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

 

How Do I Email Invoices Electronically in Sage 100?

Sage 100 Question: Mike, how can I setup Electronic Delivery Invoicing in Sage 100 for Accounts Receivable.

Sage 100 Answer: As a seasoned Sage 100 Certified Consultant this question is one that will delivery much efficiency to your organization. You will be able to eliminate paper printing time, the cost of paper and postage and make things very simple for you customers.

As always, if you are unclear about any of these instructions or have concerns on how this will impact your Sage 100 system, it is recommended that you contact your Sage 100 consultant. If you don’t have access to one, we are here to help.  Please see our blog for more helpful Sage 100 tips.

9 Steps to Set Up Sage 100 Electronic Delivery of Accounts Receivable Invoices

Step 1 – In order to “go paperless” it’s necessary to first ask your customers if they would like to start receiving electronic invoices PDF’s?  It’s just a matter of sending an email to get a simple agreement.  Ask your customers to verify what email the invoices should be addressed to and you are ready to get started. A simple list can be obtained including the customer number.  This list can be imported into Sage 100 with Visual Integrator, or they can be manually entered as well if you would like.

Step 2 – The example shown is for Accounts Receivable, but this method can be used for any of the Sage 100 forms.

Step 3 – You will need to first setup the Paperless Office: Modules>Paperless Office>Setup>Paperless Office Options and make sure the Forms and Customer Viewer buttons are checked.

Step 4 – You will need to setup E-mail preferences for Company Maintenance, Modules>Library Master>Company Maintenance, select your Sage 100 Company and then tab 4, E-mail. Select the STMP, Port, User name, Domain and Password. This will be for your email system. The example is for an Office 365 email system. Once setup you can click the Test Email button to make sure it all works.

Step 5 – Setup the Form Maintenance for Accounts Receivable invoice: Modules>Paperless Office>Setup>Form Maintenance. Enable Electronic Delivery, add the From Email address, password and set the location of the PDF Directory.

Step 6 – Setup the Electronic Delivery Message Maintenance: Modules>Paperless Office>Setup>Electronic Delivery Message Maintenance. And set it up for Accounts Receivable Invoice.

Step 7 – For each customer that will be receiving Electronic Invoices you will need that add the Email to Customer Maintenance: Modules>Accounts Receivable>Customer Maintenance:

Step 8 – From inside of Customer Maintenance you will need to click on the Paperless button, select the Document to be A/R Invoice and on the Main Tab click to Print PDF and E-mail.

Step 9 – Now when you select to print and Accounts Receivable invoice you will have options to Electronically Delivery Only, Print to PDF and Electronically Deliver and Print to PDF or Electronically Deliver. This will give you many options for printing. At this point you can test a couple sample invoices to may sure it all works.

Written by Mike Renner, Partner at WAC Solution Partners – Greater Los Angeles

Mike is an expert on 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 and Acumatica.

Specialties

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

Tags: Sage 100 Consultant, Sage 100 Accounts Receivable

Please note: This is a repost of a blog that was written for ERPVAR.com, the original blog can be found below.

ORIGINAL ERPVAR.com blog

 

 

 

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

Sage 100 how to print W2’s & 1099’s and what forms are needed for printing W2’s, W3’s, 1099’s and 1096’s

As a Sage 100 (formally MAS90) Certified Consultant I am asked by our customers every year about which forms to use for W2’s and 1099’s and printing of those forms. This blog is a simple review of the forms and the steps required, so it will not be so difficult determine the steps each year.

For the W2 and 1099 forms, you will need the 4 perforated forms for the recipients as well as the other required forms from the IRS. There is a very good knowledgebase article at Sage’s support website that is linked below that will tell you exactly what forms you need to purchase.

LINK to Sage KB Article 52202

Printing of W2’s and 1099’s:

Sage 100 current versions uses Aatrix a service that is employed by Sage and as long as you have a current Sage support/maintenance plan in place the service is available.

For W2 and W3 printing please follow the simple steps below:

Modules>Payroll>Period End>Federal Efiling and Reporting

Once the form comes up click on the W2/W3 form and click Accept, if the current year W2/W3 report is not there, it means that you will need to do the Automatic Update on the form that comes up next to get the correct forms to load. Aatix updates the forms on a regular basis so if there are new forms you will want to do the Automatic Update.

To complete the W2 printing you will want to follow the steps on the Aatrix form to completion. It is a very simple step by step process mostly just clicking the Next Button and printing the forms.

For 1099 and 1096 printing we have include more detailed instructions below:

Modules>Accounts Payable>Reports>Form 1099 eFiling and Reporting

On the 1099 form set the Form type as Miscellaneous, the correct year and Minimum YTD amount to $600. Then click Accept. If there are new forms you will want to click the Automatic Update button on the next screen.

1099 first screen2

 

On the 1099 Setup Wizard you can choose the test drive for print the 1099’s. First time through would suggest you test drive, and do some sample prints to plain paper. Click Next and there will be a series of question to answer in the Wizard, usually the default answers will be sufficient.

1099 setup wiz

The screen will show Verify Recipient Verification info in spreadsheet format. You will click the green next buttons verify and the information, if there are errors in the data Aatrix will error and require correction before  moving forward. Things like you do no have a Tax ID number and it will be highlighted in red.

recepient info

You should continue to click the green next button. If you want to enroll in Aatrix’s eFiling you can do that, click next the get past the Ads.

At the Print Options page select Other Options and select the print the 1099’s and 1096. Then click next four times.

print options

Aatix will preview the 1099’s on the screen, you can click print final, Aatix will instruct you with the type of paper to insert, print and then click next step. The system will repeat this process until you are done printing the 1099’s. You are done at this point.

federal print

 

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!

 

 

 

 

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

 

Memorized Transactions in NetSuite Cloud ERP

In NetSuite, there is a very useful tool called “Memorized Transactions”. This tool lets you set up and automate recurring transactions. One example is a recurring payable such as rent. Memorized Transactions can also be used manually as templates for repeated transactions which may differ from period to period—for instance, payroll journal entries.

In this blog, we will show you how to use this valuable tool!

The transactions you can memorize include:

  • Write Checks
  • Use Credit Card
  • Enter Purchase Orders
  • Enter Bills Enter Sales Orders
  • Create Invoices
  • Prepare Estimates
  • Enter Cash Sales
  • Make Journal Entries
  • Create Statement charges
  • Enter Work Orders
  1. Let’s create a recurring bill for our vendor, Safety Net Security (SNS). SNS does not send us an invoice every month, so we have remember to pay them on time. We want to set up an automated payable for them.  Memorized tranact-1
  2. Begin by filling out a bill for SNS as you usually would. Don’t click “Save”!Memorized tranact-2
  3. Instead of clicking save, hover over “Actions” and select “Memorize”.Memorized tranact-3.jpg
  4. On the next screen, you will be able to set options such as frequency, how many times the transaction is to be performed, and whether NetSuite reminds you to do it or automatically performs the transaction. When you have set the options you want, click “Save”.
  5. To view or edit saved Memorized Transactions (depending on your permissions) you may find it via:
    1. Transactions>Management>Enter Memorized Transactions>List
    2. Financial > Lists > Enter Memorized Transactions > List
    3. Use the Global Search to find the page named “Memorized Transactions”.

It’s that easy!

So how about using a Memorized Transaction as a template?

  1. Set up a memorized transaction as displayed above, but stop when you reach Step 3. Select “Remind Me” and set frequency to “Never”.
  2. Make sure you name the transaction something distinctive.
  3. Save
  4. When it comes time to use this template, locate your Memorized Transactions list as described above.
  5. When you get there, click on “Enter” next to the transaction you want to use.Memorized tranact-4
  6. You may now fill in the pertinent information.
  7. Save
  8. You’re done!

NetSuite has so many helpful tools that it can be hard to know what each does. Memorized Transactions can help take a lot of the work out of regularly repeating transactions.

If you have any questions about Memorized Transactions or other NetSuite questions, please contact us!

Robert.White@wacptrs.com

Sage 100 2016 How to install workstation setup

Q: We are a Sage 100 2016 user, how can we install Workstation setup on one of our networked computers.

A: First of all on the server that the Sage 100 2016 program is installed you will need to do a Share of the folder above the MAS90 folder. Example parent folder of the MAS90 folder might be called Sage 2016. You will want to right click on that folder, share it and give full permissions for the users that will be accessing Sage 100.

You will then log onto the Workstation that you will be running Sage 100 on and do a mapped drive to the parent folder, such as M:\Server1Sage 2016 which should then give you access to the folder. You will want to click down to the MAS90wksetup folder and then run the Setup.exe program as an Administrator by right clicking on the program icon.

blog1

The program will run on the screen as shown below:

blog2

You will click the Next button:

blog3

Click the next button to run as Complete:

blog4

Click the Install button, once the program finishes you can find the new Sage 2016 icon in the Program files and can copy to the Computer Desktop:

blog5

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!

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.

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.

Sage 100 – How to apply a Prepayment to an Invoice in Accounts Receivable

Mike: We own Sage 100 (formally MAS90)

Question: Is there a way you can apply a prepayment in a customer to an actual customer invoice?

Answer: Yes we have run across this issue before, the best way to handle it is using Cash Receipts in Accounts Receivable:

  1. Open Accounts Receivable, Main, Cash Receipts Entry.
  2. If the A/R Cash Receipts Entry Batch window displays, perform one of the following:
    • Enter a new batch number.
    • Select an existing batch number.
    • Click the Next Batch button.
  1. Add a Comment and Accept.
  2. In the Cash Receipt Deposit window, enter or click the Next Deposit No. button. Note: The next deposit number is stored on the Entry tab in Accounts Receivable Options.
  3. Enter a description.
  4. Select a bank code.
  5. Enter the deposit date (this date should be the same date as the ORIGINAL Cash Receipt that you are reversing.).
  6. Enter the cash deposit amount as a ZeroAccept.
  7. Select the Customer,
  8. For Check number type in APPL20 (or APPL21 etc)
  9. Leave the amount to be as a Zero.
  10. Select the Lines tab.
  11. In the First line, select the Prepayment from the Invoice look up.
  12. In the Second line, select the Invoice that the prepayment was applied to, and make sure the amount posted is the same as the Prepayment but a positive number.
  13. Click Accept to save the entry.
  14. Print and update the Cash Receipts Journal.
 blog623
Once this is posted you will be able to look in Customer Maintenance under the customer and see that the invoice amount has been reduced by the amount of the Prepayment.
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!