You’re Fired!

Almost two weeks ago I received a letter from IDES, the Illinois Department of Employment Security, notifying me they had received my request for unemployment.  The letter asked if I wished to contest the claim.  Since I am president of my company, I was shocked to find out that “I” had filed this claim! On the same day, another letter said that my wife had also filed but her request was denied as fraudulent.

The Daily Herald recently reported that about 80% of new unemployment claims in Illinois were frauds.  That means for every legal claim there are FOUR illegal claims!  Our state has enough problems without being ripped off with bogus unemployment claims!

I contacted IDES and explained the situation. I was instructed to destroy any debit cards that may come in the mail immediately upon receipt.  Sure enough, a few days later both my wife and I got them!

I reported the events to my Identity theft protection company, who instructed me to file a police report.  They also told me to report the fraud to the following site:

https://www2.illinois.gov/ides/Pages/Reporting_Unemployment.Insurance.Fraud.aspx

I was also told to contact the IRS to report the identity theft and to complete a Form 14039 (Identity Theft Affidavit).

There are several more steps I need to complete, but the main focus of this article is that we have to stand up and take action to stop these occurrences.  I have heard from other business owners that they have been experiencing the same issues.  It is easy to just ignore the problems, but we must report them to help the appropriate agencies catch these people and put a stop to these games.

Sage Intelligence Reporting – Sage 300 Financial Ratio Report

Is the data your company needs to grow and run efficiently readily available? One of my favorite report writers is Sage Intelligence Reporting. Out of the hundreds available, I recently had a client find a very interesting report that will help many of you.

The Financial Ratio Report in Sage 300 provides many of the standard financial ratios like Profit Margin, Return on Assets, Gross Margin %, etc. Not only does it display the actual data, but it also allows the user to enter targets so you know how you are tracking compared to your plan.

The report generates the ratios in the current year and will report on the previous four years if desired, making it easy to see a five year trend.
Another area of the report features the year over year changes on revenue, net income, assets and liabilities. This is just a small example of what is reported.
For most of the small sized companies I work with, there is more information than they really need, but if it becomes confusing, we can very easily remove some items.
One last feature is that the report allows the user to select the five most important metrics of the thirty-three that the report can produce.

This tool, if used properly, can easily be configured to help companies improve their performance.

Sage 100 – Credit Card Processing For Accounts Receivable And Sales Orders

Question:

Mike, We own Sage 100 Accounts Receivable and Sales Order, we would like to use Credit Card Processing, is that possible?

Answer:

Yes Sage 100 Accounts Receivable and Sales Order Modules are fully integrated with several payment processors and transactions can be integrated through Accounts Receivable Cash Receipt Entry and Sales Order Entry without having to go outside the Sage 100 Accounting System.

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

Optimize Cash Flow and Get Paid Faster

Sage 100 integrates with Paya, formerly Sage Payment Solutions, to process credit and debit card receivables quickly and conveniently?  Look at all the benefits of adding payments to your Sage ERP!

  • Accept all major credit and debit cards as well as PIN debit and signature debit transactions.
  • Securely store bank and credit card information in the Paya vault—not your software (simplifies PCI compliance).
  • Access the data you want whenever you need it.
  • Reduce the risk of theft, credit card fraud, and legal action with strict adherence to the highest industry standards.

About Paya
Paya was the first – and remains the best – Sage 100 direct integration, with easy onboarding and a powerful, user-friendly payments interface.
Paya offers industry leading payments solutions that can be tailored to meet the needs of any business. A provider of exceptional business solutions and customer experiences, Paya delivers future-proof value and flexibility for growth.
Let Paya handle the movement of transaction data automatically. Consolidate, control, and reconcile all internal and external payment sources in real time. For more information, visit https://paya.com/ or follow us on Twitter: @PayaHQ, LinkedIn: Paya.com and Facebook: PayaHQ.

Happy Holiday Scam – son (Season)

Unfortunately, scammers to do not take off for the holiday season.  In fact, it appears the scams increase!  Last week a scam surfaced around the country.  A number of bomb scares were reported requesting a bit coin payment.  Since none of the “bomb” were detonated, this appears to have been just a scam.

Bomb scares are not the only scams during the season.  Just in the last few days I received a phone call from someone that reported they were receiving information about my business computer having problems.  I was too busy to play with them, so I did the right thing and just hung up.  Other companies that you have no relationship with are not getting information about your computer.

Also, with tax season being just around the corner, the IRS does not notify you of any tax problems with a phone call.  They ALWAYS send a letter in the US mail.

The only institutions that may call, email or text you are your bank and credit card companies.  Normally you will only receive these notifications if you sign up for them.  Just to be extra cautious, do not reply to the notification, but call your bank or credit card company via the number on your statement or their website.  If it is a legitimate concern, they will forward you to the correct person to resolve your issue.

Again, if you get an unsolicited phone call about any computer issues, just hang up.  The same goes for tax issues.  If you get a strange pop up on your computer, shut it down immediately.  If it will not let up shut down your computer, unplug it! and contact your IT department or a computer professional.

Unfortunately, the holiday season is a busy time for scammers.  Don’t let the business of the season allow you to let down your guard.  Happy Holidays and be careful!

 

 

 

 

 

 

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).