sageIf you’ve got a long list of Standard Journals built up in General Ledger that are no longer used, the steps for deleting them are simple.

SJ 1

  • General Ledger, Main, General Journal Entry
  • Enter the original Source Journal
  • Click the Save Standard button
  • Key in the Standard Journal code or click the lookup and choose from the list of Standard Journals
  • Click Delete button
  • Click Yes at the question ‘Do You Want to Delete Standard Journal xxxx?’ (Where xxxx is the name of the Standard Journal)SJ 4
  • Repeat the above steps for every Standard Journal that needs to be deletedSJ 3

These steps are a good way to clean up obsolete Standard Journals in Sage 100.

 

sageUse the Purchase Vendor Transfer feature in Sage 100 to make transfers on invoices for credit card vendors.  This feature allows you to transfer a dollar amount from a credit card vendor (Visa, Amex, etc)  to a regular (purchase) vendor to record the amount if it was paid by credit card.  Also, you can transfer an outstanding invoice from a purchase vendor to the credit card vendor to pay off the open invoice.  Finally, you can combine invoices to create one invoice for the credit card vendor.  Remember, in order to use the Purchase Vendor Transfer button, you must mark the credit card vendor and the purchase vendor a ‘credit card vendor’ in Vendor Maintenance.PTV

Described below are steps for recording a credit card purchase using Accounts Payable Invoice Data Entry, and subsequently transferring that dollar amount to the regular (purchase) vendor.  This feature allows for the transaction to be stored with not only the credit card vendor, but the purchase vendor as well.

  1. Accounts Payable, Main, Invoice Data Entry
  2. At the Vendor No. field, enter the credit card vendor number
  3. Enter a new invoice number
  4. Enter applicable invoice information on the Header tab
  5. On the Lines tab, click the Transfer Information button.  The Purchase Vendor Transfer window appears
  6. At the Vendor No. field, enter the purchase vendor’s GL account number.  This field defaults to the GL account number entered for the purchase vendor in Vendor Maintenance
  7. At the Transfer Amount field, enter the purchase amount to apply to the purchase vendor
  8. Enter 1099 data, if applicable
  9. Click Accept and update all registers

The transaction is recorded and retained with the credit card vendor, and the transaction is recorded and retained with the purchase vendor.

Following are steps to transfer an outstanding invoice for a purchase vendor to the credit card vendor if the vendor’s invoice was paid by credit card.

  1. Accounts Payable, Main, Invoice Data Entry
  2. At the Vendor No. field, enter the credit card vendor
  3. Enter a new invoice number
  4. Enter applicable invoice information on the Header tab
  5. Click the Lines tab, then click the Transfer Information button
  6. At the Vendor No. field, enter the purchase vendor number
  7. At the Invoice No. field, enter the purchase vendor’s outstanding invoice number (Note:  the GL Account field is not available because the outstanding invoice has already been recorded and updated previously)
  8. The purchase vendor’s invoice balance appears in the Transfer Amount field.  Keep the amount there to transfer the full balance, or enter another amount to transfer a partial balance
  9. Enter any other applicable data, such as 1099 information
  10. Click Accept and update all registers

Finally, here are the steps to combine invoices to create one invoice to be paid by the credit card vendor.

  1. Accounts Payable, Main, Invoice Data Entry
  2. At the Vendor No. field, enter the credit card vendor number
  3. At the Invoice Field, enter a new invoice number
  4. Enter applicable invoice information on the Header Tab
  5. Click the Lines tab, then click the Transfer Information button
  6. At the Vendor No. field, enter the credit card vendor number again and click Select
  7. In the Select Vendor Transfer Invoices window, select the invoices to be combined into the current invoice, then click OK
  8. In the Purchase Vendor Transfer window, click OK
  9. Click Accept and update all registers

You’ve now combined selected invoices for the credit card vendor.  Note:  If multiple invoices were selected in Select Vendor Transfer Invoices, MULTIPLE appears at the Invoice Number field in the Purchase Vendor Transfer window. The total amount of the invoices appears at the Transfer Amount field.

Navigating the world of sales tax can be time-consuming and frustrating.  However, there are many reasons why understanding how sales tax works in your state is undoubtedly one of the most important functions of your accounting department.  Federal legislation regarding remote and on-line sales tax is pending and will impact most businesses.  There are poshundreds of rate and taxability changes every year.  Many states are hiring more auditors and increasing audits & reviews because of needed additional revenue.  It’s definitely an area where there is potential for significant error and business risk.  Transactional tax compliance is the responsibility of your business.  Sound scary?  It is.

logoIntroducing Avalara.  Avalara is a Software-as-a-Service, cloud-based, transaction-tax solution that integrates directly into existing workflow processes.  Avalara products can eliminate the tedious work and complexityavalara of calculating, collecting, reporting on, and remitting taxes across multiple jurisdictions.  Their products integrate with more financial, e-commerce, point-of-sale systems and mobile applications than any other transactional-tax solution on the market.  Avalara integrates with many, many accounting and ERP solutions, including Sage products.

Their flagship products include:

For more information on Avalara and their products and services, visit their website or contact Darcy Boerio at darcy.boerio@avalara.com.

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summit 2013 logo Sage Summit is the largest gathering of the year for Sage customers and business partners.  The conference will take place July 21 – 26, 2013 and is being held at the Gaylord National Resort and Convention Center in Washington, D.C.

The Patient Protection and Affordable Care Act (PPACA) is a United States federal statute signed into law on March 23, 2010 by President Barack Obama.  It’s also referred to as Obamacare or the Affordable Care Act.  PPACA represents the most significant government expansion and regulatory overhaul of the U. S. healthcare system since the passage of Medicare and Medicaid in 1965.  PPACA is designed to increase the affordability and rate of health insurance coverage for Americans, as well as reduce the overall costs of healthcare for individuals and the government.  It provides a number of mechanisms, including mandates, subsidies and tax credits, to employers and individuals to increase the coverage rate and affordability of health insurance. Capture  The PPACA requires insurance companies to cover all applicants within new minimum standards and offer the same rates regardless of pre-existing conditions.  Additional reforms aim to improve healthcare outcomes and streamline the delivery of healthcare to Americans.

On Wednesday, July 24, Sage is offering an all-day learning track that will unravel the complexities of the PPACA.  Speakers will break down the health care reform by topic, including key provisions, insurance carriers, small business tax credits, and compliance requirements.  Attendees at this special track will learn:

  • What the Affordable Care Act means for your business.
  • What your responsibilities as an employer are.
  • How it will impact your bottom line.
  • Steps you should be taking now to prepare for provisions that start in 2014.

Henry Aaron of the Brookings Institute will be a keynote speaker at the session.  A noted healthcare expert, Mr. Aaron will talk about the fundamental issues and challenges of health care reform and the impact on small and midsized businesses. Mr. Aaron will also address questions from attendees received during the registration collection process.    Also speaking will be Bernard DiFiore, president and CEO of BenefitMall.  Mr. DiFiore will lead a panel of insurance carrier experts. This question and answer session will dive into the realities of the Affordable Care Act.

Breakout session topics include:  The Affordable Care Act Explained, The Complexity of Healthcare: Balancing Costs and Benefits and The New Era of Healthcare:  How It Impacts You and Your Employees.

This will be an excellent track for business owners, executives, human resources managers, entrepreneurs and anyone seeking a nonpartisan, informational overview of the health care reform.

Visit Sage’s Summit website for more information on how to register.

If you’ve ever wondered about the consequences of cancelling or not renewing your Sage maintenance plan then you might want to check out this article from my 90Minds colleague, Mark Chinsky of Clients First Business Solutions.

The loss of payroll updates may loom especially large with all of the changes coming with the Patient Protection and Affordable Care Act (PPACA).

My experience has been that Sage is becoming less flexible about waiving the reinstatement fees. In other words, it could be a very costly decision.

First, what you refer to as “voiding” a check in Accounts Payable isn’t called voiding a check in Sage 100. In Sage 100, it’s called reversing a check. This is an important distinction because a voided check in Sage 100 is one that was never issued by the system. A check reversal is just that; it’s the reversal of a check.

Here are the steps for reversing a check in Accounts Payable:

What happens when you reverse a check in Sage 100 (void a check)? Well, you are presented with three options:

  • Is This a Check Reversal?
  • Recall Original Invoices?
  • GL Distribution Only?

These three options create four different scenarios. Here is a detailed description of those scenarios and their results:

  1. If you select Yes to “Is This a Check Reversal?” and Yes to “Recall Original Invoices?” and do not click the “GL Distribution” clip_image001 button then the check will be reversed and the invoice will be reopened as a current open invoice in AP.
    1. How Accounts Payable is affected:
      1. The check shows up as a positive amount and as a negative amount (netting to a zero balance).
      2. The original AP invoice shows up as open with two positive amounts and one negative amount
        (netting to the balance of the original invoice amount).
    2. How General Ledger is affected:
      1. The cash account is debited
      2. The AP account is credited
  2. If you select Yes to “Is This a Check Reversal” and No to “Recall Original Invoices” and do not click the “GL Distribution” gl_dist button then the check will be reversed and the user will have to enter the invoice information (i.e.: reopen any invoice you want) on the lines tab.
    1. How Accounts Payable is affected:
      1. The check shows up as a positive amount and as a negative amount (netting to a zero balance).
      2. The original AP invoice shows up as open with one positive amount and one negative amount. The invoice information entered at time of reversal shows up as open with one positive amount.
      3. The selected invoice’s balance is increased by the amount of the check.
    2. How General Ledger is affected:
      1. The cash account is debited.
      2. The AP account is credited.
  3. If you select No to “Is This a Check Reversal?” and enter the check information as an opposite of the original check then a negative check is added to the vendor’s record. The user also has to enter the invoice information (i.e.: reopen any invoice you want) on the lines tab.
    1. How Accounts Payable is affected:
      1. The check shows up as a positive amount and as a negative amount.
      2. The original AP invoice shows up as paid with one positive amount and one negative amount. The invoice information entered at time of reversal shows up as open with one positive amount.
    2. How General Ledger is affected:
      1. The cash account is debited.
      2. The AP account is credited.
  4. In any scenario above, if you check the “GL Distribution Only option then the check is reversed and the user has to enter the General Ledger information on the lines tab.
    1. How Accounts Payable is affected:
      1. The check shows up as a positive amount and a negative amount.
      2. The original AP invoice shows up as paid with one positive amount and one negative amount.
      3. A new AP invoice is created with a positive amount and a negative amount.
    2. How General Ledger is affected:
      1. The cash account is debited.
      2. The AP account is credited.

It’s hard to believe that Summit 2013 is just over two months away! summit 2013 logo

Summit 2013 will be held July 21 through July 26 at the Gaylord National Resort and Convention Center located just across the Potomac River from Alexandria, VA in National Harbor, MD. The first three days of the conference are geared toward Sage partners and the customer days are July 23 through July 26.

Why would you want to attend?

  • See first-hand all of the new products and technology that Sage is working on for your business.
  • Participate in Sage City. Want to learn about what’s working for other customers in your industry? Join in the exchange of ideas that is all part of the innovative Sage City.
  • Exposure to new ways of thinking, working, and improving your business. I’ll be posting another Summit-focused article this Friday with many more details about sessions that will help you bring innovative ideas back to your company.
  • Visit the Expo to receive hands-on demos of the latest add-on’s and enhancements for Sage products. Have you been thinking about implementing an EDI or bar code system? If so, the Expo is the place to be. And those are just two examples of the many products that will be exhibited at the Expo.
  • Soak up the history of Washington, DC, Old Town Alexandria, and Mount Vernon. Or catch a Washington Nationals or Baltimore Orioles game (both teams have home games during Summit).

To help make your decision a little easier, you can use the promo code of PTOC2013 and receive $200 off of the registration fee.

Here is a link to the list of sessions.

I hope to see you there!

Sage 100 ERP 2013 (Version 5.0) is planned for a December, 2012 release.   This article provides general information on new features and other important aspects of this upcoming release.  You can click here for the full release guide.

Accounts Payable

  • The invoice number is expanded to 20 characters.
  • Vendors can be marked as ‘inactive,’ along with a reason code.  All historical transactions will be maintained, but can be deleted by an authorized user.  You can also hide inactive vendors in lookup lists for faster lookups and data entry.
  • Cleared checks will be displayed in the Invoices, Transactions and Checks tab in Vendor Maintenance and Vendor Inquiry.

Accounts Receivable

  • Customers can also be marked as ‘inactive,’ with reason codes.  When marked as inactive, the customer cannot be used in data entry, except for cash receipts.  Inactive customers can also be excluded from lookups.

Paperless Office

  • Support for public mail servers, including Google email, Yahoo, AT & T and Hotmail.

Sage CRM

  • Multiple ERP companies can be mapped to a single Sage CRM system.  This will facilitate a consolidated view of customer activities and salespeople can move more easily between their customers.

Credit Card Processing

  • All cardholder data will be stored in cloud-based Sage Exchange Vault.
  • Also allowed will be a one-time credit card payment transaction without saving that credit card information.
  • Mobile payments will allow payments to be processed via smartphones.

These are just some of the features in Sage 100 ERP 2013.  Additional new features are also found in Inventory Management, Bank Reconciliation, Federal and State eFiling and Reporting, and more.  Access the full release guide here.

Sage released a new roadmap for Sage 100 ERP (formerly Sage ERP MAS 90, MAS 200, MAS 200 SQL) as of April 2012.  This roadmap provides general information on new features as well as overall product direction for the Sage 100 line.

Below is  a general timeline for product updates and release dates:

Two changes of note are the addition of Sage 100 ERP Shipping by SmartLinc.  SmartLinc is a replacement for the prior Starship solution (Starship is sill supported by V-Technologies, independently) and is available in two versions

  • Process Shipper – on-premises, browser-based
  • Ship One –  cloud-based

SmartLinc includes complete carrier & shipping support for the US and Canada, as well as rate shopping, email notifications, and Bill of Lading support.

Another announcement is the Sage ERP Payroll module for SQL.  This will be a standalone payroll module and will integrate only to Sage 100 Premium (SQL).  This payroll module is based on the former Sage Accpac Payroll.

Another note of interest is that Sage Payments will play an even larger role in the Sage 100 ERP credit card transaction processing.  Payment data is not stored in the software itself but instead is stored in the Sage vault for tighter security and compliance.

Access the full roadmap here.

This month, Sage released an updated Sage ERP MAS 90 and 200 Roadmap describing added features and details about upcoming versions.  These roadmaps are published and updated on a regular basis to provide a guide for upcoming versions of Sage MAS 90/200 and integrated products.

Highlights of the roadmap include:

  • Release of Version 4.5!  The roadmap includes an overview of new features in this new version.
  • New features in Product Update 6 for Version 4.4
  • An overview of Sage Connected Services (like Federal and State e-Filing, Sage Sales Tax and Credit Card Processing)
  • Sage ERP MAS 90 Online
  • An update on Sage MAS Intelligence, Sage’s new financial reporting tool
  • Information on Sage CRM
  • A preview of Sage MAS 90 and 200 Version 5.0
The roadmap also reiterated expiring support dates as follows:
  • 3.7x, 4.0, 4.05 and 4.1:  September 30, 2011
  • 4.2:  September 30, 2012
  • 4.3:  September 30, 2013
  • 4.4:  September 30, 2014
  • 4.45:  March 30, 2012
If you have any questions about the roadmap, please be sure to give Aries a call!
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