Legrand CRM MYOB EXO Accounting link and transfer of Data

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1 Legrand CRM MYOB EXO Accounting link and transfer of Data Contents 1. Introduction 2. Adding New Accounts Option 3. Get Latest Financial Data Option 4. Updating Address Details Option 5. Viewing Transaction Tab Information 6. Viewing Account Tab Summary Information 7. Accounting Menu Option a. Accounts not linked to MYOB EXO b. Accounts that are linked to MYOB EXO 8. Quoting with Legrand CRM using MYOB EXO data a. Product import b. Other master data import c. Stock availability information from product master d. Stock availability information from within a quote e. Best price feature within a quote f. Convert a winning Legrand CRM quote to MYOB EXO Page 1 of 31

2 Introduction Since December 2009 Legrand CRM has the ability to transfer accounts, account address information and review financial data between Legrand CRM and MYOB EXO, this document further describes the possibilities of this link. Add New Accounts Option To start up the Legrand to MYOB EXO Accounting link is done via the menu path [File \ Accounting \ Execute Data Transfer to\from MYOB EXO Business] The Add New Accounts has two options available, they are to scan Legrand for new accounts to be created in MYOB EXO or Scan MYOB EXO for any accounts that to not exist in Legrand CRM. For this example we will choose to Scan MYOB EXO for any accounts that to not exist in Legrand CRM When you choose NEXT from the previous screen the following screen will appear. MYOB EXO Accounting Link And Transferring Application Note Page 2 of 31

3 The results above are the customers and suppliers that are contained in the MYOB EXO database that do not appear in the Legrand Database. This screen allows several options but by default all records are selected. You can unselect all the records and choose to select either all customers or suppliers. Suppliers are indicated by not having a tick in the customer column. Alternatively you can deselect accounts or you can unselect all and then manually select the ones you wish to add. Once happy with the selection made press the NEXT button. MYOB EXO Accounting Link And Transferring Application Note Page 3 of 31

4 This screen will firstly advise of how many new records are to be processed, when you are ready to process press the Execute button. The data transfer will now occur and you will be updated on the progress during the transfer. MYOB EXO Accounting Link And Transferring Application Note Page 4 of 31

5 Once the transfer has completed you will receive a summary screen advising you of the number of entries processed. If this number is less than expected an automated report will appear explaining why a record was not imported. Get Latest Financial Data Option Once the MYOB EXO accounts information has been transferred to Legrand CRM there are two pieces of financial information contained. There is a live summary of the accounts as well as a live view of the transactions. Below is the live view of transaction information. MYOB EXO Accounting Link And Transferring Application Note Page 5 of 31

6 And below is the live summary of the account. The main point to understand here is that this information only updates when you land on the account to view the information. Because this information is only updated when you land on the accounting tab those customer that you have not viewed will be showing old data, therefore it is important that you do regular Get latest financial data routines, this is done via the Get latest financial data option. Once this option is selected you need to press the NEXT button. MYOB EXO Accounting Link And Transferring Application Note Page 6 of 31

7 This will then inform you of the number of records to update. When ready, press the Execute button. Again the system will keep you informed of the progress made throughout the transfer. MYOB EXO Accounting Link And Transferring Application Note Page 7 of 31

8 Upon completion you will get a summary of the records processed and total updated. IT IS IMPORTANT that this be done, as mentioned previously when landing on an account refreshes the data but this feature updates all your accounts at once. By not performing a get latest financial update may give you unexpected results if doing a Quick Search on any of the account summary fields or if any Legrand Report Writer reports contain these fields. Updating Address Details One of the many benefits of linking your Legrand CRM system to MYOB EXO is the ability to update address information from one system to the other. Therefore you have eliminated the needs to manually duplicate address information. One important point to remember is the Transfer Rules. The MYOB EXO Configuration setup document discusses in detail the setup of MYOB EXO to Legrand Transfer rules and discusses the flow of which product will lead in the update of the address data. This can either be Legrand CRM or MYOB EXO. Therefore before proceeding with this step it is important to check the settings in the MYOB EXO Configuration setup document. 1. Direction of address update for Customers 2. Direction of address update for Suppliers Once that has been checked and the setup is correct then you can proceed with the updating of the address data. MYOB EXO Accounting Link And Transferring Application Note Page 8 of 31

9 In the screen above you would select the option Update Address Details and press NEXT. Again the number of records to process appears to allow you to see how much data will be updated. When you are ready to execute press the execute button. MYOB EXO Accounting Link And Transferring Application Note Page 9 of 31

10 During the update you will be informed of the progress made. Upon completion the screen will inform you of the total updated. To close this window you need to press the Exit button. MYOB EXO Accounting Link And Transferring Application Note Page 10 of 31

11 Viewing transaction tab information Once the account from MYOB EXO has been copied into Legrand CRM you will now have access to the live data of transactions. This is found in the transactions Tab within the company detail screen. The transactions tab will give you a summary of invoices and payments when selecting the Transactions option, by selecting the Orders option will provide an overview of all Orders. This will provide you with the headline information, for actual details of the lines you need to select the Stock Item History button. This is essentially a live view of the MYOB EXO data. You will notice that there is a Refresh Transaction List button which will update the list should a transaction be passed through MYOB EXO. Alternatively the next time you land on the Transaction tab it will also refresh. You also have a reporting period option which can be extended to the following reporting periods (add detail about the column headers information source) MYOB EXO Accounting Link And Transferring Application Note Page 11 of 31

12 When you select the option Orders, a drop down appears. This drop down allows you to specify which type of order you want to view on screen. And finally you have the Item Sales History option. This can be viewed either by Sales (invoices) or Orders (deliveries) and will return the line level detail. For both options the period of information that the screen covers can either be 1, 3, 6, 12 months of ALL and again as this is a live view of data you have the refresh sales history button to capture any new transactions processed through the MYOB EXO application. MYOB EXO Accounting Link And Transferring Application Note Page 12 of 31

13 Again with the orders option not only can you sort on date range but also order type. Both the Stock item history and Transaction screens allow you to sort data in Ascending or Descending order by simply clicking on the column header. MYOB EXO Accounting Link And Transferring Application Note Page 13 of 31

14 Viewing Account Summary Information The account summary information is a live snapshot of financial information from the moment that you land on the tab. The next time you return to this tab the information will refresh. The important feature here to remember is the field Updated on, this will inform you when the above information was last updated. In other words the moment you last landed on this tab. In this screen you will be able to see the summary of payments outstanding split into Current Balance, Balance 30, 60 and 90+ days. The total balance of the client account along with the set credit limit is also displayed. Also a summary of the Transactions grouped into Sales this month, last month, this year and last year. The important part to remember here is that all of these fields can be used in the quick search facility This quick search feature will allow you to do a quick search on all accounts that have a balance of 90 days or you could do a quick search on sales this year being zero as a couple of examples. The Account code is the MYOB EXO account number and the Accounting ID is what is used as the link between the Legrand CRM database and the MYOB EXO database. This AccountingID link is used for getting the latest financial information and also for the updating of address information. Accounting Menu Option within the Accounting Tab The account menu option allows a number of actions to happen, to view the actions available you have to left click on the mouse when the cursor is over the accounting menu. The actions that are possible depend on whether or not if the account is already linked to a MYOB EXO account. MYOB EXO Accounting Link And Transferring Application Note Page 14 of 31

15 Accounts not linked to MYOB EXO When an account is not yet linked to MYOB EXO the only options available are 1. Create new customer account during next batch update 2. Create new customer account now 3. Create new supplier account now 4. Link to existing MYOB EXO account Create New Customer Account during next batch update If you choose the first option, Create new customer account during next batch update the system will perform add CREATENEXT to the Account Code. Note the AccountingID is empty because it is not yet linked to MYOB. To update MYOB EXO with the new account marked is done via the following menu path [File \ Accounting \ Execute Data Transfer to\from MYOB EXO Business] MYOB EXO Accounting Link And Transferring Application Note Page 15 of 31

16 Choose the option Add New Accounts, Scan Legrand CRM for new accounts to be created in MYOB EXO. Then press NEXT. The screen above selects all accounts which have been marked to update in the next batch. Here you can decide should the accounts progress to MYOB EXO, if any should not be transferred you can unmark them. MYOB EXO Accounting Link And Transferring Application Note Page 16 of 31

17 Likewise if the account is to be a MYOB EXO supplier account then unmark the Customer column for that particular record. When ready to progress press NEXT. You will then be shown the number of records to execute, when ready press Execute. And when completed the message above will appear. MYOB EXO Accounting Link And Transferring Application Note Page 17 of 31

18 Create New Customer Account Now Alternatively you can create a customer account immediately. This is done by choosing the option Create New Customer Account Now Once this has been done the AccountingID will be updated This is the same principal for the Create New Supplier Account Now. Link to Existing MYOB EXO Account If the account already exists within MYOB EXO and the account already exists with Legrand CRM then you will choose the option Link to Existing MYOB EXO account. MYOB EXO Accounting Link And Transferring Application Note Page 18 of 31

19 This will join the account in Legrand CRM with that account in MYOB EXO, but you need to know the AccountingID value to put into the screen below. The Legrand CRM AccountingID value needs to be the same vale accno from the table dr_accs for the records that you are linking. This value accno from dr_accs can be found quite easily. During the import of new accounts, the first column in the screen whereby you choose which account to transfer is called AccountNo. This is the value you need to allow the two records from the two databases to be linked to each other. In this case we are linking the Company Aussie Spares, therefore we to copy the value 3 into the screen below. MYOB EXO Accounting Link And Transferring Application Note Page 19 of 31

20 Once this has been done press SAVE and the Accounting Tab is now linked and the Accounting tab data is refreshed to show the actual data as of that moment. Accounts that are linked to MYOB EXO When an account is not yet linked to MYOB EXO the only options available are 1. Clear Link 2. Get Address Update from MYOB EXO 3. Send Customer Address Update to MYOB EXO MYOB EXO Accounting Link And Transferring Application Note Page 20 of 31

21 The option Clear link will remove the link that the Legrand CRM record has with the MYOB EXO database, once the link is cleared the accounting summary and transaction list will not be retrieved. Before the link can be cleared you will be asked f this is what you want to do. If you select Yes the accounting information will now look like this. For those accounts that are linked between Legrand CRM and MYOB EXO the address information can be updated from either product individually or via a batch update. The Accounting Menu allows you the option to update the address details individually. You can either update Legrand based on MYOB EXO data or vice versa. To update the address simply choose the option below depending on the direction on the address updates. MYOB EXO Accounting Link And Transferring Application Note Page 21 of 31

22 Quoting with Legrand CRM introduction Legrand CRM quotation module allows you to quote new business without having to use MS Excel or create an account in your accounting package. The benefit of this is that your accounting package will remain clean with customers and suppliers and Legrand CRM can handle all quotes and associated interactions such as phone calls, s and meetings. The Legrand CRM quotes module does provide the ability to have a revision history, select past revisions as winning quotes and include optional items. Product Import Before quoting can commence some master data is required to be imported from MYOB EXO. Products can be imported from MYOB EXO by the following menu path. MYOB EXO Accounting Link And Transferring Application Note Page 22 of 31

23 The following screen will open, from this screen you can choose the products to be imported into Legrand CRM. Once you have made your selection you can press OK and you will see the import progress bar MYOB EXO Accounting Link And Transferring Application Note Page 23 of 31

24 Other Master Data Import Currency, Tax Codes and Sales agents from MYOB can also be imported into Legrand CRM via this menu path. Currencies In this screen simply select which currencies you wish to see in Legrand CRM by putting a tick in the visible column and then press the Save button. MYOB EXO Accounting Link And Transferring Application Note Page 24 of 31

25 Tax Codes You need to select the tax codes you wish to see in Legrand CRM and then click on the button OK. Sales Agents If you wish to have your MYOB EXO sales agents visible in Legrand CRM you can select the tab accounting users and highlighted the names and transfer them to the Left hand pane for sales agents. Sales agents can also be Legrand CRM users or you can create new sales agents that are not in Legrand CRM or MYOB EXO. MYOB EXO Accounting Link And Transferring Application Note Page 25 of 31

26 Stock Availability If quoting from Legrand CRM you would want to know stock availability, the following menu path can be used to do a global stock update of products imported into Legrand CRM. When you choose this option the progress bar will appear to show you the progress made. This feature would normally be used when you have first imported products or have recently performed a stock take. MYOB EXO Accounting Link And Transferring Application Note Page 26 of 31

27 Stock Availability from Product Master From within a product look up you will see a tab named Availability, this tab when selected will have an Update button that when pressed will return the latest stock information, this feature is useful should a client make a product enquiry phone call. This update will only return the stock availability for this individual item. MYOB EXO Accounting Link And Transferring Application Note Page 27 of 31

28 Stock Availability from Within a Quote When you are quoting you can use the Stock Availability button in the bottom left hand corner of the quotes screen to view the availability. This will open the following screen. Should you have insufficient stock in your location you can check alternative locations. MYOB EXO Accounting Link And Transferring Application Note Page 28 of 31

29 Pricing Levels and Quote Best Price Feature From within the companies module you can specify a number of default characteristics for the account when quoting. One of them is the price level to quote at. The price level that you select here will be the default price taken from the product price level from the product. MYOB EXO allows for products to have further discounting applied to them. In that particular circumstance by pressing the button Best Price (bottom left hand corner) in the Quote entry screen will retrieve the new pricing. Should you not specify the price level for a company in the companies module all products will be quoted at price level 9. MYOB EXO Accounting Link And Transferring Application Note Page 29 of 31

30 How Do I Convert a Quote to a Sales Order? Quotes that have been issued to customers and then accepted can be exported to MYOB EXO as a sales order. This is done by selecting the quote from with the list of the quotes within the quotes tab. Once select you can right click on the record and choose the option Convert to Sales Order You will be then asked to select the winning quote and enter the clients Purchase Order Number. MYOB EXO Accounting Link And Transferring Application Note Page 30 of 31

31 You will be asked what to do about the non-winning revision, if they exist. And once that has been sent to MYOB EXO you will see that the customers purchase order detail has been added to the record to indicate that the quote is now a MYOB EXO sales order. MYOB EXO Accounting Link And Transferring Application Note Page 31 of 31

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