Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2009 only.
If you are using Microsoft Office Outlook with Business Contact Manager, you can link the Business Contact Manager for Outlook database to the Microsoft Office Accounting 2009 database. After the databases are integrated, changes in Office Accounting 2009 records are reflected in Business Contact Manager for Outlook Account records, and users with Accounting 2009 permissions can create quotes, sales orders, and invoices for Accounting 2009 from within Business Contact Manager for Outlook.
Use the Integrate with Business Contact Manager for Outlook wizard to make connecting Accounting 2009 and Business Contact Manager for Outlook as easy as possible.
You can undo the integration at any time. If you undo the integration, information added to Accounting 2009 during the integration will remain.
Install Business Contact Manager for Outlook
Before you begin, install Business Contact Manager for Outlook and configure the database in Microsoft Office Outlook. Make sure that you are the database owner and are an administrator on the computer where Business Contact Manager for Outlook is installed. On the computer running Accounting 2009, you must be a systems administrator or have Application administrator permissions in Accounting 2009.
Start the wizard
You can start the wizard during setup if Accounting 2009 detects a Business Contact Manager for Outlook database on the computer where Accounting 2009 is being installed. To start the wizard after setup, do the following:
On the Company menu, click Integrate with Business Contact Manager.
Select a Business Contact Manager for Outlook database
Click the arrow next to Business Contact Manager for Outlook databases, and then select the Business Contact Manager for Outlook database that you want to integrate with Accounting 2009. If Accounting 2009 does not detect a Business Contact Manager for Outlook database, you cannot continue in the wizard.
Back up databases
Before Accounting 2009 starts the integration, it will create a backup of both database files. If the integration fails, you can use the backup files to restore the databases for both programs. Click Browse to select a backup file to back up the data for each program database. The full path and file name appear in this field.
You can create a password for the Accounting 2009 backup data file to increase your security. Type and confirm the password name in the provided boxes. If the password names are not identical, you are warned with a message. If you leave these fields blank and click Next, no password is created.
Note: If you create a password, anyone trying to restore the data file will need the password to open it.
Business Contact Manager for Outlook E-mail Auto-linking
Auto-linking settings in Business Contact Manager for Outlook allow you to link e-mail messages, appointments, and opportunities to account and customer records. You can disable this feature to prevent sensitive information from accidentally being shared, or you can choose to retain it so Accounting 2009 users can also access the information.
Note: This does not affect Accounting 2009 customers. You can activate E-mail Auto-linking for customers in Business Contact Manager for Outlook after the integration.
Merge duplicate customers and accounts
Choose whether you want to merge duplicate customer or account records in Accounting 2009 and Business Contact Manager for Outlook or retain them as separate records. The merge criterion for customer and account records is based on names. If you have two customers in either program with the same name, the merge criterion is then based on business phone numbers.
*Review Accounting 2009 permissions
The list displays all Accounting 2009 and Business Contact Manager for Outlook users. When the integration is finished, Business Contact Manager for Outlook users do not have role permissions in Accounting 2009. They cannot create Accounting 2009 sales transactions in Business Contact Manager for Outlook, and they can only make changes in Accounting 2009 customer records by making the changes to account records in Business Contact Manager for Outlook. To allow these users to make changes in Accounting 2009, you must assign them roles in Accounting 2009. All users in Accounting 2009 receive Business Contact Manager for Outlook permissions.
To give Business Contact Manager for Outlook users read-only or active roles in Accounting 2009, click the arrow under Accounting 2009 Role and select a role. To add a Business Contact Manager for Outlook user to Accounting 2009 after you have completed the integration, on the Company menu, click Manage Users and Roles.
Note: All users with Windows Group Administrator permissions on the computer or network where the database is stored have full permission status in Accounting 2009.
For more information about managing users, see Manage users and roles.
Create a new shortcut
A shortcut can be used to open your company. When a shortcut is given to another user on a network, that user can open the program from his or her computer. Because your Accounting 2009 data is being moved in the integration, you must create a new shortcut. The database integration will cause the old shortcut not to work. Accounting 2009 automatically enters the full path and file name in the Shortcut name field. Click Browse to change the default shortcut name and location.
Ready to integrate
The Ready to Integrate page summarizes what will occur when the integration takes place.
Click Integrate to start the integration.
Business Contact Manager for Outlook Integration completed
The integration is complete. Users on other computers can open the integrated database at:
Windows Vista drive:\Users\user\Documents\Small Business Accounting\Companies
Windows XP drive:\Documents and Settings\user\My Documents\Small Business Accounting\Companies
Click Finish to close the wizard.