Create Purchase Order from Sales Order
The quote is created in SYSPRO and when the quote is accepted the sales order is created from the quote confirmation. It would be really neat to immediately create a Purchase Order which looks exactly like the Sales Order as they would order all the parts (stocked) on one Purchase Order from their supplier.
SYSPRO only allows the creation of non-stocked Purchase Orders from the Quote confirmation and you have to go into Back Order Review to create a Purchase Order one line at a time.
Even when entering Sales Orders from scratch, you can create a new Purchase Order for the Sales Order line or add to an existing Purchase Order but this is still done line by line.
This program runs from within SYSPRO and prompts for the following information and makes the following assumptions:
- Supplier number is entered or browsed on to select.
- Costs: The Suppliers contract price per stock code is used
- Delivery date: Allow to enter delivery date for the Purchase Order. Auto apply delivery date of Purchase Order to each line.
This process could run from a SYSPRO trigger and make the following assumptions:
- Default the Supplier value to all lines based on the first Sales Order line’s stock code.
- Default delivery date to current date.
Enable Bank For EFT
EFT payments required – Accounts Payable and Cashbook EFT payments are Bank driven and the associated beneficiaries need to be linked to a Bank that has been activated for EFT payments.
Bank – A valid SYSPRO bank code that is linked to EFT suppliers/beneficiaries.
Bank format – A valid bank format is required to be entered and it will be validated against the existing BTS formats available. A browse button is available which will provide a list box to display the payment options available to the user. The user must select the banking facility that they are currently with.
Account name – The Name of Account with the bank.
Account number – This is the Company’s Bank account number.(Not required for USA)
Branch number – This is the Company’s Bank branch number. (Not required for all financial institutions)
Bank output file – Options available:
· Unique file name
· Same file name
· User-defined file name
Bank format – A valid bank format is required to be selected and it will be validated against the existing BTS formats available. A browse button is available which will provide a list box to display the payment options available to the user. The user must select the banking facility that they are currently using.
Flag Supplier As EFT
AP Supplier Maintenance – option in the “General Details” window to indicate whether a Supplier will be paid via EFT. To enable EFT payments for a supplier the ‘EFT payments required’ option needs to be ticked. This option will only be enabled if the Supplier is linked to an EFT enabled SYSPRO Bank
EFT Supplier Banking Report
List of EFT Suppliers – A report is produced listing all EFT suppliers from the AP module and beneficiaries from the CB module with their banking details. A selection can be made by Bank. This report will only print banking details pertaining to the bank format for the supplier/beneficiary. Eg. If the bank format is pre-format then only the credit line numbers will be displayed.
Setup trigger points (Current company) – This option is a very IMPORTANT step to run and failure to do so will result in no bank file being created during an EFT run. This option will set up two BTS programs at various trigger points in SYSPRO that will validate banking details accordingly and automatically create a bank file during an EFT run.
Use with confidence
Please click on the SYSPRO Version you are running for More Information and/or To Download.
As each of the Source IT packages shares the same configuration procedure (SITINI), each package installation and configuration needs to be handled separately.
For each package being installed, place the downloaded package executable into the SYSPRO\base\upgrade folder, login to SYSPRO as a SYSPRO Administrator and allow for server update to take place, log back in and run the configuration program (SITINI).
NOTE: The configuration program (SITINI) will only process the last package installation file updated onto the server.
Upgrading multiple Source IT packages to a newer SYSPRO version when they originally existed in the previous SYSPRO version does not require the configuration program (SITINI) to be run and the server update may be actioned using multiple package executables simultaneously by loading all of them into the SYSPRO\base\upgrade folder on the server and logging in as a SYSPRO Administrator .
Our packaged products include a 30 day test license allowing for them to be installed in SYSPRO and used to determine whether the included functionality is adequate.
Note that our MAN product test licenses are limited to a single code or single merge.
If extension license codes are required to complete testing, feel free to contact us to arrange associated licenses.
This is encountered in the following circumstances:
- SYSPRO upgraded to new version
- SYSPRO server was reloaded after hardware upgrade or failure
Irrespective of the reason for the missing menu structure, it is always a better idea to run through the BTS update and configuration process as defined in the associated BTS installation document.
Once the current BTS programs and files are loaded onto the SYSPRO server, by running the Source IT initialisation routine, SITINI, selecting the “Create or remove menu” option and selecting the “OK” button will add the BTS menu structure into the SYSPRO main menu.
+ SYSPRO has detected a non-recoverable run time system error on the server and will shutdown immediately
Further information usually displayed along with this message:
Message number : 173
Message : Called program file not found in drive/directory
This information has been output to a log on your server with the file name: settings\”username”_RTS_ERROR.TXT (“username” will show the SYSPRO user name)
This message has been encountered predominantly during the upgrading of SYSPRO versions and mostly with our triggered BTS product.
In these cases, the new version of SYSPRO has been installed in a new folder on the SYSPRO server and the original trigger BTS trigger points are addressing the BTS programs in the original folder location.
Simply manually remove all of the BTS trigger points and run the Source IT SITINI program and select to add the Trigger Points ONLY.
See HERE for more details regarding trigger configuration for BTS.
The BTS product allows for the associated Banking Institutions format to be linked to the relative SYSPRO Bank.
A list screen as below allows for the correct format to be selected.
The following BTS Bank formats are available per banking institution.
- Business Integrator
- NetBank Secure
First National Bank:
- AiDPS Swazi
- CITI Preformat
JP Morgan Bank:
- Global ACH GDFF
- FTI GMT
- Local Payment
Standard Chartered Bank:
Kenya Commercial Bank:
- KCB Quickpay
Commercial bank of Africa:
- Trade Payments CSV
ABN Amro Bank:
- BSI VDB
Fihrst Management Systems:
- BCI(Banco Comercial)
- Direct Entry Payments
HSBC Bank India:
This process deals with SYSPRO 7 upgrades for clients on Nedbank NETBANK SECURE format who merely run the conversion process and do not capture anything new using the BTS Bank Maintenance programs.
The client is upgrading to SYSPRO 7.
Their bank format is Netbank Secure
They have a TEST SERVER at the moment and have installed SYSPRO 7 and BTS on this test server.
They ran the conversion process for BTS and process was successful.
The SYSPRO user who is doing the upgrade is not the user who normally runs BTS.
This process is happening on a different server to their live SYSPRO as they are testing.
This is the error encountered indicating that the SEED KEY is incorrect or missing:
The DLL will not automatically register as this is an UPGRADE and the generic conversion program just runs. Also it is pointless to register the DLL at this point as the administrator will not be running BTS in the future.
The seed key was correct and not missing from BTS however the DLL was not installed as this was a conversion that just converts the files into the SYSPRO 7 format.
The client was requested to perform the following to register the DLL which resolved the problem and generated the encryption key into the footer record. This encryption key is generated by a DLL file that gets installed automatically onto the CLIENT machine that runs BTS.
Run the BTS Bank Maintenance program where the Netbank Secure format was selected and modify something (for example, remove the last character of the Account name and type it back in) which will invoke the SAVE key and click on SAVE.
Once SAVE has been selected it will register the DLL file. This needs to be done on ALL client machines that run BTS.
If security is high on a certain client machine it will give you an error saying it cannot register the DLL.
The BTS installation manual (see Netbank Secure Format Procedure) explains how to register this DLL manually for problematic client machines.
Once completed, re-extract the EFT batch and the encryption key will then be present on the trailer record.
When importing a BTS file into the FNB BANKIT system, an error is returned indicating “HASH NOT MATCHED”.
This message may be encountered if the “Encryption required” option has NOT been selected in the BTS Bank Maintenance screen as per the below image.
Check this “Encryption required” option, save the change and perform an EFT Re-extraction to generate a new BTS file to import into the BANKIT software.
Whether licensing any of the Source IT packaged products or bespoke development, the license entry is to be done for each SYSPRO company as required.
Select the Source IT license option based on the process being relicensed (see the highlighted options indicated below)
NOTE: If the Source IT product menu option does not exist on your Program List, see this FAQ.
The license information is entered into the Source IT License Control screen as per image below.
NOTE: As of August 2016, the is a new “V1” license version as per the representation in the title bar. This “V1” representation will also be visible on the Source IT license report.
Expiry date – enter the license expiry date as per the Source IT license report. To ensure correct date format, make use of the date browser to select the expiry date.
New Code – enter the license code as issued by the Source IT offices.
Ignore warnings – make sure that this checkbox is unticked. This will ensure that the expiry warning message will be displayed in the month of expiry.
Evaluation License – only tick this checkbox when the Source IT license report indicates that the license is an evaluation license.
Save – will validate the entered values and verify if the license code is valid for the expiry date based on specifics pertaining to the SYSPRO registered company currently logged into. If deemed valid, the information will be stored as entered.
Close – will exit the program without validating the information on the screen. If the “Ignore warnings” checkbox status was modified, the new setting will be applied to the license validation process in the future.
The license process is written to provide a warning message each time it is run in the expiry month indicating the number of days until the license expires as per below figure. This functionality is deactivated by ticking the “Ignore warnings” option on the above License Control screen.
When setting up Netbank “pre-format” and you get th “Import batch – error” message as per this image:
Using the CSV template (using beneficiary reference number) option as per the highlighted option the image below has been represented as correct.
+ Trigger Programs for Accounts Payable Supplier Maintenance and/or Cashbook Beneficiary Maintenance are not working
If you are on SYSPRO 6.0 SP2 onwards and you were using BTS on a prior version of SYSPRO, the program names for AP and CB supplier maintenance have changed and that is the reason the triggers are not working. The SITINI program will add the new program names to your system then you need to do the following:
Manually remove all 7 BTS trigger entries:
-Run Source IT setup program (SITINI) again and select “Setup trigger points(Current company)” and “OK” to setup the trigger points correctly.
NOTE: This process needs to be repeated in each separate SYSPRO company that uses BTS.
+ When saving an EFT supplier or trying to do an EFT extract the following message is displayed “Program not found(or program corrupted” – Program name IMPTRR.int”
This error means that the trigger program BTTSVL or BTTCAL could not be found in the directory specified in the trigger process. Usually this error occurs if you have changed the directory for the SYSPRO installation and have not maintained the triggers for this directory change. You need to maintain the triggers within SYSPRO and deactivate the relevant ones by un-ticking them. The following triggers need to be removed:
A/P Supplier Maintenance – All 3 of them
EFT Beneficiary Maintenance – All 3 of them
EFT Payment Extract
Run Source IT setup program (SITINI) again and select “Setup trigger points(Current company)” and “OK” to setup the trigger points correctly.
NOTE: This process needs to be repeated in each separate SYSPRO company that uses BTS.
a) Triggers are not set up and need to be set up for each company, unlike the first 3 options of the SITINI process which is recognized by all companies when run. In this scenario, run SITINI and tick option 5 only for the company that is not creating the bank file.
b) When suppliers details are incorrect i.e: incorrect banking details an error message appears: ‘Bank file will not be created as suppliers with invalid banking details were found. Please rectify as per the report and re-extract’ . In this scenario please read the validation report that will pinpoint the invalid suppliers and rectify the problems before trying to re-extract the batch again.
NOTE: The bank file will be named as per option selected by the user in the BTS configuration and will be placed in the directory that has been set up in the EFT Bank control program for that bank. If no directory has been set up, a validation error will be displayed and no bank file will be created. The user will need to set up the relevant directory and re-extract the batch. Every time a new batch is extracted or an existing batch is re-extracted a bank file will be created. The re-extract may be used if the supplier/beneficiary bank details were incorrect. The user may correct them in the relevant maintenance program and re-extract that particular batch. (Refer user manual : EFT Batch extract/re-extract process)
Make sure that you are uploading the BTS file and NOT the EFT XML file. If the extension of the file you are uploading is .XML then that is the wrong file. The BTS files generally have a .IMP extension with an exception of a few that could have a .CSV or .TXT extension.
+ Subsequent to a SYSPRO EFT extract, multiple Source IT BTS output files are created for the same extract
BTS has been loaded twice and the associated triggers have been setup more than once.
Either simply maintain the triggers within SYSPRO and deactivate the relevant ones by un-ticking them. The following triggers need to be removed:
A/P Supplier Maintenance – All 3 of them
EFT Beneficiary Maintenance – All 3 of them
EFT Payment Extract
Or alternatively modify each trigger point and remove the duplicate program entry.
+ When installing a Source IT product and you get a message, ‘SITCUS.IMP’ cannot be found please copy into CUSPROG folder
When running SITINI, do not tick the 4th block: “ Create or remove entries in CUSTOM.IMP”
+ BTS Validation screen appears notifying ‘The BTSNEDHash.dll object could not be registered on this machine!’
Normally this error is permissions on the client computer. The program does the following:
1. It copies the BTSNEDHash.dll file from the SERVER SYSPRO60\BASE directory to the CLIENT SYSPRO60\BASE directory (so they need permissions on the client BASE for a copy)
2. It then creates a directory called BTSNED on the CLIENT within the BASE directory (so they need permissions to create a directory)
3. It then copies BTSNEDHash.dll from the CLIENT SYSPRO60\BASE to CLIENT SYSPRO60\BASE\BTSNED (so they need permissions for that copy)
4. It then runs a process to REGISTER the DLL file into the registry (so they need permissions for that as well)
We are not certain of the specifics pertaining to each site to correctly configure the permissions but an administrator of the network needs to check that all is in order.
Alternatively, there is a manual way to do this process. Refer to BTS installation manual, page 22. You need to:
• create a directory called BTSNED within the BASE directory on the clientc
• Copy BTSNEDHash.dll to both BASE and BASE\BTSNED on the client machine from the SERVER BASE.
• run a DOS SESSION on the CLIENT MACHINE and follow the steps as defined in the BTS Installation Manual.
NB. Command prompt, even though you logged in as an administrator, needs to be ‘Run as administrator’, So right click on Command Prompt (under your accessories list) and select ‘Run as administrator ’ The DOS SESSION must be ‘Run as administrator ’
+ When server is lost and BTS is being re-installed and the BTS validation screen appears notifying ‘The file path in EFTCTL does not exist or you may not have permissions to this directory’
You are missing the path in the EFT module that you would want the SYSPRO XML file to be output to. Our BTS module uses this path to create the bank import file. It is mentioned in our BTS user manual
+ Error copying message received: “There was a problem copying SITMEN.IMP from the programs directory to the customs program directory.Please check the relevant permissions and try again”
When you run the Source IT initialisation setup program (SITINI) process to setup menus etc. the routine attempts to copy the SITMEN.IMP file (and other .IMP files) into the folder you specified in the Custom programs folder
This usually relates to 1 of 2 problems:
- The SITMEN.IMP file is not in the program folder (put installation executable in SYSPRO60\base\upgrade folder and allow update)
- The folder specified in the system setup as per the screen image below has an issue (incorrect naming, permissions etc)
+ Running SYSPRO 6.1 SP1 and encounters “random characters” in the Source IT License “System:” field and a message “License Code is Invalid” are displayed when trying to license
This particular license issue (random characters in “System:” code field) relates to the fact that for SYSPRO 6.1 SP1, we needed to make licensing modifications to our products to accommodate the SYSPRO APP Store licensing. Please FIRST DOWNLOAD the latest version of BTS (make reference to BTS installation manual) and ensure that client is on minimum PORT 007 of SYSPRO 6.1 SP1, ALSO ensure the BTS triggers are pointing to the current version of the trigger programs and that the SYSPRO 6.1 SP1 installation has been installed in a new folder location (BTS triggers MUST NOT point to the old version of the trigger programs on SYSPRO 6.1 that client was running). To automatically correct trigger entries, manually remove the associated triggers and run SITINI program to setup triggers correctly.
Usually encountered when the customer is using one of the MAN products which has the new license solution.
+ When upgrading from SYSPRO 6.1 SP1 and encounters “no characters” in the Source IT License “System:” field and a message “License Code is Invalid” is displayed when trying to license when relicensing directly from SYSPRO menu
On attempt to relicense BTS, SYSPRO will advise that an upgrade is required, proceed with the upgrade as the process has picked up that the latest version of files for BTS is required and this takes place by a ‘self-healing’ upgrade process where the old files are replaced with newer files as required and the triggers for BTS is also created correctly.
1. Always ensure that the latest BTS product has been installed
2. Do not run the “SIT001” program directly but rather run the BTS re-license program “BTPLIC”