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

Sage Alerts & Workflow

Companies with systems that automatically monitor, assess, and report on data not only anticipate events before they happen, are more competitive, more proactive and more profitable. Learn more about the tools available to you to help you make more proactive decisions to benefit your organization and eliminate the phrase “if only we had known”.

Join us online for a Sage/WAC lunch and learn session on Thursday March 22, 2018 at 1 p.m. ET to discover the tools you need to become more data-driven, better manage your critical business activities and maintain great business relationships with your customers and vendors.

When you attend the webinar session, you will also learn more about:

  • The 8 types of business conditions you should be on the lookout for
  • How to be automatically alerts so that you can respond quickly to trends, exceptions, and anomalies.
  • How to automate tasks currently done manually (such as invoicing & statement delivery)
  • Quantifying your organization’s need for “business activity monitoring”

An Article that may help you understand what Sage Business Alerts can help you with in your business.

It’s What You Don’t Know That Can Hurt You

The author Mark Twain was once asked about his many business ventures – most of which had failed. Twain explained how his ventures had failed not because of bad technology (most of the items he invested in became very successful realities, but under different ownership), but rather had failed because he had not kept an eye on their progress. He summed up the lesson that he had learned as follows:

“Put all your eggs in one basket – and watch that basket.”
If anything, that phrase is truer today than it was 100 years ago – and it’s especially true regarding ERP applications. Organizations have vast quantities of information that they need to keep watch over; invoices coming due, stock running low, changing buying trends, and so on. What with corporate downsizing and fiscal belt-tightening, few – if any – organizations have the luxury to turn to an employee and say, “Hey you – it’s your job to keep an eye on our ERP data and if anything looks wrong, let me know.”

And so, your net result – like Mark Twain’s – is that you don’t watch over all the “eggs” in your ERP basket and bad things happen. You write off bad debt. You throw away expired inventory. Late deliveries become commonplace. And you lose some of your best customers.
This is exactly what Mark Twain was talking about; keeping watch over your investments (in your case, your ERP data). In Twain’s day, the “watcher” had to be himself; but in our day, we can automate the “watching process”. And that’s exactly what you should be doing if you wish to avoid the same kind of problems that Twain experienced.

“Automated watching and responding.” That’s what Twain was talking about. He needed to constantly monitor his business ventures. He needed to know immediately when something looked out-of-whack. He needed to know when “discoveries” should have pushed him in another direction. And he needed to watch over all his ventures equally well; his problem wasn’t that all his ventures were failures, but rather that he paid more attention to those that were doing well than those that weren’t.

You can apply these same concepts to the monitoring of your ERP data. Whether it’s receivables, inventory, manufacturing, or some other area of ERP, they all need equal “watching over”. And to do this today, you need a technology that embodies the same characteristics that Twain found lacking in his own approach to his prospective inventions:

  •  Focus. Invest in a technology that focuses on doing one thing: identifying and
    responding to business conditions in your business data. Business is increasingly
    complex today; you need to be able to identify sophisticated conditions (such as
    customers who have changed their buying habits) and then communicate those
    conditions in a wide variety of ways.
  •  Delivery. Twain was fortunate in that the methods of communications in his day were
    limited; today you must consider email, fax, cell phone, instant message, dashboard,
    and social network. Some information must be in quick one-line alerts, other must be
    delivered as analytical reports or standard forms and documents. It all comes down to the right information via the right people via the right device.
  •  Independence. Twain didn’t have one invention going at a time; he had multiple. Just
    like you don’t run your business just on your ERP system – you likely have a CRM
    system, an HR solution, and maybe a help desk application. You can’t play favorites
    when it comes to “watching” – a solution must monitor and respond to all your business
    applications, commercial as well as home-grown. And don’t forget incoming email – one
    of the top three sources of information coming into businesses today.
  • Integration. “Interoperability” is the key word of today when it comes to business
    applications like ERP, CRM, and HR. You must realize that sometimes the most critical conditions aren’t always represented by information in just one of your business
    applications – but rather in the combination of data between two or more applications.
    Invest in a “watching” solution that combines, analyzes, and responds to disparate data
    across your entire organization.

It’s interesting that 100 years after Mark Twain’s passing, we can still take lessons from him. Success – whether defined as the launch of an invention or defined as a productive ERP solution with well-managed customers, partners, and transactions – is dependent on your ability to watch over, identify, and respond to changing business conditions.

Sage 100 checks post to the wrong bank account

Question:  Mike, we own Sage 100 (formally MAS90) I changed banks and now when I print checks, it posts to wrong GL Account. Why?

Answer: As an experienced Sage 100 Certified Consultant this is one that seems to come up every other year or so. This is a deep dark secret, unless you have run into it before. What is going on is even though you changed to the correct GL account in Bank Code Maintenance as shown below. The Division Maintenance Bank Account number is overriding what is in Bank Code Maintenance.

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So to correct this you simply open up Accounts Payable>Setup>Division Maintenance and then blank out the Cash Account field as shown below and Accept.

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This blog is a rewrite of an ERPVAR.com blog from a few years ago, but it is such a common problem that it has been addressed again. You can find the original blog by clicking  link to old original blog.

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

NetSuite- Company Credit Cards in NetSuite

Company Credit Cards in NetSuite

Hello again from WAC Solution Partners, Florida. Today we will be discussing company credit cards.

We will go over:

  1. How to create them within the system
  2. How to enter charges
  3. How to pay existing bills
  4. How to pay credit card vendors

First, let’s go over adding a new credit card.

  1. First, go to: Financial > Lists > Accounts > New or Accounting > Accounts > New. If you do not see either option, use the global search.
  2. However you get there, when you are creating a new account, select “Credit Card” as the type.Netsuite Blog Company CC pic 1
  3. Remember to create an account for each individual credit card, or your reconciliations will be incorrect.

That’s all there is to it. Now how do we actually record purchases on this credit card? Usually, all you need are any receipts which were submitted for purchases.

  1. Go to Transactions > Bank > Use Credit Card or Financial > Banking > Use Credit Card. If you do not see either option, use the global search.
  2. Enter the vendor.
  3. Choose the appropriate credit card account.
  4. Enter the amount of the purchase and the date.
  5. Distribute the amount to the proper expense accounts.

Netsuite Blog Company CC pic 2

How do we pay our existing bills? This is an important procedure, and while it is fairly simple, it is not the most intuitive thing. It is also not covered well in NetSuite Help or Suite Answers. Fortunately, you have WAC to explain it!

  1. First, go to Transactions > Payables > Pay Single Vendor. If you do not see “Transactions,” try Vendors > Accounts Payable > Pay Single Vendor. If you do not see either option, use the global search.
  2. When creating the Bill payment, all you need to do is change the “ACCOUNT” field to the proper credit card account.Netsuite Blog Company CC pic 3
  3. Fill out the Bill Payment as usual.

How do we pay our credit card vendors? To do this, we will use the “Write Checks” function.

  1. Go to Transactions > Bank > Write Checks or Financial > Banking > Write Checks. If you do not see either option, use the global search.
  2. Enter the credit card vendor in “PAYEE”.
  3. Enter the total to pay in “AMOUNT”.
  4. Under Expenses in the Expense & Item subtab, choose the credit card account and enter the amount. Netsuite Blog Company CC pic 4
  5. Save and print the check like any other check you might issue.

Here is an example of the reconciliation screen for credit card statements.

Netsuite Blog Company CC pic 5

This functionality lies outside the scope of this blog entry, but if you or anyone at your company would like to see a session about it, please contact WAC Solution Partners Florida.

To get to this screen, go to Transactions > Bank > Reconcile Credit Card Statement or Financial > Banking > Reconcile Credit Card Statement.

NetSuite has enough functionality to fill years’ worth of classes. We hope that you found some useful information in this blog. If you have any questions about credit cards in NetSuite or any other NetSuite topic, please do not hesitate to contact us!

WAC Solution Partners, Florida

Tom White or Robert White

305.819.6323

The NetSuite Reminders Portlet and the New Features

NetSuite has an extremely useful feature called the Reminders portlet. “Portlets” are what the boxes on the NetSuite dashboard are called. Their function is to display information which the user deems to be pertinent—much like the gauges on a car’s dashboard. The Reminders portlet is one of the most popular portlets. With just a couple tweaks, it can be very helpful to any NetSuite user.

What is the Reminders portlet? It’s exactly what it sounds like. It is a live feed that shows which tasks you must complete or which records you must deal with. For instance, it may show you how many invoices you have to print, how many phone calls you need to make, or how many orders you must receive. With the ability to create reminders from Saved Searches, the possibilities with the Reminders portlet are endless.

In this blog, we will show you some basic Reminder portlet configuration as well as some of the new features added in the 2016.2 update. The first thing we will do is go over how to add a reminder to your portlet, then we will show you how to create custom reminders from Saved Searches. New features will be explained as we go over each process, as they make more sense in-context.

So how do we add reminders?

First, hover over the upper right corner of the Reminders portlet, and click “Set Up”. Don’t worry if you don’t see the refresh button or the dropdown menu—they don’t appear till you hover over them.

Now you will see a menu of available reminders. Custom reminders are marked with a “C” in a green circle.

Reminder portlet -2

Reminders can now be dragged directly to the spot where you want them from the selection panel to the “Current Selections” panel.

Reminder portlet -3

You can also click the reminder’s name, though this will add it to the bottom of the list. If you do it this way but don’t want it at the bottom, you can drag the reminder to the appropriate spot after adding it.

In the above screenshot, you may notice a box in the lower left marked “Show reminders with zero results”. Checking this box will cause the reminders portlet to show you reminders even when there are no results. This may be useful in letting you know what you don’t have to worry about, as seen below.

Reminder portlet -4

Next, let’s go over how to make a custom reminder from a Saved Search.

For this example, we will use our custom Saved Search, “00 Customers – No orders in 2 weeks”. Here at WAC’s Florida office, we like to put “00” in front of the names of our custom searches because that causes them to sort to the top of the list. This particular Saved Search was created to show us which customers have not ordered for two weeks or more.

First, open the Saved Search which you want to make into a reminder.

Next, make sure your Saved Search is going to make a good reminder—that means you should check for duplicates and that the Saved Search is not returning unwanted results.

Now go and click the edit button.

Reminder portlet -5

When you get into edit mode, ensure that “Available For Reminders” is checked as below.

Reminder portlet -6

Zoomed in:

Reminder portlet -16

Make sure to save.

Now go back to your dashboard, hover over the upper right corner of the Reminders portlet, and click “Set Up” as before.

Reminder portlet -7

Now you should see the saved search in your available reminders box as below, and you can now add it to your Reminders portlet like any other reminder.

Reminder portlet -8

If you do not see your reminder, try refreshing the page and going back into Set Up.

A new option in 2016.2 is the ability to make reminders into headlines. To do that, drag your reminder to the “Headline” box, as seen below.

Reminder portlet -9

When you return to the dashboard, you will see that this puts the number on top of the reminder’s name and enlarges it for greater visibility.

Reminder portlet -10

Another option you have in 2016.2 for editing reminders is hovering over the reminder on your dashboard and clicking the little pencil which appears:

Reminder portlet -11

This gives you a box which contains some more options for the given reminder.

Reminder portlet -12

The options for each reminder vary, and with Invoices Overdue, you may have it remind you of invoices which are a certain number of days overdue.

You can also display the reminder as a headline from here, or add highlighting rules. Highlighting reminders is another new feature for 2016.2.

What are highlighting rules? They cause NetSuite to draw your attention to important reminders by highlighting them with a color if they reach a certain threshold.

Let’s say that you want NetSuite to draw your attention to the reminders if there are more than 200 invoices overdue.

In the above screenshot, under “Highlighting rules” you can see an option which says “+ Add Rule”. Click it. This creates a new rule and lets you tell the system what number it should highlight the reminder at, and what color to do it in.

Reminder portlet -13

A reminder can have multiple highlighting rules. For instance, you may want it to turn yellow if 50 or more invoices are due and red if over 200 are due. Simply click “+Add Rule” again.

Reminder portlet -14

Now save. Your reminders should look like this:

Reminder portlet -15

As you can see, the Reminders portlet is very useful and can be configured for almost any role in NetSuite. It is easy enough for any user with basic skills to fine-tune to best facilitate their job.

We hope that this blog entry has been useful to you, and if you have any questions, feel free to contact us!

Robert.White@wacptrs.com

 

Cloud ERP R.O.I. Simplified

Any residential solar panel salesman knows that one of the most powerful sales pitches is the Return On Investment pitch (R.O.I.)

A simplified R.O.I. calculation in the residential solar panel industry is to divide the total price of installation by the monthly average electric bill. That typically computes to anywhere from 5 to 7 years. “Think about it”, the salesman says, “in 7 years you will be free and clear.”

If you Google ERP (Enterprise Resource Planning) R.O.I. Calculation you will get over 100,000 results. They take into account many variables and plug them into a mathematical formula, which gives you an idea on the R.O.I.

There are obvious costs, such as: the price of the software, implementation, data conversion, employee training.  Then there are secondary costs such as: learning curve, human errors, efficiency, employee enthusiasm, or lack thereof, motivation, and more.

Now, let’s simplify the R.O.I. calculation for a typical midsize company, moving from an in-house to a cloud solution

Current yearly expenses In-House or On Premise

  • IT Infrastructure: Maintaining Server hardware, software, updates, backup, anti-virus, anti-malware, plus more. For a mid-size company on the yearly contract, prices can range between $6,000 – $24,000.  Then you still have to add in the price of the hardware and software.
  • Yearly software vendor’s maintenance fees: Typically 17 – 25 percent of the retail price of the software. So that equates to anywhere from $2,000 – $20,000.
  • Install yearly updates: $3,500 – $10,000
  • Average Total: $32,000 per year this does not factor in loss of productivity due to server down, malware attacks, or other.

Current yearly expenses SaaS

  • SaaS (Software as a Service) yearly: Starts at $15,000 for an accounting, distribution and CRM (Customer Relations Management) solution.
  • Installation, implementation, and training: Starts at $25,000.
  • Human factor: Varies from company to company – We will plug in an arbitrary $50,000.

R.O.I Calculation

First Year = $90,000 – $32,000 = $58,000

2nd Year = ($58,000 + $15,000) – $32,000 = $41,000

3rd Year = (41,000 + $15,000) – $32,000 = $24,000

4th Year = ($24,000 +$15,000) – $32,000 = $7,000

Peace of Mind = Priceless!

We are WAC Solution Partners, a national company with offices in 13 major cities. Each one of our consultants and business analysts has a minimum of 20 years experience.

 Call us at (213) 262-2565 for a FREE system evaluation and analysis. 

How to Access Rights by Role and Screen for Acumatica Cloud ERP

We would like to thank our business partner Ben Hanan, Business Systems Analyst for providing the detailed descriptions for this blog.

Setting up access by Role simplifies the addition of new users, by associating the account with a Role.

Example: Setting up a new Role: Accounting Clerk with access to Accounts receivable and General Ledger

Add a new Role by going to Configuration>User Roles>Add a Role

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Then, go to:

Configuration >User Security>Access Rights by Role

Pick the Suite that you wish to set:

Revoking an Application will remove the entry from the user’s menu. Granting will allow further drill down.

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Example: The Accounting Clerk Role was Granted access to Accounts Receivable. Drilling down to the Work Area, Processes, Reports, and Configuration it is possible to control access down to a process itself.

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Setting up access by screen:

Select the process. You can control access to a user’s role at the process level

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Default Access Right of a screen is “Inherited” It can be changed to “Revoked”, “Edit”, “View Only”

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

 

How to make an employee time card posting into Acumatica Cloud ERP

We would like to thank our business partner Ben Hanan, Business Systems Analyst for providing the detailed descriptions for this blog.

Employee Time Cards is part of Acumatica’s Core Financial Suite. When Integrating to Project Accounting it allows for accurate tracking of labor cost per project.

 1.       Project ID & Tasks are linked.

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2.       Time Card is Submitted, Approved, and Released. Time cards are exportable to Excel for submission to a Payroll Service. Or, Acumatica also offers a Payroll Suite (in Beta).

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3.       Time Card Reporting filtered by employee, project, and dates. Exportable to Excel.

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Specialties:

Sage 100 ERP (formally Sage MAS90/200), Acumatica ERP, Abila MIP Fund AccountingAbila Grant Management, QuickBooks.

Tags: MAS 90, MAS 200, Sage 100 ERP, SAAS, Acumatica ERP, Accounting Systems, ERP Systems, ERP Consultant.

How to make an employee time card posting into Acumatica Cloud ERP

We would like to thank our business partner Ben Hanan, Business Systems Analyst for providing the detailed descriptions for this blog.

Employee Time Cards is part of Acumatica’s Core Financial Suite. When Integrating to Project Accounting it allows for accurate tracking of labor cost per project.

 1.       Project ID & Tasks are linked.

blog1

2.       Time Card is Submitted, Approved, and Released. Time cards are exportable to Excel for submission to a Payroll Service. Or, Acumatica also offers a Payroll Suite (in Beta).

 blog2

3.       Time Card Reporting filtered by employee, project, and dates. Exportable to Excel.

blog3

Specialties:

Sage 100 ERP (formally Sage MAS90/200), Acumatica ERP, Abila MIP Fund AccountingAbila Grant Management, QuickBooks.

Tags: MAS 90, MAS 200, Sage 100 ERP, SAAS, Acumatica ERP, Accounting Systems, ERP Systems, ERP Consultant.