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.

 

 

 

 

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!

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).

Measuring Success…What do you Measure?

 

Every so often I decide that I need to get my diet under control.  The first thing I do is start recording what I eat in a food diary.  Why?  Because our goals are more achievable when we measure the steps that get us there.  Over the next month or so let’s look at some ways we can measure our HR and Payroll performance.

One standard measurement in Human Resources is TURNOVER.  This is where you divide the number of terminating employees for the period by the total number of employees in the organization.  But this number alone might not tell the whole story.  Here are some additional ways to look at turnover:

EARLY TURNOVER:  This looks at the number of recruits leaving in their first year divided by the number of recruits hired in the period.

REGRETTED LOSS:  Regrettable turnover is when an employee’s departure from a company has a negative impact on the team or organization.  The measurement is the number of employees who left the company but who the company had planned to retain divided by the total number of terminations.

NON-REGRETTABLE TERMINATION RATE:  Employees who left the company, but their leaving had no appreciable effect on the company.

CONTROLLABLE SEPARATION RATE:  Employees who left for a reason that the company might have been able to address if they had been aware of it.

UNCONTROLLABLE SEPARATION RATE:  Employees who left for a reason that the company could not possibly control, even if they had been aware.  This measurement would include death, military service, plant closure, etc.

Some of these statistics are readily available.  Others may require you to review the way you currently classify the terminations in your HR System.  Once you start tracking them, however, you will be able to see where you need to focus your attention.

 

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Acumatica Cloud ERP Best of Summit Anaheim wrap-up and comments

Acumatica Cloud ERP Best of Summit Anaheim wrap-up

On April 26, 2018 we had the chance to spend some time with the leaders of Acumatica Cloud ERP at their Best of Summit Anaheim event.

This was an Acumatica Customer, Partner and Potential Customer event. We learned about the new features and enhancement to the new Acumatica 2018 R1 version, heard from customers that had very interesting stories of coming off very old systems and implementing Acumatica Cloud ERP. Some very long-term customers and some just recently making the decision to move forward.

Acumatica Cloud ERP now has over 4,000 customers and is continuing to gain much momentum in the ERP space. We look forward to hearing more and please stay tuned. The upcoming 2019 Acumatica Summit will be in Houston Jan 27th though Feb 1st at the Houston Marriott Marquis.

We hope this was helpful. We are very excited about Acumatica Cloud ERP . If you have any questions, please contact us, call 760-618-1395 or email us at info@caserv.com and we will be happy to help.

 

Sage 100 How to create a credit memo in Sale Order Invoices

Question: In Sage 100 (formerly Sage MAS90) sales order invoice entry why and how do I create a credit memo?

Answer: Normally Credit memos are done to return something such as damaged goods or the wrong item was shipped to the customer. You would do it in Sale Order Invoice Entry because you want to take advantage of the Ship to Addresses that are in Sales Order.

First, you will need to make sure that the Open Item or Balance Forward flag in Account Receivable Options are set to Mixed, which will allow you to do Credit Memos in Sales Order Invoice Entry.

Second, select Sales Order>Main>Invoice Data Entry, select the Invoice number, Customer Number, Invoice Type select: Credit Memo.

Third, from the Apply to Invoice Number box you can lookup the Invoice to apply the Credit Memo to.

Forth, go to the line tab and enter in the items to be credited, make sure they are positive numbers and Accept.

Fifth, you can now Print the Credit Memo and Update the Daily Sales Reports/Updates.

TPAC 2018

This past February was the Third-Party Advantage Conference (TPAC) held in Vancouver, British Colombia, Canada. I had the opportunity to visit this beautiful city and participate in the conference that brings together a great group of products and people on the Sage 300 ERP platform. Sage Business Partners, Development Partners, and customers from all over the globe were in attendance to discover what products are available on the market to enhance an end user’s Sage 300 experience.

I was in Vancouver the week before TPAC to attend a pre-conference training session for AutoSimply, one of the featured third-party exhibitors at the conference. The two-day training session discussed how to utilize the Manufacturing Order Module (version 2018) within Sage 300. The Manufacturing Order Module allows end users to create Bills Of Material (BOMs), manufacturing order entries, returns, and receipts. Other modules that were discussed, which can be added to Sage 300 in addition to the Manufacturing Order Module, includes Manufacturing Lots for lot control operations; Production Planning for budgeting and forecasting; and Shop Floor Control for tracking manufacturing operations such as runtime and operation downtime. AutoSimply also discussed their Inventory Barcode Manufacturing product which allows end users to scan compatible barcodes and automatically upload the information to their Sage 300 ERP. End users can also create Purchase Order (PO) Receipts, PO Returns, Order Entry (OE) Shipments and OE Returns from their handheld barcode scanning device.

At the end of the two-day AutoSimply training session, I was awarded a Certificate of Completion from AutoSimply.

I also attended a conference session regarding new features coming to the next version of Sage Alerts & Workflow led by Donald Farber of Vineyardsoft, a developer of the product. The next version of Sage Alerts & Workflow will be web based for convenient user access along with modern web screen designs.

Sage Alerts & Workflow is a query reporting software that notifies end users of events that users without Sage Alerts could only “wish they had known sooner.” These events include lists of: customers with open invoices due over ‘x’ days ago; customers whose credit cards expire next month; open sales orders that have not been shipped yet and are past the expected ship date; orders that have been shipped to the customer but have not been invoiced, etc. These reports can be set to automatically run on certain time intervals such as “Daily at 9am” or “Every 4th Friday of the Month,” and sent via email, text, or fax to persons of different departments and management levels internally and externally according to a business’ needs. Sage Alerts & Workflow is a great tool for users to keep track of their business from all angles.

Overall, TPAC 2018 was a successful and enlightening event to attend, to forge new relationships and learn about different products that operate alongside Sage 300. I look forward to attending again next year!

NetSuite – Closing Accounting Periods

Hello again from WAC Solution Partners! We are back with a two-part blog about closing accounting periods in NetSuite. In this first part, we will cover how to close a period, and in part two, we will cover how to reopen and edit a closed period.

So what is closing a period and why would you want to do it?

In most software packages, “closing” a period means roughly the same thing, but they do differ slightly. With some packages it may be a simple process, and in some packages it may be complex.

In NetSuite, closing a period changes its status from “Open” to “Closed” and locks it so that no transactions can be posted to any date within the period by anyone (including administrators). It also prevents editing. For these reasons, closing a period should only be done after all posting to a period is complete. It should also only be performed after review and reconciliation to ensure correctness and balance.

For some companies this is a simple procedure and for some it is complex. However, no matter what the size, closing in NetSuite is relatively simple compared to many other software packages.

NetSuite gives you a “Period Close Checklist” to walk you through the closing procedure. Its contents are affected by what modules and features you have active in your system. For instance, Multi-Currency would add a step to the list regarding currency evaluation.

1. Let’s see how to close a period.

a. Go to Setup>Accounting>Manage Accounting Periods

b. The Manage Accounting Periods page allows you to close and open periods, or to set up new fiscal calendars. Closed periods will be marked with a green check under “Period Close” and will display a locked icon to indicate that AP, AR, and GL are all locked.

Open periods will not have a check and transactions will appear unlocked. Because periods are closed sequentially, this means that any checked period before the latest checked period is closed.

c. The first step in closing the period is to click on the checklist.

d. This brings you to the checklist for that period. Please note that because we are using a demo environment and reopening previous periods for demonstration purposes, the status is listed as “Reopened”.

e. Begin clicking through the items on the checklist. The first item, Lock A/R will bring you to this page.

f. Check the boxes and hit “Submit” to save your work. This locks AR for the checked companies for the selected period. Note that our demo company has multiple subsidiaries. If you only have one entity in your system, you will only see that entity.

g. You will be sent back to the checklist. A/R will now be marked as locked.

h. You may then close the items listed before “Close” in any order you like. However, certain items may have prerequisites that need to be completed before they may be closed. These items are greyed out, and hovering over them with your cursor will tell you what needs to be done in order to close them.

i. Lock All” is a misnomer, as it actually means the GL.
j. “Resolve Date/Period Mismatches” allows you to correct transactions that are dated wrong. For instance, if an invoice is posted to the wrong month. Clicking this will cause NetSuite to look for mismatches in the transactions for the period. You can then click the Edit links to resolve these discrepancies.

k. Note that when you create transactions, those transactions will not automatically post to the proper period if that period is not set up in a fiscal calendar. This means that if you are trying to post in 2018 but have not created any 2018 periods in NetSuite, then the transactions will post in the wrong period.

l. The final step is to click “Close” at the end.

m. After this, click “Close Period”.

n. The period is now closed.

o. If you go back to the main list, you will see the closure reflected there, as well.

As you can see, NetSuite makes closing periods a fairly simple task and offers several tools with which to manage them.

Please read our next blog on reopening accounting periods and the use of the “Quick Close” routine.

We hope that this blog was useful to you. If you have any questions about closing periods or any other NetSuite topic, please contact us by Clicking Here!

 

 

Sage 100 ERP (MAS 90): How to Create a Receipt of Goods Entry

Question: We own Sage 100 ERP (formerly Sage MAS90), we just added the Purchase Order and Inventory Management Modules. After we issue a Purchase Order and the goods are received, how do we make the Receipt of Goods Entry?

Answer: First, you will need to go to Modules > Purchase Order>Main>Receipt of Goods Entry. You will select a new entry by clicking on the # sign next to the Receipt number. Then you should select or type in the PO number.

Sage 100 ERP Purchase Order Blog resized 600

Second, if you have received the invoice with the shipment it can be entered into the Invoice number box, if not and you received the invoice at a later date you can then us Receipt of Invoice task at a later date.

Third, select the lines tab, the system will ask if you want to receive the entire order:

Sage 100 ERP Purchase Order 2 resized 600

Select yes if you have received the entire order, select no if you have received a partial shipment and would like to leave the Purchase order open.

Sage 100 ERP Purchase Order 3 resized 600

Fourth, we selected yes in the example. Quantities can also be adjusted at this point. If you have Lot or Serial Number inventory items they will show as a yellow ! at the left of the item code and they must distributed using the Lot/Serial Distribution icon that is shaped like a grid.

Sage 100 ERP Purchase Order 4 resized 600

Fifth, once all distributions are made Accept and run the Daily Receipt Register and Update, this will adjust the Inventory quantities and be available for business use.

Sage 100 ERP Purchase Order 5 resized 600