Integrate Sage 100 with Sage CRM for streamlined operations.
Give your sales team the tools they need to better serve customers effectively and efficiently while also lowering your overall Sage system license costs.
Lower costs and give your sales team the tools and flexibility they need to respond to customers faster and better.
For today’s agenda we’re going to talk about the benefits of Sage 100 integration with Sage CRM. We’re going to talk about the different integration options. And then we’re going to do a demo.
I’m going to show you how to do quotes and orders for your prospects and your customers. How to convert a prospect to a customer. And how to do look ups for customers. Things like, what did they buy last month? What are their outstanding invoices, credit limits, things like that.
Why integrate Sage 100 with Sage CRM?
If you don’t have Sage CRM yet, you’re probably facing a scenario that’s very common: you’re using Sage 100 for prospecting and selling. You’re using emails, you’re using spreadsheets. You’re using some combination of those things to manage your day. There’s different information in different silos throughout your company, and it creates inefficiencies and you probably are already feeling it.
But as you go through the demo today, you’ll see examples of the efficiency gains that you get from bringing it all together in one place.
When we talk about the integration benefits between Sage 100 and Sage CRM, there’s really four key things that I like to focus on.
First, it allows salespeople to work like salespeople, not accountants. People that need to be in a sales tool to manage follow-ups and reminders and process flows to control the way they deal with customers and prospects can work in the tool that is most suited for them, CRM, but still have access to the accounting data.
That enables number two, which is faster customer responses, having everything in one place versus having to go to different people or different systems. By having it all in one place, you can respond faster to customer inquiries and prospect inquiries to ensure they stick around ensure that you don’t miss a trick and that you close that business.
The third benefit is greater flexibility. Having everything in one place allows you to mobilize the way you want to around sales, instead of being in the accounting system, which by nature is rigid because it’s designed for controls and audit trails. CRM is designed for sales motions, which need to be a little bit more flexible. You can have dynamic conditions. For example, if it’s this type of sale, do these things. If it’s this type of sale, do these other things. That’s the power of CRM, but combine it with the accounting information to help you move along your day.
And then the fourth thing is you can lower your costs. If you have Sage 100 licenses for all your sales people, you will no longer need to have those with the Sage 100, Sage CRM integration because the Sage CRM will give you everything that you need and people will not need to go over to the accounting system anymore. You can let go of those licenses and instead get Sage CRM licenses, which are generally speaking much more affordable.
There’s three main options. The first option is the one that we recommend for most customers: the out-of-the-box integration. It lowers your total cost of ownership. You have one throat to choke if you will; everything is Sage. You’ve got the Sage accounting, Sage CRM, and you got the integration by Sage. That makes things very effective.
Where the Sage out of the box integration doesn’t work so well is if you have remote salespeople who need to do quotes and orders from their phones. The out of the box integration doesn’t always work in those cases, but you’ve got two other options:
The Azamba ERP Toolbox, a set of tools, screens that we’ve built for our customers to help them. It basically enables access to information through the web.
And then there’s the Greytrix Third-Party integration, which is a a third party integration that does everything through the web as well.
Now I’m going to leave off there and say that I have other videos for those two situations, but today I’ll focus on the out of the box integration. And if you’re not sure, reach out to me, we can go through your particular situation.
Quoting prospects using an integrated Sage CRM system
So let’s take a look at the out-of-the-box integration in action. We’re in our Sage CRM system now, and let’s start with something that everyone has to do: quote your prospects.
Now, if you are using Sage 100 right now for sales, you probably have a prospect set up as customers in the air, customer file and you do your quotes right from there. A more natural fit though is to use CRM for prospecting. And then once that customer has been qualified to the point where they actually want to buy then you’ll promote them to be in a customer.
And if you already are using Sage 100 for quoting prospects don’t worry about that, is part of our process, if you do decide to go forward we’ll help you make sure that all the data gets to the right spots. But for now, let’s go ahead and do a quote for this prospect.
So I’ve got a prospect: Design Right. I’ll quickly find them through my Search function. And I can see in here, I’ve pulled up Design Right and now I want to put a quote together for them.
Normally, whoever it is that does your quotes would probably go right to Sage 100 now. But what I’m going to do is pull up this menu here and I can see, I can do either quotes or orders right here from the prospect screen. And I’m going to jump in and do a quote.
The first thing it’s going to do is confirm I want to pull up the Sage 100 accounting software, which I do. And it’s going to go ahead and give me a confirmation box. This is doing here is making sure I’m on the right record. You don’t want to have any mistakes. And it’s also going to allow me to attach the quote to an existing opportunity.
For those who don’t know what an “opportunity” is in CRM, I like to use the example of a car dealership. If I ran a car dealership and you came in to buy a car, I have a chance to sell you a car. That’d be an opportunity. Now you may look at the Ferrari. You may look at the Lamborghini. I’m not sure what your tastes are. You might even look at a Honda. I don’t know. I’ll give you quotes on each of those cars, but really there’s only one opportunity, which is to sell a car. You’re not going to buy all three cars. At least I don’t think you are.
That’s what an opportunity is: it’s a bucket to store multiple quotes in.
A lot of times, though, if you just do one quote per opportunity, and really that quote is the opportunity, then you do this, you hit this Auto assign. I’m going to hit, Proceed here.
For many of you, this next part will look very familiar. This is my Sage 100 screen. And like making a quote normally in Sage 100, I would come here and I would pick my items. It works exactly like your Sage 100 screen. And I’m not going to dive into all the details here except to say that this works exactly like you’d expect.
Once you’ve saved this quote, it will put it into the Sage 100 system, but it’s also going to put it into the Sage CRM system. For example, this is a quote that I’ve already done for this prospect. And at any point I can come in here and I can look at these quotes and I could pull it up and I can see, I quoted them some product here, the totals, who it’s going to be shipped to, et cetera. And then if I ever needed to convert this I could go ahead and convert this.
It works really cleanly, really seamlessly. And it’s all done from right within Sage CRM.
Promoting prospects to customers
A key thing to note though, is if this is a prospect and they want to buy, you should convert them to a customer first. You’ll go back over to their record and find this little button here that says maintain relationship. This does exactly what you would hope it would do. I want to promote them to a customer. I would click this and it’s going to again confirm that I went to to Sage 100 and I’m going to be able to choose an existing customer. If you’ve already set them up inside of accounting, you’ll be able to connect them or you’ll be able to auto assign, you’ll be able to pick a template, set up the terms code, pay defaults, credit limits things like that.
I generally recommend that you have this function be done by an accounting person to make sure that there’s that discipline there, run a credit check and make sure that they get set up properly with payment terms. Most of our customers will disable this function for the actual salespeople and instead this button will be “request promotion to customer.” Push that button and it’ll email someone in the accounting department to come in here and promote them to a customer.
But the nice thing is once it’s been promoted, this prospect will then be a customer and then they’re going to be linked. And once they’re linked, you’re going to see an inquiry tab show up. It’s going to allow you to look at other accounting documents, and it’ll show up right here between documents and this ERP Toolbox.
Let’s look at an actual customer that’s already in our system. I’m going to look for American Business Futures, and when I pull them up, I can see that they are a customer. There’s all sorts of customer details about them here. And if I go over to this inquiries tab, I can see additional information as well.
I can pull up customer inquiry. And what this does is it pulls up the Sage 100 Customer Inquiry screen. I can see all sorts of details. As a sales rep, I can see if they’re on credit hold, what their credit limit is. I can see age receivables. If they owe us a lot of money and how late that is I can go and look at outstanding invoices payments. I can see sales orders.
A very common thing that happens is a customer calls up and says, “What’s going on with order number 153?” I can come in here and pull that order up and I can go over the line items and I can say, “Oh, well this hasn’t been shipped yet because some of the items are in back order. Our policy is not to ship until everything is in. Do you want me to do a partial shipment?” And I can quickly help that customer out and get them on their way.
It’s a huge advantage. I don’t need to put them on hold. I don’t need to go connect with my accounting department. I could get them on their way and help them out and satisfy their requests at any time.
That’s essentially what you can do with this screen. And this works exactly as you’d imagine this is exactly the Sage 100 Customer Inquiry screen. Anything that you do over there, you can do in here.
There’s some other reports here, as well. These are really different ways to look at the customer inquiry data. You can see sales orders, invoices, open RMAs, et cetera. You’ve got a real breadth and depth of information that you can pull up as a CRM user.
This gives the access to the accounting data to all your people that you see around for all the functions that CRM are used for. In here, this is the natural place where I track follow-ups, phone calls. If a customer does call inquiring about a back order, I can record a phone call about that, to make sure that we’re all aware that that customer is not happy. We can start to track those kinds of metrics as well.
Remote sales and phone access options
That’s the basics of how the Sage 100 and Sage CRM integration work. Some quick notes here, though.
Some of these screens where they pop up the Sage 100 screen you need to understand that this is actually pulling up the Sage 100 screen, and this is a Windows-based screening.
One of the common questions we get is, will this work for my remote salespeople or on my phones? The short answer is it will not work. Anything that’s this Windows-based screen will not run on an Android or iOS device.
What you can do is use a Windows laptop using a VPN to pull up the screens on the remote network, or you can look at the advanced integration from Greytrix.
The other thing that we’ve done is we’ve helped our customers with this program called the ERP Toolbox. We’ve replicated a lot of the forms with web-based forms. And that way you can see sales orders, invoices, products purchase, top 10 products of your customers without having to pop up a Sage 100 screen.
If you want more information, please schedule a call below.
It’s important to note that for most of the customers we’ve helped, the out-of-the-box functionality is perfectly fine. But if it’s not fine for you, we can help you find a better option to get you on your way successfully.
What can Sage CRM do for your business?
Hopefully that gives you a good, high-level sense of how Sage CRM can help you.
Would you like to learn more about whether Sage CRM would be a good fit for your business?
Peter Wolf is the president and founder of Azamba. He has spent the last 18 years focused on helping small and medium-sized businesses become more profitable through effective and efficient usage of CRM.
His passion is blending the promise of CRM with the realities of business needs to create successful outcomes.