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Keeping Your Software Up To Date

Most software companies will support old versions of their software for a limited amount of time.  Sage, our main vendor, only supports two prior versions of their software for Sage 300.  A new version of Sage 300 comes out just about every year.  This is not uncommon as most software vendors have a similar policy.  Therefore, when Sage releases the 2019 version they will soon thereafter discontinue support for the 2016 version.  Old unsupported versions will most likely still work fine in the short term, but they come with a risk.

Recently one of our clients was hit by a virus.  Fortunately they have good backups and were able to mitigate the damage.  They decided to update their server and all of their workstations.  Support for their accounting software had stopped a few years back due to changes by Microsoft.  When they installed all the new hardware they encountered a number of issues with the old software.  They now are facing an unplanned upgrade.   They were perfectly happy with the old software, but there is always the risk that it will not run properly with new hardware.

Now we do not recommend that you always have to upgrade to the latest version and we continue to support old software even when it no longer supported by the vendor, but we are limited in what we can do.  Technology changes quickly and we do not want to hold a company back from using newer, faster and easier computer equipment and software, because they have an old accounting or ERP system.  If you are currently using unsupported software we recommend replacing it as soon as possible.  Definitely within the next year or two.

What you will find out when purchasing a new system is that many software companies are moving to a selling on a subscription basis.  This will significantly reduce the first year cost of the software, but future years many have a larger cost.  This is the way that Sage now sells most of its products and it is the way they sell Sage 300.  Interestingly, the future yearly subscription price is about the same as the old annual maintenance fee.  There is an activation fee in the first year and of course the cost of setting up the software, moving data and training users. We have not found a client that would pay more under the new pricing plan than if they were to purchase the software under the old method and keep paying for their annual maintenance.

The moral of the story is you can either plan to upgrade your software or wait for a disaster and be forced to upgrade.  We prefer working planned updates.  It is less stressful for you and easier too!

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 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).

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.

Sage 100 How to create a credit memo in Sale Order Invoices

Question: In Sage 100 (formerly Sage MAS90) sales order invoice entry why and how do I create a credit memo?

Answer: Normally Credit memos are done to return something such as damaged goods or the wrong item was shipped to the customer. You would do it in Sale Order Invoice Entry because you want to take advantage of the Ship to Addresses that are in Sales Order.

First, you will need to make sure that the Open Item or Balance Forward flag in Account Receivable Options are set to Mixed, which will allow you to do Credit Memos in Sales Order Invoice Entry.

Second, select Sales Order>Main>Invoice Data Entry, select the Invoice number, Customer Number, Invoice Type select: Credit Memo.

Third, from the Apply to Invoice Number box you can lookup the Invoice to apply the Credit Memo to.

Forth, go to the line tab and enter in the items to be credited, make sure they are positive numbers and Accept.

Fifth, you can now Print the Credit Memo and Update the Daily Sales Reports/Updates.

Review of Sage Sessions in Los Angeles, February 13, 2018.

It was my pleasure to attend the first Sage Sessions at the Los Angeles Westin Bonaventure. This was the first of 10 Sage North America events. 6 US cities and 4 Canadian cities.
The single day events focus was on Sage partners, customers and solutions, with powerful keynotes, networking opportunities, product demos, and more. These events replaced the previous mega conferences called Sage Summit located in one city over a week-long period.
SageSessions was a fun informative breath of fresh air from our perspective as a longtime Sage Business Partner. It was close in Los Angeles, so we had the chance to invite many of our local customers in the Southern California area and being only one day it was very easy to attend.
The hosts from Sage were Dave Faupel @davezamazing VP Field Marketing, and Nancy Harris @SageNancyHarris Managing Director Sage North America @SageNAmerica. The opening message from Nancy was “We are all about customers and we are interested in your success.” We loved that message.
The keynote was John Garrett @RecoveringCPA, TheRecoveringCPA.com. John gave an incredible talk about being relatable and real and “Don’t let your professionalism suffocate your personality. After the initial keynotes there were technical content and business development sessions focused on real issues customers are facing in todays world as well as several updates on new Sage Products.
One of the sessions I attended and really loved was Sage 100c tips and tricks done by Johnnie Woodward @JohnnieWoodward ‏ Sage Field Sales Engineer – Sage 100 & Sage CRM from Sage. There were several new features presented that most people in the room could really benefit from.
There was a section of the conference dedicated to product demos from many of the sponsors, Sage and ISV’s that provide a wealth of information to our customers.
All in all, SageSessions was an absolute great investment of our and our customers time.
A list of upcoming sessions scheduled at this time:

Chicago, IL April 24
Location
Hyatt Regency Chicago
151 E Wacker Dr.
Chicago, IL 60601

Toronto, ON May 8
Location
Westin Toronto
One Harbour Square
Toronto, ON M5J 1A6

Austin, TX May

Atlanta, GA June

Montreal, QC June 26
Location
Hyatt Regency Montreal
1255 Jeanne Mance St.
Montreal, QC H5B 1E5

Edmonton, AB July

New York, NY July

Seattle, WA August 7
Location
Hilton Bellevue
300 112th Avenue SE
Bellevue, WA 98004

 

Vancouver, BC
September

Registration and Detailed Information

 

 

Registration and Detailed Information

Sage 100 Consultant Tip: Paperless Office Won’t Print

Sage 100 ERP consultant, we had a client who had a technical issue with Paperless Office hanging up. Do you know how to stop this from happening?

NOTE: Consult with your certified Sage 100 ERP consultant before making any changes to your Sage 100 ERP system.

Question: We are a Sage 100 user, we are using the Paperless Office and the printer hangs up forever.

Answer: Here’s what to do when Paperless Office hangs up…

1)  Check permissions on Sage PDF Converter:

Run, Regedit

Sage 100 ERP consultant paperless office

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

Sage 100 ERP consultant paperless office 2

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.

Sage 100 ERP consultant paperless office 3

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.

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

Bob Scott’s VAR Stars 2017 Announced

Bob Scott’s VAR Stars 2017 Announced

WAC Solution Partners has again been selected as a member of the Bob Scott’s VAR Stars for 2017, a group of 100 organizations honored for their accomplishments in the field of midmarket financial software. WAC Solution Partners have won this award every year since its inception in 2009.

Members of the VAR Stars were selected based on factors such growth, industry leadership and recognition, and innovation. Selection is not based on revenue and those firms chosen represent a wide range of size and many different software publishers of accounting software.

“Each year, 100 VAR Stars are picked from the best organizations that market financial software. It is always an honor to recognize those who contribute to the development of our business,” Bob Scott said.

About Bob Scott
Bob Scott has been informing and entertaining the mid-market financial software community via his email newsletters for 17 years. He has published this information via the “Bob Scott’s Insights” newsletter and website since 2009. He has covered this market for more than 25 years through print and electronic publications, first as technology editor of Accounting Today and then as the Editor of Accounting Technology from 1997 through 2009. He has covered the traditional tax and accounting profession during the same time and has continued to address that market as executive editor of the Progressive Accountant since 2009.

About PMG360, Inc.
Bob Scott’s Insights and the Progressive Accountant are published by PMG360. PMG370 (www.pmg360.com) is a leading online media company that provides business-to-business (B2B) marketers and media planners unparalleled access to a highly qualified and engaged audience through their portfolio of lead generation programs, industry-specific Web sites, email newsletters, Web seminars, live events, podcasts, content/reviews, custom publishing and direct marketing databases focusing on the nonprofit, healthcare and accounting professionals.

Sage 100 – How to Use Customer and Crystal Reports to Add a Custom Field and Run Reports – WAC Solution Partners – Palm Desert

Question: Mike, we own Sage 100 (formerly MAS90) and we would like to know how to add a new field to the Accounts Receivable Cash Receipts Entry screen. Is it possible to add a field to enter the number of customers that come our office daily?  We’d like to collect this data and build a report to show this information with different date ranges.

Answer: The Sage 100 Custom Office Module allows you to add a user-defined field to any screen in Sage 100 and report on it from the database. You simply add the new field to the Custom Office and create a simple Crystal Report. You will also need to properly link the UDF to History.

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