Set up System Administration

If you are able to log on to System Administration, you are an administrator user. You may be the only administrator or you may be one of many. This depends on your organisation.

Sage 200 is designed to be used by many users and by different levels of user, for example, Director, Manager, Sales Clerk. An administrative user determines the access to companies and features for the Sage 200 roles.

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

When you open System Administration, all users in the Administrators and Users groups specified during installation 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 installation

  1. Create an administration 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 that are in the groups specified during the installation. These are created in Windows Active Directory.

    For more information about setting up Windows user accounts and groups, see Create Windows user accounts and groups (Sage 200 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 the Self Service web app (optional).

      To allows users to access workspaces, enter timesheets and expense claims, and authorise purchase orders via the Self Service web app.

  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 Opayo (formerly Sage Pay), set up Online payment processing.

    • To set up email notification messages for purchase order authorisation, set up the Messaging options.

    • To make use of add-on packages that provide extra functionality for Sage 200, install add-ons.

    • To add data sources or data models, set up information management.

Upgrading Sage 200

For information about upgrading Sage 200, see Install an update for Sage 200 Professional (Sage 200 Installation guide).

Web users for the Self Service web app

You can use the Self Service web app 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 app 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 web app.

  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 the Self Service web app must have a Sage 200 user account which is assigned to a resource in Project Accounting.

    1. 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.

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.

Online payments (Opayo / Sage Pay)

Opayo is the new name for Sage Pay. If you're using Sage 200 Professional versions up to 2020 R1, where you see references to "Sage Pay" in the app, these are referring to the Opayo payment service.

  1. Set up System Administration as either a new or upgraded system.

  2. Set up in System Administration.

    Before you can start entering live card payments into Sage 200, you must connect your Sage 200 companies to any Opayo accounts that you want to use and test the connection.

    Create a configuration for each Opayo account you want to use. A vendor account The Sage 200 account that links with the online payment service provider account. identifier accompanies every payment transaction made with Opayo.

    Open: System Administration > Online Payments > Vendor Accounts

    1. Right-click Vendor Accounts and choose Add New Vendor Configuration.

    2. Select Online Card Provider as the online payment service provider and click OK.

      Note: If you're using Sage 200 Professional versions up to 2020 R1, select Sage Pay as the online payment service provider.

    3. On the General tab, enter a unique Name for the configuration. The description is optional.

    4. On the Online Card Provider (or Sage Pay) tab:

      1. Enter the Opayo vendor name and administrator password, assigned when you enrolled for Opayo.

      2. Click Activate Account in Test Mode.

        Your Opayo account is now in test mode. Review the information that is displayed on the screen.

        You can post test receipt and refund transactions to verify the connectivity between Sage 200 and Opayo.

    5. On the Companies tab, choose the Sage 200 companies to use with this Opayo account. All card transactions are processed for the selected companies using this Opayo account.

  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.

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.

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.

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 web app.

To allows users to authorise purchase orders remotely:

  1. Select the Is Web User option on the authoriser's Sage 200 user account.

  2. Assign the authorisation features to the relevant roles.

Information management (workspaces)

  1. Set up System Administration as either a new or upgraded system.

  2. Set up workspaces.

    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 model Models 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 source The 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.

    Sage 200 CRM is no longer supported with Sage 200 Professional from September 2021. This has been replaced by the Qmulus Qnect Connector integration. See Sage CRM - Qmulus Qnect Connector.

    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.