Installing Intelligence Reporting Report Designer License in Sage 300

This should be easy, right?  Wrong!

Roger blog Pic 1Here is what I received from Sage, the Product Activation document.

 

I’m sure most of you have seen these before and once received, you think you know what to do. I know I thought that.

First, I know that I need to install the Report Designer component so, I go to Control Panel, and Change the Sage 300 installation to include this component. Done.

Now I log in to 300 as ADMIN and proceed to the Licensing Manger to enter the SERIAL NUMBER AND ACTIVATION CODE as required.

I enter the following, because that is what I have done at least 100 times.

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In this situation the Sage terminology is a little unclear. The License Manager says Activation Code but the paperwork says Activation Key

I get an error message stating the keys are invalid. I try again suspecting I fat fingered it (I do have fat fingers). No go, I get the error message again.

Looking again at the Product Activation document, I see that at the top there is another Product ID/Serial #.

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I figure why not and enter this serial number and the activation key/code again, and I get the same error.

Now I am getting frustrated. I take a quick glance at the installation manual for Sage 300 which has a section related to IR but I can’t find anything that leads me to believe I am doing anything wrong.

pic 4However, I have a second (harder to find) document that differs from the installation manual and it says this…

Well this all seems strange, new, and quite unnecessary to me, but let’s see if I can get this mythical Report Manager Serial #.

First, I look in the 300 license manager for an IR license and there is none. Yes you do get a Report Manager license installed, but Sage doesn’t make a license entry.

That’s OK, I figure it must be in the customer record of the Sage Partner Portal. I log in to the Partner Portal and pull up the customer. Nope, it is not there either.

According to the document, I can get it from the Sage Customer Portal (but not the Partner Portal). Unfortunately, I do not have those credentials to access the Customer Portal.

Back to the drawing board.

Once again, I look over the Product Activation document and once again I notice something new.

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Now in the two years that I have been implementing Sage 300 I have never used an unlocking code, but I notice that it has the same length as the activation key/code (minus the hyphens). Sooo. I try the serial number from below and the unlocking code from above – ERROR. Finally out of sheer boredom I try the Product ID/Serial Number with the Unlocking Key/Code in the Activation Code/Key field and (can I get an AMEN), IT WORKS!

And that my friends and co-workers is how you install a Report Manager license (though you may want to skip to the end)

Answer on how to install an Intelligence Reporting Report Designer License in Sage 300: Product ID/Serial Number with the Unlocking Key/Code in the Activation Code/Key field

Written by Roger Detzler, Consultant WAC Solution Partners- New England

Processing Sales Tax Credit Notes in Sage 300

This process can be used to correct an AR or OE invoice where the customer was incorrectly charged sales tax.  If the customer has not paid the invoice, then you will only need to process a credit note.  If the customer has paid the incorrect invoice, then your will may need to take an additional step of refunding the credit balance after you post your credit note.

Warning

  • If you are using OE and AR credit notes, make sure to change number prefix of either the OE credit note number or the AR credit note number in the modules options setup. If you don’t, you run the risk of having duplicate numbers because by default both OE and AR credit notes start with “CN”.  You can prevent this issue by simply adding an addition character to one of the prefix numbers i.e. CRA.Image1
  • Even if the source invoice originates from the OE module, you should consider only processing “Sales Tax Only Credit Memos” from the AR module. This way you will not impact inventory.

Preparation

We need to setup an AR Item for processing the credit note.  If your invoice originated from AR, you could use the items on the original invoice instead.  For this example we will setup an AR item called “TAX” (Sales Tax Credit).  When we setup the AR item TAX, the GL accounts for Revenue won’t matter as the posting will both debit and credit the same account resulting in 0.00 net effect.  In this example we used the sales tax liability account but you could setup a special GL clearing account for this type of transaction.

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Processing the credit Note

  1. Review the original invoice to obtain your subtotal before taxes and total tax amount. In this example: $100.00 with a sales tax of $8.25.

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  1. Create a new credit note in AR and be sure to document what you are doing by entering both a batch description and transaction description. This may be important for identifying your corrective action later.  Make sure you are using the transaction type Item and document type of Credit Note as shown below.

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  1. You can enter the original invoice number in the “Apply-To Document or post as an open credit to the customer account. If the invoice has been paid in full, it will create an open credit.

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  1. Add Line items as follow:
    1. Enter the Item No. TAX and the unit price equal to the Subtotal before tax ($100.00). Press the add button and insure the sales tax is calculated properly.  Note: You will need to add/save the line before you will be able to verify the tax calculation.  Image6
    2. Enter a second Item No. TAX and a -1 in the quantity field and the same unit price of $100.00. Set the tax class to Nontaxable.  In this example it is represented by the 2.  Add/save this line and verify that there is not tax calculated for this line.  Image7
    3. Review the invoice totals tab: Notice the resulting entries will give you a credit memo for the sales tax only. Image8
    4. When posting this entry, you will receive a warning that the tax amount for the document exceeds the total distribution net of tax amount.  Close this warning and post your batch.  Image9
    5. This will result in a tax only credit note of $8.25 This entry can be verified by printing the batch journal report or review the batch in the GL module.
  • The GL entry:
  • Debit your GL Tax Liability account(s) 8.25
  • Credit your GL Accounts Receivable account <8.25>

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If the customer has already paid the original incorrect invoice in full, you can create an AR Refund Entry to refund the balance back to the customer.  Note: Sage 300 will allow posting adjustments against payments; however, this should not be used as these type of entries will to post to bank services for bank account reconciliation.

 

Blog Article By: Mike Davidson, WAC Solution Partners Utah

Sage 300 Application, Technical, Implementation, and SEM Migration Consultant,