Before going through this article, you must ensure that you have:

• Created an Microsoft Entra enterprise application. See Sage 200 - Create the Microsoft Entra enterprise application for Power Automate / Power Apps,
• Created the custom connector. See Sage 200 - Creating a Custom Connector for Microsoft Power Apps or Power Automate.

Please revisit these articles to check your setup if you are unsure of what you have done so far.

This article takes you through importing the Power Apps template, which you can download from Sage 200cloud - Microsoft PowerApps Examples.

Before importing a flow, you must ensure you have the following:

• Your Sage 200 API subscription key which can be found from developer.columbus.sage.com.

NOTE: To find our more about our support boundaries around Power Apps, please see Microsoft 365 and Sage Support Boundaries / Definitions.

Add the Sage 200 Power Apps Demonstration application

We have provided a demonstration application for Microsoft Power Apps that utilises the Sage 200 API to access a company, retrieve customer information and view various details for them. You can also edit, delete and create new customers.

The example Power App application is in a .zip format, please do not unzip the file as it will not import.

Log into powerapps.microsoft.com using your Microsoft 365 account and ensure you select the correct environment. This will be the same environment used when you created the custom connector.

On the left hand side, select Apps then Import Canvas app at the top of the screen. Click on upload and select the .zip file you previously downloaded. Once this has been selected, it will take a moment but you will then see this screen next.

Under related resources you will see the Sage200cConnector resource requires adding. To add this resource, select the icon in the Action column.

You will see your Sage 200 Custom Connector you created previously. Click on the connector and then click Save. Click on Import.

This will take a few moments to load, and if this has been successful you will see this screen.

If there are any issues with the import, Microsoft will notify you of what the problems are and you will have to rectify them before going any further.

Setting up the app

Once the app has been imported successfully, you will need to open the app to complete the set up. You can do this by clicking open app at the top of the importing screen or choosing Apps on the left hand side, clicking on the ellipsis button next to your imported app and then choosing Edit.

When editing the Power Apps application, the first screen you will see will be this one.

Note: If you do not see the tree view on the left hand side, click on the icon of stacked squares to bring this up.

To begin editing the app, you'll need to click on App in the left hand menu. When you do this, you should see the dropdown menu above the tree view now shows as OnStart.

In the function box to the right of this, you’ll need to copy in the following function:

Set(SageSubscriptionKey, "InsertYourSubscriptionKeyHere!")

You’ll need to replace InsertYourSubscriptionKeyHere! with your subscription key you have copied previously.

Once this is done, you’ve successfully set up the Sage 200 Power Apps Demonstration app. You can use the play button in the top right hand corner to preview and test the app.

Using the Sage 200 Power Apps Demonstration app

The initial screen will show you a list of all the companies your user has access to in the Sage 200 application.

For Sage 200 Standard / Education customers, this will have been set up in Settings > Organisational & Financial > Company Management.

For Sage 200 Professional customers, this will have been set up in System Administration.

When you select a company, it will show you a list of modules. In the example app, Sales is shown.

Selecting the Sales module will then show you a list of customers in that company. You can:

1. Select a customer to view more details
2. Apply a filter to your list of customers
3. Create a new customer
4. View a list of transactions for a customer

   

When selecting your customer to view more details, you’ll be able to see their address, default currency, default VAT code, status and a link to the list of contacts for this customer. The Google Maps icon will open Google Maps up with their location shown based on their postcode. You may also notice the delete button in the top right hand corner. Under the following conditions this will delete your customers account from the database:

For Sage 200 Standard/Education

• The account has no transactions associated with it

Note: If the account has transactions against it but is no longer in use, you can amend the account status and hide the account. To do this, see Change customer account status (Professional) or Change customer account status (Standard/Education).

For Sage 200 Professional:

• Archived and deleted all transactions from the customer account
• Archived and purged all sales orders for the customer
• Deleted all invoices (from Invoicing) for the customer
• Completed all projects linked to the customer account

You can filter you customer list based on Balance, Credit Limit, Name & Reference. There are also aggregated filters that include Ends With, Equals, Greater than, Greater than or equal to, Less than, Less than or equal to, Like, Not equals, Starts With then a free text field underneath to enter any specified values.

When adding a new customer after clicking on the + icon, you’ll see the following screen:

Once all the information has been entered and validated, Create will send a POST request to the Sage 200 database and create that customer for you.

Creating your own Power Apps

If you wish to create your own Power Apps application, further information can be found at web.powerapps.com.

 NOTE: To find our more about our support boundaries around Power Apps, please see Microsoft 365 and Sage Support Boundaries / Definitions.