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Process Note Library SmartConnect

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Smart Connect Process Notes Contents Page 1. How to add a user to SmartConnect 2. How to apply credits using smart connect 3. How to Clear large volumes of Penny differences on the AR 4. How to duplicate a map 5. How to Import AR Class ID's 6. How to log into Smart Connect 7. Import Direct Debit receipts into GP 8. Importing bank details via SmartConnect 9. Request a new SmartConnect user 10. Request access to a SmartConnect map 11. SmartConnect Integration of Standard Intercompany Journals

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to add a user to SmartConnect Version Number 1.0 Section Smart Connect Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This document will explain how to add a new user to the SmartConnect system Process Steps 1. Log onto SmartConnect 2. Select Setup. 3. Select Security The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select User Maintenance and Add user… The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Enter in the user’s CSTRAP username, then select ‘Check Names’. Example below. And something like the below should happen and select OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will reappear, scroll down, and find the user and select the user’s line 6. Select Maps and tick the maps the user needs access to.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Select connectors and tick select all. Select and connector permissions

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will appear. Tick the Dynamics GP Nodes and OK 8. Select Permissions and tick the options below then click OK 9. Contact the user to let them know their profile is set up.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Apply Credits using Smart Connect Version Number 1.0 Section SmartConnect Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process will enable you to apply all credits that have been raised to the respective document on GP. Process Steps 1. Open the F-Drive. 2. Open Smart Connect. 3. Open the excel document with the Billing and Credit Sheet approval Smart list that was downloaded and sent to the business to obtain approval for the credit batch raised. This should be saved to the X-Drive. 4. Copy and paste all of the information on another tab and Remove any lines that are not credits first. Then insert a column in between column ‘O’ and ‘P’ by clicking at the top of column ‘P’ and then clicking on ‘Insert Column’ as shown below. (Ensure that you are only working with the credits raised on this excel, 5. In order for SmartConnect to run, we need to separate the text saying ‘Credit against invoice’ from the invoice number that follows on the excel. Highlight column ‘O’ with the heading ‘Comment 1’ by clicking at the top of the column. Click on ‘Data’ and then click on ‘Text to Columns’ as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. The below screen will pop up. Make sure that ‘Fixed width’ is the option selected and then click ‘Next’. Double click on the two lines as highlighted below in order to delete those two lines and then click on ‘Next’ to continue.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will then pop up. Click on ‘Finish’ as shown below. It will then separate the invoice number from the rest of the text and place it in the new column that you inserted as shown below. You will need to type ‘Apply to’ as the heading of the new column ‘P’ as shown below at this point. You can now save and close the Excel document.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. You will need to copy this document and paste it in the ‘Apply Credits’ folder within the company that it is for on the F-Drive (example shown below). In order to paste the document in the F-Drive, you will have to press ‘Ctrl V’ on your keyboard. 8. Open SmartConnect and look for the ‘Apply Returns’ map for the company that you are applying credits for by scrolling through the list and then double click on the line to open the map. (In this example it is ‘Tucasi Apply Rtns’) The following screen will then pop up. Click on the two arrows pointing downward as highlighted below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on the three little dots as highlighted below in order to select the correct excel document to use for this map to apply the credits. You will then need to select the correct excel document that you have just pasted into the F-Drive by clicking on it to select it and then click on ‘Open’ in the bottom left-hand side of the screen as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Now click on the arrow pointing downwards as shown below in order to select the specific sheet/tab on the excel that has your information on it. (In this case, there should only be one sheet/tab in the excel document as all lines were credits) 9. Click on ‘Validate’ as shown below. A little screen should pop up in order to say the validation has been successful as shown below. Click ‘Ok’ to close the screen. 10. Click on ‘Run’ as highlighted below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The following screen will then pop up. Ignore any errors that may be displayed and click on ‘Done’ to close this screen. The credits should now be successfully applied to the correct documents on GP. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Clear large volumes of Penny differences on the AR Using SmartConnect Version Number 1.0 Section SmartConnect Date of implementation 05/10/2022 Date of Last Review 08/06/2022 Process Scope This Process Note will show you which SmartConnect maps to use to write off and apply large volumes of penny differences. Process Steps 1. Log into SmartConnect 2. Select Map “VESTAPENNYWODRNOTES” 3. Select the Data Source Drop down 4. Click on the three little dots as highlighted below in order to select the correct excel document to use for this map.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select the drop down in order to select the specific sheet/tab on the excel that has your information on it. 6. Press on the Validate button.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 A little screen should pop up in order to say the validation has been successful as shown below. Click ‘Ok’ to close the screen. 7. Then select RUN

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Log into Great Plains. 9. Post your Receivable Batches 10. Go back to SmartConnect 11. Select Map “VESTAALLOCATIONS” 12. Select the Data Source Drop down 13. Click on the three little dots as highlighted below in order to select the correct excel document to use for this map. 14. Select the drop down in order to select the specific sheet/tab on the excel that has your information on it.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 15. Press on the Validate button. 16. Select Run

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting Before doing the above process, please do the below steps 1. Download your AR SQL to find the penny differences 2. Create your Debit note tab on your excel. 3. Create your allocation tab on your excel.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to duplicate a map Version Number 1.0 Section Smart Connect Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope On this process note we will show you step-by-step process on how to use the existing map and duplicating it for the new one. Process Steps 1. Log into CSTRAP 2. Log Into SmartConnect 3. Once you are in the SmartConnect please select the ID you would like to duplicate. For example, if you would like to create Credits Map for the Company R&SS, please select one of the Credit map from the list. E.g., MBECREDITS

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Once clicked on the MBECREDITS Line please go on the Top and select Duplicate Map 5. Below screen will pop up where you will have to Name the New Map and Change the name in description. After you’ve named it, please click on Duplicate on the top left. 6. It will bring up the Map you just created to the Map Id List

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. So now you will have to change the old company mapping (MBE) to the new one. To do that please double click on the New Map and the below screen will pop up and please click on the drop-down button on Destination: Microsoft Dynamics GP 8. Click on Companies

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Below screen will pop up. You will have to untick the old company and tick the new company you have just created and click OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Import AR Class ID’s Version Number 1.0 Section Smart Connect Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process shows you how to import a bulk load or individual AR (Accounts Receivable) Class ID’s into GP via Smart Connect. Process Steps 1. Create a excel template of the new class ID’s, example below: Class ID: This is the name that will appear in GP Class Description: This is the description of what the class ID is for Maximum Write off: This will always be 1.00 Accounts Receievable account: Will be the nominal account it needs to be allocated to ie: 1200.10.0.000 is for the AR account GBP Sales Account: - This will be the same account is the “Accounts Receivable account” Cost of Sales Account: - This will be the same account is the “Accounts Receivable account” Inventory Account: - This will be the same account is the “Accounts Receivable account” *NB – Class ID’s for Intercompany, these will be left blank as intercompany accounts have their own initiative accounts 2. Once the excel file is ready, save this onto the F:Drive into the company folder it relates to, example below Contronics

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Log into Smart Connect 4. Then select the below map This screen will open, click on the drop-down arrow next to Data Source: Microsoft Excel 2013 Click on the three dots next to Excel Workbook, this will take you to the F:Drive Search for the file you want to upload, example above for Contronics. Click on Open

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Then select the sheet off the excel you want to import, do this by clicking on the down arrow next to ‘Sheet: This screen will pop up, click OK 5. Click on the arrow next to Destination: Microsoft Dynamics

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on Companies, this screen will open Click on Selected and scroll down to the bottom of the page, it will show which company the map is currently link to. Untick this company and select the company you want to run the map for Click on Name to put the list an alphabetical order, then tick the company you want. Click OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on RUN This screen will open, click Yes

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Once the map has run, this screen will open The Record Count and Success Count should be the same amount ie: 10 *The reason this is showing a error count of 10 is because these have been imported previously Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Log into Smart Connect Version Number 1.0 Section Smart Connect Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process will enable you to Log into Smart Connect. Process Steps 1. Log into CSTRAP 2. Select the Jonas Europe-UK Smart Connect Icon 3. A little screen will pop up to the side of your screen as shown below. You will need to click on ‘Open file’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. The below screen will then pop up, click on ‘OK’. Smart Connect will then open as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Import Direct Debit receipts into GP Version Number 1.0 Section SmartConnect Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process will show how Direct debits information is downloaded and prepped for import into GP via SmartConnect. Process Steps 1. Open up your current months’ workbook - X:\Accounts Receivable\2022\EPOS\DD Uploads 2. Log into the L&Z Portal https://portal.landz.co.uk/portal/webpages/login.aspx 3. Select View. 4. Select Summary of Payment Activity and Schedule

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Input the date the DD has cleared. 6. Press search

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Scroll to bottom of page and double check the value matches what has cleared on the bank. 8. Export Data to Excel 9. Copy data to the “L&Z Download” tab in your original workbook.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Insert a Column into B 11. Highlight column A and select Data – Text to Columns 12. Select Delimited and press Next

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 13. Select Other and input “:” 14. Then Select Next

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 15. Then Select Finish 16. Insert a Column into C

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 17. Add comment Collected into this Field 18. Select Invoice to Upload Tab 19. Do a VLookup using the Invoice to Upload and L&Z download Tab – this will show the invoices that have been claimed via the DD

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 20. To add a filter – Select Ctrl+Shift+L on your keyboard 21. Filter Column H for “Collected”

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 22. Highlight column F and double check Value against what has cleared against the bank. 23. Open the F Drive – please see “How To Access F drive” Process notes 24. Go to the Epos DD Folder. \\675113-FDRIVE\CompanyData\Jonas\EPOS\DD Run 25. Open the Previous Months Excel workbook and rename to current month Delete data from Line 2 down in spreadsheet. 26. Copy Account number, Account name, amount and Invoice reference from your Invoice to Upload tab.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 27. Posting Date = date the payment had cleared e.g. 18/03/2022 28. Press Save 29. Log into SmartConnect 30. Use Map “EPOSDDCASHPOSTING” 31. Please see process note “How to Run a SmartConnect” 32. In GP Check you Batch Value Sales – Transactions – Receivables Batches

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 33. Once Happy with batch press POST. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Importing bank details via SmartConnect Version Number 1.0 Section GP Date of implementation 03/11/2022 Date of Last Review 03/11/2022 Process Scope This process note will explain how we import bank details onto our creditor cards in great plains via SmartConnect. Process Steps 1. How to Log Into CStrap 2. How to Log Into GP 3. Once GP is open, open the FDRIVE shortcut from your home tab. If you do not have this shortcut on your GP home tab you can add this by following this process note Add shortcut to FDRIVE and SQL reports on GP home screen

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Open this folder on the XDRIVE X:\Accounts Payable\Bank Detail Imports\1. Excel workbook 5. Open this folder on the FDRIVE \\675113-FDRIVE\CompanyData\Jonas\Vesta\Bank Detail Imports 6. Copy the current weeks sheet from the XDRIVE folder mentioned in step 4 into the FDRIVE folder mentioned on Step 5. 7. Refer to ‘How to Log into Smart Connect’. If you require access to smart connect, please refer to process note ‘Request a new smartconnect user’. 8. Once SmartConnect is open search ‘Vesta_Import_Bank_Details’ in the search section and the below map will appear. If you require access to this smart connect map, please refer to process note ‘Request access to a smartconnect map’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Double click the Map Id and the below screen will appear 10. Select the drop down on Data Source: Microsoft Excel 2016

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Below is a snip of what the screen would look like 11. Select the block with the dots on the Excel workbook line

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 12. Select the current weeks sheet The below screen will reappear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 13. Select Validate and the below message should appear 14. The head of finance/finance manager needs to click run on this map The below screen will appear 15. The map will require a valid password which the Head of finance currently holds, and this password can only be entered in by the Head of finance/finance manager. Enter the valid password onto the screen as shown below and click OK.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 If this map runs successfully, it will indicate this, and an email will be sent to the Head of finance to confirm this map has been run and it will indicate what user ran the map. If the incorrect password has been used the map will fail and the below screens will appear.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting If you are experiencing issues running this map, please contact vesta-gpsupport@vestasoftwaregroup.com

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Request a new smartconnect user Version Number 1.0 Section SmartConnect Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process will demonstrate how to request a new SmartConnect user Process Steps 1. The manager must email Vesta GP Support Vesta-gpsupport@vestasoftwaregroup.com and request their employee to be set up with a SmartConnect user account. 2. The email needs to confirm the employee’s CSTRAP name. 3. The email needs to confirm what maps this employee needs access to. Tips, Tricks and Troubleshooting This email must come the employee’s manager.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Request access to a SmartConnect map Version Number 1.0 Section Concur Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process will demonstrate how to request access to a SmartConnect map for an employee that has access to SmartConnect Process Steps 1. The manager or employee must email Vesta GP Support Vesta-gpsupport@vestasoftwaregroup.com and request access to a particular SmartConnect map Tips, Tricks and Troubleshooting This email will be accepted from the employee as long as their manager is cc’d in the email. The Employee must have an account on SmartConnect, if they do not, please refer to – Request a new user for SmartConnect.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Smart Connect Integration of Standard Intercompany Journals Version Number 1.0 Section Smart Connect Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This map is used to integrate intercompany Journals. If you require access to SmartConnect please send an email to vestacentraltransactional@vestasoftwaregroup.com Process Steps 1. Populate your data on an excel workbook (Type - Microsoft Excel Worksheet) and save it down in your preferred folder on the FDRIVE. Refer to Journal_Entry_Template Intercompany for the required fields. Example Below: Required fields listed below and descriptions: • GL_Batch – The batch name. • Journal_Date – The date of the Journal • SEQ – Number of lines. Use drag down and Fill series. • INTERCOMPANY 1 YES 0 NO. In the example above the Intercompany Journal is being created in CRB therefore it is marked as 0. o 1 – This is marked as 1 if it is an Intercompany Line o 0 – The company the Journal is being created in will be marked as 0. • ICC_Company – The company ID the journal needs to be posted to • Journal_HDR_DESC – The Journal Reference • Account – Nominal accounts (Intercompany Initiative ending) • debit_amount – Debit Value if none needs to have 0 • credit_amount – Credit Value if none needs to have 0 • Description – Description on each line

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Log into SmartConnect 3. In the search tab type ‘vestajournalimport’ and the below map will appear. Double click the map and the below screen will appear 4. Select the drop-down arrows next to ‘Data Source: Microsoft Excel 2016

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will appear Select the block with the three dots on the ‘Excel workbook’ line. This will open the FDRIVE – Navigate to the folder that you saved the excel workbook in and select the workbook and click Open. Example below:

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Sheet Section – If you have Multiple sheets then you need to select the sheet you want to import. 6. Select Validate The below messgae should appear. If the below message does not appear please contact vestacentraltransactional@vestasoftwaregroup.com

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Select the drop-down arrows next to ‘Destination: Microsoft Dynamics GP’ The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Select Companies The below screen will appear Sort by Selected

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 *The Company Selected will be the company the journal is created in. Scroll down to the bottom of the page to see which company is selected and deselect and reselect as required and click OK (Top Left Corner) 9. Click Run

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below message will appear – Select Yes If the run was successful you will see something similar to the below then click Done. If your run was not successful please contact vestacentraltransactional@vestasoftwaregroup.com

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Below example of what the journal would look like. Tips, Tricks and Troubleshooting