Apply AR Prepayments on Invoices in Sage 100 ERP

In our previous blog, “AR Prepayment Entry in Sage 100 ERP”, we discussed about how to create a new AR Prepayment in Sage 100 ERP (formerly Sage MAS 90/200 ERP).

Now, in this blog, we will discuss how to apply prepayments to Invoices.

To apply AR Prepayment on Invoices in Sage 100 ERP, follow below mentioned steps:

1. Navigate to “Accounts Receivable >> Main” menu.
2. Click on “Cash receipt Entry” option and open “A/R Cash Receipts Entry Batch” screen.
3. Enter details such as Batch number, Comments and click on “Accept” Button.

4. On “Cash Receipts Deposit” screen, enter details such as “Deposit number”, “Description”, “Bank Code”, “Deposit date”, etc. Do not enter anything in “Cash Deposit Amount” and “Credit Card Deposit Amount” and click on “Accept” button.

5. “Cash Receipt Entry” screen will appear. On this screen, enter “Customer Number” with “Check Number”. Do not enter anything in “Amount Received” field and keep it as 0.

6. Now navigate to Lines tab; on first line, select existing prepayment to be applied and enter the Amount that needs to applied in “Amt Posted” field.

7. In second line, select the invoice to which we want to apply the prepayment and enter the Amount that needs to be paid in “Amt Posted” field and Click “Accept” button.

Note: Make sure that Posting Balance and Total Posted fields are 0. If they are not, then it gives below error message.

In similar way, users can apply prepayments against the invoices in Sage 100 ERP.

GL Posting for Sales Orders with Special Items in Sage 100 Standard ERP 2013

In this blog, we would discuss about the posting process of G/L Accounts, when Sales order is created in Sage 100 ERP (formerly Sage MAS 90/200 ERP) with special Items as its Line Items.

As discussed in our previous blog ‘Create Sales Order Entry with Special Item’, Sage 100 users can use a Special Item Code to those Inventory parts that have been written off or slow moving but are still sellable. This is done by assigning ‘*’ sign to the Inventory item in the SO or Invoice entry detail Line * (example: #12345).

For starters, user need to ensure that Integrate General Ledger option is checked along with setting of appropriate Default G/L Accounts in Sales Order option Menu.

Say for an instance, we create a Sales Order entry against the Customer “Bristol, Sonya”.

Here, we are selling an Item “cabinets” to the Customer. We have classified it as a Special Item since the transaction activity against it has been slow in this Fiscal year. We have prefixed an asterisk sign for the Item Code Cabinets in the Line Item; this changed the Item Type into “Special” type.

Note: Here, user needs to make sure the Drop Ship option against the Item is unchecked. If it is drop shipped there would be no COGS or Sales Account posting during invoice posting in Sales Order.  The only posting is sales and AR.

1. We would create an Invoice against the created SO for this Customer and will do complete shipment for the same.

2. Then run Daily Sales report/Updates along with Daily transaction register to affect the G/L accounts posting.
3. After posting, we will drill down to the maintenance Screen to G/L Account set in the Sales Order option.
4. Here, Invoice amount has been successfully posted to COGS account set in Sales Order option through SO journal.

However Account manager can highlight the account statistics sales and invested cost on the Items which are slowing moving from Stock and need to focus on the sales of such items.

Create Sales Order in Sage 100 Standard ERP with Special Items

In this blog, we will see how to create a Sales order in Sage 100 ERP (formerly Sage MAS 90/200 ERP) using Special Items as its Line Items.

In Sage 100 ERP, Users can use Special Item Code to those Inventory parts that have been written off or slow moving but are still sellable. This is done by assigning ‘*’ sign to the Inventory item in the SO or Invoice entry detail Line * (example: #12345).

In the below example, we have explained the process in detail;

1. We will create a Sales Order against the Customer  “Abercrombie, Kristy”

2. Here, we are selling an Item “Brass Hinges” to this Customer.
3. Inventory activity for this particular Item has been slow moving with only sales of 5 units in the previous Fiscal year.  Therefore, we would be selling it as a Special Item to this Customer.

4. In the above Screenshot, we have prefixed an asterisk sign before the Item Code as highlighted in the detail Line.

As we have entered Line item as Special Item, it takes the codes for Sales Account and Cost Account as it has been set at Special Item sales and Special Item COGS Accounts in Sales order >>Sales Order options >> Menu screen.

The main purpose of using special Items in Sales order is to highlight those items from stock which are moving quite slowly and lagging behind in sales as compare to other inventory Items. However Account manager can track the invested cost and sales of special items differently than normal inventory items.

MapQuest Integration in Sage 100 ERP

Sage 100 ERP 2013 (formerly Sage MAS 90/200 ERP) has provided a new feature, which integrates it with MapQuest. MapQuest provides some extent of street-level detail and driving directions for a variety of countries. Users can check if their country is available via a pull down menu on the MapQuest home page. It will help user to view the address location of Sage 100 customer entered in the Customer Maintenance screen.

Now let us see how it works:

1. Navigate to Sage 100 >> AR Customer Maintenance screen.
2. Check the main address of Customer.
3. Click on highlighted button near the Address Line 1
4. Once clicked, it will open a browser and would takes user to http://www.mapquest.com and would open the location of the address entered.

However, it helps Sage 100 User to get brief info about the address for Sage 100 Customer and also helps to verify whether customer has provided a valid address or not.

Use fractional factor values in Unit of Measure for Items in Sage 100 ERP

Sage 100 ERP (formerly Sage MAS 90/200 ERP) supports various types of items such as miscellaneous Items, Non-Stock Items, Stock Items, etc. To maintain Stock Items, one has to maintain Unit of Measures (UOM). In Sage 100, we can make use of UOM feature by defining the UOMs in “Unit of Measure Conversion Maintenance” screen and set its factor (i.e. stocking units) values as per the requirement.

Users can follow below mentioned steps to use fractional values of UOM conversions;

1. In order to set the fractional factor value of UOM, first user needs to inform the system that they wish to use the fractional values in UOM.
2. To do so, just set the decimal places against “Unit of Measure Conversion” text box as “3” (you can have any number as per your requirement). You can launch the screen from “Common Information-> Setup->Common Information Options”.

3. Now, go to “Unit of Measure Conversion Maintenance” to create an UOM Code. Users can set the conversion factor as set above.

Hence, with simple easy steps, user can easily set the system to use fractional values in The Unit Of Measures. 

Advanced data Security in Sage 100 ERP

In our previous blog, we discussed about “Implementing password policy in Sage 100 ERP”, so it would be useful for users to safeguards their confidential data in Sage 100 (formerly known as Sage MAS 90/200 ERP) system. In this blog, we will be focusing on security option in Sage 100 ERP to enhance data security.

To illustrate it better, let us assume that we have a Data Entry operator who would be responsible for adding the Sales Orders in Sage 100 ERP. We can limit this User to only use the “Sales Order Entry” form, thus restricting him from accessing any other modules /information in the system.

To apply this setting, we need to follow below mentioned points:

1. Login to Sage 100 System with Administrative privileges
2. Click on the “Role Maintenance” to create Roles (security is handled through roles). Let’s take an example “SOOperator” and assign tasks/rights.

3. Then navigate to “User Maintenance” screen and create user “SOOPERATE”, and assign the role “SOOperator” created to this user.

4. Click on “Accept”, user would be created. Now exit Sage 100 system and re-login with the newly created user “sooperate”.

5. Now if you try to access any task/program other than “Sales Order -> Main -> Sales Order Entry”, you will get the below screen.

6. Similarly, Administrator(s) can create/add/modify and assign rights to view/edit data in the modules to users depending on their work type/responsibility.

Hence, by using these easy one way settings, administrator can easily implement security and thus would enhance data security in Sage 100 ERP System.

Implementing Password Policy in Sage 100 ERP

Sage 100 ERP (formerly known as Sage MAS 90/200 ERP) is a robust Accounting system having a strong range of features which provides additional security options for protecting important data in the system. In this blog, we will be discussing on one of such security feature of Sage 100 ERP system.

Say for an example, we have an important accounting data in our system and do not want users from other department to see it. Hence, we can protect it by implementing password policy in Sage 100 ERP.

To implement password policy, users have to follow below guidelines;

1. Login to Sage 100 system with Administrative rights, and navigate to System Configuration à Security tab and check the “Require all Users to Enter a Password” checkbox in the Internal Security block.
(Note: Unified Logon option must be kept unchecked)

2. Now, select other options from the block and fill in the text boxes with the relevant information’s.

a. Require all User Passwords to be System Defined Strong Passwords: Provide a strong password to the system, so other users could not access Sage 100 System. For Example: Password could be combination of letters and numbers, say P@p3rCa$E20.

b. User Defined Passwords must be of a Minimum Length: Select this check box to set minimum length of password. As defined at the Length field, user needs to enter a minimum length (greater than zero) for password for his Sage 100 System.

c. Force Password Change after a Set Number of Days: Select this checkbox if Administrator wants users to change their password after certain interval of time. Enter the number (greater than 0) of days, in which Sage 100 users need to change their passwords.

d. Lock Out User after a Set Number of Invalid Logon Attempts: Selecting this check box will lock out user after a set number of incorrect login attempts. Enter the number (greater than 0) of allowed attempts in the adjacent text field.

e. Unlock User after a Set Number of Minutes Elapse from the Last Invalid Logon: Select this check box to unlock users after a specified number of minutes, if they have been locked out as a result of surpassing the number of attempts to log on. If this check box is cleared, all locked accounts must be manually unlocked in the User Maintenance window by clearing the User Account Locked check box. Enter the number (greater than 0) of minutes in the adjacent text field.

Note: Expired user accounts must be re-activated in User Maintenance and they are not affected by these field.

By using the above simple steps one can easily implement password policy in Sage 100 ERP for the Sage 100 Users.

Note: These settings would be applicable for all Sage 100 companies.