Start > Programs > Microsoft SQL Server 2005/8 > SQL Server Management Studio. 2. From the Server type, select Analysis Services. 3. From the Server name list, select the required instance and click Connect. 4. Right-click on the server instance and choose Properties. 5. From the Select a page list, choose Security. 6. Click Add. 7. Enter the name of each BI user in the format, DomainName\Username and click OK. The names you have added are listed 8. Enter the name of the domain user you will use to run the BI Admin tool in the format DomainName\Username and click OK. 9. When you have added all the required users, click OK in the Analysis Server Properties window. To set the Windows Firewall settings If you are using Windows Firewall, you need to ensure that the Microsoft SQL database and Analysis Services programs are included in the firewall exceptions list: SQL Server (sqlservr.exe). SQL Analysis Services (msmdsrv.exe). If you are using named instances of SQL and Analysis Services, also include SQL Browser Service (sqlbrowser.exe). 88

95 6 Set up Sage 200 Business Intelligence 1. Choose Start > Settings > Control Panel. 2. Open Windows Firewall. If you are using Windows Vista, click Allow a program through Windows Firewall. 3. Select the Exceptions tab. 4. Add the SQL Server application to the exception list of allowed programs: a. Click Add Program, then click Browse. b. Browse to the program file for SQL Server - sqlservr.exe. Typically, this file will be located in Program Files\Microsoft SQL Server\MSSQL\Binn. c. Click Open then click OK. The program is added to the exceptions list. 5. Add the SQL Analysis Services application to the list of allowed programs: a. Click Add Program, then click Browse. b. Browse to the program file for SQL Analysis Services - msmdsrv.exe. c. Click Open then click OK. The program is added to the exceptions list. 6. Users running named instances of SQL and Analysis Services also need to add the SQL Browser Service program to the exception list of allowed programs: a. Click Add Program, then click Browse. b. Browse to the program file for the SQL Browser Service - sqlbrowser.exe. c. Choose Open then OK. The program is added to the exceptions list. 89

96 Sage 200 On Premise Set up the BI Administration tool Before you start Sage 200 BI for the first time, you must use the Sage 200 BI Administration tool to build the cubes required for each Sage 200 company. A cube holds every different available view point that can be used to analyse data. This means you can quickly and easily change the values displayed on a report. To set up the Business Intelligence Administration tool, you must: Apply your report settings. This sets up the way Sage 200 BI works. Build your cubes. Note: You must be a member of the Sage 200 Administrators group to access the BI Administration tool. Set up windows users for the BI Admin tool You must install and use the BI Administration tool on the Sage 200 Server to create and maintain your BI cubes. The BI cubes data is refreshed regularly. This data refresh is performed by Windows Scheduled Tasks. Required permissions to access the BI Admin Tool Sage 200 BI v2013 uses your Windows user account details to access the BI Administration tool. To access the BI Administration tool, your windows user account must be: A domain user as long as they are an administrator in Analysis Services (see Microsoft SQL Server security settings), A member of the Sage 200 Administrators group, and Have access to the relevant Sage 200 company in System Administration. Create a Windows user account for the scheduled task In addition, you must specify a windows user account that will run the scheduled task for BI to update the cubes. We recommend that you create a windows user account specifically for this task. The user specified to run the Windows Scheduled Task must: Have a secure password that never expires. We recommend that you keep a note of the password for this account until you have set up the BI Administration tool and the scheduled task is running successfully. 90

97 6 Set up Sage 200 Business Intelligence Have the following privileges: Be a member of the Sage 200 Administrators group, Have access to the relevant Sage 200 company, Be a local administrator on the Sage 200 server, and Be an administrator in Analysis Services. Note: If this user does not appear in the user list in the BI Admin tool, we recommend that you create a new user in Active Directory. This is due to the Windows user not having a User Principle Name. A User Principle Name is a part of the Active Directory user information. This information is sometimes missing on older user accounts, especially if they have been migrated from an older version of Active Directory and the domain administrator account. As the BI data is generally refreshed overnight it is important the Sage 200 application server is powered on overnight so the Windows Scheduled Tasks can run. Apply BI report settings 1. On the Data Warehouse Configuration window, highlight the required company. 2. Click Report settings. 3. On the General tab, use the Period and Year drop-down lists to select the default accounting period and year that you want to use for your reports. Note: If you leave the Period and Year boxes blank, the current date is used to determine the default accounting period and year. 4. Use the Month and Year drop-down lists to select the default calendar month and year that you want to use for your reports. Note: If you leave the Month and Year boxes blank, the current date is used to determine the default calendar month and year. 5. On the Nominal tab, use the drop-down lists to select the default financial statement layouts for your Balance Sheet and Profit and Loss reports. 91

98 Sage 200 On Premise 6. On the Customers tab, in the Discount Bands boxes, type the lower percentage rate for each band. These must be in ascending order. The discount bands are used to group settlement discounts on invoices. If you do not enter any discount bands, you will only see the Zero and >0% discount bands in your reports. For example: If you enter 2 for Band 1, 4 for Band 2 and 6 for Band 3, you will be able to select the following discount bands in the reports: Zero, 0-2%, 2-4%, 4-6% and >6%. A discount of 2% will fall in the 0%-2% band and not the 2%-4% band 7. If you only want to bring through the Analysis Codes you have named, select Show Named Customer Analysis Codes Only and Show Named SOP Analysis Codes Only. Otherwise all Analysis Codes will be brought through to the cubes. Note: If you have set up the Sage 200 Sales Ledger to use separate trading periods, you can select the default trading period you want to use for your reports. Select this from the Current Sales Trading Period drop-down list. 8. On the Suppliers tab, complete all the Discount Bands boxes as appropriate. 9. If you only want to bring through the Analysis Codes you have named, select Show Named Supplier Analysis Codes Only and Show Named POP Analysis Codes Only. Otherwise all Analysis Codes will be brought through to the cubes. Note: If you have set up the Sage 200 Purchase Ledger to use separate trading periods, you can select the default trading period you want to use for your reports. Select this from the Current Sales Trading Period drop-down list 10. On the Stock tab, select all the Search Categories as appropriate. You can use these for analysis on your reports. 11. If you only want to bring through the Analysis Codes you have named, select Show Named Stock Analysis Codes Only. Otherwise all Analysis Codes will be brought through to the cubes. 12. On the Project tab, select the Additional Information fields as appropriate. You must specify which of the project Additional Information fields in Sage 200 are Text, Numeric, date and time (Time), a yes or no answer (Boolean) or a selection from your lists of products, customers, suppliers or resources (ID). For more information about setting up Additional information fields for you projects, see the Sage 200 Help. 92

99 6 Set up Sage 200 Business Intelligence 13. When you have entered all the required information, click Save. You can now create a data warehouse and build the cubes. Note: If you later change your report settings, you will only see the changes take effect after the cubes have been updated. The cubes will usually be updated by running a scheduled task, but if you want to update the cubes manually see To refresh cubes on page 95. Configure the data warehouse 1. Choose Start > Programs > Sage Tools > Sage 200 > Sage 200 Business Intelligence Administration. 2. The Data Warehouse Configuration window opens. This displays a list of your Sage 200 companies. Use this to: Apply various report settings such as discount bands, analysis codes, report layouts and the financial period. Create a new data warehouse for a company. Change the details of the scheduled task, for example, the time and frequency of the cube update. Upgrade the data warehouse for the selected company. Use this when you have installed a new version of Sage 200. Refresh the cubes for the selected company. Use this if you have changed your report settings. Create a new data warehouse and create the cubes Important This task must be carried out on the Sage 200 Server. You must be logged on to the server with a user that has administrator privileges. To build the cubes for a company, you must add a new data warehouse for each company. 1. On the Data Warehouse Configuration window, click New warehouse. 2. From the Company drop-down list, select the first company you want to configure. 3. Enter a unique name for your Data Warehouse and Analysis Services cubein the respective boxes. Click OK. A Scheduler Security window appears. 93

100 Sage 200 On Premise 4. Enter or browse for the details of the windows user to run the Windows Scheduled Task. Select the user you have set up for the scheduled task. See Set up windows users for the BI Admin tool on page 90. A progress bar appears indicating that the warehouse and cubes are being updated. This process may take some time to complete. Once completed: a. A data warehouse is created. b. The cubes are built. c. A scheduled task is created which rebuilds the cubes nightly at 3 am. If required, you can change the settings for this scheduled task. Configure the scheduled task Note: Scheduled Tasks is a Microsoft product. For help on Scheduled Tasks, please refer to the Microsoft Windows help file. 1. Click Schedule tasks. The Task Scheduler appears. 2. From the left-hand pane, select Task Scheduler Library. 3. Right-click the UpdateCube task for the required company and select Properties. 94

101 6 Set up Sage 200 Business Intelligence 4. Select the Windows user account that you have created for the scheduled task. 5. Make any other required changes to the task and click OK. To upgrade a warehouse If you have installed a new version of Sage 200 and updated the company database, you will also need to update the corresponding warehouse database so that the version numbers of both databases match. Click Upgrade Warehouse to update the database version of the selected warehouse. This will also refresh the cubes. To refresh cubes Use refresh cubes to rebuild the cubes for a company. If you have changed your report settings, you must refresh the cubes for the changes to take effect. Click Refresh cubes to update the cubes for the selected company. A message appears showing the progress of the update. This may take some time to complete, depending on the size of the database. 95

102 Sage 200 On Premise Set up BI in Sage On the Sage 200 Navigation Bar, click Business Intelligence. The Sage 200 BI report folders appear at the top of the Navigation Bar. 2. Double-click on a report to open it in Microsoft Excel. Set up Project reports You can set up Sage 200 Project Accounting to use terminology that is familiar to your business, such as Job rather than Project. Business Intelligence automatically uses these configurable terms when you create or update the Project Accounting cubes. This is to make sure that your reports match the terms that have been set up in Sage 200. However, the standard project reports in BI have been created using the default terminology from Sage 200. Before using the standard project reports in BI, you must amend them to match the terminology you have set up in Sage 200. To change the configurable terms For each project report: 1. Open the report. 2. Select each item that has used a configurable term. 3. Re-select the item using the new term. For example, if you have used Job as the label for your Projects, you must re-select Job for each incidence where Project is currently specified on the report. Report Types Sage 200 BI provides standard and user defined reports. Reports in the user defined category can be used as templates for your own reports. In a standard report, you can: Change the report title. Expand the row and column data on the report. Change the report criteria. Create charts that link to the report data. Sort and filter the information on the report. Apply row and column sub totals. Format cells whose values fall above, below or between specific values. Create several versions of the same report using different criteria. Apply Sage 200 BI formats to the report. 96

103 6 Set up Sage 200 Business Intelligence Use the Report Layout panel and Report Layout wizard to change what is displayed on the report. 97

104 Sage 200 On Premise Troubleshooting BI Use this section for a an explanation of some common errors that may occur in Sage 200 BI. This covers the following errors: BI Administration tool Changing your Sage 200 database on page 98 Backing up and restoring BI databases on page 99 Losing cube changes after an upgrade on page 99 Manually creating a scheduled task to update the cubes on page 99 Sage BI Admin tool takes a long time to open on a PC with no internet access on page 100 Data not populating 'As At' date when creating a Data Warehouse on page 100 Excel Add-in for BI Failed to link to database error on page 100 Re-enabling the Sage 200 BI Add-in in Excel on page 101 Sage BI tab missing when launching Excel on page 101 Excel security warning when opening a report on page 101 Excel 2013 BI reports Company name and time not updated in a modified standard report on page 101 Profit & Loss and Balance Sheets layouts with the same name on page 102 The filters do not display on the report on page 102 Customised reports showing out of date information on page 102 Report layout screen appears by default on page 102 Adding filters to reports on page 103 Unexpected results from the Inactive Supplier and Inactive Customer Reports on page 103 Errors when creating a new connection on page 103 BI Administration tool Changing your Sage 200 database If you want to use a different Sage 200 database for your company, you must delete your existing warehouse and cubes and rebuild them. 98

105 6 Set up Sage 200 Business Intelligence Backing up and restoring BI databases To backup or restoreyour Sage 200 BI warehouse database, as with Sage 200, use Microsoft SQL Server Management Studio. The Sage 200 company database must remain in sync with the Sage 200 BI warehouse database and Analysis Services database. Therefore, if you backup or restore your Sage 200 company database you should restore the Sage 200 BI warehouse database and Analysis Services database at the same time. Losing cube changes after an upgrade If you customise your cubes (e.g. add new fields), those changes will be lost when you upgrade to a new version of Sage 200 BI or use the Upgrade warehouse option. Manually creating a scheduled task to update the cubes Important: Scheduled tasks must be created on the machine that hosts the Sage 200 Server. This will avoid problems related to connection issues when the user is not present. Note: The procedure below describes how to manually set up a task using Windows 7. There will be differences in this procedure when using other versions of Windows. Scheduled Tasks is a Microsoft product. For help on Scheduled Tasks, please refer to the Microsoft Windows help file. 1. Choose Start > Control Panel. 2. Open System and Security > Administrative Tasks > Schedule Tasks. 3. Select the Task Scheduler Library. 4. Select Create Task from the Actions pane. 5. Enter a name for the task. 6. Select the user you have specified to run the scheduled task. See Before using the BI Admin tool. 7. Select Triggers and click New. 8. Select the required options for performing the task and click OK. Note: It is advisable to rebuild the cubes on a daily basis outside of working hours so they do not conflict with any backup operations. 9. Select Actions and click New. 10. Select Start a program from the Actions drop-down list. 11. Click Browse. 12. Select the file Program Files\Sage\Sage200\ScheduledUpdateCubes.exe and click Open. 99

106 Sage 200 On Premise 13. Amend the path as follows (changes in bold), where the number after /n corresponds to the company number in the Sage 200 BI Administration tool. C:\Program Files\Sage\Sage200\ScheduledUpdateCubes.exe /n:1 14. Click OK. 15. Click OK. The new task is added to the Scheduled Tasks. 16. To ensure your new task has been set up correctly, right-click the task and select Run. Sage BI Admin tool takes a long time to open on a PC with no internet access If you are running the Sage 200 BI Administration Tool on a machine that does not have internet access, it can take up to two minutes to open. This occurs because the BI Admin tool needs to run with administrative credentials. In order to ensure a secure connection, the tool attempts to checks for revoked certificates online. To speed up opening the Admin tool, it is possible to turn off this check. Important: This setting should only be changed on a PC that does not connect to the internet. If the PC is later connected to the internet, the original setting must be restored. 1. Open Internet Explorer. 2. Select Tools > Internet Options > Advanced. 3. Scroll down the Settings list to the Security section. 4. Clear the checkbox for Check for publisher's certificate revocation. 5. Click OK and close Internet Explorer. Data not populating 'As At' date when creating a Data Warehouse When the data warehouse is populated (either via a data warehouse update or a refresh), a 'snapshot' of that data is recorded and stored for the Sales Order and the Stock Level cubes. If the date of the data extract is not in the financial year defined for Sage 200, the data warehouse will not be populated with Sage 200 data. A message will be written to the data warehouse audit trail (in the AuditHeader and AuditDetail tables) to inform you that the update has failed. BI Excel Add-in Failed to link to database error If you try to run a BI report and the message Failed to link to Database is displayed, this means Sage 200 BI cannot connect to the Analysis Services database. 100

107 6 Set up Sage 200 Business Intelligence This will appear if you do not have permission to access Analysis Services. For information on setting permissions, see Microsoft SQL Server security settings. Re-enabling the Sage 200 BI Add-in in Excel If Sage 200 Business Intelligence has problems connecting to the database and fails, it can become disabled as an add-in in Excel. The most common symptom of this is seeing the text #NAME in the report cells.to re-enable the add-in: 1. From the Start menu, select Program Files > Sage Tools > Sage BI > Enable or Disable Sage 200 Business Intelligence. 2. Select Enable. 3. Click OK. Sage BI tab missing when launching Excel When you open Microsoft Excel from outside Sage 200, the Sage BI tab is not displayed. To resolve this, you must check your Trust Center settings for Add-Ins. 1. Open File > Options > Trust Center > Trust Center Settings > Add-Ins. 2. Make sure that none of the options are selected. Excel security warning when opening a report When you open a BI report in Excel, you may see a security message warning you that the document contains macros. If you see this message, you must enable the macros for the BI reports to work correctly. To do this: 1. Select Always trust macros from this publisher. 2. Click Enable Macros. This action should only be required once for any user on any particular PC. Excel 2013 Office 2013 must be fully activated to use the BI Add -In. If Office 2013 is not activated you may experience issues with Excel. BI Reports Company name and time not updated in a modified standard report A modified report is a standard report that has been changed and saved. These modified Sage 200 BI reports may display the incorrect company name and time if: 101

108 Sage 200 On Premise You open a standard BI report from the Sage 200 menu bar and save a modified copy. Next time, you open the modified report in Excel. The company name and time information on the modified report will not be refreshed in the version displayed in Excel. The report will still show the company, date and time information from the previous time that the report was created. Note: The data in the report will be correct. To avoid this problem, we recommend that you run your modified reports from the Sage 200 menubar. Profit & Loss and Balance Sheets layouts with the same name If you have Profit & Loss and Balance Sheet layouts with the same name: You cannot refresh your data cubes. These reports will show the same categories (i.e. they will show the same information). To display the correct information, the default financial statement layouts in Sage 200 must have different names. You set up this name in the Report Settings >Nominal tab. The filters do not display on the report This can occur if you have entered conflicting criteria for your filters using attributes from the same dimension. For example, you have a filter for both country code and country name on the same report. You select a country code and then select a different country name. To resolve this, open the report layout to change the filters. Customised reports showing out of date information Whilst loading a new or customised report, BI will display the data that was current when the report was created or customised. This may not reflect the current accounts data. Once the report has been fully loaded, this situation will be corrected and BI will display the most up-to-date information. Report layout screen appears by default The Report Layout Screen may appear when a report is loaded. Close this screen if it is not needed. This does not affect the data in the report. 102

109 6 Set up Sage 200 Business Intelligence Adding filters to reports When attempting to add a filter via the Report Layout Wizard, the Add-in may restore the previous query and continue. When this occurs a message box appears. Unexpected results from the Inactive Supplier and Inactive Customer Reports The Inactive Supplier and Inactive Customer reports measure activity based on transaction period, rather than transaction date. If a customer or supplier has a transaction in a recent period, they will not be flagged as inactive. Errors when creating a new connection When creating a new report connection, the following may occur: The Server Cubes drop-down list is empty. If this occurs, enter the name of the Analysis Services Instance and then click Next. Using the Back and Next options produces an error meesage. If this occurs, cancel the connection and start again. Sub totals not appearing when using Suppress Empty/Rows columns In some circumstances, Sub-Totals are not displayed on BI reports when the Suppress Empty Rows/columns option is selected. We recommend that you do not suppress empty rows and columns if you want to display sub-totals on your reports. Cannot edit an excel spreadsheet embedded in a word document To edit an Excel spreadsheet that is embedded in a Word document, you must disable the BI Excel Add-in first. If the BI Excel Add-in is not disabled the following error message is displayed: 1. Close Microsoft Excel and Microsoft Word. 2. Use the Windows Task Manager to close any Microsoft Excel processes that may still be running. 3. Disable the BI Excel Add-In. 103

110 Sage 200 On Premise The layout pane does not automatically select items that are not on the first page If you have selected an item with more than 100 members, the list of members is displayed on the Layout pane, on pages of 100 items each. You can add an item to a report with members selected from any page of the list. If you then amend the selections for that item, any items originally selected that are not on the first page (i.e. not in the first 100), will not remain selected. Make sure you reselect these items, before you apply your changes. 104

111 6 Set up Sage 200 Business Intelligence FAQs: Business Intelligence This section covers some frequently asked questions about BI in the following areas: BI Reports Can I run the same report in different companies? on page 105 How do I send reports to non Sage 200 BI users? on page 105 How do I change my report type? on page 105 How do I save or change a report? on page 106 How do I add analysis codes to reports? on page 106 How do I change from fixed to variable rows and columns? on page 107 How do I change row and column referencing? on page 107 Excel Add-in How do I remove the drill indicator? on page 108 Why are some options not available on the Sage BI ribbon on page 108 BI Administration Tool When I update my cubes, can I see a log of events? on page 108 How do I delete the Data Warehouse and Analysis Services databases? on page 109 Sage 200 desktop How do I add a BI report to the menu in Sage 200? on page 109 BI Reports Can I run the same report in different companies? You cannot do this if the companies have a different nominal ledger structure or different sales analysis codes. If you have selected a field, such as Customer, for one company and you then select a different company that does not have that field, the report will reset itself. How do I send reports to non Sage 200 BI users? You should: 1. Change the report type to static. 2. Save the report then send it to the user. How do I change my report type? There are two types of report: Dynamic and Static. All Sage 200 BI reports are dynamic - they consist of a range of formulas and styles. A static report has no 105

112 Sage 200 On Premise formulas, styles or formatting. However, you can apply Microsoft Excel styles and formats to a static report. To change the report type to static Right-click any cell in the report and choose Report Type > Static. To change the report type to dynamic Right-click the report title cell (the top left cell of the report) and choose Report Type > Dynamic. How do I save or change a report? The Sage 200 BI standard reports are read-only. You can make changes to the reports and save them using the Microsoft Excel Save As command. Note: There is no guarantee that any customised reports will work with future versions of the software. This is because the structure of the cubes may change. You must save an edited report with a unique name. How do I add analysis codes to reports? Report criteria appear at the top of the report underneath the report title and company name. By default, analysis codes do not appear on standard reports as report criteria. You can, however, add them using the Field List (to select from) pane on the Report Layout panel. To place the analysis codes on the report as report criteria, select the check box next to relevant code. 106

113 6 Set up Sage 200 Business Intelligence To place the analysis codes on the report rows or columns, click and drag the code from the Field List (to select from) pane to the Report Rows or Report Columns panes. To add the codes to the report, click Apply. Note: For more information about the Report Layout panel, please refer to the Sage 200 BI help topic Report Layout. How do I change from fixed to variable rows and columns? A report can have variable or fixed rows and columns. When a report has variable rows and columns, the report is redrawn each time it is changed. When a report with fixed rows and columns is changed, the report is recalculated but not redrawn. Some of the standard reports have fixed rows and columns. You can change these to variable rows and columns as follows: 1. Open the Report Layout Options window. If you are using Excel 2007: On the Sage BI tab, click the File Group window launcher. 2. On the Report Layout Options window, select the General tab. 3. Select Variable Rows & Columns. Tip: To expand or hide report row or column data, double-click on the headings and select Allow drill down on Report. 4. Click OK. How do I change row and column referencing? Usually, in a Microsoft Excel worksheet, rows are numbered from 1 upwards and columns are lettered from A upwards. Some worksheets use the R1C1 method of cell referencing where both rows are numbered from 1 upwards. 107

114 Sage 200 On Premise If you prefer to use the more common A1 style of referencing cells, it can be helpful to change the referencing style. You can do this as follows: For Excel 2010 or Select the File tab then click Options. The Excel Options window appears. 2. On the left-hand pane, click Formulas. 3. Under Working with formulas, clear the R1C1 reference style check box and click OK. For Excel Click the Office button then click Excel Options. The Excel Options window appears. 2. On the left-hand pane, click Formulas. 3. Under Working with formulas, clear the R1C1 reference style check box and click OK. Excel Add-in How do I remove the drill indicator? In Sage 200 BI, cells that allow you to expand or hide information have the following indicator: If required, you can remove this: 1. On the Microsoft Excel ribbon, select the Home tab and in the Styles group, click Cell Styles. 2. Right-click IAParentRowHeader or IAParentColumnHeader and choose Modify. The Style window appears. 3. Clear the Number check box and click OK. 4. To apply the change, click Report Layout on the SageBI tab. 5. On the Report Layout panel, click Apply. Why are some options not available on the Sage BI ribbon Some options on the BI ribbon are only available when a cell containing data is selected on the current BI report. BI Administration tool When I update my cubes, can I see a log of events? You can use Windows Event Viewer to see when you have performed a cube update. 108

115 6 Set up Sage 200 Business Intelligence The Event Viewer displays this information in the 200 BI Diagnostics area; or, if using Windows Vista, in Application and Service Logs \ Sage 200 BI Diagnostics. How do I delete the Data Warehouse and Analysis Services databases? 1. Open the Sage 200 BI Admin Utility. 2. On the Data Warehouse Configurationwindow, highlight the appropriate Sage 200 company. Press the Delete key. 3. You will be prompted to confirm deleting the Data Warehouse and Analysis Services databases for the company. Click Yes to delete the databases. 4. You will then be prompted to confirm whether you want to delete the report settings for the company. If you intend to recreate the databases, you may want to click No and keep the report settings. Sage 200 desktop How do I add a BI report to the menu in Sage 200? Before you add a report to the Sage Business Intelligence menu, you should ensure that the report resides in the location where the reports are installed. By default, this is C:\Sage\Reports\Business Intelligence followed by the relevant folder, e.g. User Defined. Add a new feature in System Administration 1. Choose Start > Programs > Sage Tools > Sage 200 > System Administration. The Logon window appears. 2. Enter your logon details and click OK. The System Administration window appears. 3. From the Navigation bar, click Features. 4. Open the BI Reports folder. 5. Right-click the User Defined folder, and select Add New Feature. 6. Enter the Name. Click New GUID to enter a GUID for the feature. 7. Click OK to add the new feature. 8. To ensure the new feature has appropriate authorisation, right-click the feature and select Role Authorisation. Add the required roles as authorised roles and click OK. 109

116 Sage 200 On Premise 9. Select the new feature, and in the Feature Properties pane select the Targets tab and click Add. The Add New Target window appears. 10. Enter a Target Name. 11. Set the Target Type as Form. 12. For the Target Action, type the path to the report file in the reports folder, without including the.xls file extension. For example, say your report is located in Sage\Reports\Business Intelligence\User Defined\My Report.xls. For the Target Action, you would just enter User Defined\My Report. Note: You cannot use the browse (...) button to select the path to the report. 13. Click New GUID to enter a Target GUID. 14. Enter a Target Description. 15. Set the Target Launcher as Sage.MMS.BILauncher. 16. To save the target properties, click Save. 17. You can now close the System Administration. Next add a new menu item for this feature in Sage 200. Add a new menu item in Sage Open Sage Click Tools > Menu Design Mode. 3. Locate the Business Administration menu. 110

117 6 Set up Sage 200 Business Intelligence 4. Right-click the User Defined folder, and click Add Menu Item. The Add Menu Item window appears. 5. Enter the menu item Name. 6. Select the target type as Existing Target. 7. Click Select Target. 8. Select the target you created in System Administrator, this will be located in BI Reports. 9. Click Save to save the menu item. 10. Click Save and then click Close to exit the Menu Design Mode. Your report will now be available from the BI menu in Sage

118 112

119 7 Set up Sage 200 Manufacturing Once you have installed Sage 200 Manufacturing, you must complete the following set up tasks: Set up Manufacturing in Sage 200 System Administration. Set up the Manufacturing modules in Sage 200. If you have copied the Sage 200 Graphical Planner installation files, you must install Graphical Planner and activate it. For information on how to install Sage 200 Graphical Planner, see Set up and install Sage Graphical Planner on page 119. For information on upgrading Graphical Planner, see Upgrading Sage Graphical Planner on page 141. For information on how to install Sage 200 Manufacturing, see Installing Sage 200 for the first time on page 39. For information on upgrading an existing installations of Sage 200 Manufacturing, see Upgrading Sage 200 Manufacturing on page 141. Important: If you are using Bill of Materials with Manufacturing Manufacturing is being extensively redeveloped and this process is not yet complete. Consequently, some of the information that you can enter and use in the Bill of Materials module now, cannot be used yet in the Estimating, Planning and Works Orders modules. 113

120 Sage 200 On Premise If you plan to use the Bill of Materials modules with the other Manufacturing modules, follow these guidelines for creating operations. On the Operation Record Details tab, do not use Overlap Quantity or enter seconds values for the resource. On the Operation Record Resources tab do not enter seconds values for the resource. Ensure that you add only the following resources with the following settings: Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length Setup Two Select no more than two resources for this phase. You can select a labour setup resource (Labour Resource or Labour Resource Group) and a machine setup resource (Machine Resource or Machine Resource Group), but you cannot select two labour or two machine setup resources. Note: Adding a Labour Resource or Labour Resource Group updates the Include in Labour Requirements check box on the works order Select Primary or Secondary for one or the other resource. You must select Fixed Length for the resource. 114

121 7 Set up Sage 200 Manufacturing Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length operation when a works order is created from the BOM record. Runtime Three Select one Labour Resource or Labour Resource Group. Select one Machine Resource or Machine Resource Group. Select one Tool Resource or Tool Resource Group. Note: Only select a tool resource or resource group if you have also selected a labour and a machine resource or resource group. Select Primary for either your labour or machine Resource Type and Secondary for the other. Note: Do not select either Primary or Secondary for your tool Resource Type selection. Do not select Fixed Length for the resource or resource group. Teardown None On the Operation Record Subcontract tab, add only one supplier and no more than five Quantity Breaks. The supplier must use base currency. Note: If the BOM record has been created by converting a one-off works order into a BOM, an operation resource is added to the BOM record automatically. Do not rename this operation. If you do, you will not be able to update information between the BOM and the Works Order. 115

122 Sage 200 On Premise Set up Manufacturing in Sage 200 System Administration Before you can access the Manufacturing modules from within Sage 200, you must authorise the Manufacturing features for the appropriate roles within Sage 200 System Administration. The Manufacturing features are arranged according to the individual modules. These are Bill of Materials, Manufacturing System Manager, Estimating, Planning, Works Orders. See Set up user accounts, roles and features on page 65 Set up Manufacturing in Sage 200 Before you begin to process data, you must set up the Manufacturing modules to work in the way that you want. The following suggests a typical setup sequence. The setup sequence you use depends upon the nature of your business and how you intend to use your Manufacturing software. Therefore, you should adapt the checklist to your requirements. We recommend that you: 1. Identify those parts of the setup sequence that apply to you. 2. Follow the suggested setup sequence in the set up. 3. Set up your system accordingly. Operation Times is an additional Manufacturing module which puts you in charge of your Manufacturing shop floor operation times. It runs alongside the Works Orders module. To run Operation Times, click on the Sage 200 Manufacturing Operation Times shortcut in the folder where you have installed Sage 200. You can copy the shortcut to your desktop. The Operation Times application can only be run on a PC that has Sage 200 Accounts and Manufacturing installed. It cannot be run standalone on a separate PC. For more information about how to set up the Manufacturing modules, see the Sage 200 help: For information about how to process data in Manufacturing, see the Processing data in Manufacturing topic. Note: Manufacturing operations contain details relating to labour and machine processes. You can set up operation details for individual BOMs or estimates. But, if you plan to use the operations regularly across a range of finished items, you should first set up 116

123 7 Set up Sage 200 Manufacturing and store the details within the Operations Register. You will significantly reduce the time spent setting up BOMs or estimates later. Note: The following characters are supported in the Bill of Materials module, but not in other Manufacturing modules: Apostophe (') Quotation (") To set up Manufacturing 1. Set up supplier and customer details, stock control system, sales order processing and purchase order processing defaults. 2. Set up Overhead Recovery Settings, Cost Headings, Analysis Codes and Nominal Settings. 3. Enter details in the Labour Register. 4. Enter details in the Machine Register. 5. Set up the Tool Register. 6. Set up the Operations Register. Important If you are using or planning to use Bill of Materials with all Manufacturing modules you must follow the guidelines in Set up Sage 200 Manufacturing on page Enter details in the Drawing Register. 8. Set up expense categories. 9. Set up labour categories. 10. Set up employee details. 11. Set up non-chargeable time categories. 12. Review and amend non-working periods. 13. Set up Bill of Materials. 14. Set up Estimating. 15. Set up MPS (Master Production Schedule). 16. Set up MRP (Materials Requirements Planning). 117

124 Sage 200 On Premise 17. Set up Works Orders. 18. Add BOMs. Important If you are using or planning to use Bill of Materials with all Manufacturing modules you must follow the guidelines in Set up Sage 200 Manufacturing on page

125 7 Set up Sage 200 Manufacturing Set up and install Sage Graphical Planner Sage 200 Manufacturing can be integrated with a Graphical Planner module from Preactor International. Sage Graphical Planner is based on Preactor 200 FCS v12.0 SP1. The Graphical Planner is a Finite Capacity Scheduling tool, which works alongside MRP. It enables you to analyse and run resource plans for all demands within your Manufacturing program. Your licence for Sage 200 Manufacturing also includes a single Local Licence for Graphical Planner. You can choose to copy the Graphical Planner installation files to a directory, as part of Sage 200 installation. This section describes what you need to do, once you have copied the files. You must: Register as a Graphical Planner user. Install Graphical Planner. If you have a Network Licence, you must install Preactor's Licence Site Manager on the server. Activate and access Graphical Planner. Note: If you are upgrading Graphical Planner, see the section Upgrading Sage Graphical Planner on page 141 When you have installed Graphical Planner, you can use the Preactor Licence Utility to activate, upgrade, return or repair the licence. This is available from Start > All Programs > Preactor International > Preactor 12.0 > Utilities > License Utility. For more information about using Sage Graphical Planner, see the Sage 200 help for an introduction to what you need to move around Graphical Planner. Search the help system for the Graphical Planner topics. For more extensive help on using Graphical Planner, see the Preactor help system that is supplied within the Graphical Planner application. Important! The Preactor copyright and licence agreement should be considered to be contained within the Sage End User Licence Agreement. 119

126 Sage 200 On Premise Register as an end user Before installing Graphical Planner, your Business Partner must register your company as an end user. Preactor International needs this information to issue you with a site licence. The site licence is specific to the computer network you install and run Graphical Planner from. Important: Your BP must use this procedure to install Graphical Planner for Manufacturing. If required, you can purchase additional Graphical Planner licenses. To make the activation process easier you can also obtain a Network License. A Network License allows you to enter your license details once on your network and use this to activate Graphical Planner on your client PCs. If you have a Network License, you must install the Network License Manager to activate your license. See Install Preactor Network License Manager on page 126. To begin, you must fill in the request form located on sage.co.uk. To help you register, follow the procedure below. To register as an end user 1. Login to the Sage Support site area of 2. Select Downloads Home. 3. Select Support guides. 4. From the drop-down list, select Sage 200 and click Go. 5. Select Graphical Planner Registration Form for Sage 50/200 Manufacturing. 6. Click Download. The File Download prompt appears. 7. Click Open to view the End User Contact Registration Form. 8. Save the form to your hard drive. 9. Fill out the form. You must include all of the information in the mandatory fields (marked with an asterisk). 10. Attach the completed form to an and send this to reseller.services@sage.com. Upon receipt, Preactor will send you your registration information. Note: The licence key and account number are ed to the user address which you have entered on your registration form. We recommend that you keep this information in a safe place. 120

127 7 Set up Sage 200 Manufacturing Install Graphical Planner You can install Graphical Planner from the directory containing the Graphical Planner installation files. If you selected the default paths during installation of Sage 200, this is c:\sage\installers\graphicalplanner. The three files are: Preactor exe Sage Graphical Planner v12.prpkg SageSetup.msi Note: If you are upgrading Graphical Planner from v9.4 or v11.01 you must enter a new licence key. See Upgrading Sage Graphical Planner on page 141. To install Graphical Planner 1. Double-click Preactor exe, and follow the steps in the wizard to install the application. Make a note of the path for the Configurations Folder. For example, C:\Users\Public\Public Documents\Preactor Configurations. 2. Double-click SageSetup.msi and follow the steps in the wizard to install the extension files that are used to link Sage Manufacturing and Graphical Planner. 3. Copy Sage Graphical Planner v12.prpkg to the Configurations folder on the client computer. This is the location is specified in point 1 above. For example, C:\Users\Public\Public Documents\Preactor Configurations. 4. Click Start > Programs > Preactor International > Preactor 12.0 > Preactor The Preactor Configuration Selector window appears. 5. Select the Sage Graphical Planner v12.prpkg configuration package file. The Preactor Configuration Package Manager wizard opens. 6. Click Next. 7. Select the Basic Options required: Select Install configuration files and local reports. If you have already installed from the same package in the past, you can overwrite existing files. To do this, select Overwrite any existing files. Select the folder to install the package into. We recommend that you enter your own folder name. For example, C:\ Users\Public\Documents\Preactor Configurations\Sage Graphical Planner Select Install database. 121

128 Sage 200 On Premise If you have already installed from the package in the past, you can overwrite the existing database. To do this, select Overwrite existing database. Enter a Database Name. For example, Sage Graphical Planner. Click Next. 8. Select the Database Options required: If SQL Server is installed locally on this computer, select Local Machine. o o Enter the Instance Name of the SQL Server connection. Click Advanced to change the default Server Name. Click Next. If SQL Server is installed on a server on the network, select Remote Database Server. o Enter the Server Name and Instance Name. o Enter the path to the share on the server that you have access to and that the SQL server service account also has access to. o Click Next. 9. Review the options that you have chosen and click Finish. The tasks to set up the configuration package are started. A report is produced listing any that fail. You can take steps to rectify the reasons for the failure and try again. 10. Within the Preactor Configurations folder in Windows Explorer, check that there are now two folders for importing and exporting. We recommend these are called Import Files and Export Files. Note: The Preactor Configurations folder is found in the path you used in step

129 7 Set up Sage 200 Manufacturing Activate the licence Note: If you have a Network Licence, you must have installed the Network License Manager. See Install Preactor Network License Manager on page 126. To activate the license 1. Open Graphical Planner Start > Programs > Preactor International > Preactor Choose name of the Configuration that you installed. This is the folder where you installed Graphical Planner. For example, C:\Users\Public\Public Documents\Preactor Configuration\Graphical Planner\ Graphical Planner v12.prcdf 3. Choose Activate Now. 4. If you are using a local licence: a. Select Local Licence. b. Enter your activation code and the number of seats you are licensed to use. Note: Sage 200 Manufacturing includes a singe Local Licence. 5. If you are using a Network Licence: a. Select Network Licence. b. Enter the Server Address. This is the address of the server where the Network Licence Manager is installed. c. Enter the Port Number of the server. 123

130 Sage 200 On Premise Accessing Graphical Planner Before you begin Ensure that you have set up access paths in Sage 200 as follows: Open: Sage 200 > Planning > Utilities > System Setup > Planning Settings Graphical Planner. Enter the Path to Program as the path used when installing Graphical Planner. For example,c:\program Files\Preactor International\Preactor 12.0\Preactor.exe by default. Enter the Configuration path. This should include the path and file name. If you have a single standalone user licence for Graphical Planner, this could be Public Documents\Preactor Configurations\Graphical Planner. However, if you have a concurrent user licence (even the standard single concurrent user licence), enter a network share path for this. Then the configuration file will be accessible by multiple client computers. Note: These settings only apply to the computer that the instance of Graphical Planner is installed on. You should enter these settings on each machine that Graphical Planner is installed on. This is because Graphical Planner may be installed on different locations on different machines. Tip: If you are using a 32 bit PC and a 64 bit PC to access the same Graphical Planner data, the Path to Program will be different on the two PCs. You will not be able to save the planning settings until you do one of the following: Create the Preactor.exe file in the different directory. Re-install Graphical Planner on the 32 bit PC into the program files (x86) path and create the directory there. You can access Graphical Planner in the following ways from within Manufacturing: Works Orders > Graphical Planner. Planning > MRP > Processing > Graphical Planner. You can access Graphical Planner from outside Manufacturing: Open: Start > Programs > Preactor International > Preactor 12.0 > Preactor Select the correct.prcdf from the Preactor Configuration Selector window. In almost all cases, this will be Graphical Planner v12.prcdf. 124

131 7 Set up Sage 200 Manufacturing Tip: You can create a short cut for the Preactor 12.0 SP1 file on your desktop. 125

132 Sage 200 On Premise Install Preactor Network License Manager If you want to run Graphical Planner across a network using a Network license, you must install the Network License Manager on the server. Using a Network licence for Graphical Planner makes it easier to add additional Graphical Planner users. The Network License Manager installation file is in the directory containing the Graphical Planner installation files. If you selected the default path when installing Sage 200, this is C:\Sage\Installers\Graphical Planner. The Graphical Planner path will continue to use the local workstation. Note: Installing the Network Licence actually installs two applications: The Network License Manager, which is a service that allows you to administer installed licences. The Network License Utility, which installs the licence. To install the Network License Manager 1. From your server, select the PreactorNLM en.exe to install the Network Licence Site Manager. The Preactor Network License Site Wizard appears. 2. Accept the licence agreement. 3. Accept or enter a destination path for the Network License Site Manager. 4. Once the Network License Site Manager has been installed, run the Network License Utility to activate a new licence. 5. Choose to Activate a New License. 6. Choose from the following: a. Activate over the Internet Enter your Activation Code and the number of seats you are licensed to use. Sage 200 has one seat for Graphical Planner. You can add more seats if required. Contact Sage's Sales Department to update your licence. b. Offline Activation i. Select Generate an activation request file to do a manual activation. ii. iii. Send this file to Preactor. When you receive your activation details, select Apply the response file received from the activation request. 7. Once activated, a success message appears. 126

133 8 Set up Sage 200 Wholesale and Retail Once you have installed Sage 200 Wholesale and Retail, you must complete the following set up tasks: Set up Wholesale and Retail in Sage 200 System Administration. Set up the Wholesale and Retail module in Sage 200. For information on installing Sage 200 Wholesale and Retail, see Installing Sage 200 for the first time on page 39. For information on upgrading an existing installation of Sage 200 Wholesale and Retail, see Upgrading from Sage 200 v2011 on page 130. Set up Wholesale and Retail in Sage 200 System Administration Before you can access the Wholesale and Retail module from within Sage 200, you must authorise the Wholesale and Retail features for the appropriate roles within Sage 200 System Administration. See Set up user accounts, roles and features on page 65. For more information about users, roles and authorising features for roles, see the Sage 200 System Administration help. Set up Wholesale and Retail in Sage 200 Before you begin to process data, you must set up the Wholesale and Retails module to work in the way that you want. 127

134 Sage 200 On Premise 1. Enter your Wholesale and Retail settings. Open: Wholesale and Retail > System Set Up > Set Up. 2. Set up your company hierarchy. Open: Wholesale and Retail > System Set Up > Company Hierarchy Set Up. 3. Set up your merchandise hierarchy. Open: Wholesale and Retail > System Set Up > Merchandise Hierarchy Set Up 4. Set up your store details. Open: Wholesale and Retail > Company > Maintain Store Attributes. 5. Set up your merchandise details. Open: Wholesale and Retail > Merchandise > Merchandise Hierarchy. 6. Set up your promotions. Open: Wholesale and Retail > Promotions > Enter New Promotion. 128

135 9 Upgrading Sage 200 On Premise Use this section, if you have an existing installation of Sage 200 and you are upgrading to Sage 200 v2013. You may have to use one of the Sage 200 migration tools if you are migrating from other Sage products. For more information about the Migration tools, see the support area of the Sage website or contact Technical Support. The following table explains which sections you must read depending on the version of Sage 200 you are upgrading from. Sage 200 Version Section 2011 Upgrading from Sage 200 v2011 on page Upgrading from Sage 200 v2010 on page Upgrading from Sage 200 v2009 on page Upgrading from Sage 200 v5.1 on page 186 If you are upgrading Sage 200 CRM to v2013, please see Upgrading Sage 200 CRM on page

136 Sage 200 On Premise Upgrading from Sage 200 v2011 Follow the instructions in this section to upgrade from Sage 200 v2011 to version To upgrade you must: Uninstall your current installation of Sage 200. Create windows user accounts and groups Install Sage 200 v2013. Update your configuration database. Match your windows user accounts to your existing Sage 200 user accounts. Update your company database. Update your users, roles and features. To upgrade BI, see Upgrading BI from v2011 on page 143 To upgrade Manufacturing see Upgrading Sage 200 Manufacturing on page 141 To upgrade Sage 200 CRM (v7.1), see Upgrading Sage 200 CRM on page 235 Uninstall your existing version of Sage Uninstall all components of Sage 200 using the Add/Remove Program functionality within Microsoft Windows. 2. Once the uninstall is complete, re-start the machine to make sure no files are left open. Create Windows user accounts and groups For v2013, users access the Sage 200 desktop and Sage 200 System Administration using their Windows User account log on details. A Windows User account is also used to access the Sage 200 Services. Before installing v2013, you must create the required Windows user accounts. You must create: Windows user accounts and groups to access the Sage 200 desktop and System Administration. Prior to installing Sage 200, your network domain administrator must identify two user groups in Windows Active Directory for Sage 200. Members of these groups are able to access the Sage 200 desktop and/or Sage 200 System Administration. These can be existing groups or you can create two new groups for this purpose. 130

137 9 Upgrading Sage 200 On Premise Note: You cannot use the Domain Administrators group as the Sage 200 Administrator group, as this sets up the file share permissions incorrectly. When you install the Sage 200 Server, you must identify the following groups: Windows User Group Sage 200 Administrators Sage 200 Users Description Users belonging to this group can access Sage 200 System Administration, Sage 200 desktop and Sage 200 Self Service. Users belonging to this group can access Sage 200 desktop and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration You can add the required windows user accounts to the user groups after Sage 200 has been installed. Access to specific Sage 200 modules and features is controlled in Sage 200 System Administration. For more information on where to set up users using Windows Active Directory, or using Windows user groups, refer to your operating system help, as the process may involve different steps in different operating systems. Note: We recommend that you make sure that your Windows User accounts have unique names, as the system name cannot be changed in System Administration. 131

138 Sage 200 On Premise A Windows user account to access the Sage 200 Services. This windows account: Must have a password that never expires, but does not require any other special permissions. Must be a member of the Sage 200 Users group. When you install the Sage 200 Server, you must specify the name and password for this account. If you are integrating with Sage 200 CRM, this Windows user account must also be specified on the integration. See Create a new Sage 200 CRM integration on page 218. Note: If the password is changed for this user account, you must update the password in these application pools; Sage 200 Services, Sage 200 Secured Service, Sage 200 Self Service. If you do not do this, you will see the following error message when accessing Sage 200. Install Sage 200 v Insert the Sage 200 DVD, the Installation wizard appears. If you do not have Autorun enabled, select the Setup.exe file from the DVD. Note: If you have enabled Microsoft User Account Control, right-click setup.exe and choose Run as Administrator. 2. Click Next to continue. The Sage 200 License Agreement screen appears. 3. Accept the license agreement. Click Next to continue. 132

139 9 Upgrading Sage 200 On Premise 4. Use this to install the Sage 200 Server components. Install Sage 200 Server Select this to install: The file server components such as reports, layouts, workspaces and other files and directories required by Sage 200. Application files and web services. These are essential for the integration between modules. You must have IIS v7 or higher installed. Note: If you want to install the Self Service application on a external facing website see Installing Sage 200 Self Service on an external facing web server on page 51. Click Next to continue. 5. Select the Sage 200 Client components that you want to install. Choose from the following options: Install Sage 200 Client Select this to install the application files and directories necessary to run the Sage 200 client application, and the Sage 200 System Administration tool. Note: You must install the Sage 200 Client on your server machine. Install Sage 200 Form Launcher If you are also installing Sage 200 CRM, select this to install the integration component required to launch Sage 200 forms from within Sage 200 CRM. Further configuration of the Sage 200 Form Launcher is required if you: Have an application already using the HTTP port See Troubleshooting installing Sage 200 CRM on page 226. Are running Sage 200 in a Terminal Server or Citrix environment. See Troubleshooting installing Sage 200 CRM on page 226. Click Next to continue. 133

140 Sage 200 On Premise 6. Select the Sage 200 Additional Components that you want to install. The Sage 200 Additional Components have server and client installations. The part that is installed here depends on the options you have chosen in the previous screens. For example, if you have only chosen Install the Sage 200 Server, only the server component of the additional modules will be installed. Choose from the following modules, all of which are optional: Install Sage 200 Business Intelligence Install Sage 200 Manufacturing Install Sage 200 Wholesale and Retail Select Copy Graphical Planner installer to server if you have purchased Graphical Planner along with Sage 200 Manufacturing. This copies the required Graphical Planner files to a directory (by default c:\sage\installers\graphicalplanner). You can then install Graphical Planner from the Preactor exe file. For more information, see Install Graphical Planner on page 121. You must install Sage 200 Wholesale and Retail on all client machines even if you do not intend to use it on all machines. If Wholesale and Retail is not installed on all client machines, you will see the following error message: The Retail module is not installed on this Sage 200 Client. Since Retail is installed on Sage 200 Server, you need to install the modules on all clients too. Note: You cannot install Sage 200 Manufacturing and Sage 200 Wholesale and Retail on the same solution. Click Next to continue. 7. Specify the location of the Logon Folder and Spool Folder for the Sage 200 File Server. Make sure there are no spaces in the location of the Logon Folder as this will cause the installation to fail. Click Next to continue. 134

141 9 Upgrading Sage 200 On Premise 8. Use this to select the Windows user account that will be used by the Sage 200 Services. Server Login Details Enter the name of the Windows user account that you have created to access the Sage 200 Services. This can be a standard domain user account and does not need any special privileges. Click Next to continue. 9. Enter the Server Identity Password. This is the password for the Windows account entered. Click Next to continue. 135

142 Sage 200 On Premise 10. Select the Windows User Groups that will be used for your Sage 200 Administrators and Sage 200 Users. Administrators Group Users Group Users belonging to this group can access Sage 200 System Administration, Sage 200 and Sage 200 Self Service. Users belonging to this group can access Sage 200 and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration Click Next to continue. 11. Specify the folder where you want to install the Sage 200 client. By default this is C:\Program Files\Sage\Sage 200. Click Next to continue. 12. To install the Sage 200 modules you have selected, click Install. Click Finish when the installation is complete. Update your configuration database 1. Open Sage 200 System Administration. The following message appears: 2. Click Yes to update your configuration database. The Server Properties window appears. 136

143 9 Upgrading Sage 200 On Premise 3. Enter or browse for the correct SQL server. 4. Enter or browse for your configuration database. 5. If required, enter the Logon Name and Password for a SQL user that has access rights to create a database. 6. Click OK. Upgrade your Sage 200 user accounts When you have created the configuration database, the Manage User Lists window appears. This displays all the Windows User accounts that are members of the Sage 200 Users and Sage 200 Administrators groups that were specified during the installation. In v2013, users access Sage 200 and Sage 200 System Administration using their Windows User account. The first time you install Sage 200 v2013, all the Windows User accounts will have a status of New. The screen shows two lists of users. The left hand list show the Windows User accounts. The right hand list shows the Sage 200 user accounts in the current Sage 200 configuration database. To allow the Windows users listed to access Sage 200, you can either link the windows user accounts to an existing Sage 200 user account, or create a new Sage 200 user account. To link your Sage 200 user accounts 1. Check the list of Users on the Manage User Lists screen. 137

144 Sage 200 On Premise 2. a. To link a Windows User account to an existing Sage 200 user account, select the Windows User in the left hand list and then select the required Sage 200 user account from the right hand list. The status will show as Linked. Note: To change the user links, select the user and then select Unlink. b. To create a new Sage 200 user account, do not link the Windows User account. A new Sage 200 user account is created for any Windows User accounts with a status of New. To link your user accounts, click OK. New Sage 200 user accounts are created. Any existing Sage 200 user accounts that are not linked to a Windows User Account are disabled. You can also use this screen, at any time, to update your Sage 200 user list. For example, if you add or delete windows users in future, this screen is displayed when you open Sage 200 System Administration. Use this screen to link users again and ensure that only those users who should do so, can access Sage 200. Note: When you delete a Windows user account, the user will still be able to use Sage 200 until you refresh the user list, by using the Manage User Lists screen. Activate your Sage 200 licence From v2013, you no longer activate your licence using enable strings. You activate it using your account number and serial number. You must register Sage 200 before you can use it. Your licence is activated via the Internet, using the Sage Licensing Service. To access this service, you must have an active internet connection that is not blocked by firewalls. If you are not connected to the internet, you can generate an offline licence request and register via . To register via the Internet 1. Enter your customer Account Number. 2. Enter your product Serial Number. 3. Click OK. 138

145 9 Upgrading Sage 200 On Premise The system automatically contacts Sage for a valid licence. This licence enables you to use Sage 200. Once the licence has been activated, the core components are automatically installed. If you see the following message, you may need to register offline. You can now access Sage 200 System Administration To register offline To register offline, you generate a licence request file which you send to Sage Support via . Sage Support will you a licence entitlement file which you import into System Administration to register Sage When the Licence window appears, click Cancel. The Core Components are installed. 2. Right-click Licence and select Generate Licence Request. 3. Enter your Account Number and Serial Number and click Generate Request. This creates a licence file in XML format which you send to Sage Support. 4. Browse to where you want to save the XML file. 5. Enter a File name and click Save. 6. this XML file to Sage Support. You will receive an from Sage Support with your refreshed licence attached. This has the extension.ent (Entitlement files). Save this file to your PC. 1. Open System Administration > Licence. 2. Right-click and select Import Licence File. 3. Click Import Licence File and browse to where you saved the ENT file. 4. Select the file and click Open. Your license is activated. Note: If you have registered offline, you may experience time outs for processes that access the licence file. 139

146 Sage 200 On Premise To resolve this, add the following entry to the Secured Services web config file. This updates the default waiting time. Open: C:\inetpub\Sage 200 App Services\Sage200SecuredService\web.config. 1. Add the following key: <add key="slsservicetimeout" value="1000"/>. 2. Save the file. Update your company database If you have an existing Sage 200 company database, you must update the company in the System Administration tool. The database must be attached to your SQL server. To upgrade your company databases If you have an existing Sage 200 company database, you must update the company in the System Administration tool. The database must be attached to your SQL server. 1. From the Navigation bar, choose Companies. 2. Right-click and choose Update Company. Update users, roles and features Roles and features New functionality that has been added to Sage 200 will have new features assigned in Sage 200 System Administration. To make sure your users can access the new functionality, you must authorise the features for the relevant roles. 1. Select Roles from the Navigation bar. 2. Right-click a role and select Features. 3. Choose the features to authorise for the role. The features added for this version are not selected. Access Sage 200 Self Service You can now use the Sage 200 Self Service application to access Sage 200 data from a web browser. This includes accessing data using workspaces, authorising purchase orders, and entering and authorising timesheets and expenses (WTE). To access Self Service: You must select Is Web User on the Users> Properties > General tab. Enter the Self Service website URL in your browser. This must contain the port number for the website. By default this is For example: servername>:10444\sage200selfservice. 140

147 9 Upgrading Sage 200 On Premise Upgrading Sage 200 Manufacturing Follow the instructions in this section to upgrade an existing installation of Sage 200 Manufacturing v2011. In your current installation of Sage 200 Manufacturing you must: Make sure that you have no BOMs checked out. Before you begin you must uninstall your current installation of Sage 200. To upgrade Manufacturing: 1. Install Sage 200 using Sage 200 installer on your Sage 200 v2013 DVD. 2. Choose to install the Sage 200 and Sage 200 Manufacturing components from the installation wizard. For further information about installing Sage 200 see: How to deploy Sage 200 across a network on page 17 Installing Sage 200 for the first time on page 39. Upgrading Sage Graphical Planner Sage 200 v2013 uses Graphical Planner version 12.0 SP1. A new licensing mechanism was introduced for Graphical Planner v11.2 SP2 and this version of Graphical Planner was first released with Sage 200 v2011 SP3. If you are using an earlier version than v11.2 SP2 of Graphical Planner, then you must follow the instructions below to update your Graphical Planner licence. You must enter a new 30 day licence key for your existing version of Graphical Planner, before you upgrade to version 12.0 SP1. 1. Request a licence for version 12.0 SP1 of Graphical Planner. To do this, please complete the licence request form located on Sage.co.uk. See Register as an end user on page Open your existing License Manager and request a licence update. This generates an request which you must send to Preactor. Preactor will send you a response file. 3. When you receive the response file, apply it to your existing installation of Graphical Planner. This applies a 30 day licence. Note: You must upgrade your Graphical Planner to v12.0 SP1 within this 30 day licence period. 4. Uninstall your existing version of Graphical Planner. 141

148 Sage 200 On Premise 5. Install Graphical Planner version 12.0 SP1 and activate your new v12.0 SP1 licence as per the installation and activation instructions. See Install Graphical Planner on page

149 9 Upgrading Sage 200 On Premise Upgrading BI from v2011 Follow the instructions in this section to upgrade an existing installation of Sage 200 Business Intelligence. Sage 200 BI v2013 uses your Windows user account details to access the BI Administration tool. To access the BI Administration tool, your windows user account must be: A domain user as long as they are an administrator in Analysis Services (see Microsoft SQL Server security settings), A member of the Sage 200 Administrators group, and Have access to the relevant Sage 200 company in System Administration. In addition, you must specify a windows user account that will run the scheduled task for BI to update the cubes. In previous versions you could use the Local System account, this is not possible for v2013. We recommend that you create a windows user account specifically for this task. The user specified to run the Windows Scheduled Task must: Have a secure password that never expires. We recommend that you keep a note of the password for this account until you have set up the BI Administration tool and the scheduled task is running successfully. Have the following privileges: Be a member of the Sage 200 Administrators group, Have access to the relevant Sage 200 company, Be a local administrator on the Sage 200 server, and Be an administrator in Analysis Services. Note: If this user does not appear in the user list in the BI Admin tool, we recommend that you create a new user in Active Directory. This is due to the Windows user not having a User Principle Name. A User Principle Name is a part of the Active Directory user information. This information is sometimes missing on older user accounts, especially if they have been migrated from an older version of Active Directory and the domain administrator account. To upgrade BI 1. Back up all Sage 200 databases (including data warehouses and analysis services databases). 2. Uninstall Sage

150 Sage 200 On Premise 3. Choose to install the Sage 200 BI components when you install Sage 200 v2013. For information about installing Sage 200, see Installing Sage 200 on page Change the user account used to run the scheduled task to the windows user account that you have created with the required privileges: a. Open the Sage 200 Business Intelligence Administration Tool. b. a. Click Schedule tasks. The Task Scheduler appears. b. From the left-hand pane, select Task Scheduler Library. c. Right-click the UpdateCube task for the required company and select Properties. d. Select the Windows user account that you have created for the scheduled task. e. Make any other required changes to the task and click OK. 5. Upgrade your Sage 200 databases for all companies that also use BI, using the Sage 200 System Administration tool. Note: You must upgrade your Sage 200 databases to version 2013 before you upgrade your BI data warehouse. 144

151 9 Upgrading Sage 200 On Premise 6. Upgrade the data warehouse: a. Open the Sage 200 Business Intelligence Administration Tool. b. Select Upgrade warehouse for each Sage 200 company that uses BI. Project Accounting Reports You can set up Sage 200 Project Accounting to use terminology that is familiar to your business, such as Job rather than Project. Business Intelligence automatically uses these configurable terms when you create or update the Project Accounting cubes. This is to make sure that your reports match the terms that have been set up in Sage 200. However, the standard project reports in BI have been created using the default terminology from Sage 200. Before using the standard project reports in BI, you must amend them to match the terminology you have set up in Sage 200. To change the configurable terms For each project report: 1. Open the report. 2. Select each item that has used a configurable term. 3. Re-select the item using the new term. For example, if you have used Job as the label for your Projects, you must re-select Job for each incidence where Project is currently specified on the report. 145

152 Sage 200 On Premise Upgrading Report Designer Sage 200 v2013 only includes the latest version of Report Designer. The legacy Report Designer is no longer supported. If you have customised reports that were created using the old version of Report Designer (using file types of.slt,.sly,.srt etc), these must be converted to the new file types (.report,.letter,.layout etc) before you upgrade to v2013. You can convert your reports and documents using the File > Import option in Report Designer or the Legacy Report conversion tool. This is included as part of the BP tools and can be downloaded from the support area of the Sage website. 146

153 9 Upgrading Sage 200 On Premise Upgrading from Sage 200 v2010 Follow the instructions in this section to upgrade the Sage 200 v2010 to version You must uninstall Sage 200 before installing version To upgrade you must: Uninstall your current installation of Sage 200. Create windows user groups Install Sage 200 v2013. Update your configuration database. Match your windows user accounts to your existing Sage 200 user accounts. Update your company database. Update your users, roles and features. To upgrade BI, see Upgrading BI from v2010 on page 161 To upgrade Manufacturing see Upgrading Sage 200 Manufacturing v2010 on page 157 To upgrade Sage 200 CRM (v7.0), see the Sage 200 CRM Upgrade Guide. This can be found on your Sage 200 installation DVD. Uninstall your existing version of Sage Uninstall all components of Sage 200 using the Add/Remove Program functionality within Microsoft Windows. 2. Once the uninstall is complete, re-start the machine to make sure no files are left open. 3. Open Windows Explorer and delete the following folders: c:\inetpub\wwwroot\sage 200Administration 4. Remove the Sage 200 websites from Internet Information Services Manager: a. Choose Start > Run. Enter inetmgr and click OK. b. Right-click each of the following websites and select Remove. Sage 200 Administration Sage 200 Content Sage 200 Help Sage200Remote Authorisation Sage200SData Sage200WebServices 147

154 Sage 200 On Premise 5. Remove the SSL certificates from within IIS Manager: IIS v7 a. Select your Server Name and Features View. b. In the IIS section, select Server Certificates. c. Select Sage 200 SSL Certificate. Click Remove from the Actions menu. d. Close IIS Manager. Create Windows user accounts and groups For v2013, users access the Sage 200 desktop and Sage 200 System Administration using their Windows User account log on details. A Windows User account is also used to access the Sage 200 Services. Before installing v2013, you must create the required Windows user accounts. You must create: Windows user accounts and groups to access the Sage 200 desktop and System Administration. Prior to installing Sage 200, your network domain administrator must identify two user groups in Windows Active Directory for Sage 200. Members of these groups are able to access the Sage 200 desktop and/or Sage 200 System Administration. These can be existing groups or you can create two new groups for this purpose. Note: You cannot use the Domain Administrators group as the Sage 200 Administrator group, as this sets up the file share permissions incorrectly. When you install the Sage 200 Server, you must identify the following groups: Windows User Group Sage 200 Administrators Sage 200 Users Description Users belonging to this group can access Sage 200 System Administration, Sage 200 desktop and Sage 200 Self Service. Users belonging to this group can access Sage 200 desktop and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration You can add the required windows user accounts to the user groups after Sage 200 has been installed. Access to specific Sage 200 modules and features is controlled in Sage 200 System Administration. 148

155 9 Upgrading Sage 200 On Premise For more information on where to set up users using Windows Active Directory, or using Windows user groups, refer to your operating system help, as the process may involve different steps in different operating systems. Note: We recommend that you make sure that your Windows User accounts have unique names, as the system name cannot be changed in System Administration. A Windows user account to access the Sage 200 Services. This windows account: Must have a password that never expires, but does not require any other special permissions. Must be a member of the Sage 200 Users group. When you install the Sage 200 Server, you must specify the name and password for this account. If you are integrating with Sage 200 CRM, this Windows user account must also be specified on the integration. See Create a new Sage 200 CRM integration on page 218. Note: If the password is changed for this user account, you must update the password in these application pools; Sage 200 Services, Sage 200 Secured Service, Sage 200 Self Service. If you do not do this, you will see the following error message when accessing Sage 200. Install Sage 200 v Insert the Sage 200 DVD, the Installation wizard appears. If you do not have Autorun enabled, select the Setup.exe file from the DVD. Note: If you have enabled Microsoft User Account Control, right-click setup.exe and choose Run as Administrator. 2. Click Next to continue. The Sage 200 License Agreement screen appears. 3. Accept the license agreement. Click Next to continue. 149

156 Sage 200 On Premise 4. Use this to install the Sage 200 Server components. Install Sage 200 Server Select this to install: The file server components such as reports, layouts, workspaces and other files and directories required by Sage 200. Application files and web services. These are essential for the integration between modules. You must have IIS v7 or higher installed. Note: If you want to install the Self Service application on a external facing website see Installing Sage 200 Self Service on an external facing web server on page 51. Click Next to continue. 5. Select the Sage 200 Client components that you want to install. Choose from the following options: Install Sage 200 Client Select this to install the application files and directories necessary to run the Sage 200 client application, and the Sage 200 System Administration tool. Note: You must install the Sage 200 Client on your server machine. Install Sage 200 Form Launcher If you are also installing Sage 200 CRM, select this to install the integration component required to launch Sage 200 forms from within Sage 200 CRM. Further configuration of the Sage 200 Form Launcher is required if you: Have an application already using the HTTP port See Troubleshooting installing Sage 200 CRM on page 226. Are running Sage 200 in a Terminal Server or Citrix environment. See Troubleshooting installing Sage 200 CRM on page 226. Click Next to continue. 150

157 9 Upgrading Sage 200 On Premise 6. Select the Sage 200 Additional Components that you want to install. The Sage 200 Additional Components have server and client installations. The part that is installed here depends on the options you have chosen in the previous screens. For example, if you have only chosen Install the Sage 200 Server, only the server component of the additional modules will be installed. Choose from the following modules, all of which are optional: Install Sage 200 Business Intelligence Install Sage 200 Manufacturing Install Sage 200 Wholesale and Retail Select Copy Graphical Planner installer to server if you have purchased Graphical Planner along with Sage 200 Manufacturing. This copies the required Graphical Planner files to a directory (by default c:\sage\installers\graphicalplanner). You can then install Graphical Planner from the Preactor exe file. For more information, see Install Graphical Planner on page 121. You must install Sage 200 Wholesale and Retail on all client machines even if you do not intend to use it on all machines. If Wholesale and Retail is not installed on all client machines, you will see the following error message: The Retail module is not installed on this Sage 200 Client. Since Retail is installed on Sage 200 Server, you need to install the modules on all clients too. Note: You cannot install Sage 200 Manufacturing and Sage 200 Wholesale and Retail on the same solution. Click Next to continue. 7. Specify the location of the Logon Folder and Spool Folder for the Sage 200 File Server. Make sure there are no spaces in the location of the Logon Folder as this will cause the installation to fail. Click Next to continue. 151

158 Sage 200 On Premise 8. Use this to select the Windows user account that will be used by the Sage 200 Services. Server Login Details Enter the name of the Windows user account that you have created to access the Sage 200 Services. This can be a standard domain user account and does not need any special privileges. Click Next to continue. 9. Enter the Server Identity Password. This is the password for the Windows account entered. Click Next to continue. 152

159 9 Upgrading Sage 200 On Premise 10. Select the Windows User Groups that will be used for your Sage 200 Administrators and Sage 200 Users. Administrators Group Users Group Users belonging to this group can access Sage 200 System Administration, Sage 200 and Sage 200 Self Service. Users belonging to this group can access Sage 200 and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration Click Next to continue. 11. Specify the folder where you want to install the Sage 200 client. By default this is C:\Program Files\Sage\Sage 200. Click Next to continue. 12. To install the Sage 200 modules you have selected, click Install. Click Finish when the installation is complete. Update your configuration database 1. Open Sage 200 System Administration. The following message appears: 2. Click Yes to update your configuration database. The Server Properties window appears. 153

160 Sage 200 On Premise 3. Enter or browse for the correct SQL server. 4. Enter or browse for your configuration database. 5. If required, enter the Logon Name and Password for a SQL user that has access rights to create a database. 6. Click OK. Upgrade your Sage 200 user accounts When you have created the configuration database, the Manage User Lists window appears. This displays all the Windows User accounts that are members of the Sage 200 Users and Sage 200 Administrators groups that were specified during the installation. In v2013, users access Sage 200 and Sage 200 System Administration using their Windows User account. The first time you install Sage 200 v2013, all the Windows User accounts will have a status of New. The screen shows two lists of users. The left hand list show the Windows User accounts. The right hand list shows the Sage 200 user accounts in the current Sage 200 configuration database. To allow the Windows users listed to access Sage 200, you can either link the windows user accounts to an existing Sage 200 user account, or create a new Sage 200 user account. To link your Sage 200 user accounts 1. Check the list of Users on the Manage User Lists screen. 154

161 9 Upgrading Sage 200 On Premise 2. a. To link a Windows User account to an existing Sage 200 user account, select the Windows User in the left hand list and then select the required Sage 200 user account from the right hand list. The status will show as Linked. Note: To change the user links, select the user and then select Unlink. b. To create a new Sage 200 user account, do not link the Windows User account. A new Sage 200 user account is created for any Windows User accounts with a status of New. To link your user accounts, click OK. New Sage 200 user accounts are created. Any existing Sage 200 user accounts that are not linked to a Windows User Account are disabled. You can also use this screen, at any time, to update your Sage 200 user list. For example, if you add or delete windows users in future, this screen is displayed when you open Sage 200 System Administration. Use this screen to link users again and ensure that only those users who should do so, can access Sage 200. Note: When you delete a Windows user account, the user will still be able to use Sage 200 until you refresh the user list, by using the Manage User Lists screen. Update your company database If you have an existing Sage 200 company database, you must update the company in the System Administration tool. The database must be attached to your SQL server. To upgrade your company databases If you have an existing Sage 200 company database, you must update the company in the System Administration tool. The database must be attached to your SQL server. 1. From the Navigation bar, choose Companies. 2. Right-click and choose Update Company. Update users, roles and features Roles and features New functionality that has been added to Sage 200 will have new features assigned in Sage 200 System Administration. To make sure your users can access the new functionality, you must authorise the features for the relevant roles. 1. Select Roles from the Navigation bar. 2. Right-click a role and select Features. 155

162 Sage 200 On Premise 3. Choose the features to authorise for the role. The features added for this version are not selected. Access Sage 200 Self Service You can now use the Sage 200 Self Service application to access Sage 200 data from a web browser. This includes accessing data using workspaces, authorising purchase orders, and entering and authorising timesheets and expenses (WTE). To access Self Service: You must select Is Web User on the Users> Properties > General tab. Enter the Self Service website URL in your browser. This must contain the port number for the website. By default this is For example: servername>:10444\sage200selfservice. 156

163 9 Upgrading Sage 200 On Premise Upgrading Sage 200 Manufacturing v2010 Follow the instructions in this section to upgrade an existing installation of Sage 200 Manufacturing v2010. Important: If you are using Bill of Materials with Manufacturing Manufacturing is being extensively redeveloped and this process is not yet complete. Consequently, some of the information that you can enter and use in the Bill of Materials module now, cannot be used yet in the Estimating, Planning and Works Orders modules. If you are using, or plan to use all Manufacturing modules, you must follow these guidelines for operations that you add to the BOM record. Note: If the BOM record has been created by converting a one-off works order into a BOM, an operation resource is added to the BOM record automatically. Do not rename this operation. If you do, you will not be able to update information between the BOM and the Works Order. On the operation record Details tab, do not use the Overlap Quantity or enter seconds values for the resource. On the operation record Resources tab, do not enter seconds values for the resource. Ensure that you add only the following resources with the following settings: Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length Setup Two Select no more than two resources for this phase. You can select a labour setup resource (Labour Resource or Labour Resource Group) and a machine setup resource (Machine Resource or Machine Resource Group), but you Select Primary or Secondary for one or the other resource. You must select Fixed Length for the resource. 157

164 Sage 200 On Premise Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length cannot select two labour or two machine setup resources. Note: Adding a Labour Resource or Labour Resource Group updates the Include in Labour Requirements check box on the works order operation when a works order is created from the BOM record. Runtime Three Select one Labour Resource or Labour Resource Group. Select one Machine Resource or Machine Resource Group. Select one Tool Resource or Tool Resource Group. Note: Only select a tool resource or resource group if you have also selected a labour and a machine resource or resource group. Select Primary for your labour or machine Resource Type and Secondary for the other. Note: Do not select either Primary or Secondary for your tool Resource Type selection. Do not select Fixed Length for the resource or resource group. Teardown None 158

165 9 Upgrading Sage 200 On Premise On the operation record Subcontract tab, add only one supplier and no more than five quantity breaks. The supplier must use base currency. Note: The following characters are supported in the Bill of Materials module, but not in other Manufacturing modules: Apostophe (') Quotation (") In your current installation of Sage 200 Manufacturing you must: Make sure that you have no BOMs checked out. Make sure that a Group is assigned to your Labour and Machine resources. This will ensure that you can move your resources within the correct group when using Graphical Planner to manage your production plan. If you upgrade without assigning resources to a Group, the resources will be assigned to a group called Missing. Graphical Planner will allow you to move operations that use any resource in group Missing to any other resource in the same group. Before you begin you must uninstall your current installation of Sage 200. To upgrade Manufacturing: 1. Install Sage 200 using Sage 200 installer on your Sage 200 v2013 DVD. 2. Choose to install the Sage 200 and Sage 200 Manufacturing components from the installation wizard. For further information about installing Sage 200 see: How to deploy Sage 200 across a network on page 17 Installing Sage 200 for the first time on page 39. Upgrading Sage Graphical Planner Sage 200 v2013 uses Graphical Planner version 12.0 SP1. You must enter a new 30 day licence key for your existing version of Graphical Planner, before you upgrade to version 12.0 SP1. 1. Request a licence for version 12.0 SP1 of Graphical Planner. To do this, please complete the licence request form located on Sage.co.uk. See Register as an end user on page Open your existing License Manager and request a licence update. This generates an request which you must send to Preactor. Preactor will send you a response file. 159

166 Sage 200 On Premise 3. When you receive the response file, apply it to your existing installation of Graphical Planner. This applies a 30 day licence. Note: You must upgrade your Graphical Planner to v12.0 SP1 within this 30 day licence period. 4. Uninstall your existing version of Graphical Planner. 5. Install Graphical Planner version 12.0 SP1 and activate your new v12.0 SP1 licence as per the installation and activation instructions. See Install Graphical Planner on page 121. Important! There were substantial differences between Sage Graphical Planner v9.4 and v For this reason, if you are upgrading from v9.4, you must re-create all of your calendar information in Graphical Planner v12.0 SP1 once it is installed. Refer to Preactor's help system for guidance on the differences between the versions. Note: Any changes you have made to the workspace within Graphical Planner (for example, the arrangement of toolbars, the colours assigned to product categories, shift patterns or calendar exceptions) are not included in the upgrade. You will need to recreate these changes in the upgraded version of Graphical Planner. 160

167 9 Upgrading Sage 200 On Premise Upgrading BI from v2010 Follow the instructions in this section to upgrade an existing installation of Sage 200 Business Intelligence. Sage 200 BI v2013 uses your Windows user account details to access the BI Administration tool. To access the BI Administration tool, your windows user account must be: A domain user as long as they are an administrator in Analysis Services (see Microsoft SQL Server security settings), A member of the Sage 200 Administrators group, and Have access to the relevant Sage 200 company in System Administration. In addition, you must specify a windows user account that will run the scheduled task for BI to update the cubes. In previous versions you could use the Local System account, this is not possible for v2013. We recommend that you create a windows user account specifically for this task. The user specified to run the Windows Scheduled Task must: Have a secure password that never expires. We recommend that you keep a note of the password for this account until you have set up the BI Administration tool and the scheduled task is running successfully. Have the following privileges: Be a member of the Sage 200 Administrators group, Have access to the relevant Sage 200 company, Be a local administrator on the Sage 200 server, and Be an administrator in Analysis Services. Note: If this user does not appear in the user list in the BI Admin tool, we recommend that you create a new user in Active Directory. This is due to the Windows user not having a User Principle Name. A User Principle Name is a part of the Active Directory user information. This information is sometimes missing on older user accounts, especially if they have been migrated from an older version of Active Directory and the domain administrator account. Sage 200 BI v2013 has both file server and application server components. If required you can install these components on separate file server and application server machines. For information about how to install Sage 200 across a network, see How to deploy Sage 200 across a network on page

168 Sage 200 On Premise Important If your Sage 200 Application Server machine (formerly known as the web server), is not the same as your SQL server machine, you must manually create a new scheduled task for each Sage 200 company that uses BI on the Sage 200 Application server and delete the existing scheduled task from the SQL server machine. In earlier versions of Sage 200 BI, the scheduled task was installed on the SQL server machine. See Manually creating a scheduled task to update the cubes on page 99. To upgrade BI 1. Back up all Sage 200 databases (including data warehouses and analysis services databases). 2. Uninstall Sage Choose to install the Sage 200 BI components when you install Sage 200 v2013. For information about installing Sage 200, see Installing Sage 200 on page Make sure the scheduled task is on the same machine as your Sage 200 Application Server. If not, you must create a new scheduled task for each Sage 200 company that uses BI and delete the existing scheduled task. 162

169 9 Upgrading Sage 200 On Premise 5. Change the user account used to run the scheduled task to the windows user account that you have created with the required privileges: a. Open the Sage 200 Business Intelligence Administration Tool. b. a. Click Schedule tasks. The Task Scheduler appears. b. From the left-hand pane, select Task Scheduler Library. c. Right-click the UpdateCube task for the required company and select Properties. d. Select the Windows user account that you have created for the scheduled task. e. Make any other required changes to the task and click OK. 6. Upgrade your Sage 200 databases for all companies that also use BI, using the Sage 200 System Administration tool. Note: You must upgrade your Sage 200 databases to version 2013 before you upgrade your BI data warehouse. 7. Upgrade the data warehouse: a. Open the Sage 200 Business Intelligence Administration Tool. b. Select Upgrade warehouse for each Sage 200 company that uses BI. 163

170 Sage 200 On Premise Project Accounting Reports You can set up Sage 200 Project Accounting to use terminology that is familiar to your business, such as Job rather than Project. Business Intelligence automatically uses these configurable terms when you create or update the Project Accounting cubes. This is to make sure that your reports match the terms that have been set up in Sage 200. However, the standard project reports in BI have been created using the default terminology from Sage 200. Before using the standard project reports in BI, you must amend them to match the terminology you have set up in Sage 200. To change the configurable terms For each project report: 1. Open the report. 2. Select each item that has used a configurable term. 3. Re-select the item using the new term. For example, if you have used Job as the label for your Projects, you must re-select Job for each incidence where Project is currently specified on the report. Aged Debt and Aged Credit Cubes In previous versions, the Aged Debt and Aged Credit cubes only contained information about invoices. In the current version of BI, these cubes have been updated to include all transactions. In previous versions of Sage 200, when you added the Value on your aged debt and aged credit BI reports, you could only choose to use the Outstanding Value or Invoice Value. In current versions, the Invoice Value has been changed to Transaction Value. This is because this now includes the value of credit notes, receipts and payments as well as invoices. If you have existing BI reports that use the Invoice Value, you must amend these reports after you have upgraded to Sage 200 v Open the BI report. 2. If Invoice Value is used as criteria on the report, re-select Transaction Value. 3. If Invoice Value has been used on the rows or columns, open the Report Layout. 4. Select Value on the Columns or Rows, where applicable. 5. Select Transaction Value. 6. Click Apply. 164

171 9 Upgrading Sage 200 On Premise Upgrading Report Designer Sage 200 v2013 only includes the latest version of Report Designer. The legacy Report Designer is no longer supported. If you have customised reports that were created using the old version of Report Designer (using file types of.slt,.sly,.srt etc), these must be converted to the new file types (.report,.letter,.layout etc) before you upgrade to v2013. You can convert your reports and documents using the File > Import option in Report Designer or the Legacy Report conversion tool. This is included as part of the BP tools and can be downloaded from the support area of the Sage website. 165

172 Sage 200 On Premise Upgrading from Sage 200 v2009 Follow the instructions in this section to upgrade from Sage 200 v2010 to version You must uninstall Sage 200 before installing version To upgrade you must: Uninstall your current installation of Sage 200. Create windows user accounts and groups. Install Sage 200 v2013. Update your configuration database. Match your windows user accounts to your existing Sage 200 user accounts. Update your company database. Update your users, roles and features. To upgrade BI, see Upgrading BI from v2009 on page 181 To upgrade Manufacturing see Upgrading Sage 200 Manufacturing v2009 on page 177 To upgrade Sage 200 CRM (v6.2), see the Sage 200 CRM Upgrade Guide. This can be found on your Sage 200 installation DVD. Uninstall your existing version of Sage Uninstall all components of Sage 200 using the Add/Remove Program functionality within Microsoft Windows. 2. Once the uninstall is complete, re-start the machine to make sure no files are left open. 3. Open Windows Explorer and delete the following folders: c:\inetpub\wwwroot\sage 200Administration 4. Remove the Sage 200 websites from Internet Information Services Manager: a. Choose Start > Run. Enter inetmgr and click OK. b. Right-click each of the following websites and select Remove. Sage 200 Administration Sage 200 Content Sage 200 Help Sage200SData Sage200WebServices 166

173 9 Upgrading Sage 200 On Premise 5. Remove the SSL certificates from within IIS Manager: IIS v7 a. Select your Server Name and Features View. b. In the IIS section, select Server Certificates. c. Select Sage 200 SSL Certificate. Click Remove from the Actions menu. d. Close IIS Manager. Create Windows user accounts and groups For v2013, users access the Sage 200 desktop and Sage 200 System Administration using their Windows User account log on details. A Windows User account is also used to access the Sage 200 Services. Before installing v2013, you must create the required Windows user accounts. You must create: Windows user accounts and groups to access the Sage 200 desktop and System Administration. Prior to installing Sage 200, your network domain administrator must identify two user groups in Windows Active Directory for Sage 200. Members of these groups are able to access the Sage 200 desktop and/or Sage 200 System Administration. These can be existing groups or you can create two new groups for this purpose. Note: You cannot use the Domain Administrators group as the Sage 200 Administrator group, as this sets up the file share permissions incorrectly. When you install the Sage 200 Server, you must identify the following groups: Windows User Group Sage 200 Administrators Sage 200 Users Description Users belonging to this group can access Sage 200 System Administration, Sage 200 desktop and Sage 200 Self Service. Users belonging to this group can access Sage 200 desktop and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration You can add the required windows user accounts to the user groups after Sage 200 has been installed. Access to specific Sage 200 modules and features is controlled in Sage 200 System Administration. 167

174 Sage 200 On Premise For more information on where to set up users using Windows Active Directory, or using Windows user groups, refer to your operating system help, as the process may involve different steps in different operating systems. Note: We recommend that you make sure that your Windows User accounts have unique names, as the system name cannot be changed in System Administration. A Windows user account to access the Sage 200 Services. This windows account: Must have a password that never expires, but does not require any other special permissions. Must be a member of the Sage 200 Users group. When you install the Sage 200 Server, you must specify the name and password for this account. If you are integrating with Sage 200 CRM, this Windows user account must also be specified on the integration. See Create a new Sage 200 CRM integration on page 218. Note: If the password is changed for this user account, you must update the password in these application pools; Sage 200 Services, Sage 200 Secured Service, Sage 200 Self Service. If you do not do this, you will see the following error message when accessing Sage 200. Install Sage 200 v Insert the Sage 200 DVD, the Installation wizard appears. If you do not have Autorun enabled, select the Setup.exe file from the DVD. Note: If you have enabled Microsoft User Account Control, right-click setup.exe and choose Run as Administrator. 2. Click Next to continue. The Sage 200 License Agreement screen appears. 3. Accept the license agreement. Click Next to continue. 168

175 9 Upgrading Sage 200 On Premise 4. Use this to install the Sage 200 Server components. Install Sage 200 Server Select this to install: The file server components such as reports, layouts, workspaces and other files and directories required by Sage 200. Application files and web services. These are essential for the integration between modules. You must have IIS v7 or higher installed. Note: If you want to install the Self Service application on a external facing website see Installing Sage 200 Self Service on an external facing web server on page 51. Click Next to continue. 5. Select the Sage 200 Client components that you want to install. Choose from the following options: Install Sage 200 Client Select this to install the application files and directories necessary to run the Sage 200 client application, and the Sage 200 System Administration tool. Note: You must install the Sage 200 Client on your server machine. Install Sage 200 Form Launcher If you are also installing Sage 200 CRM, select this to install the integration component required to launch Sage 200 forms from within Sage 200 CRM. Further configuration of the Sage 200 Form Launcher is required if you: Have an application already using the HTTP port See Troubleshooting installing Sage 200 CRM on page 226. Are running Sage 200 in a Terminal Server or Citrix environment. See Troubleshooting installing Sage 200 CRM on page 226. Click Next to continue. 169

176 Sage 200 On Premise 6. Select the Sage 200 Additional Components that you want to install. The Sage 200 Additional Components have server and client installations. The part that is installed here depends on the options you have chosen in the previous screens. For example, if you have only chosen Install the Sage 200 Server, only the server component of the additional modules will be installed. Choose from the following modules, all of which are optional: Install Sage 200 Business Intelligence Install Sage 200 Manufacturing Install Sage 200 Wholesale and Retail Select Copy Graphical Planner installer to server if you have purchased Graphical Planner along with Sage 200 Manufacturing. This copies the required Graphical Planner files to a directory (by default c:\sage\installers\graphicalplanner). You can then install Graphical Planner from the Preactor exe file. For more information, see Install Graphical Planner on page 121. You must install Sage 200 Wholesale and Retail on all client machines even if you do not intend to use it on all machines. If Wholesale and Retail is not installed on all client machines, you will see the following error message: The Retail module is not installed on this Sage 200 Client. Since Retail is installed on Sage 200 Server, you need to install the modules on all clients too. Note: You cannot install Sage 200 Manufacturing and Sage 200 Wholesale and Retail on the same solution. Click Next to continue. 7. Specify the location of the Logon Folder and Spool Folder for the Sage 200 File Server. Make sure there are no spaces in the location of the Logon Folder as this will cause the installation to fail. Click Next to continue. 170

177 9 Upgrading Sage 200 On Premise 8. Use this to select the Windows user account that will be used by the Sage 200 Services. Server Login Details Enter the name of the Windows user account that you have created to access the Sage 200 Services. This can be a standard domain user account and does not need any special privileges. Click Next to continue. 9. Enter the Server Identity Password. This is the password for the Windows account entered. Click Next to continue. 171

178 Sage 200 On Premise 10. Select the Windows User Groups that will be used for your Sage 200 Administrators and Sage 200 Users. Administrators Group Users Group Users belonging to this group can access Sage 200 System Administration, Sage 200 and Sage 200 Self Service. Users belonging to this group can access Sage 200 and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration Click Next to continue. 11. Specify the folder where you want to install the Sage 200 client. By default this is C:\Program Files\Sage\Sage 200. Click Next to continue. 12. To install the Sage 200 modules you have selected, click Install. Click Finish when the installation is complete. Update your configuration database 1. Open Sage 200 System Administration. The following message appears: 2. Click Yes to update your configuration database. The Server Properties window appears. 172

179 9 Upgrading Sage 200 On Premise 3. Enter or browse for the correct SQL server. 4. Enter or browse for your configuration database. 5. If required, enter the Logon Name and Password for a SQL user that has access rights to create a database. 6. Click OK. Upgrade your Sage 200 user accounts When you have created the configuration database, the Manage User Lists window appears. This displays all the Windows User accounts that are members of the Sage 200 Users and Sage 200 Administrators groups that were specified during the installation. In v2013, users access Sage 200 and Sage 200 System Administration using their Windows User account. The first time you install Sage 200 v2013, all the Windows User accounts will have a status of New. The screen shows two lists of users. The left hand list show the Windows User accounts. The right hand list shows the Sage 200 user accounts in the current Sage 200 configuration database. To allow the Windows users listed to access Sage 200, you can either link the windows user accounts to an existing Sage 200 user account, or create a new Sage 200 user account. To link your Sage 200 user accounts 1. Check the list of Users on the Manage User Lists screen. 173

180 Sage 200 On Premise 2. a. To link a Windows User account to an existing Sage 200 user account, select the Windows User in the left hand list and then select the required Sage 200 user account from the right hand list. The status will show as Linked. Note: To change the user links, select the user and then select Unlink. b. To create a new Sage 200 user account, do not link the Windows User account. A new Sage 200 user account is created for any Windows User accounts with a status of New. To link your user accounts, click OK. New Sage 200 user accounts are created. Any existing Sage 200 user accounts that are not linked to a Windows User Account are disabled. You can also use this screen, at any time, to update your Sage 200 user list. For example, if you add or delete windows users in future, this screen is displayed when you open Sage 200 System Administration. Use this screen to link users again and ensure that only those users who should do so, can access Sage 200. Note: When you delete a Windows user account, the user will still be able to use Sage 200 until you refresh the user list, by using the Manage User Lists screen. Activate your Sage 200 licence From v2013, you no longer activate your licence using enable strings. You activate it using your account number and serial number. You must register Sage 200 before you can use it. Your licence is activated via the Internet, using the Sage Licensing Service. To access this service, you must have an active internet connection that is not blocked by firewalls. If you are not connected to the internet, you can generate an offline licence request and register via . To register via the Internet 1. Enter your customer Account Number. 2. Enter your product Serial Number. 3. Click OK. 174

181 9 Upgrading Sage 200 On Premise The system automatically contacts Sage for a valid licence. This licence enables you to use Sage 200. Once the licence has been activated, the core components are automatically installed. If you see the following message, you may need to register offline. You can now access Sage 200 System Administration To register offline To register offline, you generate a licence request file which you send to Sage Support via . Sage Support will you a licence entitlement file which you import into System Administration to register Sage When the Licence window appears, click Cancel. The Core Components are installed. 2. Right-click Licence and select Generate Licence Request. 3. Enter your Account Number and Serial Number and click Generate Request. This creates a licence file in XML format which you send to Sage Support. 4. Browse to where you want to save the XML file. 5. Enter a File name and click Save. 6. this XML file to Sage Support. You will receive an from Sage Support with your refreshed licence attached. This has the extension.ent (Entitlement files). Save this file to your PC. 1. Open System Administration > Licence. 2. Right-click and select Import Licence File. 3. Click Import Licence File and browse to where you saved the ENT file. 4. Select the file and click Open. Your license is activated. Note: If you have registered offline, you may experience time outs for processes that access the licence file. 175

182 Sage 200 On Premise To resolve this, add the following entry to the Secured Services web config file. This updates the default waiting time. Open: C:\inetpub\Sage 200 App Services\Sage200SecuredService\web.config. 1. Add the following key: <add key="slsservicetimeout" value="1000"/>. 2. Save the file. Update your company database If you have an existing Sage 200 company database, you must update the company in the System Administration tool. The database must be attached to your SQL server. To upgrade your company databases If you have an existing Sage 200 company database, you must update the company in the System Administration tool. The database must be attached to your SQL server. 1. From the Navigation bar, choose Companies. 2. Right-click and choose Update Company. Update users, roles and features Roles and features New functionality that has been added to Sage 200 will have new features assigned in Sage 200 System Administration. To make sure your users can access the new functionality, you must authorise the features for the relevant roles. 1. Select Roles from the Navigation bar. 2. Right-click a role and select Features. 3. Choose the features to authorise for the role. The features added for this version are not selected. Access Sage 200 Self Service You can now use the Sage 200 Self Service application to access Sage 200 data from a web browser. This includes accessing data using workspaces, authorising purchase orders, and entering and authorising timesheets and expenses (WTE). To access Self Service: You must select Is Web User on the Users> Properties > General tab. Enter the Self Service website URL in your browser. This must contain the port number for the website. By default this is For example: servername>:10444\sage200selfservice. 176

183 9 Upgrading Sage 200 On Premise Upgrading Sage 200 Manufacturing v2009 Follow the instructions in this section to upgrade an existing installation of Sage 200 Manufacturing v2009. Important: If you are using Bill of Materials with Manufacturing Manufacturing is being extensively redeveloped and this process is not yet complete. Consequently, some of the information that you can enter and use in the Bill of Materials module now, cannot be used yet in the Estimating, Planning and Works Orders modules. If you are using, or plan to use all Manufacturing modules, you must follow these guidelines for operations that you add to the BOM record. Note: If the BOM record has been created by converting a one-off works order into a BOM, an operation resource is added to the BOM record automatically. Do not rename this operation. If you do, you will not be able to update information between the BOM and the Works Order. On the operation record Details tab, do not use the Overlap Quantity or enter seconds values for the resource. On the operation record Resources tab, do not enter seconds values for the resource. Ensure that you add only the following resources with the following settings: Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length Setup Two Select no more than two resources for this phase. You can select a labour setup resource (Labour Resource or Labour Resource Group) and a machine setup resource (Machine Resource or Machine Resource Group), but you Select Primary or Secondary for one or the other resource. You must select Fixed Length for the resource. 177

184 Sage 200 On Premise Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length cannot select two labour or two machine setup resources. Note: Adding a Labour Resource or Labour Resource Group updates the Include in Labour Requirements check box on the works order operation when a works order is created from the BOM record. Runtime Three Select one Labour Resource or Labour Resource Group. Select one Machine Resource or Machine Resource Group. Select one Tool Resource or Tool Resource Group. Note: Only select a tool resource or resource group if you have also selected a labour and a machine resource or resource group. Select Primary for your labour or machine Resource Type and Secondary for the other. Note: Do not select either Primary or Secondary for your tool Resource Type selection. Do not select Fixed Length for the resource or resource group. Teardown None 178

185 9 Upgrading Sage 200 On Premise On the operation record Subcontract tab, add only one supplier and no more than five quantity breaks. The supplier must use base currency. Note: The following characters are supported in the Bill of Materials module, but not in other Manufacturing modules: Apostophe (') Quotation (") In your current installation of Sage 200 Manufacturing you must: Make sure that you have no BOMs checked out. Make sure that a Group is assigned to your Labour and Machine resources. This will ensure that you can move your resources within the correct group when using Graphical Planner to manage your production plan. If you upgrade without assigning resources to a Group, the resources will be assigned to a group called Missing. Graphical Planner will allow you to move operations that use any resource in group Missing to any other resource in the same group. Before you begin you must uninstall your current installation of Sage 200. To upgrade Manufacturing: 1. Install Sage 200 using Sage 200 installer on your Sage 200 v2013 DVD. 2. Choose to install the Sage 200 and Sage 200 Manufacturing components from the installation wizard. For further information about installing Sage 200 see: How to deploy Sage 200 across a network on page 17 Installing Sage 200 for the first time on page 39. Upgrade Graphical Planner Sage 200 v2013 uses Graphical Planner version 12.0 SP1. You must enter a new 30 day licence key for your existing version of Graphical Planner, before you upgrade to version 12.0 SP1. 1. Request a licence for version 12.0 SP1 of Graphical Planner. To do this, please complete the licence request form located on Sage.co.uk. See Register as an end user on page Open your existing License Manager and request a licence update. This generates an request which you must send to Preactor. Preactor will send you a response file. 179

186 Sage 200 On Premise 3. When you receive the response file, apply it to your existing installation of Graphical Planner. This applies a 30 day licence. Note: You must upgrade your Graphical Planner to v12.0 SP1 within this 30 day licence period. 4. Uninstall your existing version of Graphical Planner. 5. Install Graphical Planner version 12.0 SP1 and activate your new v12.0 SP1 licence as per the installation and activation instructions. See Install Graphical Planner on page 121. Important! There were substantial differences between Sage Graphical Planner v9.4 and v For this reason, if you are upgrading from v9.4, you must re-create all of your calendar information in Graphical Planner v12.0 SP1 once it is installed. Refer to Preactor's help system for guidance on the differences between the versions. Note: Any changes you have made to the workspace within Graphical Planner (for example, the arrangement of toolbars, the colours assigned to product categories, shift patterns or calendar exceptions) are not included in the upgrade. You will need to recreate these changes in the upgraded version of Graphical Planner. 180

187 9 Upgrading Sage 200 On Premise Upgrading BI from v2009 Follow the instructions in this section to upgrade an existing installation of Sage 200 Business Intelligence. Sage 200 BI v2013 uses your Windows user account details to access the BI Administration tool. To access the BI Administration tool, your windows user account must be: A domain user as long as they are an administrator in Analysis Services (see Microsoft SQL Server security settings), A member of the Sage 200 Administrators group, and Have access to the relevant Sage 200 company in System Administration. In addition, you must specify a windows user account that will run the scheduled task for BI to update the cubes. In previous versions you could use the Local System account, this is not possible for v2013. We recommend that you create a windows user account specifically for this task. The user specified to run the Windows Scheduled Task must: Have a secure password that never expires. We recommend that you keep a note of the password for this account until you have set up the BI Administration tool and the scheduled task is running successfully. Have the following privileges: Be a member of the Sage 200 Administrators group, Have access to the relevant Sage 200 company, Be a local administrator on the Sage 200 server, and Be an administrator in Analysis Services. Note: If this user does not appear in the user list in the BI Admin tool, we recommend that you create a new user in Active Directory. This is due to the Windows user not having a User Principle Name. A User Principle Name is a part of the Active Directory user information. This information is sometimes missing on older user accounts, especially if they have been migrated from an older version of Active Directory and the domain administrator account. Sage 200 BI v2013 has both file server and application server components. If required you can install these components on separate file server and application server machines. For information about how to install Sage 200 across a network, see How to deploy Sage 200 across a network on page

188 Sage 200 On Premise To upgrade BI 1. Back up all Sage 200 databases (including data warehouses and analysis services databases). 2. Uninstall Sage Choose to install the Sage 200 BI components when you install Sage 200 v2013. For information about installing Sage 200, see Installing Sage 200 on page Change the user account used to run the scheduled task to the windows user account that you have created with the required privileges: a. Open the Sage 200 Business Intelligence Administration Tool. b. a. Click Schedule tasks. The Task Scheduler appears. b. From the left-hand pane, select Task Scheduler Library. c. Right-click the UpdateCube task for the required company and select Properties. d. Select the Windows user account that you have created for the scheduled task. e. Make any other required changes to the task and click OK. 182

189 9 Upgrading Sage 200 On Premise 5. Upgrade your Sage 200 databases for all companies that also use BI, using the Sage 200 System Administration tool. Note: You must upgrade your Sage 200 databases to version 2013 before you upgrade your BI data warehouse. 6. Upgrade the data warehouse: a. Open the Sage 200 Business Intelligence Administration Tool. b. Select Upgrade warehouse for each Sage 200 company that uses BI. Project Accounting Reports You can set up Sage 200 Project Accounting to use terminology that is familiar to your business, such as Job rather than Project. Business Intelligence automatically uses these configurable terms when you create or update the Project Accounting cubes. This is to make sure that your reports match the terms that have been set up in Sage 200. However, the standard project reports in BI have been created using the default terminology from Sage 200. Before using the standard project reports in BI, you must amend them to match the terminology you have set up in Sage 200. To change the configurable terms For each project report: 1. Open the report. 2. Select each item that has used a configurable term. 3. Re-select the item using the new term. For example, if you have used Job as the label for your Projects, you must re-select Job for each incidence where Project is currently specified on the report. Aged Debt and Aged Credit Cubes In previous versions, the Aged Debt and Aged Credit cubes only contained information about invoices. In the current version of BI, these cubes have been updated to include all transactions. In previous versions of Sage 200, when you added the Value on your aged debt and aged credit BI reports, you could only choose to use the Outstanding Value or Invoice Value. In current versions, the Invoice Value has been changed to Transaction Value. This is because this now includes the value of credit notes, receipts and payments as well as invoices. If you have existing BI reports that use the Invoice Value, you must amend these reports after you have upgraded to Sage 200 v

190 Sage 200 On Premise 1. Open the BI report. 2. If Invoice Value is used as criteria on the report, re-select Transaction Value. 3. If Invoice Value has been used on the rows or columns, open the Report Layout. 4. Select Value on the Columns or Rows, where applicable. 5. Select Transaction Value. 6. Click Apply. 184

191 9 Upgrading Sage 200 On Premise Upgrading Report Designer Sage 200 v2013 includes a new version of Report Designer. All standard reports, layouts,letters and labels in the new Report Designer have a.report,.layout,.letter or.label file extension. If you have created your own reports, layouts, letters or labels in Report Designer, prior to Sage 200 v2010, these will have a.srt,.sly,.slt or.slb file extension. These files cannot be opened using the new Report Designer. You must convert these files to the new file types before upgrading to v2013. To do this you must upgrade to v2011 first. You can then convert your reports and documents using the File > Import option in the new Report Designer or use the Legacy Report conversion tool. This is included as part of the BP tools and can be downloaded from the support area of the Sage website. 185

192 Sage 200 On Premise Upgrading from Sage 200 v5.1 Follow the instructions in this section to upgrade Sage 200 v5.1 to Sage 200 v2013. For v2013, you use your windows user accounts to access Sage 200 and Sage 200 System Administration. When upgrading from previous version of Sage 200 you must match your existing Sage 200 user accounts in your configuration database with your windows user accounts. If you are upgrading from Sage 200 v5.1, your configuration database cannot be upgraded directly to v2013. Before you install Sage 200 v2013, you must upgrade your configuration database using Sage 200 v2011. This is so your existing Sage 200 users can be matched to your windows user accounts in v2013. To upgrade you must: Uninstall your current version of Sage 200. Install Sage 200 v2011 and migrate your existing configuration data to a new configuration database. Uninstall Sage 200 v2011. Install Sage 200 v2013. Update your new configuration database. Match your windows user accounts to your existing Sage 200 user accounts. Update your users, roles and features. To upgrade BI from 5.1, see Upgrading BI from v5.1 on page 203 To upgrade Manufacturing from v5.1, see Upgrading Sage 200 Manufacturing v5.1 on page 199 Uninstall your existing version of Sage Uninstall all components of Sage 200 using the Add/Remove Program functionality within Microsoft Windows. 2. Once the uninstall is complete, re-start the machine to make sure no files are left open. Migrate administration data A new System Administration tool was introduced in Sage 200 v2009. To upgrade your administration data to Sage 200 v2013, you must migrate administration data to create a new configuration database. 186

193 9 Upgrading Sage 200 On Premise To do this you must upgrade to Sage 200 v2011 first and use the migration utility provided to migrate your administration data. You can choose to migrate some or all of your existing administration data from the old System Administrator program to the new Sage 200 System Administration tool. You must choose to migrate your users. Once you have migrated your administration data, you can uninstall Sage 200 v2011. To install Sage 200 v2011 and create your configuration database 1. Install Sage 200 v Open Start > Programs >Sage Tools > Sage 200 > System Administration. The following message appears: 3. Click Yes. The Server properties window appears. 4. Enter or browse for the correct SQL server settings. 5. Enter a name for the configuration databse 6. Click Create to create new configuration database: 7. If required, enter the Logon Name and Password for a SQL user that has access rights to create a database. 8. Click OK. Migrate existing administration data You can migrate the following: Company set up information This migrates your company name, parent company, attachments directory, spool directory server and database name for each Sage 200 company. Groups This migrates your groups. These become Roles in the new System Administration tool. 187

194 Sage 200 On Premise Users This migrates the names, passwords and details of the users you choose to migrate. If you choose to migrate user group membership, these users are assigned to Roles in the new System Administration tool. Customisations You can migrate customisations for individual groups or all groups. Menus You can choose which menus to migrate. These menus are assigned Features in the new System Administration tool. You decide which Roles can use these menus. You use the Menu Design Mode in Sage 200 to change the menus and create new ones. To migrate administration data 1. Once you have created your configuration database, the following message appears: 2. To migrate your existing System Administrator data, click Yes. The System Administration Migration Utility wizard appears. 3. Follow the steps in the System Administration Migration Utility wizard. Note: On the Site Configuration screen, enter the SAA Web Service Address in the following format: of Sage 200 Application Server machine>:10443/sage200administration/sage200adminservice.asmx 4. Once you have migrated your data, check that has migrated correctly in System Administration. 5. Uninstall Sage 200 v2011. Create Windows user accounts and groups For v2013, users access the Sage 200 desktop and Sage 200 System Administration using their Windows User account log on details. A Windows User account is also used to access the Sage 200 Services. 188

195 9 Upgrading Sage 200 On Premise Before installing v2013, you must create the required Windows user accounts. You must create: Windows user accounts and groups to access the Sage 200 desktop and System Administration. Prior to installing Sage 200, your network domain administrator must identify two user groups in Windows Active Directory for Sage 200. Members of these groups are able to access the Sage 200 desktop and/or Sage 200 System Administration. These can be existing groups or you can create two new groups for this purpose. Note: You cannot use the Domain Administrators group as the Sage 200 Administrator group, as this sets up the file share permissions incorrectly. When you install the Sage 200 Server, you must identify the following groups: Windows User Group Sage 200 Administrators Sage 200 Users Description Users belonging to this group can access Sage 200 System Administration, Sage 200 desktop and Sage 200 Self Service. Users belonging to this group can access Sage 200 desktop and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration You can add the required windows user accounts to the user groups after Sage 200 has been installed. Access to specific Sage 200 modules and features is controlled in Sage 200 System Administration. For more information on where to set up users using Windows Active Directory, or using Windows user groups, refer to your operating system help, as the process may involve different steps in different operating systems. Note: We recommend that you make sure that your Windows User accounts have unique names, as the system name cannot be changed in System Administration. 189

196 Sage 200 On Premise A Windows user account to access the Sage 200 Services. This windows account: Must have a password that never expires, but does not require any other special permissions. Must be a member of the Sage 200 Users group. When you install the Sage 200 Server, you must specify the name and password for this account. If you are integrating with Sage 200 CRM, this Windows user account must also be specified on the integration. See Create a new Sage 200 CRM integration on page 218. Note: If the password is changed for this user account, you must update the password in these application pools; Sage 200 Services, Sage 200 Secured Service, Sage 200 Self Service. If you do not do this, you will see the following error message when accessing Sage 200. Install Sage 200 v Insert the Sage 200 DVD, the Installation wizard appears. If you do not have Autorun enabled, select the Setup.exe file from the DVD. Note: If you have enabled Microsoft User Account Control, right-click setup.exe and choose Run as Administrator. 2. Click Next to continue. The Sage 200 License Agreement screen appears. 3. Accept the license agreement. Click Next to continue. 190

197 9 Upgrading Sage 200 On Premise 4. Use this to install the Sage 200 Server components. Install Sage 200 Server Select this to install: The file server components such as reports, layouts, workspaces and other files and directories required by Sage 200. Application files and web services. These are essential for the integration between modules. You must have IIS v7 or higher installed. Note: If you want to install the Self Service application on a external facing website see Installing Sage 200 Self Service on an external facing web server on page 51. Click Next to continue. 5. Select the Sage 200 Client components that you want to install. Choose from the following options: Install Sage 200 Client Select this to install the application files and directories necessary to run the Sage 200 client application, and the Sage 200 System Administration tool. Note: You must install the Sage 200 Client on your server machine. Install Sage 200 Form Launcher If you are also installing Sage 200 CRM, select this to install the integration component required to launch Sage 200 forms from within Sage 200 CRM. Further configuration of the Sage 200 Form Launcher is required if you: Have an application already using the HTTP port See Troubleshooting installing Sage 200 CRM on page 226. Are running Sage 200 in a Terminal Server or Citrix environment. See Troubleshooting installing Sage 200 CRM on page 226. Click Next to continue. 191

198 Sage 200 On Premise 6. Select the Sage 200 Additional Components that you want to install. The Sage 200 Additional Components have server and client installations. The part that is installed here depends on the options you have chosen in the previous screens. For example, if you have only chosen Install the Sage 200 Server, only the server component of the additional modules will be installed. Choose from the following modules, all of which are optional: Install Sage 200 Business Intelligence Install Sage 200 Manufacturing Install Sage 200 Wholesale and Retail Select Copy Graphical Planner installer to server if you have purchased Graphical Planner along with Sage 200 Manufacturing. This copies the required Graphical Planner files to a directory (by default c:\sage\installers\graphicalplanner). You can then install Graphical Planner from the Preactor exe file. For more information, see Install Graphical Planner on page 121. You must install Sage 200 Wholesale and Retail on all client machines even if you do not intend to use it on all machines. If Wholesale and Retail is not installed on all client machines, you will see the following error message: The Retail module is not installed on this Sage 200 Client. Since Retail is installed on Sage 200 Server, you need to install the modules on all clients too. Note: You cannot install Sage 200 Manufacturing and Sage 200 Wholesale and Retail on the same solution. Click Next to continue. 7. Specify the location of the Logon Folder and Spool Folder for the Sage 200 File Server. Make sure there are no spaces in the location of the Logon Folder as this will cause the installation to fail. Click Next to continue. 192

199 9 Upgrading Sage 200 On Premise 8. Use this to select the Windows user account that will be used by the Sage 200 Services. Server Login Details Enter the name of the Windows user account that you have created to access the Sage 200 Services. This can be a standard domain user account and does not need any special privileges. Click Next to continue. 9. Enter the Server Identity Password. This is the password for the Windows account entered. Click Next to continue. 193

200 Sage 200 On Premise 10. Select the Windows User Groups that will be used for your Sage 200 Administrators and Sage 200 Users. Administrators Group Users Group Users belonging to this group can access Sage 200 System Administration, Sage 200 and Sage 200 Self Service. Users belonging to this group can access Sage 200 and Sage 200 Self Service. Note: Access to Sage 200 is granted by a Sage 200 Administrator user in Sage 200 System Administration Click Next to continue. 11. Specify the folder where you want to install the Sage 200 client. By default this is C:\Program Files\Sage\Sage 200. Click Next to continue. 12. To install the Sage 200 modules you have selected, click Install. Click Finish when the installation is complete. Update your configuration database 1. Open Sage 200 System Administration. The following message appears: 2. Click Yes to update your configuration database. The Server Properties window appears. 194

201 9 Upgrading Sage 200 On Premise 3. Enter or browse for the correct SQL server. 4. Enter or browse for your configuration database. 5. If required, enter the Logon Name and Password for a SQL user that has access rights to create a database. 6. Click OK. Upgrade your Sage 200 user accounts When you have created the configuration database, the Manage User Lists window appears. This displays all the Windows User accounts that are members of the Sage 200 Users and Sage 200 Administrators groups that were specified during the installation. In v2013, users access Sage 200 and Sage 200 System Administration using their Windows User account. The first time you install Sage 200 v2013, all the Windows User accounts will have a status of New. The screen shows two lists of users. The left hand list show the Windows User accounts. The right hand list shows the Sage 200 user accounts in the current Sage 200 configuration database. To allow the Windows users listed to access Sage 200, you can either link the windows user accounts to an existing Sage 200 user account, or create a new Sage 200 user account. To link your Sage 200 user accounts 1. Check the list of Users on the Manage User Lists screen. 195

202 Sage 200 On Premise 2. a. To link a Windows User account to an existing Sage 200 user account, select the Windows User in the left hand list and then select the required Sage 200 user account from the right hand list. The status will show as Linked. Note: To change the user links, select the user and then select Unlink. b. To create a new Sage 200 user account, do not link the Windows User account. A new Sage 200 user account is created for any Windows User accounts with a status of New. To link your user accounts, click OK. New Sage 200 user accounts are created. Any existing Sage 200 user accounts that are not linked to a Windows User Account are disabled. You can also use this screen, at any time, to update your Sage 200 user list. For example, if you add or delete windows users in future, this screen is displayed when you open Sage 200 System Administration. Use this screen to link users again and ensure that only those users who should do so, can access Sage 200. Note: When you delete a Windows user account, the user will still be able to use Sage 200 until you refresh the user list, by using the Manage User Lists screen. Activate your Sage 200 licence From v2013, you no longer activate your licence using enable strings. You activate it using your account number and serial number. You must register Sage 200 before you can use it. Your licence is activated via the Internet, using the Sage Licensing Service. To access this service, you must have an active internet connection that is not blocked by firewalls. If you are not connected to the internet, you can generate an offline licence request and register via . To register via the Internet 1. Enter your customer Account Number. 2. Enter your product Serial Number. 3. Click OK. 196

203 9 Upgrading Sage 200 On Premise The system automatically contacts Sage for a valid licence. This licence enables you to use Sage 200. Once the licence has been activated, the core components are automatically installed. If you see the following message, you may need to register offline. You can now access Sage 200 System Administration To register offline To register offline, you generate a licence request file which you send to Sage Support via . Sage Support will you a licence entitlement file which you import into System Administration to register Sage When the Licence window appears, click Cancel. The Core Components are installed. 2. Right-click Licence and select Generate Licence Request. 3. Enter your Account Number and Serial Number and click Generate Request. This creates a licence file in XML format which you send to Sage Support. 4. Browse to where you want to save the XML file. 5. Enter a File name and click Save. 6. this XML file to Sage Support. You will receive an from Sage Support with your refreshed licence attached. This has the extension.ent (Entitlement files). Save this file to your PC. 1. Open System Administration > Licence. 2. Right-click and select Import Licence File. 3. Click Import Licence File and browse to where you saved the ENT file. 4. Select the file and click Open. Your license is activated. Note: If you have registered offline, you may experience time outs for processes that access the licence file. 197

204 Sage 200 On Premise To resolve this, add the following entry to the Secured Services web config file. This updates the default waiting time. Open: C:\inetpub\Sage 200 App Services\Sage200SecuredService\web.config. 1. Add the following key: <add key="slsservicetimeout" value="1000"/>. 2. Save the file. Update your company database If you have an existing Sage 200 company database, you must update the company in the System Administration tool. The database must be attached to your SQL server. To upgrade your company databases If you have an existing Sage 200 company database, you must update the company in the System Administration tool. The database must be attached to your SQL server. 1. From the Navigation bar, choose Companies. 2. Right-click and choose Update Company. Update users, roles and features Roles and features New functionality that has been added to Sage 200 will have new features assigned in Sage 200 System Administration. To make sure your users can access the new functionality, you must authorise the features for the relevant roles. 1. Select Roles from the Navigation bar. 2. Right-click a role and select Features. 3. Choose the features to authorise for the role. The features added for this version are not selected. Access Sage 200 Self Service You can now use the Sage 200 Self Service application to access Sage 200 data from a web browser. This includes accessing data using workspaces, authorising purchase orders, and entering and authorising timesheets and expenses (WTE). To access Self Service: You must select Is Web User on the Users> Properties > General tab. Enter the Self Service website URL in your browser. This must contain the port number for the website. By default this is For example: servername>:10444\sage200selfservice. 198

205 9 Upgrading Sage 200 On Premise Upgrading Sage 200 Manufacturing v5.1 Follow the instructions in this section to upgrade an existing installation of Sage 200 Manufacturingv5.1. If you are using Sage 200 Bill of Materials, you must use the Sage 200 Data Migration tool to upgrade to Sage 200 v2013. Important: If you are using Bill of Materials with Manufacturing Manufacturing is being extensively redeveloped and this process is not yet complete. Consequently, some of the information that you can enter and use in the Bill of Materials module now, cannot be used yet in the Estimating, Planning and Works Orders modules. If you are using, or plan to use all Manufacturing modules, you must follow these guidelines for operations that you add to the BOM record. Note: If the BOM record has been created by converting a one-off works order into a BOM, an operation resource is added to the BOM record automatically. Do not rename this operation. If you do, you will not be able to update information between the BOM and the Works Order. On the operation record Details tab, do not use the Overlap Quantity or enter seconds values for the resource. On the operation record Resources tab, do not enter seconds values for the resource. Ensure that you add only the following resources with the following settings: Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length Setup Two Select no more than two resources for this phase. You can select a labour setup resource (Labour Resource or Labour Resource Group) and a machine setup resource (Machine Select Primary or Secondary for one or the other resource. You must select Fixed Length for the resource. 199

206 Sage 200 On Premise Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length Resource or Machine Resource Group), but you cannot select two labour or two machine setup resources. Note: Adding a Labour Resource or Labour Resource Group updates the Include in Labour Requirements check box on the works order operation when a works order is created from the BOM record. Runtime Three Select one Labour Resource or Labour Resource Group. Select one Machine Resource or Machine Resource Group. Select one Tool Resource or Tool Resource Group. Note: Only select a tool resource or resource group if you have also selected a labour and a machine Select Primary for your labour or machine Resource Type and Secondary for the other. Note: Do not select either Primary or Secondary for your tool Resource Type selection. Do not select Fixed Length for the resource or resource group. 200

207 9 Upgrading Sage 200 On Premise Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length resource or resource group. Teardown None On the operation record Subcontract tab, add only one supplier and no more than five quantity breaks. The supplier must use base currency. Note: The following characters are supported in the Bill of Materials module, but not in other Manufacturing modules: Apostophe (') Quotation (") In your current installation of Sage 200 Manufacturing you must: Make sure that you have no BOMs checked out. Make sure that a Group is assigned to your Labour and Machine resources. This will ensure that you can move your resources within the correct group when using Graphical Planner to manage your production plan. If you upgrade without assigning resources to a Group, the resources will be assigned to a group called Missing. Graphical Planner will allow you to move operations that use any resource in group Missing to any other resource in the same group. Before you begin you must uninstall your current installation of Sage 200. To upgrade Manufacturing: 1. Install Sage 200 using Sage 200 installer on your Sage 200 v2013 DVD. 2. Choose to install the Sage 200 and Sage 200 Manufacturing components from the installation wizard. For further information about installing Sage 200 see: How to deploy Sage 200 across a network on page 17 Installing Sage 200 for the first time on page 39. Upgrade Graphical Planner Sage 200 v2013 uses Graphical Planner version 12.0 SP1. 201

208 Sage 200 On Premise You must enter a new 30 day licence key for your existing version of Graphical Planner, before you upgrade to version 12.0 SP1. 1. Request a licence for version 12.0 SP1 of Graphical Planner. To do this, please complete the licence request form located on Sage.co.uk. See Register as an end user on page Open your existing License Manager and request a licence update. This generates an request which you must send to Preactor. Preactor will send you a response file. 3. When you receive the response file, apply it to your existing installation of Graphical Planner. This applies a 30 day licence. Note: You must upgrade your Graphical Planner to v12.0 SP1 within this 30 day licence period. 4. Uninstall your existing version of Graphical Planner. 5. Install Graphical Planner version 12.0 SP1 and activate your new v12.0 SP1 licence as per the installation and activation instructions. See Install Graphical Planner on page 121. Important! There were substantial differences between Sage Graphical Planner v9.4 and v For this reason, if you are upgrading from v9.4, you must re-create all of your calendar information in Graphical Planner v12.0 SP1 once it is installed. Refer to Preactor's help system for guidance on the differences between the versions. Note: Any changes you have made to the workspace within Graphical Planner (for example, the arrangement of toolbars, the colours assigned to product categories, shift patterns or calendar exceptions) are not included in the upgrade. You will need to recreate these changes in the upgraded version of Graphical Planner. 202

209 9 Upgrading Sage 200 On Premise Upgrading BI from v5.1 Follow the instructions in this section to upgrade an existing installation of Sage 200 Business Intelligence. Sage 200 BI v2013 uses your Windows user account details to access the BI Administration tool. To access the BI Administration tool, your windows user account must be: A domain user as long as they are an administrator in Analysis Services (see Microsoft SQL Server security settings), A member of the Sage 200 Administrators group, and Have access to the relevant Sage 200 company in System Administration. In addition, you must specify a windows user account that will run the scheduled task for BI to update the cubes. In previous versions you could use the Local System account, this is not possible for v2013. We recommend that you create a windows user account specifically for this task. The user specified to run the Windows Scheduled Task must: Have a secure password that never expires. We recommend that you keep a note of the password for this account until you have set up the BI Administration tool and the scheduled task is running successfully. Have the following privileges: Be a member of the Sage 200 Administrators group, Have access to the relevant Sage 200 company, Be a local administrator on the Sage 200 server, and Be an administrator in Analysis Services. Note: If this user does not appear in the user list in the BI Admin tool, we recommend that you create a new user in Active Directory. This is due to the Windows user not having a User Principle Name. A User Principle Name is a part of the Active Directory user information. This information is sometimes missing on older user accounts, especially if they have been migrated from an older version of Active Directory and the domain administrator account. Sage 200 BI v2013 has both file server and application server components. If required you can install these components on separate file server and application server machines. For information about how to install Sage 200 across a network, see How to deploy Sage 200 across a network on page

210 Sage 200 On Premise Important If your Sage 200 Application Server machine (formerly known as the web server), is not the same as your SQL server machine, you must manually create a new scheduled task for each Sage 200 company that uses BI on the Sage 200 Application server and delete the existing scheduled task from the SQL server machine. In earlier versions of Sage 200 BI, the scheduled task was installed on the SQL server machine. See Manually creating a scheduled task to update the cubes on page 99. To upgrade BI 1. Backup all Sage 200 databases (including data warehouses and analysis services databases). 2. Make a copy of the settings.xml file found in the following folder: \\[Sage200ServerMachine]\Sage\Databases. 3. Uninstall the following BI components Sage 200 BI Server v5.1 from the Sage 200 Server. Sage 200 BI Excel Client v5.1 from all PCs where it is installed. Sage 200 BI Client v5.1 from all PCs where it is installed. 4. Install Sage 200 BI v2013. Use Sage 200 v2013 installer to install the Sage 200 BI components on the following: Sage 200 File Server Sage 200 BI Application Server (if different from the File Server). Sage 200 Client (where required). For information about installing Sage 200, see Installing Sage 200 on page Put the settings.xml file, copied earlier, back into the following folder: \\[Sage200ServerMachine]\Sage\Databases. 6. If you have created custom reports or connections, you must make sure that they are copied from C:\Program Files\Sage\Sage 200 IALibrary\to the Sage 200 BI folder for each user's roaming profile. 7. If required, create new scheduled tasks on your Sage 200 Application Server. You must create a scheduled task for each Sage 200 company that uses BI. Delete the existing scheduled task. Aged Debt and Aged Credit Cubes In previous versions, the Aged Debt and Aged Credit cubes only contained information about invoices. 204

211 9 Upgrading Sage 200 On Premise In the current version of BI, these cubes have been updated to include all transactions. In previous versions of Sage 200, when you added the Value on your aged debt and aged credit BI reports, you could only choose to use the Outstanding Value or Invoice Value. In current versions, the Invoice Value has been changed to Transaction Value. This is because this now includes the value of credit notes, receipts and payments as well as invoices. If you have existing BI reports that use the Invoice Value, you must amend these reports after you have upgraded to Sage 200 v Open the BI report. 2. If Invoice Value is used as criteria on the report, re-select Transaction Value. 3. If Invoice Value has been used on the rows or columns, open the Report Layout. 4. Select Value on the Columns or Rows, where applicable. 5. Select Transaction Value. 6. Click Apply. Project Accounting Reports You can set up Sage 200 Project Accounting to use terminology that is familiar to your business, such as Job rather than Project. Business Intelligence automatically uses these configurable terms when you create or update the Project Accounting cubes. This is to make sure that your reports match the terms that have been set up in Sage 200. However, the standard project reports in BI have been created using the default terminology from Sage 200. Before using the standard project reports in BI, you must amend them to match the terminology you have set up in Sage 200. To change the configurable terms For each project report: 1. Open the report. 2. Select each item that has used a configurable term. 3. Re-select the item using the new term. For example, if you have used Job as the label for your Projects, you must re-select Job for each incidence where Project is currently specified on the report. 205

212 Sage 200 On Premise Upgrading Report Designer Sage 200 v2013 includes a new version of Report Designer. All standard reports, layouts,letters and labels in the new Report Designer have a.report,.layout,.letter or.label file extension. If you have created your own reports, layouts, letters or labels in Report Designer, prior to Sage 200 v2010, these will have a.srt,.sly,.slt or.slb file extension. These files cannot be opened using the new Report Designer. You must convert these files to the new file types before upgrading to v2013. To do this you must upgrade to v2011 first. You can then convert your reports and documents using the File > Import option in the new Report Designer or use the Legacy Report conversion tool. This is included as part of the BP tools and can be downloaded from the support area of the Sage website. 206

213 10 Install and set up Sage 200 CRM Use the instructions in this chapter to install Sage 200 CRM and configure the integration between Sage 200 and Sage 200 CRM. If you have an existing installation of Sage 200 CRM, you must follow the instructions for Upgrading Sage 200 CRM on page 235. If you are installing Sage 200 CRM on a 64-bit system you must complete additional configuration tasks: For Windows Server 2008R2 64-bit, see Installing Sage 200 CRM on Windows Server 2008 R2 64-bit on page 30. For SBS 2008, see Install Sage 200 CRM on Small Business Server 2008 on page 31. Note: Sage 200 CRM is not supported when it is installed more than once on the same server. This chapter covers: Installing Sage 200 CRM. Configuring the CRM Web site in IIS. Setting up users for the Sage 200 CRM in the Sage 200 System Administration tool. Setting up Sage 200 CRM in the Sage 200 desktop. Setting up the integration between Sage 200 CRM and Sage 200. Setting up Sage 200 CRM. This chapter also contains a troubleshooting section which covers some issues you may need to be aware of when installing and integrating Sage 200 CRM. 207

214 Sage 200 On Premise Prerequisites To install Sage 200 CRM and integrate with Sage 200 you must have the following installed: Microsoft SQL Server 2008, 2008 R2 or Microsoft Internet Information Services (IIS) version 7.0 or above, with the required settings. See Required settings for Microsoft Internet Information Services (IIS) on page 13. A valid licence key. The licence key takes into account your company name. Care must be taken during the installation to enter this information correctly. Note: If you want to use orders in Sage 200 CRM, you must a have a licence for Sage 200 Financials and Commercials. Please see the System requirements and prerequisites on page 3 for information about the minimum specifications required for your system. 208

215 10 Install and set up Sage 200 CRM Setting up your SQL Server for Sage 200 CRM Before you can install Sage 200 CRM, you must check your SQL server settings. To change SQL Server settings 1. Select Start > Programs > SQL Server 2008/2008 R2 / 2012 > Configuration Tools > SQL Server Configuration Manager. 2. Select SQL Server Network Configuration > Protocols for SQL 2008/ Make sure TCP/IP and Named Pipes are enabled. 209

216 Sage 200 On Premise Install Sage 200 CRM To install Sage 200 CRM to integrate with Sage 200 v2013, you must: 1. Install Sage 200 CRM v7.1sp2. 2. Install Sage 200 CRM v7.1i Hotfix Install the Sage 200 CRM Update file. 4. Configure the CRM web site to use the Application Pool Identity in IIS. Install Sage 200 CRM 7.1SP2 1. Open the Sage 200 CRM folder from the Sage 200 DVD. Run the setup.exe file. Click Next to continue. 2. Accept the Software License Agreement. Click Next to continue. The User Details screen appears. 3. Enter your Name, Company name and License key. The company name and license key must be entered in exactly the same way as provided to you by Sage. Click Next to continue. The Database Selection screen appears. 4. Choose Existing Microsoft SQL Server. Click Next to continue. The Installation Name screen appears. 5. Enter the installation name. We recommend that you use the default installation name, CRM. If you enter an alternative name, please make sure there are no spaces in the name. Click Next to continue. The Choose Destination Location screen appears. 210

217 10 Install and set up Sage 200 CRM 6. Enter the location for the CRM program files. The default location is C:\Program Files\Sage\CRM. IIS looks in this location for the CRM home page. Click Next to continue. The Database Server Login screen appears. 7. Check that your Database Server name is correct. 8. Enter the TC/IP Port Number. If your SQL instance is the default instance, the port number will be entered by default. This is usually If you are using a named SQL instance, you must enter the correct port number. To find the TC/IP port number, see the following Microsoft Knowledgebase article: 9. Check your SQL Server user Login ID is correct. Enter the Password for this SQL server user ID. Click Next to continue. The Select Setup Type screen appears. 10. Select No demo data. Click Next to continue. 11. Do not select Sample Self Service support site. Click Next to continue. The Default Currency screen appears. 211

218 Sage 200 On Premise 12. Select a Default currency from the list. If your default currency is not displayed on the list, click New. Enter the Currency name. Enter the internationally recognized Currency symbol code. Click OK. The new currency is displayed in the list. The default currency is displayed in a read-only format against all currency type fields in Sage 200 CRM. If your implementation deals with multiple currencies, this forms the Base Currency against which all other currencies are calculated. 13. Click Next to continue. The CTI settings screen may appear. Click Next to continue. The HTTP Protocol screen appears. 14. If you are using HTTPS or you use a Proxy Server for Internet access, select one of the following: Use Https Use proxy Once selected, enter your Proxy Address, Port number and authentication details, if required. 15. Check the current install settings. Click Next to continue. 16. The CRM installation begins. When the installation is complete, select Finish to complete the installation process. Note: Please be aware that on occasions you may see a blank screen while the installation is running. Install Sage 200 CRM 7.1i 1. Run the CRM71i-hotfix4.exe file. Click Next to continue. 2. Enter your SQL Server user Login ID and Password. 3. Check that the installation details for CRM are correct and click Next to start the installation. Install the Sage 200 CRM Update file 1. Run the Sage200CRM71For Sage200_2013.exe file. Click Next to continue. 2. Select the CRM instance to update. Click Next to continue. 3. Check that the installation details for CRM are correct and click Install to start the installation. 212

219 10 Install and set up Sage 200 CRM Configure the CRM web site in IIS Before you set up the integration in Sage 200 CRM, you must configure the CRM web site in IIS to use the Application pool identity. This is to make sure that the Real Time Data Views and the Pricing Service can access Sage 200 Accounts. To set the CRM web site to use the application pool identity 1. Open Internet Information Services (IIS) Manager. 2. On the Connections pane, select Sites > Default Web Site. 3. Select the web site for your installation of CRM. This is the Installation name that you entered in step 5 of the Sage 200 CRM installation process. 4. From the Features View, double click Authentication. This opens the Authentication settings. 5. Right-click Anonymous Authentication and select Edit. 6. Select Application pool identity and click OK. 7. Close IIS Manager. 8. Reset IIS. 213

220 Sage 200 On Premise Set up Sage 200 Accounts and Sage 200 CRM Important This section should only be used if you are setting up an integration between Sage 200 Accounts and Sage 200 CRM for the first time. If you are upgrading from a previously integrated system, see Upgrading Sage 200 CRM on page 235. Before you can start using Sage 200 CRM with Sage 200 Accounts you must complete the following tasks in the Sage 200 System Administration tool, the Sage 200 desktop and Sage 200 CRM: Sage 200 System Administration Make sure that the user account that you are using to access the Sage 200 Services has access to the Sage 200 company that you are integrating with. If you want to launch Sage 200 Accounts forms from CRM, make sure you set up your CRM users in Sage 200 Accounts. Sage 200 Desktop: Enter your CRM integration settings. Set up a customer account for your CRM prospects. If required, choose to use segmented addresses. If required, choose to automatically generate sales order and return numbers. Sage 200 CRM: Create and enable a new integration. Start the CRM Integration Service. Synchronise the data. Set up user accounts Set up a Windows user account for the CRM integration The Sage 200 CRM Integration Service accesses the Sage 200 Services using the same Windows user account that you have set up to access the Sage 200 Services. This is the Windows user account that is specified as part of the installation of Sage 200. This Windows user account must: 214

221 10 Install and set up Sage 200 CRM Have a password that never expires Be a member of the Sage 200 Users Group. This is specified as part of the Sage 200 installation process. See Create Windows user accounts and groups on page 41. Be linked to a Sage 200 user account, that has access to the Sage 200 database you want to integrate with. Set up user accounts for your CRM users in Sage 200 System Administration We recommend that you set up a role in Sage 200 System Administration specifically for your CRM users who will launch Accounts forms from CRM. These users must have access to the Sage 200 company database and the Sage 200 Accounts forms. If these users do not need to access the Sage 200 desktop, create a Remote Users Access only role. This allows CRM users to launch Accounts forms without using an Accounts license. To set up your users: 1. Make sure that the Windows user accounts for your CRM users are members of the Sage 200 Users group. 2. In System Administration, make sure these users have access the Sage 200 company you want to integrate with. a. Open System Administration > Companies > Properties. b. Assign your CRM users on the Users tab. 3. Create a role for your CRM users and authorise the features for the relevant Sage 200 forms. a. Open System Administration > Companies > Roles. b. Create a role and assign your CRM users. c. If your CRM users will not access the Sage 200 desktop, select Remote User Access only. Once selected, these users cannot access the Sage 200 desktop. d. Right-click the role and authorise the relevant features. Set up Sage 200 CRM in Sage 200 Accounts In Sage 200 you set up the following: Enter the CRM integration and webservice settings. If required, set up a customer account in Sage 200 for prospect quotations. If required, choose to automatically generate order numbers in the SOP 215

222 Sage 200 On Premise settings. If required, choose to use segmented addresses in the system settings. Set up an account for prospect quotations in Sage 200 Accounts If you want to use prospect accounts within CRM, you also need to create a customer account in Sage 200 for your prospects. You can create a new customer account, or alternatively you can use an existing customer account. If you create a new account, you can see the prospect accounts that have been raised on your Sage 200 CRM system and sent to Sage 200. Once you have created a customer account for your prospects, you must set this as the default account in the Sales Order Processing module in Sage 200. To create a prospect account in the Sales Ledger: Open: Sage 200 > Sales Ledger > Customer Accounts > Enter New Account. For more information, see the Sage 200 Help. Set the CRM Integration Settings in Sage 200 You must now enter the integration settings. These settings allow you to: Make the profitability information available to all users when entering web orders. Choose the amount of data that you wish to synchronise with Sage 200. This determines the length of time taken to complete the initial synchronisation. We recommend that for the initial synchronisation you do not choose to synchronise all Sage 200 data. Once the initial synchronisation is successful, you can change the Integration Level to include further data if required. Once further data is included, the next synchronisation will take longer. You can choose to synchronise the following data: Customers and suppliers only Customers, suppliers and products. Customers, suppliers, products, quotes and sales orders. You can also choose the number of sales orders and quotes to synchronise. This is done by date. You specify a Date From date. All quotes and orders with a Document Date on or after this date are synchronised with Sage 200 CRM. 216

223 10 Install and set up Sage 200 CRM Prevent users deleting a contact from a customer or supplier account in Sage 200 when the corresponding CRM person record has outstanding communications, opportunities or cases. When you delete a contact from a customer or supplier account in Sage 200 and the data is synchronised, the corresponding person record is also deleted in Sage 200 CRM, including the links to the outstanding cases and opportunities. Open Accounting System Manager > Settings > CRM Integration Settings. For more information, see the Sage 200 Help. Choose to use auto numbers in the SOP settings If you want to use Sage 200 CRM web orders to enter sales order and quotes via Sage 200 CRM, you must choose to automatically generate numbers for your sales orders and returns in Sage 200. This is to make sure a Sage 200 order number is assigned to all quotes and sales orders created in CRM. Sage 200 CRM and Sage 200 use different numbering systems. If sales order numbers are not automatically generated in Sage 200, any orders created using web orders in CRM will not appear in Sage 200. This is because they do not have a sales order number assigned to them. Open: Sage 200 > Sales Order Processing > System Set Up > SOP Settings Document Numbering For more information, see the Sage 200 Help. Choose to use segmented addresses in the system settings We recommend that you use segmented addresses in Sage 200. This is to make sure your customer and supplier addresses synchronise to the corresponding address fields in Sage 200 CRM. Once selected, this creates separate address lines for City and County when entering customer and supplier addresses. This allows the synchronisation to match the City and County address lines in Sage 200 with the corresponding City and County address lines in Sage 200 CRM. If you do not choose to use segmented addresses in Sage 200, the city and county address information is entered on the third and fourth address lines in Sage 200. When the data is synchronised, the city and county information will be on Address lines 3 and Address Line 4 in Sage 200 CRM. This makes it harder to search your addresses in the Sage 200 CRM database. Open: Sage 200 > Accounting System Manager > Settings > System Settings. For more information, see the Sage 200 Help. 217

224 Sage 200 On Premise Set up the integration in Sage 200 CRM To set up the Sage 200 CRM integration you must: Create a new Sage 200 CRM integration. Set up and enable the new integration. Check the integration is working and synchronise the data Create a new Sage 200 CRM integration 1. Log on to Sage 200 CRM. The default User Name is Admin. There is no password. 2. From the Administration page, select Integration, and then select Integration List. 3. Click New. The New Integration screen appears. This is where you set up the integration details. 218

225 10 Install and set up Sage 200 CRM 4. Enter the following information: ERP Integration Name. Enter a description of the Sage 200 Accounts data that is being integrated. ERP URL. Enter the address of the Sage 200 Services. This is your server name plus the port number for the Sage 200 Services and the name of the service. (Sage 200Services/Sage200SyncService.svc). By default, the port number is The URL should be as follows: server name>:10443/sage200services/sage200crmsyncservice.svc Note: Once the URL has been saved, you cannot change it in the user interface. ERP User Name Enter the domain and name of the Windows user account that you set up for the Sage 200 Services, e.g. mydomain\myusername. This must be the same Windows user account that you specified for the Sage 200 Services when installing Sage 200 Accounts. ERP Password Enter the password for this Windows user account. CRM Username. Enter the CRM username that is being used for the integration. We recommend that you set this to the System Administrator. CRM Password. This is the password for the CRM Username that you have selected. 219

226 Sage 200 On Premise Company Name. Enter the name of the company data set up in Sage 200 System Administration. For example: 5. Click Save to accept the details. The integration setup will begin. This may take a few minutes to complete. Note: The installation progress is not displayed on screen. The installation is taking place. Do not close the Integration Configuration page until the installation is complete and the page updates. 6. When complete, click Continue to save the information. 220

227 10 Install and set up Sage 200 CRM Enter your integration settings 1. Click Change. 2. Enter the following information: Integration Timeout (seconds). This is the length of time that CRM will wait for a response from the Sage 200 Service to return a response. The recommended setting is 300 seconds (5 minutes). Sync Interval. This is the time taken between synchronisations. For the first synchronisation, we recommend that this is set to 60 minutes. This is provide time to investigate any issues before the synchronisation starts again. This can be changed once the initial synchronisation has completed successfully. Max Errors Allowed. This is the maximum number of errors that a synchronisation can report before the synchronisation is stopped. The default value is 100. We recommend that this is set to 1 for the first synchronisation. This makes sure that the synchronisation fails on the first error and makes it easier to resolve any issues. Default Territory. This is the territory that will automatically be assigned to every new entity created by the synchronisation. The default territory is Worldwide. Note: Orders and quotes are created using the same territory as their parent account. Default Account Manager. The selected user will automatically be assigned as the account manager for any new entities that are created via the synchronisation. The primary team of the selected account manager will be used as the default team of the new record. This is not set as default. 3. Click Save to apply these changes to the integration. 4. Select the Summary tab. Click Enable. A warning prompt appears. 221

228 Sage 200 On Premise 5. Click OK to continue. Next you must make sure that the CRM Integration Service is running. Check the CRM Integration service You can do this in the Services section of the Control Panel on your PC or you can use the Run box. 1. Choose Start > Run. 2. Enter services.msc in the box. 3. Click OK.The Services window appears. 222

229 10 Install and set up Sage 200 CRM 4. Select CRM Integration Service from the list. The Properties window appears. 5. Make sure the Startup type is set to Automatic. This ensures that each time the server is restarted, this service is also started. Note: If the service status is Stopped, click Start to restart the service. 6. Click OK. The integration setup is complete. Now that the integration is set up and running you must now set off the synchronisation process. Run the synchronisation for the first time 1. Log into Sage CRM. 2. Open the Integration Setting that you have created. 3. Click Immediate Sync. The synchronisation begins. The synchronisation may take some time depending on: The size of your Sage CRM and Sage 200 Accounts databases. The amount of Sage 200 data you have chosen to include in the synchronisation. The specifications of the system you are using and the resources available on your system when the synchronisation is running. Note: Do not use Sage 200 CRM while the synchronisation is taking place. 223

230 Sage 200 On Premise Once the initial synchronisation is complete, subsequent synchronisations only process records since the last synchronisation and are therefore much quicker. Integration Log Files Both Sage 200 CRM and Sage 200 have log files that can be used if problems are encountered when synchronising Sage 200 CRM and Sage 200. If the integration fails, check the CRM log files first. CRM Integration Log Files The CRM integration log file provides details of the synchronisation activity. By default only error information captured. This is set on the Logging tab of the integration screen in Sage 200 CRM. The log file shows you where the synchronisation has failed. It shows the reason the synchronisation has failed and the relevant entity. Where possible additional information is included to help identify issues, such as the CRM record ID, the Sage 200 record ID, the document number, the warehouse name, the contact name and so forth. To set the logging level and view the log file, select Administration > Integration > Integration List > name of your integration > View Log File. Sage 200 Services Log File The Sage 200 Services log file provides information about the web service that controls the Sage 200 side of the integration. By default, the location is C:\inetpub\Sage 200 App Services\Sage200Services\Log\Sage200Services.log. By default, the logging level for the log file is set to Error. To provide information about the CRM integration, you must set the logging level to Debug. To change the logging level for the Sage 200 Services: 1. Change the logging level in Sage 200 System Administration. a. Open System Administration > Logging. b. Choose Debug from the drop-down list. 224

231 10 Install and set up Sage 200 CRM 2. Change the logging level and the pagination within the web.config file for the Sage 200 Services. a. Open C:\inetpub\Sage 200 App Services\Sage200Services\web.config. b. Change the logging level to Debug. c. Change the PaginationMaxRecordsToReturnValue to Change the permissions for the log folder. The IUSR, Network Service user and Local System users must have permission to see this folder. 4. Reset IIS. 5. Run the synchronisation again to create the log file. We recommend that once the issue is resolved, you change the logging level back to the default Error. This is to make sure that you don't have large log files created on your web server. Note: You must stop IIS before the log file can be renamed or deleted. 225

232 Sage 200 On Premise Troubleshooting installing Sage 200 CRM The following section covers some of the issues you may need to be aware of when installing and configuring Sage 200 CRM. URL rewriter error when installing Sage 200 CRM You may see the following error message when installing Sage 200 CRM v7.1. To resolve this you must re-start the installation. Sage 200 CRM and SQL Server 2008 RTM There is a known issue with Sage 200 CRM and SQL Server 2008 RTM. This causes incorrect information to be returned from queries run against SQL Server. When this issue occurs incorrect results are displayed within Sage 200 CRM. Currently this issue has only been apparent in CRM Communications. To resolve this, install SQL Server 2008 Service Pack 2. Recreate views manually error After you have logged into CRM for the first time, you may see the following error. There are several reasons why this message appears: To check for the most up to date information regarding this error, see the following article from the CRM Community website: 226

233 10 Install and set up Sage 200 CRM community/b/hints_tips_and_tricks/archive/2009/02/25/you-may-need-to-recreateviews-manually.aspx. Enabling the integration with Windows 2008 Server The integration may fail if Sage CRM does not have access to the Sage 200 Accounts server installation folders. If this happens, the following error is displayed. To allow access, you must change the access rights to the folder that holds the Sage 200 server information. To set up access to the Sage 200 server folder 1. To close the message, click Continue. This allows you to retry the integration setup. 2. Locate the Sage 200 server folder. By default, the Sage 200 server is installed in a folder and location named C:\Sage. 3. Right-click on the folder and select Sharing and Security from the pop-up menu. The Sage Properties screen appears. 4. Select the Sharing tab. 5. Make sure that the Share this folder option is selected. 6. Click Permissions to see the permissions information. 7. Click Add. The Select Users or Groups screen appears: 8. In the Enter the object names to select box, enter NETWORK SERVICE. 227

234 Sage 200 On Premise 9. Click OK. You are returned to the Permissions screen. The NETWORK SERVICE user is highlighted. 10. Select Allow in the Full Control column. 11. Click OK to accept the changes. You are returned to the Permissions screen. You have now set up a user account. This account must now have the correct security permissions. 12. Select the Security tab. 13. Click Add. 14. In the Enter the object names to select box, enter NETWORK SERVICE. 15. Click OK. 16. Select Allow in the Full Control column. 17. Click OK. The new user account now has full rights to the Sage 200 server folder. 18. Log into Sage 200 CRM again and click Save. The integration setup starts again. 228

235 10 Install and set up Sage 200 CRM Sage 200 CRM takes a long time to synchronise accounts or the synchronisation fails with a timeout error If you are running the Sage 200 CRM synchronisation on a machine that does not have Internet access, it can take a long time to synchronise accounts or the synchronisation may fail with a timeout error. This can occur because the web service used to synchronise accounts tries to check for revoked certificates online. To speed up the synchronisation, it is possible to turn off this check. Important This setting should only be changed on a PC that does not connect to the Internet. If the PC is later connected to the Internet, the original setting must be restored. 1. Open Internet Explorer. 2. Select Tools > Internet Options > Advanced. 3. Scroll down the Settings list to the Security section. 4. Clear the checkbox for Check for publisher s certificate revocation. 5. Click OK to close Internet Explorer. 6. Reboot your PC and restart the Sage 200 CRM synchronisation. 229

236 Sage 200 On Premise Set up Form Launching If you want to open Accounts forms from within CRM, you must make sure that the Sage Task Launcher is installed and configured correctly and that your CRM users have access to the Accounts database and the relevant Accounts forms. To launch Accounts forms from CRM: The Accounts Client must be installed on the same PC that you are using to access CRM. The Sage Task Launcher must be installed on the client PC. The Task Launcher must be running on the same port that is specified in the Administration > System > ERP Form Launch Settings. This is 8088 by default. You can check the port number the Task Launcher is using, from the system tray. For more information about changing the port for the Task Launcher, or about using the Task Launcher on a Terminal/ Citrix server, see Changing the port number for the Form Launcher The Task Launcher Listener application must be running: Start > All Programs > Sage Task Launcher > Sage Task Launcher Listener. Users must have access the Accounts Forms in CRM. This is specified in the Administration > Users > User Details. Users must have access to the Accounts database and Accounts forms in Sage 200 System Administration. See Set up user accounts on page 214. Change the port number for the Form Launcher By default, the Sage 200 CRM Task Launcher Listener listens on port If this port is already in use, then you must change the port in the Task Launcher Listener and in Sage 200 CRM. 230

237 10 Install and set up Sage 200 CRM To change the port in the Sage 200 Task Launcher Listener To change the port in the Sage 200 Task Launcher, you must edit a value in the registry. 1. To open the Registry Editor, choose Start > Run. 2. Enter regedit in the Open box. 3. Click OK. The Registry Editor window appears. 4. Select HKEY_LOCAL_MACHINE > SOFTWARE > Sage > TaskLauncher. 5. In the right pane, right-click on Port. 6. Select Modify from the pop- up menu. The Edit String window appears. 7. Enter the new port value in the Value Data box. Note: This port must not be blocked by a firewall. 8. Stop the Task Launcher Listener. Right-click on the system tray icon and select Stop Listener from the pop-up menu. 9. To apply your changes, select Start Listener from the pop-up menu. Next you must change the Sage 200 CRM settings to use the same port number. To change the port in Sage 200 CRM To change the port number used in the Task Launcher URL generated by Sage 200 CRM: 1. Open Sage 200 CRM. 2. Select Administration > System > ERP Form Launch Settings. The Sage 200 Accounts Form Launch Settings page appears. 3. Enter the new Port Number. Note: This port must not be blocked by a firewall. 4. To confirm the new port number, click Save. Using the Form Launcher with Terminal Services and Citrix When two users log into a Citrix or Terminal Services machine, the Task Launcher opens twice and an error message is displayed. To resolve this you must: Set the Task Launcher service to run automatically. Set the Task Launcher to run in Multi-user mode on the client desktop. For further information on how to configure Sage 200 with Citrix and Terminal Services, see Installing Sage 200 using Citrix or Terminal Services on page

238 Sage 200 On Premise To set the Task Launcher Service to run automatically 1. From the Start menu, select Control Panel > Administrative Tools > Services. 2. Right-click the Sage Task Launcher Service. 3. Select Properties from the pop-up menu. 4. Select Automatic from the Startup type drop-down list. 5. Click Start, to start the service. 6. To confirm the changes, click OK. To set the Task Launcher mode on client desktop You must set the Sage Task Launcher to run in multi user mode on your client desktop. To do this, you must add a startup parameter to the Sage Task Launcher shortcut. You can set up the Sage Task Launcher for individual users or for all users. To set the Sage Task Launcher for individual users 1. On the client machine, open the Sage Task Launcher Listener from the Startup folder. Choose C:\Documents and Settings\username\Start Menu\Programs\Startup. 2. Right-click the Sage Task Launcher Listener shortcut. 3. Select Properties from the pop-up menu. 4. Add /mode:m to the end of the Target string. 5. To confirm the changes, click OK. To set the Sage Task Launcher startup mode for all users Follow the instructions above using the Startup folder in the All Users group. Choose C:\Documents and Settings\All Users\Start Menu\Programs\Startup. This makes sure that each user has the Task Launcher running within their session. Note: This application typically uses about 20MB of memory. Troubleshooting The first time you launch an Accounts form from CRM, the form may take some time to open. If you cannot launch Accounts forms from CRM, check the following: Does the user have access to the relevant Accounts database? Does the user have access in Accounts to the form you want to launch? Does the user have access in CRM to the form you want to launch? 232

239 10 Install and set up Sage 200 CRM Is there is an error on the webpage? If so, check the error details in your browser. Does the port number match the port number specified in the ERP Form Launch settings? Are there other applications running on the port specified for the Task Launcher? If this port is already in use, change the port for the Task Launcher. Is the Task Launcher running? To check this, stop and re-start the Task Launcher, by right-clicking the icon in the system tray. Do you have pop-up blocker enabled in your web brower? Are you using Internet Explorer? Is Protected Mode turned on? If so, add the CRM website to the list of trusted sites for each CRM user. The CRM website is in the Local Intranet zone. This has the protected mode enabled when UAC is turned on. When you attempt to launch forms, the CRM website posts a request to the local machine. This is blocked by Internet Explorer. Adding the CRM web server to the list of trusted sites will allow CRM to launch forms on the user's session, as trusted sites do not have protected mode enabled by default. To do this: a. Open Internet Explorer and select Tools > Internet Options. b. Select the Security tab. c. Select Trusted Sites. d. Click Sites. e. Enter the URL for CRM in to the box. For example, if your CRM URL is enter the URL as f. Click Add and the URL will now appear in the trusted websites list. Note: You may be prompted to have a secure URL; clear the Require server verification ( for all sites in this zone check box, if you are not using https for your CRM site. g. Click Close on the Trusted Sites window. h. Click OK to apply these changes. If you opened the Internet options from within Internet Explorer then you should restart Internet Explorer to ensure the changes are applied. If you run Internet Explorer again and navigate to the CRM website, the status at the bottom right of Internet Explorer is Trusted Sites: Protected Mode Off. You can now launch Sage 200 forms from CRM. For more information see Ask Sage Article

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241 11 Upgrading Sage 200 CRM Use this chapter if you are upgrading an existing installation of Sage 200 CRM v7.1 (2011). To upgrade from earlier versions of Sage 200, please see the Upgrading CRM Guide. IMPORTANT You must upgrade your existing installation of Sage 200 in a test environment before upgrading live data. This section is designed to be read prior to starting the upgrade process. Testing an upgrade prior to going live is critical to minimise any impact on your customer. By following the steps in this section you will have clear documented steps and an audit of events should any problems occur either during the test upgrade or at 'go live' with the customer. Do not dispose of your test environment until the live upgrade has been performed and the end user is satisfied that the upgrade has completed successfully. Should problems be encountered during the test stage or at go live, technical support will assist in identifying the root cause provided that evidence of the prechecks are available as outlined in this document. If it is evident that the pre-checks have not been carried out, we would endeavour to assist, however this would be on a chargeable basis. If you are unsure about anything outlined in this section, or during the upgrade process please contact Sage Technical Support. It is better to address issues as they arise in the test environment than afterwards when an issue may impact the end user. 235

242 Sage 200 On Premise To upgrade Sage 200 CRM to integrate with Sage 200 v2013: 1. Your existing installation of Sage 200 CRM must be v7.1. You can check the version of Sage 200 CRM that you are using from the CRM log on window. If your current version of Sage 200 CRM is not v7.1, see the Upgrading Sage 200 CRM guide 2. Your existing installation of Sage 200 must be Sage 200 v2011. The following table shows the Sage 200 CRM patches released with Sage service packs: Sage 200 Accounts Sage 200 CRM 2011 Release v SP1 v7.1 SP SP2 v7.1 Patch C 2011 SP3 v7.1 Patch D Hotfix SP4 v7.1 Patch F 2011 SP5 v7.1 Patch G 236

243 11 Upgrading Sage 200 CRM Upgrading Sage 200 CRM - detailed steps This section provides details of the process required to upgrade Sage 200 CRM to v7.1i (2013). For a printable checklist of these steps, see Checklist to upgrade Sage 200 CRM to v7.1i (2013) on page 246. Changes to the integration In v2013 changes have been made to way the CRM integration connects to Sage 200 and to the CRM integration Service. These changes mean that you must: Change the integration URL. Change ERP username and password in your existing integration. Set the CRM web site to use the application pool identity For v2013 you must create a Windows user account that is used to access the Sage 200 Services. This is the Windows user account that is specified as part of the installation of Sage 200 v2013. The same Windows user account must also be used as the ERP user on the CRM integration. This windows user account: Must have a password that never expires. Must be a member of the Sage 200 Users group. Must be linked to a Sage 200 user account with access to the Sage 200 database that you want to integrate with. Note: If the password is changed for this user account, you must update the password in these applications pools; Sage 200 Services, Sage 200 Secured Services, Sage 200 Self Service, and CRM Integration Service (if you have changed the user for this service), and update the password on the integration (see Step 11: Configure the integration on page 241 and Step 18: Change the ERP User and Password on the integration in CRM on page 243). If you do not do this, you will not be able to access Sage 200 CRM. For more information, see Create Windows user accounts and groups on page

244 Sage 200 On Premise Important Note for users of Sage 200 CRM where Sage 200 is NOT synchronised If you have turned off the synchronisation between Sage CRM and Sage 200 and both programs are run as standalone systems and are not integrated with one another, you may need to complete the following additional steps. When upgrading Sage 200 CRM, a synchronisation is applied to the system. The customisations, included in the upgrade, will not be applied if the synchronisation is not run. In this case you must complete the following steps: 1. Create a new Sage 200 company. This creates a new company with a blank database. 2. Set up an integration with this new Sage 200 company. 3. Run a synchronisation between CRM and the new blank database. This applies the customisations. 4. Disable the integration between CRM and the database and remove if required. This applies the customisations to the blank database. This ensures that account entities are linked to a company. If you do not do this, you will not be able to enter quotes and orders against the company after installing Sage 200 CRM v7.1. Step 1: Create a test environment The test environment must be as close to the live system as possible. This includes the operating system and SQL set up. You must also ensure that the customer system and test environment comply with the current Sage 200 CRM system requirements. Note: When setting up a test environment for your site, we recommend that you either use a separate system or a Virtual Machine. CRM is not supported when it is installed more than once on the same server. Important Consider the impact of bulk changes to the data (such as Data Uploads or File Import routines) in the period between the test upgrade and the live upgrade. Such procedures may introduce data anomalies which could prevent an integration from completing successfully. If you must perform such a process, you should also create a new test environment to include these changes and re-test the WHOLE upgrade process outlined in the checklist. To install Sage 200 CRM in the test environment: 238

245 11 Upgrading Sage 200 CRM 1. Install the customer s current Sage 200 and CRM applications into the Test Environment. 2. Take a complete backup of the customer s live Sage 200 CRM system, including: Registry files Program files Database 3. Attach the backup to the CRM application within the Test Environment. 4. Complete a backup of the Sage 200 database. 5. Attach the backup to the Sage 200 application within the Test Environment. 6. Copy the WWWROOT folder from the live site into test environment. 7. Ensure the CRM Integration service is disabled. 8. As you have moved the CRM database to a new test location, you must change the URL for the integration in the CRM database. This makes sure that the test integration uses the correct address. To update ERPIntegrations: Set ERPI_ERPURL = <yourwebservername>:10443:/sage200webservices/sagecrm.asmx where ERPI_IntegrationID = NN (NN is the correct ID for your live integration) Note: If required, change to https. 9. Re-set IIS. 10. Re-enable the Integration Service. 11. Ensure that the Max Errors value within each CRM Integration is set to 1 at all times during the integration process. Failure to do so can cause anomalies in the integrated data. 12. Test the integration in the customer s current version of CRM. Ensure that it completes correctly. If it does not, you must resolve any issues before proceeding. Take thorough notes of any steps taken to rectify problems at this stage, as these changes must also be made to the live data before performing an upgrade Step 2: Disable the integration Step 3: Check your SQL server settings You must make sure your SQL Server Protocols have both TCP/IP and Named Pipes enabled in the SQL Server Configuration Manager ( SQL Server Network Configuration 239

246 Sage 200 On Premise > Protocols for SQL 2008). Step 3: Disable the services used by Sage 200 CRM The following services are used by Sage 200 CRM. Disable the following services (services.msc), if they are installed, before you upgrade your Sage 200 CRM data: APACHE Tomcat CRMTomcat6 CRM Indexer Service CRM Integration Service CRM Manager CRM Escalation Service Jspel Spell Checker Step 4: Stop the IIS application pools used by CRM You must stop the application pools used by CRM in IIS Manager (inetmgr), before you upgrade your Sage 200 CRM data. The application pools are: CRM App Pool CRMUrlRedirector App Pool Step 5: Uninstall Sage 200 Accounts v2011 Step 6: Install Sage 200 Accounts v2013 See Installing Sage 200 on page 41. Step 7: Set the required integration level in Sage 200 In the CRM Integration Settings in Sage 200 Accounts, you can choose how much of your data you want to integrate with Sage 200 CRM. You can choose to synchronise: Customers and suppliers only. Customers, suppliers and products. Customers, suppliers, products, sales orders and quotations. You can also select which sales orders and quotes to synchronise. This is done by date. We recommend that for your initial synchronisation, you do not synchronise all your data, as this may take some time depending on the amount of data in your Sage 200 database. Once the initial synchronisation is successful, you can change the CRM Integration Settings to include further data. Open: Sage 200 Accounts > Accounting System Manager > Settings > CRM Integration Settings. 240

247 11 Upgrading Sage 200 CRM Step 8: Check your version of Sage 200 CRM is v7.1 SP1 or above If your installed version of Sage 200 CRM is 7.1 SP1 or above or above (Sage 200 v2011 SP1 or above), go to step 9. If your installed version of Sage 200 CRM is 7.1a (2011), install Sage 200 CRM 7.1 SP1, then go to step 9. If you installed version of Sage 200 CRM is below v7.1, you must upgrade to Sage 200 CRM 7.1 (v2011) first. See the Upgrading CRM Guide. See Set up Sage 200 CRM in Sage 200 Accounts on page 215. Step 9: Install Sage 200 CRM v7.1i Hotfix 4 The install file is located in the Sage 200 CRM folder on your Sage 200 v2013 DVD. Step 10: Install the Sage200CRM71For Sage200_2013.exe file This adds the new customisations required for Sage 200 CRM v2013. This can be found in the Sage 200 CRM folder on your Sage DVD. Step 11: Configure the integration Before synchronising the data, you must change the URL for your existing integration to include the new synchronisation service and change the user name and password on the integration to the Windows account used to access the Sage 200 Services. To do this use the following SQL script: UPDATE ERPIntegrations SET ERPI_ERPURL = ' server name>:10443/sage200services/sage200crmsyncservice.svc' WHERE ERPI_IntegrationID = NN UPDATE ERPIntegrations SET ERPI_ERPUser = '<Your Domain name\username>' WHERE ERPI_IntegrationID = NN UPDATE ERPIntegrations SET ERPI_ERPPassword = '<your password>' WHERE ERPI_IntegrationID = NN (NN is the correct ID for your live integration). 241

248 Sage 200 On Premise Step 12: Confirm the services used by Sage 200 CRM are started The following services are used by Sage 200 CRM. Start the following services (service.msc) and set the Start Type to Automatic before you synchronise your Sage 200 CRM data: APACHE Tomcat CRMTomcat6 CRM Indexer Service CRM Integration Service CRM Manager CRM Escalation Service Jspel Spell Checker Step 13: Confirm the IIS application pools used by CRM are started There are two application pools used by CRM. You must make sure these are started in IIS Manager (inetmgr), before you synchronise your Sage 200 CRM data. The two application pools are: CRM App Pool CRMRewriter App Pool Step 14: Configure the CRM web site to use the Application pool identity This is to allow the Pricing Service and Real Time Data Views to access the Sage 200 Accounts. 1. Open Internet Information Services (IIS) Manager. 2. On the Connections pane, select Sites > Default Web Site. 3. Select the web site for your installation of CRM. This is the Installation name that you entered in step 5 of the Sage 200 CRM installation process. 4. From the Features View, double click Authentication. This opens the Authentication settings. 5. Right-click Anonymous Authentication and select Edit. 6. Select Application pool identity and click OK. 7. Close IIS Manager. Step 15: Reset IIS 242

249 11 Upgrading Sage 200 CRM Step 16: Additional steps for customised CRM If you have added your own customisations to Sage 200 CRM: 1. You must re-apply the following customisations before you run the synchronisation: Customisations made to Views, where you have received a warning about the View during the upgrade process. Note: Customisations made to the vopportunity view must re-applied to the view created by Sage 200, after the first synchronisation. Customisations made to the Sage 200 CRM database. Step 17: Re-index your CRM database This can reduce the time it takes the first synchronisation to complete after upgrading. Step 18: Change the ERP User and Password on the integration in CRM Log onto CRM and change the ERP User Name and ERP Password on the integration. Enter the name and password for the Windows User account that you used in Step Open Sage 200 CRM > Administration > Integration > Integration List. 2. Select the integration and click Change. 3. Enter the following details: ERP User Name ERP Password Enter the domain and name of the Windows user account that you specified in step 11, e.g. mydomain\myusername. Enter the password for this Windows user account. 243

250 Sage 200 On Premise Step 19: Synchronise your Sage 200 CRM data You must correct any errors that occur during the synchronisation process. Take thorough notes of any changes you make as you will also need to make these changes to the live environment. You should only continue with the rest of the upgrade if synchronisation is successful. 1. Log on to Sage 200 CRM. 2. Start the synchronisation (Administration> Integration> Integration List > Integration Name > Immediate Synch). The upgraded integration details are still displayed. The synchronisation begins. The synchronisation may take some time depending on: The size of your Sage CRM and Sage 200 Accounts databases. The amount of Sage 200 data you have chosen to include in the synchronisation. The specifications of the system you are using and the resources available on your system when the synchronisation is running. Note: Do not use Sage 200 CRM while the synchronisation is taking place. The Progress tab shows the number of records remaining to be synchronised for each entity. Use the Refresh button to update this page. The synchronisation is finished when the Synch Status shows Success or Failed and the Last Synch Time and Next Synch Time are completed. Step 20: Check the Sage 200 customisations have been applied To confirm that the Sage 200 CRM customisations have been applied by the synchronisation, make sure you have a Sage 200 Groups tab in My CRM. Step 21: Re -apply customisations You must re-apply any customisations that you have made to screens that have been changed in the new version of Sage 200 CRM. For more information and to see the list of the screens that have been changed in each version of Sage 200 CRM, see Sage 200 CRM customisations applied to each version on page 252. Step 22: Test the functionality in Sage 200 CRM Important In the time between performing the test upgrade and the live upgrade do not make any customisations to the CRM or Sage 200 Application. If you must do so, you 244

251 11 Upgrading Sage 200 CRM should also create a new test environment to include these changes and re-test the WHOLE upgrade process outlined in the previous pages. 1. Make sure that all functionality performs as expected and that all records synchronise successfully. Pay particular attention to areas of the software that have been customised. 2. Make sure the end user has an opportunity to use and review the test environment before performing the live upgrade. 245

252 Sage 200 On Premise Checklist to upgrade Sage 200 CRM to v7.1i (2013) This is designed to be used as a printable checklist of the steps required to upgrade Sage 200 CRM from v7.1(2011) to v7.1i (2013). For more detailed information about the required steps, see Upgrading Sage 200 CRM - detailed steps on page 237. Create a test environment You must upgrade in a test environment first. The environment must be as close to the live system as possible. This includes the operating system and SQL set up. You must also ensure that the customer system and test environment comply with the current Sage 200 CRM system requirements. See System requirements and prerequisites on page 3. Important Consider the impact of bulk changes to the data (such as Data Uploads or File Import routines) in the period between the test upgrade and the live upgrade. Such procedures may introduce data anomalies which could prevent an integration from completing successfully. If you must perform such a process, you should also create a new test environment to include these changes and re-test the WHOLE upgrade process outlined in the checklist. Install the customer s current Sage 200 and CRM applications into the Test Environment. Take a complete backup of the customer's live Sage 200 Sage CRM system, including: Registry files Program files Database Attach the backup to the CRM application within the Test Environment. Complete a backup of the Sage 200 database. Attach the backup to the Sage 200 application within the Test Environment. Copy the WWWROOT folder from the live site into test environment. Ensure the CRM Integration service is disabled. As you have moved the CRM database to a new test location, you must change the URL for the integration in the CRM database. This makes sure that the test integration uses the correct address. Re-set IIS. Re-enable the Integration Service. 246

253 11 Upgrading Sage 200 CRM Ensure that the Max Errors value within each CRM Integration is set to 1 at all times during the integration process. Failure to do so can cause anomalies in the integrated data. Test the integration in the customer s current version of CRM. Ensure that it completes correctly. If it does not, you must resolve any issues before proceeding. Take thorough notes of any steps taken to rectify problems at this stage, as these changes must also be made to the live data before performing an upgrade. Upgrade Sage 200 CRM to v7.1i (2013) Disable the integration. Check your SQL server settings. You must make sure your SQL Server Protocols have both TCP/IP and Named Pipes enabled. Disable the CRM services and IIS application pools used by CRM. Uninstall Sage 200 Accounts v2011 Install Sage 200 Accounts v2013. See Installing Sage 200 on page 41. Set the CRM Integration Settings in Sage 200. Check your installed version of Sage 200 CRM: If your installed version of Sage 200 CRM is 7.1 SP1 above, go to the next step. If your installed version of Sage 200 CRM is 7.1a, install 7.1 SP1 (2011 SP1) and then go to the next step. If your installed version of Sage 200 CRM is below v7.1, see the Upgrading Sage 200 CRM guide. Install Sage 200 CRM 7.1i Hotfix 4.exe. This can be found in the Sage 200 CRM folder on your Sage DVD. Install the Sage200CRM71For Sage200_2013.exe file. This can be found in the Sage 200 CRM folder on your Sage DVD. Apply the script to configure the integration. This changes the URL for the integration to the name of the new Sage 200 synchronisation service ( server name>:10443/sage200services/sage200crmsyncservice.svc) and changes the user name and password used on the integration to the Windows account used to access the Sage 200 Services. Confirm that the CRM services and IIS application pools used by CRM have started. 247

254 Sage 200 On Premise Configure the CRM web site to use the Application pool identity. See Step 14: Configure the CRM web site to use the Application pool identity on page 242. Reset IIS. If you have added you own customisations to Sage 200 CRM: Re-apply customisations you have made to the Views and the Sage 200 CRM database. Re-index your CRM database. Change the ERP User Name and ERP Password on the integration within CRM. Change this to the Windows user account specified in the script to configure the integration. Synchronise your Sage 200 CRM data. Confirm that there is a Sage 200 Groups tab in My CRM. This is to make sure that the Sage 200 CRM customisations have been applied by the synchronisation. Re-apply any customisations that you have made to the screens that have changed. See Sage 200 CRM customisations applied to each version on page 252. Test the functionality in Sage 200 CRM (create new records, try form launching, order processing etc). Make sure that all functionality performs as expected and that all records synchronise successfully. Pay particular attention to areas of the software that have been customised. Make sure the end user has an opportunity to use and review the test environment before performing the live upgrade. Back up your data. 248

255 11 Upgrading Sage 200 CRM Upgrading customised CRM This chapter provides additional information about how to upgrade Sage 200 CRM if you have added your own customisations. There are three types of customisations: Customisation of screens Customisation of Views Customisations to the database. Upgrading customisation of screens When you upgrade Sage 200 CRM, the first synchronisation after installing the new version adds all the Sage 200 CRM customisations that have changed in the new version. These customisations can be new screens or changes to existing customised screens. If you have added your own customisation to one of the screens that has changed in the new version of Sage 200 CRM, you will need to re-apply that customisation after you have upgraded and synchronised your data. Each of the Sage 200 customisations XML files has a version number. When the synchronisation is run, the web service method only applies those customisations with the higher version number. For v2013, the customisations version number is v For a list of the screens that have changed for each version, see Sage 200 CRM customisations applied to each version on page 252. Once you have installed upgraded: 1. Synchronise your data. 2. Check which screens have changed. See Sage 200 CRM customisations applied to each version on page Re-apply any of your customsiations that have been made to screens that have changed. Upgrading customisations of Views The Opportunity view, (vopportunity,) is customised by Sage 200 CRM and this customisation is applied as part of the first synchronisation. Therefore, any customisations you have made to the vopportunity view must be re-applied to the view created by Sage 200, after the first synchronisation. 249

256 Sage 200 On Premise Sage 200 CRM checks the remaining Views to see if they need updating as part of the upgrade process. If you have customised a View that requires updating, the customisation will be overwritten. In this case, a log file is created and a warning is displayed during the upgrade process. If you receive any of these warnings during the upgrade process, you must re-apply the customisations to these Views before you run a synchronisation. Upgrading Database customisations If you have made customisations to the Sage 200 CRM database, these customisations must be re-applied before you run a synchronisation. This is because the synchronisation may be reliant on these customisations. Customisations of tables and columns Any customisations you make to tables or columns in Sage 200 CRM must be alphanumeric and must not contain any special characters. When non-alphanumeric characters are included the synchronisation may fail and the data may not display properly in CRM. Custom triggers Custom triggers in the CRM database may cause the upgrade scripts to fail. When this occurs, the script completes with errors and the trigger name can be found in the script results. To resolve this: Remove the trigger. Run the script. Re-apply the trigger. Using the Component Manager to re-apply customisations If your customisations have been recorded using the CRM Component Manager your existing screen may be replaced with a new version of the screen. In this situation, you must manually reapply any changes to the screen. You should not run any customisation scripts you have created using the Component Manager. Running a customisation script created in a previous version of Sage 200 CRM will delete the Sage 200 CRM upgrade changes. Tip: You can use the Component Manager to transfer customisations from the test system 250

257 11 Upgrading Sage 200 CRM to the live system. To do this: 1. Re- apply your customisations to test system. 2. Make a list of all the screens that you have changed. 3. In the Component Manager, start a new component. 4. Open and save each customised screen. 5. Stop and script out the new component. 6. Apply the new component to the live system. For more information about using the Component Manager, see the CRM Developer Help. 251

258 Sage 200 On Premise Sage 200 CRM customisations applied to each version Here is a list of the changes that have been made to the customisations for Sage 200 CRM in v2013 and a list of the new customisations that have been added. You must re-apply your own customisations to these screens after you have upgraded. Change have been made to the following screens in order to support Sage 200 CRM across multiple browsers. Changes to existing customisations AccountBoxLongBlock OrderSummaryBlock OrderFreeTextItemSummaryBlock OrderItemsSummaryBlock QuoteSummaryBlock QuoteFreeTextItemSummaryBlock QuoteItemsSummaryBlock OrderListBox QuoteListBox UofMFListBox AddressBoxLongBlock NewProductGrid ProductFamilyGrid PricingListListBox CompanyFinancialsCustomer CompanyFinancialsSupplier CompanyBoxLong OppoWebPickerOE OpportunityWebPicker PersonBoxLong AddressTLS 252

259 11 Upgrading Sage 200 CRM LibraryWebPicker SyncErrors ERPIntegrations Sage200.js Sage200functions.js New customisations Sage200MarketingGroups Browserdetect.js Customisations that have been removed HideAccount.js 253

260 Sage 200 On Premise CRM Integration tools We have provided some additional tools to be used as part of the upgrade process. However these tools are not version specific and can be run at any time. The CRM Integrity tool is a module of the Sage 200 Support tool. It runs a series of checks against your CRM data and provides information about your CRM data that could cause problems with your upgrade. The CRM Synchronisation Reset application is designed to improve the speed of your synchronisation. The CRM Integrity tool When upgrading from Sage 200 CRM v6.2 (2009) to Sage 200 CRM v7.1 (2011), significant changes are made to the way data is synchronised between Sage 200 CRM and Sage 200 Accounts. To support the upgrade process, we have provided the CRM Integrity Tool. This tool runs a sequence of data validation checks against a selected CRM database. It then provides information about your CRM data that could cause problems with your upgrade. If any problems are reported, the tool directs you to additional information and/or a SQL script on the support area of the Sage website. This will help you to resolve potential issues before proceeding with the upgrade. Note: Before running any of these scripts, you must make sure that you have backed up your CRM database, disabled the integration and that no users are logged onto Sage 200 CRM. This tool is not version specific and can be run at any time. We recommend that you always run this tool before and after upgrading Sage 200 CRM, to check your data. Using the CRM Integrity tool 1. Download the tool from the Sage 200 CRM support area of the Sage website: Support. 2. Open the tool and select the relevant SQL instance and CRM database. a. Click Run. 254

261 11 Upgrading Sage 200 CRM 3. The validation checks are run and marked with a tick or a cross to indicate potential problems. 4. Select a validation check to see more information about the check and to follow a link to a resolution on the Sage support website. 255

262 Sage 200 On Premise CRM Synchronisation Reset application This utility is designed to improve the speed of the synchronisation when upgrading Sage 200 and Sage 200 CRM. It can be used with any version of Sage 200 CRM. Every time a record is added or changed in Sage 200. The record is stamped with an incremental number. By stamping the record the system knows in which order the records were added or amended. The field that is used to hold this information is called OpLock. When a synchronisation with CRM takes place, the integration service needs to know which records have been amended since the last synchronisation. To do this, the integration service stores the last oplock value for each entity that was included in the synchronisation. The next time a synchronisation is run the integration service requests all records that have a higher oplock value than the last one stored. When you upgrade to a new version of Sage 200, changes are made to the database tables. The oplock values are then updated for all records in that table. If these tables synchronise with Sage 200 CRM, all records in these tables will be included in the next synchronisation with Sage 200 CRM. This can then make the next synchronisation considerably longer than usual. For example, if changes are made to the sales orders tables, then all sales orders will be re-synchronised with Sage 200 CRM, even though no data values have changed. The CRM Synchronisation Reset application updates the oplock values on these records. This prevents them from being included in the synchronisation. To use the CRM Synchronisation Reset application 1. Synchronise your current data, prior to upgrading Sage 200 CRM. Do not make any amendments to the Sage 200 data or the Sage 200 CRM data. This makes sure that your Sage 200 and Sage 200 CRM data match and are up to date. 2. Upgrade Sage 200 and Sage 200 CRM. The oplock values in Sage 200 will be updated for all tables that have been changed for the new version of Sage 200. Sage 200 CRM is not updated. 256

263 11 Upgrading Sage 200 CRM 3. Run the CRM Synchronisation Reset utility. The last stored oplock value in CRM, for each entity that synchronises with Sage 200, is updated. The Sage 200 oplock values now match the Sage 200 CRM oplock values. To ru the utility: a. Download the following file from the support area of the Sage website: CRM Synchronisation Reset.exe. b. Open the file and click Next on the welcome screen. c. Enter the name of the SQL server instance where the Sage 200 database in installed, or select it from the Select SQL Server Instance drop-down list. d. Click Refresh to load the available databases. e. Enter the user name and password for the SQL Server instance and click OK. f. Enter or select the name of the Sage 200 database and click Next. g. To proceed with the updates to the oplock values, click Finish. 4. Synchronise in the new version of Sage 200 CRM. The synchronisation only updates the schema changes between Sage 200 and Sage 200 CRM. No data is synchronised. This makes this first synchronisation much quicker. You can now continue to upgrade your installation of Sage 200 CRM. The next synchronisation will only include changes made to the Sage 200 CRM Integration. 257

264 Sage 200 On Premise 258