GUMU™ Integrations – Tips, Tricks and Components

Smart memos can be used to add sales and profit to your business with very little set up time. If the Sales Personnel, Customer Service Reps. or Order Entry Teams needs quick access to add on or upsell features, smart memos are a great solution.

Let’s understand the usage of this feature with an example. Suppose, I am selling lawn chair cushions since I have had them in stock for a year! They are Red in colour which was last year’s trending colour. During the sales pitch, my sales representatives have often forgotten to ask the customer if they need a lawn chair when a lawn chair frame is sold. Solution for this problem is to set up a “Smart Memo” in inventory to pop up every time that item is selected. It will remind the salesperson, when he sells certain chairs to ask about the red cushions, if they say no thank you, prompt with: “They are on sale through Friday, would you like me to send you a picture?” This at least gives the sales team a quick opportunity to sell the cushions that would have not happened before.
Here is a quick method for setting up smart memos in Sage 100 ERP to up sell inventory items during sales order or invoice entry. It’s an easy process and it goes this way.

1.Go to Inventory/Main/Item Maintenance

2.Choose the appropriate item for which we want to see the note
3.Add a memo by choosing the memo manager button beside the item information.

4.Enter the notes you want to pop up during data entry and save

5.Choose the “Reminder Date” option or Always” at the drop down for Auto Display.

6.If Reminder Date is selected, choose the date the pop up starts and expires.

7.Attach a file at the “Attachment” field to have your team review other documents or pictures within the reminder.

8.Accept the choices.

9.To further clarify where the pop up happens choose the “Settings” button in the upper right hand corner and check the modules applicable.

10.To narrow down the security roles that see this pop up, go to Inventory/Set up/Memo Manager Maintenance and apply roles.

Smart Memos are an incredibly useful tool for increasing the sales.

Also Read:

1. How to Purge Accounts Payable history in Sage 100

2. Migrate data from Sage 100 to Sage 300 ERP with GUMU Solution

3. Error while accessing the Shipping Rate feature in Sage 100

4. Setup Multiple Warehouses in Sage 100 ERP

5. How to setup discounts in Sage 100 ERP

Business Insights Explorer is the most convenient way to navigate your business related activities. It brings ad hoc inquiry, drill-down, and drill-around analysis up to a whole new level. It turns data into knowledge that can act on by using powerful sorting, grouping, filtering, and charting capabilities that can be personalized to specific needs and roles within a company. This easy-to-use inquiry and analysis application optimizes daily decision-making tasks in the most critical areas of business.

New Stuff: How to use Sage Smart Memos to up sales

A streamlined grid interface spans multiple data elements in one view, and you can choose among the predefined views for Sales Order, Accounts Receivable, General Ledger, Accounts Payable, Bill of Materials, Inventory Management, and Purchase Order. User can use quick-click charts for a visual representation of the data and to show trends. Changing views for the same customer, plus drill down to the transaction level and access customer maintenance for edits without having to go to other modules in your Sage 100 ERP (formerly Sage ERP MAS 90 and 200) system is also possible. User can also launch familiar Sage 100 ERP tasks directly from within Business Insights Explorer and find the information without losing its place. In fact, both employer and its employees can efficiently go through daily tasks from Business Insights Explorer that may exceed the productivity using the traditional menu layout.

Benefit of Sage 100 View - Business Insights Explorer

Get timely access to key business information in a format that is easy to read and understand
Easily apply query, reporting, and statistical analysis to make faster and better decisions for your future— this afternoon or next year
Use quick-click charts for a visual representation
Quickly assess the state of your business; monitor a new product’s acceptance rate or the impact that a competitor’s promo is having on your sales
Share information with others in your organization in a meaningful way
Use intuitive grid-based view of key entity and transaction-level data for more precise tracking and resolution
Easily drill around into original records and change views for at-your-fingertips access to invoices and transactions
Save views containing customized preferences and predefined filters for future use and navigation
Gain quick access to key system tasks for the displayed entity with powerful task launch options
Enable a wide range of sorting, grouping, and reorganizing functionality with easy-to-use customization and personalization features.

Let’s check out how we can find different views and what different features are available for our usage:

To navigate this page, we must process Sales Order View of Explore under the Sales Order Module

To group by Salesperson, left click on the ‘Salesperson’ column heading and drag to top grey area. This selection will modify the data set and all the data display around Sales Person

Choose the columns you want to include by right clicking on the column heading row and select column settings from the drop down list

If we Right click in each field and select ‘Sum’ from the menu, the summation of the column will be displayed

You now have a BIE view that can be further sorted, filtered or grouped for additional analysis. You can also view the open invoices that make up the balance by selecting ‘Open Invoices” from the left ‘Preview’ menu or you can open related tasks by selecting ‘Tasks’ from the left menu

This view is a deep sea of knowledge. It actually covers a huge amount of view than we could cover in this Blog. This 360-degree view gives you the ability to quickly access timely, up-to-the-minute business information. The result favourably impacts your bottom line and your long-term success through more accurate decision-making and enhanced customer satisfaction. Business Insights Explorer provides you with a better way to access and understand your data—offering you a powerful, intuitive reporting tool—and you don’t have to be a programmer to use it! First-time users can start right away. Importantly, Business Insights Explorer is great for analysing “what-if” scenarios that can keep you awake at night. Who are the top customers for each of your salespeople? What products do they buy? How many new customers did you gain last month? And, because of the depth of functionality, Business Insights Explorer will continue to grow with you and your business far into the future.

Also Read:

1) How to use Sage Smart Memos to up sales

2) How to create a memo in Sage 100 ERP?

3) Create drop-ship purchase orders in Sage 100

4) How to customize and create look-ups in Sage 100 -Part2

5) How to customize and create look-ups in Sage 100 -Part 1

Open Sales Order Report is used to view open orders by order number and order type. The report can be used to track the status of all open orders, pending processing and shipment. It can be sorted by sales order number, customer number, shipping date, bill-to name, salesperson, and bill-to customer number. The Report can calculate extension amounts for master orders, include component lines, print tax detail, and/or print only unauthorized and expired credit card orders. It can also be used to define UDFs to print by entering a selection of sales order numbers, customer numbers, shipping dates, bill-to names, salespersons and bill-to customer numbers.

Working of the Report
To get started with the working of Open Sales Order Report, user should navigate through Reports under the Sales Order Module

In the Report Setting field, different selections of setting can be used as the basis for your new report setting. This section actually helps us to create a template for Reporting. We can modify the settings in the report window and select ‘Save As’ from the Save drop-down list to create a new report setting based on the current report setting. Save can also be selected to save the current report setting.

It should be noted that if STANDARD is selected in the Report Setting field in the report window, user cannot save all selections made in the report window to the STANDARD report setting. The settings made in the report window will revert back to the previous STANDARD report settings. Also, Default Report check box is used to save the report setting as your default report setting.

The report can be produced in detailed or summary format. This can be achieved using Sales Order type and Sales Order Statuses to Print with other highlighted sections of the report.

The detailed report includes:

The order date, order status, ship date, customer purchase order number (if any)
The last invoice number and date.
If the promise date is different from the order date, the promise date is printed.

Line items are detailed by item code, item description, ship-from warehouse code, price level, unit of measure, unit price and price extension for the quantity on order, and the quantity shipped and/or back ordered. Master and repeating order numbers associated with sales orders are included in the report. You can also select to print partial or full line comments on the detailed report or no comments at all.

The summary version provides summarized totals by order, with no breakdown by line item. The report includes the order date, order status, ship date, customer purchase order number (if any), salesperson, the last invoice number and date, and the order total.

If the Customer Relationship Management module is set up, selecting to print price quotes allows you to print both customer quotes and prospect quotes. For prospect quotes, the Sage CRM company ID and name is printed in place of the customer number and name. You can also print the Sage CRM user, company, opportunity, and person information on orders and quotes if the fields are added to the form in the Crystal Reports software

For other printing related settings, we can use the Setup Button placed at the bottom of the Report. It leads us to the Printing Setup page, allowing us to do the required changes.

Also Read:

1) Clear activity log in Sage 100

2) How to process transactions of National Accounts in Sage 100 ERP

3) How to setup National Accounts in SAGE 100 ERP

4) Speed-up data entry of shipping information in Sage 100

5) Speed-up development by copying structure of an existing table in Sage 100

The Open Orders by Item Report lists open sales orders by item code to facilitate the tracking of the outstanding orders for each item. This report can be used in conjunction with Inventory Management reports to determine what products should be ordered and the quantities necessary to meet customer commitments.

New Stuff- Sage 100 Open Sales Order Report

Open Order by Item Report is a report that is sorted automatically by product line and item code. You can include miscellaneous items, special items, and sales kit lines. You can enter a selection of item codes, product lines, and warehouses to print.

Working of the Report

To get started with the working of Open Sales Order Report, user should navigate through Reports under the Sales Order Module

Like the report also provides an option to make a template of report and save it for reuse, it can also be printed in summary or detailed format. The detailed version includes the item code; product line number; sales order number; order type; order date; promise date; customer number and name; the item unit of measure; the ship-from warehouse code; the extended order amount; and the quantities ordered, shipped, and back ordered. Quantity and sales totals are provided by item and by product line. The summary version summarizes totals by item and by product line, with no sales order detail.

Back-ordered quantities on standard sales order types are printed only if the Back-ordered Lines on Back Order Reports check box is selected in Sales Order Options. The sales order lot and serial distribution can be printed on the report if the enable Lot/Serial Distribution check box is selected in Sales Order Options, and the line items have been distributed in Sales Order Entry.

If the Customer Relationship Management module is set up, selecting to print price quotes allows you to print both customer quotes and prospect quotes. For prospect quotes, the Sage CRM company ID and name print in place of the customer number and name. You can also print the Sage CRM user, company, opportunity, and person information on orders and quotes if the fields are added to the form in the Crystal Reports software.

Also Read:

In our last blog, we discussed about How to setup National Accounts in SAGE 100 ERP. Today we will discuss about how to process transactions with Sage 100 national Account Customer.

Processing Sales Orders

During Sales Order entry or Accounts Receivable Invoice Entry, the national account information and default preferences automatically populate the appropriate fields. Sage 100 ERP will check credit limits and print orders just as we normally do. The order will correctly display who was billed and where items were shipped. We can also print consolidated statements for national accounts showing orders that were shipped to all locations, a specific group, or individual location.

Let’s proceed with Customer ’01-0000018’ for which we have set customer ’01-0000020’ as National Account through Billing Address. Here we are creating a sales order against customer ’01-0000018’ and its billing have been selected as ’01-0000020’ by default. So However, the order gets generated against customer ’01-0000018’ but its billing will be sent to customer ‘’01-0000020’

Processing Sales Invoices and Payments

During Invoice and payment processing, Accounts Receivable will display transactions for all members of the national account on the same screen. In this case, we can see that the Order/ Invoice is generated for the subsidiary Customer with id “01-0000020” but the billing and payment transaction is done for the Parent Customer with id “01-0000018”. This provides a faster and easier way of applying payments to the appropriate location, branch, or customer ID.

In a nutshell, the new National Accounts feature makes it much easier to invoice and apply payments on larger customer accounts while allowing each location to retain its own identity for reporting and analytic purposes. Using this designation, users will be able to identify and bill the parent company for goods and services sold and provide to the branch—while still keeping a unique customer account for each entity.

For more information,contact us at erpmig@greytrix.com

Also Read:
1. Salesperson Mapping Functionality in GUMU Sage 100 ERP integration
2. Migrate data from Sage 100 to Sage 300 ERP with GUMU Solution
3. Error while accessing the Shipping Rate feature in Sage 100
4. Setup Multiple Warehouses in Sage 100 ERP
5. How to setup discounts in Sage 100 ERP

In this blog, we are going to discuss how we can clear the existing Activity log in Sage 100. Before we get into the details, let’s first understand as why Sage 100 provides a feature such as an activity Log.

“Use Activity Log to view a continuous record of significant operating events (for example, installing applications, or performing system startup, file maintenance, or period end processing). This log also lists any error conditions that have occurred.”

Above is the definition provided in Sage 100 ERP. These logs are very useful in reviewing the system issues and events. But these log tables gets filled very early and take a lot of space in the memory. There is no option in Sage 100 to clear all the logs in one go, but there is one alternative to this by which you can clear the log table.

Below given steps should be performed by a Sage 100 Administrator -

Log-out all existing user and stop the Sage 100 server.
Go to MAS_SYSTEM folder of the 100 system server.
Rename the existing SY_ActivityLog.M4T table to SY_ActivityLog_2014_28_03.M4T
Now, start the server and log-in to Sage 100. The system will try to locate the SY_ActivityLog.M4T to write log. In case, if it is not found then it creates a new SY_ActivityLog.M4T table file and write the entry to it.

This kind of log clearing is also very helpful. In case, you want to check some old logs, then just re-name the desired old log file and you will see those old logs in the Activity Log.

In this way one can easily clear the activity logs in Sage 100.

Most of the data entry screens in Sage 100 ERP contain a lookup option for various fields which can be identified by a magnifying-glass. If we select the magnifying-glass lookup icon, we will be able to scroll through a listing of all our records and data. For example, Customer Maintenance contains a lookup for the customer number, customer name, zip code and phone number etc.

While creating a lookup view, we can define the view as default, add, remove, or modify fields in the lookup, add or remove filters, as well as define several other settings. If we need something that we don’t see in the list, it can be created as new fields using simple arithmetic functions. This can even be reset, modified or deleted at any time.

Procedures for creating custom lookups
For customizing our Lookup panel, we would require to follow few simple steps. They are as mentioned as below.While in the lookup window we click Custom button and navigate to the Lookup Customization Wizard page.

On the Lookup Customization Wizard page, at the View field, we select Create new view and enter a description for the new view. If we want to customize a previous look up created, we select the existing view to modify it. As soon as a view is entered or selected, NEXT button gets enabled. We shall process it to navigate to the second screen.

In the second Lookup Customization Wizard page, we get an option to add, remove, modify, or reorganize the fields for the lookup view in the Selected Columns list box. We can move them to the Selected Column portion of the screen by double clicking or by highlighting and clicking the arrow which points to the right. We can also change the order that the columns display by selecting the icon at the bottom of the screen (near the Modify button) to move an item up or down in the list. It should be noted that the first column Highlighted in red and indicated by an asterisk (*) in the Selected Columns list box cannot be removed; however, it can be modified. Linked files from modules that are not activated also appear in the Available Fields field but you may not have access to them.

In our next blog Part-2,we will see how to add Sage 100 fields in above created custom view and use on Sage 100 master screens.

For more information, contact us at erpmig@greytrix.com

Also Read:

1. Salesperson Mapping Functionality in GUMU Sage 100 ERP integration
2. Migrate data from Sage 100 to Sage 300 ERP with GUMU Solution
3. Error while accessing the Shipping Rate feature in Sage 100
4. Setup Multiple Warehouses in Sage 100 ERP
5. How to setup discounts in Sage 100 ERP

In Part 1 ,we discussed about creating a custom view in Sage 100.Now let’s see how to add fields in custom lookup and use them on Sage 100 master’s screens.

This screen also gives us an option to create a custom field by processing the New Field Button and adding desired field. We can use existing fields to calculate data for the new field if desired. For example, we could add a field that shows the past duet amount for the customer. For this we would click on the New Field button and give this new field a name. Then with the help of the Calculated Field Builder we can select the fields and operators to be included in the calculation.

At this point we may Click Next to define additional settings, or click Finish if customizing the view is done. Using the third Lookup Customization Wizard page, we add, delete, or modify filters. For example, we could select to see only customers that have Email Id, Name or Customer Number as defined in the filter.

In the final Lookup Customization Wizard page, we make all final changes to the Lookup view. If we require loading data in the lookup at run time, Initial Display needs to be checked. Using the Default Search Column field, we select a default field to appear at the Search field in the lookup window.

Once the customization is finished, we can see the Customized lookup by selecting the new View. The screen provides an option to print the lookup listing by selecting the printer icon in the lower right corner and to export the lookup listing to Excel by press the Excel icon in the lower right corner.

For more information, contact us at erpmig@greytrix.com

Also Read :

In this blog, we shall discuss the drop-ship feature available in the Sage 100 i.e. Sage MAS 90.

Before we proceed, let’s understand what is meant by the Drop-Ship orders.

‘A drop-ship return item is merchandise returned directly to the vendor by the customer’

The above is the definition provided in Sage 100 Help documentation. One thing that is worth mentioning is that the Drop-ship returns do not affect inventory, therefore, restocking charges are not calculated for drop-ship items.

While creating the Drop-ship order, we enter the sales order number in Purchase Order Entry and the customer number and address information is automatically assigned as the ship-to address on the purchase order.

Since Purchase Order Entry provides a direct link to the Sales Order module for drop-ship orders, one can enter drop-ship orders only if the Sales Order module is installed and if another purchase order number is not assigned to the sales order line.

We understood the mechanism of the drop ship orders; let us now create an order in Sage 100.

Open Purchase Order Entry screen from “Modules->Purchase Order-> Main”.
Enter the Order Number, Order Date and select the Order Type as Drop Ship.
In the From Sales Order field, enter the sales order number representing the sales order that will be filled by drop shipments to the customer, or press ENTER to skip this field.
Depending on the selection made in the Include All Drop Ship Line Items field in Purchase Order Options, the following occurs:

If Only for PO Vendor was selected, all drop-ship lines from the sales order that have a vendor number matching the purchase order vendor number are copied to the purchase order. Drop-ship lines that do not have a vendor number are added to the purchase order if the purchase order vendor matches one of the vendors entered for those items in Item Vendors Maintenance.
If Yes was selected, all drop-ship lines from the sales order are added to the purchase order regardless of the vendor on the sales order lines.
If Prompt was selected, you are prompted to bring in all drop-ship lines from the sales order. Click Yes to bring in all drop-ship lines regardless of the vendor on the sales order lines. Click No to bring in only the drop-ship lines with a vendor number that matches the purchase order vendor number and the drop-ship lines with no vendor number and an item vendor that matches the purchase order vendor.

Click Accept to complete the data entry process.

In the above mentioned way, one can easily create a Drop-Ship Purchase Order.

Also Read:

1. How to Purge Accounts Payable history in Sage 100
2. Migrate data from Sage 100 to Sage 300 ERP with GUMU Solution
3. Error while accessing the Shipping Rate feature in Sage 100
4. Setup Multiple Warehouses in Sage 100 ERP
5. How to setup discounts in Sage 100 ERP

The Memo Manager option in Sage 100 ERP gives users the ability to create memos for Employees, Vendors, Customers and General Ledger accounts, Inventory Items, Sales Orders, Purchase Orders and Invoices.

Normally a Sage 100 ERP accounts receivable credit memo is done because of a return of some kind, such as you originally ordered 6 cases of paper, and you find one has been damaged so the Sage 100 ERP credit memo is sent to document the return and there is a paper trail. It can also be used for a customer account write-down. But the key is that the credit memo is much like an invoice and does show up on the accounts receivable aged invoice report.

Memos can also be used in all Data Entry processes, such as General Journal entry or Receipt of Goods entry. Additional documentation can then be attached to the memos. Memos can be triggered to automatically display or are available for viewing or maintaining. Security within Memo Manager Maintenance is by Roles to determine accessibility to Maintain, Show or Hide these memos.

Let’s see some examples of Credit Memos -

For Employee Maintenance in Payroll, memos are often used for employee review information or for other HR documentation such as Health insurance. Scanned resumes or applications can be attached to memos. Security for Employee memos is determined by Payroll security settings within the Role Maintenance in Library Master.
During AP Invoice Data Entry, a memo can be created to attach a scanned copy of the invoice or other documentation. This memo goes with the invoice to Invoice History and will be available to view whenever the invoice is displayed either in Invoice History Inquiry or during a drill down view within the Vendor/Invoice or Transactions tab in Vendor Maintenance.
. At the Vendor or Customer level, memos can be used for vendor or customer specific instructions or notations. With the auto display feature, these memos can automatically popup whenever that vendor or customer is selected.

Credit Memo Creation -

To create a Sage 100 ERP credit memo we follow these simple steps, which might help you too:

We navigate to the Invoice Data Entry page via Main of the Account Receivable Module. On the Invoice Data Entry page we type in the invoice number with a CM at the end, instead of an IN. Doing this system converts the invoice into a Credit Memo as Invoice Number-CM. Now add the customer number

On the Invoice Data Entry page we type in the invoice number with a CM at the end, instead of an IN. Doing this system converts the invoice into a Credit Memo as Invoice Number-CM. Now add the customer number.

On the Lines Tab type an item code. It should be noted because we used a CM for Credit Memo the system automatically converts the lines to negative, except for the Invoice.

At this point if we print the Invoice, the Credit memo is created.

However we can create a memo in sage 100 in just few steps!

Also Read:

1. How to Purge Accounts Payable history in Sage 100

2. Migrate data from Sage 100 to Sage 300 ERP with GUMU Solution

3. Error while accessing the Shipping Rate feature in Sage 100

4. Setup Multiple Warehouses in Sage 100 ERP

5. How to setup discounts in Sage 100 ERP

2. Choose the appropriate item for which we want to see the note
3. Add a memo by choosing the memo manager button beside the item information.

4. Enter the notes you want to pop up during data entry and save

5. Choose the “Reminder Date” option or Always” at the drop down for Auto Display.

6. If Reminder Date is selected, choose the date the pop up starts and expires.

7. Attach a file at the “Attachment” field to have your team review other documents or pictures within the reminder.

8. Accept the choices.

9. To further clarify where the pop up happens choose the “Settings” button in the upper right hand corner and check the modules applicable.

10. To narrow down the security roles that see this pop up, go to Inventory/Set up/Memo Manager Maintenance and apply roles.

Smart Memos are an incredibly useful tool for increasing the sales.

Also Read:

1. How to Purge Accounts Payable history in Sage 100

2. Migrate data from Sage 100 to Sage 300 ERP with GUMU Solution

3. Error while accessing the Shipping Rate feature in Sage 100

4. Setup Multiple Warehouses in Sage 100 ERP

5. How to setup discounts in Sage 100 ERP

New Stuff: How to use Sage Smart Memos to up sales

Benefit of Sage 100 View – Business Insights Explorer

Get timely access to key business information in a format that is easy to read and understand
Easily apply query, reporting, and statistical analysis to make faster and better decisions for your future— this afternoon or next year
Use quick-click charts for a visual representation
Quickly assess the state of your business; monitor a new product’s acceptance rate or the impact that a competitor’s promo is having on your sales
Share information with others in your organization in a meaningful way
Use intuitive grid-based view of key entity and transaction-level data for more precise tracking and resolution
Easily drill around into original records and change views for at-your-fingertips access to invoices and transactions
Save views containing customized preferences and predefined filters for future use and navigation
Gain quick access to key system tasks for the displayed entity with powerful task launch options
Enable a wide range of sorting, grouping, and reorganizing functionality with easy-to-use customization and personalization features.

Let’s check out how we can find different views and what different features are available for our usage:

To navigate this page, we must process Sales Order View of Explore under the Sales Order Module

To group by Salesperson, left click on the ‘Salesperson’ column heading and drag to top grey area. This selection will modify the data set and all the data display around Sales Person

Choose the columns you want to include by right clicking on the column heading row and select column settings from the drop down list

If we Right click in each field and select ‘Sum’ from the menu, the summation of the column will be displayed

You now have a BIE view that can be further sorted, filtered or grouped for additional analysis. You can also view the open invoices that make up the balance by selecting ‘Open Invoices” from the left ‘Preview’ menu or you can open related tasks by selecting ‘Tasks’ from the left menu

Also Read:

1) How to use Sage Smart Memos to up sales

2) How to create a memo in Sage 100 ERP?

3) Create drop-ship purchase orders in Sage 100

4) How to customize and create look-ups in Sage 100 -Part2

5) How to customize and create look-ups in Sage 100 -Part 1

The order date, order status, ship date, customer purchase order number (if any)
The last invoice number and date.
If the promise date is different from the order date, the promise date is printed.

For other printing related settings, we can use the Setup Button placed at the bottom of the Report. It leads us to the Printing Setup page, allowing us to do the required changes.

Also Read:

1) Clear activity log in Sage 100

2) How to process transactions of National Accounts in Sage 100 ERP

3) How to setup National Accounts in SAGE 100 ERP

4) Speed-up data entry of shipping information in Sage 100

5) Speed-up development by copying structure of an existing table in Sage 100

New Stuff - Sage 100 Open Sales Order Report

Working of the Report

To get started with the working of Open Sales Order Report, user should navigate through Reports under the Sales Order Module

If the Customer Relationship Management module is set up, selecting to print price quotes allows you to print both customer quotes and prospect quotes. For prospect quotes, the Sage CRM company ID and name print in place of the customer number and name. You can also print the Sage CRM user, company, opportunity, and person information on orders and quotes if the fields are added to the form in the Crystal Reports software.

Also Read:

The general ledger account “Accounts Receivable” usually contains only summary amounts and is referred to as a control account. The details for the control account—each credit sale for every customer—is found in the subsidiary ledger for Accounts Receivable. The total amount of all the details in the subsidiary ledger must be equal to the total amount reported in the control account. The detailed information in the accounts receivable subsidiary ledger is used to prepare a report known as the Aging of Accounts Receivable.

New Stuff- Sage 100 Open sales order report – by Item

An A/R Aging report lists each customer, their due balance, and the time periods for which that balance has been outstanding. The report usually categorizes the sections as: “Current, 30 days, 60 days, 90 days, 120 days, over 120 days” It can also be a user-defined parameter. If the customer has several bills that were incurred at different times, the report will show how much is due and at what time.

The Aging of accounts receivable report is typically generated by sorting the unpaid sales invoices in the subsidiary ledger—first by customer and then by the date of the sales invoices. If a company sells merchandises (or provides services) and allows the customers to pay 30 days later, this report will indicate how much of its accounts receivable is past due. It also reports since when are the accounts past due.

Key features to the AR Aging report

1. Shows how much money your customer owes
2. Shows how old the balance is (30-60-90-120+days).
3. Shows the claim source of each balance.
4. Starting point to identify abnormal payment trends based on: payers, practice history, and standards.
5. Holds data for the Payer Mix Summary which projects potential expected income revenue.

A/R aging Report works on a basic rule which is as follows:

In debt collection it is said that “The longer a debt is owed, the less likely you will to be able to collect It.” i.e. the longer a bill is outstanding, the less likely you will be able to collect the same. Here are some guidelines to consider when reading an A/R aging report:

>First, look at the highest amount of money owed by all customers. Are these amounts current? Are they 30 days? Or have these bills been outstanding for 120 days or more? Working on the 80/20 principle, going after the biggest offenders (using your collections management system, of course) will bring you the highest return. Determine how you will handle each of these large bills, write up a plan, and have your accounts receivable manager start working.

>Next, look at those bills which have been due for a long time. Determine whether you are ready to take this customer to the next step of the collection process: collections agency, or small claims court. Or do you think this bill is unpayable?

>Finally, use your collections system to determine how you will contact all customers with bills 30 days overdue or more. Let the system guide you, but don’t hesitate to make exceptions. For example, you might know that a customer’s wife has terminal cancer, and you might decide not to take that person to court. It is your company; you get to decide.

These reports can be customized in home page to “Show” credits which possibly shows the money that was applied incorrectly or balances not properly transferred. Also, when “Show” is unapplied, it means money that has been created in payments, but not yet applied to claims.

Filters used with Aging Reports

> Show Aging By = Designates specific period end date.
Purpose is to take snapshot in time. No need, just change Show Aging By to get “month-end,” reports on an as-needed basis.

> As Of = Gathers data of report that was updated by this As Of date.
Any date before the present may not have the most accurate data for activity may occur to show different data (claims may be billed and payments may be posted/created)

>Show/Hide Report Columns = Default to show all but Credit and Unapplied in AR Aging Summary.
Different columns when get to AR Aging by Insurance and AR Aging by Patient

>AR Aging By Insurance

>AR Aging By Patient

In conclusion, you can use the A/R aging report to make decisions on next steps for all customers who owe you money.

Also Read:
1. Sage 100 Open Sales Order Report
2. Sage 100 Business Insights Explorer
3. How to use Sage Smart Memos to up sales
4. How to create a memo in Sage 100 ERP?
5. Create drop-ship purchase orders in Sage 100

Lot and Serial Number History Report is used to view a history of lot and/or serial items sold and invoiced, detailed by lot and/or serial number. If a lot or serial number valuation method is used for inventory items, you can print this report quarterly, annually, or as necessary to satisfy auditing requirements. This report is available only if the Inventory Management module is integrated with Sales Order, and Lot Items, Serial Items, or Both Lot & Serial Items is selected in the Retain Lot/Serial Item Sales History field in Sales Order Options.

New Stuff : Sage 100 – Purchase Control Maintenance

Navigation
To navigate to the Report page, Select Sales Order Reports menu and process Lot and Serial Number History Report.

Overview

This report can show sales history for only lot items, only serial items, or items of both types, depending on the selection in the Retain Lot/Serial Sales History field in Sales Order Options. The report can be sorted by item code, customer number, bill-to name, bill-to customer number, or lot/serial number. You can enter a selection of item codes, customer numbers, bill-to names, invoice numbers, invoice dates, lot numbers, serial numbers, bill-to customer numbers, and user-defined fields (UDFs) to print on the report.

Note: The bill-to name prints on the report only if Bill-To-Name is selected in the Sort Report By field. The bill-To-customer sort option and selection are available only if the Enable Bill-To-Customer Reporting check box is selected in Accounts Receivable Options. The bill-to customer number prints on the report only if Bill-To-Customer Number is selected in the Sort Report By field.

Information detailed on the report includes the item code and description, lot or serial number, customer number and name, invoice number and date, unit of measure, and quantity sold. When the report is sorted by lot/serial number, the customer name is not printed.

Field Description

Let see the details of the field options that the page provides the user to interact efficiently.

Report Setting: Enter a report setting, or click the Look-up button to list all report settings. The Standard report setting provides a set of default options, sort criteria, and selection criteria for each report.

Description: This field displays the description for the selected report setting. Enter a description that describes the output of the report. The description can be up to 40 characters.

Type: This field displays the type of access assigned to the report setting. A Public report setting allows access to all users. This includes the ability to access, modify, save, print, and delete the report setting; however, the Standard report setting cannot be deleted. This field can only be viewed.

Default Report: Select this check box to set the current report setting as the default report setting. The default report setting is the first report setting displayed when the report is accessed. Clear this check box if you do not want this report setting to be the default.

When a default report setting is not selected, the Report Setting field displays the Standard report setting.

Print Report Settings: Select this check box to print the options, sort criteria, and selection criteria for the selected report setting. This information prints on a separate cover page when the report is printed. Clear this check box if you do not want to print the report settings.

Three Hole Punch: Select this check box to print the report with a larger margin. This allows enough space for you to three-hole punch the report. Clear this check box if you do not want a larger margin for this purpose.

Number of Copies: Select the number of copies to print.

Sort Report By: Select an option for sorting the report.

Keep Window Open After Print: Select this check box to keep this window open after you print. Clear this check box if you want this window to close automatically after you print.

Keep Window Open After Preview: Select this check box to keep this window open after you preview the report or form. Clear this check box if you want this window to close automatically after you preview the report or form.

Also Read :
1) Sage 100 Accounts Receivables (A/R) Aging Report
2) Sage 100 Open sales order report – by Item
3) Sage 100 Open Sales Order Report
4) Sage 100 Business Insights Explorer

Purchase Control Maintenance is used to restrict the purchase of items in Sales Order Entry and Invoice Data Entry. Purchase control checking is also performed when selecting items in the Alternate Item Selection window accessed from Shipping Data Entry, and when replacing an item with a different item in RMA Entry and in RMA Receipts Entry (when processing a one-step RMA).

New Stuff : Sage 100 – Lot and Serial Number History Report

You can select individual items or entire product lines, and you can copy from existing purchase control entries. However, users can select restricted items if the appropriate security is set up for them.

Navigation
Let’s see the navigation where we can maintain the Purchase Control. Select Setup from Sales Order menu and Purchase Control Maintenance

This task is available only if the Enable Purchase Control of Items check box is selected in Sales Order Options.

Working
Select the record from which you want to copy information. If you selected Customer in the Enable Purchase Control of Items field in Sales Order Options, enter the customer number or click the Lookup button to list all customer numbers.

Copy Item Codes: Select this check box to copy all of the item purchase control records for the selected customer number or ship-to state. Clear this check box if you do not want to copy all of the item purchase control records. This field is available only if the customer number or ship-to state entered in the Customer No. / Ship-To State field has existing item code records.

Copy Product Lines: Select this check box to copy all of the product line purchase control records for the selected customer number or ship-to state. Clear this check box if you do not want to copy all of the product line purchase control records. This field is available only if the customer number or ship-to state entered in the Customer No. / Ship-To State field has existing product line records.

Note: Use Sales Order Options to define whether the items are restricted based on the customer number or the customer’s ship-to state, and whether the items selected in this task are restricted or allowed. If you allow only those items selected in this task, you must create records for each customer or ship-to state before you will be able to select items for those customers or ship-to states in the affected data entry tasks.

You can select individual items or entire product lines, and you can copy from existing purchase control entries. Users can select restricted items only if the appropriate security is set up.

Purchase control checking is performed only for inventory items. For kits, purchase control checking is performed only for the parent items, not the components; however, if you explode a kit for a sales order, and then insert an additional kit item, checking is performed for the inserted item.

If an item code is added on the fly in a data entry task, purchase control checking is performed for the item’s product line. If the product line is allowed, the item is allowed; otherwise, the item is not allowed. If an alias item code is entered or added on the fly, purchase control checking is performed for the corresponding inventory item.

Also Read:
1) Sage 100 – Lot and Serial Number History Report
2) Sage 100 Accounts Receivables (A/R) Aging Report
3) Sage 100 Open sales order report – by Item
4) Sage 100 Open Sales Order Report
5) Sage 100 Business Insights Explorer

Definition of Inventory Turnover goes as a ratio showing how many times a company’s inventory is sold and replaced over a period. The days in the period can then be divided by the inventory turnover formula to calculate the days it takes to sell the inventory on hand.

Inventory Turnover Report is used to evaluate year-to-date inventory turnover. Analysing the high and low turnover items using the report can help determining which items are overstocked (low turnover rate) and understocked (high turnover rate). This information enables you to adjust sale, pricing, and reordering strategies. Turnover is shown by item, warehouse, and inventory totals.

New Stuff : Sage 100 – Purchase Control Maintenance

Navigation

The Inventory Turnover Report can be reached by navigating through the Report section in the Inventory Maintenance module

You can enter a selection of item codes, product lines, primary vendor numbers, item descriptions, inventory cycles, warehouses, bin locations, annual turnover amounts, user-defined categories (if descriptions have been entered in Inventory Management Options), and user-defined fields (UDFs) to print. By entering these selections, you can obtain a list of items that allows you to identify pertinent information.

Note: This report prints the item’s primary vendor information and does not include other vendors associated with the item

By using the different combination of the selections, you can print the report just as we desire.

Turnover Calculations

The Annual Turnover column on the Inventory Turnover Report is calculated as the number of inventory periods in the fiscal or calendar year multiplied by the amount in the Number of Turns YTD column, divided by the current period. If warehouse transfers are set to be tracked as issues in Inventory Management Options, all transfer quantities are included in the Quantity Issued YTD column and is used in the calculation of the Annual Turnover column.

The amounts in the Number of Turns YTD column are calculated as follows:
1) If warehouse transfers are not set to be tracked as issues, the calculation is (Quantity Sold – Quantity Returned + Quantity Issued) / Average Inventory
2) If warehouse transfers are set to be tracked as issues, the calculation is (Quantity Sold – Quantity Returned + Quantity Issued – Quantity Transferred) / Average Inventory

For example, if period 3 was selected as the current period, you would have the following calculations:
1) Beginning Balance Period 1 + Change In Period 1 = Ending Balance Period 1
2) Beginning Balance Period1 + Change In Period 1 + Change In Period 2 = Ending Balance Period 2
3) Beginning Balance Period 1 + Change In Period 1 + Change In Period 2 + Change In Period 3 = Ending Balance Period 3

(Ending Balance Period 1 + Ending Balance Period 2 + Ending Balance Period 3) / 3 = Number of Turns YTD

Print Report

After the creation of custom report according to your requirement, we process Print and get the desired report printed.

Also Read:
1) Sage 100 – Purchase Control Maintenance
2) Sage 100 – Lot and Serial Number History Report
3) Sage 100 Accounts Receivables (A/R) Aging Report
4) Sage 100 Open sales order report – by Item
5) Sage 100 Open Sales Order Report

Here, we want to share how to use Paperless Office for direct deposit stubs. For this, you will need advanced knowledge of your network. We encourage you to contact your system administrator for assistance.

The first step is to setup e-mail for the company for which you want to e-mail payroll direct deposit stubs. To do so:
1) Expand Library Master, Main, Company Maintenance

2) Select the desired Company Code (in our example it is ABC) then click on the E-mail tab
3) Enter your Mail Server’s IP or Physical address
4) Choose Authentication options like SSL or none. Then enter in the Username/Password/Domain (if applicable)

Once you have completed that step, you will then want to setup Paperless Office. We will now see the steps you will need in order to email payroll direct deposit stubs:
1) After you setup your Paperless Office options and after completing all the fields in Form Maintenance, you will want to click on the Additional tab in Form Maintenance and then select Delivery During Check Register Update. Change the option to Yes. This will send Direct Deposit Stubs during Electronic Delivery in Payroll Check Printing

2) If you did not select Delivery During Check Register Update, you are still able to email the direct deposit stubs by going to Payroll, Direct Deposit, Paperless Office Stub Viewer (aka Direct Deposit Stub Viewer). Use the SHIFT or CTRL keys to Multi-select documents then select the Envelope icon to email them.

How to reprint or resend direct deposit stubs when using Paperless Office

If you ever need to reprint direct deposit stubs when using Paperless Office, then follow these steps:
1)Expand Payroll and Direct Deposit. Double-click Paperless Office Stub Viewer.
2) In the Direct Deposit Stub Viewer window, highlight the affected Payroll check.
3) On the right side, click the Envelope button to electronically deliver.
4) In the From E-mail Address field, enter a valid e-mail address.
5) Click Send. Review the results in the Results of Electronic Delivery window that shows the total number of attempted and successful e-mails.

Note: The e-mail will be sent to the e-mail address defined in the employee’s Paperless Office Delivery Options.

Also Read
1) Sage 100 – Inventory Turnover Report
2) Sage 100 – Purchase Control Maintenance
3) Sage 100 – Lot and Serial Number History Report

Sales Order and Quote History Report is used to view a listing of Sales Order/Quote History information by Order type. It is a detailed report that can be sorted by Sales Order Number, Customer Number, Bill-to Name, Sales Person, Order cancellation Code, or Bill-To Customer Number. It also gives facility to print partial or full line comments.

Navigation

The Sales Order and Quote History Report can be reached by navigating through the Report section in the Sales Order Module

This report is available only if the retail Sales Order/ Quote History check box is selected in Sales Order option.

Working

You can enter a selection of Sales Order number, Customer Number, Bill-to Name, Order dates, last invoice date, sales person, order cancellation codes, Bill-to Customer Number, and user defined fields to print. It has option to print deleted order and quote if the retail Deleted order/quote check box is selected in Sales order options. Deleted lines for orders and quotes can be printed only if the retail deleted lines for orders/ quotes check box is also selected in sales Order Options.

If the purchase order module is set up, the purchase order number and purchase order required dates for each item can be included on the report. It gives different user setting that can be modified as per user’s requirements. This is to be noted that the Bill-to Customer sort option and selection are available only if the enable Bill to customer check box is selected in Account Receivable Options

As per user specifications, the report is printed and it gets framed as mentioned below.

Also Read :
1) Sage 100 Accounts Receivables (A/R) Aging Report
2) Sage 100 Open sales order report – by Item
3) Sage 100 Open Sales Order Report

How to use Sage Smart Memos to up sales

Sage 100 Business Insights Explorer

Sage 100 Open Sales Order Report

Sage 100 Open sales order report - by Item

Working of the Report

How to process transactions of National Accounts in Sage 100 ERP

In our last blog, we discussed about How to setup National Accounts in SAGE 100 ERP. Today we will discuss about how to process transactions with Sage 100 national Account Customer.

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Clear activity log in Sage 100

How to customize and create look-ups in Sage 100 -Part 1

How to customize and create look-ups in Sage 100 -Part 2

Create drop-ship purchase orders in Sage 100

How to create a memo in Sage 100 ERP?

How to use Sage Smart Memos to up sales

Sage 100 Business Insights Explorer

Sage 100 Open Sales Order Report

Sage 100 Open sales order report – by Item

Working of the Report

Sage 100 Accounts Receivables (A/R) Aging Report

Sage 100 – Lot and Serial Number History Report

Sage 100 – Purchase Control Maintenance

Sage 100 – Inventory Turnover Report

Sage 100 – How to set up direct deposit stubs using Paperless Office

Sales Order and Quote History Report in Sage 100