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Many companies want to work with or share their information in Sage in spreadsheets. Examples include:
▪AR Aging spreadsheets
▪Job Cost Breakdown
▪AP Cash Flow
▪Vendor Insurance
▪Employee PTO Balances
MyAssistant can generate & send clean, easy-to-read spreadsheets of Sage information using Spreadsheet Templates. A Spreadsheet Template on a Task determines the content (ex: what columns of information are displayed for each row) and layout of any emailed spreadsheets, ensuring a consistent appearance regardless of how many items (ex: Jobs) appear. MyAssistant includes several customizable prebuilt Tasks already set up to send spreadsheets; you can also create your own.
How it Works
The following takes place when a Task sends a spreadsheet:
1.MyAssistant looks in Sage to build a list of items you choose. These will be the items that appear once on each row of your spreadsheet. Examples include:
▪Cost Codes
▪Employees
▪Vendors
▪AR Invoices
▪Service Management Agreements
2.The list is filtered to only items that meet the Condition's criteria. The items that remain are called Notifications. Examples include:
▪AR Invoices with an open balance
▪Cost Codes over-budget by $500 or more
▪Employees who have taken more PTO than they've accrued
▪Vendors with insurance that is missing, expired or expiring in the next 30 days
3.MyAssistant identifies who should receive each Notification
4.MyAssistant creates a separate email for each recipient
5.One spreadsheet is created for each email by applying its Notifications to the Spreadsheet Template
6.Each recipient is emailed their spreadsheet
How to Send a Spreadsheet
You'll select the following to set up a Task to send a spreadsheet:
▪What information to look for in Sage that will appear on each row of your spreadsheet
▪Criteria to filter your spreadsheet rows to only items that need to be sent
▪Who should receive a spreadsheet
▪The columns and formatting of all emailed spreadsheets (i.e. the design of the Spreadsheet Template)
Many prebuilt Tasks are already set up to send spreadsheets -- click here for how to use prebuilt Tasks. Perform the following to create a new Task to send a spreadsheet (with links to more detailed steps):
1.Create a New Task: Click the "New" button in the main MyAssistant window
2.Choose What to Send: Select "Spreadsheet" in the first field of the What to Send step, then pick what you want to send a spreadsheet of in the next. This will determine what prints on each row of your spreadsheet. For Example:
▪Select "AP Invoice" to send a spreadsheet of AP Invoices
▪Select "PR Employee" to send a spreadsheet of Employees
▪Select "JC Cost Code" to send a spreadsheet of Cost Codes
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Tip: Click here for a table reviewing the different records where Sage stores information, based on where you enter or work with it in Sage.
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3.Choose How to Filter Your Spreadsheet: Select a prebuilt Condition to filter your spreadsheet's rows on an existing criteria, or choose create a new one. Examples of prebuilt Conditions include:
▪AR Invoices with an open balance (job related)
▪JC Cost Codes over-budget by specified amount
▪AP Payments made for Jobs in the last 30 days
4.Set Your Filters: Create or customize the criteria in the Condition step to ensure the spreadsheet is filtered to only the items you want. Examples of Condition criteria include:
▪The "Amount" on an AP Invoice does not equal its "Amount Paid"
▪The "Status" on a JC Job is not "Closed"
▪A Cash Receipt was entered in Sage in the last seven days
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Tip: Click the "Preview" button at any time in the Condition step to see what information in Sage meets your Condition's current criteria.
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5.Choose How Often to Check Sage: Add a Schedule to set when the Task should automatically check Sage for information needs to be sent. If a Task runs and no Sage information meets the Condition's criteria, no emails are sent.
6.Create the Spreadsheet Template: Choose what columns should appear in the spreadsheet by adding and/or removing Sage fields to the Notification List Builder section in the Email step. Next, create the template by clicking Spreadsheet Template and selecting "Use Notification List".
7.Identify Who Should Receive a Spreadsheet: Enter the recipients that should be emailed. An Email Directory can be used to send each recipient a spreadsheet of only their items (for example: send each Project Manager a spreadsheet of only their Jobs).
8.Finish setting up the Task: Confirm the settings in the Task Options step and finish Task Setup
Related Links
Task Setup
What to Send - Send a Spreadsheet
Conditions
Email a Spreadsheet
Recipients
Email Directories
Spreadsheet Templates
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