Open topic with navigation

> System Administration / Recommended setup procedures

Recommended setup procedures

Only Administrator users can log on to System Administration. Your windows user account or Sage ID must be a member of the Administrators Group.

When you open System Administration, all users in the Administrators and Users groups specified during the installation for On Premise deployments or using the Sage ERP Online Services for Sage 200 Online, are displayed on the Manage User Lists. The core components are installed for you automatically.

Depending on how you are using Sage 200, you need to perform a series of tasks within System Administration before users can operate Sage 200 successfully.

The following guidelines will help you.

Note: There are different ways of performing the same task. For example, you can assign companies for users within Companies, or assign users for companies within Users.

New Sage 200
  1. Create a configuration database.

  2. Verify the users in the Manage User Lists screen. Sage 200 user accounts are created for each user listed.

    This lists the Windows user accounts (On Premise deployments) or Sage IDs (Sage 200 Online) that are in the groups specified during the installation. These are created either in Sage ERP Online Services for Sage 200 Online or in Windows Active Directory for On Premise deployments.

    For more information, see the relevant Deployment and Installation Guide.

  3. Set up companies.
  4. Set up roles and authorise features for roles.
  5. Enter Properties for your user accounts, including:
    • Set up Web users for Self Service (optional).

      • To allows users to access workspaces, enter timesheets and expense claims, and authorise purchase orders via a web browser.

  6. Assign roles for users.
  7. Assign companies for users.

  8. There are further various optional tasks, as follows, depending on your business requirements:

    • To allow users to process payments in Sage 200 using Sage Pay, set up Online payment processing.
    • To set up email notification messages for purchase order authorisation, set up the Messaging options.
    • To integrate with Office365, set up Office365 integration.

    • To integrate Sage 200 Online with SharePoint, set up SharePoint integration.

      Note: On Premise deployments of Sage 200 integrate with SharePoint automatically. In Sage 200 Online, you cannot use the Excel integration module that is available in On Premise deployments even if you integrate with SharePoint.

    • To set up for CRM integration (On Premise deployments only), set up Sage 200 CRM.
    • To make use of add-on packages that provide extra functionality for Sage 200, install add-ons.
    • To add data sources or data models (On Premise deployments only), set up information management.
Upgraded Sage 200

You can upgrade system administration data from a v2013 On Premise deployment to Sage 200 Online v2013.

You can upgrade company data from an earlier On Premise deployment to a v2013 On Premise deployment.

Upgrading to Sage 200 v2013 on premise

You can migrate System Administration data from the old configuration database to the new from versions 2009, 2010 and 2011. If you are upgrading from pre v2009, refer to your Business Partner for assistance.

  1. Set up the windows user accounts that you want to access Sage 200 in Windows Active Directory or Windows user groups.
  2. Install Sage 200 v2013 On Premise deployment.
  3. Update your configuration database (v2009, v2010 and v2011).

  4. Match your windows user accounts to your existing Sage 200 user accounts in the Manage Users list.

    A new Sage 200 user account is created for any windows user accounts that are not matched to an existing Sage 200 user account.

  5. Update your company data by selecting Action > Update All Companies.
  6. Proceed as for new Sage 200 v2013 On Premise deployment.
Web users for the Self Service website

You can use the Self Service website to access Sage 200 data using workspaces, enter timesheets and expense claims, and authorise purchase orders via a web browser.

Note: Authorising purchase orders in the Self Service web application replaces the previous Sage 200 Remote Authorisation application.

To set up web users:

  1. Select the Is Web User option in the user Properties for each user who will access the Self Service website.

  2. Assign features for workspaces, timesheets and expense claims and purchase order authorisation to the relevant roles.

  3. For timesheet and expense claims, create resource records for the users in Sage 200 Project Accounting.

    All users who enter timesheets and expense claims using Self Service must have a Sage 200 user account which is assigned to a resource in Project Accounting.

    1. Create a resource record for each user.

      Open: Sage 200 > Project Accounting > Project Maintenance > Resources.

      1. On the resource Details tab, link the resource to the user account by setting the Sage 200 user name.
      2. On the resource Defaults tab, specify the Expense Claim payment method.
      3. On the resource Permissions tab, specify whether the resource can amend their cost charge and pay rates.

    2. Add the resource to the hierarchy.

      Open: Sage 200 > Project Accounting > Project Maintenance > Resources.

    3. Enter cost and charge rates for each resource in the hierarchy.
    4. If you use authorisation, you may also want to set authorisation permissions for the resource.
Install add-ons

Open: Sage 200 System Administration > Add-Ons.

  1. Right click Add-Ons and choose Add New Add-On.
  2. Select simple or advanced mode and follow the steps in the wizard.
Sage 200 CRM - on premise only

Set up a user to access Sage 200 windows within Sage 200 CRM.

  1. Make sure each CRM user is also a user in Sage 200. To do this, add their Windows Account to the Sage 200 Users group.
  2. Create a role for your CRM users.

  3. If your CRM users do not need to access the Sage 200 desktop, select Remote Users Access Only for the role.

    This prevents a Sage 200 licence being used when forms are launched from CRM.

  4. Assign the CRM users to the role.
Online payments
  1. Set up Sage 200 System Administration as either a new or upgraded system.
  2. Set up in System Administration.

    1. Select the payment service provider.

      2. Open: System Administration > Online Payments.

      • Select the online payment service provider.

        • All available providers are listed in the Online Payments menu within the navigation bar.

        Sage Pay is the default payment service provider used by Sage 200.

    2. Add vendor accounts.

      3. A vendor accountThe Sage 200 account that links with the online payment service provider account. identifier accompanies every payment transaction made with the online payment service provider.

      Open: System Administration > Online Payments > Vendor Accounts.

      • Right-click Vendor Accounts and choose Add New Vendor Configuration.
    3. Authorise:
      • Payment companies and roles for vendor accounts.

        • Open: System Administration > Online Payments > Vendor Accounts.

        1. Right-click the Vendor Configuration Name and choose Properties.
        2. To authorise payment companies, select the Companies tab.
        3. To authorise roles, select the Refund Roles tab.

  3. Set up in Sage 200.

    1. Set up merchant accounts.

      2. Open: Accounting System Manager > Settings > Merchant Account Settings.

    2. Enable card processing.
      1. To accept online payments for invoices:

        2. Open: Sales Ledger > Ledger Set Up > Ledger Settings | Options.

        • Select Enable Card Processing.
      2. To accept online payments for sales orders:

        3. Open: Sales Order Processing > System Set Up > SOP Settings | Order Entry.

        • Select Enable Card Processing.

Purchase order authorisation

There are a number of tasks in the purchase order authorisation process.

Decide which purchase orders authorisation features are available to Sage 200 users

You need to decide which of your Sage 200 users has access to each purchase order authorisation task. A single Sage 200 user could have access to none, some, or all of these tasks. This helps to make sure that your authorisation process works smoothly and securely.

  • Assign purchase order authorisation features to the relevant roles.
Sage 200 purchase order authorisation email notifications

You can use the Messaging options to send email messages automatically when purchase orders require authorisation in Sage 200 Accounts.

Once set up, an email is sent to the Sage 200 user specified as the authoriser of a purchase order. Another email is sent to the Sage 200 user specified as the originator of the order.

If you want to send email notifications with your purchase orders, you must:

  1. Configure your E-Mail settings.
  2. Choose to user email notification on Purchase Order Authorisation settings.
  3. Select which user accounts will receive notifications by Email.
  4. Enter an email address for the user accounts.
Remote authorisation of purchase orders from the Self Service website

You can allow Sage 200 users who are specified as authorisers of purchase orders, to authorise their purchase orders outside of Sage 200 Accounts, via the self Service website.

To allows users to authorise purchase orders remotely:

  1. Select the Is Web User option on each authorise's sage 200 user account.

  2. Assign the authorisation features to the relevant roles.
Office 365 Integration

Setting up the integration is done using the following steps:

Set up document library in SharePoint 2013 Online
  1. Log in to your SharePoint site from https://login.microsoftonline.com.
  2. Click on Sites.
  3. Click on the Team Site.
  4. Click on the Site Contents and select Add an app.
  5. Click on Document Library to add a new library.
    • Enter the library Name, Sage200.

      • Note: Do not include any spaces in the name Sage200.

    • Click Create.
  6. Verify that the library has been created by checking that is listed in the Recent folder.

Register application in Sharepoint 2013 Online
  1. Open a browser.
  2. Go to the following secure link (you must use a secure SSL - https), inserting your own SharePoint company name:

    3. https://<companyname>.sharepoint.com/_layouts/15/appregnew.aspx

    Note: If you are not logged on to Office365, log on when requested to do so.

  3. Click Generate to generate an App Id and App Secret on the displayed page.
  4. Enter a Title.
  5. Enter the App Domain.

    6. For On Premise deployments, this should include your server name and the port number of the website. By default, the port number is 10444.

    For example, <Your Sage200 server machine name>:10444

    For Sage 200 Onlineonline, this should include your site name and sage200online.com.

    For example, <Your site name>.sage200online.com

  6. Enter the Redirect URL. This is the self service URL with /Office365/ on the end.

    7. For on premise, this would be:

    https://<Your Sage200 server machine name>:10444/Sage200SelfService/Office365/

    For online, this would be:

    https://<Your site name>.sage200online.com/Sage200SelfService/Office365/

    The Redirect URL takes the details and writes them to the config database and completes the operation.

  7. Click Create.
  8. Click OK.

Note: Keep a note of your Client ID, Client Secret, Title, App domain and Redirect URL so that you can enter this information into Sage 200 System Administration.

Enter Application ID and Secret into Sage 200 via System Administration

Open: Sage 200 System Administration > Office365 Integration.

  1. To add application details, right click and select Add Office365 Integration Settings.

    2. Note: If you want to update application details, select the SharePoint URL displayed, right click and select Update Settings.

  2. Enter the SharePoint Address.

    3. This is the secure link (using SSL - https) that you registered. For example:

    https://<companyname>.sharepoint.com/

  3. Enter the Application ID. This was generated as the Client ID when you registered the application on SharePoint.
  4. Enter the Application Secret. This was generated as the Client Secret when you registered the application on SharePoint.
  5. Click Create if you are adding application details or Update if you are updating application details.
  6. Click OK.
Link Sage 200 to Sharepoint Online

Open: System Administration > Office365 Integration.

  1. Select the SharePoint URL displayed, right click and select Complete Integration.
  2. Refresh the list to see that the Context Token has now been filled with the link information.

Add permission request to Sharepoint 2013 Online
  1. Open a browser.
  2. Go to the following secure link, inserting your own company name:

    3. https://<companyname>.sharepoint.com/_layouts/15/appinv.aspx

    Note: You must use a secure SSL - https, not http.

  3. Copy in the Application Id from System Administration.

    4. Note: This is the Client ID in SharePoint Online.

  4. Click Lookup.

    5. The application fields are populated. If they are not, check that you have entered the Application ID correctly.

  5. In the Permission Request box, enter the following xml:
    6. <AppPermissionRequests AllowAppOnlyPolicy="true">
    <AppPermissionRequest Scope="http://sharepoint/content/sitecollection" Right="Write" />
    </AppPermissionRequests>
  6. Click Create.
  7. Click Trust It.

SharePoint Integration - Sage 200 Online only

This is something that your Business Partner can do for you.

Within Sage ERP Online Services, the Business Partner will be able to fetch the connection string to the database and enter this string into Sharepoint Administrative Tools.

Information management (workspaces)
  1. Set up Sage 200 System Administration as either a new or upgraded system.
  2. Set up workspaces.

    3. To connect workspaces with third party data sources, you must define the communication path.

    Workspaces will only work if the communication path between the Workspace Designer and the company is defined. This is done by means of a modelModels are data schemas that describe how the information held in a particular database can be accessed and displayed within Sage 200. Each model is contained in its own dynamic link library (dll). and a data sourceThe origin of the information being included in the Sage 200 suite. This includes the location of the information on the server..

    Models for Sage 200 Accounts, Sage 200 CRM and Sage 200 Manufacturing are set up by default.

    A data source is set up by default for Accounts and CRM. The Manufacturing models use the Accounts data source.

    If you want to use additional models and data sources, you must:

    • Add a data source.

    • Add a model.

    Note: You can design your own workspaces to talk to Sage 200 or to third party data sources if you are a user who Can Edit Workspaces. This lets you use the Workspace Designer to design workspaces.

Tip: For the most recent version of this topic, please see our help website here.

Go to top