I renewed my maintenance on my Sage 100 ERP DSD enhancement. What do I need to do to update it in our Sage 100 ERP system?
To update the expiration date on your system, go thru Library Master> Utilities>DSD Enhancements Control Panel.
select ‘Unlock all products’ and the ‘Web’ unlock button.
Vendor Remittance Advice
Steps / Overview:
- Test email from LM à Company Maintenance
- Enable Forms… in Paperless Office setup
- Create a Forms record in Form Maintenance
- Confirm an Electronic Message format
- Configure Vendors with email address and the Paperless button in Vendor Maintenance
- Generate Electronic Payments
- Select desired Paperless Office Delivery in electronic Payment Remittance Advice
- Verify email recipient received the Remittance Advice… check Junk mail / Spam
- Viewer PDF of Remittance Advice in Vendor Viewer in Paperless Office
Library Master à Main à Company Maintenance… E-mail tab
email configuration / Test E-mail
Paperless Office Options
Paperless Office à Setup à Paperless Office Options
Enable the desired options in the upper left. Remittance Advice is part for the Forms option
Paperless Office – Form Maintenance
Paperless Office à Setup à Form Maintenance
(Accounts Payable) Deliver During Check Register Update
Select whether to deliver a PDF document during the Accounts Payable Check Register update.
- Select No to use the Vendor Viewer to deliver the PDF documents.
- Select Only Electronic Payment Remittance Advices to electronically deliver PDF documents only for electronic payment remittance advices during the Accounts Payable Check Register update. This option is available only if the Enable ACH Electronic Payments check box is selected in Accounts Payable Options.
- Select Yes to electronically deliver PDF documents during the Accounts Payable Check Register update for checks, extended stubs and, if applicable, electronic payment remittance advices. Checks and their associated extended stub will be delivered as one PDF.
Electronic Delivery Message Maintenance
Paperless Office à Setup à Electronic Delivery Message Maintenance
Content of Subject in Form – Attached is the <Document> for <VendorName> dated <DocumentDate>.
Subject as it appears in the sent email – Attached is the Check for DDF Consulting – Elec Pay’t dated 4/24/2014.
Accounts Payable à Main à Vendor Maintenance… Main tab
Paperless Office button on the Main tab of Vendor Maintenance
Main tab… click on the desired PDF Delivery Options
Vendor Maintenance – Paperless Office
Electronic Payment printing / Processing
Accounts Payable à Check Printing and Electronic Payment à Check Printing and Electronic Payment
You will see a message that it is processing the electronic Delivery messages… but it does not pause the screen. Go to the Vendor Viewer in Paperless Office à Main to see the status of Electronic Delivery.
Paperless Office Output
Select the appropriate option for printing, saving, or electronically delivering the form. The results of your selection depend on whether the Print, E-mail, and/or Fax check boxes are selected for each customer, vendor, or employee in Paperless Office Delivery Options.
|Select…||…to perform the following when these check boxes are selected in Paperless Office Delivery Options for the customer, vendor, or employee|
|E-mail and/or Fax check box||Print check box||None|
|Print All||Hard copies of all selected forms are printed.||Hard copies of all selected forms are printed.||Hard copies of all selected forms are printed.|
|Electronically Deliver Only||The selected forms are saved as PDF and sent by e-mail and/or fax.||Nothing||Nothing|
|Print/PDF for Print Delivery Option||Nothing||The selected forms are saved as PDF and printed as hard copies.||The selected forms are saved as PDF and printed as hard copies.|
|Print/PDF All and Electronically Deliver||The selected forms are saved as PDF, printed as hard copies, and sent by e-mail and/or fax.||The selected forms are saved as PDF and printed as hard copies.||The selected forms are saved as PDF and printed as hard copies.|
|Print/PDF or Electronically Deliver||The selected forms are saved as PDF and sent by e-mail and/or fax.||The selected forms are saved as PDF and printed as hard copies.||The selected forms are saved as PDF and printed as hard copies.|
|Print/PDF All||The selected forms are saved as PDF and printed as hard copies.||The selected forms are saved as PDF and printed as hard copies.||The selected forms are saved as PDF and printed as hard copies.|
|PDF All||The selected forms are saved as PDF.||The selected forms are saved as PDF.||The selected forms are saved as PDF.|
If you select an option that includes electronic delivery, click the Electronic Delivery button to select e-mail or fax options in Electronic Delivery for Forms.
Paperless Office à Vendor Viewer
After printing /PDF Remittance Advice… and before updating the Register. Note the Sent Column
The Vendor Viewer can also be accessed through Vendor Inquiry / Maintenance… on the Checks tab.
If you highlight an item, the icons on the right become available… the bottom one opens the Paperless Viewer.
Paperless Office Viewer à launched from Vendor Maintenance / Inquiry checks tab
I recently got the following request from a customer:
I need a list of Inventory Items with their Volumes in Excel What’s the best way to do that?
The easiest way to do that is probably to create a custom lookup with the Advanced Lookup Engine (ALE).
How Do We Do That?
Go to Inventory > Main > Item Maintenance
Click the lookup (the magnifying glass button ) or press the F2 key on the keyboard.
This opens the lookup screen for the Item List.
Click the Custom button .
Select Create new view from the View drop down if it’s not already selected and give your new view a name in the Description field. I’m naming mine Volume Lookup. Click Next.
On the left hand side, double click any fields you want to add to the lookup or want to use to filter and on the right double click any you don’t want.
You can create calculated fields using the New Field button, but we’ll save that for another day.
The next screen is the filter screen. We don’t need to do anything with that in my example today.
This screen allows you to change with field we can change the Title of the lookup, the Default Search Column, and Default Search Option. I’m naming mine Volume Listing.
I’m not doing it here, but frequently, I’ll change the Default Search Column and change the Default Search Option to Contains. It’s a personal preference, so do what works for you.
When you get back to the Item List, you can change to the new view by going to View and selecting the view you just created. In my case, I’m selecting Volume Lookup.
To export my listing to Excel, I have to click the Export to Excel button .
Any time you open the Item lookup (ALE) from almost any screen, you will have the View selector available and be able to get to your custom view.
From the Sage 100 ERP menu, select Accounts Payable Main | Manual Check and Payment Entry.
In Manual Check and Payment Entry, enter the bank code.
You have to enter a bank code, but the bank code does not affect the entry since cash isn’t being affected in the transaction.
At the Check No. field, enter APP followed by an alphanumeric value of up to three characters and/or digits (for example, APPRW1). The Check Amount field displays zero and can only be viewed.
Enter the vendor number for the credit memo to apply.
Click the Lines tab. At the Invoice No. field, enter the invoice number of the credit memo.
Enter any other credit memos you would like to apply for this vendor.
On the next line, enter the invoice info for for the invoice you wish the credit memo applied against.
At the Invoice Amount field, adjust the invoice amount to the positive amount of the credit memo, if necessary.
Enter any other invoices you need credit applied against.
Make sure the Check Distribution Balance field is zero, and click Accept.
Print and update the Manual Check and Payment Register and Daily Transaction Register and the credit balance is applied.
How to Replace a Lost Payroll Check in Sage 100 ERP (fka MAS 90/200) Without Reversing the Check in Payroll.
You could reverse the original PR check in Payroll and reissue it from Payroll. You then also have to make adjustments if the check was from a previous Payroll Quarter.
Since I personally hate reversing payroll checks, the other way I’ve handled replacing lost or missing payroll checks is to replace the check using Accounts Payable. How does that work?
This only works if you are replacing a check for the same amount. If you have to make an adjustment to the check amount, you will have to reverse the check in Payroll as you normally would.
First create the employee as a vendor in Accounts Payable. You may want to setup a Payroll Suspense Account or use a different Suspense Account for the default GL account for the vendor. If you are using divisions, it may make sense to have a different division for PR employees.
If you are using AP to pay employee reimbursements, you may already have the employee setup as a vendor and can use that vendor if you like. Just remember to change the GL account to the Suspense account you want to use.
In Manual Check Entry, you could create a reversal of the original net payroll check and then issue a new check for the net payroll check amount.
To “Reverse” the original Payroll check, in Manual Check Entry you would:
- Enter the Bank Code as the Payroll checking account Bank Code.
- Enter the Original PR check number as the check number.
- Enter the date you want to use. I would normally use today’s date. You could also use the original payroll date. There are issues with either choice.
- Enter the Vendor created for the employee.
- Enter the net PR check amount as a negative.
- Enter an appropriate comment since depending on your setup, this may carry over to the GL and will be in the AP history.
- On Lines, select GL Distribution and make sure the Suspense Account is the account.
- Click Accept.
To create the replacement check, while still in AP Manual Check Entry:
- Use the Payroll Bank Code.
- Click the Quick Print button to let the system print the check.
- Use the same employee vendor number.
- Enter the date you want to use. Here you should use today’s date.
- Enter the net PR check amount as a positive number this time.
- On Lines, select GL Distribution again making sure the Suspense Account is the account.
- Click Accept, print the check*, and print the Manual Check Register and update as you normally would.
This will create a debit and credit to the Payroll Cash Account in the GL and to the Payroll Suspense Account. Bank Rec will look as it would if you had reversed the check in Payroll.
I won’t even pretend it’s a perfect solution, but it works. And where you’re replacing checks from previous quarters or years, it’s probably the best answer I have.
*You will also need to setup an AP check printing format for your payroll checking account. If AP and PR use the same check format, you are good.
First you setup a credit card payables account if you don’t already have one.
You then create a bank code for each credit card and if you have more than 26 bank accounts and/or credit cards, obviously this won’t work.
When you get a receipt, you enter it in manual check entry to the correct vendor selecting the proper bank code for that card.
When you get the credit card statement, you reconcile it like you would any other bank account and enter any missing items.
Enter the invoice to the credit card vendor, making sure to code it to the credit card payables account and coding any interest or service fees to the right GL expense account.
In many ways it is simpler than the transfer button. If you entered the invoice and paid it after the fact with a credit card, you can enter it as a manual check.
One of the new features in Sage MAS 90 and MAS 200 4.40 PU 3 is the ability to post Bank Fees and Adjustments to the General Ledger from the Bank Reconciliation module.
This has to be one of the most requested features for any user of the MAS 90 Bank Rec module.
From Modules | Bank Reconciliation | Main select Check, Deposit, and Adjustment Entry. There are a few new features here. From either the Checks tab
or the Dep/Adjust tab
you now have access to a “Select For G/L Posting” check box and a “Distribution Account No.”. If you check the GL Posting check box, it will allow you to enter the distribution account number.
Once you’ve finished entering your adjustments you can click the new “B/R Trans Register button at the bottom of the Check, Deposit, and Adjustment Entry screen (highlighted in red above).
You’ll then be prompted to select the bank code or leave it blank for all and select the GL Posting date and print and update as you would any other module.
One place where the posting from Bank Rec is different from other modules is that you can delete the record from Check, Deposit, and Adjustment Entry after it’s been posted and it won’t update the GL. Also the account number can’t be changed after it’s been posted, so you’ll either need to correct with a GL Journal entry or enter a correcting entry if there is a problem with an account that has been selected.
If you try to update the Bank Reconciliation Register and purge cleared transactions you will get the following message and be unable to purge until you have run the Bank Reconciliation Transaction Register and updated it (or deleted the transactions).
If you are using Sage MAS 90 or MAS 200 versions 4.3 or 4.4 you can print the help topics as a document.
From the main MAS 90 menu select Help –> Help Topics.
Under Contents scroll all the way to the bottom and open the last topic “Module PDFs”.
You can then open and print the PDF documentation from the list.
While these are not manuals in the strictest sense, they do provide a document that you can use to guide you through your MAS 90 software and help with understanding how the software works.