Sage 100, How to add Vacation and Sick Accruals to Payroll Check on Sage 100 2018 and higher

Question: Mike, we own Sage 100 (formerly MAS90) we recenty upgraded to version 2018 and we previously had version 2015 in the old non Crystal version of check form, all the Vacation, Sick and PTO fields were lost, how can we get them back onto the new Check form.

Answer: This is explained below:

NOTE: We advise that you consult with your certified Sage 100 ERP consultant before making any changes to your Sage 100  system. If you don’t currently work with a Sage 100 consultant, contact us, call 760-618-1395 or email us at info@caserv.com and we are available to help.

  1. The Payroll Module Database in version 2018 has been changed from previous versions, the Vacation Sick and PTO fields were changed and they are now named TimeOff1, TimeOff2, TimeOff3. They are named HoursAccrued, UsedHours, AnnualLimitHours, AvailableHours for each of the 3 type of Accrual. You can see a picture of the Crystal Reports Field Explorer  below that will show each of the fields.

 

2. In addition there is a new version of Crystal Report that is included with Sage 100 version 2018, Crystal 2016 and it needs to be installed so you can edit the new forms, the Payroll forms were completely rebuilt by Sage, as well as Sage Support does not support Modifications to the out of the box forms, so these instruction will help you modify the form and add the Accrual fields that to the Crystal Report. You can see a picture of the Plain from which you can start with. Click the form button from the Print Checks screen Modules>Payroll>Main>Print Checks and the Crystal Report will open.

3. Next what you need to do is drag the bottom line down from the Group Footer #2 to allow enough space to the insert the Accrual Fields, this is located just below the Net Earnings, the out of  the box form from Sage does not include the accrual fields so this is a customization. You will also want to reposition all the existing fields to the bottom, and then you can open the Crystal  field explorer and drag and drop the acrual fields into position as well as you can add text titles. You will need to play with this and it is mostly trial and error to get it printing in the right place. In addition you will need to reduce the stub lines on the check printing. You can also suppress the fields in Crystal and move fields that are out of position. This blog is just to give you the general idea of how to modify this form and not teach you all the details of Crystal Reports design.

 

 

 

 

Sage Fixed Assets Version 2018.1 Incompatibility Issue

We recently had a client that was on version 2016 of Sage 100, they also were on an older version of Sage Fixed Assets and needed to upgrade the Sage Fixed Assets to version 2018.1. Upon doing the upgrade they received the error “Unable to cast COM object…” in Sage 100, after install the Sage Fixed Assets Client 2018.1.

So, what is the cause of this and how can it be resolved?

The cause of this “Unable to cast COM object…” error lies in the Crystal Reports runtime version (SP21) which is installed with FAS 2018.1, SP21 is not compatible with Sage 100 versions 2017 versions and earlier.

To start with replace existing pvxwin32.exe.config located in the “2016” installation of Sage 100 Standard …\mas90\home\ with a copy of the same file from Sage 100 Standard 2018. The pvxwin32.exe.config new file can be obtained from Sage 100 Support.

Then visit all the Workstations that have Sage 100 and install the FAS client, that is the fix.

In addition, Sage Support did a great job documenting the fixes for other scenarios with different versions of older and newer Sage 100. The Knowledge Base Link is here.

Keeping Your Software Up To Date

Most software companies will support old versions of their software for a limited amount of time.  Sage, our main vendor, only supports two prior versions of their software for Sage 300.  A new version of Sage 300 comes out just about every year.  This is not uncommon as most software vendors have a similar policy.  Therefore, when Sage releases the 2019 version they will soon thereafter discontinue support for the 2016 version.  Old unsupported versions will most likely still work fine in the short term, but they come with a risk.

Recently one of our clients was hit by a virus.  Fortunately they have good backups and were able to mitigate the damage.  They decided to update their server and all of their workstations.  Support for their accounting software had stopped a few years back due to changes by Microsoft.  When they installed all the new hardware they encountered a number of issues with the old software.  They now are facing an unplanned upgrade.   They were perfectly happy with the old software, but there is always the risk that it will not run properly with new hardware.

Now we do not recommend that you always have to upgrade to the latest version and we continue to support old software even when it no longer supported by the vendor, but we are limited in what we can do.  Technology changes quickly and we do not want to hold a company back from using newer, faster and easier computer equipment and software, because they have an old accounting or ERP system.  If you are currently using unsupported software we recommend replacing it as soon as possible.  Definitely within the next year or two.

What you will find out when purchasing a new system is that many software companies are moving to a selling on a subscription basis.  This will significantly reduce the first year cost of the software, but future years many have a larger cost.  This is the way that Sage now sells most of its products and it is the way they sell Sage 300.  Interestingly, the future yearly subscription price is about the same as the old annual maintenance fee.  There is an activation fee in the first year and of course the cost of setting up the software, moving data and training users. We have not found a client that would pay more under the new pricing plan than if they were to purchase the software under the old method and keep paying for their annual maintenance.

The moral of the story is you can either plan to upgrade your software or wait for a disaster and be forced to upgrade.  We prefer working planned updates.  It is less stressful for you and easier too!

Announcing New Training Format for Partners and Customers at Acumatica Summit 2019

Acumatica customers and partners can look forward to Acumatica Summit 2019 continuing it’s yearly trend of supplying a full slate of comprehensive cloud ERP training. However, there is an update: we have a new training format. Don’t worry, we think you’ll like it.

At Acumatica, they are constantly improving their cloud ERP software. This is because they want to provide customers who use it and partners who sell it with the very best cloud ERP solution possible. They also strive to make the annual Summit better every year. And a major part of their  improvement efforts stem from the feedback that they receive from you, their customers and partners. After last year’s annual Summit, you said the training track sessions (which you considered extremely insightful) and the training track format could be made even better to meet the needs of certain members of the Acumatica community. They listened, and  made some updates. The new training format will be introduced at Acumatica Summit 2019, coming January 27-February 1, 2019 in Houston, Texas.

Reminder: if you register for the Summit right now, you can still take advantage of our special early bird pricing.

A variety of training is available in flexible training periods, you can check out Acumatica Summit 2019 by going to their registration website located at:

GO TO REGISTRATION PAGE

How to run Sage 100 Accounts Receivable Trial Balance and Aged Invoice Reports

Question: Mike, we own Sage 100 (formerly MAS90) and we would like to know how to run the Accounts Receivable Trial Balance and Aged Invoice Report.

Answer: The Sage 100 Accounts Receivable Trial Balance and Aged Invoice Reports are explained below:

Accounts Receivable Trial Balance Report:

This report is used to Balance against the Balance Sheet report. It is a detail by customer of all Invoices, Payments and Deposits. The report should be used to be show a customer what their balance owed to your company is. The report can print for Invoices Open, Paid or All.

The report can be accessed from Modules>Accounts Receivable>Accounts Receivable Trial Balance, you can set the parameters and then print or preview the report.

Accounts Receivable Aged Invoice Report:

This report is used to print balances owed by customer on invoices, it can be printed with each column being Current, 30 days, 60 days, 90 days and 120 days past due. It is really a report to determine collection and which customer to called for payment.

The report can be accessed from Modules>Accounts Receivable>Accounts Receivable Aged Invoice Report, you can set the parameters and then print or preview the report.

Sage 100 How to Stop Paperless Office Hangups

As a certified and experienced Sage 100 consultant, I wanted to share an experience we had with a client who had a technical issue with Paperless Office hanging up. This blog was originally posted in October of 2014 and we have dealt with this issue a few more times since then.

Question: We are a Sage 100 user, we are using the Paperless Office and the printer hangs up indefinitely.

Answer: What to do when Paperless Office hangs up?

1)  Check permissions on Sage PDF Converter:

Run, Regedit

Click on: HKEY_CURRENT_CONFIG, Software, Sage PDF Converter, right click select permissions and set full rights to everyone. Apply and OK.

2)  In Sage 100, File Run PL_AdvancedOptions_UI

3)  Uninstall Converter, then Install Converter.

4)  De-install Workstation Setup and then Re-Installed Workstation and run Update.

5)  Find Sage PDF Converter from printer properties, install Sage port if not there, on the security tab set full permissions to everyone. Apply and OK.

6)  Back to Sage 100, File Run PL_AdvancedOptions_UI and test Sage PDF printer.

This should solve the problem in most cases, Paperless Office printing is done on a machine by machine basis so it is necessary to check these steps on each machine.

SALES TAX AFTER THE SUPREME COURT WAYFAIR CASE

I want to thank Joseph F Bigane, III, CPA, MST for the following article on the resent supreme court rules on sales taxes.   Joe is one of the most knowledgeable person on this topic and he wrote this article for particularly for small businesses.

SALES TAX AFTER THE SUPREME COURT WAYFAIR CASE

On June 21, 2018 the world of collecting sales tax in jurisdictions all over the United States changed forever.  The US Supreme Court held that it was no longer required that a seller must have a physical presence in a jurisdiction in order for that state (or subdivision thereof) to impose an obligation on sellers to collect the jurisdiction’s sales tax.  The dust has not yet settled and many jurisdictions are still determining how and when they will impose this duty.  Further, different states have different taxes, which for this article will all be referred to as “sales tax.”  Finally, the rules of South Dakota, the state in the Wayfair case, established a floor of $100,000 or more than 199 transactions in the prior year as the minimum activity in the state in order for the duty to collect to be imposed.  Other states may have different minimums but it is anticipated that they will not be smaller.

Having to collect a State’s sales tax is referred to as having “nexus.”  This is not a new term.  Before the Wayfair decision, nexus was achieved by having some form of physical presence in the State.  Wayfair did not change that; it merely expanded it to include the concept of economic nexus – doing enough business in the state over the internet or by other, non-physical means to exceed a determined floor.  If the business had physical presence nexus before this decision then it has been exposed to the obligation to collect sales tax for a time period predating Wayfair.  Such a situation should be discussed with a professional that can help you “get squared away.”

Remote sellers who now have nexus in states outside their home states are going to have to consider the following issues:

  1. determine how much sales dollars was earned in each state in your last fiscal year and

your current fiscal year

  • sales are made to the location to which physical goods are shipped, not

to where they are billed

  • sales of services have special rules, but generally will be sourced to where

they are received or, if point of receipt unknown, where they are billed

  • revenue subject to sales tax will vary by state. It may or may not include:
  1. freight and shipping
  2. installation
  • training
  1. warranties
  2. determine if each state taxes your particular goods and/or services are the

goods/services that you sell exempt by state law

  • are the goods/services that you sell exempt to some or all of your buyers
  • if your buyers are exempt, you will need to obtain from them the appropriate

state exemption certificate

  1. do you sell by drop shipment
  • these sales will now be counted to determine if you exceed a state’s

floor and either tax or an exemption certificate will need to be collected

 

Unfortunately, the states do not at this time have a common set of laws stating what is and what is not taxable or exempt.  So, sales into one state may be taxed while sales into a different state may not.  Some states tax most services (SD, NM) while other states have a list of “enumerated services” which they tax.  Here, too, there may be wide differences in the definition of what a service does or does not entail.  If you sell or license software you will need to determine if the state considers it canned or custom or both.

 

While there is no fifty state determination at this point, nor is there any serious indication that the federal Congress will intervene to provide a national solution, there are many states which are setting up their rules to be applicable as of October 1, 2018 or January 1, 2019.  So, you do not have the luxury of putting this issue off.  Collecting sales tax is an administrative burden but the money is collected from your customer and does not come out of your bottom line.  If you fail to properly collect and remit taxes, and the state(s) ultimately find and audit you, then the money (tax, penalties and interest) will come out of your bottom line.

 

So now is the time to talk to your professionals and determine in what states you will have to register as a tax collector and how you will determine the amount of tax you will need to collect for each transaction.  While a certain number of states are members of the Streamlined Sales Tax Agreement and can provide a simplified method for registering and filing, it may still be necessary for you to invest in sales tax software to determine the correct amount to charge for each transaction.

 

Acumatica 2018 R2 Launch Day and Roadshow Event Series

Register Now for Acumatica 2018 R2 Launch Day and Roadshow Event Series

Join us for a free event as we launch the latest release of Acumatica. Hear how Acumatica 2018 R2 will increase your productivity and accelerate your growth with new enhancements.
Join us in your city to get a first look at all of the new, exciting features!

REGISTER NOW

WAC – Sage Webcast Series Avalara: Automating Sales Tax and Certificate Compliance

From the specialized tax research necessary to maintain rates and taxability, to shifting jurisdictional boundaries, to evolving payment and filing requirements to even resale certificate management, the apparent costs and complexities of sales and use tax compliance are easy to spot. However, cutting-edge technologies and superior processing logic help manage the most complicated tax issues, such as situs, nexus, tax tiers, tax holidays, exemption certificate management and product taxability rules.

Join us on 7/26/18 at 1 p.m. ET as we identify the dangers and explore and opportunity to improve processes and reduce tax compliance risk with sales tax automation. By attending this webinar you’ll learn how:

• Avalara enhances sales tax functionality
• Exemption certificates work and why they are important
• Easy it is to manage and report on tax with Avalara
• AvaTax product solution set works (demo)
Sign up here:

 

 

Sage 100 – How to modify Standard Reports in Crystal

As a Sage 100 Certified Consultant we recently upgraded a customer from a very old version of MAS90 to Sage 100 and a new version. Previously they had many standard reports that were in DOS based screens that they liked. With the new versions of Sage all the Standard Reports are in Crystal Reports.

Our customer asked us how to modify some of the Standard Reports to make them more easier for their business purposes.

The answer to that question is contained below and we have attached some screenshots.

  1. In Sage 100 ERP, open the report task to be modified. In the example we did the Inventory Sales History Report.
  2. Click Save Down-Arrow, click Save As. Inventory_SalesReport2 as an example.
    Note: Sage recommends NOT customizing the STANDARD report setting.
  3. Enter desired Report Setting name and Description Inventory_SalesReport2 as an example.
  4. Select one of the following Types: 
    • Public
    • Private
    • Read-Only
  5. Select the Default Report check box if appropriate.
  6. Click the Designer button to open report in Crystal Reports. Click Yes to save Report Setting dialog box.
  7. Make the desired changes, click the Save button, and close Crystal Reports.
    Note: The .rpt file is saved in ..Mas90MAS_xxxReports<Inventory_SalesReport2> (xxx = company code).