# Products [GUMU™ Cloud Integrations](/gumu-tm-cloud-integrations) [GUMU™ for Acumatica Integration](/gumu-tm-for-acumatica-integration) [GUMU™ for Sage Intacct Integration](/gumu-tm-for-sage-intacct-integration) [GUMU™ for Sage X3 Integration](/gumu-tm-for-sage-x3-integration) [GUMU™ for Sage 300 Integration](/gumu-tm-for-sage-300-integration) [GUMU™ for Sage 100 Integration](/gumu-tm-for-sage-100-integration) [GUMU™ for Salesforce Integration](/gumu-salesforce-integration) [GUMU™ for Dynamics 365 CRM Integration](/gumu-tm-for-dynamics-365-crm-integration) [GUMU™ for Sage CRM Integration](/gumu-sage-crm-integration) [GUMU™ for Creatio Integration](/gumu-creatio-integration) [Creatio Add-ons](/creatio-add-ons) [GUMU™ for E-Commerce Integration](/gumu-e-commerce-integration) [Tailored Integration Solutions](/gumu-tailored-solution-integration) # Sage CRM Add-ons #### [CRM Event Manager](/sage-crm-add-ons/crm-event-manager) #### [CRM Budget Planner](/sage-crm-add-ons/crm-budget-planner) #### [CRM Contract Manager](/sage-crm-add-ons/crm-contract-manager) #### [CRM Project Manager](/sage-crm-add-ons/crm-project-manager) #### [CRM Resource Planner](/sage-crm-add-ons/crm-resource-planner) # CRM Event Manager #### [Introduction](/sage-crm-add-ons/crm-event-manager/introduction) #### [Installation Guide](/sage-crm-add-ons/crm-event-manager/installation-guide) #### [User Guide](/sage-crm-add-ons/crm-event-manager/user-guide) # Introduction Greytrix India Pvt Ltd is a registered Development Partner and Business Solutions Provider for Sage. Having a long history with the Sage CRM Product from it's early days in eWare, through to being acquired by ACCPAC, and therein Sage, Greytrix India Pvt Ltd has unrivalled, direct practical knowledge and experience with the Sage CRM system over many years. The CRM Event Manager takes all the main concepts of Event Management and Membership maintenance and delivers a pragmatic and highly effective management tool that is installed on top of the Sage CRM platform. It is completely integrated into Sage CRM so that all the benefits of CRM including designs of user interface, searching, reporting and document management are available. These features of CRM Event Manager are outlined in this documentation. # Installation Guide #### [Enable Users for Event Manager](/sage-crm-add-ons/crm-event-manager/installation-guide/enable-users-for-event-manager) # Enable Users for Event Manager After completing the installation of CRM Event Manager, the Administrator user is automatically enabled to use the Event Manager suite. Based on your licensing, additional users can be granted access by enabling them individually in User Administration. To enable a user: 1. Log in to Sage CRM as an Administrator. 2. Navigate to **Administration → Users → Users.** 3. Select the required user and click Change. 4. Scroll to the Event Manager Access section. 5. Enable Event Manager Access for the user. 6. Save the changes.

**Note** After enabling Event Manager Access, you must also grant the required permissions under the Security section of the user's account. The user should have the appropriate **View**, **Insert**, **Update**, and **Delete** permissions as required.

**Important** You cannot enable more users than your licensed number of Event Manager users. # User Guide This section explains how to use CRM Event Manager to create and manage events, maintain memberships, manage attendees, and organize event-related information. #### [Creating an Event](/sage-crm-add-ons/crm-event-manager/user-guide/creating-an-event) #### [Event Details](/sage-crm-add-ons/crm-event-manager/user-guide/event-details) #### [Event Screen](/sage-crm-add-ons/crm-event-manager/user-guide/event-screen) #### [Membership](/sage-crm-add-ons/crm-event-manager/user-guide/membership) #### [Using Event Manager](/sage-crm-add-ons/crm-event-manager/user-guide/using-event-manager) #### [Web Portal](/sage-crm-add-ons/crm-event-manager/user-guide/web-portal) #### [Troubleshooting](/sage-crm-add-ons/crm-event-manager/user-guide/troubleshooting) # Creating an Event Only users who have been enabled to use CRM Event Manager and granted the appropriate permissions can create events. To create a new event: 1. Log in to Sage CRM using an account that has Event Manager access. 2. Click **Events** from the top menu.

1. The Events screen displays a list of all existing events. 2. Click **New Event**.

1. Enter the event details and save the record. A rich text editor is provided to create and format event details for publication through the CRM Event Manager Web Portal.

Advanced users can also edit the HTML source if required.

# Event Details After creating an event, the Event Details screen allows you to enter and maintain information related to the event.

The following fields are available:


Field	Description
Event Name	The name assigned to the event.
Type	Optional field used to classify the event.
Length (in Days)	Duration of the event.
Event Start and End Date	Defines when the event starts and ends. The End Date cannot be earlier than the Start Date.
Event Manager	CRM user responsible for managing the event. The selected user must have Event Manager enabled.
No. of Attendees	Displays the number of confirmed attendees.
Max No. of Attendees	Maximum number of attendees allowed for the event.
Use Attendance Profiles	Enables Pricing and Sponsorship functionality.
Membership Only	Restricts attendance to members with an active Membership.
Event Budget	Estimated cost of the event.
Sponsorship Fees	Displays the total sponsorship amount received.
Attendance Fee	Cost per attendee.
Income Amount	Calculated based on confirmed attendees and attendance fee.
Expenditure Amount	Total expenditure recorded against the event.
Parent Event	Associates the event as a sub-event of another event.
Status	Current event status, such as In Progress, Cancelled, or Closed.
Details	Rich text description of the event.

As CRM Event Manager is fully integrated with Sage CRM, fields can be customized to suit business requirements. # Event Screen After an event is created, it is displayed as a standard CRM entity. The Event screen provides a summary of the event and includes several tabs for managing related information. #### Event Summary Displays the primary event information. Users can edit event details using the **Change** option or publish the event through the **Actions** section. Publishing allows the event to participate in CRM workflows, notifications, and email processes.

The top frame of the Event allows you to see all immediate details in summary about the Event.

#### Sub Event Allows an event to be associated as a subset of another event, enabling multiple related events to be grouped together. #### Equipment Used to record equipment and other expense items associated with the event.

Equipment costs are reflected in the Event Summary and Budget Chart.

**Attendance** Used to manage attendees for the event. Attendees can be added, removed, or assigned a status of **Pending**, **Confirmed**, or **Cancelled**. #### _Companies Associates company records, such as suppliers or partner organizations, with the event. Existing companies can be linked, or new company records can be created. #### _People Associates person records with the event by linking existing contacts or creating new ones. #### _Cases Records and manages cases related to the event using standard Sage CRM functionality. #### _{Communications} Provides a centralized location to record communications and tasks related to the event. #### _{Opportunities} Tracks sales opportunities generated from the event. #### _Leads Stores leads created as a result of the event. #### _Documents Stores and manages documents related to the event. #### _Projects Links projects from the Greytrix Business Manager suite to the event. #### _Budgets Links budgets from the Greytrix Business Manager suite to the event. #### _Contract Links contracts from the Greytrix Business Manager suite to the event. Finally, CRM Event Manager is completely integrated into Sage CRM so that all the benefits of CRM including designs of user interface, customisation of fields, searching, reporting and document management are available to you. So for example, if you wish to run reports against Events you can do so through the Top Menu à Reports

# Membership Members exist as a secondary entity to the Person and Company entities. In order to access this area of CRM, navigate to either the Customer or Person entity. Here you will notice a tab called “Membership”. To create a Membership click on the link provided to begin.

This will take you to the next screen where you are prompted to enter the membership details.


Field Name	Description
Person	The name of the person (primary entity) whose membership this is.
Membership Type	This optional field displays what membership reference to associate with the person. The available types are taken from the Products table.
Description	This optional field allows you to record any additional information for this Persons membership.
Status	This optional field assigns a status to their membership. This can be used for future search filtering.
No. Memberships	Details the maximum number of members that can be added to this particular membership
No. Nominees	Here this allows you to record the number of others associated with the membership and Person entity. For example in this example of a Company Christmas Party this field could hold 0 or 1 indicating whether or not the person’s partner is attending.
Website User	External websites are usually associated with large events. This field records the address of site.
Website Password	An optional field that holds the password for the event website

For a Person to be available for an event, their Membership entity must be activated. Here is a sample of a completed person membership.

Once the membership has been created, the membership details may be edited from this screen, i.e., “Status”, “Number of Memberships” etc. People and Companies that have been added to existing Memberships are automatically flagged as Members, thus preventing them from being added to other Memberships. The Import Group button acts as it would without the Event Membership box checked. The Group being imported will return only Persons who have an ‘Active’ membership. **Note**: Membership is used in conjuction with the Membership Only property of an Event. If this property is checked then only members may attend the event. # Using Event Manager This section describes how to create and manage an event, add attendees, confirm attendance, configure pricing and sponsorships, and manage sub-events using CRM Event Manager. #### 1 Initial Steps – Creating an Event To begin, log in to Sage CRM using an account that has been enabled for Event Manager. By default, the Administrator account has full access. Other users must be enabled and granted the appropriate permissions under **Administration → Users → Users**. To create an event: 1. Right-click **New** from the left-hand menu. 2. Select **Event**. 3. Enter the required event details. 4. Specify the **Event Manager.** The selected user must be enabled for Event Manager. 5. Enter the **Attendance Fee,** if applicable. This represents the cost per attendee. 6. Click **Save**. The **Income Amount** is calculated automatically when attendees are marked as **Confirmed**. As Event Manager is fully integrated with Sage CRM, the available fields can be customized to suit your business requirements. #### 2 Adding Attendees to the Event After saving the event, attendees can be added from the **Attendance** tab. To add an attendee: 1. Open the **Attendance** tab. 2. Click **Add Attendee**. 3. Select a person using the **Person Lookup**. 4. Choose the required **Attendance Status** (for example, **Pending**). 5. Click **Save**.

Once attendance is confirmed, update the attendee's status to **Confirmed**. This automatically updates the **No. of Attendees** field displayed in the Event Summary. The attendee is also added to the Attendance list.

**Membership Only Events** If the **Membership Only** option is enabled for an event, only people with an **Active** membership are available in the Person Lookup. All other person records are excluded from the attendee selection. If **Membership Only** is not selected, all person records in Sage CRM can be added as attendees.

**Import Attendees from a Group** CRM Event Manager allows attendees to be imported directly from an existing CRM Group.

To import attendees: 1. Click **Import Attendees from Group**. 2. Select the required group. 3. Click **Import Group**.

All persons in the selected group are added to the Attendance list. However, the **No. of Attendees** count is updated only when each attendee's status is changed to **Confirmed**.

If **Membership Only** is enabled, only members with an **Active** membership are imported. **Create Group from Attendees** A CRM Group can also be created from the current Attendance list. To create a group: 1. Click **Create Group from Attendees**. 2. Select the required attendee status to filter the list. Click **Create Group**.

The new group can then be used with standard Sage CRM Group functionality, including Group Email for sending event updates.

#### 3 Confirming Attendance Numbers To confirm an attendee: 1. Open the **Attendance** tab. 2. Select the attendee. 3. Change the **Attendance Status** to **Confirmed**. 4. Save the record. When an attendee is confirmed: * The system checks that the **Maximum Number of Attendees** has not been exceeded. * The **Income Amount** is automatically updated based on the Attendance Fee. If the maximum attendance limit has been reached, additional attendees cannot be confirmed. Only attendees with a **Confirmed** status are counted towards the event attendance limit. Therefore, the total number of attendees may exceed the maximum value provided the number of **Confirmed** attendees does not exceed the specified limit. #### 4 Pricing and Sponsorships CRM Event Manager supports **Pricing**, **Sponsorships**, and **Attendance Profiles**. When **Use Attendance Profiles** is enabled for an event, the **Profiles and Sponsors** tab becomes available.

This functionality allows you to: * Define different attendance pricing for different attendee categories. * Record sponsorship amounts received from companies. * Control the maximum number of attendees for each pricing category. Companies can be configured as sponsors by creating a Sponsorship profile. The total sponsorship amount is automatically displayed in the **Sponsorship Fees** field on the Event Summary. Attendance Profiles can be created for different attendee categories, such as: * Standard * Young Members * Public Access * Corporate Tickets Each profile includes its own Attendance Fee and Maximum Number of Attendees. When Attendance Profiles are used, the **Maximum Number of Attendees** on the Event Summary is automatically calculated from the total maximum attendees defined across all Payment profiles. #### 5 Sub Events CRM Event Manager allows a parent event to contain multiple sub-events. For example, a multi-day conference may consist of several sessions or streams, each with different attendance limits and pricing. To create a sub-event: 1. Open the **Sub Event** tab. 2. Click **Link** to associate an existing event as a sub-event, or click **New** to create a new sub-event. 3. Save the changes.

When sub-events are associated with a parent event, the Event Summary displays additional calculated fields, including: * Sub Events Income * Sub Events Sponsorship Fees * Sub Events Expenditure * Sub Events No. of Attendees * Sub Events Total Max Attendees These values are automatically calculated from the associated sub-events. # Web Portal The Self Service feature enables clients and attendees to access CRM Event Manager through a web portal. Using the portal, users can search for events and register themselves or others for an event. **Note:** A Sage CRM Self Service license is required to use the Web Portal feature. ### 1 Enable Self Service To allow a person to access the Event Manager Web Portal, Self Service must be enabled for that person. To enable Self Service: 1. Open the required **Person** record in Sage CRM. 2. Navigate to the **Self Service** tab. 3. Select the **Self-Service Enabled** checkbox. 4. Modify the login details, if required. 5. Click **Save**.

Once enabled, the person can access both the Self Service portal and the Event Manager Web Portal. ### 2 Logging in to the Web Portal To access the **Event Manager Web Portal**: 1. Click **Start → Programs → Greytrix Event Manager** or **Start → Programs → Greytrix Business Manager**. 2. Select **Greytrix Event Manager Web Portal**. 3. Enter your login details. 4. Click **Login**.

### 3 Searching for Events Select the **Events** tab to browse available events. Users can search for events using: * Event Name * Event Type After selecting an event, its description is displayed using the formatting created in the rich text editor during event creation.

### 4 Registering for an Event After selecting an event, users can register either themselves or another person. #### Register Yourself When **Register Yourself for this Event** is selected, most of the required registration information is automatically pre-filled using the user's existing profile information.

#### Register Someone Else When **Register Someone Else for this Event** is selected, additional information must be entered to complete the registration process. After registration is completed, the attendee is automatically added to the **Attendance** tab within CRM Event Manager.

# Troubleshooting This section provides troubleshooting information, support contact details, and version history for CRM Event Manager. ### 1 Troubleshooting If you experience issues while accessing or using CRM Event Manager within Sage CRM, verify the following: #### Verify User Access * Ensure that you are logged in to Sage CRM as an **Administrator** or with a user account that has the required administrative privileges. * Navigate to **Administration → Users → Users**. * Select the required user and verify that **Event Manager Access** is enabled. * Open the **Security** section for the user and ensure that the appropriate **View**, **Insert**, **Update**, and **Delete** permissions are granted. #### Verify Required CRM Data CRM Event Manager is designed to operate on a populated Sage CRM database. If CRM Event Manager is installed on a newly installed Sage CRM system without sample or existing data, errors may occur during use. The system requires at least: * One Company * One Person * One additional User account (other than Administrator) #### Document Plug-in When running reports that generate PDF or Microsoft Word documents for the first time, Sage CRM may prompt you to install a document plug-in. Click **Install** and follow the on-screen instructions to complete the installation.

#### Windows Server 2008 Configuration If you are running CRM Event Manager on **Windows Server 2008**, verify that **Active Server Pages (ASP)** are enabled. To enable ASP: 1. Click **Start → Run**. 2. Type **INETMGR** and press **Enter**. 3. Select **ISAPI and CGI Restrictions**. 4. Ensure that **Active Server Pages** are set to **Allowed**.

#### Enable 32-Bit Applications If Sage CRM and CRM Event Manager are running on **Windows Server 2008**, IIS does not allow Application Pools to run 32-bit applications by default. This may result in an **HTTP 500** error when accessing CRM. To enable 32-bit applications: 1. Click **Start → Run**. 2. Type **INETMGR** and press **Enter**. 3. Select **Application Pools**. 4. Right-click the **CRM AppPool** and select **Advanced Settings**. 5. Set **Enable 32-Bit Applications** to **True**. Save the changes.

# CRM Budget Planner #### [Introduction](/sage-crm-add-ons/crm-budget-planner/introduction) #### [Installation Guide](/sage-crm-add-ons/crm-budget-planner/installation-guide) #### [User Guide](/sage-crm-add-ons/crm-budget-planner/user-guide) #### [Setup/Administration](/sage-crm-add-ons/crm-budget-planner/setup-administration) # Introduction Greytrix India Pvt. Ltd. is a registered Development Partner and Business Solutions Provider for Sage. Having a long history with the Sage CRM Product from it's early days in eWare, through to being acquired by ACCPAC, and therein Sage, Greytrix India Pvt. Ltd. has unrivalled, direct practical knowledge and experience with the Sage CRM system over many years. The CRM Budget Planner takes all the main concepts of Budget Planning and Allocation and delivers a pragmatic and highly effective management tool which is installed on top of the Sage CRM platform. It is completely integrated into Sage CRM so that all the benefits of CRM including designs of user interface, searching, reporting and document management. # Installation Guide #### [Enable Users for Budget Planner](/sage-crm-add-ons/crm-budget-planner/installation-guide/enable-users-for-budget-planner) #### [Accessing Budget Planner](/sage-crm-add-ons/crm-budget-planner/installation-guide/accessing-budget-planner) # Enable Users for Budget Planner By default, the Administrator user is enabled with access to Budget Planner. Other users must be granted access manually through the Administration section of CRM. To enable Budget Planner access for users, follow the steps below: 1. Log in to CRM using an account with Administrative privileges. 2. Navigate to: **Administration → Users → Users** 3. Use the Find option to search and retrieve the user account(s) that need access to Budget Planner. 4. Open the required user account and click Change. 5. Scroll to the bottom of the user information screen. 6. Select the checkbox: Allow Budget Planner Access 7. Save the changes to enable Budget Planner access for the selected user(s). Once enabled, the user will be able to access and use the Budget Planner functionality within CRM. # Accessing Budget Planner Since **Budget Planner** generates documents, a compatible version of **Microsoft Office** (from 2003 to the latest available version) must be installed on the server where Budget Planner is configured. After completing the required configuration, Budget Planner can be accessed from the following locations: * **New Menu:**\ Budget Planner is available under the New menu in the left-hand navigation panel. * **Find Menu:**\ Budget Planner can also be accessed from the Find menu in the left-hand navigation panel.

* **Company/Person Screen:**\ Budget Planner is available through the top menu tabs on the Company and Person screens.

Once accessible, users with the required permissions can create and manage budget plans directly from these locations. # User Guide #### [Understanding Budget Planner Entities and Relationships](/sage-crm-add-ons/crm-budget-planner/user-guide/understanding-budget-planner-entities-and-relationships) #### [Creating New Budget](/sage-crm-add-ons/crm-budget-planner/user-guide/creating-new-budget) #### [Creating a New Budget Line Item](/sage-crm-add-ons/crm-budget-planner/user-guide/creating-a-new-budget-line-item) #### [Creating a New Drawdown Against a Budget Line Item](/sage-crm-add-ons/crm-budget-planner/user-guide/creating-a-new-drawdown-against-a-budget-line-item) #### [Drawdown Approval Workflow](/sage-crm-add-ons/crm-budget-planner/user-guide/drawdown-approval-workflow) #### [Changing the Amount on Budget, Budget Line, and Drawdown](/sage-crm-add-ons/crm-budget-planner/user-guide/changing-the-amount-on-budget-budget-line-and-drawdown) # Understanding Budget Planner Entities and Relationships **Greytrix Budget Planner** enables users to manage and control all aspects of budget allocation. It helps organizations ensure that defined business processes, approval procedures, and budget sign-off permissions are properly followed, recorded, and tracked. The following section explains the relationships between **Budget Planner entities** and their integration with existing **Sage CRM entities**. #### Budget Relationship with Person/Company * A **Person** or **Company** in Sage CRM can have one or more budgets associated with it. * A **Budget** can be linked to only one **Person** or **Company**. #### Budget and Budget Line Items * A **Budget** can contain one or more **Budget Line Items**. * A **Budget Line Item** can be associated with only one **Budget**. * A **Budget** represents an annual resource allocation from which withdrawals can be made. #### Budget Line and Drawdowns * A **Budget Line** can contain one or more **Drawdowns**. * A **Drawdown** can be associated with only one **Budget Line**. * A **Budget Line** does not have a specific time period associated with it. It can represent either a one-time event or a recurring activity. * Budget Lines allow the primary budget allocation to be divided into smaller sections that align with business processes and requirements. #### Drawdowns * **Drawdowns** represent individual requests for resources made against a Budget Line. * Each Drawdown is linked to a single Budget Line. * Multiple Drawdowns can be created under the same Budget Line.

### Team CRM Budget Tab The **Team CRM Budget** tab displays all budgets relevant to the team that the user belongs to or owns. Users can view available budgets and access related budget details from this section. #### Viewing Budget Line Items * Click the **Hyperlink** on a budget record to view its associated **Budget Line Items**. * Budgets can be sorted or organized based on: * **Team** * **Total Budget Value** This allows users to easily monitor budget allocation and track resource usage within Sage CRM.

### Accessing Budget Planner through Find Budget Planner can be accessed through the **Find** screen in CRM. To open Budget Planner from the Find menu: 1. Navigate to the **CRM Menu**. 2. Right-click on **Find**. 3. Select **Budget** from the available options.

The Budget Planner search screen will be displayed, allowing users to search for existing budgets based on specific criteria.


Field Name	Type	Description	Action
Budget Name	Text	The Budget Name associated with the Budget	No Action
User	Advanced Search	Allows you to specify the user within CRM associated with the Budget	No Action
All	Selection	A list that allow you to search by CRM users.	Defaults to All
Company	Advanced Search	Allows you to enter the name of the Company, and return all budgets associated with that company.	No Action
Person	Advanced Search	Allows you to enter the name of the Person, and return all budgets associated with that person.	No Action

#### Viewing Search Results After entering the required search criteria, click **Find** to display the results screen. The results page displays a summary of all **Budget** records that match the specified search criteria. Users can view individual budget details by clicking the corresponding **Budget Name** link. # Creating New Budget #### Creating New Budget To create a new Budget, follow the steps below: 1. Navigate to the **CRM Menu**. 2. Right-click on **New**. 3. Select **Budget** from the available options. The **New Budget** screen will be displayed. This is the initial step where users must specify whether the budget should be associated with a **Person** or a **Company**.

Once the required entity type (**Person** or **Company**) is selected, the user will be redirected to the **New Budget** screen where the budget details can be entered.

The **Total Budget** Value entered will automatically be divided by **12** to calculate the monthly budget allocation. The following fields are available on the New Budget screen:


Field Name	Type	Description	Action
Budget Name	Text	The Budget Name to be associated with the Budget	No action
Grantee Name	Advanced Search	The Person or company to be associated with this budget	No action
Obligated Amount	Currency	The full amount of the budget to be allocated	No action
Award Start Date	Date	The date the budget runs from	No action
Award End Date	Date	The date the budget runs to	No action
Unliquidated Advances	Currency		No action
Cost Share Amount	Currency		No action
Weighted Exchange Rate	Decimal		No action
Budget Exchange Rate	Decimal		No action

After entering all required budget details, click Save. The user will then be redirected to the **Budget Summary** screen.

### Budget Summary Screen The **Budget Summary** screen provides an overview of the selected budget and its associated **Budget Line Items**. This screen includes filtering options that allow users to view specific Budget Lines based on selected criteria. #### Budget Line Filters

Field Name

Type

Description

Action

Status

Selection

The current status of the budget. Default options are:

- Pending Approval

- Approved

- Disapproved

Returns all Budget Lines of the selected status

Type

Selection

A general type that best describes the budget

Returns all Budget Lines of the selected type

### Additional Tabs in Budget Summary The Budget Summary screen contains additional tabs to help users track and manage budget-related information. #### Lines Pending Approval Displays a list of **Drawdowns** associated with the budget that are awaiting approval. #### Lines Disapproved Displays a list of **Drawdowns** associated with the budget that have been rejected or refused. #### Tracking Provides tracking information related to the budget activities. #### Communications Displays all communications linked to the selected budget. #### Documents Displays all documents associated with the selected budget. ### Copy Budget Functionality The **Copy Budget** option is available on the right-hand side of the Budget Summary screen. This functionality allows users to create a new budget by using an existing budget record as a template. It is particularly useful when creating multiple recurring or similar budgets, as it reduces the need to manually enter the same information repeatedly. # Creating a New Budget Line Item **Budget Line Items** act as containers for **Drawdowns** within a budget. They help divide the overall budget allocation into specific categories based on business requirements, such as **Travel Expenses**, **Hardware Purchases**, or other cost categories. Each Budget Line Item represents a specific section of the main budget and allows individual resource requests (Drawdowns) to be managed separately. #### Creating a Budget Line Item To create a new Budget Line Item: 1. Open the required **Budget Summary** screen. 2. Click **New Budget Line Item** on the right-hand side of the Budget screen. 3. The **New Budget Line Item** screen will be displayed. 4. Enter the required Budget Line details.


Field Name	Type	Description	Action
Type	Selection	The type of the new drawdown	No action
Total Budget	Currency	The total amount associated with this drawdown	Returns all Budget Lines of the selected type

The remaining fields are inherited from the main Budget record and are displayed as read-only information. After entering the required Budget Line details: 1. Click **Save**. 2. The user will be redirected back to the **Budget Summary** screen. The newly created Budget Line Items will be displayed along with a summary graph representing the budget allocation.

### Budget Line Item Tabs Each Budget Line Item contains additional tabs for managing and tracking related activities: #### Drawdowns Pending Approval Displays a list of Drawdowns associated with the Budget Line Item that are awaiting approval. #### Drawdowns Disapproved Displays a list of Drawdowns associated with the Budget Line Item that have been rejected or refused approval. #### Tracking Provides tracking details for all Drawdown activities related to the Budget Line Item. # Creating a New Drawdown Against a Budget Line Item The final step in configuring a budget is to create a **Drawdown** against a **Budget Line Item**. A **Drawdown** represents a budget request that must go through the required approval process before the requested amount can be released or paid. Drawdowns are designed to support repeatable requests against a specific Budget Line Item. #### Creating a Drawdown To create a new Drawdown: 1. Open the required **Budget Line Item** from the Budget Summary screen. 2. Click the **New Drawdown** button available on the right-hand side. 3. The **New Drawdown** screen will be displayed. Enter the required Drawdown details.


Field Name	Type	Description	Action
Net Disbursed this Period	Currency	The requested amount	No action
Month	Selection	The month associated with this Drawdown	No action
Budget Line Capital Expenditure	Read only		No action
Ref	Read only	The reference associated with the Drawdown. In this case 01-01 refers to the first drawdown of the first month	No action
Remaining Balance	Read only	The remaining balance on the Budget Line	Calculated field
Budget IT MIS	Read only	The remaining balance on the Budget	Calculated field

#### Saving the Drawdown After entering the required Drawdown information: 1. Click **Save**. 2. The user will be redirected back to the **Budget Line Item** screen. 3. A summary of all Drawdowns associated with the selected Budget Line Item will be displayed. The created Drawdown will now be available for further tracking and approval processing based on the configured budget workflow

# Drawdown Approval Workflow **Approvals by Budget Line Item** Approval tracking and management of requests are important components of any budget management system. **Greytrix Budget Planner** includes an integrated workflow to manage the approval and rejection of budget requests. The approval process is managed at both: * **Budget Line Item level** * **Drawdown level** This allows users to review, approve, or reject multiple Drawdowns associated with a specific Budget Line Item.

#### Confirming Approval Details After selecting the approval option, a confirmation screen will be displayed. The user will be prompted to confirm: * **Budget Line Month** * **Drawdown Reference** Review the details and make any required changes before proceeding. Click **Continue** to proceed with the approval process.

#### Reviewing Pending Drawdowns Budget Planner will validate the selected Budget Line and check all associated Drawdowns. A new screen will be displayed showing all **pending Drawdowns** that have not yet been approved.

At this stage, the user has two options: #### Approve All Drawdowns Click **Approve all Drawdowns** to approve all pending Drawdowns associated with the selected Budget Line. #### Cancel Approval Click **Cancel** to stop the approval process without making any changes. Once approved, the selected Drawdowns will be updated with an approved status and will be available for further budget processing and tracking. ### Approvals by Drawdown Greytrix Budget Planner allows users to approve or reject **individual Drawdowns** separately. This provides greater control when reviewing specific budget requests before approval. #### Approving an Individual Drawdown To approve a specific Drawdown: 1. Open the **Budget Line Item** that contains the required Drawdown(s). 2. Locate the Drawdown that needs to be reviewed. 3. Click on the **Reference Number** of the required Drawdown.

The user will be redirected to the **Drawdown Summary** screen. #### Drawdown Approval Options On the right-hand side of the Drawdown Summary screen, the following options are available: * **Approve** * **Disapprove** Users can select the appropriate action based on the review outcome.

#### Modifying Drawdown Amount Before Approval If the **Approve** option is selected: 1. The user will be redirected to an approval screen. 2. The Drawdown amount can be reviewed and modified if required. 3. After confirming the details, click **Save** to complete the approval process. Once saved, the Drawdown status will be updated based on the selected approval action and the changes will be recorded in Budget Planner.

# Changing the Amount on Budget, Budget Line, and Drawdown Greytrix Budget Planner provides a simple way to modify the allocated amounts associated with a **Budget**, **Budget Line Item**, or **Drawdown**. #### Changing Budget and Budget Line Amounts To modify the allocated amount of a **Budget** or **Budget Line Item**: 1. Open the required **Budget Summary** or **Budget Line Summary** screen. 2. Click the **Change** option. 3. Update the required amount values. 4. Save the changes. The updated values will be reflected in the respective Budget or Budget Line records. #### Changing Drawdown Amounts For **Drawdowns**, only the associated currency value can be modified. To change a Drawdown amount: 1. Open the required **Drawdown** record. 2. Access the approval workflow. 3. Modify the amount value on the confirmation screen. 4. Save the changes. **Note:** * Drawdowns that have already been **approved cannot be modified**. * Changes can only be made to Drawdowns that are still pending approval. # Setup / Administration The **Administration** section of CRM contains the configuration and management options required for **Greytrix Budget Planner**. Within the Administrator section, the following three entities have been created: * **Budget** (Primary Entity)\ The main entity used to create and manage budget allocations. * **Budget Line Item** (Secondary Entity)\ Used to divide a Budget into specific categories or sections for better management and tracking. * **Drawdown** (Secondary Entity)\ Represents individual budget requests created against a Budget Line Item. In addition to these entities, a **Drawdown Workflow** has been configured to manage the approval process for budget requests. This workflow controls the approval and rejection of Drawdowns based on the defined business process. #### Budget Manager Assignment Users are assigned as **Budget Managers** through **Teams** and **Team Owners** within CRM. When a new **Budget Item** is created: 1. The Budget Item is assigned to a specific **Team**. 2. The **Team Owner** becomes the designated Budget Manager for that Budget Item. 3. Only the Team Owner and the **Budget Administrator** have permission to manage the assigned Budget Item. This ensures that budget management responsibilities are controlled and maintained according to the organization's approval structure. ### User Details Profile Details The Budget Manager Team needs access to Budget Entity:

Team Details The Budget Manager needs to be set as the owner of the Team a Budget Item is assigned to.

# CRM Contract Manager #### [Introduction](/sage-crm-add-ons/crm-contract-manager/introduction) #### [Installation Guide](/sage-crm-add-ons/crm-contract-manager/installation-guide) #### [User Guide](/sage-crm-add-ons/crm-contract-manager/user-guide) # Introduction Greytrix India Pvt Ltd is a registered Development Partner and Business Solutions Provider for Sage. Having a long history with the Sage CRM Product from it's early days in eWare, through to being acquired by ACCPAC, and therein Sage, Greytrix India Pvt Ltd has unrivalled, direct practical knowledge and experience with the Sage CRM system over many years. The CRM Contract Manager takes all the main concepts of Contract Management and delivers a pragmatic and highly effective management tool which is installed on top of the Sage CRM platform. It is completely integrated into Sage CRM so that all the benefits of CRM including designs of user interface, searching, reporting and document management. These features of CRM Contract Manager are outlined in this documentation. # Installation Guide This section explains how to install CRM Contract Manager, enable users to access the application, and configure SMTP settings for email notifications. #### [Enable Users for Contract Manager](/sage-crm-add-ons/crm-contract-manager/installation-guide/enable-users-for-contract-manager) #### [Configure SMTP Settings](/sage-crm-add-ons/crm-contract-manager/installation-guide/configure-smtp-settings) # Enable Users for Contract Manager After installing CRM Contract Manager, the Administrator user is automatically enabled to use Contract Manager. Based on your licensing, additional users can be granted access by enabling them individually through User Administration. To enable a user: 1. Log in to Sage CRM as an **Administrator**. 2. Navigate to **Administration → Users → Users.** 3. Select the required user and click **Change**. 4. Scroll to the **Contract Manager** Access section.

5. Enable Contract Manager Access for the user.

6. Click **Save**. Once the user is saved, they will automatically have access to Contract Manager within Sage CRM. **Important** You cannot enable more users than your licensed number of Contract Manager users. # Configure SMTP Settings **CRM Contract Manager** uses email notifications to send emails to the **Line Manager** and **Supplier** during the contract approval workflow. To ensure these notifications are delivered successfully, the SMTP settings must be configured correctly. **Configure Email Settings** 1. Navigate to **Administration → Email and Documents → Email Configuration.** 2. Enter the required **SMTP configuration** details. Save the configuration.

**Configure SMTP Password** In addition to the Email Configuration settings, the SMTP password must also be configured within Sage CRM. 1. Navigate to **Administration → Customization → Translations.** 2. Search for the **Caption Family:** SMTP.

3. Locate the **Caption Code**: SMTPPassword. 4. Open the caption and enter your **SMTP** server password in the **US Translation** field. 5. Save the changes.

Once these settings have been completed, the configuration of CRM Contract Manager is complete. # User Guide This section explains how to create and manage contracts, maintain contract details, manage clauses, generate contract documents, work with the contract approval workflow, and view contracts within Sage CRM. #### [Creating a New Contract](/sage-crm-add-ons/crm-contract-manager/user-guide/creating-a-new-contract) #### [Managing Contract Clauses](/sage-crm-add-ons/crm-contract-manager/user-guide/managing-contract-clauses) #### [Creating Contract Documents](/sage-crm-add-ons/crm-contract-manager/user-guide/creating-contract-documents) #### [Contract Workflow](/sage-crm-add-ons/crm-contract-manager/user-guide/contract-workflow) #### [My CRM](/sage-crm-add-ons/crm-contract-manager/user-guide/my-crm) #### [Reports](/sage-crm-add-ons/crm-contract-manager/user-guide/reports) # Creating a New Contract CRM **Contract Manager** allows users to create and manage contracts directly within Sage CRM. To create a new contract: 1. Right-click the **New** menu from the left-hand navigation. 2. Select **Contract**.

3. Alternatively, create a new contract using the **CRM Top Menu**.

4. Enter the required contract details.

5. Click Save to create the contract. ### Contract Details After creating a contract, the Contract Summary screen displays the contract information and allows users to manage all contract-related details.


Field Name	Description
Contract Title	The title of the Contract. (required)
Contract Type	A choice of contract types. By choosing a contract type certain templates will be available.
Contract Manager	Uses CRM Users. (required)
Team	Uses CRM Teams
Contract Duration	As Stated
Contract Status	As Stated
Notice Period in Days	Integer Only, defaults to 30 days. When set the system will send a reminder to the manager at the set amount of days before the contract “Notify End Date”
Payment Conditions	The terms of payment for this contract.
Supplier	Uses CRM Company. (required)
Supplier Contact	Uses CRM Person
Territory	Uses CRM Territories
Contract Description	Full description of the contract.
Contract Value	Integer Only, uses the currency type set during the installation of Sage CRM.
Start Date	The date the Contract comes into effect. By default this date is set when the contract has moved through the workflow and reached a status of “Approved”
End Date	This date is set when the Contract has moved through the workflow and reached the status of approved, The calculation of the contract duration and the Start Date results in the End Date
Notify End Date	This date is set when the Contract has moved through the workflow and reached the status of approved, The calculation of the “Notice Period in Days” and the Start Date results in the Notify End Date
Created By	Defaults to User
Created Date	Defaults to Today’s Date
Updated By	Defaults to User
Updated Date	Defaults to Today’s Date
Case	This can link the contract to a case

# Managing Contract Clauses CRM Contract Manager includes a built-in **Clause Library**, allowing reusable clauses to be maintained independently and attached to contracts as required. Clauses can be edited or new clauses can be created at any time.

**Create a Clause** To create a new clause: 1. Right-click **New** from the Sage CRM menu.

2. Select Clause. 3. Enter the required information. 4. Save the clause.

The following information is maintained for each clause:


Field Name	Description
Name	The name of the Clause
Editable	If the clause can be edited when attached to a Contract
Reference	A reference number for your numbering convention
Note	Any note you may wish to add. For internal use.

**Attach Clauses to a Contract** Contract clauses are created by copying clauses from the Clause Library into a contract.

To attach a clause: 1. Open the required **contract**. 2. Navigate to the **Clauses** tab.

3. Click Attach Clause.

4. The Find Clause screen displays the **Clause Library**.

5. Select the required clause. A copy of the selected clause is attached to the contract and becomes available under the **Clauses** tab. Changes made to the attached clause affect only that contra

# Creating Contract Documents **CRM Contract Manager** allows users to generate contract documents directly from the Contract Summary screen. To generate a contract document: 1. Open the required **contract**. 2. Click **Create Contract** Document.

The system generates an Adobe PDF document using the assigned contract template and merges the attached contract clauses into the document. The generated document is automatically stored under the **Documents** tab of the contract.

**Note** To view the Contract Document and Contract Summary, ensure that the **Sage CRM Document Plugin** is installed in the CRM system.

**Contract Templates** Contract templates are stored in the Sage CRM Library and categorized by contract type.

During the installation of CRM Contract Manager, two contract templates are added automatically. When a new contract is created: * The appropriate template is copied from the Library. * The copied template is attached to the contract. * Any modifications made to the attached template affect only that contract. Attached templates are available under the **Documents** tab and are stored in Microsoft Word (.doc) format.

#### Create Contract Summary Users can generate a PDF **Contract Summary Sheet** by clicking **Create Contract Summary** from the Contract Summary page.

# Contract Workflow **CRM Contract Manager** includes a predefined workflow that manages the complete lifecycle of a contract. A contract progresses through a series of workflow stages until it is approved by all required parties. The workflow can also be customized to meet specific business requirements. The default workflow stages are: * Editing * Draft 1 Manager Review * Draft 1 Supplier Review * Draft 2 Manager Review * Approved **Editing** A newly created contract starts in the **Editing** stage. During this stage, clauses are added and contract details are updated. When editing is complete, selecting **Editing Complete** moves the contract to **Draft 1 Manager Review.**

**Draft 1 Manager Review** When the contract enters this stage, an automatic email notification is sent to the approving manager with a link to the contract.

After reviewing the contract, the manager selects **Draft 1 Manager Approve**, moving the contract to **Draft 1 Supplier Review**. The contract can also be moved back to the **Editing stage** or **Draft 1 Change** stage if revisions are required.

**Draft 1 Supplier Review** An automatic email containing a PDF version of the contract is sent to the supplier for review.

Once the supplier approves the contract, selecting **Draft 1 Supplier Approved** automatically creates **Draft 2**, allowing the contract to move to **Draft 2 Manager Review**. The contract can also be returned to the **Editing stage** or **Draft 1 Change** stage for additional revisions. **Draft 2 Manager Review** After approval by both the manager and supplier, the contract enters the final management review stage. At this point, additional approvals can be obtained from legal teams or other relevant authorities before final approval. If required, the contract can be returned to the **Draft 2 Change** stage for further modifications. **Approved** When the contract reaches the **Approved** stage, it is considered fully approved by all parties. The contract becomes active, and the **Start Date,** **End Date,** and **Notify End Date** are calculated automatically.

# My CRM The **My CRM** area provides users with a centralized view of contracts associated with the currently logged-in user. A dedicated **Contracts** tab is available within **My CRM**, allowing users to quickly access and manage their contracts.

# Reports CRM Contract Manager includes the standard Sage CRM reporting functionality, allowing users to generate reports based on contract information and related data. **Reports Overview** Standard Sage CRM reporting features are available for all aspects of CRM Contract Manager, including detailed information related to contracts. Two sample reports are provided with CRM Contract Manager: * **Contracts by Account Manager** * **My Contracts** These reports can be used as supplied or customized to meet your organization's reporting requirements using the standard Sage CRM reporting features.

# CRM Project Manager #### [Introduction](/sage-crm-add-ons/crm-project-manager/introduction) #### [Installation Guide](/sage-crm-add-ons/crm-project-manager/installation-guide) #### [User Guide](/sage-crm-add-ons/crm-project-manager/user-guide) # Introduction Greytrix India Pvt Ltd is a registered Development Partner and Business Solutions Provider for Sage. Having a long history with the Sage CRM Product from its early days in eWare, through to being acquired by ACCPAC, and therein Sage, Greytrix India Pvt Ltd has unrivalled, direct practical knowledge and experience with the Sage CRM system over many years. Project Manager takes all the main concepts of Project and Time Management and delivers a pragmatic and highly effective management tool which is installed on top of the Sage CRM platform. It is completely integrated into Sage CRM so that all the benefits of CRM including custom design of user interface, searching, reporting and document management are available. # Installation Guide This section explains how to install CRM Project Manager and enable users to access the application. #### [Enable Users for Project Manager](/sage-crm-add-ons/crm-project-manager/installation-guide/enable-users-for-project-manager) # Enable Users for Project Manager After installing CRM Project Manager, the **Administrator** user is automatically enabled to use the Project Manager module. Additional users can be granted access according to your licensing by enabling them individually through User Administration. #### To enable a user: 1. Log in to **Sage CRM** as an Administrator. 2. Navigate to **Administration → Users → Users**.

3. Select the required user and click **Change**. 4. Scroll to the **Project Manager Access** section. 5. Enable **Project Manager Access** for the user.

6. Click **Save**. **Important** You cannot enable more users than your licensed number of Project Manager users. ### Configure Project Manager Options Project Manager can be configured to use either **Days** or **Hours** for task allocation, billing, and timesheet management. To configure Project Manager: 1. Navigate to **Projects**. 2. Open **Administration**. 3. Select **Greytrix Products Configuration**. 4. Configure the required Project Manager settings. The following options are available: * **PM Billing Time** – Configure Project Manager to use **Hours** or **Days**. * **Hours per Day** – Specify the number of working hours that make up a standard working day.

Once these settings have been configured, CRM Project Manager is ready to use. # User Guide This section explains how to use CRM Project Manager to create and manage projects, organize project tasks, record timesheets, manage milestones, analyze project performance, and work with Project Manager features within Sage CRM. #### [Creating a New Project](/sage-crm-add-ons/crm-project-manager/user-guide/creating-a-new-project) #### [Gantt Chart](/sage-crm-add-ons/crm-project-manager/user-guide/gantt-chart) #### [Project Tasks](/sage-crm-add-ons/crm-project-manager/user-guide/project-tasks) #### [Milestone Check](/sage-crm-add-ons/crm-project-manager/user-guide/milestone-check) #### [Project Analysis](/sage-crm-add-ons/crm-project-manager/user-guide/project-analysis) #### [Accounts Payable](/sage-crm-add-ons/crm-project-manager/user-guide/accounts-payable) #### [Accounts Receivable](/sage-crm-add-ons/crm-project-manager/user-guide/accounts-receivable) #### [My CRM](/sage-crm-add-ons/crm-project-manager/user-guide/my-crm) #### [Reports](/sage-crm-add-ons/crm-project-manager/user-guide/reports) #### [Self Service](/sage-crm-add-ons/crm-project-manager/user-guide/self-service) # Creating a New Project CRM Project Manager enables users to create and manage projects directly within Sage CRM. To create a new project: 1. Right-click the **New** menu from the left-hand navigation. 2. Select **Project**. 3. Enter the required project details. 4. Click **Save**.

Once the project is created, it becomes available within Project Manager for task planning, timesheet management, milestone tracking, reporting, and project analysis. ### Project Details The Project Details screen captures the information required to manage a project. The following fields are available:


Field Name	Description
Project Name	The name assigned to the project
Use Resource Factors in Milestone Check	This field when set to ‘Yes’ enables the calculation of Resources and Availability to determine the available days and this affect the end task date. Please see Chapter 7 Milestones for more information.
Project Manager	The name of the project manager. This must be a person defined in the CRM system.
Project Number	Your internal reference number that you can assign to the project
Customer	The customer associated with the project.
Invoice Method	This allows you to specify the way the project is being billed. By project indicates one invoice upon project delivery. By task means invoices will be associated with delivered tasks.
General Details	Any other details and notes on the project.
Project Status	Pending – Default value, the Project is queued to be set up and managed In Progress – The Project is now underway and used in reference of Timesheets Complete – The Project is deemed completed and closed

### Project Summary After selecting a project, the **Project Summary** screen displays an overview of the project, providing immediate access to key project information, status, task progress, and scheduling details.

#### Project Information The first section of the Project Summary displays the primary details of the selected project.


Field Name	Description
Project Name	The name assigned to the project
Use Resource Factors in Milestone Check	This field when set to ‘Yes’ enables the calculation of Resources and Availability to determine the available days and this affect the end task date. Please see Chapter 7 Milestones for more information.
Customer	The customer associated with the project. This is also associated with a Company. You can then view projects associated with that company in the Company screen.
Invoice Method	This allows you to specify the way the project is being billed. ‘By project’ indicates one invoice upon project delivery. ‘By task’ means invoices will be associated with delivered tasks.
General Details	Any other details and notes on the project.
Project Manager	The name of the project manager. This must be a person defined in the CRM system.

#### Project Status The **Project Status** section provides the current control values and progress of the project. It displays important scheduling information, project status, and calculated values used to estimate project completion.

#### Understanding Average Availability The **Average Availability** value represents the estimated amount of time that project resources are available to work on the project. Since resources are typically assigned to multiple activities, they are not assumed to be available full-time for a single project. Average Availability works together with the **Number of Resources Available** to calculate the project's **Estimated** and **Calculated** completion dates. For example: * The project has **2 resources**. * Each resource has an **Average Availability of 3 days per week**. * Assuming a **5-day working week**, each resource contributes **0.6 days per working day** (3 ÷ 5 = 0.6). * With two resources, the project has **1.2 resource days available per working day**. Using these values, Project Manager estimates the number of calendar days required to complete the project. **Note:** Average Availability is always measured in **days**, even when Project Manager is configured to use **Hours** for billing and timesheet calculations. #### Billed and Unbilled Time Project Manager categorizes project effort into two types: * **Billed** – Time that is chargeable to the customer. Billable time can be used to calculate customer invoices. * **Unbilled** – Internal project effort that is not charged to the customer.

#### Task Summary The **Task Summary** panel, displayed on the left side of the Project Summary screen, provides an overview of all tasks within the project. It displays the total number of tasks along with their current status, allowing users to quickly monitor project progress. #### **Copy Project** The **Copy Project** option allows users to create a new project based on an existing project. To copy a project: 1. Open the required project. 2. Click **Copy Project**. 3. The **Copy Project** window opens with the project information automatically populated from the selected project. 4. Modify the required details. 5. Click **Save**.

A new project is created using the copied information. When a project is copied: * Most project details are copied from the original project. * All project tasks are copied with their status reset to **Pending**. * Project Manager automatically adjusts the dates and times of the copied tasks based on the new project start date. * Task schedules are updated accordingly. This functionality allows completed or existing projects to be used as templates for creating and managing new projects with a similar structure. #### Company Projects A dedicated **Projects** tab is available on the **Company** screen.

This tab displays all projects associated with the selected company, providing a centralized view of related projects. # Gantt Chart The **Gantt Chart** provides a graphical representation of the project schedule, allowing users to visualize project tasks, their duration, dependencies, and overall progress. It enables project managers to review the project timeline and make scheduling adjustments where required. To access the Gantt Chart: 1. Open the required **Project**. 2. Navigate to the **Gantt** tab.

The Gantt Chart displays all project tasks in a timeline view, making it easier to monitor task scheduling and project progress.

#### Updating Task Duration Project Manager allows users to modify the duration of a task directly from the Gantt Chart. To update a task duration: 1. Select the required task in the Gantt Chart. 2. Drag the task bar to increase or decrease its duration. 3. Click **Update** to save the changes.

The updated task duration is reflected in the project schedule. #### Benefits of the Gantt Chart The Gantt Chart helps users to: * View the complete project schedule in a graphical timeline. * Monitor task durations and project progress. * Modify task durations directly from the chart. * Maintain an up-to-date project schedule by saving changes after updating task timelines. # Project Tasks Project Tasks represent the individual activities that make up a project. Each task can be assigned to a resource, allocated a duration, tracked through different statuses, and monitored throughout its lifecycle. CRM Project Manager provides a centralized view of all project tasks and enables users to manage task details, dependencies, and timesheets. #### Project Tasks List The **Project Tasks** tab displays all tasks associated with the selected project.

The task list includes the following information:


Field Name	Description
Due Date	The day the task is scheduled to be completed.
Ref ID	A reference ID associated with the task. This is a full alpha numeric field so you may use this Reference Id to logically group your Tasks together by giving each Task in a group a common prefix. By using this structure for the Tasks, you can order against this Reference Id to see the logical grouping, regardless of sequential start date.
Priority	The priority of the task.
Task Name	The name of the task
Status	The current status or stage of the task.
Project	The Project Name associated with this task
Assigned User	The user that has been assigned the task
Allocated	The amount of days (or part thereof) that have been assigned to the task
Billed	The amount of billable days (or part thereof) that have been assigned to the task.
Unbilled	The amount of billable days (or part thereof) that have been assigned to the task.
Remaining	The amount of days (or part thereof) that are remaining on this task.

#### Task Details Selecting a task opens the **Task Details** screen, where additional task information can be viewed and maintained.

The Task Details screen includes the following information:


Field Name	Description
Task Name	The full length text description for the Task
Project	The name of the project associated with this task
Priority	The priority the task has been assigned.
Allocated (Hours)	This is planned allocation of time for this Task in units of Days. This by default is set to days or part thereof. This allows partial days by decimal precision. E.g. 2 Hours is conventionally .25 of a day.
Remaining	The remaining time on the task
Due Date	The date the task is due to finish.
Status	Pending – Default value, the Task is queued to be set up and managed In Progress – The Task is now underway and used in reference of Timesheets Complete – The Task is deemed completed and closed Cancelled – The Task was cancelled
Assigned User	This is the planned Resource or User who is allocated this Task. Note this is a planned User but there is no restriction to allow other Users to log Timesheets against this Task. This allows for ultimate flexibility.
AP Rate	A currency vale. The Accounts Payable Rate
AR Rate	A currency vale. The Accounts Receivable Rate
Billed	This is a calculated field of the total number of days that have been drawn down as billable days in Timesheets on this Task.
Description	Full detail on the Task itself. This can be used to update all concerned of status and progress of the Task.

#### Task Management From the **Task Details** screen, users can perform the following actions: * Update task information. * Change the task status. * Copy an existing task. * Create Timesheet entries against the task. * Monitor allocated, billed, and remaining time. #### Copy Task CRM Project Manager provides a **Copy Task** feature that allows users to create a duplicate of an existing task. When a task is copied: * The task details are copied to the new task. * Users can modify the copied task as required. * The copied task can then be saved as a separate project task. This feature simplifies the creation of similar tasks within a project and helps reduce repetitive data entry.

# Timesheets The **Timesheets** feature allows project resources to record the time spent on project tasks. Timesheet entries help track actual work performed against planned activities, providing a realistic view of project progress and resource utilization. Unlike updating task status alone, Timesheets capture the actual effort spent on tasks, enabling more accurate project scheduling and progress monitoring. Project Manager supports both **Billable** and **Unbillable** time entries: * **Billable Time** – Time that can be charged to the customer. Billable entries reduce the allocated days remaining on a task and are used to calculate the **Estimated End Date**, **Calculated End Date**, and **Remaining Days**. * **Unbillable Time** – Time spent on internal or non-chargeable activities. These entries accumulate against the task but do not affect project scheduling calculations. For projects that are not commercially billed, it is recommended to record all time as **Billable** so that project end dates are calculated correctly as work progresses. **Note:** Project Manager can be configured to use **Hours** instead of the default **Days** for task allocation, billing, and timesheet management. This guide uses the default **Days** configuration. Refer to the **Project Manager Configuration** section for more information. #### Timesheet Listing The **Project Timesheets** tab displays all timesheets associated with the selected project. Project Manager provides two views for displaying timesheets: * **Calendar View** * **List View** Selecting a timesheet entry in either view opens the complete Timesheet Details. **Calendar View** The **Calendar View** displays timesheet entries by week or month, allowing users to review work completed over a selected period.

Users can refine the displayed information using the filter options available at the top of the page. Available calendar navigation options include: * Previous and Next navigation * Calendar date picker * Weekly or Monthly view * **Now** button to return to the current week or month Timesheets can also be viewed from the global **Project CRM** area, where all project timesheets are displayed collectively. **Filtering Timesheets** The following filters are available when viewing project timesheets: * **View by Days** – Displays **Billable** or **Unbillable** entries. * **View by User** – Displays timesheets created by a specific Project CRM user. * **View by Task Name** – Filters timesheets by project task. Users can also view the notes associated with a timesheet by selecting the **Notes** icon displayed on each entry. **List View** The **List View** displays all project timesheet entries in a tabular format.

This view is particularly useful when a project contains a large number of timesheet entries over an extended period, allowing all entries to be reviewed in a single list. Standard filtering options are also available when viewing timesheets in List View.

#### Timesheet Details Selecting a timesheet entry opens the **Timesheet Details** screen, where users can view or update the recorded information.

The Timesheet Details screen includes the following fields:


Field Name	Description
Project	This Timesheet is linked to the appropriate Project here and can be changed using a Project Lookup field
Task	This Timesheet is linked to the appropriate Task of the Project above here and can be changed using a Task Lookup field
Notes	Full detail on the Timesheet entry including status, job details, schedule etc.
Billed	This is the amount of time to log in this Entry as billable time, which will draw down on the allocated Days remaining on the referenced Task This can be a free text field in the case that Project Manager is configured to use Days, or a drop down in the event it is configured to use Hours.
Unbilled	This is the amount of time to log in this Entry as unbillable time, which will accumulate the amount of unbillable time on the referenced Task.
Entry User	This is the User this Timesheet Entry will be logged against. This defaults to the currently logged in User.
Entry Date	This is the date this Entry will be logged against. Note this is just a placeholder date for the Entry, as one Entry can represent many billable and unbillable days. The date determines which Week or Month this entry will be see in the Calendar View of the Timesheets.
Updated On	When the last update was made on the entry.
Updated By	The user that made the last update on the entry.
AR Status	Part of ACCPAC Integration. This is the status of the Timesheet Accounts Receivable. This will contain a drop down containing a status setting.
AR Posted Date	Part of ACCPAC Integration. The Date the Timesheet Entry was Posted to ACCPAC ERP for AR payments.
AR Invoice Number	Part of ACCPAC Integration. This is the Accounts Receivable Invoice number. These are generated by ACCPAC.
AP Status	Part of ACCPAC Integration. This is the status of the Timesheet Accounts Payable. This will contain a drop down containing a status setting.
AP Posted Date	Part of ACCPAC Integration. The Date the Timesheet Entry was Posted to ACCPAC ERP for AP payments.
AP Invoice Number	Part of ACCPAC Integration. The Invoice Number that was generated as part of the ACCPAC Posting. AR itself generates this Invoice number and returns the number as part of the Posting process. These are generated by ACCPAC.

**Note:** The **Task Details** for the selected task are displayed below the Timesheet Details screen, allowing users to review task information without leaving the timesheet entry. # Milestone Check The **Milestone Check** feature provides an additional level of project control by allowing project managers to group related tasks into milestones. Milestones help identify the critical path of a project, making it easier to monitor project progress and allocate resources to critical tasks. #### 1 Creating a Milestone A milestone is created by adding a task that acts as a checkpoint within the project. To create a milestone: 1. Open the required project. 2. Navigate to the **Project Tasks** tab. 3. Create a new task. 4. Set the **Allocated** value to **0**. 5. Set the **Due Date** to a date that is later than the latest task end date within the logical task group. 6. Save the task.

Once saved, the task becomes a milestone. All tasks with end dates before the milestone due date and after the previous milestone are automatically grouped into that milestone.

#### Viewing Milestones Project tasks and their associated milestones can be viewed from the **Milestone Check** tab.

Selecting a milestone displays the **Milestone Summary**, where all tasks associated with that milestone are grouped together. This allows project managers to review and manage tasks within a specific phase of the project. #### Managing Tasks within a Milestone The **Milestone Check** screen provides tools to manage tasks within a milestone. Users can: * View all tasks belonging to a milestone. * Add new tasks to a milestone. * Mark tasks as complete. * Delete tasks. * Reorder tasks and adjust their due dates using the task management buttons. New tasks created before a milestone are automatically included within that milestone. When tasks are added or removed, Project Manager automatically recalculates the allocated and available time for the milestone.

#### Completing or Deleting Tasks Each task displayed in the **Milestone Check** screen includes a checkbox that allows it to be selected for further action.

After selecting one or more tasks, the following actions are available: * **Delete Selected Tasks** – Removes the selected tasks from the project. * **Complete Selected Tasks** – Marks the selected tasks as completed.

These actions allow multiple tasks to be managed simultaneously. #### Managing Milestone Availability As project work progresses, the total allocated time for tasks within a milestone may exceed the available time for that phase. When this occurs, Project Manager highlights the milestone in **red**, indicating that the allocated work exceeds the available resource days for that phase.

There are several ways to resolve a milestone breach: **Move Tasks to a Later Phase** Tasks can be moved into a later milestone where additional resource days are available.

**Increase Project Resources** Additional resources can be assigned from the **Project Summary** screen. To enable this calculation: 1. Open the **Project Summary**. 2. Select **Use Resource Factors in Milestone Check**.

When this option is enabled, the **Available Days** value becomes a calculated field. Project Manager calculates the available days using the allocated resources together with their average availability.

By assigning additional resources, the available project capacity increases and the milestone schedule is recalculated accordingly. The project end date is also adjusted automatically when necessary.

#### High Priority Tasks Project Manager allows high-priority tasks to be highlighted within the **Milestone Check** screen. To highlight a task: 1. Open the required task from the **Task Summary** screen. 2. Set the **Priority** field to **High**. 3. Save the task. When the **Milestone Check** screen is opened, tasks with a **High** priority are highlighted in **yellow**, making them easier to identify and monitor.

# Project Analysis The **Project Analysis** tab provides a cross-sectional view of project tasks and timesheet data, enabling project managers to analyze project performance, identify trends, and make informed decisions throughout the project lifecycle. It also provides key metrics required for project summary reporting.

#### Overview The **Analysis** tab is available within each project and presents consolidated information from both **Project Tasks** and **Timesheets**. This information helps project managers: * Monitor project progress. * Analyze work completed across tasks and resources. * Identify trends and patterns within the project. * Support proactive decision-making. * Generate summary information for project reporting. #### Analysis Filters The Analysis screen provides several filtering options to help users view project information based on specific criteria. The available filters include: * **Break Down by Task** – Displays analysis based on individual project tasks. * **Break Down by User** – Displays analysis based on the users assigned to project tasks. * **Filter by Task Status** – Displays data based on the selected task status. * **Filter by User** – Displays information for a specific project user. #### Global Project Analysis Project Analysis is also available from the **Project CRM** section, allowing users to perform analysis across all active projects rather than a single project. Additional filters available in the global analysis include: * **Billable** * **Unbillable** * **Project** These filters provide a consolidated view of project performance across multiple projects and support organization-wide project analysis.

# Accounts Payable The **Accounts Payable** feature enables Project Manager to post approved timesheet entries to the ERP system for supplier payments. This functionality is available from the **Project CRM** main menu or by right-clicking the **Project** icon in the left-hand navigation menu. **Note:** Accounts Payable functionality requires **ACCPAC** to be installed and correctly configured. If ACCPAC is not available, an information screen is displayed when either the **Accounts Payable** or **Accounts Receivable** option is selected.

#### Posting to Accounts Payable To post timesheet entries to Accounts Payable: 1. Open **Accounts Payable** from the **Project CRM** menu. 2. Select **Post to Accounts Payable**. 3. Review the list of timesheet entries displayed in the preview. 4. Click **Generate AP Invoices** to create and post the invoices. Before posting, Project Manager displays a preview of all timesheet entries that will be processed. The entries are grouped by person and presented in a tabular format for review.

#### Accounts Payable Entry Details The Accounts Payable preview displays the following information for each timesheet entry:


Field Name	Description
Entry Date	The entry date of the timesheet
Entry User	The user who entered the timesheet
Project	The project associated with the timesheet
Customer	The customer associated with the project.
Task Name	The name of the task associated with the timesheet
Billed	The timesheet billed amount
Remaining	The amount of days remaining on the task.
Status	The status of the task
AP Status	The Accounts Payable status on the timesheet

#### Generating AP Invoices Selecting **Generate AP Invoices** automatically groups timesheet entries by their associated tasks, projects, and companies. Project Manager then posts the grouped entries to the ERP system and creates the appropriate Accounts Payable invoice lines in the corresponding company database. If a timesheet contains a **negative value**, Project Manager automatically recognizes it as a **Credit Note** and posts it to the appropriate area within Accounts Payable. #### Posting Results All Accounts Payable entries are posted to the ERP system in **real time**. For each successfully posted entry: * The posting results are displayed on the screen. * The **AP Status** of the corresponding timesheet entry is automatically updated to **Posted**. The generated **AP Batch Number** is displayed within Project Manager and corresponds to the matching batch created in ACCPAC. Users can open the batch within ACCPAC to review the posted transactions and invoice details.

# Accounts Receivable The **Accounts Receivable** feature enables Project Manager to generate customer invoices by posting eligible timesheet entries to the ERP system. This feature is available from the **Project CRM** main menu or by right-clicking the **Project** icon in the left-hand navigation menu. Only timesheet entries with an **AR Status** of **PO Received** are eligible for posting. These entries must be associated with tasks that are also in the **PO Received** status. Once an entry is successfully posted, its **AR Status** is automatically updated to **Posted**.

#### Posting to Accounts Receivable To post timesheet entries to Accounts Receivable: 1. Open **Accounts Receivable** from the **Project CRM** menu. 2. Review the list of eligible timesheet entries. 3. Click **Generate AR Invoice**. 4. Confirm the invoice generation. After confirmation, Project Manager displays a summary of the records that have been processed and the generated **Accounts Receivable Batch Number**. #### Accounts Receivable Entry Details The Accounts Receivable screen displays the following information for each eligible timesheet entry:


Field Name	Description
Entry Date	The entry date of the timesheet
Entry User	The user who entered the timesheet
Project	The project associated with the timesheet
Customer	The customer associated with the project.
Task Name	The name of the task associated with the timesheet
Billed	The timesheet billed amount
Remaining	The amount of days remaining on the task.
Status	The status of the task
AR Status	The Accounts Receivable status on the timesheet

#### Generating AR Invoices Selecting **Generate AR Invoice** automatically groups timesheet entries by their associated tasks, projects, and companies before posting them to the ERP system. The way invoices are generated depends on the **Invoice Method** configured for the project: * **By Project** – A single invoice is generated for the entire project. * **By Task** – Separate invoices are generated for individual project tasks. Project Manager then creates the appropriate invoice entries in the company's ACCPAC database. #### Posting Results After the posting process is completed: * A summary of the processed records is displayed. * An **Accounts Receivable Batch Number** is generated. * The corresponding batch can be viewed in **ACCPAC** using the same batch number. * The **AR Status** of successfully posted timesheet entries is automatically updated to **Posted**.

#### ACCPAC Configuration On a default installation, CRM Project Manager includes demonstration data that is configured for posting to **ACCPAC**. In the sample configuration, all project tasks and timesheets are assigned to the **System Administrator**, who is mapped to the sample ACCPAC Vendor **7400**.

Project Manager uses the configuration file `enbu_accpac_config.js`, located in: ``` \WWWROOT\CustomPages\Enbu\Project\ACCPAC ``` This configuration file contains two SQL filters used during the posting process: * **AR\_SQLFILTER** – Filters Accounts Receivable timesheet entries. * **AP\_SQLFILTER** – Filters Accounts Payable timesheet entries. These filters can be modified to match an organization's business rules or Project Manager customizations. By default: * The **Accounts Payable** filter requires: * Timesheet AP Status to be **Posted**. * The Timesheet User ID to be mapped to a valid ACCPAC Vendor. * **No default filter** is applied to Accounts Receivable timesheets. The configuration file also contains additional options such as: * General Ledger Account * Revenue Account * Tax Group These values can be modified according to the organization's ACCPAC configuration. #### ACCPAC Field Mapping Project Manager maps CRM fields to corresponding ACCPAC fields during the posting process. The standard field mappings include:

Field Name
user_accpacitemno	IDITEM
user_vendorname	VENDNAME
task_c_poreference	PONBR
proj_projectno task_ap_rate + task_CONS_Rate + task_CONS_EXP_Rate *	ORDRNBR
tish_billabletskd	AMTGROSTOT
tish_entrydate task_ap_rate or	OPTFIELD
task_ap_rate comp_idcust +	VALIFDATE
ap_workdate tish_c_document_date or	INVCDESC
today’s Date	DATEINVC

# My CRM The **My CRM** section provides a user-centric view of projects, tasks, and timesheets. Instead of viewing information on a project-by-project basis, users can view all records associated with the currently logged-in user from a single location. #### Overview A dedicated **Projects** tab is available within **My CRM**, providing quick access to the user's project-related information. The section includes separate tabs for: * **Projects** – Displays projects where the current user is assigned as the **Project Manager**. * **Tasks** – Displays tasks assigned to the current user. * **Timesheets** – Displays timesheet entries logged by the current user. Using the standard Sage CRM user selection available in the top frame, users can also view the Projects, Tasks, and Timesheets associated with other CRM users.

### Project Workflow & Escalation CRM Project Manager includes a configurable workflow that manages project progression through different stages. The default workflow can be used as provided or customized to meet specific business requirements. #### Viewing the Project Workflow To view the Project Workflow: 1. Navigate to **Administration → Advanced Customisation → Workflow**. 2. Select **Project Workflow** to view the workflow details. The workflow can be modified to support organization-specific project processes.

#### Workflow Validation Functions Project Manager provides two workflow functions that help enforce project controls before allowing a project to progress through the workflow. **CheckForDueTasks()** The **CheckForDueTasks()** function checks whether any project tasks are overdue. If overdue tasks are found: * A notification is displayed on the **Project Summary** screen. * The project cannot progress further through the workflow until the overdue tasks have been completed. **CheckForMilestones()** The **CheckForMilestones()** function validates that all tasks preceding a specified milestone have been completed. If incomplete tasks are identified: * An error message is displayed on the **Project Summary** screen. * The project cannot move to the next workflow stage until the required tasks have been completed. #### Task Due Date Notifications As project tasks approach their due dates, Project Manager automatically displays on-screen notifications to alert users that the task is nearing its deadline. These notifications help users monitor upcoming work and complete tasks on schedule. # Reports CRM Project Manager supports the standard Sage CRM reporting functionality, allowing users to generate reports for all aspects of Project Manager, including projects, project tasks, and timesheets. #### Overview Standard Sage CRM reporting features are available throughout CRM Project Manager, enabling users to create and customize reports based on project information. Reports can be generated for: * Projects * Project Tasks * Timesheets * Project Listings A sample report is included with Project Manager, demonstrating how to create a **Daily Report** filtered by **Billable** entries and **Customer**. This report can be used as a reference for creating additional custom reports using the standard Sage CRM reporting functionality

### Configuration Options CRM Project Manager can be configured to use either **Hours** or **Days** for task allocation, timesheet entries, and billing. By default, Project Manager uses **Days**. However, users can configure the application to use **Hours**, allowing greater flexibility in managing projects and recording timesheet entries based on organizational requirements. This configuration applies to: * Project Tasks * Timesheets * Task Allocation * Billing calculations These settings can be modified to suit the preferred project management methodology used within the organization.

# Self Service The **Project Manager Web Portal** allows users to access their assigned project tasks and timesheets through a web interface. This enables users to update their work without accessing the internal Sage CRM application. **Note:** A **Sage CRM Self Service** license is required to use the Web Portal feature. ### Enable Self Service Access To enable a user for the Project Manager Web Portal: 1. Navigate to **Administration → Users → Find User**.

2. Select the required user. 3. Open the **Self-Service** tab. 4. Click **Change**. 5. Select the **Self-Service** checkbox. 6. Modify the login details if required. 7. Click **Save**.

This enables the selected user to access the Project Manager Web Portal. **Note:** Users accessing the Web Portal do **not** need to be active Sage CRM users. They can be user accounts configured as **Resources** ### Accessing the Web Portal To launch the Project Manager Web Portal: * Click **Start → Programs → Greytrix Project Manager**, or * Click **Start → Programs → Greytrix Business Manager**, and then select **Greytrix Project Manager Web Portal**. Enter your login credentials and click **Login** to access the Web Portal.

### Managing Tasks The **Tasks** tab displays all tasks assigned to the logged-in user. Users can: * View assigned tasks. * Filter tasks by **Status**. * Filter tasks by **Task Name**. These filters help users quickly locate and manage their assigned project tasks.

### Managing Timesheets The **Timesheets** tab allows users to view and maintain their project timesheets. Users can: * View the current week's timesheets. * View the current month's timesheets. * Create new timesheet entries against assigned tasks.

#### Creating a Timesheet Entry To create a new timesheet entry: 1. Open the **Timesheets** tab. 2. Click the required date to open the **New Timesheet Entry** window. 3. Enter the **Project Name** or click the **Project** lookup (magnifying glass) to search for a project. 4. Select the required project. 5. Enter the **Task Name** or click the **Task** lookup (magnifying glass) to select a task associated with the project. 6. Verify the entry date. 7. Enter the **Billed** amount. 8. Click **Save** to create the timesheet entry.

**Note:** Before creating a timesheet entry, Project Manager validates that sufficient **Allocated Days** and **Remaining Days** are available for the selected task. If the validation fails, the timesheet entry cannot be created.

# CRM Resource Planner #### [Introduction](/sage-crm-add-ons/crm-resource-planner/introduction) #### [Installation+Setup](/sage-crm-add-ons/crm-resource-planner/installation-+-setup) #### [User Guide](/sage-crm-add-ons/crm-resource-planner/user-guide) #### [Support](/sage-crm-add-ons/crm-resource-planner/support) # Introduction Greytrix India Pvt. Ltd. is a registered Development Partner and Business Solutions Provider for Sage. Having a long history with the Sage CRM Product from its early days in eWare, through to being acquired by ACCPAC, and therein Sage, Greytrix India Pvt Ltd has unrivalled, direct practical knowledge and experience with the Sage CRM system over many years. The Resource Planner is used to manage resources and Resource Planner enabled users in Sage CRM. # Installation + Setup #### [Enable Resource Planner Access](/sage-crm-add-ons/crm-resource-planner/installation-+-setup/enable-resource-planner-access) #### [Configuring Resource Planner](/sage-crm-add-ons/crm-resource-planner/installation-+-setup/configuring-resource-planner) #### [User Setup – Calendar Color Preferences](/sage-crm-add-ons/crm-resource-planner/installation-+-setup/user-setup-calendar-color-preferences) #### [Resource Planner Orientation](/sage-crm-add-ons/crm-resource-planner/installation-+-setup/resource-planner-orientation) #### [Custom Right-Click Calendar Context Menu](/sage-crm-add-ons/crm-resource-planner/installation-+-setup/custom-right-click-calendar-context-menu) # Enable Resource Planner Access After installation, the default Admin account is automatically enabled to use Resource Planner. All other users and resources must be enabled individually before they can access the application. To enable Resource Planner access: 1. Log in to Sage CRM as an **Administrator**. 2. Navigate to **Administration → Users → Users.** 3. Select the required **User** or **Resource**. 4. Open the **More User Details** screen. 5. Select the **Access to Resource Planner** checkbox. 6. Save the changes.

Once access has been enabled, a new Resource Planner option is displayed on the user's main menu after login.

#### Setup users you want to see in the Resource Planner Resource Planner allows you to view both standard Sage CRM users and other CRM accounts that have been configured as resources. To make a user or account available in Resource Planner: 1. Open the required **User** or **Resource** record. 2. Select the **View as Resource** in Resource Planner checkbox. 3. Save the record.

Any account with this option enabled is displayed within the Resource Planner and can be scheduled as a resource. **Note**: Enabling **View as Resource in Resource Planner** does not affect the number of Resource Planner licenses. There is no limit to the number of users or resources that can be configured and displayed in Resource Planner. Since any user within the Sage CRM installation can be configured as a resource, Resource Planner can also be used as a diary management tool. # Configuring Resource Planner Resource Planner can be configured at both the **global** level and the **individual user** level. Global configuration is available through: **Administration → Customization → Enbu Config**

User-specific configuration is available through: **Main Menu → Resource Planner → Config**

After configuring the users and resources that will use Resource Planner, additional user preferences can be configured to customize the application according to business requirements. **User Setup – Resource Type** Each **Resource Planner** user includes a Resource Type setting. The available resource types are: * **Project Manager** * **Projector** This setting can be used as a filter within the Resource Planner screen, allowing users to display resources based on their assigned resource type.

#### User Setup – Resource Planner Notifications Users can choose whether to receive Resource Planner notifications. To enable notifications, select the **Receive Resource Planner Notifications** checkbox for the required user. When enabled, the user will receive notifications generated by Resource Planner.

#### User Setup – Grid Axis and View Preferences Resource Planner allows each user to configure their preferred grid orientation. The **Grid Axis and View Preferences** setting enables users to adjust the Resource Planner layout according to their individual viewing preference.

# User Setup – Calendar Color Preferences Resource Planner allows calendar cells to be displayed using different color classifications. To configure the calendar colors: 1. Open **Resource Planner** from the left-hand navigation menu. 2. Select the **Config** tab. 3. Configure the required calendar color settings. Calendar cells can be classified using one of the following options: * **Resource** * **Communication Action** * **Communication Status** After selecting the **RP Cell Colour** By classification, individual colors can be assigned to each value within that category. For example, when **Communication Status** is selected, different colors can be assigned to statuses such as: * **Cancelled** * **Complete** * **In Progress** * **Pending** These color preferences help users quickly identify the status of activities within the Resource Planner calendar.

### Show Color Legend The **RP Show Colours Legend** option displays a legend that identifies the meaning of each color used in the Resource Planner grid. When this option is enabled, users can quickly identify communications based on the selected **RP Cell Colour By** configuration, making it easier to interpret the calendar view.

**Lighten Color Condition and RP Lighten Factor** The Lighten Colour Condition and RP Lighten Factor settings allow users to define conditions under which a communication is displayed using a lighter shade of its assigned color. By default, the Lighten Colour Condition is set to: **comm.comm\_companyid == null** Using this condition, communications that do not have an associated company are displayed using a lighter shade of the assigned color. The condition can be modified to use any communication field. For example: **comm.comm\_status != 'Cancelled'** This flexibility allows organizations to define custom conditions for displaying lighter colors based on their business requirements. The **RP Lighten Factor** setting controls the degree to which the selected color is lightened when the specified condition is met. Together, these settings provide additional visual differentiation within the Resource Planner calendar. ### Business Hours – Calendar Settings Resource Planner uses a **Business Calendar** that is created during installation. This calendar defines the organization's business hours and is used by Resource Planner when scheduling and displaying activities. To configure the Business Calendar: 1. Navigate to **Administration → System → Timings**. 2. Select **Business Calendar**. 3. Open **Resource Planner**. 4. Update the required business hours and save the changes.

# Resource Planner Orientation Resource Planner allows administrators to configure the default layout of the Resource Planner screen for all users. The available orientation options are: * **Resources on Top** * **Resources on Left** (Default) This setting defines whether resources are displayed across the top of the planner or along the left side of the planner. The global orientation can be overridden by each user's individual Resource Planner preferences.

### Resource Order Resource Planner also allows administrators to define the order in which resources are displayed. Resource rows or columns can be sorted using any available user field by adding that field to the **Resource Order By** family. To modify this setting: 1. Navigate to **Administration → Customization → Secondary Entities → EnbuConfig**. 2. Open the **RP Resource Order By** field. 3. Configure the required user field for resource ordering. Once configured, Resource Planner displays resources according to the selected sorting field, making it easier to organize and locate resources within the planner.

### Resource Order Direction Resource Planner allows administrators to define the direction in which resources are displayed after configuring the **Resource Order By** field. The resource order can be set to either: * **Ascending (ASCENDING)** * **Descending (DESCENDING)** To configure the order direction: 1. Navigate to **Administration → Customization → Secondary Entities → EnbuConfig**. 2. Open the **RP Order Dir** field. 3. Select the required order direction (**ASCENDING** or **DESCENDING**). 4. Save the changes. The selected order direction determines how resources are displayed within the Resource Planner based on the field configured in **RP Resource Order By**.

# Custom Right-Click Calendar Context Menu Resource Planner allows administrators to customize the **right-click context menu** displayed within the Resource Planner calendar. This menu provides quick access to actions that can be performed on a calendar entry or an empty calendar space. Custom menu items can be added to support organization-specific requirements. #### Adding a Custom Context Menu Item To add a custom right-click menu option: 1. Navigate to **Administration → Advanced Customization → System Menus**. 2. Locate and open the **RP\_CustContextMenu** menu. 3. Add the required menu item. 4. Set the action to **Custom File**. 5. Specify the callback function that will handle the custom action.

For the custom menu item to function correctly, it must be linked to the **RP\_CustContextMenuCallbacks.js** file. The corresponding JavaScript function must also be implemented within this file to execute the required action when the menu item is selected. #### Example The documentation includes an example where a custom menu item named **Hello World** is created. In this example: * The menu item is named **Hello World**. * The action type is set to **Custom File**. * The custom file is specified as **helloworld**. * A corresponding function is implemented in **RP\_CustContextMenuCallbacks.js** to handle the menu action.

This approach allows developers to extend the Resource Planner calendar by adding custom actions that integrate with their organization's business processes. ### Custom Right-Click Functions – `RP_CustContextMenuCallbacks.js` All custom functions used by the Resource Planner **right-click context menu** must be defined in the **RP\_CustContextMenuCallbacks.js** file. This file is located in: `/CustomPages/Enbu/ResourcePlanner`

Each custom menu item created in **RP\_CustContextMenu** must have a corresponding JavaScript function with the same name defined in this file. When the menu item is selected, the associated function is executed. #### Example In the previous section, a custom context menu item named **Hello World** was created with the custom file name **helloworld**. To implement this menu item: 1. Open the **RP\_CustContextMenuCallbacks.js** file. 2. Create a function named **helloworld**. 3. Add the required JavaScript logic inside the function. In the example provided, a simple JavaScript **alert** statement is used to display a message when the menu item is selected. #### Testing the Custom Function After saving the JavaScript function: 1. Open the **Resource Planner**. 2. Right-click anywhere within the Resource Planner grid. 3. Select the **Hello World** menu option.

If the function has been implemented correctly, the configured JavaScript alert message is displayed, confirming that the custom context menu item is working successfully. # User Guide #### [Resource Planner – Main Screen](/sage-crm-add-ons/crm-resource-planner/user-guide/resource-planner-main-screen) #### [Resource Planner – Communication Filter](/sage-crm-add-ons/crm-resource-planner/user-guide/resource-planner-communication-filter) #### [Booking a Resource](/sage-crm-add-ons/crm-resource-planner/user-guide/booking-a-resource) #### [Changing the Time and Resource of an Entry](/sage-crm-add-ons/crm-resource-planner/user-guide/changing-the-time-and-resource-of-an-entry) #### [Email Notifications](/sage-crm-add-ons/crm-resource-planner/user-guide/email-notifications) #### [Using Resource Planner with My CRM](/sage-crm-add-ons/crm-resource-planner/user-guide/using-resource-planner-with-my-crm) # Resource Planner – Main Screen The **Resource Planner** is used to manage resource-based users available in Sage CRM. It provides a centralized calendar view with a range of filters and controls that help users schedule, monitor, and manage resources efficiently. The columns displayed in the Resource Planner represent the users and resources that have been configured to appear within the planner. Time periods that have already passed are displayed in **grey**, indicating that new entries cannot be created for those time slots.

#### Navigation Controls The Resource Planner toolbar provides several controls for navigating and viewing the planner. Users can: * View a specific date. * Navigate through different dates. * Display information by **Day**, **Week**, or **Month**. * Change the visible date range. These controls make it easy to move between different planning periods and review scheduled activities.

#### View Options Additional controls are available to customize the Resource Planner display. The available view options include: * **View By** – Displays the Resource Planner by **Day**, **Week**, or **Month**. * **View Now** – Moves the planner to the current system date and time. * **From Now** – Displays the planner from the current system time through the remainder of the business day. * **Full Day** – Displays the complete business day, with elapsed time shown in grey.

#### Weekly and Monthly Views In **Week** and **Month** views, scheduled tasks are displayed as icons within the calendar. Moving the mouse pointer over a task icon displays summary information about that task, allowing users to quickly review scheduled activities without opening the task record.

# Resource Planner – Communication Filter The **Communication Filter** helps users display specific resources, communication types, and activities within the Resource Planner. A collection of filter options is available on the right-hand side of the Resource Planner screen, allowing users to quickly locate the required information. #### Available Filters The following filters are available in the Communication Filter panel: * **Action** – Filters Resource Planner entries based on the communication action type. Examples of action types include **Meeting**, **Vacation**, **Demo**, and **To Do**. * **Status** – Filters entries based on their current communication status. * **Users** – A multi-select list that allows one or more Sage CRM users to be selected. The Resource Planner displays entries assigned to the selected users. The assigned user does not need to have access to Resource Planner. * **Date / Time** – Filters Resource Planner entries for a specified date and time. * **Filter Out Resources** – Excludes resources based on their assigned territories. #### Applying Filters To filter Resource Planner data: 1. Select the required filter criteria. 2. Click the **Filter** icon. The Resource Planner refreshes and displays only the entries that match the selected filter criteria. #### Email to Resources The **Email to Resources** button allows users to send an email to all resources currently available within the Resource Planner. This feature provides a convenient way to communicate with multiple resources directly from the Resource Planner interface.

# Booking a Resource The **Resource Planner** calendar is divided into individual time cells that represent available booking slots for each resource. Users can create new bookings by selecting the appropriate time slot within the planner. #### Creating a Resource Booking To create a new booking: 1. Locate the required resource and time slot in the Resource Planner. 2. Right-click the desired calendar cell. 3. Select **Add New** from the context menu. 4. Enter the required booking details. 5. Click **Save**.

The Resource Planner refreshes and displays the newly created booking. #### Booking Details The **Add New** window allows users to enter the details of the booking. The available fields are:


Field Name	Description
Users	A complete list of all users within the CRM system. This is a multi-select box so you can select more than one user as a participant. Users do not need to be enabled for Resource Planner access, or viewed as a resource to be present on this list.
Company	The Company associated with this entry. In this case
Person	The Person associated with this entry.
Recipient	An additional free text field that allows you add any additional details you may require for the Participants section.
Action	The Action type to be associated with this entry. We have selected Meeting in our example.
Date / Time	The start date time. This default to the value of the cell you clicked to bring up this screen. In this case 09:30.
End Time	The end date time. This defaults to the value of the cell you clicked plus 30 minutes.
Details	A free text field allowing you to enter any additional details for the entry.

#### Viewing Bookings After saving the booking, the Resource Planner refreshes to display the new calendar entry. The appearance of the booking is determined by the configured **Calendar Color Preferences** To view the details of a booking, position the mouse pointer over the booking icon. A summary of the booking information is displayed.

# Changing the Time and Resource of an Entry Resource Planner provides two methods for changing the time or assigned resource of an existing calendar entry. Users can either edit the booking details directly or move the booking using drag-and-drop. #### Editing a Booking To modify the details of an existing booking: 1. Locate the required entry in the Resource Planner. 2. Click the **edit icon** displayed in the upper-right corner of the calendar entry. 3. The **Participants** screen opens. 4. Update the required booking details. 5. Save the changes. The updated booking information is reflected in the Resource Planner. #### Moving a Booking Using Drag and Drop Resource Planner also allows bookings to be reassigned by dragging and dropping the calendar entry onto another resource. To move a booking: 1. Locate the booking to be reassigned. 2. Select the calendar entry. 3. Drag the entry to the desired resource and time slot. 4. Drop the entry in the required location. The booking is automatically reassigned to the selected resource, and the Resource Planner is updated to reflect the change. ### Resource Conflicts Resource Planner automatically validates resource availability and prevents scheduling conflicts when creating or modifying calendar entries. Conflict validation is performed when creating new bookings as well as when moving entries using drag-and-drop. #### Resource Availability Validation When creating a new booking, Resource Planner checks whether the selected resource is already allocated during the specified time period. If the new booking overlaps with an existing calendar entry, the system prevents the booking from being saved and displays a validation error. This ensures that a resource cannot be double-booked for the same time period.

#### Person Availability Validation In addition to checking resource availability, Resource Planner also validates the availability of participants. If a user attempts to schedule a meeting with a person who already has another booking during the selected time period, Resource Planner displays a validation message when **Save** is clicked. This prevents conflicting appointments from being created for the same person.

#### Conflict Validation During Drag and Drop Conflict validation is also performed when calendar entries are moved using the **drag-and-drop** feature. If moving an entry results in a scheduling conflict with an existing booking, Resource Planner performs the same validation checks and prevents conflicting resource allocations. # Email Notifications Resource Planner allows email notifications to be sent to users associated with Resource Planner entries. Email notifications help keep participants informed about scheduled activities and resource bookings. #### Prerequisites for Email Notifications Before a user can receive Resource Planner email notifications, the following conditions must be met: 1. **Receive Resource Planner Notifications** must be enabled for the user. 2. The user must be included in the **Users** field of a Resource Planner entry. 3. The resource must be displayed on the **Resource Planner** screen.

#### Sending Email Notifications The **Email to Resources** button allows users to send email notifications to all resources displayed within the current Resource Planner view. When selected, Resource Planner sends email notifications to: * All users listed in the **Users** field of the selected Resource Planner entry.

* All users associated with any other Resource Planner entries currently displayed on the screen. For example, if multiple Resource Planner entries are visible, selecting **Email to Resources** sends notifications to the users associated with each displayed entry. # Using Resource Planner with My CRM Resource Planner can be used as a **diary management** tool by integrating with **My CRM**. Activities created in Resource Planner are automatically synchronized with the user's appointments in My CRM, providing a single view of scheduled activities. For example, if a user records activities for a particular day in Resource Planner, those activities are automatically displayed in the **Appointments** section of the user's **My CRM** page. Likewise, appointments created in **My CRM** are automatically reflected in the Resource Planner calendar. This synchronization ensures that users can manage their schedules from either interface while keeping both views up to date.

#### Synchronization with My CRM Resource Planner and My CRM work together by automatically sharing appointment information. The synchronization provides the following benefits: * Activities created in **Resource Planner** appear in the user's **My CRM – Appointments** section. * Appointments created in **My CRM** are automatically displayed in **Resource Planner**. * Users can view the schedules of all users configured as **View as Resource** within Resource Planner.

This integration provides a centralized view of resource availability and user schedules, making Resource Planner suitable for both resource scheduling and diary management. # Support ### Troubleshooting the Installation If you encounter problems during the installation of Resource Planner, verify the following configuration settings before contacting support. #### IIS Configuration Verify the following IIS settings: * Ensure **Enable Parent Paths** is enabled. * Open **IIS**. * Right-click the **CRM** folder and select **Properties**. * On the **Virtual Directory** tab, click **Configuration**. * Enable the **Enable Parent Paths** option.

* Ensure **Execute Permissions** are configured to allow **Scripts** to run.

#### Refresh CRM Metadata Refresh the Sage CRM metadata by navigating to: **Administration → System → Metadata** #### Restart IIS Reset IIS after making configuration changes. If any IIS policies have been modified, restart the server to ensure the changes take effect.

### Troubleshooting Resource Planner If you experience errors when accessing Resource Planner within Sage CRM, verify the Resource Planner configuration described in **Section 2.3**. Check the following: * Log in using a **Sage CRM Administrator** account or a user with equivalent administrative privileges. * Navigate to **Administration → Users → Users** and verify that the appropriate Resource Planner access options are enabled for the user. * Configure the required resources through **Administration → Users → New User**. **Note:** Non-user resources should be configured as **True**. This identifies the account as a resource, allowing it to be used within Resource Planner without consuming an additional user license. #### Database Requirements Resource Planner is designed to operate with a populated Sage CRM database. If Sage CRM is installed without sample or existing data, Resource Planner requires at least: * One **Company** * One **Person** * One additional **User** (other than the Administrator) Without these records, Resource Planner may generate errors during operation. #### Windows Server 2008 / IIS 7 Configuration If you are using **Windows Server 2008** or **IIS 7**, verify the following settings. **Enable Active Server Pages** 1. Click **Start → Run**. 2. Type **INETMGR** and press **Enter**. Open **ISAPI and CGI Restrictions**.

4. Verify that **Active Server Pages** are **Allowed**.

**Enable 32-Bit Applications** On Windows Server 2008, IIS does not allow Application Pools to run 32-bit applications by default. This may result in an **HTTP 500** error when accessing Sage CRM or Resource Planner. To enable 32-bit applications: 1. Click **Start → Run**. 2. Type **INETMGR** and press **Enter**. 3. Select **Application Pools**. 4. Right-click the **CRM Application Pool** and choose **Advanced Settings**.

5. Set **Enable 32-Bit Applications** to **True**. 6. Save the changes and restart IIS if required.

# GUMU™ Cloud Integrations [Introduction](/gumu-tm-cloud-integrations/introduction) [Login Process](/gumu-tm-cloud-integrations/login-process) [GUMU™ Portal User](/gumu-tm-cloud-integrations/gumu-portal-user) [Connectors Powered by BPortaly](/gumu-tm-cloud-integrations/connectors-of-gumu-tm-powered-by-bportaly) [Schedules](/gumu-tm-cloud-integrations/schedules) [Logs](/gumu-tm-cloud-integrations/logs) [Edit Last Sync Date](/gumu-tm-cloud-integrations/edit-last-sync-date) [Version History](/gumu-tm-cloud-integrations/version-history) [Tailored Integration Solutions](/gumu-tailored-solution-integration)
# Introduction Introducing GUMU™ by BPortaly ## **Overview of GUMU™** GUMU™ is an advanced integration application built on the BPortaly platform, representing the enhanced version of the earlier GUMU™ Cloud Platform. It is designed to deliver seamless and scalable integration across enterprise systems such as ERP, CRM, and other business applications. Leveraging BPortaly’s modern architecture, GUMU™ enables near real-time data synchronization through secure APIs and structured integration frameworks. It provides improved flexibility, enhanced features, and a user-friendly interface to simplify integration processes, reduce manual effort, and ensure consistent data flow across systems. With its focus on automation, configurability, and ease of use, GUMU™ by BPortaly empowers organizations to streamline integrations and achieve greater operational efficiency. For more information visit: [**https://www.greytrix.com/gumu/**](https://www.greytrix.com/gumu/) ### **Features of GUMU™** The integration capabilities of **GUMU™** have been significantly enhanced within **BPortaly**, offering a more flexible, user-friendly, and scalable experience. With these advancements, GUMU™ has evolved from a traditional integration tool into a dynamic and intelligent platform that supports faster setup, flexible configuration, and real-time connectivity—making it ideal for modern business integration needs. *** #### **🔹 1. Easier Setup** GUMU™ within BPortaly provides a simplified and streamlined setup process compared to earlier version. * User-friendly interface reduces dependency on technical expertise * Guided configuration for connectors and integrations (e.g., FAQs on implementation pages) * Faster onboarding with minimal manual intervention * Centralized platform eliminates the need for multiple tools **Benefit:** Ensures quicker implementation and reduces overall setup time. *** #### 🔹 **2. Create Integration Flows Directly from the Platform** This key feature enables users to design and configure integration processes directly within the platform, based on business requirements—without extensive technical knowledge. * Define end-to-end data flows (ERP, CRM, APIs, file-based systems) * Configure triggers, actions, and workflows without external tools * Monitor and manage flows from a centralized dashboard (Projects) * Support both real-time and scheduled integrations **Benefit:** Provides greater flexibility, control, and visibility while simplifying implementation. *** #### 🔹 **3. Customizable Flow Mappings** GUMU™ allows flexible data mapping to align with specific business needs. * Map fields between source and destination systems * Apply transformation logic (e.g., formatting, calculations) * Handle system-specific requirements (e.g., UOM, tax structures) * Update mappings without impacting the overall integration **Benefit:** Ensures accurate and consistent data synchronization based on business rules. *** #### 🔹 **4. Ability to Configure GUMU Flows as Webhooks for External Systems** GUMU™ supports webhook-based integrations for real-time data exchange between systems. * Trigger flows instantly based on external system events * Enable real-time updates (e.g., order creation, status changes) * Reduce dependency on scheduled batch processing * Improve system responsiveness and data accuracy **Benefit:** Enhances automation and ensures timely, reliable data processing. ## **Overview of BPortaly** **BPortaly** is a modern, web-based and mobile-enabled portal that provides a centralized platform for managing business operations (with the help of Business Portal) and integrations (with the help of GUMU™). It enables seamless collaboration between internal teams, customers, vendors, and partners through a unified interface. BPortaly ensures near real-time data synchronization, improving accuracy and operational efficiency. The platform offers: * Centralized access to business data and applications * Role-based access control and customizable workflows * Configurable dashboards for better visibility * Scalable and flexible architecture for evolving business needs By combining integration, automation, and user-friendly design, BPortaly simplifies workflows, enhances collaboration, and enables faster, data-driven decision-making. for more information visit [***https://www.bportaly.com***](https://www.bportaly.com) # Login Process New Account Registration, Sign Up, Forgot Password, Subscribe GUMU into BPORTAL ### **Registration Process** 1\. If you don’t have an account, please follow the steps below to register: 2\. Go to: [**https://apps.bportaly.com**](https://apps.bportaly.com/) 3\. Click on **Sign up now.**

4\. Fill in your **Company Name** (Note: Must be at least 6 characters). 5\. Enter your **First Name** and **Last Name**. 6\. Select your **Country** from the dropdown. 7\. Enter your **Phone Number**. 8\. Provide a valid **Email Address** and click **Send Verification Code**. 9\. Enter the Verification Code received via email and **click Verify Code**. 10\. Upon successful verification, the Create button will become visible. 11\. Set your **New Password** and **Confirm Password.** Note- Password Requirements: Minimum 8 characters, including at least 1 uppercase letter, 1 lowercase letter, 1 number, and 1 special character. 12\. **Review** the Terms and Conditions and Privacy Policy. 13\. **Tick** the checkbox to agree to the terms. 14\. Click **Create** to complete your registration on BPORTALY.

17\. You will then be redirected to the Create **Organization page**. 18\. Enter your **Organization Name** and **Domain Name** (Note: Domain name must be in lowercase). 19\. Click **Continue** to complete the process Important: All fields are mandatory during the registration process.

#### Login/Sign Up * Click on [Login / Sign Up](https://apps.bportaly.com/) from the homepage. * To log in using your GUMU^TM Account, follow these steps: 1. Enter the **Email Address** used during the registration process. 2\. Enter your **Password**. 3\. Click on **Sign In** to access your account.

#### Forgot Password If the user forgets password for the GUMU™ account, user can click on the “Forgot Password” button in [Login / Sign up](https://apps.bportaly.com/).

This will lead you to the Reset Password screen as shown below.

Enter your registered email id used to registered the account, then click ‘**Send Veification code’** button. A verification code will be sent to email mentioned above.

User will need to enter the code emailed on the mentioned email address and click on **Verify Code** button

Once the verification Complete a pop-up window will come as shown above, the need to click **Continue** Change the password as shown below.\ Create your new password and Confirm your Password and click Continue you will Login into your Account.

# GUMU™ Portal User ## **Subscribe to GUMU App** * Click the Subscribe button on the Migrator/GUMU App from the Apps section. * Once subscribed, the View button will appear on Migrator/GUMU App. * You can manage your Migrator/GUMU App by clicking on View button.

**GUMU™ Cloud user** Use GUMU™ cloud portal to setup the integration. Provide credentials for both connectors; e.g. **Sage Intacct and FTP/SFTP**. In addition, setup desired execution schedules. Access GUMU™ portal [https://apps.bportaly.com](https://apps.bportaly.com/) using registered account and confirmed by Greytrix. Note: For testing purpose, integration is available on staging environment with a different address. Provide the credentials for added Integration connectors. Depending upon testing/production environment, apply system credentials here. **Connectors Subscription** All available connectors can be accessed in the Connectors section of the portal. In this section, users can subscribe to one or more connectors listed under the All Connectors tab. To subscribe, the user needs to click on the Subscribe button as shown below. Once a connector is successfully subscribed, it will appear under the My Connectors tab, where the user can proceed with further configuration:

**Integration through Connectors** The Connectors tab has the list of all connectors subscribed by the user during registration as shown below.

To able to use the connector, user needs to configure the connector. Give the default plugin details, source and target plugin connection details in order to use the connector. **Configuration of GUMU™ Integration connector:**

**Subscription switch** ![](/files/5BD6PVcDaIC9dP5xJBlV)Toggle Button on the right top of the connector works as a switch to enable or disable the subscription of the connector. Once you click this, a pop up a message will appear as shown below.

Click on **View More** to go in details of the connector.

**Header Section** **Integration configurator** – In this setting page, user will need to set the default connector setting which will be used by the connector at the time of integration process. This setting defined in this section will be used by the connector to communicate between the 2 system efficiently.

**Integrating Systems** In this section, user will define the connection setting for each system which will be used by the integration to communicate with the system. GUMU™ connectors are built to use the API of the source and target system so that the GUMU™ framework ensures that it communicates only with the business layer and maintain sanity of the systems. Here, we have given **example of Sage Intacct and FTP/SFTP integration**, similar setting will be available for each of the connector subscribed.

**Connection information** As you can see in the above screenshot both source and target system has icon. On the click of the icon user will be able to enter Connection information for the source and target systems respectively.

You need to enter valid connection information such as Webservice URL, Endpoint Type, User, Password and Company ID etc, then click on Test Connection button to verify Connection details specified. Important Note: Here please note depending upon the connector subscribed the connection information parameters required will change. **Synchronization** This section states the various process available in the connector subscribed, the data integration is controlled using action buttons. The processes and its description along with the status of the process can be viewed in the screen as shown below.

**Search** ![](/files/IMsrEmxo2SRAeksJl9sA) Search functionality for quick search of the processes by keys you provide in search box. **Start Action** ![](/files/PLSHd4BgUZAplEGnqECb)This button enables user to start the particular Integration process manually on demand. When you start the integration process, Status will change from Idle to Running and once process completed it will change from Running to Idle.

**Stop Action** ![](/files/ODgT6HQJjXaqByjF4cp4)This button appears after you click start, is used to stop the integration manually on demand. **Schedule Action** ![](/files/CHMlY8yG8EEfwrHmdSLH)This button will allow user to set Schedule for the process. Schedule can be set in four types like **Daily (Once), Daily (Every), Weekly and Monthly**. Click on ‘**Choose OccursAt**’ this will show a clock to set a time for schedule. Once the time is selected, click **OK**

Then click **Save** Button to save the schedule. It will popup message as follows.

**Control Process** ![](/files/1rsmIhlANE8tXwrMD3fX)This button is used to enable or disable each process individually. **Refresh** ![](/files/SezGRdow71ss0TdlwUc7)Click on Refresh to see all the logs generated during the time of running. Process it update the process status and last sync date/time. # Connectors of GUMU™ Powered by BPortaly [GUMU™ for Sage X3 - WooCommerce Integration](/gumu-tm-for-sage-x3-integration/woocommerce) [GUMU™ for Sage 300 - WooCommerce Integration](/gumu-tm-for-sage-300-integration/woocommerce) [GUMU™ for Amazon - Sage 300 Integration](/gumu-tm-for-sage-300-integration/amazon) [GUMU™ for Sage Intacct - Hubspot Integration](/gumu-tm-for-sage-intacct-integration/hubspot) # Schedules **How to set Schedules**


	To configure a schedule, click on the Set Schedule icon as shown.
	You can define the schedule using the following options: 1. Daily (Once) 2. Daily (Recurring) 3. Weekly 4. Monthly
	Once you save the schedule a popup message will display

To configure a schedule, click on the Set Schedule icon as shown.

You can define the schedule using the following options:

1. Daily (Once)

2. Daily (Recurring)

3. Weekly

4. Monthly

Once you save the schedule a popup message will display

**How each Schedule works** **Daily (Once)** Once you set the schedule to 'Daily Once' it will execute daily at the specified time. In this case, the sync will automatically start at 12:45 PM each day.

**Daily (Recurring)** For a recurring schedule, the sync will start daily at the specified intervals, either in hours or minutes. You have to set both the start and end times, allowing the sync to run daily within this time frame. In this case, the schedule will begin at 9:30 AM and recur every 2 hours.

**Weekly** For weekly schedules, you can select the specific day and time for the sync to start. It will then repeat on that day every week at the specified time. |

| | ------------------------------------------------------------------- | ------------------------------------------------------------------- | **Monthly** For a monthly schedule, you can specify the date and time for the sync to start. It will then repeat on that date every month at the specified time. |

| | ------------------------------------------------------------------- | ------------------------------------------------------------------- | **How to Manage Schedules** The Schedule tab is to view all the scheduled processes in the portal as shown in the following Screen.

Select the connector as per your choice from the Connector Dropdown


Edit	Click on this to Edit Schedule. It will show window as per Occurrence to set Schedule. If Occurrence is Monthly then Monthly Schedule window will appear as follows. Do changes as you want and SAVE. Once you Save the changes this popup will come

Edit

Click on this to Edit Schedule. It will show window as per Occurrence to set Schedule. If Occurrence is Monthly then Monthly Schedule window will appear as follows.

Do changes as you want and SAVE.

Once you Save the changes this popup will come


Refresh	Click on this to Refresh button to refresh the scheduler status.

Refresh

Click on this to Refresh button to refresh the scheduler status.


Change Layout	Click this to change the Layout from Grid to List View as shown below

Change Layout

Click this to change the Layout from Grid to List View as shown below


Delete	Click on this icon to delete the Particular Schedule. It will popup Confirmation window as below. Click Yes to Delete Schedule and Click Cancel if you do not want to delete. Once you Click Yes will popup a message as follows.

Delete

Click on this icon to delete the Particular Schedule. It will popup Confirmation window as below.

Click Yes to Delete Schedule and Click Cancel if you do not want to delete. Once you Click Yes will popup a message as follows.


Change Status (On/Off)	Once this button is turned On/Off, the schedule action will be enabled or disabled accordingly. Turn it On to enable the schedule, or Off to disable the schedule.

Change Status

(On/Off)

Once this button is turned On/Off, the schedule action will be enabled or disabled accordingly.
Turn it On to enable the schedule,

or Off to disable the schedule.

# Logs The Logs section is to view all the logs in the portal. Logs will display, **l**og details like Process name, Log Date, Time and Message.


	Click on the Refresh button to see all the logs generated during the time of running process, it updates the log detail screen.
	Click on the Reset button to reset all applied filters back to default.
	Click on Clear icon to clear the logs. You can add Process or Date to Clear Logs with selected filter.

User can set Filters such as Info, Error, Warning, Debug accordingly as shown below


	Select the Connector from the Connectors List for which you want to see the logs
	Select the process from the Process List of the connector only that process logs will display
	Search functionality for quick search logs of specific process by keys you provide in the search box.

# Edit Last Sync Date 1\. Click the Calendar icon as shown on desired process of the connector 2\. Set the date from the date you want to fetch the data and click on OK 3\. And Start the process by clicking Start Button

# Version History This page provides information about the earlier version of GUMU. ## **GUMU™ Cloud (Deprecated)** GUMU™ is built on modern cloud architecture and microservices to deliver high performance across all processes. Its parallel execution capability enhances productivity and speed by enabling near real-time data synchronization. Each process runs as an independently deployable service, ensuring scalability and flexibility. GUMU™ connectors are designed for plug-and-play usage, with pre-defined mappings that can be tailored to meet diverse business integration needs. This allows customers to seamlessly integrate [multiple enterprise applications](/gumu-tailored-solution-integration) with minimal effort. GUMU™ aims to eliminate the complexity of traditional integration development and implementation by offering a Software-as-a-Service (SaaS) platform for rapid deployment of integration solutions. The GUMU™ Cloud platform is highly customizable, allowing users to define entity relationships, configure field mappings between applications, and implement custom processes and validations to meet specific business requirements. ### **Process Settings** **Last Sync Date** When first time user login and subscribe the connector at that time user can see below card as a blank last sync date. ![](/files/Hxbh2XYzNLcZSnr9NJxA) 1. Click on the edit icon ![](/files/VlQ4Ih8NfUv15TRrQ38S) 2\. Click the Calendar icon as shown below. ![](/files/JAoZyWIaZToz0KC2Q0Wq) 3\. Select the date from the date you want to fetch the data and click on the save button highlighted in below image. When the sync is completed, the value in this field is changed to the current date value. ![](/files/lM9WFWpLP9PTYRnb7qUr) ### **Schedules** The Schedule tab is to view all the scheduled processes in the portal as shown in the following Screen. ![](/files/Z6MG310LDrWr7htHjCmK) ![](/files/WsuBFx0qIGTQ5vIehuSw) Select the connector as per your choice ![](/files/f3NxybYMdGWisZetznup)Select the process as per your choice ![](/files/L6vILjZX6SxUwiMqC1mk)Click on this to Filter Schedule to apply filter as per connector and process. ![](/files/AwOLKNHslq2tIZ1WLfAR) Click on this to Refresh button to refresh the scheduler status. ![](/files/-MCkw1NgLF4nW6ViwhQ2) click on this to Edit Schedule. It will show window as per Occurrence to set Schedule. If Occurrence is Monthly then Monthly Schedule window will appear as follows. ![](/files/-MCl6lKAJ9X5rJ_eNVD5) Do changes as you want and submit. ![](/files/4exmzI8w3epH0kkF5iOZ) ![](/files/-MCkw1NiYsRYiaZljAGG) Click on this icon to delete the Particular Schedule. It will popup Confirmation window as follows. ![](/files/PqFQMBsoG0dYQQcRiJPg) Click Ok to Delete Schedule and Click Cancel if you do not want to delete. Once you Click Ok will popup message as follows. ![](/files/0H0YAQmcnWSCroEU3GeV) ### **Logs** The Logs section is to view all the logs in the portal. Logs will display, **l**og details like Process name, Log Date, Time and Message. ![](/files/BWxlkW10GjgzGxQshQO2) By default, Error Filter is selected. User can set Filters such as Info, Warning, Debug accordingly as shown below ![](/files/Yf3yKhlNPxPI0LY1uc4V) **Refresh** ![](/files/HnL5yUA67Pp0pX6oXk8v)Click on the Refresh button to see all the logs generated during the time of running process, it updates the log detail screen. **Reset** ![](/files/2IStxKObd5fhQlVujTht)Click on the Reset button to reset all applied filters back to default. **Clear** ![](/files/EueV4QLbszcEzknxpWGd)Click on Clear icon to clear the logs. **Filter** ![](/files/0QJVDLXCsc6CsM2XMyOP)Click on the Filter icon to apply the selected filters. **Search** ![](/files/z67ihloBPXRw2v9ewZUG) Search functionality for quick search logs of specific process by keys you provide in the search box. # GUMU™ for Acumatica Integration [Shopify](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration) [Magento](/gumu-tm-for-acumatica-integration/magento) [Salesforce](/gumu-tm-for-acumatica-integration/salesforce) [Dynamics 365 CRM](/gumu-tm-for-acumatica-integration/dynamics-365-crm) # Shopify **GUMU™ for Acumatica - Shopify Integration** [Pre-requisites](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/pre-requisites) [User subscription](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/user-subscription) [GUMU™ Portal user](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/gumu-tm-portal-user) [Process](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process) # Pre-requisites [Acumatica](/pre-requisites-for-integrations/acumatica) [Shopify](/pre-requisites-for-integrations/shopify) # User subscription [Registration Process](/gumu-tm-cloud-integrations-1/gumu-cloud-integrations/login-process#registration-process) [Login/Sign up](/gumu-tm-cloud-integrations-1/gumu-cloud-integrations/login-process#login-sign-up) [Connector subscription](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/user-subscription/connector-subscription) # Registration process * Go to [gumu.greytrix.com](https://gumu.greytrix.com/) * Click on [Login / Sign up](https://gumu.greytrix.com/admin/auth/login) * Click on [Register](https://gumu.greytrix.com/admin/auth/register) * Steps to register new user: 1\. Enter **First Name, Last Name** 2**.** Enter **Email address, Company Name and Phone Number** 3**.** Create **Password, Repeat Password** **Important Note:** Password must be minimum 8 character and should contain at least one small alphabet, one capital alphabet, one number and one special symbol. 4**.** Click on **Terms** to understand the privacy policy of a company 5**.** Tick the checkbox to agree those conditions 6\. If all data entered is valid then **Register** button will enable and click the same to register the user ![](/files/g97Q7VlgHTWXFBhywokV) 7\. Select ‘**I ACCEPT**’ or ‘**I DECLINE**’ on the ‘Terms of Use’ page

8.On accepting the terms, a verification mail will be sent to the registered email id. ![](/files/71AFCQ5pMhP8Yef7jnU7) 9.Go to the registered email and click on the verify link to activate your account 10.Click to proceed as shown below: ![](/files/lq94Zli2SpNKGQTXMvJl) 11\. On this page, click on **BACK TO LOGIN** to redirect to login page **Important Note**: All fields are mandatory in the Registration process. ![](/files/H1ly3SsatvCvymhw1Nf8) # Login/Sign up * Click [Login/ Sign Up](https://gumu.greytrix.com/admin/auth/login) in the home page * User has 3 option to login 1\. Google – Login with your google account 2\. Okta – Login with your Okta account 3\. GUMUTM Account Follow below steps to Login with GUMUTM Account: * Enter the **Email (**Email ID used to register the user with in registration process**)** * Enter **Password** * Click **LOG IN**. ![](/files/nUvz25Ikri3O1swHD299) # Connector Subscription All the connectors in the portal are available in the Connectors section. In this section, the user can subscribe multiple connector. User need to click on the subscribe button as shown below: ![](/files/eRql3i0rS64QgQaGErXW) # GUMU™ Portal user [GUMU™ Cloud](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/gumu-tm-portal-user/gumu-tm-cloud) # GUMU™ Cloud Use GUMU™ cloud portal to setup the integration. Provide credentials for both connectors i.e.; Acumatica and Shopify. In addition, setup desired execution schedules. Access GUMU™ portal using registered account and confirmed by Greytrix. **Note:** For testing purpose, integration is available on staging environment with a different address.\ Provide the credentials for added Integration connectors. Depending upon testing/production environment, apply system credentials here. [Integration Configuration](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/gumu-tm-portal-user/gumu-tm-cloud/integration-configuration) [Plugin Configuration](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/gumu-tm-portal-user/gumu-tm-cloud/plugin-configuration) # Integration Configuration Fill integration configuration required for the integration to execute successfully. ![](/files/mlyOacxwjPPFeaxxCc5d) ![](/files/JjMewTyLvEX5wZBvegay) | **Field** | **Description** | | -------------------- | --------------------------------------------------------------------------- | | Customer Prefix Name | Enter Default Customer Prefix Name to use as Acumatica customer prefix name | | Customer Next Number | Enter default Customer Next Number to use as Acumatica Customer Next Number | | Time Zone | Enter your time zone | # Plugin Configuration ![](/files/oBUbwVipT7nzqcE5mjht) [Acumatica Configuration](/pre-requisites-for-integrations/acumatica/acumatica-configuration) [Shopify Configuration](/pre-requisites-for-integrations/shopify/shopify-configuration) # Process [Acumatica to Shopify](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/acumatica-to-shopify) [Shopify to Acumatica](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/shopify-to-acumatica) # Acumatica to Shopify [Acumatica Product Categories](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/acumatica-to-shopify/acumatica-product-categories) [Acumatica Product ](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/acumatica-to-shopify/acumatica-product) [Acumatica Customer](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/acumatica-to-shopify/acumatica-customer) [Acumatica Product Inventory](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/acumatica-to-shopify/acumatica-product-inventory) [Acumatica Invoice](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/acumatica-to-shopify/acumatica-invoice) # Acumatica Product Categories Product Categories are synced from Acumatica to Shopify. **Acumatica product line Navigation: Inventory > Item classes** ![](/files/87UzTURwrFdjxCm3FNs5) **GUMU™ Cloud Portal:** **Acumatica Product categories** ![](/files/YHk9j3OLHHshQk48TEdD) Shopify Navigation : Product > Collections ![](/files/CfSNCeuqCumFhmLoNv5m) ![](/files/DXOjmyI67YSwQv8K1rgd) # Acumatica Product Products are synced from Acumatica to Shopify **Navigation path to add Product in Acumatica: Inventory > Stock Items** ![](/files/PcKpdSO8nsWicqC8ST5p) ![](/files/x0f6Qy317XDdBVzLfyVy) **GUMU™ Cloud Portal:** Acumatica Product ![](/files/6d4pO1b1iSqAJtfHQP2v) Shopify Navigation: Product > All Products ![](/files/tmI9n28NRbFl1aEelpby) ![](/files/nXwwaQhFez0PoeBbNPHi) # Acumatica Customer Customers are synced from Acumatica to Magento. **Navigation path to add Customer in Acumatica: Receivables > Customers** ![](/files/ATEbrPz334d1pS1AFvUq) Click on “+” icon to Add customer ![](/files/JZB1DFQHE6HUGQsYBMfW) ![](/files/KQOZsXSG9pD8ArraOZoq) **GUMU™ Cloud Portal:** Acumatica Customer ![](/files/XnkXU9rG0smjwuzHiv4K) Shopify customer Navigation: Customers ![](/files/BYQ1GyFbeKkKsEXGj9q7) ![](/files/wSxdFUsfwu6kysxLQu2m) # Acumatica Product Inventory Product inventory are synced from Acumatica to Shopify. **Acumatica product inventory Navigations: Inventory > Receipts** ![](/files/OjftonCiwFDzhBxG4Kyv) ![](/files/ut2dqvPaF1ia7XAGZyGk) ![](/files/jfvFcYEBABHo1hDiNhjE) **GUMU™ Cloud Portal:** Acumatica product inventory ![](/files/yjqSXdD2JJWtEZJ9z10r) Shopify Navigation: Products > Inventory ![](/files/mZMvau0K1pB617xZZogQ) # Acumatica Invoice # Shopify to Acumatica [Shopify Customer](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/shopify-to-acumatica/shopify-customer) [Shopify Order](/gumu-tm-for-acumatica-integration/gumu-tm-for-acumatica-shopify-integration/process/shopify-to-acumatica/shopify-order) # Shopify Customer Customers are synced from Shopify to Acumatica **Shopify Navigation: Customers** ![](/files/S9klgFJnVlJwFaPkXYsB) ![](/files/DvxyGbZcl4W6BSY6uINp) **GUMU™ Cloud Portal:** Shopify Customer ![](/files/wkTYDbQdx4vm3DWYj6Ej) Navigation path to add Customer in Acumatica: Receivables > Customers ![](/files/LTESsRDhelNWIQJDRfMX) ![](/files/YOAsKjJdsVrB1NWZB2fP) --- [Next Page](/llms-full.txt/1)