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.

 

 

 

 

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.

 

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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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 How to copy a Custom Office task or screen to another user and company

Question: Mike, we own Sage 100 (formerly MAS90) and we would like to know how to copy a Custom Office task or screen to another user and company.

Answer: The Sage 100 Custom Office module can be copy as shown in the step outlined 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,

Steps are show below:

  • You should first determine the Customizer Panel that needs to be copied, in the example below we have a Custom Office modification on the Accounts Receivable Customer Maintenance task. First you will want to open that task by going to Accounts Receivable>Main>Customer Maintenance. You should then right click on the mouse, Panel Setting and Customizer.

  • From the Screen select the Company and Users you want to copy from the “Modify and Already Existing Panel” and click OK.

  • The Customizer Panel will open, and you can read the Panel Name on the top, in this case the name is “AR_CUSTOMER. M4L PMAIN. Then close the Customizer.

  • From the Module task select Customer Office>Customizer Selection.

  • Select [Customized Panels] Accounts Receivable> The User-Company that you want to copy. On the right side at the bottom click on the blue copy button.

  • This will open another screen, select either All Users or a specific user and the Company to Copy to and the Except.

  • You will see a final screen and that the Customizer has been copied, in the example ###-XYZ indicates All users and Company XYZ, you can check to the actual company and user and you will see that the screen has been copied.

4 Reasons You Should Consider Sage-Integrated Document Management

Organizations across all sorts of vertical markets have saved money and grown business by optimizing their Sage ERP with a document management and workflow solution integrated to Sage. The need to go paperless is not limited to a few verticals; it’s widespread!

You too could benefit from document management. With a Sage Endorsed document management solution such as DocLink, you’d no longer waste money on storage fees, shipping, or the cost to recreate lost documents. Think of how long it takes to approve the average invoice. For many, that approval process is tedious – you must wait on other employees without any visibility. Now think of using a mobile application to access, share, and even approve documents all from your phone. How could a solution like DocLink Mobile benefit your business?

Still, we recognize that the decision to ditch the paper can be hard for organizations. We understand that some are simply set in their ways! Perhaps you don’t even realize the business process bottlenecks paper is causing or the unseen cost of manual processes in the workplace.

Read below for a quick look at four very common indicators that you too could benefit by going paperless:

1. If your company has two or more people working in the Accounting Department, you’re probably processing a good volume of invoices! Your approval process likely involves multiple steps and might not offer document visibility throughout. With automated workflow, approvals can be expedited and better managed. You can even delegate tasks to other employees (when you’ll be gone on vacation, for instance) so that business is never at a halt.

2. Does your company have more than one office location? What about remote employees? If so, you might be spending a fair sum of money moving paper between locations. You and your coworkers are probably familiar with the pain of not being able to easily access documents. By going paperless, you can eliminate unnecessary courier and postage expenses—and your employees can spend their time on more productive efforts.

3. If your company uses off-site storage facilities, you’re also spending funds that could be put to use elsewhere! Anyone familiar with the hectic process of pulling out those files will definitely appreciate the ease with which you can access and share documents in an electronic repository. Instead of waiting or asking for someone else’s help, employees can instead serve themselves and access files in your secure document repository.

4. If your company is in any sort of highly-regulated industry such as healthcare, food and beverage or manufacturing, you likely adhere to strict requirements related to the storage, access, and processing of files. This time-consuming process can be completely changed with workflow, output automation, and tight file security and history provided by integrated document management.

Do you fall under any of the categories above? Are you aware of different ways paper is bogging your company down? Join us on our upcoming educational webinar on a Sage-integrated document management solution, DocLink.

Join us for a webinar on May 17 at 1 p.m. ET (10 a.m. PT) to learn more about DocLink and see it live. See how DocLink can help you:

  • Eliminate paper-based bottlenecks like AP invoice approval
  • No more chasing down paper, view documents right within Sage
  • Allow users to retrieve supporting documents instantly and easily, on any device
  • Automate the delivery of documents and associated data to customers, vendors, partners
  • Increase control and visibility of transactions