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Everything You Ever Wanted to Know About
the Sage BusinessWorks/ACT! Link and More
Donald L. Joseph CMC, Northbrook Consulting Group, Inc.
Introduction
•
In addition to technical details, we will explore how the
ACT!/BusinessWorks Link:
– Can move clients close to CRM by providing a picture of both transactional
and contact history in one place;
– Simplifies lookups and data entry for ACT! Users;
– Gets transactional history to remote and handheld users.
•
We will see why this is the best opportunity of all the ACT! “accounting”
links.
•
We will see why there is a large number of GoldMine user prospects.
•
We will examine some conversion tools and issues.
•
This presentation will be available online after the conference. You will
receive an email for the Insights session Website approximately 4 weeks
after Insights.
3
Learning Objectives
• After participating in this session, you will be able to:
– explain why BusinessWorks/ACT! makes more sense than the other
accounting-linked products
– configure the unique advantages of ACT! and BusinessWorks together
to enhance your clients’ on-site and remote CRM needs
– understand why the demise of GoldMine 6.x creates unique
opportunities for you
– set-up the link in both the BusinessWorks and ACT!
– address data conversion and training issues
– explore ACT! Certification or partnering with an ACC
4
Key Concepts and Terms
• Sage BusinessWorks Accounting Business
Management
Business
Management
– You need better and more timely information to manage than
just for accounting
– The key software features must give you an operational edge
– BusinessWorks has financial, operational and transaction
controls that its competitors do not have
• Some of the recent scandals may make these more than theory
• You’ve outgrown entry-level systems when someone other than a
trusted family member is handling financial transactions
– Ease-of-use and help systems are important
• BusinessWorks is the best I’ve seen
5
Why consider ACT! and the ACT!/BusinessWorks link
• Benefits
•
For sales
•
For customer service
•
For anyone in the field
•
Even for BusinessWorks users
6
Why consider ACT! and the ACT!/BusinessWorks link
• For Sales
– ACT! is a tool designed for sales and the sales process
– Its integration with BusinessWorks helps the salesperson do
his/her job
• In the office
• In the field
• Therefore, it’s more likely to be used properly
– The ACT! Database can synchronize to notebook computers,
PDAs, and smart phones
• Historical data and future appointments
• In the office
• In the field, over the phone network
– It gives the company control over the client/prospect list
7
3rd Party Add-ons extend the CRM reach
•
8
3rd Party Add-ons extend the CRM reach
•
9
Why consider ACT! and the ACT!/BusinessWorks link
• For Customer Service
– A single record shows virtually all of the information about a
customer
•
•
•
•
•
Past phone calls and meetings
Correspondence (letters, e-mails)
Quotes, Orders, Invoices, Payments, Returns
Scheduled FUTURE calls meetings and other events
Notes, referrals, desired salutation
– BusinessWorks transactions and inquiries can be launched
directly from the ACT! contact record
• Saves time, no BusinessWorks lookup needed
• Even faster than shortcuts menu in BusinessWorks
• Training can be entirely within the ACT! Launcher for most tasks
10
Why consider ACT! and the ACT!/BusinessWorks link
• For anyone in the field
– ACT! synchronization capability meets the needs of those who
aren’t always “connected”
• Each user makes changes to the database
• As that remote database is synchronized, it picks up the latest
changes from the publisher (master) database and reports its own
changes
• This also serves as a backup of the information entered on the
remote databases
• If documents or other files are attached to the contact record, they
too can be synchronized
– e.g.: transmit job drawings to office
– also backs these up
11
Why consider ACT! and the ACT!/BusinessWorks link
• Even for internal BusinessWorks users
– lookups are easier in ACT!
– Customer record creation and maintenance can both be
launched from ACT!
– For accounting users with customer contact, it is often
important to be able to see and record non-transaction-related
events (calls, letters, etc.)
• A credit manager could see these as well as previous credit holds
and releases, returns, other issues
12
3rd Party Add-ons extend the CRM reach
13
3rd Party Add-ons extend the CRM reach
14
Market Opportunities
• Current ACT! Users switching to BusinessWorks and the link
– BusinessWorks and MAS are the only fully-integrated, bi-directional
links
– BusinessWorks is designed and priced for smaller businesses,
most likely to be ACT! Users
– “In the Family” discount for Peachtree user upgrades
– Savings from integration can provide quick payback, even in this
economy
• Time, phone charges, spent checking status of events and
coordinating schedules
• Customer goodwill from prompt, accurate handling of inquiries without
need for transfers, callbacks
15
Market Opportunities
• GoldMine users switching to ACT! and the link
– Front Range has discontinued sales and support of the dBase
version of GoldMine rather than make it Vista-compatible
– The minimum upgrade version costs twice as much as ACT!
Premium even when GoldMine offers special upgrade promos.
– Annual maintenance is mandatory and expensive
– Although, in 1999, GoldMine was referenced as “ACT! On
Steroids”:
• ACT! has now equaled or surpassed GoldMine’s feature set for
important features
• ACT! is much more user-friendly and intuitive
– Those using the BusinessWorks/GoldMine link are being
forced to migrate as of version 8
– Those getting Vista are being forced to migrate
16
Market Opportunities
• BusinessWorks users adopting ACT! and the link
– Savings from integration
– Protection of one of the company’s most valuable assets—it’s
contact list
– As ACT! Users do their own inquiries and enter their own
quotes and orders
• Time savings in accounting and operations departments
• Higher accuracy in order entry details
• Order entry priority managed more smoothly
– The sales rep will be certain the “hot” order gets in first
• Fewer status checking and expediting internal communications
17
Market Opportunities
• New Customers
– BusinessWorks is easier to use than QuickBooks or Peachtree
– Time savings can translate to cost savings
– Cost of 5-user system
• ACT! with Total Care
• BusinessWorks Client/Server Distribution
Bundle with Gold ClientCare Plan
• BusinessWorks/ACT! Link
$1,435
• TOTAL Software Cost
$7,314
5,484
395
– This does NOT consider upgrade or “In The Family” discounts
– Even if your consulting/training/installation fees double this,
payback should be less than 6 months
18
Why consider ACT! and the ACT!/BusinessWorks link
•
Let’s look at the link close-up
• The California Closets story
19
Why consider ACT! and the ACT!/BusinessWorks link
•
The California Closets story
– I’m there with the owner, it’s after 5:00
– He asks me to answer the phone while he runs out to the shop, he’s
expecting a call from “corporate”
– The phone rings, it’s not “corporate”, it’s a frantic Laura Spencer
– “I’ve taken the day off work tomorrow so you can install my closet, but I
got a call saying you wouldn’t install it if you didn’t get my check. I sent
the check.
– I calmly look up Laura Spencer in ACT!
– This is what I see on the History Tab and the Activities Tab
20
The California Closets story
21
The California Closets story
• So I can assure her:
– Her payment was received.
– Her installation is still scheduled for 8:30 am tomorrow.
– Chris, her designer, will call her around 10:00.
• Then it occurs to me what just happened:
– It was after 5:00, the company was closed.
– I don’t even work for the company.
– I answered an accounting question, an installation question,
and a customer service question.
– A very anxious customer was now totally satisfied.
• I call that Customer Relationship Management!
22
History tab on a CUSTOMER link
23
History tab on a CUSTOMER link
24
Sage BusinessWorks tab on a CUSTOMER link
25
Sage BusinessWorks tab on a CUSTOMER link
26
History tab on a VENDOR link
27
History tab on a VENDOR link
28
Sage BusinessWorks tab on a VENDOR link
29
The Sage BusinessWorks menu in
Create links to
BW Customers
or Vendors
|
V
30
The Sage BusinessWorks menu in
Create links to
BW Customers
or Vendors
Create New Customer/Vendor
from contact >>>
Link to Existing Customer/Vendor
from contact >>>
Link to Existing Customer/Vendor
from lookup >>>
Let ACT! Link records automatically
>>>
31
The Sage BusinessWorks menu in
To let ACT! automatically create links between existing
BusinessWorks and ACT! databases
32
The Sage BusinessWorks menu in
These are the
only fields we
can match on!
33
The Sage BusinessWorks menu in
The Linked Contacts Summary
34
The Sage BusinessWorks menu in
Allows you to update
linked contact fields to
reflect changes made
in either ACT! or
BusinessWorks.
35
The Sage BusinessWorks menu in
Current>>>>>
Current Contact or All
All>>>>>
Direction to Update
Two-way>>>>>
One-way: ACT! to BW>>>>>
One-way: BW to ACT!>>>>>
For Two Way Update Only:
If a field has been
changed in both products
which value will “win”?
v
v
v
36
The Sage BusinessWorks menu in
Remember to “Update all linked contacts”
on a regular basis to assure that linked
fields are kept synchronized
37
The Sage BusinessWorks menu in
Window will show
the changes
made by the
previous Update
Linked Contacts.
38
The Sage BusinessWorks menu in
Import Accounting Records
Window will show
all presently unlinked records of
type(s) specified.
>>>>
39
The Sage BusinessWorks menu in
The link must be set-up in BusinessWorks first for
every BW company/ACT! database combination.
40
A LOOK AT OTHER ACT!
ACCOUNTING LINKS
Summary
•
MAS 90 and 200 link
– Super powerful and flexible, free
– Most MAS users probably a better fit for SalesLogix or SageCRM than ACT!
•
Peachtree link
– Can create PT customers (only) from ACT!
– No ACT! history created from PT transactions
– Cannot initiate PT transactions from ACT!
– No drilldown, summary information only
– 2010 version’s major enhancement is “unlimited contacts”
– Free
•
QuickBooks link
– Similar to PT but $100 SRP
– Version sensitivity high and usually delayed release (QB is non-Sage)
– Known issues list is very long
– Many ACCs have declined to sell or support it
42
Comparison of Peachtree and BusinessWorks ACT! Links
Peachtree
Feature
Convert Contact to
Customer or Vendor
BusinessWorks (1)
Yes
Yes
Initiate Customer
Maintain Customers, Maintain Quotes, Maintain Sales
Transactions from ACT! Orders, Direct Invoicing
No
Initiate Vendor
Maintain Vendors, Maintain Purchase Orders, Enter
Transactions from ACT! Invoices
No
(1) The specific transactions allowed and posted to history are selected on the link setup screen. The user
must have appropriate security settings in both ACT! and BusinessWorks.
43
Comparison of Peachtree and BusinessWorks ACT! Links
Feature
BusinessWorks (1)
Can Display Customer Summary,
Customer Inquiry, Quote Inquiry, Sales Order Inquiry, Open Quotes, Proposals, Sales
Initiate Customer Invoice Inquiry. Actually uses BusinessWorks Inquiry Orders, Invoices and Credits, and
Inquiries from ACT! Programs. All drill-down capabilities as to status, line Receipts, for a selectable date
items, resulting purchase orders, their status, etc.
range. No drill-down capabilities
beyond summary lines displayed.
Vendor Inquiry, Purchase Order Inquiry. Actually uses
No. Show purchases and
Initiate Vendor
BusinessWorks Inquiry Programs. All drill-down
payments for previous 12 months
Inquiries from ACT! capabilities as to status, line items, linked sales orders,
only.
their status, etc.
44
Comparison of Peachtree and BusinessWorks ACT! Links
Feature
BusinessWorks (1)
Post Customer
Transactions to
ACT! History Tab
(2)
Invoices, Void Invoices, Credit Memos, Debit Memos, Apply
Open Credits, Apply Deposits, Post Receipts, Void Checks,
Refund Checks, Part Returns/Invoice Returns; Create, Cancel,
Reopen, or Delete Quotes; Create, Cancel, Reopen, Place on
Hold, Release from Hold, or Delete Sales Order;.
No
Post Vendor
Transactions to
ACT! History Tab
(2)
Enter Invoices, Void Invoices, Credit Memos, Debit Memos,
Manual Payments, Apply Open Credits, Print Checks, Void
Payments; Create, Cancel, Receive, Reopen, Delete, Return
Purchase Orders.
No
(2) Any transactions posted to history will be synchronizable with remote databases and will
generally contain the login ID of the person making the transaction, the transaction type, transaction number,
and transaction dollar amount.
45
DETAILED LINK SETUP
INSTRUCTIONS
To synchronize mapped fields in linked contacts:
• For each BusinessWorks company and ACT! Database pair.
• Multiple ACT! Contacts can be linked to each BusinessWorks
company:
– Some can be customers;
– Some can be vendors.
• There is NO linking from ACT! companies to BusinessWorks
companies.
• Do your field mapping before you start—changes are very
complicated.
47
LINK SETUP Requirements
• All ACT! database users must
have permissions for
'Accounting link tasks'
(Tools>Manage Users)
– Administrators have this
– Managers and standard
users must have it in
“Added Permissions”
column
Setting up the link—start on the
This must
be run for
each BW
company/
ACT! Database
combination.
side
The link itself
installs as a
separate
Windows app.
If not already
installed, will
offer to do so
here.
49
Setting up the link—start on the
side
Allow ACT! to update
Sage BusinessWorks
contact information?
50
Setting up the link—start on the
side
The logged-in user’s specific
<----------------rights for this BusinessWorks
company will control.
This defines which
BusinessWorks
CUSTOMER
inquiries and
transactions will be
allowed from ACT!
51
Setting up the link—start on the
side
This defines which
BusinessWorks
A/R (& O/E Invoicing)
and Cash Management
transactions will be
posted to ACT! history.
52
Setting up the link—start on the
side
This defines which
BusinessWorks
Quote and Sales
Order transactions
will be posted to
ACT! history.
53
Setting up the link—start on the
side
The logged-in user’s specific
<----------------rights for this BusinessWorks
company will control.
This defines which
BusinessWorks
VENDOR
inquiries and
transactions will be
allowed from ACT!
54
Setting up the link—start on the
side
This defines which
BusinessWorks
VENDOR Purchase
Order transactions
will be posted to
ACT! history.
55
Setting up the link—start on the
side
This defines whether
ACT! History will be
created when users:
1. Create new BW
Customers
2. Create new BW
Vendors
3. Synchronize ACT! & BusinessWorks contact information
56
Setting up the link—start on the
side
Reviews all of your
choices. You can
Finish Setup Wizard
or use <Back button
to make changes.
57
Setting up the link—start on the
side
This is where
BusinessWorks
CUSTOMER
fields are
mapped to ACT!
fields.
58
Setting up the link—start on the
side
This is where
BusinessWorks
VENDOR
fields are
mapped to ACT!
fields.
59
Setting up the link—start on the
side
Technical Note
•The mappable ACT! fields are
predetermined.
•Renaming the fields in the ACT! database
will not rename them in this list.
•Custom fields will not appear in this list.
•USER01 through USER10 are included
• Changing data type can cause problems
•The Home Address and related fields are
not included.
60
Now we can go back to the
side and do the setup
61
Now we can go back to the
side and do the setup
If the Sage BusinessWorks >>>>>
link doesn’t show up here,
make sure it was installed
(by doing setup in BW) and
that ACT! was closed and
reopened after the
installation.
62
Now we can go back to the
side and do the setup
If you don’t see the company here,
you didn’t do the BW setup first.
63
Now we can go back to the
Mapping should
not be changed
here—it is part of
the BusinessWorks
setup.
side and do the setup
Click “Restore
Defaults” to
pull the settings
from BW to ACT!
|
|
V
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LINK SETUP Requirements
•
To begin recording history in ACT!, an ACT! administrator must be
the first user to create a history item in ACT!.
– If a non-administrator uses the link and creates history before the
administrator, the history does not link properly.
– Perform the following steps to create the first history item in ACT!:
1. Log on to ACT! as an ACT! administrator.
2. Create a contact in ACT!.
3. Select Sage BusinessWorks / Create Edit Contact Link. Link the ACT!
contact to a new or existing Sage BusinessWorks record.
4. Select to either link the ACT! record to an existing Sage BusinessWorks
record or create a new Sage BusinessWorks record on-the-fly.
Linking to a BusinessWorks record generates a history item.
This should complete setup:
• For this BusinessWorks company and ACT! Database pair.
• Multiple ACT! Contacts can be linked to each BusinessWorks
company:
– Some can be customers;
– Some can be vendors.
• There is NO linking from ACT! companies to BusinessWorks
companies.
• Do your field mapping before you start—changes are very
complicated.
66
Back to the rest of the
ACT! Link utilities
67
Back to the rest of the
ACT! Link utilities
68
Back to the rest of the
ACT! Link utilities
69
Back to the rest of the
ACT! Link utilities
70
Back to the rest of the
ACT! Link utilities
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Data Conversion
Any ACT! or BusinessWorks database can be transferred to the other
with relative ease, if new
If both exist, automatic matching will do a fair job, but the Customer ID
and Vendor ID are NOT available as matching fields
GoldMine databases can be brought into ACT!, but the trick is to bring
in history, attachments and, often, GoldMine e-mail
-ASDS MigrateAdmin: $299 (licensed per database, but you can
do a trial run of 500 records before buying the license)
-various ACT! Certified Consultants will do it, some on an hourly
basis, some on a fixed price basis, some on a fixed price per record
basis
72
Data Conversion Assistance
The following ACT! consultants also offer data conversion assistance:
•
Patricia Egen Patricia, Egen Consulting, Chattanooga, TN, 423-875-2652,
www.egenconsulting.com
•
Geoff Blood, The New Hampton Group, Mountain View, CA, 650-964-2590,
www.tnhg.com
•
Geoff Boulden, Twelve/Three Marketing, Inc., Amherst, NY, 716- 837–5727,
www.twelvethree.com
•
Kevin Chieff, Soft Skills, Inc., Rumson, NJ, 800-305-4888,
www.softskills.com
For information about MigrateAdmin2008R2 GoldMine to ACT!2007, 2008, 2009:
http://www.asdscomputer.com/products/migrateadmin2008/
73
Summary
• The ACT!/BusinessWorks link creates a software suite that
empowers users with CRM and supply chain management
tools that are extremely powerful at very low cost.
• An existing database on either side is easily brought to the
other side.
• The implementation cost is usually less than ½ of a full-time
person with a payback measured in months.
• No other combination offers the two-way integration, except
for MAS (which costs much more).
• There is a large base of GoldMine (dBase) orphans looking
for this kind of solution.
74
Questions?
75
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• Please complete the evaluation form for this session.
• Your feedback helps us improve future sessions and presentation
techniques.
• Please include your session code on the evaluation form: VAL13
• Don Joseph Contact Information:
direct line: 847-835-0979 mobile: 847-338-3564
[email protected]
• Thank you for your participation.
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