Rms Integration

Microsoft Dynamics GP Release 10.
Integration Guide
For Microsoft Retail Management System Headquarters
Copyright
Copyright 2007 Microsoft Corporation. All rights reserved.

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Publication date
March 2007
Contents
Introduction ............................................................................................................................................... 1
Whats in this manual...................................................................................................................................1
Symbols and conventions ............................................................................................................................2
Online help.....................................................................................................................................................2
Send us your documentation comments ...................................................................................................2
Chapter 1: Microsoft RMS Headquarters integration installation .......... 3

Software requirements .................................................................................................................................3
Installing the Microsoft RMS Headquarters integration.........................................................................3
Upgrading from Release 8.0 or 9.0 Microsoft RMS Headquarters integration software....................4
Linking to the Microsoft RMS Headquarters data server.......................................................................4
Chapter 2: Microsoft RMS Headquarters integration setup

and configuration ................................................................................................................................. 9
Accounts mapping......................................................................................................................................10
Inventory mapping.....................................................................................................................................12
Tax mapping ................................................................................................................................................14
Defaults mapping .......................................................................................................................................15
Chapter 3: Importing Microsoft RMS data to Microsoft Dynamics GP 17

General import concepts............................................................................................................................17
Importing customer records......................................................................................................................18
Importing vendor records..........................................................................................................................19
Importing item records ..............................................................................................................................20
Importing General Ledger transactions ..................................................................................................21
Importing purchase orders ........................................................................................................................21
Importing sales documents .......................................................................................................................22
Index .............................................................................................................................................................. 25
R M S H EA DQ U A R T E R S I N T E G R A T I O N
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I N T E G R A T I O N
Introduction
The Microsoft Retail Management System Headquarters integration for Microsoft
Dynamics GP gives you the ability to import data from Microsoft Retail
Management System (RMS) Headquarters 2.0 or 1.3 into Microsoft Dynamics GP
Release 10.0.
Information imported
Details
Inventory item records
The integration doesnt synchronize item quantities between

Headquarters and Microsoft Dynamics GP. Inventory
valuation is maintained in Microsoft Dynamics GP through
transaction imports into Receivables Management, Purchase
Order Processing, and General Ledger, while the actual on
hand quantities of items are maintained in Headquarters.
Customer records
Vendor records
General ledger transactions
Limited to over/short amounts (by batch); point-of-sale cash

payouts (by batch); and inventory adjustments.
Sale and order transactions
Imported into the Receivables Management module.
Accounts receivable and deposit

transaction apply information
Imported into the Receivables Management module.
Purchase orders and receivings,

Imported into the Purchase Order Processing module.
both closed and partially received
The Microsoft RMS Headquarters integration software provides convenient tools to

map data elements in Microsoft RMS Headquarters to their equivalents in Microsoft
Dynamics GP, and to specify default values where no direct equivalents exist.
To prevent duplicate records from being imported, an import log tracks the data
you import.
For each import, a report is generated, detailing what was imported and listing any
records that failed to import, along with the reason why the record failed to import.
This introduction includes the following sections:
Whats in this manual

Symbols and conventions
Online help
Send us your documentation comments
Whats in this manual

The following topics are discussed:
Chapter 1, Microsoft RMS Headquarters integration installation, lists

software requirements and describes how to install the Microsoft RMS
Headquarters integration software or upgrade from previous releases of the
Microsoft RMS Headquarters integration software. It also describes how to set
up links to the Microsoft SQL Server database containing Microsoft RMS
Headquarters data.
Chapter 2, Microsoft RMS Headquarters integration setup and configuration,

describes how to set up the integration by mapping Microsoft RMS
Headquarters data elements to equivalents in Microsoft Dynamics GP.
I N T R O D U C T I O N
Chapter 3, Importing Microsoft RMS data to Microsoft Dynamics GP,

describes how to run import routines and perform follow-up tasks in Microsoft
Dynamics GP, if necessary.
Symbols and conventions

This manual uses the following symbols to highlight specific types of information.
Symbol
Description
The light bulb symbol indicates helpful tips, shortcuts, and
suggestions.
The warning symbol indicates situations that you should be
especially aware of when completing tasks.
This manual uses the following conventions to refer to sections, navigation, and
other information.
Convention
Description
Additional resources
Italic type indicates the name of a section or procedure.
File > Print
The (>) symbol indicates a sequence of actions, such as

choosing items from a menu or toolbar. This example directs
you to go to the File menu and choose Print.
TAB or ENTER
Small capital letters indicate a key or a key sequence on the

keyboard.
Online help
You can access help for the Microsoft RMS Headquarters integration within
Microsoft Dynamics GP, when one of the Microsoft RMS Headquarters integration
windows is displayed.
Choose Help > Contents to display a list of topics.
Choose Help > Index to display a list of index keywords.
Choose Help > About this window, press F1, or click the Help button to
display help for the window thats currently displayed.
Send us your documentation comments

We welcome comments regarding the usefulness of the Microsoft Dynamics GP
documentation. If you have specific suggestions or find any errors in this manual,
send your comments by e-mail to the following address: bizdoc@microsoft.com.
To send comments about specific topics from within Help, click the Documentation
Feedback link, which is located at the bottom of each Help topic.
Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use
them freely.
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H E A D Q U A R T ER S
I N TE G R A T I O N
Chapter 1:
Microsoft RMS Headquarters

integration installation
This portion of the documentation describes system requirements; how to install the
Release 10.0 Microsoft RMS Headquarters integration or upgrade from the Release
8.0 or 9.0 Microsoft RMS Headquarters integration; and how to set up a linked
server so that a Microsoft Dynamics GP user can access Microsoft RMS
Headquarters data. Information is divided into the following sections:
Software requirements
Installing the Microsoft RMS Headquarters integration
Upgrading from Release 8.0 or 9.0 Microsoft RMS Headquarters integration software
Linking to the Microsoft RMS Headquarters data server
Software requirements
The following software components and versions are required to run the Microsoft
RMS Headquarters integration.
Microsoft Dynamics GP Release 10.0, running on Microsoft SQL Server 2000 or

2005. Microsoft Dynamics GP must be running on the same version of SQL
Server as Microsoft RMS Headquarters.
The following Microsoft Dynamics GP modules registered: System Manager,

General Ledger, Receivables Management, Purchase Order Processing, Bank
Reconciliation, and Inventory Control.
Microsoft Retail Management System (RMS) Headquarters 1.3 or 2.0.
Installing the Microsoft RMS Headquarters integration

The Microsoft RMS Headquarters integration is a feature that you can select when
installing Microsoft Dynamics GP from CD1. You should install the Microsoft RMS
Headquarters integration feature on the Microsoft Dynamics GP server computer,
and on any Microsoft Dynamics GP client computers that you want to run the
integration from. You should install the Microsoft RMS Headquarters integration on
the Microsoft Dynamics GP server computer first.
Refer to the Installation Instructions manual for descriptions of how to install,
remove, or repair features.
After you have installed the Microsoft RMS Integration feature, you must set up a
linked server. For instructions, see Linking to the Microsoft RMS Headquarters data
server on page 4.
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I N S TA LL AT I O N
Upgrading from Release 8.0 or 9.0 Microsoft RMS

Headquarters integration software
If you have been using one of the following releases of the Microsoft RMS
Headquarters Integration, you can upgrade to the Release 10.0 Microsoft RMS
Headquarters integration. Upgrading preserves your existing integration setup
information.
Microsoft Business SolutionsGreat Plains Release 8.0, with the Release 8.0
Microsoft RMS Headquarters integration that first became available in October,
2005.
Microsoft Dynamics GP Release 9.0, with any version of the Release 9.0
Microsoft RMS Headquarters integration.
Refer to the Upgrade Instructions manual for descriptions of how to upgrade

Release 8.0 and 9.0 software to Release 10.0.
Linking to the Microsoft RMS Headquarters data server

In order for Microsoft Dynamics GP to have access to Microsoft RMS Headquarters
data, you must set up a linked server. A linked server allows SQL Server to run
commands against OLE DB data sources on different servers. It also supplies logon
information so that a Microsoft Dynamics GP user can access Microsoft RMS
Headquarters data. Use the appropriate procedure for the version of SQL Server
that you are using.
To create a linked server using SQL Server 2000:
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1.
From the Windows Start menu on the computer running SQL Server 2000, start
SQL Server Enterprise Manager.
2.
Expand the Microsoft Dynamics GP server group, and expand the Security
group.
3.
Right-click Linked Servers, and click New Linked Server. The Linked Server
Properties window opens.
4.
Click the General tab. In the Linked server box, specify a name for the
Microsoft RMS Headquarters linked server. You will reference this name when
configuring the integration in Chapter 2, Microsoft RMS Headquarters
integration setup and configuration.
5.
Under Server type, select Other data source.
6.
In the Provider name list, select Microsoft OLE DB Provider for SQL Server.
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7.
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In the Data source field, enter the name of your Microsoft RMS Headquarters
server.
The data source name is the name of the SQL server instance, not the machine name.
When you have finished, the window should look similar to the following
illustration:
8.
Click the Security tab.
9.
In the Local Login field, enter or select a Microsoft Dynamics GP user that will
need access to run the Microsoft RMS Headquarters integration.
10. In the Remote User field, enter a Microsoft RMS Headquarters user to which
the Microsoft Dynamics GP user will be mapped in order to access the
Microsoft RMS Headquarters data. The remote user only requires read access.
If no specific SQL users have been created, use the sa user and password for the
Microsoft RMS Headquarters database.
11. In the Remote Password field, enter the password of the Microsoft RMS
Headquarters user.
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12. Select Be made using the logins current security context. This will use the
current logins credentials to log into the Microsoft RMS Headquarters server.
The window should look similar to the following illustration:
13. Click OK to create the new linked server.
To create a linked server using SQL Server 2005:
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1.
From the Windows Start menu on the computer running SQL Server 2005, start
SQL Server Management Studio.
2.
Select Database Engine as the Server Type, select the server name, select the
appropriate authentication type, and enter your login name and password.
Click Connect.
3.
In the Object Explorer pane, expand the Server Objects group.
4.
Right-click Linked Servers, and choose New Linked Server. The New Linked
Server window opens.
5.
Display the General page. In the Linked server box, specify a name for the
Microsoft RMS Headquarters linked server. You will reference this name when
configuring the integration in Chapter 2, Microsoft RMS Headquarters
integration setup and configuration.
6.
Under Server type, select Other data source.
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7.
In the Provider name list, select Microsoft OLE DB Provider for SQL Server.
8.
In the Product name field, enter the name of your Microsoft RMS Headquarters
database.
9.
In the Data source field, enter the name of your Microsoft RMS Headquarters
server.
The data source name is the name of the SQL server instance, not the machine name.
When you have finished, the window should look similar to the following
illustration:
10. Display the Security page.

11. In the Local Login field, enter or select a Microsoft Dynamics GP user that will
need access to run the Microsoft RMS Headquarters integration.
12. In the Remote User field, enter a Microsoft RMS Headquarters user to which
the Microsoft Dynamics GP user will be mapped in order to access the
Microsoft RMS Headquarters data. The remote user only requires read access.
If no specific SQL users have been created, use the sa user and password for the
Microsoft RMS Headquarters database.
13. In the Remote Password field, enter the password of the Microsoft RMS
Headquarters user.
14. Click Add.
15. Select Be made using the logins current security context. This will use the
current logins credentials to log into the Microsoft RMS Headquarters server.
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The window should look similar to the following illustration:
16. Click OK to create the new linked server.
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Chapter 2:
Microsoft RMS Headquarters

integration setup and configuration
Before you can import data from Microsoft RMS Headquarters to Microsoft
Dynamics GP, you need to use the RMS Integration Setup window to map
Microsoft RMS Headquarters data elements to the appropriate equivalents in
Microsoft Dynamics GP.
No special setup is required in Microsoft RMS Headquarters.
To import data from Microsoft RMS Headquarters to Microsoft Dynamics GP, you must
specify a functional currency in Microsoft Dynamics GP for the companies that youre
importing data to. You must use the Multicurrency Access window (Microsoft Dynamics
GP menu > Tools > Setup > System > Multicurrency Access) to grant companies access
to the functional currency, and you must use the Multicurrency Setup window (Microsoft
Dynamics GP menu > Tools > Setup > Financial > Multicurrency) to specify the
functional currency for the companies.
While working in the RMS Integration Setup window, note the following issues:
Settings are stored as you enter them. You do not need to explicitly save them.
If you add new departments, tenders, stores, or taxes in Microsoft RMS

Headquarters, those additions will appear in the RMS Integration Setup
window the next time you open it. However, the window doesnt flag new
departments, tenders, stores, or taxes, and you must remember to map them to
Microsoft Dynamics GP equivalents, or subsequent imports may fail.
1.
Start Microsoft Dynamics GP and open the RMS Integration Setup window.
Microsoft Dynamics GP menu > Tools > Setup > Retail Management > RMS
Integration Setup
CHAPTER 2
MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION
2.
Specify the Microsoft RMS Headquarters linked server and database. The
configuration settings you make only apply to this linked server and database
combination. If you select a different server or database, all the settings on the
Accounts, Inventory, and Tax tabs will be lost.
Server Select the linked SQL server that you set up in Linking to the Microsoft
RMS Headquarters data server on page 4.
HQ Database Select the Microsoft RMS Headquarters database that contains
the data to import to Microsoft Dynamics GP.
3.
Click the Accounts, Inventory, Tax, or Defaults tab to map the corresponding
type of data. The following sections describe settings on each tab.
4.
Accounts mapping
Inventory mapping
Tax mapping
Defaults mapping
When you have finished mapping data elements on all tabs, click OK to close
the window.
Accounts mapping
The Accounts tab of the RMS Integration Setup window lets you specify how
information will be mapped to the Microsoft Dynamics GP General Ledger chart of
accounts.
Mapping posting accounts

1.
In the RMS Integration Setup window, click the Accounts tab.
2.
Select an RMS Store Name. Posting accounts are mapped on a per-store basis.
Any previous settings will appear when you select a store name.
To save time, you can map accounts for one store, then copy the settings to other stores.
For more information, see Copying store account information on page 12.
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3.
Select a Microsoft Dynamics GP inventory Site ID that corresponds to the

Microsoft RMS Headquarters store that you selected.
If you have used Microsoft Dynamics GP Site Maintenance window to specify
an account segment for each site, the corresponding segment ID will be applied
to posting accounts for imported sales, purchase order and receipt transactions.
Only accounts associated with items (inventory, cost of goods sold, and sales)
will be affected.
The site ID will be applied to sales documents, purchase orders, and receipts.
4.
From the Transaction Type list, select a Microsoft RMS tender type or
transaction type.
For each type, you can map transaction amounts to one or more Microsoft
Dynamics GP posting accounts.
5.
Transaction type
Available posting accounts
Cash, Credit Card, Check, Gift Card,

Cash (Canadian), Corporate Credit Card,
Gift Certificate, or Coupon
Tender, Overages, Shortages, Layaway Deposits,

Work Order/Back Order Deposits
Store Account
Accounts Receivable
Food Stamp
Tender, Overages, Shortages
Payout
Tender, Payouts
Surcharge
Tender, Debit Surcharge, Cash Back Fee
Adjustments
Debit Adjustment, Credit Adjustment
Commissions
Commission Expense, Commission Payable
Freight
Freight
Deposit
Deposit Income, Deposit Offset
Click in the Accounts column of any posting account and either type an existing
Microsoft Dynamics GP account number or click the lookup button to select one
from a list.
Clicking the account expansion button opens the Account Entry window, where
you can select an account using an alias.
6.
If the appropriate account doesnt exist, click the Accounts link in the column
header to open the Account Maintenance window, where you can define and
save a new posting account.
You also can type a new account number in the Accounts column. When you
move to another line, a message will appear, and youll have the option to add
the new account. Click Add, then select the type of account you want to add.
The Account Maintenance window will open, and you can define the new
account.
7.
Continue to select or define Microsoft Dynamics GP posting accounts for all

Microsoft RMS tender types and transaction types.
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Copying store account information

If you have multiple Microsoft RMS stores and you want to use similar account
mapping for each, you can save time by copying account mappings from one store
to another.
1.
Using the Accounts tab of the RMS Integration Setup window, define account
mappings for the first store.
2.
Click Copy. The Copy Store Accounts window opens.
3.
Select an RMS Store Name from the list.
4.
Click OK to copy account mappings to the selected store.
5.
A confirmation message will appear. Click Continue.
6.
The Accounts tab of the RMS Integration Setup window displays the selected
stores account mappings. Make adjustments, as needed.
Inventory mapping
The Inventory tab of the RMS Integration Setup window lets you specify how RMS
department codes will be mapped to Microsoft Dynamics GP inventory item class
IDs.
When you import item information, the department the item belongs to will inherit
the attributes of the specified Microsoft Dynamics GP item class.
For example, you may want to track sales and cost of goods by department. You can
use the Microsoft Dynamics GP Item Class Accounts Setup window to assign
separate sales and cost of goods accounts for each item class. If an imported sales
document contains items from multiple Microsoft RMS departments, amounts
corresponding to each department would post to separate sets of accounts.
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When you first select the tab, it will display existing Microsoft RMS department
codes and descriptions defined in the Headquarters database that you select at the
top of the window.
1.
Click in the GP Item Class ID column of any Microsoft RMS department code
and either type an existing Microsoft Dynamics GP item class ID or click the
lookup button to select one from a list.
2.
If a suitable item class ID doesnt exist, type a new ID in the GP Item Class ID
column. When you move to another line, a message will appear, and youll have
the option to add the new class ID. Click Add. The Item Class Setup window
will open, and you can define and save a new ID.
For each new or existing item class you map to, be sure to specify the following
attributes:
Specify a default Unit of Measure Schedule in the Item Class Setup window.
Specify Inventory, Inventory Offset, Sales, and Cost of Goods Sold (COGS)
account numbers for the class in the Item Class Accounts Setup window.
(From the Item Class Setup window, click Accounts.)
Specify 3 as the Currency Decimals value for the functional currency in the
Item Class Currency Setup window. This setting matches how item costs
are stored in Headquarters. (From the Item Class Setup window, click
Currency; select the functional currency; set the Currency Decimals field to
3; and click Save.)
3.
Continue to select or define Microsoft Dynamics GP item class IDs until each
Microsoft RMS inventory department code is mapped.
4.
In the Microsoft Dynamics GP Item Class Setup window, define a default item
class by selecting the Default option for the appropriate item class. The default
item class will be used if an item imported from Microsoft RMS Headquarters
isnt assigned to a department, or if it is assigned to a department that you
havent yet mapped to an item class.
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Tax mapping
The Tax tab of the RMS Integration Setup window lets you specify how Microsoft
RMS tax codes will be mapped to Microsoft Dynamics GP tax detail IDs.
When you first select the tab, it will display existing Microsoft RMS tax codes and
descriptions defined in the Headquarters database that you select at the top of the
window.
1.
Select the method of taxation to use when sales documents are imported into
Microsoft Dynamics GP Receivables Management.
All imported transactions will use this taxation method, regardless of how individual
stores are configured in Microsoft RMS Headquarters.
2.
Click in the GP Tax Detail ID column of any Microsoft RMS tax code and either
type an existing Microsoft Dynamics GP tax detail ID or click the lookup button
to select one from a list.
All the Microsoft Dynamics GP tax detail IDs you map to must match the
method of taxation you selected in step 1. For example, if you selected Value
Added Tax (VAT) or Tax-Inclusive as the method of taxation, all the Microsoft
Dynamics GP tax detail IDs you map to must have the Based On field in the Tax
Detail Maintenance window set to Tax Included with Item Price.
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3.
If a suitable tax detail ID doesnt exist, type a new ID in the GP Tax Detail ID
column. When you move to another line, a message will appear, and youll have
the option to add the new tax detail. Click Yes. The Tax Detail Maintenance
window will open, and you can define and save a new ID.
4.
Continue to select or define Microsoft Dynamics GP tax detail IDs until each
Microsoft RMS tax code is mapped.
CHAPTER 2
Defaults mapping
The Defaults tab of the RMS Integration Setup window lets you specify default
values for types of information that are needed in Microsoft Dynamics GP but are
either not stored in Microsoft RMS Headquarters or might be missing from the
imported data.
Some additional settings also must be made in Microsoft Dynamics GP windows
before you can import records from Microsoft RMS Headquarters.
For each of the fields on the Defaults tab, type the name of an existing Microsoft
Dynamics GP record name or ID or click the lookup button to select one from a list.
To add new records if suitable ones dont already exist in Microsoft Dynamics GP,
type the new ID or name. When you move to another field, a message will appear,
and youll have the option to add the new record. Click Yes or Add to open a
window where you can define and save a new record.
1.
In the Checkbook ID field, enter or select the checkbook that imported cash
receipts will be applied to. The account assigned to the checkbook must be
active.
2.
In the Credit Card field, enter or select the credit card that imported credit card
transactions will be applied to.
Transactions imported from Microsoft RMS Headquarters do not identify specific credit
cards. We recommend that you define a credit card solely for imported Microsoft RMS
Headquarters transactions, such as RMS Credit Card. If you need to distribute credit
card amounts to separate card types, you can do so after you import transactions into
Microsoft Dynamics GP.
3.
In the Cash Customer ID field, enter or select the customer ID that imported
transactions will be applied to when customer information is missing in
Microsoft RMS Headquarters. Such information might be missing for one-time
cash customers, for example.
Customer information that exists in Microsoft RMS Headquarters but has not yet been
imported to Microsoft Dynamics GP will be imported automatically.
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4.
In the Purchasing Tax Detail ID field, enter or select the default tax detail ID to
use for imported purchasing transactions.
Purchase orders imported from Microsoft RMS Headquarters contain only a single tax
amount, which will be posted to the account that you specify for the selected tax detail
ID. To distribute tax amounts automatically to multiple accounts, use the Microsoft
Dynamics GP Tax Detail Maintenance window to specify an allocation account for this
tax detail ID.
5.
In the Temporary Vendor ID field, enter or select the vendor ID that imported
purchasing transactions will be applied to when vendor information is missing
in Microsoft RMS Headquarters. Such information might be missing for onetime vendors, for example.
Vendor information that exists in Microsoft RMS Headquarters but has not yet been
imported to Microsoft Dynamics GP will be imported automatically.
6.
Before importing Microsoft RMS Headquarters transactions, customer records,

vendor records, and item records, you must specify classes using the Microsoft
Dynamics GP Customer Class Setup, Vendor Class Setup, and Item Class Setup
windows.
If imported transactions reference a customer, vendor, or item ID that isnt
defined in Microsoft Dynamics GP, the missing information will be created
automatically using the appropriate default class defined in Microsoft
Dynamics GP.
7.
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For the default vendor class, be sure to specify an Accrued Purchases account,
using the Vendor Class Accounts Setup window. To display this window, click
Accounts in the Vendor Class Setup window.
Chapter 3:
Importing Microsoft RMS data to

Microsoft Dynamics GP
After you have specified import mappings, you can import various types of
Microsoft RMS Headquarters data into Microsoft Dynamics GP.
To import data from Microsoft RMS Headquarters to Microsoft Dynamics GP, you must
specify a functional currency in Microsoft Dynamics GP for the companies that youre
importing data to. You must use the Multicurrency Access window (Microsoft Dynamics
GP menu > Tools > Setup > System > Multicurrency Access) to grant companies access
to the functional currency, and you must use the Multicurrency Setup window (Microsoft
Dynamics GP menu > Tools > Setup > Financial > Multicurrency) to specify the
functional currency for the companies.
Information is divided into the following sections:
General import concepts

Importing customer records
Importing vendor records
Importing item records
Importing General Ledger transactions
Importing purchase orders
Importing sales documents
General import concepts

Before you can import the data, you must have completed integration setup using
the RMS Integration Setup window. For more information, see Chapter 2,
Microsoft RMS Headquarters integration setup and configuration.
You should import customer, vendor, and item records from Microsoft RMS
Headquarters before you import transactions that reference those records. If you
subsequently update the customer, vendor, or item records in Microsoft RMS
Headquarters, you can import them to Microsoft Dynamics GP again.
Before importing Microsoft RMS Headquarters transactions, you need to specify
default classes using the Microsoft Dynamics GP Customer Class Setup, Vendor
Class Setup, and Item Class Setup windows. If imported transactions reference a
customer, vendor, or item that isnt defined in Microsoft Dynamics GP, the missing
information will be created automatically using the appropriate default class
defined in Microsoft Dynamics GP. Class information also will be applied to all
imported customer, vendor, and item records.
If the Microsoft RMS Headquarters data is missing certain data elements, such as
the value of a required field in Microsoft Dynamics GP, the affected records will not
be imported. If the import report identifies any records that failed to be imported,
correct the error in Microsoft RMS Headquarters, and import them again.
Imported transactions are stored in batches identified by the source and the date,
for example RMS-(date). If you import again from the same source on the same date,
additional transactions will be appended to the existing batch for that date.
Import logs track all transactions imported into Microsoft Dynamics GP, and any
new records you import are compared to the appropriate log. This prevents you
from inadvertently importing duplicate transaction information. The logs are stored
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in your company database. If a log becomes corrupted, restore your most recent
company database backup.
The import logs do not track any records that you delete or modify after they have been
imported to Microsoft Dynamics GP. If you inadvertently delete or improperly modify
imported records, you will need to correct the errors in Microsoft Dynamics GP.
Importing customer records

Use the RMS Customer Import window to import customer records from Microsoft
RMS Headquarters to Microsoft Dynamics GP.
The Microsoft RMS Headquarters integration tracks which customer records have
been imported. By default, only the customer records that have not been imported
will appear in the RMS Customer Import window. To view previously imported
customer records, as well, select Show All Records, Including Previously
Imported, and click Redisplay.
You can import customer records that were previously imported. This may be
necessary, for example, if you update customer records in Microsoft RMS
Headquarters and want your Microsoft Dynamics GP records to reflect the changes.
When you import them again, only the fields stored in Microsoft RMS
Headquarters are updated.
In order to use this window, you must specify a default customer class using the Microsoft
Dynamics GP Customer Class Setup window
1.
Open the RMS Customer Import window.

Transactions > Retail Management > Customer Import
2.
Select the customer records to import from Microsoft RMS Headquarters. You
can click Mark All to select all customers or Unmark All to clear all selections.
If there are customers in the list that you do not want to import, such as
customers with whom you no longer do business, you can select them and click
Hide. The customers will be removed from the list and will not be displayed
again unless you select Show All Records, Including Previously Imported,
and click Redisplay.
3.
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Click Import. A Report Destination window appears. Select a destination and

click OK.
C H A P T E R
I M P O R T I N G
4.
M IC R O S O F T
R M S
D AT A
T O
M I C R O S O F T
D Y N A M I C S
G P
View the import report to see which customer records were imported
successfully, which failed to be imported, and the reasons why any records
were not imported.
Importing vendor records

Use the RMS Vendor Import window to import vendors (suppliers) from Microsoft
RMS Headquarters to Microsoft Dynamics GP.
The Microsoft RMS Headquarters integration tracks which vendor records have
been imported. By default, only the vendor records that have not been imported
will appear in the RMS Vendor Import window. To view previously imported
vendor records, as well, select Show All Records, Including Previously Imported,
and click Redisplay.
You can import vendor records that were previously imported. This may be
necessary, for example, if you update vendor records in Microsoft RMS
Headquarters and want your Microsoft Dynamics GP records to reflect the changes.
When you import them again, only the fields stored in Microsoft RMS
Headquarters are updated.
In order to use this window, you must specify a default vendor class using the Microsoft
Dynamics GP Vendor Class Setup window
1.
Open the RMS Vendor Import window.

Transactions > Retail Management > Vendor Import
2.
Select the vendor records to import from Microsoft RMS Headquarters. You can
click Mark All to select all vendors or Unmark All to clear all selections.
If there are vendors in the list that you do not want to import, such as vendors
with whom you no longer do business, select them and click Hide. The vendors
will be removed from the list and will be displayed again unless you select
Show All Records, Including Previously Imported, and click Redisplay.
3.

click OK.
4.
View the import report to see which vendor records were imported successfully,
which failed to be imported, and the reasons why any records were not
imported.
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Importing item records

Use the RMS Item Import window to import inventory item information.
The Microsoft RMS Headquarters integration tracks which item records have been
imported. By default, only the item records that have not been imported will appear
in the RMS Item Import window. To view previously imported item records, as
well, select Show All Records, Including Previously Imported, and click
Redisplay.
You can import item records that were previously imported. This may be necessary,
for example, if you update item records in Microsoft RMS Headquarters and want
your Microsoft Dynamics GP records to reflect the changes. When you import them
again, only the fields stored in Microsoft RMS Headquarters are updated.
In order to use this window, you must specify a default inventory item class using the
Microsoft Dynamics GP Item Class Setup window. For the import to succeed, you must
assign a Site ID for all stores, and for each item class you must assign a default Unit of
Measure Schedule and Inventory, Inventory Offset, Sales, and Cost of Goods Sold (COGS)
account numbers. For more information, see Accounts mapping on page 10 and Inventory
mapping on page 12.
1.
Open the RMS Item Import window.

Transactions > Retail Management > Item Import
2.
Select the item records to import from Microsoft RMS Headquarters. You can
click Mark All to select all items or Unmark All to clear all selections.
If there are items in the list that you do not want to import, such as inactive or
non-inventory items, you can select them and click Hide. The items will be
removed from the list and will not be displayed again unless you select Show
All Records, Including Previously Imported, and click Redisplay.
20
R M S
3.

click OK.
4.
View the import report to see which item records were imported successfully,
which failed to be imported, and the reasons why any records were not
imported.
C H A P T E R
I M P O R T I N G
M IC R O S O F T
R M S
D AT A
T O
M I C R O S O F T
D Y N A M I C S
G P
Importing General Ledger transactions

Use the RMS GL Import window to import general ledger transactions from
Microsoft RMS Headquarters to Microsoft Dynamics GP.
1.
Open the RMS General Ledger Import window.

Transactions > Retail Management > GL Import
2.
Specify a date range, if desired. If you dont specify a range, all transactions will
be imported.
3.
Mark Inventory Item Adjustments to include item adjustment transactions

from Microsoft RMS Headquarters.
You might want to unmark this option if you are importing beginning balance
transactions, for example.
4.

click OK.
5.
View the import report to see which transactions were imported successfully,
which failed to be imported, and the reasons why any transactions were not
imported.
6.
To post the imported batches to the general journal in Microsoft Dynamics GP,
choose Transactions > Financial > Series Post. Select the batches to post and
click Post.
Importing purchase orders

Use the RMS Purchase Order Import window to import both fully received (closed)
and partially received purchase orders. Information for partially received purchase
orders is imported on a per-line item basis.
1.
Open the RMS Purchase Order Import window.

Transactions > Retail Management > PO Import
21
C H A P T E R
2.
Specify a date range, if desired. If you dont specify a range, all purchase orders
will be imported.
3.

click OK.
4.
View the import report to see which purchase orders were imported
successfully, which failed to be imported, and the reasons why any purchase
orders were not imported.
5.
To view the imported purchase orders, choose Transactions > Purchasing >
Purchase Order Entry.
6.
To view the receipts for the imported purchase orders, choose Transactions >
Purchasing > Receivings Transaction Entry. Receipts imported from Microsoft
RMS Headquarters are identifiable by the batch ID, for example, RMS-7/18/
2005.
Select the receipts to post and click Post. A purchase order receipt must be
posted before an invoice can be created for that purchase order.
7.
To create an invoice for a posted receipt (such as when an invoice is received

from the supplier), choose Transactions > Purchasing > Enter/Match Invoices.
Fill in the appropriate information, and then click Post to post the new invoice.
Importing sales documents

Use the RMS Receivables Management Import window to import sales documents
and apply information into Microsoft Dynamics GP Receivables Management. You
should import and post sales documents first, then import apply information.
22
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1.
Open the RMS Receivables Management Import window.

Transactions > Retail Management > RM Import
2.
Select Sales Documents and specify a date range, if desired. If you dont specify
a range, all documents will be imported.
3.

click OK.
4.
View the import report to see which sales documents were imported
successfully, which failed to be imported, and the reasons why any documents
were not imported.
C H A P T E R
I M P O R T I N G
M IC R O S O F T
R M S
D AT A
T O
M I C R O S O F T
D Y N A M I C S
G P
5.
To view or modify the imported sales documents, choose Transactions >

Sales > Transaction Entry or Transactions > Sales > Cash Receipts. To post
individual documents, select a document and click Post.
6.
To post all documents in an imported batch, choose Transactions > Sales >
Series Post. Select the batches to post and click Post.
7.
Next, import apply information. This information applies payments, debits,

credits, and deposits to outstanding sales documents.
In the RMS Receivables Management Import window, select Apply Information
and specify the same date range as you did when you imported sales
documents.
8.

click OK.
9.
View the import report to see what apply information was imported
successfully, what failed to be imported, and the reasons why any apply
information was not imported.
10. If you need to apply documents manually, choose Transactions > Sales >
Apply Sales Documents.
23
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Index
log, for imported records 17
M
A
accounts
copying mapping to another store 12
mapping 10
adjustments, importing inventory item
adjustments 21
apply information, importing 22
C
cash customer, specifying default 15
checkbook, specifying default 15
configuration, Microsoft RMS
Headquarters integration 9
Copy Store Accounts window, displaying
12
copying, store accounts mapping 12
credit card, specifying default 15
customers, importing customer records 18
D
data, linking to Microsoft RMS
Headquarters server 4
defaults
mapping 15
specifying default item class 12
department codes, mapping to inventory
item class IDs 12
F
feedback, sending to Microsoft Business
Solutions 2
G
general ledger transactions, importing 21
H
help, how to use 2
I
importing
apply information 22
customer records 18
general ledger transactions 21
guidelines for importing data 17
inventory item records 20
purchase orders 21
sales documents 21, 22
vendor records 19
installing Microsoft RMS Headquarters
integration 3
inventory
importing item adjustment
transactions 21
importing item records 20
mapping item class IDs 12
specifying default item class 12
L
linked server, creating 4
mapping
accounts 10
defaults 15
Microsoft RMS transaction types to
Microsoft Dynamics GP posting
accounts 10
RMS department codes to inventory
item class IDs 12
store name to site ID 10
tax codes to tax detail IDs 14
Microsoft RMS Headquarters data,
linking to 4
Microsoft RMS Headquarters integration
installing 3
overview 1
upgrading 4
O
online help, how to use 2
P
purchase orders, importing 21
purchasing tax detail ID, specifying
default 15
temporary vendor, specifying default 15

transaction types, mapping to Microsoft
Dynamics GP posting accounts 10
U
upgrading, from Release 8.0 4
V
vendors, importing vendor records 19
W
windows
Copy Store Accounts 12
RMS Customer Import 18
RMS General Ledger Import 21
RMS Integration Setup 9
RMS Integration Setup - Accounts tab
10
RMS Integration Setup - Defaults tab
15
RMS Integration Setup - Inventory
tab 12
RMS Integration Setup - Tax tab 14
RMS Item Import 20
RMS Purchase Order Import 21
RMS Receivables Management
Import 22
RMS Vendor Import 19
requirements, software 3
RMS Customer Import window,
displaying 18
RMS General Ledger Import window,
displaying 21
RMS Integration Setup window
Accounts tab 10
Defaults tab 15
displaying 9
Inventory tab 12
Tax tab 14
RMS Item Import window, displaying 20
RMS Purchase Order Import window,
displaying 21
RMS Receivables Management Import
window, displaying 22
RMS Vendor Import window, displaying
19
S
sales documents, importing 22
server, linking to Microsoft RMS
Headquarters data 4
setup, Microsoft RMS Headquarters
integration 9
software requirements 3
store name, mapping to site ID 10
symbols, used in documentation 2
T
tax codes, mapping to tax detail IDs 14
taxes, specifying default tax detail ID for
purchases 15
25
26
R M S

Rms Integration

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Microsoft Dynamics GP Release 10.

Copyright 2007 Microsoft Corporation. All rights reserved.

Chapter 1: Microsoft RMS Headquarters integration installation .......... 3

Chapter 2: Microsoft RMS Headquarters integration setup

Chapter 3: Importing Microsoft RMS data to Microsoft Dynamics GP 17

Inventory item records

The integration doesnt synchronize item quantities between

Limited to over/short amounts (by batch); point-of-sale cash

Sale and order transactions

Imported into the Receivables Management module.

Accounts receivable and deposit

Imported into the Receivables Management module.

Purchase orders and receivings,

The Microsoft RMS Headquarters integration software provides convenient tools to

Whats in this manual

Whats in this manual

Chapter 1, Microsoft RMS Headquarters integration installation, lists

Chapter 2, Microsoft RMS Headquarters integration setup and configuration,

Chapter 3, Importing Microsoft RMS data to Microsoft Dynamics GP,

Symbols and conventions

Italic type indicates the name of a section or procedure.

File > Print

The (>) symbol indicates a sequence of actions, such as

Small capital letters indicate a key or a key sequence on the

Choose Help > Contents to display a list of topics.

Choose Help > Index to display a list of index keywords.

Send us your documentation comments

Microsoft RMS Headquarters

Microsoft Dynamics GP Release 10.0, running on Microsoft SQL Server 2000 or

The following Microsoft Dynamics GP modules registered: System Manager,

Microsoft Retail Management System (RMS) Headquarters 1.3 or 2.0.

Installing the Microsoft RMS Headquarters integration

Upgrading from Release 8.0 or 9.0 Microsoft RMS

Refer to the Upgrade Instructions manual for descriptions of how to upgrade

Linking to the Microsoft RMS Headquarters data server

To create a linked server using SQL Server 2000:

Under Server type, select Other data source.

Click the Security tab.

13. Click OK to create the new linked server.

To create a linked server using SQL Server 2005:

In the Object Explorer pane, expand the Server Objects group.

Under Server type, select Other data source.

10. Display the Security page.

The window should look similar to the following illustration:

16. Click OK to create the new linked server.

Microsoft RMS Headquarters

If you add new departments, tenders, stores, or taxes in Microsoft RMS

MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION

Mapping posting accounts

In the RMS Integration Setup window, click the Accounts tab.

MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION

Select a Microsoft Dynamics GP inventory Site ID that corresponds to the

Available posting accounts

Cash, Credit Card, Check, Gift Card,

Tender, Overages, Shortages, Layaway Deposits,

Tender, Overages, Shortages

Tender, Debit Surcharge, Cash Back Fee

Debit Adjustment, Credit Adjustment

Commission Expense, Commission Payable

Deposit Income, Deposit Offset

Continue to select or define Microsoft Dynamics GP posting accounts for all

MICROSOFT RMS HEADQUARTERS INTEGRATION SETUP AND CONFIGURATION

Copying store account information

Click Copy. The Copy Store Accounts window opens.