Thursday, January 31, 2013

Login to Sage 300 ERP via Windows Authentication

Sage 300 ERP (formerly known as Sage Accpac ERP) has a login feature, which helps user to login using their windows login. Thus whenever, user login to their domain they do not have to enter a password to login into Sage 300.
Thus, follow below steps to set the settings;
1. Login to Sage 300 ERP.
2. Navigate to Administrative Services -> Users. Select a User for whom you want to apply the settings.
3. Once done, ask user to login to the system via windows login. User has to make sure that he is entering a proper login id and has selected an appropriate domain.
4. Thereafter, double click on Sage 300 short cut key to get the below screen.
5. Thus user just needs to click on Windows Authentication check box; User name will be displayed and the domain selection will be available in a drop down. By default Sage 300 will capture the User ID and domain accordingly.
6. After selecting the domain users can login to system without entering the password.
Hence, users would now be able to use Windows authentication to log into Sage 300 ERP by setting the above simple steps.

Auto-Reverse General Ledger Entries in Sage 300 ERP

Many a times Sage 300 User comes across a situation, where they want to reverse an entry in GL at particular period. This functionality is available in Sage 300 ERP (formerly known as Sage Accpac ERP) in General Ledger Module /GL Transaction/Journal Entry.
The prime example of such cases is the Salary Journal Entry which user enters every month end for making salary provisions which they reverse immediate in the next month.
In Journal Entry users will find an “Auto Reverse” check-box, wherein checking this check-box, will provide with a drop down list adjacent to it with 2 options detailed below.
1. Next period – If you select this option, G/L Journal Entry will get reversed in the immediate next period set.
2. Specific period – When users select “Specific period” option, they will get a drop down where they can select a period in which they want the entry to be reversed.
Note: System will not create any physical entry in the system, but its effect will be replicated in all the required reports and in the Account Inquiry Screen.

“You do not have a license to use this product” Error in Sage 300 ERP

After installing WSSetup on work station sometimes Sage 300 ERP (formerly known as Sage Accpac ERP) shows error message “You do not have a license to use this product!” even after you have a genuine license of Sage 300 ERP.
Reason 1: At the time of WSSETUP user might not have full access rights to access Sage directory where Sage 300 ERP was installed.
Solution: Provide full access rights to user OR login as Administrator and then install WSSETUP on Work-station.
Thus, to provide access right to User navigate to Sage application folder where Sage 300 ERP is installed (its default path would be C:\Program Files\Sage), Right click on Sage folder and go to Sharing and Security options to provide access rights.
Reason 2: It may because of wrong share data directory selected at the time of WSSETUP installation.
Solution: Provide correct path of Sage 300 Application directory installed on server.
Thus, for providing correct path, re-run Sage 300 ERP workstation setup and select Repair option, then navigate to ‘Sage 300 ERP Folders’ and make sure the Program and Data path is rightly selected as that of the server application path.
Thus, by taking care of these small but important steps while installing/settings one can ignore above mentioned error.

Source Journal Profile in Sage 300 ERP

In Sage 300 ERP (formerly known as Sage Accpac ERP) has a distinctive feature known as Source Journal Profile in GL, which can be used by User to configure their Source Journals Reports. Say for an example,  Users want to view Total Cash In or Payment that he has received, then in Source Journal Profile he has to define the source journal profile code say Payment, AR Payments for a particular account (Petty Cash), which would list down all the transactions (payments) for Petty Cash account.
The GL Source Journal Profiles let you specify which source (type) of transactions you want in a report. Source journals select and print posted transaction details according to transaction source codes.
The GL Source Journal reports created using Source Journal Profile can be used for different purposes such as; Reports requested by Auditors, Tracking specific transactions for month end balancing, basic job cost reporting etc.
For Setting up a Source Journal Profile, follow below mentioned process:
1. Navigate to Sage 300 ERP >> General Ledger Module >> G/L Setup and select Source Journal Profiles.
2. Enter a Journal Profile name (say Payment) and select the source codes to be included in the Source Journal Report.
Here, in the above example AR Prepayment implies advance received from customers and AR Payment received implies total cash in from customers. It would give us the total payments received from customers.
Similarly, one can create different profiles depending on their need; it can be Invoice Journals, Purchase and Receipt Journal, GL Journal and so on.
Printing Source Journal Report:
Source Journal lists the details of posted transactions from the source codes that are included in source-journal definition.
Users can also narrow report’s focus by specifying ranges of report fields. Specify the source codes that appear in a report in the source journal profile, and specify the following items when you print the source journal:
1. Reports can be Sort by account number, account segment, account group, or account sorted group. 
a. Account Number – Chart of Accounts are defined in General Ledger, that identifies the account type as one of the income, expense, asset, and liability accounts that records companies business transactions.
b. Account Segment – General Ledger account number let’s user to define account numbers with two or more segments, one segment may be of account segment, and other segment may identify department. Every account number requires an account segment.
c. Account Group – Account Group is a broader classification to which each Account is assigned. Sage 300 ERP uses Account Groups to classify Account Balances whether it is an Income Statement or Balance Sheet Account.
d. Account Sorted Group – If you want to print a set of common account groups then give the same sort code to all account groups in set, specify printing by sort code order, and then choose the sort code of that set.
2. The ranges of account numbers, segment codes, account groups, or account sorted groups.
3. The ranges of fiscal periods (Month selection Range), references, dates (From and to dates selection), posting sequences, and batch numbers.
In other words, Journal profile specifies the type of transaction, but you refine the detail selection at print time. Thus, resulting in a flexible reports for tracing all kinds of transactions, originating from any of the sub-ledgers.
General Ledger comes with three source journal report definitions:
1. GLSJ01F.RPT — lists only the functional-currency value of transactions. This is a single-currency or functional-currency-only version of the source journal.
2. GLSJ01S.RPT — lists the source-currency and/or the functional-currency value of transactions. This is the full multicurrency version of the source journal.
3. GLSJ1SA.RPT — Use this report when you want to print source-currency reports on A4 paper.

Tuesday, December 25, 2012

Advanced Application Security in Sage 300 ERP

Whenever we  log in Sage 300 ERP, Accpac asks us to provide a password.

This is because of enabling application security option at the time of database setup.

This feature of Accpac provides an additional security at the time of login.


If we uncheck Enable application security option, Accpac won’t ask for password at the time of login.
  Advance security settings

Advance Security Settings of Accpac provide us various security options such as

1. Require complex passwords:

Enabling this option will ask combination of Alphabets, Numbers & Special character as password.

2. Require passwords to change:

Makes it mandatory for the user to change password in given number of days (a range between 1 to 999 days).

3. Require minimum password length:

Makes it mandatory to select a password having minimum length as specified here (a range between 4 to 64 characters.)

4. Lock out user:

Locks out user if the user makes 3 consecutive wrong attempts at password. Accpac will lock the user till ADMIN sets the respective user to Unlock.

We can set number of attempts before lock out between 1 to 999 times.

5. Enable locked out user:

This option will only enable if we check Lock out user option. We can unlock the locked out user automatically after a stipulated time period specified here, between a range of 1 to 30000 minutes.

6. Use time server:
Here you can specify which server needs to be connected to for referring to as system clock for calculating Lock Times.

Changing Properties for Menus/Objects in Sage 300 ERP

Sage Accpac provide features that allow to change the properties of objects for better look and feel and improve the efficiency

The use of the Properties Dialog Box is to change the Title, Icon for the selected object.
• To change the title for the object, type a new name in the Title field.
• To change the icon, click the Change Icon button. Then, in the Change Icon dialog box, select an icon and click OK, or click Browse to select another icon file, then select an icon and click OK.
• To provide access rights for particular object, Accpac provides All Users checkbox. If any new report is deployed, and it should be accessed by all the users, click on All Users.
• The Start Finder First Feature provides the finder when the screen is open. When we click on Order Entry screen it would first pop up and open the data in the finder.

Sometimes we may come across situations when we require to refer to the old order as a reference while     creating a new order, or it may happen that we are in a process of making an order, filling in Item details and we require to create another order on priority basis, which requires us to exit the unfinished order. Sage Accpac provides a Multiple Copy feature with which we can say Goodbye to all the above problems.

To get around this and open new screen for order at multiple instances, we need to go OE Module -> Order Entry Screen
Right click on Order Entry-> Properties. It would pop up a new window with a checkbox next to Start Multiple Copies which needs to be checked and clicked on OK.

While doing Order Entry, when we go to the order entry screen in OE Module, a single order entry window pops up where we can key in details. If the Order Entry screen is minimized and then the process is repeated in attempt to open the second Order Entry screen, Accpac opens the same screen instead of a new one.

Each time you click on Order Entry by selecting the Start Multiple Copies checkbox, a new window with unique multiple instances of Order Entry is created as follows:

At a Glance:

• Go to Order Entry -> OE Transactions
• Right Click on Order Entry Icon
• Select Properties
• Check the box label Start Multiple Copies. Click OK.
• Left click on Order Entry Icon as many times as unique instances of Order Entry is required.
In addition to this, Accpac also has user friendly quick access menus:
• Shortcut key to open a new company

·         Copy, Paste button to copy an existing screen and create a new.

·         Edit, Stop, Run Button to run macros

      ·     Sage Accpac Home Page

·         To view the Icons in Small, Large sizes.

      ·    To view the icons in List/ Detail format.

GL Security in Sage ERP 300

Sage 300 ERP has a predefined function of GL security which will help you to establish control over the GL segments and accounts at the GL level.

Before using this you have to make sure that you have ticked the option of ‘Use GL security’ in GL options. Once you tick the same you will get an icon for Account Permissions in GL accounts.

You can grant the permission to respective users at GL level based on the GL segments you define. Thus in a company where multiple locations are defined as GL segments you can use this functionality to make sure that appropriate users are accessing proper segments or locations.

You can select the user and assign access to them individualy which will make sure that the particular user does not have access to all other things which he is not intended too. Basically this helps in avoiding a situation where the user selects a wrong account and posts the entry.