Set up the Self Service web app

Use the Self Service web app to access Sage 200 remotely via a web browser, such as:

  • Use workspaces to view data, and export data to Excel spreadsheets.
  • Run reports
  • Enter and authorise timesheets and expense claims.
  • Authorise purchase orders.
  • Enter and authorise purchase requisitions

The Self Service web app is automatically available with all deployments of Sage 200.

Access the Self Service web app

You can access the Self Service web app if the Is Web user option is selected on your Sage 200 user account in System Administration.

  • To access the Self Service web app internally, enter the address (URL) in your web browser:

    https://<Your Sage 200 file server>:10444/Sage200SelfService

    Note: You can also find out this internal URL by opening the Self Service web app from the desktop app, using Tools > Show Workspaces in Browser.

    When you open the Web Portal internally, you are automatically logged on using your Windows credentials.

    You will only have to enter your Windows user name and password, if the Enforce Login option has been set in System Administration (applies to on-premise deployments only).

  • To access the Self Service web app externally, you'll need to use the External Url for your Self Service web app.

    The External Url for your company is provided when you set up the Self Service web app in the Azure Active Directory admin center. To find your External Url, see Connect Sage 200 to your Microsoft 365 account.

    This will usually be in the format:

    https://sage200selfservice-<account name>.msappproxy.net/Sage200SelfService/

    When your browser asks you to sign in, use your local Windows account name and password details. Do not enter your Microsoft 365 account username and password details.

The Self Service web app website is installed by default to an internal website, but you can set it up to be accessed externally on the web. See Set up external access to the Self Service web app.

If you've just installed an update to Sage 200, remember to update your company and administration databases in System Administration, before you start using the Self Service web app.

Tip: If you're a web user, you can create a desktop shortcut or bookmark to the Self Service web app URL. You don't have to have the Sage 200 desktop app installed.

Note: If you use the Sage 200 desktop app, you can also access the internal Self Service web app by selecting Tools > Show Workspaces in Browser.

Set up the Self Service web app

Set up your web users

To access the Self Service web app, you must be set up as a Sage 200 user and have the Is Web User option selected in your user properties.

Open: System Administration

  1. Select Users.

  2. Select the user, then select Actions > Properties.

  3. On the General tab, select Is Web User.

Set up external access to the Self Service web app

To set up external access to the Self Service web app, you'll need to connect Sage 200 to your Microsoft 365 account, and set up the Self Service web app in the Azure Active Directory portal.

You'll use a different URL when you access the Self Service web app externally.

See Connect Sage 200 to your Microsoft 365 account.

Assign workspace features to roles

Access to the workspaces using both the Self Service web app and the desktop is controlled using the Workspaces features. You must be a member of a role with access to the relevant workspace features to see the workspaces in the Self Service web app. If you can access the workspace in the desktop application, you will also be able to do using the Self Service web app.

Some workspaces also have a limited number of actions when accessed from the Self Service web app, such as adding memos or viewing attachments. Each of these actions is also controlled by a feature in System Administration.

Open: System Administration.

  • Select Roles, right-click a role and select Features > Workspaces.

  • Choose the required workspaces and workspace actions.

Set up the Self Service web app for timesheets and expense claims

The Self Service web app will use the same settings, resources and hierarchies, and projects that you set up in Project Accounting. As long as a you can enter timesheets and expense claims in Sage 200 Project Accounting, you will also be able to do so using the Self Service web app.

To enter and authorise timesheet and expense claims in the Self Service web app, you must assign additional features. You must also be set up as a Resource in Project Accounting.

Open: System Administration.

  1. Select Roles, right-click a role and select Features.

  2. Assign the relevant features to the role:

    Feature Task

    Timesheets > Add Timesheets

    Enter timesheets.

    Timesheets > Authorise Timesheets

    Authorise timesheets.

    Expenses > Add Expenses

    Enter expense claims.

    Expenses > Authorise Expenses

    Authorise expense claims.

To enter timesheets and expense claims using the Self Service web app, you must have a Sage 200 user account which is assigned to a resource in Sage 200 Project Accounting.

To access the Self Service web app timesheets and expense claims:

  1. Create a resource record in Project Accounting.
    1. Create a resource record for each user.
    2. On the resource Details tab, link the resource to the user account by setting the Sage 200 user name.
    3. On the resource Defaults tab, specify the Expense Claim payment method.
    4. On the resource Permissions tab, specify whether the resource can amend their cost charge and pay rates.
  2. Add the resource to the hierarchy.
  3. If you use authorisation, you may also want to set authorisation permissions for the resource.

Set up the Self Service web app to authorise purchase orders

To authorise purchase orders in the both the Self Service web app and Desktop app, you must have the relevant workspace features and Authorise Orders feature assigned to your role and be set up as an authoriser in the Purchase Order Processing module.

Open: System Administration.

  1. Select Roles.
  2. Right-click and select the following:
    1. Features > Purchase Order Processing > Administration > Authorise Purchase Orders.
    2. Features > Workspaces > Purchase Order Authorisation, and Purchase Order Notifications.

Open: Purchase Order Processing > POP Utilities > System Set Up > Maintain Authorisation Rules.

  1. Select the relevant authorisation rule(s).
  2. Add the user to the list of authorisers.

To create purchase requisitions in the Self Service web app, you must have the relevant features

Open: System Administration > Roles.

  1. Right-click the Role Name and choose Features.
  2. Select the features you want to authorise for the role.
To access Enable feature

Enter Purchase Requisitions (workspace)

My Purchase Requisitions (workspace)

 Workspaces > Generate Purchase Requisitions

Purchase Requisition Authorisation (workspace)

My Authorised Purchase Requisitions (workspace)

 Workspaces > Purchase Requisition Authorisation Workspace
Authorise (Purchase Requisition Authorisation workspace) Purchase Order Processing > Basic > Authorise Requisitions
Authorise and Generate Orders (Purchase Requisition Authorisation workspace) Purchase Order Processing > Basic > Authorise and Generate Orders From Requisitions
Generate Purchase Orders from Requisitions Purchase Order Processing > Basic > Convert Requisitions to Orders
Maintain Purchase Requisition Rules Purchase Order Processing > Administration > POP Requisition Rules
Authorisation Out Of Office Purchase Order Processing > Administration > Authorisation Out Of Office
Maintain Alternative Authorisers Purchase Order Processing > Administration > POP Alternative Authorisers
Super Authoriser permissions Purchase Order Processing > Administration > Purchase Order Super Authoriser Permission
See also

What do you want to do?

How to use the Self Service web app

Authorise purchase orders using the Self Service web app

Enter timesheets using the Self Service web app

Authorise timesheets in the Self Service web app

Enter expense claims using the Self Service web app

Authorise expense claims using the Self Service web app

Reference

Questions: Self Service web app timesheets and expense claims

Troubleshooting the Self Service web app

Troubleshooting workspaces