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.

Shortcut Keys in Accpac

The computer mouse simplifies the way you navigate through a computer screen by pointing and clicking on the screen. However, as using your mouse is not necessarily the most efficient way to select and open items on your screen. Sage Accpac ERP simplifies the data entry task by incorporating this feature.

In Sage ERP (Accpac), there are a handful of useful shortcut keys that you can use to save time to navigate through the screens. To see how the shortcut keys can be used in Sage Accpac ERP, let us use the O/E Order Entry screen as an example.

You can use the following shortcut keys to navigate through the orders:

o  Page Up – Go to the first (top) record in a list.

o  Page Down – Go to the last (bottom) record in a list.

o  Ctrl/Page Up - Go to the first record in a Finder list.

o  Ctrl/Page Down – Go to the last record in a Finder list.

Now let us see how shortcut keys can be used in the Order Detail grid highlighted in red:

o  Ctrl/Tab – Move out of a grid or list to the button or field following the grid or list.

o  Ctrl/Shift/Tab – Move out of a grid or list to the button or field directly above the grid or list.

o  Home – Go to the first entry in a list.

o  End – Go to the last entry in a list.

o  Up Arrow/Down Arrow – Go up or down one line in a grid.

o  Tab or Enter – Go to the next column.

o  SHIFT + TAB or SHIFT + ENTER – Go the previous column.

o  F9 – If you select any of the line items and press this key, you can drill down on the line item.

o   F5 - If you have the cursor inserted in any field that has a Finder icon (the one with the magnifying glass icon), you can activate the Finder search function by pressing the F5 key.

o   CCalculator – If you select any of the columns related to quantity, amount and press Shift+ key, a calculator appears where the required calculations can be done.

o   Tab Key – The tab key can be used to navigate from one tab to another.

o   Navigation Keys – There are following four navigation keys in Accpac:

First, Previous, Next and Last

First: To go to the first record from the finder list

Previous: To go to the Previous record from the finder list

Next: To go to the Next record from the finder list

Last: To go to the Last record from the finder list

CREATE RECURRING ENTRIES IN GL

Recurring Entries in GL is used to set up journal entries for transactions that occur on a periodic basis. Setting up a recurring entry is similar to recording a journal entry, except that the Recurring Entry form contains additional fields for identification.

To Setup Recurring Entries:

1.       In the GL Setup folder, click Recurring Entries icon

2.       In the entry screen, enter the unique recurring entry code which should represent the type of entry created; maximum 16 characters.

3.       In the Entry description field, enter the suitable description e.g. ‘Recurring batch for Nov 2012 Salary Liability.’

4.       In the schedule field, select the schedule an appropriate schedule such as Monthly.

The scheduling defines the frequency and the day on which the recurring transactions will be         processed.

5.       In the start date field, enter the first processing date for the entry e.g. ‘10/19/2012’.

6.       In the Expiration type, there are two options:

1.       No Expiration date

2.       Specific date

If you select Specific date, you must specify an expiration date in the field that appears.

When an expiration date is specified, the entry is included in the recurring entry batch only if the expiration date is later than the run date.

7.       The Last Run Date field displays the last date this entry was included in the recurring batch.

8.       The Last maintained field displays the last date when this record was changed.

9.       In the description, enter the description for the recurring entry e.g. ‘Recurring batch for Nov 2012 Salary Liability for Greytrix Employees.’

10.   Complete the remaining fields the same way a typical journal entry is created.

Create Recurring Entries Batch:

Select the Create Recurring Entries Batch icon from GL Periodic Processing. The Create Recurring Entries Batch form appears:

1.       Enter a date in the Run Date field if the recurring entries are being created manually in the Create Recurring Entries Batch form. The run date determines which recurring entries are due to be processed. It includes all entries up to the date specified.

2.       Enter the From and To Recurring Entry Codes. For e.g. ‘If a new batch is to be created for salary to Greytrix employees for the month of November, then the code that is already created as a recurring entry for the monthly salary should be selected in the From and To criteria.’

3.       The selection criteria Method has the following three options:

1.       Default - When this method is selected, the batch will be appended to an open batch if both batches have the same run date; otherwise, a new batch is created.

2.       Create a new batch – When this method is selected, a new batch is created.

3.       Add to an existing batch - When this method is selected, a Finder field appears. Click the Finder to select an existing open batch to add this batch to

4.       Run Process.

After creating a recurring entry batch:

• Print the Batch Listing and, if necessary, edit the batch using the Journal Entry form.

• Post the recurring entry batch.

                                                                                                                                                      

Exporting Data to Excel

                                                            

The best approach to work with Export in Accpac is by entering a sample transaction directly via the user interface (UI) and then exporting it using Accpac Export in the format you require, such as Excel or CSV or ODBC. The exported file can then be used to prepare your data for import.

Data can be exported for all the masters, setups.

To Export the data from Accpac go to the required screen and following path:

File optionsà Export

Once clicked on Export, it will open a new screen where the user has to select the type of file format in which data should be exported.

Also select the File Location path where the exported file will be saved. Once the path is selected, it displays the various detail sheets that will be exported.

There are several features available while exporting the data as mentioned below:

Ø  The user can export only required columns in the sheet by selecting them. This would help to reduce the file size.

Ø  There is a Set Criteria feature, where the user can set the various criteria’s for export

For Ex, If the user wants to export only some specific data from the system say, if there are Stock and non stock items imported in the system but if it is required to export only the stock item, then click Set criteria, select stock item column from columns dropdown, click on Add, it will be added in the field criteria column, click on the first cell, a dropdown will appear, select Yes from dropdown, click Ok and export. This would export only the stock items in the sheet.

The same procedure applies for other column criteria.

Ø  There is a Save Script option which allows saving the Set criteria script at a specific location, so that the next time when the user wants to export the sheet with the same set criteria, the script can be loaded from the path where it was saved using the Load Script button.

Sage Software for Non Profit Organisations (NPO)

Greytrix with Sage software introduces Sage EES for NON Profit Organisations which includes a seamless integration between Sage 300 ERP and Sage CRM.

Non-Profit Organisation (NPO) is an organization that uses surplus revenues to achieve its goals rather than distributing them as profit or dividends. In India, NPOs are known commonly as Non-Governmental Organizations (NGOs). 

Sage has been serving non-profit and governmental organizations throughout North America for more than 30 years. The company currently helps more than 32,000 unique not-for-profit organizations increase efficiency and more easily manage their operations through the use of technology. From fund accounting, donor and fundraising management, and grant management, to online donation processing, human resources (HR), payroll, and fixed asset management, Sage Non -Profit Solutions, offers a software product or service to meet the organization’s need.

In India, Greytrix a leading Sage Partner based out in Mumbai and Delhi, have used Sage 300 ERP and Sage CRM two of Sage’s hot selling business applications to establish the Sage EES i.e. Sage Extended enterprise Suite for Non-Profit Organization.  Since both applications form a tight integration with each other a transparent road is formed between the operations and finances serving the exact motto of a NPO.

NPO such as research foundations, child care foundations, charities, etc. can benefit from the solution to know how contact Greytrix India Pvt Ltd at sales@greytrix.com