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.

                                                                                                                                                      

Business Challenges for EPC companies: Solutions and Benefits of an ERP

Engineering Services and Project Consulting companies across disciplines, namely, electrical, mechanical, electronics, construction, architectural and those addressing infrastructure execute projects wherein tracking Project Budget and Actuals for material, labour, revenue and other expenses is essential. These companies execute a wide range of projects across industry verticals which makes it important for them to adopt best practices. In order to deliver on milestones within budget you need to have effective co-ordination and communication between the various departments involved, coupled with accurate tracking of materials, expenses and revenues. In other words, you require a strong project management and job costing mechanism built into a robust accounting system.

For every project, post analysis and requirement scoping, a detailed design and component selection is undertaken. A Bill of materials is then created which goes to the purchase department wherein it has to be logged in against the specific project. In such a complex scenario there is a major challenge in material management, tracking and planning. Also since there are various costs that have to be incorporated into the project billing, such as material cost, time cost of manhours spent by personnel from multiple departments, you require a system that could ensure accurate time and materials costing while providing estimates to its clients. The billing process is also quite complex as invoices need to be raised at any phase of the project, hence it is essential for project cost visibility at all times in the project cycle. Apart from needing a project job costing solution, there is also a requirement for accounting software that could meet your financial requirements, ranging from Indian tax compliance and payment, accounts receivable and accounts payable, bank reconciliation and general ledger. All small and mid-sized companies are concerned about the impact that growth would have on its technological investments and would want a modular, scalable solution that would adapt to its unique workings and keep pace with the organization’s growth. Sage Accpac ERP system having a strong project job costing module that integrates with the financial modules and purchase order addresses these rigorous requirements. A sophisticated, robust operating and accounting system, Sage Accpac ERP has a modular structure, which allows you to implement only the modules and options you need today and build out your financial system by adding on more options later. The Sage Accpac ERP system also has the capability of integrating with other productivity solutions like CRM and is highly customizable, and works in a multi location environment. The core financial modules of Sage Accpac ERP comprising of accounts receivable, accounts payable, the general ledger and the system manager can help you confidently manage your complex finances. Available with full multicurrency capability, powerful bank reconciliation and tax reporting features, flexible transaction processing options, and informative dashboards for analytical reporting, Sage Accpac ERP accurately presents valuable financial information in a clear and understandable format. The Project Job Costing module makes the estimating, tracking, costing, and billing of projects easy and manageable, thus simplifying the cost control and planning. Sage Accpac Project Job Costing connects project activities with company financials, provides extensive inquiry and reporting capabilities and helps ensure accurate and timely accounting and billing processes throughout the life of a project. The powerful features incorporated in Project and Job Costing help in identifying potential issues, tracking costs, ensuring profitability and determining success factors for any project. The automated billing features in this job cost accounting software streamline customer invoicing and reduce the time spent managing this process.

The project and job costing module of Sage Accpac can enable you to place orders, receive materials, track materials and assign manpower against specific projects. Since it automatically tracks the project cost throughout its life cycle, it allows the managers to keep track of project profitability at all times. The strong reporting feature avoids delays in the project work flow due to communication lapses, prevents misallocation of materials and ensures effective utilization of manpower and resources to guarantee profitability. By providing a greater understanding of the profitability and multi-level costing of projects, Sage Accpac also helps you to estimate better. Since it helps in tracking arrival and dispatch of materials at all times, it also facilitates supply chain management.