Unity to Great Plains Integration (Alberta Council)

From SJA

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 2.5 References and Related Statements of Policy and Procedure 3 Procedures 3.1 Integration Packages 3.2 Daily Submission Reports 3.3 Daily Receipts Detail Report 3.4 Settle the Moneris Machine 3.4.1 Moneris Stored Transaction Listing Report 3.5 Reconciling Cash/Debit/Credit Transactions 3.5.1 Reconcile the Debit and Credit Card Transactions 3.5.2 Prepare the Bank Deposit 3.5.3 Reconcile Actual Deposits to Daily Receipts Detail Report 3.6 Deposits 3.7 Unity to Microsoft Great Plains Integration 3.8 Integration Error Messages 4 Attachments

The Need

There are four main areas of focus when a sales transaction is entered into the Unity point of sale system which include: (1) The Point of Sale, (2) Reviewing the Daily Sales Transactions, (3) Integrations, and (4) Deposits. It is important the sales transactions are entered correctly and accurately and that a thorough review process if being performed prior to the integration from Unity to Great Plains.

Policy

All Unity orders must be reviewed and integrated into Microsoft Great Plains on a daily basis.

Purpose

This Statement of Policy and Procedure identifies the process for reviewing and integrating transactions into Microsoft Great Plains in a timely manner.

Scope

This Statement of Policy and Procedure applies to all St. John Ambulance Alberta Council staff.

Responsibilities

The Customer Service Representatives are responsible for ensuring that:

• Correct information is being entered into the Unity point of sale system:
  • Query customer account information
  • Check for special pricing rules (National & Provincial accounts)
  • Confirm a customer account is approved prior to billing
  • Enter notes in the comments field for discounts, zero dollar orders, or special circumstances (ex. staff training, NAOSH registrations, Z1105 payments)

The Administrative Coordinators are responsible for ensuring that:

• The daily sales transactions are being reviewed daily. The items to review include:
  • Review each order individually through the order integration screen looking for inconsistencies
  • Confirm pricing is correct for National & Provincial accounts
  • Randomly select bill-to-accounts to ensure they have an approved account status
  • Ensure the required fields have been completed. (ex. either a payment or bill-to-account has been entered)
  • Check for notes on each order for discounts, zero dollar orders, and special circumstances (ex. staff training, NAOSH registrations, Z1105 payments)
  • Daily cash out, balancing the float, and integrating the sales transactions. If there is a discrepancy between the Unity totals and the Moneris batch totals, complete the daily cash out report to identify the discrepancy.
  • Once all orders have been reviewed complete the integration process
• Any errors are corrected prior to the integration
• All orders integrate successfully
• Physical bank deposits are being done in a timely manner (minimum of 3 times per week)
• Forwarding completed integration packages in the weekly courier pack to the Finance Department.

The Finance department is responsible for ensuring that:

• All sales orders are reviewed for discrepancies.
• Comments are entered where required (ex. discounts, $0.00 orders, staff training, Z1105)
• All orders have successfully integrated from Unity into Microsoft Great Plains
• The batch totals are reconciled to the bank
• All integration packages are received with required documentation.
• All integration packages are filed in the Provincial Office.

Definitions

None.

References and Related Statements of Policy and Procedure

None.

Procedures

Integration Packages

Each training centre must prepare an integration package on a daily basis which includes:

• Daily Receipts Detail Report
• Bank Deposit Slip
• Moneris batch totals and vendor copy of receipts
• Copy of all cheques deposited
• Cash Removal Memo Form
• Daily Cash Out Form if discrepancies exist
• Special Orders (ex. Donations, $0.00 orders, refunds, Z1105 payments, Z1120, other income for items such as vending machine revenue)

Once all this information has been compiled it is to be placed in a 9"x12" envelope. On the front of the envelope include: the location, date, and batch number(s). These envelopes are required to be sent in the courier pack on a weekly basis to the Finance Department. Please do not seal the integration packages.

Daily Submission Reports

Each morning by 10:00 a.m. each training centre is required to submit a portion of the integration package by fax to the Finance Department. Information to be sent includes:

• Last page of daily receipts detail. (Totals page) Include the following information:
  • Batch Number
  • Integration Date
  • Training Centre
• Copy of deposit slip and Moneris batch totals
• Copy of refund orders
• Daily cash out form if any discrepancies exist between the total report in Unity and the total reported on the batch totals or deposit slip.

Daily Receipts Detail Report

The Daily Receipts Detail Report includes all orders created for the day. It must be printed on a daily basis and is used to balance cash, cheque, debit, and credit cards at the end of the day. This report must be included in the daily integration package. To print the report, follow the process below.

1. Click the Orders screen tab.
2. Click the Order Integration blue hyperlink under the orders tab.
3. Enter the date in the Order Date field to process the report.
4. Click Go.
5. The Status for all orders must be Open.
6. Click the Reports icon on the navigation toolbar.
7. Select Daily Receipts Detail w Parameters report.
8. In the From Date field enter date previous to the date the report is be generated.
9. In the To Date field enter the date after the date the report is to be generated.
10. Click Submit.
11. Print the report.

Settle the Moneris Machine

The Moneris machines must be closed off at the end of each day depositing the daily amounts into the bank. The Moneris machines have been set up to automatically close off by midnight each day. The Moneris Stored Transaction Listing Report is required to be printed and submitted with the daily integration package. A copy of the totals tape must be sent daily by 10:00 a.m. to the finance department.

Moneris Stored Transaction Listing Report

1. On the Moneris machine press the Admin button twice.
2. Enter 60 and press the Enter button.
3. Swipe the Moneris Admin card.
4. Press the F1 button to produce a list for a specific date.
5. Enter the date in YYMMMDD format.
6. Select F3 (No) for the Print Totals Only prompt.
7. Press the Enter button.

OR

1. On the Moneris machine press the Admin button twice.
2. Enter 95 and press the Enter button.

More information for Moneris transactions is available on their website at http://www.moneris.com/ or through the Moneris Merchant Operating Manual http://www.moneris.com/en/Support/Downloads/~/media/Files/MerchantServices/merchant_manual_eng.ashx.

Reconciling Cash/Debit/Credit Transactions

Reconcile the Debit and Credit Card Transactions

1. Sort all credit card and debit card receipts
2. Prepare an adding machine tape for each card type
3. Verify that the adding machine tape equals the 'Moneris Deposit Totals Report'

Prepare the Bank Deposit

1. Count the cash on hand less the cash register float.
2. Complete the Cash Removal Memo form. Two signatures are required on this form.
3. Prepare an adding machine tape for the cheques on hand.
4. Prepare the deposit slip for the bank using the integration date on the deposit slip and initialing in the Initials box.

Reconcile Actual Deposits to Daily Receipts Detail Report

1. Add the cash, cheques, debit, and credit card totals together.
2. Compare the sum of the totals to the balance on the Daily Receipts Detail Report. Investigate any discrepancies.
3. If any discrepancies exist complete the Daily Cash Out form. Determine where the difference exists between the 'Daily Receipts Detail Report' and the cash, cheques, debit card, and credit card transactions.
4. If everything is accounted for and the amounts do not balance contact the Finance Manager to reconcile the reports prior to the integration process.

Deposits

Deposits must be balanced daily and a bank deposit slip prepared for cash and cheque deposits. The deposit slip will be balanced to the Daily Receipts Detail Report at the end of the day. The deposit slip and deposit print out from the bank is required to be included in the integration package.

Unity to Microsoft Great Plains Integration

Once the above steps are completed the orders can be integrated into Microsoft Great Plains.

1. Click the Orders screen tab.
2. Click the Order Integration blue hyperlink below the orders screen tab.

1. In the Order Date field enter the date of the orders to be integrated. Click the Go button.
   

   

   Integration Date Query
2. The Status of all orders must be open.
3. Highlight all the orders by pressing Ctrl+A to select the orders for integration into Great Plains. Orders can also be selected individually by Shift Clicking (hold the shift key and use the mouse to select a range of orders) or Ctrl Clicking (hold the Ctrl key and use the mouse to select individual orders). When the orders are selected they will appear yellow.
4. Once the orders to be integrated have been selected, click the Validate Selected Orders button to perform a validation of the orders. If errors appear on the validation, review the Integration Error Message column for details. Common errors include orders with missing tax codes or orders with negative line items.
5. If there are errors the following message will appear.
   

   

   Validation Warning
6. Navigate to the right of the screen to review the Integration Error Message column.
   

   

   Integration Error Messages
7. Make the required changes. Changes could include but are not limited to orders with missing tax codes, orders missing line items, or orders with negative line items. Negative orders will not integrate unless they are on account. Make a note of the order number on the last page of the Daily Receipt Detail Report.
8. Once the changes have been made highlight the orders and click Validate Selected Orders a second time. Repeat this process until all errors are corrected.
9. Once all errors are corrected the message, 'No errors were detected' will generate.
   

   

   Validation Successful
10. Select all the orders by pressing Ctrl+A. Click the Send Selected Orders to MGP button. The status of the item will change to submitted. At this point the orders are not Posted in Microsoft Great Plains, they are being processed and will be placed in a submitted status.
    

    

    Orders Submitted
11. Allow approximately 30 seconds per order to integrate. If the wait time is not long enough before moving to the next step the integration process will be interrupted and will be required to be completed again.
12. Once the wait period is over highlight all the orders by pressing Ctrl+A and click the Update Selected Order Status button. To refresh the screen repeat this step until the status column has updated from Submitted to Posted or Integration Error. If the status is Posted then the order has successfully integrated to Microsoft Great Plains. If the status is Integration Error manually change the status to Open (select open from the drop down list in the status column) and repeat the submission process. In some cases Integration Error may be received due to high volume or other circumstances. Once the order is re-opened and sent again it may integrate properly, however, if the order still does not integrate review the order for errors. If the problem persists make a note of it on the Daily Receipts Detail Report total page sent to the Finance Department.
    

    

    Posted Order Status

Integration Error Messages

Below is a list of Integration Error Messages that may be received.

• "Missing order number while trying to update order status." There is not an order number on this order.
• "Order number already exists in Great Plains." This order has already integrated into Great Plains. Click the Update Order Status button to complete the process.
• "Order does not have account and must be fully paid before integration." This order is missing either a bill-to-account or a payment.
• "Order missing bill-to-account. Integration sends only bill-to-account into MGP." This order has an error with the Org Unit. Contact Unity Admin and provide them with the Org Unit on the order.
• "A price list was not attached to the order. Please check Integration Error Message field for details." This order is missing a price list.
• "Do not exist in MGP." A product(s) on this order is not set up in Great Plains. Contact the Finance Manager.
• "Items w/o price level UofM Each." Contact the Finance Manager.
• "Items w/o site code." Contact the Finance Manager.
• "Missing site code in company."
• "Price level for this product must include default UofM Each." Contact the Finance Manager.
• "One or more line items are missing the GST Tax Code." Review the 'Tax Code' column in Unity in the Line Details applet to ensure a 'Tax Code' has been entered for each line item. If the field is blank type in GST.
• "This order has no line items."
• "The order has a negative (or zero) payment and cannot be processed." Negative or zero dollar orders will not integrate. On the total page submitted daily, write any order numbers that are negative (or zero). They will be entered manually by the finance department.
• "There has been a problem connecting to the database. Please contact the Administrator." The system may be busy. Contact Unity support.
• "Order was not sent to MGP. Please try again." If the update order status was clicked too soon the order did not have enough time to integrate into Great Plains and may need to be resubmitted. Click the Update Order Status button and if there is still a problem submit the order again. Allow approximately 30 seconds/order to integrate into Great Plains before click the Update Order Status button. If the order still does not integrate review the order looking for missing Tax Province, Tax Code, or GST amounts are blank.
• "Errors were detected in some orders. See Integration Error Message for details."
• "All orders integrated successfully."

Attachments

None