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.

Hiding Fields or Objects - User wise in Sage 300 ERP

In this blog we would be discussing one of the features of Sage 300 ERP, which allow you to Hide or disable any Button, Field, Tab or Any Text which is available on any sage ERP screen/form.
Sometime it happens or required that, you should not allow end user to access some details or information which is available on Sage 300 ERP screen/Form.
By using UI profile maintenance feature you can achieve this Requirement.
In below example you want to hide ‘on hold’ option from end user which is available in Sage 300 ERP on order entry screen.

 

1. Click on File Menu and select option customize                 

 

2. Assign a suggestive working profile name such as ‘HIDEONHOLD'

3. Un-tick on control from list of control of form

On Hold option is disabled from Screen


To assign Working profile to Sage 300 ERP user

1. Administrative service >> Assign UI Profiles



Order Entry Transaction Flow in Sage 300 ERP

Let’s see How O/E transaction flow works.

The Sales Order Module is designed to help you record, evaluate and improve customer service, sales and marketing activities. It is ideal for any company in the distribution, engineering, design or customize to order, repetitive or process environment.

The Sales Order Module maintains order history in terms of pricing and tax information, generates sales orders, manages picking, issuing, packing and shipping operations, and checks credit, which were used in past sales. The entire product, pricing and shipping information is edited during the sales order process.

In this below diagram we can see complete flow O/E transaction up to Bank Receipt

  1. Create O/E Entry
The sale Order Entry is an order issued by a business to a customer. A sales order may be for products and/or services

In Sage Accpac we can easily make O/E Entry for sale item against customer. We just have to select customer no, item code, order qty., location and ship to location. We can create price list and based on price list, it will automatically populate price for that item code. Once the order entry is completed, post the transaction. At the time of physical shipment of goods, create O/E shipment Entry against posted O/E entry.

We can see below screen shot of O/E Entry

2. Create O/E Shipment Entry

An O/E shipment Entry is a document, which shows that which item or product is being dispatched, to whom and where.
In Sage Accpac, we have to create O/E shipment entry against Posted O/E Entry.

We have to select order number and customer no, based on that system will automatically populate all data. For example item, item description, price list, qty. shipped, ship location etc. as shown below.

In sage Accpac we can make partial dispatch for some item or product or can make full dispatch.

After creation of O/E shipment Entry, we have to post the transaction.

3. Create O/E Invoice Entry

O/E Invoice is a documentary evidence of transaction sales. It enlists the summary of the transaction i.e. quantity, unit price, total price, date, customer details, item descriptions, settlement terms, dates etc.
In Sage Accpac we have to create O/E invoice entry against posted O/E shipment Entry.

We have to select shipment number and customer number, based on that system will automatically populate item code, item description, ship location, shipment date, qty. etc. being invoiced.
In Sage accpac we can create partial invoice against O/E shipment Entry. For example shipment is made for 2 qty. and we want to create invoice for 1 Qty., then we can create invoice for only 1 qty. by changing qty. invoiced.
After creation of O/E Invoice Entry, we have to post the transaction. Once the O/E Invoice is posted an A/R invoice batch is generated and posted referring to which we can create Receipt entry transaction.

OR

1. Create O/E Entry, O/E shipment Entry and O/E Invoice Entry by One Transaction.
In sage Accpac we can create O/E entry, O/E Shipment entry and O/E Invoice Entry by one single transaction.

After entering all data in O/E entry screen, we have to click on “ship all” button, then system will automatically display “create invoice” checkbox and we have to check it which is highlighted below.
So after posting the transaction, system will automatically create O/E shipment Entry and Invoice Entry.

We can see in below screen shot, after posting the transaction, system has automatically created O/E order, O/E shipment and O/E invoice.

Write-off Batches in Sage 300 ERP

We come across situations where Customer receipts have amounts shorter as compared to invoice amounts but the difference is too small to keep the invoice open.

The reasons to short close these invoices can be purely Customer Management related, now the question is how to configure these in systems?

Further to this, if there are more than 1 such documents and multiple number of such customers, then Knocking-off document-by- document will be very tedious and time consuming task

Therefore, Sage 300 has a feature where we can write-off a document in the terms of amount and percentage as per our requirement.

Let’s see this with help of example:

Suppose we have received the payment of INR 10000 from a customer against the invoice of INR 10002. And our management says for the sake of customer relation, we waive off this INR 2.

As we can see payment amount and invoice amount does not tally therefore,

We need to setup system for such kind of behavior otherwise; our book balances will not tally with the system balances.

This inconsistency can be overcome by using write-off batches functionality
We can write-off the documents depending on various types as mentioned below.

1. Outstanding Transaction.

2. Overdue Transaction

3. Overdue Balances

4. Outstanding Balances

There are several filtering criteria’s provided by the system such as you can execute the write off batch on a particular date, if you want you can use specific type of transactions to write-off, further to this you can select the documents based on the customer and customer groups. You can refer the below write off screen which is present in Accounts receivable->AR Periodic Processing->Create write off batches.
Once the batch is executed, system will create an un-posted entry in AR invoice batch list where it will Credit the customer on one side and will Debit the write off account defined in AR account set on other side.