Sage 100 – How to Reverse a Check and Invoice in Accounts Payable

Question: Mike, we own Sage 100 (formerly MAS90) and we would like to know how to reverse a check and invoice in Accounts Payable.

Answer: Sage 100: How to reverse a check and invoice in Accounts Payable.

NOTE: We advise that you consult with your certified Sage 100 ERP consultant before making any changes to your Sage 100  system.

Steps are show below:

  1. First Modules>Accounts Payable>Main>Manual Check Entry, and type in the check number you want to reverse. The system will ask you “Is this a Check Reversal”, click Yes.

2. The system will them ask “Do you what to recall invoices paid by this check”, click Yes.

3. You will then see a negative check on the register, Accept and Post the Manual Check Register.

4. So now you want to reverse the invoice with an Invoice Reversal, go to Modules>Accounts Payable>Invoice                 Data Entry.

5. Put in the Vendor N0. and Invoice No., and you will see the Invoice Adjustment popup, click Adjust.

6. Next put in a negative amount in the Adjustment Amount and Post the Invoice Register, this will reverse the                 Invoice.

 

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.

Sage 100 How to Setup a Recurring Journal Entry

Question: Mike, we own Sage 100 (formerly MAS90) and we would like to know how to setup a Recurring Journal Entry.

Answer: The Sage 100 Recurring Journal Entry can be setup as 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.

Steps are show below:

  • Essentially a Sage 100 Recurring Journal Entry is a monthly, quarterly, or some time frame that repeats for the same amount and the same General Ledger Account numbers. The Recurring Journal saves time, so you do not have to key in every month or period the same Journal Entry.
  • First go to Modules>General Ledger> Main>Recurring Journal Entry on the header select the Source Journal, Reference (Name of what you want to call the Journal), Cycle (Period that you would want to run such as MO for month or YR for year), Start and Stop Dates, and any Journal Comments that you want.

  • Go to the Lines Tab, set the Accounts, Debit and Credit amount that you want to use and any other comments for the lines and then Accept.
    • The steps above create essentially a template for the Journal that can be used over and over.
    • The next step is to run and post the journals, you can run one at a time or if you have many journals you run them all at once. Go to Modules>General Ledger> Main> Recurring Journal, select the correct General Ledger date that you want to run the Journals for, Print, and select the Source Journal, Cycle and Reference you want to use, in the example we just used Reference equal to DEPR, and then Proceed, this will create the Journal.

    • Then say Yes to Update the Recurring Journal.

    • You can then check and make sure the Journal correctly posted by reviewing Account Inquiry for one of the Journal Accounts as shown below.

Sage 100 Success Story with Mervin Manufacturing Snowboards

WAC Solution Partners Helping Businesses to Grow Effectively

 

As providers of accounting software, implementation and support, we offer a wide range of solutions designed to fit businesses and non-profits of all sizes. Our combination of products and services allow you to better manage your accounting and to make insightful decisions about your company’s future.

EXPERTISE WITH LOCAL ROOTS AND NATIONAL REACH

This is a success story about a very fun customer Mervin Manufacturing that we began working with in 1989. It was a great partnership.

Mervin Manufacturing is home to Lib Tech, GNU, Roxy and Bent Metal Bindings and is a leading designer and manufacture of snowboarding products. We began working with Mervin Manufacturing in 1989 when they were just a 10-year-old company.

They were looking for a partner to help them grow their business to the next level. Our company provides small business bookkeeping services as well as Accounting Software system sales, implementation, support and training.

They originally called us because we were close to their Seattle office, initially it was a box of checks. The project was to reconcile their bank accounts and do monthly financial statements for them, we did all the accounting on our system.  We also did their accounts payable and payroll.

As the company grew further they asked us to provide an in-house accounting system and computer network system. We sourced an IT company for the computers and sold them Sage 100 (Formally MAS 90). Their original customer base was on an Apple Macintosh that we helped them bring over to the new Sage 100 (Formally MAS 90) system.

This was a phased in training and implementation, first the financial modules including General Ledger, Accounts Payable, Accounts Receivable and Payroll. And then the distribution modules which included Inventory, Sales Order and Purchase Order.

We trained the customer staff from the ground up as they had never had much experience with Sage 100 (Formally MAS 90) or other accounting systems.

Upon completion of the Software Implementation we continuing as their outsourced accounting company. We provided monthly financial statements, did their payroll for them, closed all the accounting and distribution modules monthly. We remained their accounting company for over 10 years.

Eventually Mervin Manufacturing was sold to Quiksilver and in recent years the company was repurchased and now operates as an independent standalone company under Altamont. They are home to many snowboard enthusiasts and many Olympic snowboard athletes.

Sage 100 Consultant Tip: Paperless Office Won’t Print

Sage 100 ERP consultant, we had a client who had a technical issue with Paperless Office hanging up. Do you know how to stop this from happening?

NOTE: Consult with your certified Sage 100 ERP consultant before making any changes to your Sage 100 ERP system.

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

Answer: Here’s what to do when Paperless Office hangs up…

1)  Check permissions on Sage PDF Converter:

Run, Regedit

Sage 100 ERP consultant paperless office

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

Sage 100 ERP consultant paperless office 2

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.

Sage 100 ERP consultant paperless office 3

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.

If you have questions please contact us at www.caserv.comemail or 760-618-1395. Please stay tuned for more helpful Sage 100 ERP tips!

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

 

Sage 100 ERP (MAS 90): How to Import ADP Payroll to Sage 100 GL

Question: Mike, we own Sage 100 ERP (formerly Sage MAS90); we also use ADP for our Payroll. How can we import the ADP Payroll information into the Sage 100 ERP General Ledger? We spend many hours manually typing this data into Journal Entries now.

Answer: You can import ADP Payroll into Sage 100 ERP, using the General Ledger Data Exchange Utility that is a part of the General Ledger module.

 

First Step:  You will need to ask your payroll company to provide you with a CSV file of the General Ledger data. In the example below we have used the Alternate Exchange Format .

Sage 100 ERP Payroll resized 600

Sage 100 ERP Payroll

Second Step:  You will need to setup the Data Exchange, General Ledger>General Ledger Exchange. This will open up a wizard as shown, and follow comments and screen shots below:

Sage 100 ERP Payroll

Click Next

Sage 100 ERP Payroll 2

Select Import Data, and Click Next:

Sage 100 ERP Payroll

Select Transactions and Click Next:

Sage 100 ERP Payroll6 resized 600

Enter Name and Click Next:

Sage Payroll

Set Duplicate Procedure to: Do not import new entry, Click Next:

Sage 100 ERP Payroll8 resized 600

 

Click Next:

Sage 100 ERP Payroll9 resized 600

Click next:

Sage 100 ERP Payroll10 resized 600

Make sure the file has been saved as a CSV file, set Exchange File Type to CSV, set  Exchange File Name, Click next:

Sage 100 ERP Payroll11 resized 600

 

Select Alternate File Name, click next:

Sage 100 ERP Payroll12.png resized 600

Click Finish:

Sage 100 ERP Payroll13 resized 600

Proceed, and test first, once this is complete then you can go into

General Journal Entry and review the Journal is correct and then Update.

Sage 100 ERP Payroll14 resized 600

You can then do Payroll Journal Entries each period from General Ledger Exchange shown in the second to last screen shot and save many hours in Journal Entry processing.

Written by Mike Renner, Partner WAC Consulting, Owner at Computer Accounting Services 

 

Sage 100 – How to Use Customer and Crystal Reports to Add a Custom Field and Run Reports – WAC Solution Partners – Palm Desert

Question: Mike, we own Sage 100 (formerly MAS90) and we would like to know how to add a new field to the Accounts Receivable Cash Receipts Entry screen. Is it possible to add a field to enter the number of customers that come our office daily?  We’d like to collect this data and build a report to show this information with different date ranges.

Answer: The Sage 100 Custom Office Module allows you to add a user-defined field to any screen in Sage 100 and report on it from the database. You simply add the new field to the Custom Office and create a simple Crystal Report. You will also need to properly link the UDF to History.

NOTE: We advise that you consult with your certified Sage 100 ERP consultant before making any changes to your Sage 100 ERP 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.

Sage 100 Consultant Tip – How to Create Calculations with Crystal Reports

Question:  Mike, we own Sage 100 (formerly MAS90) and use Crystal Reports. How can we do a summary calculation at the bottom to add up multiple lines on a Sales Order using Crystal Reports. We follow your Sage 100 Consultants Tip blogs and find your series of tips on Crystal Reports very useful!

Answer:  The Sage 100 Crystal Reports calculation feature has many applications.  In this case, we’ll review the 3 steps to add multiple lines in Sales Order.  If you think you are not taking advantage of the power of Crystal Reports, please add your comments at the end of this blog.

NOTE: We advise that you consult with your certified Sage 100 ERP consultant before making any changes to your Sage 100 ERP system. If you don’t currently work with a Sage 100 consultant, contact us, call 760-618-1395 or email us and we are available to help. Sign up for more helpful Sage 100 consultant tips & tricks below!

Sage 100 Consultant Tip: 3 Steps to Create Crystal Reports Calculations

STEP 1 – In Crystal Reports, use the Running Totals Fields from the field explorer. On the Crystal Reports field explorer right click on Running Totals Fields and select New.

Sage 100 consultant tip

STEP 2 – Enter in the Running Total Name, from the left side scroll down and select the field to summarize and click it to the right. You can leave the defaults, and click OK.

Sage 100 consultant tips and tricks

STEP 3 – The new Running Total Field will now be available and you can insert into the report, please note you must insert the field into a footer for the Summary calculation to work.

Sage 100 tips

We hope this was helpful. There are many other applications to help save time throughout Sage 100 for Crystal Reports calculations. If you have any questions, please contact us, call 760-618-1395 or email us and we will be happy to help.

Check out other related Sage 100 Crystal Reports blogs:

Written by Mike Renner:  Partner of WAC Solution Partners – Greater Los Angeles, a Sage 100 ERP consultant and support provider based in Indio, CA.

Mike is an expert on ERP and fund accounting and supports Abila Fund Accounting and Sage 100 ERP with over 25 years in the accounting software industry. Mike is also a Sage Certified Trainer and a recognized leader in the design, implementation and support of ERP systems, including Sage.

Specialties:  Sage 100 ERP (formerly Sage MAS90 / MAS200), Abila MIP Fund Accounting™, Acumatica, QuickBooks Pro Advisor