The Diary module

Create or delete a diary event

1. On the navigation bar, click Diary.
2. On the toolbar, to choose your preferred view, click Day, Work Week, Week or Month.
3. To select the date or time of your event, either double-click the relevant area of the diary or click New.
4. Complete the New Diary Event window as follows:

   Subject*	Enter a description of the new event.
   Location	Enter the location of the event.
   Type	From the drop-down list of event types, choose an event type. Two User-defined Types may be customised to suit your requirements. To set up the User-defined Types, click the ellipsis button.
   Customer	If the event relates to a customer, select this option.
   Supplier	If the event relates to a supplier, select this option.
   A/C	If the event relates to a customer or supplier, from this drop-down list choose the relevant account reference.
   Contact	If an account reference has been chosen from this drop-down list, choose a contact from the record.
   Start Date*	Choose a start date and time for the event.
   End Date*	Choose an end date and time for the event.
   All day event?	If the event is to last all day, select this check box.
   Reminder	To get a reminder before the event, check this box and choose how long before the event you want to be notified.
   Completed	Select this checkbox when the event is finished.
   Assigned to	To assign the event to a Sage 50 Accounts user, from the drop-down list, choose the appropriate user name. TIP: If assigning a recurring event to a different user, you must assign the series. You can't reassign a single occurrence within a series to another user.
   Note	Use the Notes section to record any notes or details relating to the event.

   *This information is mandatory.
   
   
5. Click Save.

Set up a recurring event

In this section, it's assumed that the event already exists in the diary and needs to be converted into a recurring event.

1. On the navigation bar, click Diary.
2. On the toolbar, to choose your preferred view, click Day, Work Week, Week or Month.
3. Locate the required event and double-click it, or select the event and click Edit.
4. To convert the event into a recurring event click Recurrence.
5. Complete the Appointment Recurrence window as follows:

   Appointment Time	From the drop-down lists, choose the appointment start time, and end time. The duration is updated automatically.
   Recurrence Pattern	To choose a recurrence pattern, first select the appropriate option from Daily, Weekly, Monthly or Yearly. You may then specify further details depending upon your initial pattern choice. For example, a monthly meeting may be set to occur on a fixed date in each month or on the second Tuesday for the month.
   Range of recurrence	The range recurrence section is used to define when the recurrence is to end. The Start Date is pre-populated based on the date of the event you are editing. The recurrence range may be set to no end date, to end after a number of recurrences or to end on a specified date.

6. Click Save.

Automatic creation of diary events

Diary events are created automatically in three scenarios, each scenario may apply to a customer or a supplier:

• A Promised Payment is entered
• The Next Credit Review date is amended
• A Follow-up date is added to a customer

View outstanding events

1. On the navigation bar, click Diary then select the To-do list check box.
2. On the toolbar, to choose your preferred view, click Day, Work Week, Week or Month.
3. If required, to print your To-do list click Print List then choose your print settings and click OK.
   
   

   If you want to see completed events as well as those that are outstanding, select the Include Completed check box.

4. To return to the Diary view click Diary.

Complete an event

1. On the navigation bar, click Diary.
2. On the toolbar, to choose your preferred view, click Day, Work Week, Week or Month.
3. Locate the event to be marked complete and either right-click and choose Complete, or double-click the event then select the Completed check box then click Save.

Access rights to diary events

If you're logged in as MANAGER, you can view and edit all users events.

If you're logged in as an ADMINISTRATOR you cannot view any users events.

If you're logged in as a user, by default you can only view and edit events created or assigned to that user.

If you want a user to view and edit other users events, you can update that users access rights:

1. Open Sage and logon as MANAGER.
2. On the menu bar, click Settings, then User Management, then click Users.
3. Select the required user, and click Edit.
4. Select Level of Access on the left, and scroll to the Diary section.
5. Click the drop down arrow to the left of Diary.
6. Clear the Only view and edit own events checkbox.
7. Click Finish then Save, then Close.

Exchange information with Microsoft Outlook

NOTE: To integrate with Microsoft Outlook you must be using a version of Outlook that's compatible with your version of Sage 50 Accounts.

Import events from Microsoft Outlook

1. On the menu bar, click File then Microsoft Integration then Microsoft Outlook Import/Export Wizard.
2. Select Import Outlook Diary Events then click Next.
3. Using the From and To boxes, select a date range for the events to be imported then click Import.
4. To complete the import, click OK.

Export events to Microsoft Outlook

1. On the menu bar, click File then Microsoft Integration then Microsoft Outlook Import/Export Wizard.
2. Select Export Diary Events to Outlook then click Next.
3. Using the From and To boxes, select a date range for the events to be exported then click Export.
   
   

   The diary events are exported to the your default calendar set in Outlook.

4. To complete the export, click OK.

Export contacts to Microsoft Outlook

1. On the menu bar, click File then Microsoft Integration then Microsoft Outlook Import/Export Wizard.
2. Select Export Contacts to Outlook then click Next.
3. Choose the appropriate ledger(s) to synchronise with Outlook.
4. The destination folder for the export also appears. If a different folder is required, to select the alternative folder, click Change Folder and follow the steps given.
5. Click Export then click OK.