Sage 200 On Premise Deployment and Installation Guide 2015

Transcription

1 Sage 200 On Premise Deployment and Installation Guide 2015

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 NE13 9AA Sage Hibernia Ltd trading as Sage Ireland 3096 Lake Drive Citywest Business Park Dublin Issue date: 18/11/2014 Pbn No: 14568

3 Contents 1 Introduction 1 2 System requirements and prerequisites 3 Supported operating systems 4 Microsoft SQL Server 5 Other supported components 6 Minimum supported specifications 10 Prerequisites 12 General considerations 14 3 Deploying Sage 200 across a network 17 Sizing your system 18 Sizing your database 24 Installing Sage 200 with other 64-bit web services 26 Installing Sage 200 on Microsoft Small Business Server Installation options for virtualised platforms 31 Installing Sage 200 using Citrix or Terminal Services 32 Supported versions of Citrix and Terminal Services 33 Install Sage 200 CRM on multiple servers 34 Security and firewall settings 38 Database configuration and maintenance 41 4 Installing Sage Create Windows user accounts and groups 47 Install Sage 200 on your server 50 Install Sage 200 on your client machines 53 Setting up the Self Service website 55

4 Sage 200 On Premise Set up the Sage 200 Self Service web site internally 56 Install Sage 200 Self Service on an external facing web server 58 5 Setting up Sage 200 to use for the first time 63 Setting up Sage 200 System Administration for Sage Create your configuration database 65 Create users 67 Activate your Sage 200 licence 68 Create your company database 70 Set up user accounts, roles and features 72 Set up online payment processing 75 Set up Purchase Order Authorisation 76 Integrating with Office Set up the Sage 200 desktop 83 7 Set up Sage 200 Business Intelligence 85 Using BI with Microsoft SQL Server v Set up Business Intelligence in Sage 200 System Administration 88 Configure Microsoft Excel to use the Sage Business Intelligence add -in 89 Set up security for Business Intelligence 90 Set up the BI Administration tool 92 Set up BI in Sage Troubleshooting BI 100 FAQs: Business Intelligence Set up Sage 200 Manufacturing 113 Set up and install Sage Graphical Planner Upgrading Sage Upgrading checklist 127 Upgrading BI checklist 131 Additional instructions for upgrading 133 Upgrade from Sage 200 v5.1(all modules) Install and set up Sage 200 CRM 153

5 Contents Check your SQL Server settings for Sage 200 CRM 155 Check IIS is installed as a server role 156 Install Sage 200 CRM 157 Configure IIS for Sage 200 CRM 160 Set up Sage 200 Accounts and Sage 200 CRM 162 Set up the integration in Sage 200 CRM 166 Troubleshooting installing Sage 200 CRM 174 Set up Form Launching Upgrading Sage 200 CRM 183 Checklist to upgrade from 2013 R2 to Upgrading Sage 200 CRM - detailed steps 188 Upgrading customised CRM 202 CRM Integration tools 205 Index 211

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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 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. Required Knowledge To install or upgrade Sage 200 you must have experience in: Configuring SQL Server. Configuring Microsoft Internet Information Services (IIS). Please make sure that you read the relevant sections in this guide before you install or upgrade Sage For new installations Modules Required sections Notes All System requirements and prerequisites on page 3 Deploying Sage 200 across a network on page 17 Installing Sage 200 on page 45 Supported versions of operating systems, SQL server, Microsoft Office, browsers etc. Advice on how to deploy Sage 200 in a variety of network environments Step-by-step instructions on how to install Sage

8 Sage 200 On Premise Modules Required sections Notes BI Setting up Sage 200 to use for the first time on page 63 Set up Sage 200 Business Intelligence on page 85 Step-by-step instructions on how to configure the Administration tool to set up users and roles Step-by-step instructions on how to configure Business Intelligence Manufacturing Set up Sage 200 Manufacturing on page 113 CRM Install and set up Sage 200 CRM on page 153 Install Sage 200 CRM on multiple servers on page 34 Step-by-step instructions on how to configure Manufacturing Step-by-step instructions on how to install CRM and configure the integration between CRM and Sage 200 Advice on installing CRM across multiple servers and setting up load balancing. For existing installations Modules Required sections Notes All CRM System requirements and prerequisites on page 3 Deploying Sage 200 across a network on page 17 Upgrading Sage 200 on page 125 Upgrading Sage 200 CRM on page 183 Supported versions of operating systems, SQL server, Microsoft Office, browsers etc. Advice on how to deploy Sage 200 in a variety of network environments Step by step instructions on how to upgrade from a variety of previous versions of Sage 200 Step by step instructions on how to upgrade from Sage 200 CRM v7.2. 2

9 2 System requirements and prerequisites Sage 200 is made up of various core and optional modules that integrate with the core product. When determining your system requirements, you must make sure that you have considered the requirements for all the Sage 200 modules that you want to use, as some modules have different system requirements. 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 specifications on page 10. 3

10 Supported Operating Systems Windows 7 (32-bit and 64-bit) (Professional, Enterprise & Ultimate Editions) Windows 8 (32-bit and 64-bit) (Pro and Enterprise Editions) Windows 8.1 (32-bit and 64-bit) (Pro and Enterprise Editions) Windows Server 2008 R2 (64-bit) (Standard & Enterprise Editions) Windows Small Business Server 2011 (Standard, Premium & Essentials Editions) Windows Server 2012 (Standard and Essentials Editions) Windows Server 2012 R2 (Standard and Essentials Editions) Sage 200 Sage 200 Server (All modules) Sage 200 Client (All modules) 4 4 Sage 200 CRM 2 Sage 200 CRM Server 1 1 Sage 200 CRM Client 4 4 Sage 200 Business Intelligence 3 Sage 200 Business Intelligence Server Sage 200 Business Intelligence Client (including Sage 200 BI Admin Tool) 4 4 Sage 200 Migration Tool Sage 200 Migration Tool 32-bit Sage 50 to Sage 200 Data Migration Tool 32-bit 32-bit 32-bit 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 is not supported on Workgroup editions of SQL server, as BI requires SQL Analysis Services. 4 Sage 200 is not supported on Windows 8 RT. The Sage 200 desktop is not optimised for touch screen devices.

11 2 System requirements and prerequisites Microsoft SQL Server Supported versions of SQL server Microsoft SQL Server 2008 R2 SP2 - Workgroup, Standard & Enterprise Editions (32 & 64-bit) Microsoft SQL Server 2012 SP2 - Standard & Enterprise Editions (32 & 64 bit ). (SQL 2012 Business Intelligence Edition is not supported) Microsoft SQL Server Standard & Enterprise Editions (32 & 64-bit). (SQL 2014 Business Intelligence Edition is not supported). Note: We recommend that you install Microsoft SQL Server 2012 and 2014 using the default accounts set up by the SQL Server installation wizard as shown below: How many licensed seats for SQL server do I need? The same number as the maximum number of concurrent Sage 200 users you're likely to have. Prerequisites for Business Intelligence Note: Sage 200 Business Intelligence is not supported on Workgroup editions of SQL server. This is because Business Intelligence requires Analysis Services. Microsoft SQL Server and Analysis Services must be installed on the same machine with the same instance name. SQL Server must be configured to use the following collation: Latin1_General_CI_AS SQL Server must be running in Mixed Mode (SQL Server and Windows Authentication). 5

12 Sage 200 On Premise Other supported components Supported Editions of Microsoft Office Microsoft Office 2010 SP3 (32-bit only) - Standard, Professional and Professional Plus Editions Microsoft Office 2013 SP1 (32-bit and 64-bit) Small Business Premium, Professional Plus and Enterprise Editions Microsoft Office 365 (32-bit and 64-bit) Small Business Premium, Professional Plus and Enterprise Editions Note: Microsoft Office 365 Home and Personal editions are not supported. The following table explains how Sage 200 functionality integrates with Microsoft Office: SP SP1 Office 365 Exchange SP3 bit bit bit bit bit Desktop Apps Online Online Sage 200 App Excel Integration Excel Reporting (new) Send to Excel N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A (from workspaces and lists) Opening Attachments Create / View Memos N/A N/A N/A N/A N/A N/A N/A N/A 6

13 2 System requirements and prerequisites SP SP1 Office 365 Exchange SP3 bit bit bit bit bit Desktop Apps Online Online Send (not from Report Designer) Report Designer - output to Sage 200 Business Intelligence N/A N/A N/A N/A Sage 200 CRM Mail merge N/A N/A N/A N/A Data Upload N/A N/A N/A N/A Document Drop N/A N/A N/A N/A Outlook Classic Plug in Outlook Exchange Plug In Supported Editions of Sage Payroll Sage Payroll v21 - Standard, Professional, and Bureau Editions. 7

14 Sage 200 On Premise 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 running ios v7.1.2 Google Chrome on x86 and x64 based PCs. Microsoft Internet Explorer v10 and v11 on x86 and x64 based PCs. Microsoft Internet Explorer v10 and v11 on Microsoft Windows 8 and 8.1 tablets running Windows 8 Professional and Enterprise Editions. Google Chrome on Google Nexus 10 devices running Android v or greater. Note: Other devices and browsers may be compatible but have not been tested. Browser settings When accessing Sage 200 workspaces in the desktop app or from the Self Service website, you may be asked to login. If you don't wish to be prompted each time, you can set your browser to always use your login credentials: Internet Explorer We recommend that you set this for your local intranet zone, however you may choose to set Trusted Sites instead depending on your domain or local security policies. Local Intranet zone a. Open: Internet Options > Security> Custom Level b. a. Set user User Authentication > Logon to Automatic Logon with current user Trusted Sites Chrome name and password. a. Open Internet Options > Security > Trusted Sites > Sites. b. Add the SelfService server URL e.g. c. Open Internet Options > Security > Trusted Sites > Custom Level. d. Set User Authentication > Logon to Automatic Logon with current user name and password. Enter the following from the Command prompt: 8

15 2 System requirements and prerequisites 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" -auth-serverwhitelist="localhost, <machine fully qualified domain name>". For example: "C:\Program Files (x86)\google\chrome\application\chrome.exe" -auth-serverwhitelist=localhost, sagesvr01.mydomain.com Sage 200 CRM Internet Explorer v10 (IE 10 Compatibility Mode only) and v11. Chrome (32-bit only) Safari on Apple ipad running ios v7.1 Note: Other devices and browsers may be compatible but have not been tested. Some functionality may not be compatible on tablet devices. 9

16 Sage 200 On Premise Minimum supported specifications These are the minimum specifications for each client and server machine 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. See Sizing your system on page 18 and Sizing your database on page 24. 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 Server with CRM Sage 200 Server with Sage 200 CRM Server Dual-core 2.6GHz or equivalent 7,200 rpm SATA with 4GB disk space after SQL Server is installed. 8GB Gigabit Ethernet Sage 200 Server with BI Sage 200 Server with Sage 200 Business Intelligence Server 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 Client 2.8GHz Pentium 4 or equivalent (e.g. Dual Core 1.6GHz) 7,200 rpm SATA with 500MB disk space required. Note: If you are going to run Graphical Planner you must have a minimum of 1GB disk space. 2GB Gigabit Ethernet 10

17 2 System requirements and prerequisites Sage 200 with Sage 200 CRM on a separate server Server Processor Disk Memory Network Sage 200 Server with Microsoft SQL Server Dual-core 2.6GHz or equivalent 7,200 rpm SATA with 1GB disk space after SQL Server is installed. 4GB Gigabit Ethernet Sage 200 CRM Server Dual-core 2.6GHz or equivalent 7,200 rpm SATA with 2GB disk space required. 4GB Gigabit Ethernet Sage 200 Client 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 must have a minimum of 1GB disk space. 11

18 Sage 200 On Premise Prerequisites 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 regional and language settings set to either English (UK) or English (Ireland) only. All server machines must follow Microsoft naming conventions, i.e. server names cannot start with a numeric character or contain underscores. (Microsoft KB ) Microsoft SQL Server : Must be running in Mixed Mode (SQL Server and Windows Authentication mode). The Server Collation for SQL server 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 DotNet Framework versions installed (all server and client machines) : v3.5 Service Pack 1. v4.0 v4.5.1 These are all included on Sage DVD. Windows Identity Foundation Microsoft KB (all server server machines): For Windows Server 2012, this can be added as a feature. For Windows Server 2008R2, this is included on Sage DVD. Microsoft Internet Information Services (IIS) v7 or greater. IIS v7.0 and v7.5 must have the following hotfix applied KB Note: 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 IIS IIS v7.5 IIS v8 and 8.5 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 3.5.Net Extensibility 4.5 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 6 Metabase compatibility WCF Services HTTP Activation 13

20 Sage 200 On Premise General considerations Before you install Sage 200,you must also consider the following: If you are upgrading, you must uninstall your previous version of Sage 200. If you are installing Sage 200 on Microsoft Small Business Server 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. If you are using Small Business Server 2011 as your Domain Controller, then new users including the Sage 200 Secured Services and Sage 200 Service users should be created using the SBS Create User Wizard and applying the users template. See Installing Sage 200 with other 64-bit web services on page 26. 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. 14

21 2 System requirements and prerequisites Sage 200 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 App Services Sage 200 Services :10080 (http) :10443 (https) C:\inetpub\Sage 200 App Services Sage200Services (Virtual directory under Sage 200 Application services) Sage 200 Services n/a C:\inetpub\Sage 200 App Services\Sage200Services Sage200SecuredServices (Virtual directory under Sage 200 Application services) Sage 200 Secured Services n/a C:\inetpub\Sage 200 App Services\Sage200SeuredServices Sage 200 Self Service Sage 200 Self Service :10082 (http) C:\inetpub\Sage 200 Self Service :10444 (https) 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_1 :10444 (https) Sage 200 Self Service SSL Certificate_wixCert_1 15

22 Sage 200 On Premise 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. Additional configuration is required to make the site accessible externally. For more information, see Install Sage 200 Self Service on an external facing web server on page 58. Sage 200 CRM is installed to the default website. This is not configurable. By default, the website is published using httpand this is not a secure connection. Additional configuration is required to use CRM over a secure external connection. 16

23 3 Deploying Sage 200 across a network This chapter provides information and advice when sizing your system and installing the various elements of Sage 200 across different operating systems. Sizing your system on page 18 Installing Sage 200 with other 64-bit web services on page 26 Installing Sage 200 on Microsoft Small Business Server 2011 on page 29 Installation options for virtualised platforms on page 31 Installing Sage 200 using Citrix or Terminal Services on page 32 Install Sage 200 CRM on multiple servers on page 34 Security and firewall settings on page 38 Database configuration and maintenance on page 41 Note: Sage contained changes in the way that SQL logins are maintained. If you want to continue to use an older version of Sage 200, you should use separate instances of SQL for each version of Sage 200 that you deploy. 17

24 Sage 200 On Premise Sizing your system A typical deployment of Sage 200 consists of all elements residing on the same server, which also hosts the SQL server instance. For larger sites with higher user counts and larger transaction volumes this deployment model is not always suitable and may not offer the best performance. The following diagram shows four different sized deployments of Sage 200 and gives some suggested ball park figures for sites that may fit into these scenarios. Due to the diverse nature of businesses that use Sage 200, it is impossible to give exact recommended specifications for each scenario but these figures are based on data gathered from sites already successfully running Sage

25 3 Deploying Sage 200 across a network Small deployments Recommended for sites: 4 to 12 concurrent users Database sizes less than 2GB. Not running Sage 200 CRM or Business Intelligence Recommended Specifications Notes Dual core processor The operating system will use one core with Sage 200 and Microsoft SQL Server sharing the other core. No configuration around setting processor affinity is required and in practice the operating system, SQL and Sage 200 will share the cores, along with other running applications, but a dual core system should give users acceptable performance. 4GB RAM 2GB for the operating system, 1GB for SQL 1GB for Sage 200. No configuration around setting memory allocation is required and the operating system, SQL and Sage 200 will share the available memory, along with other running applications. A minimum of 4GB server memory should give users acceptable performance in this scenario. 7.2K RPM SATA Disk Should be sufficient for databases less than 2GB. Small deployments with CRM or Business Intelligence Recommended for sites: 8 to 12 concurrent users Database sizes less than 2GB. Recommended Specifications Notes Dual core processor The operating system to use one core, and Sage 200 and Microsoft SQL 19

26 Sage 200 On Premise Notes Server to share the other core. As Sage 200 CRM is a browser based module that can require high levels of server CPU when synchronising data or processing multiple user requests at the same time. The server should have a minimum of a dual core processor but as user count and data size increases towards the top end of this bracket, a quad core processor may be preferable 8GB 2GB for the operating system, 1GB for SQL 1GB for Sage 200. For BI: 1GB for each data warehouse / analysis services cube. Sage 200 Business Intelligence uses Microsoft SQL Server Analysis Services which can be a very memory intensive process. For each data warehouse and analysis services cube created, we recommend allocating at least 1GB Ram 10K RPM SAS or SCSI In a RAID configuration to allow for failover. Sage 200 CRM and Sage 200 BI will benefit from additional memory and faster access disks Medium Deployments Recommended for sites: 12 to 25 concurrent users Database sizes less than 10GB. Where sites have more than 20 concurrent users accessing Sage 200 CRM with similar levels of users accessing Sage 200 Accounts at the same time, it is recommended to split out Sage 200 CRM onto a second server to improve performance. Recommended Specifications Server Specifications Notes Server 1 Quad core processor Microsoft SQL Server; Sage 200 database Sage 200 CRM database. Sage 200 BI 20

27 3 Deploying Sage 200 across a network Server Specifications Notes This server is effectively dedicated to handling the SQL requests of the Sage 200 Suite GB RAM 10K RPM SAS or SCSI Disk Quad core processor For Sage 200 BI, allow at least 1GB for each data warehouse and analysis services cube. Sage 200 Business Intelligence uses Microsoft SQL Server Analysis Services which can be a very memory intensive process. For each data warehouse and analysis services cube created, we recommend allocating at least 1GB additional Ram but this requirement will increase with database size. With terminal services, add 1 GB for each remote user session, up to a maximum of 8 remote users. For more than 8 remote users use a separate Terminal Services server running the Sage 200 client. See Installing Sage 200 using Citrix or Terminal Services on page 32 In a RAID configuration to allow for failover The SQL data and log files ideally being hosted on different disks to the operating system. Sage 200 server Sage 200 CRM installation (not the database), Additional services such as Sage 200 Self Service. Server GB RAM 7.2K SATA Disk Large deployments Recommended for sites: 25 to 50 concurrent users Database sizes over than 20GB. 21

28 Sage 200 On Premise Recommended Specifications Server Specifications 2 x Quad core processor Notes Microsoft SQL Server; Sage 200 database Sage 200 CRM database Sage 200 BI Server 1 Server 2 Terminal Services GB RAM 10K or 15K RPM SAS or SCSI Disk Quad core processor 16 GB RAM 7.2K SATA Disk Quad Core Processer This server is effectively dedicated to handling the SQL requests of the Sage 200 Suite. For Sage 200 BI, allow at least 1GB for each data warehouse and analysis services cube. Sage 200 Business Intelligence uses Microsoft SQL Server Analysis Services which can be a very memory intensive process. For each data warehouse and analysis services cube created, we recommend allocating at least 1GB additional Ram but this requirement will increase with database size. With terminal services, add 1 GB for each remote user session, up to a maximum of 8 remote users. For more than 8 remote users use a separate Terminal Services server running the Sage 200 client. In a RAID configuration to allow for failover The SQL data and log files ideally being hosted on different disks to the operating system. Sage 200 Server Sage 200 CRM installation (not the database), Additional services such as Sage 200 Self Service. With Terminal Services, use a separate server for more than 8 remote users. 22

29 3 Deploying Sage 200 across a network Server Specifications Notes Server RAM 10K RPM SAS or SCSI disk Allow sufficient memory to allow for 2GB for the operating system and an additional 1GB per remote session running the Sage 200 client, up to a maximum of 12 users per server Recommended specifications for client machines In addition to calculating the system requirements for the servers running the Sage 200 Suite, you must also consider the client machines that will be running Sage 200. The application footprint on each of the Sage 200 client machines can be large. Processing of tasks is carried out using CPU and memory resources on both the client and the server, and the specification of both machines will affect the overall performance of the system. The following table gives an example of this. Profile Running Year End with 1 million Nominal Transactions Server A / Client A 3 hrs 24 Server A / Client B 5 hrs 07 Server B / Client B 8 hrs 11 The server and client specifications were as follows; Server A = 2 x Quad Core 2.4GHz Xeon, 8GB Ram, 15K SAS Disks, Gigabit Network Server B = 1 x Dual Core 2.6GHz, 4GB Ram, 7.5K SATA Disk, Gigabit Network Client A = 1 x Dual Core 2.6GHz, 4GB Ram, 7.5K SATA Disk, Gigabit Network Client B = 1 x Single Core 2.8GHz, 2GB Ram, 7.5K SATA Disk, Gigabit Network Client machines used to run long batch processes such as Update Waiting Postings and Month and Year End processing should be dual core processor machines with 4GB Ram. 23

30 Sage 200 On Premise Sizing your database The Sage 200 database size will depend on a number of factors, not just the number of transactions included within the database. The following examples can be used to estimate a rough minimum expected database size given a specific number of records but be aware that with SQL database padding this size can increase 10 fold. Use these examples to calculate minimum disk requirements only. The following record sizes are calculated using Sage 200 demonstration data for 8 financial years. Record Type Sales Ledger Record Purchase Ledger Record Nominal Ledger Record Stock Record SOP Order (based on 4 item lines) POP Order (based on 4 item lines) Sales Ledger Invoice Purchase Ledger Invoice Nominal Ledger Journal Record Size (in KB) 24K 15K 14K 4K 44K 47K 3K 4K 2K To calculate the minimum disk space required, you can take these record sizes and multiply them against the estimated number of records. For example: Record Type Record Size (in KB) Number of Records Size Sales Ledger Record 24K 10, ,000K Purchase Ledger Record 15K 10, ,000K Nominal Ledger Record 14K ,200K Stock Record 4K 16,000 64,000K SOP Order 44K 12, ,000K POP Order 47K 2, ,200K Sales Ledger Invoice 3K 12,000 36,000K Purchase Ledger Invoice 4K 14,000 56,000K Nominal Ledger Journal 2K 140, ,000K 1,487,400K 24

31 3 Deploying Sage 200 across a network This gives an estimated database size of 1.4GB. The actual size of the database used in this example was 1.2GB. The difference was made up of a variety of factors, such as not all records were fully populated, not all orders had 4 item lines etc. For further guidance, the following table gives record numbers and associated database sizes for real Sage 200 databases. As you will see, some fit the calculation but some, such as the 6GB and 10GB database examples, are considerably larger than would be expected. This is largely due to database padding and you should allow at least 2 or 3 times more disk space than the minimum calculated to allow for padding and future growth. Real Sage 200 database sizes No records / transactions Sales Ledger 10,000 1,000 3,500 45, ,000 28,000 Records Purchase Ledger Records 10, , ,000 Nominal Ledger Records ,000 Stock Records 16, ,500 16,000 50, ,000 SOP Orders 12,000 3,500 85, ,000 6, , ,000 POP Orders 2, ,000 4,000 14,000 1,700 56,000 Sales Ledger Transactions 12,000 45,000 68, ,000 10, , ,000 Purchase Ledger Transactions Nominal Ledger Transactions Database Size in Gigabytes 14, ,000 17,000 56,000 10,000 80, , , , , ,000 5,000, As you will also see from the table above, the Sage 200 database can scale up to very large numbers of transactions. The 25GB example has over 5 million nominal transactions. 25

32 Sage 200 On Premise Installing Sage 200 with other 64-bit web services 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. If you have any of the following applications installed on the same 64-bit server as Sage 200, you must adjust some settings to accommodate 32-bit applications: Microsoft Exchange 2007 with Service Pack 3. Microsoft Exchange Microsoft Terminal Services Gateway. Windows Server Update Service (WSUS) and HTTP Compression. 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. To run the Sage bit Web Service Config.bat file The batch file is commented and should be reviewed before being run on a live system. 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. 3. Review the content of the batch file. If you are happy to proceed, press Y. 4. Choose the option that matches your configuration: Option A - Microsoft Exchange 2007 with Service Pack 3 Applied Change made to the ApplicationHost.config file 1. 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. 2. 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. 26

33 3 Deploying Sage 200 across a network Option B Microsoft Exchange 2010 C - Microsoft Terminal Services Gateway: Change made to the ApplicationHost.config file 1. 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. 2. 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. 3. 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. 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. D - Microsoft Windows Server Update Service (WSUS) and HTTP Compression: 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. Each time you select an option, the following prompt appears: Do you wish to configure more services? [Y/N]. Select Y to configure each application that have installed. 6. When you have finished, select option G. 7. The following prompt appears: Do you want to restart IIS now? You must re-start IIS for the changes to be applied. To re-start IIS now, choose Y. To re- start IIS later, choose N. 27

34 Sage 200 On Premise 8. 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. If you revert back to the original version of the applicationhost.config file Sage 200 will stop working. 28

35 3 Deploying Sage 200 across a network Installing Sage 200 on Microsoft Small Business Server 2011 If you intend to install Sage 200 on Microsoft Small Business Server 2011, 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 server joined to the same domain. Prerequisites All editions 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. If SBS 2011 is your Domain Controller, you must create new users, including the Sage 200 Secured Services and Sage 200 Services Users, using the SBS Create User Wizard and applying the users template. 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. Essentials editions 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. 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. 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. 29

36 Sage 200 On Premise 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. 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 Install Sage 200 on your server on page

37 3 Deploying 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 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. Client hosted virtualisation Sage 200 clients are supported when running in a client hosted virtualised environment, provided that the virtualised environment is running a supported version of Windows. For example: Sage 200 Client running in a Windows 7 VM hosted on Mac OS. Sage 200 Client running in a Windows 8.1 VM hosted on Linux. Due to the large number of virtualisation platforms it is not practical or feasible for Sage to test them all. If you encounter issues while running client software in a client hosted virtualised environment, you may be required to reproduce the issues in a standard (non-virtualised) environment. Refer to the Products and Services Terms and Conditions here: 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, Remote Desktop Services or Citrix connection. Sites considering a hosted solution may wish to consider Sage 200 Online as an alternative method of deployment. 31

38 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, Microsoft Remote Desktop 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. For Terminal servers, Remote Desktop Services 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 or 2012 R2, the application must be deployed using 'Session based desktop deployment' with a published remote desktop. 'Virtual machine based desktop deployment' is not supported. If you are using form launching for Sage 200 CRM, the Task Launcher Service: o o o Needs to be enabled and set to start 'Automatically'. Must be set to run in multi-user mode for each user. with Windows Server 2012 or 2012 R2 you must enable the.net 3.5 and.net Extensibility 3.5 features in IIS. For information on setting up the Task Launcher Service, see Set up Form Launching on page 178. 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:

39 Supported Versions of Citrix / Terminal Services/ Remote Desktop Services Windows Remote Desktop Server 2008 R2 published via Remote Desktop Services Windows Server 2012 & 2012 R2 Published via Remote Desktop Services 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 Commercials Sage 200 BI Server 1 Sage 200 BI Client (including Sage 200 BI Admin Tool) 1 Sage 200 BI Excel Client 1 Sage 200 Optional Modules Sage 200 Commercials Client 1 Sage 200 Project Accounting Client 1 Sage 200 Manufacturing Sage 200 Manufacturing Server 1 Sage 200 Manufacturing Client 1 Sage 200 Migration Tool Sage 200 Migration Tool 1 For Windows Server 2012 and 2012 R2, the application must be deployed using Session based Desktop Deployment with a published remote desktop. Virtual machine based desktop deployment is not supported.

40 Sage 200 On Premise Install Sage 200 CRM on multiple servers If you're running a Sage 200 site with a large implementation of Sage 200 CRM, you may want to consider enabling the load balancing features of the application. This allows you to balance user sessions over multiple servers. Sage 200 CRM can be implemented in a distributed environment, where a single Sage 200 CRM database is accessible through multiple web servers. The main benefit of the multi-server CRM solution is to provide efficient session balancing for sites with high numbers of concurrent CRM users. The balancing can be performed by Sage 200 CRM or by a dedicated load balancing application. Prerequisites Decide which server you want to act as your primary Sage 200 CRM web server. Note: If you are hosting Sage 200 CRM externally, this will need to be the web server with your externally accessible IP address. This server will act as the initial entry point for all Sage 200 CRM connections. A valid license that includes Multi-server Sage 200 CRM. The same Sage 200 CRM license key can be used on all of the Sage 200 CRM servers. Installing multi server CRM To install Sage 200 CRM across several servers: 1. Install the Sage 200 CRM Server on the server that acts as your primary Sage 200 CRM web server. a. Follow the installation instructions as you would for a typical Sage 200 CRM installation. b. Make a note of the installation name you specify in the Installation name field. This name is required when you are installing the other servers in the multi-server Sage 200 CRM environment. c. Specify a separate SQL server to host the Sage 200 CRM database. If you are hosting Sage 200 CRM externally, this SQL server should be behind a firewall. 34

41 3 Deploying Sage 200 across a network 2. Install the CRM server on your other web servers. a. Follow the installation instructions as you would for a typical Sage 200 CRM installation. b. Make sure that the name you enter in the Installation name field is the installation name you specified during the original Sage 200 CRM installation. c. Change the name in the Database Server field to the server on which the Sage 200 CRM database was previously installed. d. When you see the follwing message The database already exists for the Multi- Server install. If you wish setup can reinstall the database, click No. Continue with the installation e. Install all of the other web servers in the same way. Configure your servers Database configuration settings are set up automatically when you install multi-server Sage 200 CRM. 1. Log into Sage 200 CRM as an administration user. 2. Open Administration > System > Database. 3. Select Change. Check your settings are as follows: CRM Server Names Do Load Balancing DTLS Server Name The names of all the Sage 200 CRM Web Servers separated by semi colons Set this to True to make sure load balancing is performed by Sage 200 CRM. If you want to use a specialized application to perform the load balancing, set this to False. Delayed Table Level Script server name. This is the server that you want all Table Level Scripts performed on. When all the servers are set up, the Default database is the same on each of the web servers. How changes are made Sage 200 CRM is set up on multiple servers, any changes you make on any Sage 200 CRM server are reflected on all of the other Sage 200 CRM servers in the cluster. Metadata is refreshed on all the servers if any customization is carried out. How load balancing works When a user logs onto Sage 200 CRM: 35

42 Sage 200 On Premise 1. The list of all available servers is obtained from the custom_sysparams table. 2. The number of users logged onto each server is calculated. 3. The CRM Logon page for the server with the lowest number of logged on users is loaded. 4. Once logged on, the name of the server can be seen in the URL. Load Balancing Example The following example shows happens when four users log onto Sage 200 CRM. In this example: Load balancing has been configured with a cluster of three web servers, with Web Server 1 acts as the primary web server and is externally accessible. The URL for Sage 200 CRM is the same for all four clients, and points to Web Server 1. The Sage 200 CRM database resides on a separate SQL server, behind a firewall. All web servers can access the SQL server. 1. User 1 logs on. None of the web servers currently have any logged in users. Because the load is equal amongst the servers, Web Server 1 processes the request and User 1 is logged onto the CRM Database. 36

43 3 Deploying Sage 200 across a network 2. User 2 logs on. Web Server 1 already has one active connection so it balances the load by passing the request to Web Server 2. User 2 is logged onto the CRM Database with a URL pointing to Web Server User 3 logs. Web Servers 1 and 2 already have 1 active connection each, so Web Server 1 passes the request to Web Server 3 to balance the load. User 3 is logged onto the CRM Database with a URL pointing to Web Server User 4 logs on. All web servers have 1 active connection each so the request is handled by Web Server 1 and User 4 is logged onto the CRM Database. Tip: Make sure your users close their browsers once they have logged out of Sage 200 CRM. This is to ensure accurate load balancing. When a user does not close their browser window after logging out, they will be logged back into the same server the next time they log in and this can result in unbalanced servers. 37

44 Sage 200 On Premise Security and firewall settings Sage 200 uses a combination of Windows security and SSL certificates to secure communications between the Sage 200 server and client machines. Windows File Permissions Domain When deployed in an Active Directory Domain environment the central Sage file share (e.g. c:\sage) and associated files and subdirectories have their permissions set to restrict access to specific Sage 200 user and admin groups. Workgroup When deployed in a Windows workgroup environment the central Sage file share (e.g. c:\sage) and associated files and subdirectories have their permissions set to Everyone FullControl. We recommend that you set the Share and Security permissions as follows: Set the Share permissions to FullControl/Change/Read for these users: Sage 200 Administrators group Sage 200 Users group Sage 200 Services user Sage 200 Secured Services user Set the Folder Security to Modify/Read&Execute/ListFolderContents/Read/Write for these users: Sage 200 Administrators group Sage 200 Users group Sage 200 Secured Services user Note: Once you have installed Sage 200, restart the machine before you access System Administration. This is so the security permissions are set correctly. 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 TCP Port 1433 Default SQL Instance 38

45 3 Deploying Sage 200 across a network Server Port Details Instance) Database Server (Named SQL instance) UDP Port 1434 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 You will need to open port 443 and grant permission for and Google needs to be allowed as when it checks the licence, it pings Google to ensure there is an internet connection prior to going to the licensing server. 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, named. Additional firewall settings if you have a named SOL instance or dynamic ports Follow the steps below if you have named SOL instance or are using dynamic ports: 1. Find the port number: a. Open Start > All Programs > Microsoft SQL Server version > Configuration Tools > SQL Server Configuration Manager. 39

46 Sage 200 On Premise b. Select SQL Server Network Configuration > Protocols for <your instance Name>. c. Right-click TCP/IP and select Properties. d. Select the IP Addresses tab and scroll down to the IPAll group. e. The current port is the TCP Dynamic Ports number. 2. Set your Firewall to exclude this port number. 40

47 3 Deploying Sage 200 across a network Database configuration and maintenance Once you have sized your system, you can start looking at optimising access to the database to ensure maximum performance. For smaller databases this is not so essential but as the database increases in size, especially once it starts getting over 4GB, real performance improvements can be obtained by having appropriate database configuration and maintenance plans in place. Setting up a Database Maintenance Plan We strongly recommended that you set up a database maintenance plan as part of your Sage 200 deployment. You should include both the Sage 200 and CRM databases in the maintenance plan. For detailed information on setting up the tasks and plan for SQL Server please refer to the manufacturer s web site but we recommend the following: To set up a new database maintenance plan for Microsoft SQL Server 1. Open Microsoft SQL Server Management Studio and connect to the instance of SQL that hosts your Sage 200 and CRM databases. 2. Right click Management > Maintenance Plans and select Maintenance Plan Wizard. 3. Follow the steps in the wizard until all the tasks have been defined. We recommend that you include the following: Check Database Integrity We recommend that you run this nightly for both the Sage 200 and CRM databases. Shrink Database Avoid this option for large or rapidly growing databases. see the following section on Disk Management on page 41 for further advice on database size. Reorganize Index We recommend that you run this nightly for both Sage 200 and CRM databases. Rebuild Index We recommend that you run this weekly for both Sage 200 and CRM databases. Update Statistics We recommend that you run this nightly for both Sage 200 and CRM databases. You should only run maintenance plans out of hours when no users are on the system. We recommend that you run the plan once initially to ensure the plan completes successfully and then schedule the tasks to run automatically overnight. Before any maintenance tasks can be run, check that the SQL Server Agent is running. Disk Management If you have a large Sage 200 Suite deployment, the databases for Sage 200 and Sage 200 CRM can grow rapidly as large numbers of transactions are recorded. Rather than letting SQL Server adjust the size of your database as it grows, we recommend that you pre-empt this growth manually by 41

48 Sage 200 On Premise disabling the Auto Shrink and Auto Grow options within SQL Management Studio and manually padding the database to accommodate future growth. To Disable Auto Shrink 1. Open Microsoft SQL Server Management Studio and connect to the instance of SQL that hosts your Sage 200 and CRM databases. 2. Right click Databases > <Sage 200 database name>, and select Properties. 3. Choose the Options page. 4. Set Auto Shrink to False. 5. Repeat for your Sage 200 CRM database. To manually grow your database 1. Open Microsoft SQL Server Management Studio and connect to the instance of SQL that hosts your Sage 200 ERP and CRM databases. 2. Right click Databases > <Sage 200 database name>, and select Properties. 3. Choose the Files page. 4. For both the MDF and LDF files, click the browse button in the Autogrowth column. 5. Set the File Growth > In Megabytes value to an amount of disk space that will allow for plenty of growth. For example, if your current database is 2GB, you could set this value to 6GB. Increasing this value does not increase the size of your SQL backups. 6. Repeat for your Sage 200 CRM database. Other Disk Management Tips Separating the operating system and database onto their own separate drives is best practice for large databases to make sure that Windows and system disk don't compete with SQL IO requests. Make sure that the space you re allocating to the MDF/LDF files is largely contiguous and kept defragmented. The Sage 200 database must remain synchronisied with the Sage 200 CRM and Sage 200 BI warehouse and analysis services databases. Make sure you backup or restore Sage 200 CRM and the Sage 200 BI warehouse and analysis services databases at the same time as your Sage 200 database. Database management for Sage 200 Business Intelligence For Sage 200 BI, if you need to recover to a specific point in time (i.e. just before the disaster happened) and wish to avoid hard disk space issues, we recommend that you: 1. Set up a disaster recovery model. 2. Reduce the size of the log file. 42

49 3 Deploying Sage 200 across a network This is because the data warehouse s database log file grows when the data warehouse is upgraded and cubes refreshed using the Sage200 BI Admin tool. This growth is usually proportional to the number of record updates performed on the data warehouse. If you have a relatively large Sage 200 database, the data warehouse s log file will grow significantly every time the data warehouse is updated.this can lead to disk space problems on the database server fairly quickly for large datasets, and over a longer period of time for smaller datasets. However the log file contains information about all the changes made to the data warehouse required for the database administrator to perform any required disaster recovery procedures. Set up a disaster recovery mode The disaster recovery mode that you choose for the data warehouse database depends on how you use BI. When 'As At' cubes are updated, data is pulled down from Sage 200 to provide a typical snap shot of your data for a specific point in time. The recovery mode that you choose depends on whether you need to recover your data this specific point in time or whether the accuracy of the as 'as at' data is not crucial, i.e. the snap shot is out by one day. You can choose one of the following modes: Full - choose this to recover data to a specific point in time. This uses full, differential and transaction log backups to provide the best protection against failure. It allows the database to be restored to the point of failure or to a specific point in time. Simple - choose this if the accuracy of the as at status of the BI reports is of low importance. This recovers data to the most recent successful full database or differential backup. The underlying transaction logs are truncated each time a checkpoint is issued for the database. This mode restricts the database log file growth. To set the data recovery mode 1. Open Microsoft SQL Server Management Studio and connect to the instance of SQL that hosts the Sage 200 BI databases. 2. Right click Databases > (data warehouse database name), and select Properties. 3. Choose the Options page. 4. Select the required Recovery model. Reduce the database size 1. Set the data warehouse database to restricted user mode. This prevents new connections being made to the database for users who do not have appropriate roles assigned. 43

50 Sage 200 On Premise This will be blocked until users are already connected to the database have close their connection. This ensures that no transactions are rolled back unexpectedly (i.e. a user in the middle of updating the warehouse). Follow the steps below or run the following SQL script: [ALTER DATABASE database-name SET RESTRICTED_USER]. a. Open Microsoft SQL Server Management Studio and connect to the instance of SQL that hosts the Sage 200 BI databases. b. Right click Databases > <data warehouse database name>), and select Properties. c. Choose the Options page. d. In the Other options > State section, set Restrict Access to RESTRICTED_ USER. 2. Backup the transaction log and database. a. Right -click the data warehouse database and select Tasks > Backup b. Make a Full backup if you don't already have one, otherwise skip to the next step. c. Run the SQL command [checkpoint] against the data warehouse database. This flushes the contents of the transaction log into the main database files. d. Make a Transaction Log backup. Make sure that Truncate the transaction log is selected on the Options page. This is only be available if your database is in Full Recovery or Bulk Logged mode. e. Make a Full backup of the database. 3. Shrink the database. a. Right -click the data warehouse and select Tasks > Shrink > Database. b. Verify that the database log file is now reduced in size. 4. Remove the Restricted user set in step 1 by either reversing the steps or by running the following SQL script: [ALTER DATABASE DATABASE-NAME SET MULTI_ USER]. 44

51 4 Installing Sage 200 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. Before beginning the installation procedure, please refer to the section Deploying Sage 200 across a network on page 17 to make sure that you know where you want to install each component. 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 153. Key facts about the installer 1. You use the installer to install the various components of Sage 200 on your server and on your client machines. Use the installation wizard to select the relevant server components and client components. 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 Sage 200 Client Additional components installed, if selected: Sage 200 Business Intelligence Server Sage 200 Manufacturing Server Sage 200 Business Intelligence Client Sage 200 Manufacturing Client 45

52 Sage 200 On Premise 2. Where possible, the Sage 200 installer checks to make sure you have the correct prerequisites installed. When this is not the case, an error message is displayed. You must install the required components and run the installer again. See Prerequisites on page The Financials, Commercials, Project Accounting, Bill of Materials,and Self Service modules are always installed. They are activated by your licence key. 4. The Sage 200 Client must be installed on the same machine as the Sage 200 Server. Therefore, the Sage 200 Client is selected by default when choosing to install Sage 200 Server. 5. You can choose whether to install Sage 200 Business Intelligence and Sage 200 Manufacturing, however you must install both the sever and client elements on your server. You don't have to install BI and Manufacturing on all client machines. 6. If you are installing Sage 200 Manufacturing on a PC which has Sage 50 Manufacturing installed, uninstall Sage 50 Manufacturing before installing Sage 200 Manufacturing. 7. To install Sage 200 Self Service on separate external facing web server, use the Self Service standalone installer. This can be found on the Sage 200 DVD. See Install Sage 200 Self Service on an external facing web server on page 58. Steps to install Sage 200 On Premise 1. Create Windows user accounts and groups on page Install Sage 200 on your server on page Install Sage 200 on your client machines on page 53 46

53 4 Installing Sage 200 Create Windows user accounts and groups Users access the Sage 200 desktop and Sage 200 System Administration using their Windows User account log on details.windows User accounts are also used to access Sage 200 services. Before installing Sage 200, you must create the required Windows user groups and accounts. You must create the following: A Sage 200 Administrators Group. A Sage 200 Users Group. A Sage 200 Services user. A Sage 200 Secured Services user (which must be a different user to the Sage 200 Services user). Set up the required groups and users Set up your groups and users in Active Directory using the following information. If you are using Workgroups, set them up as local groups and users using the details below. 1. Create a Sage 200 Administrators Group a. Create a group in Active Directory using the following information: Active Directory Group Name Sage200Admins Active Directory Group Description Sage 200 Admins b. Add the required Windows users to this group. Users belonging to this group can access Sage 200 System Administration, Sage 200 desktop and Sage 200 Self Service. Note: You cannot use the Domain Administrators group as the Sage 200 Administrator group, as this sets up the file share permissions incorrectly. 2. Create a Sage 200 Users Group: a. Create a group in Active Directory using the following information: Active Directory Group Name Sage200Users Active Directory Group Description Sage 200 users b. Add the required Windows users to this group. Users belonging to this group can access Sage 200 desktop and Sage 200 Self Service. 47

54 Sage 200 On Premise 3. Create a Sage 200 Services user: a. Create a user in Active Directory using the following information: Active Directory User Name S200Services Active Directory User Description Sage 200 Service Account b. Enter a password for the user account and set it to Password never expires. It does not require any other special permissions. c. Add this user to the Sage 200 Administrators 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 Create a Sage 200 Secured Services user: a. Create a user in Active Directory using the following information: Active Directory User Name S200SecuredServices Active Directory User Description Sage 200 Secured Service Account b. Enter a password for the user account and set it to Password never expires. It does not require any other special permissions. c. This account should be a member of your domain users group but should not be added to the Sage 200 Users or Sage 200 Administrators group. When you install the Sage 200 Server, you must specify the name and password for this account. Notes 1. Changing passwords If the password is changed for either of the Sage 200 Service accounts, you must update the passwords in these application pools: Application Pool Sage 200 Secured Services Sage 200 Self Service Sage 200 Services User S200SecuredServices S200Services S200Services If you do not do this, you will see the following error message when accessing Sage

55 4 Installing Sage 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. 3. 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. 49

56 Sage 200 On Premise Install Sage 200 on your server 1. Insert the Sage 200 DVD. The Installation wizard appears. If you do not have Autorun enabled, select the Setup.exe file from the DVD. a. If you have enabled Microsoft User Account Control, right-click setup.exe and choose Run as Administrator. b. If you are installing on a Microsoft Terminal/Remote Desktop Services Session Host: i. Switch to install mode before continuing. To do this: At the command prompt type:change user /install. ii. Once the installation is complete, switch back to execute mode. To do this: At the command prompt type:change user /execute. See MS Documentation for more information: 2. Accept the license agreement. 3. Choose Install Sage 200 Server. This installs: a. The file server components such as reports, layouts, workspaces and other files and directories required by Sage 200. b. Application files and web services. These are essential for the integration between modules. Note: If you want to install the Self Service application on a external facing website see Install Sage 200 Self Service on an external facing web server on page Choose the client components to install on your server: Install Sage 200 Client This is already selected as you must install the Sage 200 Client on your server machine. This installs the application files and directories necessary to run the Sage 200 client application, and the Sage 200 System Administration tool. 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 Change the port number for the Form Launcher on page

57 4 Installing Sage 200 Are running Sage 200 in a Terminal Server or Citrix environment. See Using the Form Launcher with Terminal Services, Remote Desktop Services and Citrix on page Select any additional modules that you want to install. Choose from the following options: Install Sage 200 Business Intelligence Install Sage 200 Manufacturing 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 Enter a location on your server for the Logon Folder. Make sure there are no spaces in the location as this will cause the installation to fail. 7. Select the Windows User Groups that will be used for your Sage 200 Administrators and Sage 200 Users. Administrators Group Users Group Select the group that you have set up for the Sage 200 Administrators. For example, Sage200Admins. Select the group that you have set for Sage 200 Users. For example, Sage200Users. 8. Enter the login details for the user account that you've set up for the Sage 200 Services. Server Login Details Name of the Sage 200 Services user account that you have created to access the Sage 200 Services. For example S200Services. 9. Enter the Server Identity Password. This is the password for the Windows account entered in step Enter the login details for the user you've set up for the Sage 200 Secured Services. Server Login Details Name of the Sage 200 Secured Services user account that you have created to access the Sage 200 Secured Services. For example S200SecuredServices. 51

58 Sage 200 On Premise 11. Enter the password for the Secured Services account. 12. Enter a location for the folder where the Sage 200 client will be installed. By default this is C:\Program Files\Sage\Sage To install Sage 200, click Install. 14. Click Finish when the installation is complete. 52

59 4 Installing Sage 200 Install Sage 200 on your client machines 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. 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. 5. Accept the license agreement. 6. Do not select any of the Server Components. 7. On the Client Components screen, select Install Sage 200 client. If required, choose to install the Sage 200 CRM form launcher. Install Sage 200 Client Install Sage 200 Form Launcher This installs the application files and directories necessary to run the Sage 200 client application, and the Sage 200 System Administration tool. This installs 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 Change the port number for the Form Launcher on page 178. Are running Sage 200 in a Terminal Server or Citrix environment. See Using the Form Launcher with Terminal Services, Remote Desktop Services and Citrix on page If you chose to install Business Intelligence or Manufacturing when you installed on your server machine, these modules will be selected automatically. 53

60 Sage 200 On Premise 9. Make sure that the Logon Folder location contains the UNC path to your Sage 200 Server machine. 10. Enter a location for the folder where the Sage 200 client will be installed.: By default this is C:\Program Files\Sage\Sage Click Install to install the Sage 200 Client. Click Finish to complete the installation. 54

61 4 Installing Sage 200 Setting up the Self Service website 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. Once you have installed and configured Sage 200, the website can be accessed internally from any machine with a compatible internet browser. See Browser and Mobile device Support on page 8. If you want to access the Self Service website externally over the internet, additional configuration is required. This is because 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 Install Sage 200 Self Service on an external facing web server on page 58. Key facts about the Self Service website 1. You must install the SSL certificate for the website on each client machine. 2. To access the website, a user must be set up as Web user in their user properties. 3. You can have up to 100 concurrent web users. 4. You can view Sage 200 data via workspaces and lists. 5. There is a 20MB limit on the size of an attachment that you can view via a workspace viewed in a web browser. This affects the following workspaces: Bank Account Enquiry, Customer Account Enquiry, Nominal Account Enquiry, Stock Status Enquiry and Supplier Account Enquiry. There is no limit for viewing attachments via a workspace in the Sage 200 desktop application. 6. You can authorise purchase orders if you have activated Sage 200 Commercials. 7. You can enter timesheets and expenses if you have activated Sage 200 Project Accounting. Steps to set up Self Service Set up the Sage 200 Self Service web site internally on page 56 a. Install the SSL certificates on each client machine. This can be done per client machine or via a group policy. b. Allow each user to access the Self service website Install Sage 200 Self Service on an external facing web server on page 58 a. Check the prerequistes b. Install the Self Service website c. Secure the website with your own SSL certificate d. Set up firewall rules 55

62 Sage 200 On Premise Set up the Sage 200 Self Service web site internally Install the internal SSL Certificate You must install the SSL certificate on each client machine that will access Sage 200 Self Service. You can do this on each individual machine or via a group policy Install on an individual client machine Complete the following steps. 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. 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. 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. 56

63 4 Installing Sage 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 Set up users to access the Self Service website A user can only access the Self Service website if they are designated as a Web user in their user properties in System Administration. You can have up to 100 concurrent web users. 1. For each user, open Users > Properties. 2. Select Is Web User. Access the website Once set up, each user can access the website by entering the Self Service address in a web browser. This should include the server name and port number of the website. By default, the port number is For example: Note: There is a 20MB limit on the size of an attachment that you can view via a workspace viewed in a web browser. This affects the following workspaces: Bank Account Enquiry, Customer Account Enquiry, Nominal Account Enquiry, Stock Status Enquiry and Supplier Account Enquiry. There is no limit for viewing attachments via a workspace in the Sage 200 desktop application. 57

64 Sage 200 On Premise Install Sage 200 Self Service on an external facing web server Sage 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. Note: Externally facing Self Service is only supported when installed on Windows Server 2008 R2, 2012 or 2012 R2. 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) v7.5 or greater The following versions of Microsoft DotNet Framework v3.5 Service Pack 1 (Feature for Server 2008 R2 & 2012) v4 (Feature for Server 2012) v4.5.1 (Feature for Server 2012) These are included on the Sage DVD 58

65 4 Installing Sage 200 Windows Identity Foundation (Microsoft KB ) (Feature for Server 2012) This is included on the Sage DVD Microsoft KB This is included on the Sage DVD IIS must have the following settings: IIS v7.5 IIS v8 and 8.5 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 3.5.Net Extensibility 4.5 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 6 Metabase compatibility WCF Services HTTP Activation To install and set up Self Service, you must: 59

66 Sage 200 On Premise Install the Self Service web site on the external facing server. Secure the web site with your SSL certificate 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. Check 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 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. 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. 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. 60

67 4 Installing Sage 200 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 (Inbound Rules) TCP Port Sage 200 App Services(Default 10443) TCP Port Sage 200 Self Service Internal (Default 10444) SQL Server (Inbound Rules) TCP Port SQL Server (Default: 1433) Sage 200 Self Service Server (Inbound Rules) 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 2. Log onto the site using Windows credentials associated with a web enabled Sage 200 User. 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. 61

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69 5 Setting up Sage 200 to use for the first time Before you can access and start using Sage 200, you must set up your company database and users in the Sage 200 System Administration and carry out initial set up task in the Sage 200 desktop application This section explains how to set up Sage 200 System Administration and the Sage 200 desktop for the following modules: Financials Commercials Project Accounting 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 85 Set up Sage 200 Manufacturing on page 113 Install and set up Sage 200 CRM on page

70 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: 1. Create a configuration database. This holds all the data for the System Administration tool in a SQL server database. 2. Create user accounts 3. Enter your Sage 200 licence details. 4. Create your company databases. Each Sage 200 company has a database stored on your SQL server. 5. Set up user accounts. Within Sage 200 System Administration, you specify which companies your users can access and which roles the users belong to. 6. Create roles and authorise features. Roles - you use roles to specify which parts of Sage 200 you want your users to access. Note: 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. Features - these are the individual screens in Sage 200. You create a role and then authorising the relevant features (screens) for that role. Note: You can only access System Administration if you have been added to the Sage 200 Administrators group in Windows. For detailed information on the options available in the System Administration tool, please see the System Administration help: 64

71 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 OK to create a new configuration database. 3. Enter or browse for the correct SQL server. 4. Enter a name for the configuration database. For example, Sage200Configuration. 5. Click Create to create the configuration database. If another Sage 200 Administration user is also attempting to create the configuration database at the same time, you will see the message: Check with any other Administration users of Sage 200 and try again. 6. If required, enter the User Name and Password for an SQL user with access rights to create a database, or choose Use Integrated Windows Authentication. 65

72 Sage 200 On Premise 7. Click Test or Update to test or update the company details. 8. Click OK. 66

73 5 Setting up Sage 200 to use for the first time 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. Users access Sage 200 and Sage 200 System Administration using their Windows User account. The first time you install Sage 200, 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 to Sage 200 v2011 on page 1 for more information. 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. 67

74 Sage 200 On Premise Activate your Sage 200 licence You must register Sage 200 and obtain a licence before you can use it. Once registered, you activate your licence using the Sage Licensing service. You can access this via the internet. If you're not currently connected to the internet, you can obtain a 30 day licence via . You activate your licence using your account number and serial number. 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 Note: If you are upgrading to Sage 200 Online, you must first add the AttachmentMigration.sdbx. To register offline This generates 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

75 5 Setting up Sage 200 to use for the first time Your offline licence is valid for 30 days. This is to give you a window in which to access to the license server online. If you can't access the license server via the internet within this 30 days, you will need to generate a new offline activation. In this case, you 'll see the following message: The Sage Licence will expire in 7 days because the entitlement server has been unavailable for 28 days. 1. 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: When you implement offline licensing the Sage 200 application will still intermittently attempt to access the Sage licensing server. This process will eventually timeout and the application will continue to work provided that the licence you have on your Sage 200 server is valid. If you are experiencing intermittent delays starting the Sage 200 application then reducing the timeout period could help. To reduce the timeout period: IMPORTANT: We recommend that you take a backup copy of any config file before making any changes. 1. Ensure all Sage 200 users are logged out. Then: Open: c:\inetpub\sage 200 App Services\Sage200SecuredServices\web.config. 2. Edit the SlsServiceTimeOut key: Old value: <add key="slsservicetimeout" value="30000"/> New value: <add key="slsservicetimeout" value="1000"/> 3. Save the file. 4. Reset IIS. 69

76 Sage 200 On Premise 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 to Sage 200 v2011 on page 1. 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 Enter the name of the company. This must be at least one character in length and unique. Note: Do not use the word Configuration in the company name. Parent 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. 70

77 5 Setting up Sage 200 to use for the first time 4. Enter your Server Settings: Server Database Name Enter the name of your SQL server. You must have the appropriate permissions to access the server. Enter the name of the database on the server. 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. If another Sage 200 Admininstration user is also attempting to create or update a database at the same time, you will see the message: Check with any other Administration users of Sage 200 and try again. 71

78 Sage 200 On Premise 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 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. 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. To authorise features for a role 1. From the Navigation bar, choose Roles. 2. Select the relevant role. 72

79 5 Setting up Sage 200 to use for the first time 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 Select this to make the user account active. A user account must be active to allow a user to log on to Sage 200. Can Edit Menu Select this to allow the user to edit their menu in the Sage 200 desktop. For more information about creating and editing menus, 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. 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. 73

80 Sage 200 On Premise 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 the Sage 200 Self Service website. 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: 74

81 5 Setting up Sage 200 to use for the first time 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: 75

82 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. 76

83 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 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. 77

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85 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. e. Click on Document Library to add a new library. 79

86 Sage 200 On Premise 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. Select App Type: An app running on a web server. d. Click Generate to create an App Id and App Secret on the displayed page. e. Enter a Title. f. 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>:10444 For example, //<sitename>.sage200online.com 80

87 g. 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. h. Click Create. i. 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. Open: Office

88 Sage 200 On Premise 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=" ction" Right="Write" /> </AppPermissionRequests> v. Click Create. vi. Click Trust It. 82

89 Set up the Sage 200 desktop Sage 200 consists of a number of integrated 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. Set up all your customer, supplier and bank account records in Sales Ledger, Purchase Ledger and Cash Book. For detailed information about setting up each module, see the Sage 200 help: Note: There is no direct integration between the Manufacturing and Project Accounting modules. If you create a sales order from an estimate in Manufacturing, the project information on any stock items will not be brought through to the sales order line. 83

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91 7 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 on page 45. For information on upgrading an existing installation of Sage 200 Business Intelligence, see Upgrading BI from v2011 on page 1. Note: Microsoft SQL Server and Analysis Services must be installed on the same machine with the same instance name. 85

92 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 SQL service start-up account for SQL Server Analysis Services, created as part of the SQL 2012 setup wizard (the NT Services\MSSQLServerOLAPService user in the above example), is not set up as an SQL login on the database instance. A manual setup is required. To create the SQL Login 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 a 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. h. Make sure Windows Authentication is selected and choose Search next to Login Name. i. Enter the account name noted in Step c. 86

93 7 Set up Sage 200 Business Intelligence 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 start-up user account of the SQL Analysis Services in SQL server login to the minimum required level. The minimum required permissions to access the BI Admin Tool are: 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 Administrator's group, with access to the relevant Sage 200 company in System Administration. A domain user that has a 'dbcreator' SQL server role assigned (needed for creating a new data warehouse). To set the minimum required permissions for the SQL Analysis Services start-up user account in SQL server: 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 SQL server login that corresponds to the start-up user account of the SQL Analysis Service (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. 87

94 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. OpenSage 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: 88

95 7 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 Add-in. 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. 89

96 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 > 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). 90

97 7 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. 91

98 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 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. Have access to the relevant Sage 200 company in System Administration. A domain user that has 'dbcreator' level permissions in SQL Server. Create a Windows user account for the scheduled task 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. 92

99 7 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. Be an administrator in Analysis Services. Be a user in SQL Server with sysadmin access. 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. 93

100 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. 94

101 7 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 97. 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 cube in the respective boxes. Click OK. A Scheduler Security window appears. 95

102 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 92. 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. 96

103 7 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. 97

104 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. 98

105 7 Set up Sage 200 Business Intelligence Apply Sage 200 BI formats to the report. Use the Report Layout panel and Report Layout wizard to change what is displayed on the report. 99

106 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 100 Backing up and restoring BI databases on page 100 Losing cube changes after an upgrade on page 101 Manually creating a scheduled task to update the cubes on page 101 Sage BI Admin tool takes a long time to open on a PC with no internet access on page 102 Data not populating 'As At' date when creating a Data Warehouse on page 102 Excel Add-in for BI Failed to link to database error on page 102 Re-enabling the Sage 200 BI Add-in in Excel on page 102 Sage BI tab missing when launching Excel on page 103 Excel security warning when opening a report on page 103 Excel 2013 on page 103 BI reports Company name and time not updated in a modified standard report on page 103 Profit & Loss and Balance Sheets layouts with the same name on page 104 The filters do not display on the report on page 104 Customised reports showing out of date information on page 104 Report layout screen appears by default on page 104 Adding filters to reports on page 104 Unexpected results from the Inactive Supplier and Inactive Customer Reports on page 104 Errors when creating a new connection on page 104 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. Backing up and restoring BI databases To backup or restore your Sage 200 BI warehouse database, as with Sage 200, use Microsoft SQL Server Management Studio. 100

107 7 Set up Sage 200 Business Intelligence 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. 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. 101

108 Sage 200 On Premise 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. 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: 102

109 7 Set up Sage 200 Business Intelligence 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: 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. 103

110 Sage 200 On Premise 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 upto-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. 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: 104

111 7 Set up Sage 200 Business Intelligence 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. 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. 105

112 Sage 200 On Premise 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 106 How do I send reports to non Sage 200 BI users? on page 106 How do I change my report type? on page 106 How do I save or change a report? on page 107 How do I add analysis codes to reports? on page 107 How do I change from fixed to variable rows and columns? on page 108 How do I change row and column referencing? on page 108 Excel Add-in How do I remove the drill indicator? on page 109 Why are some options not available on the Sage BI ribbon on page 109 BI Administration Tool When I update my cubes, can I see a log of events? on page 110 How do I delete the Data Warehouse and Analysis Services databases? on page 110 Sage 200 desktop How do I add a BI report to the menu in Sage 200? on page 110 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 formulas, styles or formatting. However, you can apply Microsoft Excel styles and formats to a static report. 106

113 7 Set up Sage 200 Business Intelligence 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. 107

114 Sage 200 On Premise 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. 108

115 7 Set up Sage 200 Business Intelligence 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. 109

116 Sage 200 On Premise 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. 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. 110

117 7 Set up Sage 200 Business Intelligence 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 at the top of the menu, to change it to Edit mode. 111

118 Sage 200 On Premise 3. Click and select New Menu Item. 4. Enter the menu item Title. 5. Select the target you created In System Administrationfrom the target tree. This will be located in BI Reports > User Defined. 6. Click OK. 7. The new menu item appears the bottom of your menu. You can then drag it to the required folder. 112

119 8 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 118. For information on upgrading Graphical Planner, see Upgrading Graphical Planner on page 1. For information on how to install Sage 200 Manufacturing, see Installing Sage 200 on page 45. For information on upgrading an existing installations of Sage 200 Manufacturing, see Upgrading to Sage 200 Manufacturing v2010 on page 1. Guidelines if you are using Bill of Materials with Manufacturing Some of the information that you can enter and use in the Bill of Materials module, cannot be used in the Estimating, Planning and Works Orders modules. 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: 113

120 Sage 200 On Premise 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 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 or Secondary for one or the other resource. 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. You must select Fixed Length for the resource. 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. 114

121 8 Set up Sage 200 Manufacturing 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. 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 72 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. 115

122 Sage 200 On Premise 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 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. If you are using or planning to use Bill of Materials with the Manufacturing modules, you must follow the Guidelines if you are using Bill of Materials with Manufacturing. 7. 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). 116

123 8 Set up Sage 200 Manufacturing 17. Set up Works Orders. 18. Add BOMs. If you are using or planning to use Bill of Materials with the Manufacturing modules, you must follow the Guidelines if you are using Bill of Materials with Manufacturing. 117

124 Sage 200 On Premise 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. By default, Graphical Planner is set to use Windows Integrated Security. The user logging on to Graphical Planner must be a member of the Sage 200 Administrators Group. For more information, see Create user accounts and groups in the section on Installing Sage 200. 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. 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. 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. 118

125 8 Set up Sage 200 Manufacturing 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 123. 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 [email protected]. 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. 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 119

126 Sage 200 On Premise 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 1. 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. 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. 120

127 8 Set up Sage 200 Manufacturing If SQL Server is installed on a server on the network, select Remote Database Server. o o o Enter the Server Name and Instance Name. 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. 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 7. 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 123. 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 single 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. 121

128 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. 122

129 8 Set up Sage 200 Manufacturing Tip: You can create a short cut for the Preactor 12.0 SP1 file on your desktop. 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. 123

130 Sage 200 On Premise 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. 124

131 9 Upgrading Sage 200 Use this section, if you have an existing installation of Sage 200 and you are upgrading to Sage This section contains a checklist to help you when upgrading Sage 200, and additional detailed instructions for upgrading Sage 200 from the following previous versions. To uninstall Sage 200 v2010 or 2009 on page 133 To upgrade Report Designer from v2011 and below on page 133 To upgrade BI from v2010 and above on page 134 To upgrade Manufacturing from v2010 and below on page 138 Upgrade from Sage 200 v5.1(all modules) on page 141 Key facts for upgrading Sage You must upgrade all parts of Sage 200 at the same time. When you upgrade Sage 200 Financials and Commercials, you must also upgrade Manufacturing, Business Intelligence and Sage 200 CRM. 2. If you're migrating from other Sage products, such as Sage 50 Accounts, Sage Line 100, or Sage MMS, you must use one the of Sage 200 migration tools. For more information about the migration tools, see the support area of the Sage website or contact Technical Support. 3. If you're upgrading from a version of Sage 200 prior to 2013, you must upgrade your reports first. This is because the legacy Report Designer is no longer supported and not included with this release. Information on upgrading reports is included within the sections about upgrading from versions earlier than See To upgrade Report Designer from v2011 and below on page If you're upgrading from 2009 or 2010, you must remove the Sage 200 websites after uninstalling Sage 200. See Additional instructions for upgrading on page

132 Sage 200 On Premise 5. If you're upgrading from v5.1, you must upgrade to Sage 200 v2011 first to migrate your administration data. See Upgrade from Sage 200 v5.1(all modules) on page If you're upgrading to Sage 200 Online, you must follow the steps in this section to upgrade to Sage On Premise first, then follow the steps in the Sage 200 Online Deployment and Installation Guide. 7. If you're upgrading Sage 200 CRM, please see Upgrading Sage 200 CRM on page 183. New for The Wholesale and Retails module is not available in this version. If you previously used the Wholesale we recommend that you remove the Wholesale and Retail core components after upgrading. See 2. The Menu Designer has been removed from this version and replaced with a new Edit Menu mode. If you currently have customised menus designed using the Menu Designer, you can import these automatically as part of the upgrade process. Once imported, these menus can be found on the Favourites view under the Migrated User Own Menu folder. 126

133 9 Upgrading Sage 200 Upgrading checklist This checklist is designed to assist you when installing Sage 200 On Premise. It should be used alongside the detailed information provided in this chapter and in Chapter 4 - Installing Sage 200 on page 45. You must make sure you read all the relevant sections as there may be additional requirements and settings depending on your operating system and the modules you are deploying. To make sure Sage 200 deploys successfully you must complete all the tasks in this checklist that are relevant to your deployment. Server and client set up and prerequisites Do all server and client machines have supported operating systems for the required modules? Do all server and client machines have a c:\ drive? Sage 200 can be installed and run from a drive other than c:\. Do all client and server machines have regional and language settings set to either English (UK) or English (Ireland)? Do all server machines follow Microsoft naming conventions, i.e. server names cannot start with a numeric character or contain underscores? (Microsoft KB ) Do all server and client machines have the following Microsoft DotNet Framework versions installed v3.5 Service Pack 1. v4.0 v4.5.1 (new for 2015) These are all included on Sage DVD. Do all server machines have a supported version of Microsoft SQL server? Is SQL server running in Mixed Mode (SQL Server and Windows Authentication mode)? Is the SQL Server collation set to Latin1_General_CI_AS? Do all server machines have Windows Identity Foundation installed (Microsoft KB )? For Windows Server 2012, this can be added as a feature. For Windows Server 2008R2, this is included on Sage DVD. Do all server machines have Microsoft Internet Information Services (IIS) v7 or greater? For IIS v7.0 and v7.5 have you applied hotfix KB

134 Sage 200 On Premise IS IIS configured correctly? See Required settings for IIS on page 13.Do all server and client machines have Internet Explorer v10 or above installed? (new for 2015) Have you set the firewall settings correctly? See Security and firewall settings on page 38. Configure Windows users and groups Have you created the following users and groups in Active Directory or as Workgroups? You must contact the Administrator of the Active Directory for the site where you're installing Sage 200 to create the following users and groups. Sage 200 will not deploy correctly if these steps are not completed. For information about setting file share permissions, see Security and firewall settings on page 38. Note: If your domain controller is Small Business Server 2011, you must use the SBS Create User Wizard to create the new users and apply the users template. Sage 200 Administrators Group Group Name Group Description Members Sage200Admins Sage200Admins Windows users. Users belonging to this group can access Sage 200 System Administration, Sage 200 desktop and Sage 200 Self Service. Note: You cannot use the Domain Administrators group as the Sage 200 Administrator group, as this sets up the file share permissions incorrectly. Sage 200 Users group Group Name Group Description Members Sage200Users Sage200Users Windows users. Users belonging to this group can access Sage 200 desktop and Sage 200 Self Service. 128

135 9 Upgrading Sage 200 Sage 200 Services user User Name User Description Password Group S200Services S200Services Enter a password for the user account and set it to Password never expires. It does not require any other special permissions. Sage 200 Administrators Sage 200 Secured Services user User Name User Description Password Group S200Secured S200Secured Enter a password for the user account and set it to Password never expires. It does not require any other special permissions. Domain users. Note: This user should not be added to the Sage 200 Admins or Sage 200 Users groups If you're using Workgroups, Have you set windows file permissions? See Security and firewall settings on page 38 Have you restarted your PC after installing Sage 200? You need to restart your PC before access System Administration for the first time. This makes sure that the file permissions are set correctly. Upgrade Reports and Documents If you upgrading from Sage 200 v2011 or below: Have you converted your customised reports to the new file types (.report,.letter,.layout etc) After upgrading, have you moved all customised reports to the new Sage\Reporting\ folder and sub folders. 129

136 Sage 200 On Premise Install and configure Sage 200 Have uninstalled your existing version of Sage 200? If your current version is 2009 or 2010, have you Uninstalled the sage 200 webistes? Uninstalled the Sage SSL certificates? Have you re-started the machine to make sure no files are left open? Have you installed Sage ? See Installing Sage 200 on page 45. Have you updated your configuration database? Have you updated your company databases? Have you activated your license? Have you authorised any new features for the relevant roles? 130

137 9 Upgrading Sage 200 Upgrading BI checklist Follow the instructions in this section to upgrade an existing installation of Sage 200 Business Intelligence. For detailed instructions, see To upgrade BI from v2010 and above on page 134 Have you backed up all Sage 200 databases (including data warehouses and analysis services databases)? Is the Windows user account that will access the BI Admin tool: 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? Have access to the relevant Sage 200 company in System Administration? A domain user that has 'dbcreator' level permissions in SQL Server? Have you added the Sage folder to the list of trusted location one each client PC? Do your BI users have access to the BI SQL database? Have you added the Sage folder to the list of trusted location one each client PC? Have you added the following to your firewall exceptions: SQL Server (sqlservr.exe)? SQL Analysis Services (msmdsrv.exe)? If you are using named instances of SQL and Analysis Services, SQL Browser Service (sqlbrowser.exe)? If you're upgrading from v5.1, have you made a copy of the settings.xml file found in the \\[Sage200ServerMachine]\Sage\Databases folder? Have you uninstalled Sage 200 and Sage 200 BI? If you're upgrading from v5.1, have you uninstalled the following: 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. Have you installed Sage 200 and Sage 200 BI? 131

138 Sage 200 On Premise If you're upgrading from v5.1: Have you put the settings.xml file, copied earlier, back into the \\ [Sage200ServerMachine]\Sage\Databasesfolder? Have you created custom reports or connections? If so, have you copied them from C:\Program Files\Sage\Sage 200 IALibrary\to the Sage 200 BI folder for each user's roaming profile? Have you created a user account to run the scheduled task? Does this user 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. Does this user have the following privileges? Is a member of the Sage 200 Administrators group. Has access to the relevant Sage 200 company. Is a local administrator on the Sage 200 server. Is an administrator in Analysis Services. Is a user in SQL Server with sysadmin access. Is your scheduled task set to run on the Sage 200 Server machine? If not, have you created a new scheduled task on the Sage 200 server and deleted the old one? Have you set the correct user account to run the scheduled task? Have you upgraded your Sage 200 databases for all companies using BI? Have you upgraded the data warehouse?. 132

139 9 Upgrading Sage 200 Additional instructions for upgrading Once you have uninstalled Sage 200, install Sage using the instructions in Chapter 4. Use the following additional instructions for upgrading Sage 200 from previous versions. To uninstall Sage 200 v2010 or 2009 on page 133 To upgrade Report Designer from v2011 and below on page 133 To upgrade BI from v2010 and above on page 134 To upgrade Manufacturing from v2010 and below on page 138 Upgrade from Sage 200 v5.1(all modules) on page 141 To uninstall Sage 200 v2010 or 2009 If your existing installation is v2010 or below, you must also delete the existing Sage 200 websites. 1. Open Windows Explorer and delete the following folders: c:\inetpub\wwwroot\sage 200Administration 2. 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 3. 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. To upgrade Report Designer from v2011 and below Sage 200 v2013 included a new version of Report Designer. All standard reports, layouts,letters and labels in the new Report Designer have a different file extension:.report,.layout,.letter or.label. 133

140 Sage 200 On Premise 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 do this, 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. Upgrading reports and documents From Sage reports and documents are also stored in a new location on your server; Sage\Reporting. Within this folder, reports and documents are also stored in three location levels: Sage\reporting\default for the default reports and documents supplied with Sage 200. Sage\reporting\custom for reports and documents you have customised. Sage\reporting\company\<company name> for reports and documents that you have customised for a specific company. Note: For company reports and documents you must create the required folders first. When a report is run from Sage 200, the company specific reports and documents are checked first, then the custom reports and documents and finally the default reports and documents. The first report located is then used. Once you have edited or created a report or document, you must save it to a custom or company folder using the same folder structure and the same name as the default report or document. When you upgrade from a previous version of Sage 200, all the default Sage 200 reports, documents, letters etc are added to the Sage\reporting\default folder and sub folders. If you have reports and documents that you have previously customised, you must move these reports and documents to the required folder using the new folder structure. For more information see the Sage 200 Help. To upgrade BI from v2010 and above Use the instructions here to upgrade BI for v2009 and above. To upgrade BI from v5.1, see Upgrade from Sage 200 v5.1(all modules) on page 141. To upgrade BI 1. Make sure the Windows user accounts for users that will access the BI Administration tool are: 134

141 9 Upgrading Sage 200 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. Have access to the relevant Sage 200 company in System Administration. A domain user that has 'dbcreator' level permissions in SQL Server. 2. Create a windows user account for the scheduled task that updates the BI cubes. 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 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: o o o o o 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. Be an administrator in Analysis Services. Be a user in SQL Server with sysadmin access. 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. 3. Back up all Sage 200 databases (including data warehouses and analysis services databases). 4. Uninstall Sage Choose to install the Sage 200 BI components when you install Sage For information about installing Sage 200, see Install Sage 200 on your server on page Make sure the scheduled task is on the Sage 200 Server machine. Each company that uses BI must have a separate scheduled task. In previous versions, the scheduled task could be installed on a separate machine with SQL Server. See Configure the scheduled task on page

142 Sage 200 On Premise 7. Change the user account used to run the scheduled task to the windows user account that you have created: 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. 8. 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 2015 before you upgrade your BI data warehouse. 9. 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. 136

143 9 Upgrading Sage 200 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 v2010 and prior In v2010 and before, the Aged Debt and Aged Credit cubes only contained information about invoices. In the newer versions 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 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. 137

144 Sage 200 On Premise To upgrade Manufacturing from v2010 and below 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 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 Select Primary or Secondary for one or the other resource. You must select Fixed Length for the resource. 138

145 9 Upgrading Sage 200 Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length 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 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. 139

146 Sage 200 On Premise Upgrading Sage Graphical Planner Sage 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. 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

147 9 Upgrading Sage 200 Upgrade from Sage 200 v5.1(all modules) Follow the instructions in this section to upgrade Sage 200 v5.1 to Sage Key facts about upgrading from v Your configuration database cannot be upgraded directly to Before you install Sage , 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 For 2015, 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. 3. If you are using Sage 200 Bill of Materials, you must use the Sage 200 Data Migration tool to upgrade BOM to Sage 200 v2011 first. Steps to upgrade 1. Uninstall your current version of Sage Install Sage 200 v2011 and migrate your existing configuration data to a new configuration database. 3. Uninstall Sage 200 v Create the required Windows user accounts and groups. 5. Install Sage Update your new configuration database. 7. Match your windows user accounts to your existing Sage 200 user accounts. 8. Activate your license. 9. Update your users, roles and features. Migrate administration data A new System Administration tool was introduced in Sage 200 v2009. To upgrade your administration data to Sage , you must migrate administration data to create a new configuration database. 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. 141

148 Sage 200 On Premise 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. 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. 142

149 9 Upgrading Sage 200 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 Users access the Sage 200 desktop and Sage 200 System Administration using their Windows User account log on details.windows User accounts are also used to access Sage 200 services. Before installing Sage 200, you must create the required Windows user groups and accounts. You must create the following: A Sage 200 Administrators Group. A Sage 200 Users Group. A Sage 200 Services user. A Sage 200 Secured Services user (which must be a different user to the Sage 200 Services user). 143

150 Sage 200 On Premise Set up the required groups and users Set up your groups and users in Active Directory using the following information. If you are using Workgroups, set them up as local groups and users using the details below. 1. Create a Sage 200 Administrators Group a. Create a group in Active Directory using the following information: Active Directory Group Name Sage200Admins Active Directory Group Description Sage 200 Admins b. Add the required Windows users to this group. Users belonging to this group can access Sage 200 System Administration, Sage 200 desktop and Sage 200 Self Service. Note: You cannot use the Domain Administrators group as the Sage 200 Administrator group, as this sets up the file share permissions incorrectly. 2. Create a Sage 200 Users Group: a. Create a group in Active Directory using the following information: Active Directory Group Name Sage200Users Active Directory Group Description Sage 200 users b. Add the required Windows users to this group. Users belonging to this group can access Sage 200 desktop and Sage 200 Self Service. 3. Create a Sage 200 Services user: a. Create a user in Active Directory using the following information: Active Directory User Name S200Services Active Directory User Description Sage 200 Service Account b. Enter a password for the user account and set it to Password never expires. It does not require any other special permissions. c. Add this user to the Sage 200 Administrators 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 Create a Sage 200 Secured Services user: 144

151 9 Upgrading Sage 200 a. Create a user in Active Directory using the following information: Active Directory User Name S200SecuredServices Active Directory User Description Sage 200 Secured Service Account b. Enter a password for the user account and set it to Password never expires. It does not require any other special permissions. c. This account should be a member of your domain users group but should not be added to the Sage 200 Users or Sage 200 Administrators group. When you install the Sage 200 Server, you must specify the name and password for this account. Notes 1. Changing passwords If the password is changed for either of the Sage 200 Service accounts, you must update the passwords in these application pools: Application Pool Sage 200 Secured Services Sage 200 Self Service Sage 200 Services User S200SecuredServices S200Services S200Services If you do not do this, you will see the following error message when accessing Sage 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. 3. 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. Install Sage See Installing Sage 200 on page

152 Sage 200 On Premise To upgrade Manufacturing from v5.1 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 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 Select Primary or Secondary for one or the other resource. You must select Fixed Length for the resource. 146

153 9 Upgrading Sage 200 Phase How many Resource Types? Resource Type Primary/Secondary Fixed Length 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 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: 147

154 Sage 200 On Premise 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. Upgrade Graphical Planner Sage 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. 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 119. 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. To upgrade BI from v5.1 Follow the instructions in this section to upgrade Business Intelligence from

155 9 Upgrading Sage 200 To upgrade BI 1. Make sure the Windows user accounts for users that will access the BI Administration tool are: 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. Have access to the relevant Sage 200 company in System Administration. A domain user that has 'dbcreator' level permissions in SQL Server. 2. Create a windows user account for the scheduled task that updates the BI cubes. 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 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: o o o o o 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. Be an administrator in Analysis Services. Be a user in SQL Server with sysadmin access. 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. 3. Back up all Sage 200 databases (including data warehouses and analysis services databases). 4. Make a copy of the settings.xml file found in the following folder: \\[Sage200ServerMachine]\Sage\Databases. 5. Uninstall Sage

156 Sage 200 On Premise 6. 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. 7. Choose to install the Sage 200 BI components when you install Sage For information about installing Sage 200, see Install Sage 200 on your server on page Put the settings.xml file, copied earlier, back into the following folder: \\[Sage200ServerMachine]\Sage\Databases. 9. 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. 10. Make sure the scheduled task is on the Sage 200 Server machine. Each company that uses BI must have a separate scheduled task. In previous versions, the scheduled task could be installed on a separate machine with SQL Server. See Configure the scheduled task on page

157 9 Upgrading Sage Change the user account used to run the scheduled task to the windows user account that you have created: 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. 12. 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 2015 before you upgrade your BI data warehouse. 13. 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. 151

158 Sage 200 On Premise Aged Debt and Aged Credit Cubes v2010 and prior In v2010 and before, the Aged Debt and Aged Credit cubes only contained information about invoices. In the newer versions 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 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. 152

159 10 Install and set up Sage 200 CRM Use the instructions in this chapter for a new installation of 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 183. Key facts about installing Sage 200 CRM 1. If you are integrating Sage 200 CRM with an installation of Sage 200 Accounts that only includes the Financials modules, some CRM functionality is not available. For more information see the Sage 200 CRM Implementation Guide. 2. Sage 200 CRM is not supported when it is installed more than once on the same server. 3. You must install the version of Sage 200 CRM that is compatible with your installed version of Sage You may need to install additional patches and hotfixes. 5. Make sure you have created and know the details of the separate Sage 200 Services Windows user account set up for Sage 200 Accounts. This user account is also used by Sage 200 CRM Integration service. 6. You must set up the integration and synchronise Sage 200 and Sage 200 CRM, even if you are not planning to use Sage 200 CRM as an integrated system. This is because customisations are applied to Sage 200 CRM as part of the synchronisation. Steps to install Sage 200 CRM 1. Check your SQL server settings. 2. Check IIS is installed as a server role. 3. Install Sage 200 Accounts 4. Install Sage 200 CRM. 153

160 Sage 200 On Premise 5. Adjust the configuration of IIS 6. Set up user permissions for CRM folders. 7. Create a windows user account for the CRM integration 8. Set up users for the Sage 200 CRM in the Sage 200 System Administration tool. 9. Set up Sage 200 CRM in the Sage 200 desktop. 10. Set up the integration between Sage 200 CRM and Sage Set 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. Prerequisites To install Sage 200 CRM and integrate with Sage 200 you must have the following installed: Microsoft SQL Server 2008 R2, 2012 or Microsoft Internet Information Services (IIS) version 7.0 or above, with the required settings. See Required settings for 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 web orders and quotes 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. 154

161 10 Install and set up Sage 200 CRM Check your SQL Server settings for Sage 200 CRM Before you can install Sage 200 CRM, you must make sure that TCP/IP and Named Pipes are enabled. To change SQL Server settings 1. Select Start > Programs > SQL Server > Configuration Tools > SQL Server Configuration Manager. 2. Select SQL Server Network Configuration > Protocols for SQL 2008 R2 / Make sure TCP/IP and Named Pipes are enabled. 155

162 Sage 200 On Premise 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 a standard installation of Sage 200 CRM. See Install Sage 200 CRM on page

163 10 Install and set up Sage 200 CRM Install Sage 200 CRM For a new installation and integration of Sage 200 CRM you must: 1. Install Sage 200 CRM Install Sage Configure the CRM web site to use the Application Pool Identity in IIS. Install Sage 200 CRM Open the Sage 200 CRM > Sage 200 CRM folder from the Sage 200 DVD. Run the setup.exe file. 2. Accept the Software License Agreement. 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. 4. Choose Existing Microsoft SQL Server. 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. MAke a note of the installation name as you'll need it later when you set up the synchronisation. 157

164 Sage 200 On Premise 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. 7. Check that the correct SQLserver instance is entered correctly in the Database Serverfield. 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. 10. Select No demo data. 11. If you want to use Self Service in CRM, select Sample Self Service support site. 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. The CTI settings screen may appear. Click Next to continue. 158

165 10 Install and set up Sage 200 CRM 14. Enter your HTTP Protocol details if required. 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 your installation settings and click Next to start the installation 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. 159

166 Sage 200 On Premise Configure IIS for Sage 200 CRM Before you set up the integration in Sage 200 CRM, you must 1. Set the CRM application pool to allow 32-bit applications. 2. Configure the CRM web site to use the Application pool identity, and change the application pool user. This is to make sure that the Real Time Data Views and the Pricing Service can access Sage 200 Accounts and that you can access the Progress tab on the integration in CRM 3. Change the user for the CRM library folder. 4. Add permissions for the S200Services user to the CRM WWWRoot folder. To set the application pool to allow 32-bit applications When you install Sage 200 CRM, the application will create virtual directories within 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. To change 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. To change the CRM application pool user 1. Open IIS Manager > Application Pools. 2. Right -click CRM App Pool and choose Advanced Settings. 160

167 10 Install and set up Sage 200 CRM 3. In the Process > Identity section, change the user from Local System to the same user as the Sage 200 Web Services Application Pool. To change the user on the CRM library folder 1. Browse to the Library folder. For a default installation of CRM, this is C:\Program Files\Sage\CRM\<CRM install name>\. 2. Right-click the Library folder and choose Properties > Security. 3. Add the same user as the one you have just added to CRM Application Pool. 4. Allow the new user Full Control and click OK. Note: If you don't change the user on the Library folder, you will see the following error when creating a company in CRM:Error - Folder could not be created : "C:\Program Files\Sage\CRM\<CRM install name>\library\<crm Company name>". This is to make sure that the Real Time Data Views and the Pricing Service can access Sage 200 Accounts and that you can access the Progress tab on the integration in CRM To add the S200Services user to the CRM wwwroot folder 1. Browse to the WWWRoot folder. For a default installation of CRM, this is C:\Program Files\Sage\CRM\<CRM install name>\. 2. Right-click the WWWRoot folder and choose Properties > Security. 3. Add the S200Services user. 4. Allow the new user Full Control and click OK. 5. Reset IIS. 161

168 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 183. 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: 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 Install Sage 200 on your server on page

169 10 Install and set up Sage 200 CRM 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 all the features. Set up Sage 200 CRM in Sage 200 Accounts In Sage 200 you set up the following: 1. Enter the CRM integration and webservice settings. 2. If required, choose to automatically generate order numbers in the SOP settings. 3. If required, choose to use segmented addresses in the system settings. 4. If required, set up a customer account in Sage 200 for prospect quotations. Set the CRM Integration Settings in Sage 200 You must now enter the integration settings. These settings allow you to: 163

170 Sage 200 On Premise 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. 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 164

171 10 Install and set up Sage 200 CRM 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. 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. 165

172 Sage 200 On Premise Set up the integration in Sage 200 CRM To set up the Sage 200 CRM integration you must: 1. Create a new Sage 200 CRM integration. 2. Set up and enable the new integration. 3. 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. 166

173 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/Sage200CRMSyncService.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. <mydomainname>\s200services. This was the Windows user account that you specified for the Sage 200 Services when installing Sage 200 Accounts. Once Sage is installed, this Windows user account is displayed on the Sage 200 Services application pool. For example: 167

174 Sage 200 On Premise ERP Password Enter the password for this Windows user account. Note: If you enter the password incorrectly, you must reset IIS and then enter the correct password. CRM Username. Enter the CRM user 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. Company Name. Enter the name of the company data set up in Sage 200 System Administration. For example: 168

175 10 Install and set up Sage 200 CRM 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. 169

176 Sage 200 On Premise 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. 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. 5. Click OK to continue. Next you must make sure that the CRM Integration Service is running. 170

177 10 Install and set up Sage 200 CRM 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. 4. Select CRM Integration Service from the list. The Properties window appears. 171

178 Sage 200 On Premise 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. 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. 172

179 10 Install and set up Sage 200 CRM 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. 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. 173

180 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. CRM freezes when trying to save the integration This occurs if you have entered an incorrect ERP password for the ERP User Name on the integration. To resolve this: 1. Reset IIS. 2. Enter the correct password and save the integration. Error accessing the Progress Tab on the Integration in CRM You may see an error message when trying to access the Progress Tab (Administration > Integration < Integration List). To resolve this you must change the CRM Application Pool to run under the same user as the Sage 200 Services Application Pool. You must also add the application pool user to the CRM Library folder. To change the CRM application pool user 1. Open IIS Manager > Application Pools. 2. Right -click CRM App Pool and choose Advanced Settings. 174

181 10 Install and set up Sage 200 CRM 3. In the Process > Identity section, change the user from Local System to the same user as the Sage 200 Web Services Application Pool. To change the user on the CRM library folder 1. Browse to the Library folder. For a default installation of CRM, this is C:\Program Files\Sage\CRM\<CRM install name>\. 2. Right-click the Library folder and choose Properties > Security. 3. Add the same user as the one you have just added to CRM Application Pool. 4. Allow the new user Full Control and click OK. Note: If you don't change the user on the Library folder, you will see the following error when creating a company in CRM:Error - Folder could not be created : "C:\Program Files\Sage\CRM\<CRM install name>\library\<crm Company name>". This is to make sure that the Real Time Data Views and the Pricing Service can access Sage 200 Accounts and that you can access the Progress tab on the integration in CRM To add the S200Services user to the CRM wwwroot folder 1. Browse to the WWWRoot folder. For a default installation of CRM, this is C:\Program Files\Sage\CRM\<CRM install name>\. 2. Right-click the WWWRoot folder and choose Properties > Security. 3. Add the S200Services user. 4. Allow the new user Full Control and click OK. 175

182 Sage 200 On Premise URL rewriter error when installing Sage 200 CRM You may see the following error message when installing Sage 200 CRM 7.1. To resolve this you must re-start the TomCat service. 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 Ask Sage article

183 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. 177

184 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 162. 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. 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. 178

185 10 Install and set up Sage 200 CRM 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, Remote Desktop Services and Citrix Running form launcher for multiple users on Terminal Services/Remote Desktop Services or Citrix requires additional configuration. You must: Set the Task Launcher service to run automatically. Set the Task Launcher to run in Multi-user mode on the client desktop. If you are deploying Form Launcher with Remote Desktop Services on Windows 2012 or 2012 R2 you must also enable the IIS Features '.NET 3.5' and '.NET Extensibility 3.5'. The Task Launcher service will not start correctly without these features. 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

186 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 to multi user mode In a Terminal Services, Remote Desktop Services and Citrix environment, you must set the Sage Task Launcher to run in multi user mode. 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 user's Startup folder. The location of this folder can differ between operating systems. From the 'run' dialog (Start > Run) the following command will take you to the current logged in user's startup directory: shell:startup An example of this folder might be: C:\Users\desktop.admin\AppData\Roaming\Microsoft\Windows\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. The location of this folder can differ between operating systems. To find it, from the 'run' dialog (Start > Run), enter the following command: shell:common startup This will ensurethat each user has the Task Launcher running in the correct mode within their session. Note: This application typically uses about 20MB of memory. 180

187 10 Install and set up Sage 200 CRM 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? 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? 181

188 Sage 200 On Premise 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

189 11 Upgrading Sage 200 CRM Use this chapter if you are upgrading from Sage 200 CRM 7.2 d hotfix 1 integrated with Sage R2. 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 pre-checks 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. Key facts for upgrading Sage 200 CRM: 1. You must upgrades all parts of Sage 200 at the same time. If you upgrade Sage 200, you must also upgrade Sage 200 CRM and vice versa. 183

190 Sage 200 On Premise 2. Your existing installation of Sage 200 CRM must be v7.2d hotfix 1. You can check the version of Sage 200 CRM that you are using from the CRM log on window. 3. Your existing installation of Sage 200 must be Sage R2. To upgrade from earlier versions of Sage 200, please see the Upgrading CRM Guide. 184

191 11 Upgrading Sage 200 CRM Checklist to upgrade from 2013 R2 to 2015 This is designed to be used as a printable checklist of the steps required to upgrade Sage 200 CRM from v7.2d HF1 to 7.3. For more detailed information about the required steps, see Upgrading Sage 200 CRM - detailed steps on page 188. To upgrade from earlier versions of Sage 200, please see the Upgrading CRM Guide. 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 retest 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. 185

192 Sage 200 On Premise 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. 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). Re-set IIS. Re-enable the Integration Service. 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 v7.3 Check that your Entity Mappings are correct. See Step 2: Check that your Entity Mappings are correct on page 1. Disable the integration. Check your SQL server settings. You must make sure your SQL Server Protocols have both TCP/IP and Named Pipes enabled. Check that your version of Sage 200 CRM is 7.2d HF1. Disable your table level triggers. See Step 6: Disable your table level triggers on page 1. Disable the CRM services and IIS application pools used by CRM. Uninstall Sage 200 Accounts. 186

193 11 Upgrading Sage 200 CRM Install Sage 200 Accounts See Install Sage 200 on your server on page 50. Set the CRM Integration Settings in Sage 200. Install Sage 200 CRM 7.3. Confirm that the CRM services and IIS application pools used by CRM have started. Configure the CRM web site to use the Application pool identity. See Step 15: Configure the CRM web site to use the Application pool identity on page 1. Reset IIS. Enable your table level triggers. Run the CRM Synchronisation Reset tool. If you have added your 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. 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 on page 1. 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. 187

194 Sage 200 On Premise Upgrading Sage 200 CRM - detailed steps Follow the steps in this section if your current installation of Sage 200 CRM is 7.2d hotfix 1 and your current version of Sage 200 is 2013 R2. To upgrade from earlier versions of Sage 200, please see the Upgrading CRM Guide. For a printable check list of these steps, see Checklist to upgrade from 2013 R2 to 2015 on page 185. Entity Mappings Before you upgrade your data you must check your Entity mappings are correct. The integration between Accounts and CRM processes any changes to each CRM entity in a specified order. You can see how CRM handles each mapping on the Administration > Integration > Integration List Entity Mappings tab in CRM. This shows the direction that data is synchronised and whether the information in CRM or the information in Accounts takes priority. Changing these settings may adversely affect how the data is synchronised and can cause the synchronisation to fail. Note: Sage 200 CRM is not supported when the Entity Mappings have been changed See Step 2: Check that your Entity Mappings are correct on page

195 11 Upgrading Sage 200 CRM 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 must 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 7.1. 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 retest the WHOLE upgrade process outlined in the checklist. To install Sage 200 CRM in the test environment: 189

196 Sage 200 On Premise 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: 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). 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 190

197 11 Upgrading Sage 200 CRM Step 2: Check that your Entity Mappings are correct The integration between Accounts and CRM processes any changes to each CRM entity in a specified order. You can see how CRM handles each mapping on the Administration > Integration > Integration List Entity Mappings tab in CRM. This shows the direction that data is synchronised and whether the information in CRM or the information in Accounts takes priority. Changing these settings may adversely affect how the data is synchronised and can cause the synchronisation to fail. Note: Sage 200 CRM is not supported when the Entity Mappings have been changed Before you upgrade your data you must check your Entity mappings are correct. To do this: 1. Run the following SQL script to show your current mappings: SELECT ERPE_ERPEntityMappingsID, ERPE_MappingName, ERPE_ Winner, ERPE_SyncData, ERPE_SyncOrder FROM ERPEntityMappings where ERPE_Deleted is null 191

198 Sage 200 On Premise order by ERPE_SyncOrder 2. Confirm that these match the following settings: Entity Mapping Name ERP Winner ERP Synch Data ProductFamily Mapping ERP ERPCRM UOMFamily Mapping ERP ERPCRM PricingList Mapping ERP ERPCRM UOM Mapping ERP ERPCRM New Product Mapping ERP ERPCRM Pricing Mapping ERP ERPCRM Account Mapping ERP Both Tax Rate Mapping ERP ERPCRM Country Code Mapping ERP ERPCRM Account Type Mapping ERP ERPCRM Payment Terms Basis Mapping ERP ERPCRM Customer Discount Group Mapping ERP ERPCRM Value Discount Group Mapping ERP ERPCRM Warehouse Mapping ERP ERPCRM Order Mapping ERP Both Quote Mapping ERP ERPCRM Stock Item Unit Mapping ERP ERPCRM ERP Settings Mapping ERP ERPCRM If your Entity Mappings are different, contact Technical Support before continuing with the upgrade. Step 3: Disable the integration Step 4: 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 > Protocols for SQL 2008). 192

199 11 Upgrading Sage 200 CRM Step 5: Check your version of Sage 200 CRM. Check that your installed version of Sage 200 CRM is 7.2 d( 2013 R2). Step 6: Disable your table level triggers We recommend that these are disabled before upgrading. If your triggers are not disabled, you will see the following message when installing CRM Use the following SQL script to locate your triggers. Make a note of the triggers that are currently disabled as you don't want to re-enable these at the end of the installation. SELECT [Table] = OBJECT_NAME(o.parent_obj), [Trigger] = o.[name], [Type] = CASE WHEN ( SELECT cmptlevel FROM master.dbo.sysdatabases WHERE [name] = DB_NAME() ) = 80 THEN CASE WHEN OBJECTPROPERTY(o.[id], 'ExecIsInsteadOfTrigger') = 1 THEN 'Instead Of' ELSE 'After' END ELSE 'After' END, [Insert] = CASE WHEN OBJECTPROPERTY(o.[id], 'ExecIsInsertTrigger') = 1 THEN 'Yes' 193

200 Sage 200 On Premise ELSE 'No' END, [Update] = CASE WHEN OBJECTPROPERTY(o.[id], 'ExecIsUpdateTrigger') = 1 THEN 'Yes' ELSE 'No' END, [Delete] = CASE WHEN OBJECTPROPERTY(o.[id], 'ExecIsDeleteTrigger') = 1 THEN 'Yes' ELSE 'No' END, [Enabled?] = CASE WHEN OBJECTPROPERTY(o.[id], 'ExecIsTriggerDisabled') = 0 THEN 'Enabled' ELSE 'Disabled' END FROM sysobjects o WHERE OBJECTPROPERTY(o.[id], 'IsTrigger') = 1 194

201 11 Upgrading Sage 200 CRM 2. Disable your triggers in one of the following ways: Disable all triggers using the following SQL script: sp_msforeachtable 'ALTER TABLE? DISABLE TRIGGER all' Manually disable your live triggers in the SQL database tables. Expand each relevant table in your SQL database, select the trigger and click Disable. Step 7: 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 8: 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 195

202 Sage 200 On Premise Step 9: Uninstall Sage 200 Accounts Step 10: Install Sage 200 Accounts 2015 See Install Sage 200 on your server on page 50. Step 11: 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. Step 12: Install Sage 200 CRM 7.3 The install file is located in the Sage 200 CRM folder on your Sage 200 DVD. Step 13: Start the services used by Sage 200 CRM 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 14: 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: 196

203 11 Upgrading Sage 200 CRM CRM App Pool CRMRewriter App Pool Step 15: Configure the CRM web site You must configure the CRM web site to use the application pool identity and change the CRM application pool user. This is to allow the Pricing Service and Real Time Data Views to access the Sage 200 Accounts, and to make sure that you can access the Progress tab on the integration. To change 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. To change the CRM application pool user 1. Open IIS Manager > Application Pools. 2. Right -click CRM App Pool and choose Advanced Settings. 197

204 Sage 200 On Premise 3. In the Process > Identity section, change the user from Local System to the same user as the Sage 200 Web Services Application Pool. To change the user on the CRM library folder 1. Browse to the Library folder. For a default installation of CRM, this is C:\Program Files\Sage\CRM\<CRM install name>\. 2. Right-click the Library folder and choose Properties > Security. 3. Add the same user as the one you have just added to CRM Application Pool. 4. Allow the new user Full Control and click OK. Note: If you don't change the user on the Library folder, you will see the following error when creating a company in CRM:Error - Folder could not be created : "C:\Program Files\Sage\CRM\<CRM install name>\library\<crm Company name>". This is to make sure that the Real Time Data Views and the Pricing Service can access Sage 200 Accounts and that you can access the Progress tab on the integration in CRM To add the S200Services user to the CRM wwwroot folder 1. Browse to the WWWRoot folder. For a default installation of CRM, this is C:\Program Files\Sage\CRM\<CRM install name>\. 2. Right-click the WWWRoot folder and choose Properties > Security. 3. Add the S200Services user. 4. Allow the new user Full Control and click OK. 198

205 11 Upgrading Sage 200 CRM Step 16: Reset IIS Step 17: Enable your table level triggers. You must enable your live triggers after you have installed the upgrade. Use one of the following methods: Use a SQL script: a. Run the following SQL script to enable all triggers. sp_msforeachtable 'ALTER TABLE? ENABLE TRIGGER' b. Manually disable the now live triggers that were previously disabled. These are the ones you made a note of in Step 6. Manually enable your live triggers: a. Expand each relevant table in your SQL database. b. Select the trigger and click Enable. See Step 6: Disable your table level triggers on page 193. Step 18: Run the Synchronisation Reset utility The first synchronisation that occurs after you upgraded Sage 200 and Sage 200 CRM should only include database changes made in the new versions and not data records. This utility makes sure that only changes to Sage 200 CRM integration are included in the synchronisation, when a new version of Sage 200 is installed. 1. Download the CRM Synchronisation Reset tool from the Sage website. 2. Open the tool and click Next on the welcome screen. 3. 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. 4. Click Refresh to load the available databases. 5. Enter the user name and password for the SQL Server instance and click OK. 6. Enter or select the name of the Sage 200 database and click Next. 7. To proceed with the updates to the oplock values, click Finish. See CRM Synchronisation Reset application on page 207. Step 19: 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. 199

206 Sage 200 On Premise 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 20: Re-index your CRM database This can reduce the time it takes the first synchronisation to complete after upgrading. Step 21: 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 22: 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 23: 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 on page

207 11 Upgrading Sage 200 CRM Step 24: 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 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. 201

208 Sage 200 On Premise 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 2013 R2, the customisations version number is For a list of the screens that have changed for each version, see on page 1. Once you have installed upgraded: 1. Synchronise your data. 2. Check which screens have changed. See 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. 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. 202

209 11 Upgrading Sage 200 CRM 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 reapplied 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 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. 203

210 Sage 200 On Premise 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. 204

211 11 Upgrading Sage 200 CRM 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 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. 205

212 Sage 200 On Premise 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. 206

213 11 Upgrading Sage 200 CRM 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. 207

214 Sage 200 On Premise 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. 208

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217 Index Index A Activation graphical planner 121 Sage 200 licence 68 Active Directory 47, 143 Analysis Services back up database 100 BI admin tool 92, 131, 135, 149 cube 95 delete a database 110 failed to link to database error 102 firewall settings 39, 90 restore database 100 SBS security settings 90 SQL server 5 Application Pool Application pool identity 160, 197 Sage Sage 200 CRM 160, 174, 195, 197 B Browsers Chrome 8 Internet Explorer 8 Safari 8 Sage 200 CRM 9 Self Service 8 Business Intelligence 'as at' date 102 add a report to the menu 110 add analysis codes 107 admin tool user permissions 92 backup warehouse 100 change your database 100 checklist 131 configure excel add-in 89 cubes 95, 97, 110 data warehouse 95 delete a warehouse 110 enable Excel add-in 102 enable features 88 Excel firewall settings 39, 90 report settings 93 report types 98, 106 reports 103, 106 restore warehouse 100 scheduled task 92, 96, 101 set up project reports 98 set up trusted location 89 SQL , 86 SQL SQL server security settings 90 upgrade a warehouse 97 upgrading from upgrading from

218 Sage 200 On Premise C Chrome 8 Citrix 32 install 50 Client regional and language 12 Company Database 70 Configuration Database 65 CRM entity mappings 191 synchronisation reset utility 199 CRM Customisations component manager 203 database 203 screens 202 views 202 CRM integration create 166 customisations 200, 202 log files 173 settings 170 CRM web site configure 160, 197 D DotNet Framework 12, 127 E End User Contact Registration Form 119 Entity Mappings 191 External Web Server install self service 58 F Firewall Settings BI 90 Sage G Graphical Planner access 122 activation 121 install network license manager 123 site licence 118 H Hosting 31 I IIS application pool identity 160, 174, 197 prerequisites 12, 127 set up CRM web site 160, 197 v7.0 and , 59 v8 13, 59 Windows authentication 13, 59 Install citrix

219 Index client 53 form launcher 53 server 50 terminal server 50 Internet Explorer 8 L Licence activation 68 offline activation 68 M Manufacturing graphical planner setting up 115 upgrading from upgrading from using BOM 113, 138, 146 Microsoft Hyper V 31 Microsoft Office system requirements 6 Microsoft Office 365 set up 79 system requirements 6 O Oplock tool 199 P Preactor account number 119 copyright 118 licence agreement 118 licence key 119 Purchase Order Authorisation set up notifications 76 R Report Designer upgrading 133 Role remote access only 72 Roles authorise features for 72 S Sage 200 CRM auto numbering 164 create integration 166 customisations 200, 202 error folder could not be created 161, 175, 198 error on progress tab 174 install 157 integration freezes on save 174 integration log files 172 integration service

220 Sage 200 On Premise integration settings 163 recreate views manually 176 Sage 200 services log files 173 segmented addresses 164 set up CRM users 163 set up prospect account 165 set up SQL server 155 set up windows user account 162 support tool 205 synchronisation reset tool 207 synchronise 172 Troubleshooting 174 upgrade checklist 185 upgrade steps 188 url rewrite error 176 Sage 200 Form Launcher 50, 53 Sage 200 Online 1 Sage 200 Services log files 173 sage.co.uk business partner page 119 Scheduled Task BI 92, 96 Self Service browsers 8 install to external website 58 Server regional and language 12 Set Up manufacturing 113, 115 Site Licence graphical planner 118 Small Business Server SQL Server BI security settings 90 collation 12, 127 SBS set up Sage 200 CRM 155 SQL system requirements 5 SSL Certificates add using a group policy 56 install on client 56 ports 15 Support Tool Sage 200 CRM 205 Sychronisation Reset Utility 199 Synchronisation Reset Tool 199 Sage 200 CRM 207 System Administration company database 70 configuration database 65 notifications 76 enable BI features 88 manage users 67 roles 72 System Adminsitration activate licence 68 BI

221 Index T W Tablets ipad 8 Nexus 8 Windows 8 8 Terminal server install 50 Terminal Services 32 Trusted Location BI 89 U Windows Authentication 13, 59 Windows Identity Foundation 12, 127 Windows User Account BI admin tool 92 BI scheduled task 92 Sage Sage 200 CRM 162 Sage 200 CRM users 163 set up 47, 143 Workgroup 47, 52, 143 Upgrading BI 131, 148 checklist 127 details 133 from graphical planner 140, 148 report designer 133 Sage 200 CRM 183 Users assign companies 73 assign roles 72 enter details 73 manage users 67 web user 57 windows user accounts 47,

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