Q1 Sage 100 ERP (MAS 90 & 200) User Group Meeting
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This slideshow was presented at our quarterly Sage 100 ERP (formerly MAS 90 & 200) User Group Meetings in San Antonio, Houston, Denver, Honolulu as well as our web-based version. If you would like to participate in one of these User Groups you can do so for free. Visit http://www.bcsprosoft.com/events for a list of all upcoming User Groups, training opportunities, webcasts and more.
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Q1 Sage 100 ERP (MAS 90 & 200) User Group Meeting
- 1. Sage 100 ERP (MAS 90 & 200) March 2013 User Group Meeting
- 2. About BCS ProSoft • 27+ years experience implementing, supporting and providing consulting services for Sage Software • 1,500 clients across all 50 states, Canada and Mexico • Offices in San Antonio, Houston, Denver and Honolulu • Award winning partners with Sage, NetSuite and Deltek • http://www.bcsprosoft.com (800) 882-6705
- 3. Agenda • Greeting and Introductions • Tips and Tricks • Moving to a Paperless Environment • Q&A • Adjournment
- 6. Standard vs Recurring Entries
- 7. Crediting Sales Tax on Posted Invoice
- 8. Modify a Layout Grid
- 9. Trivia – What am I? A BOUNCY COIL WITH THE FLU Spring Fever
- 10. What is Document Mgmt? Document Management is the use of a computer system and software to store, manage and track electronic images of paper based data.
- 11. Basic Doc Mgmt Features Electronic Filing Content search Version Control Roll Back Audit Trail Annotation and Stamps
- 12. Why are companies deploying Document Management? • Productivity • Security • Recovery • Traceability • Cost • Space • Environment • Competitiveness
- 13. Key to Success? • Engage Stakeholders • Have a plan with milestones • Monitor and Measure Progress • Share and Reward Success
- 14. Paperless inside Sage 100 Save Journals / Registers to PDF and Electronic Viewer Save Reports to PDF and Electronic Viewer Deliver Forms to customers and Vendors Electronically
- 15. Save Journals / Registers
- 16. Print Reports to Paperless Office
- 17. Form Delivery
- 18. We can do better…
- 19. Thanks! Thanks for viewing these slides online. There was a lot of great information given and we’d love the opportunity to share it with you. Feel free to contact us for more info on this subject or others. Give us a call at (800) 882-6705 for more information or visit our website to view future User Groups. http://www.bcsprosoft.com
Editor's Notes
- Introduce and welcome attendees Introduce Topic and Agenda We will start the meeting today with a few tips and tricks and then move into our main topic “Moving to a Paperless Environment”. We have encountered a number of customers that are interested in the concept of Document Management. So today, after we have reviewed the Tips and Tricks, we will walk you through the options within Sage 100 to faciliate electronic paper management. Then we will welcome Fred G. with ASG Cypress to educate us on true document management and how both large and small enterprises are benefiting by breaking the paper habit.
- Introduce and welcome attendees Introduce Topic and Agenda We will start the meeting today with a few tips and tricks and then move into our main topic “Moving to a Paperless Environment”. We have encountered a number of customers that are interested in the concept of Document Management. So today, after we have reviewed the Tips and Tricks, we will walk you through the options within Sage 100 to faciliate electronic paper management. Then we will welcome Fred G. with ASG Cypress to educate us on true document management and how both large and small enterprises are benefiting by breaking the paper habit.
- ***Presenter should demonstrate the process of viewing report sample in their system*** From any report screen, click the help button on the bottom right corner. The choose “About this window” When your Help screen appears at the top choose the PDF icon labeled Report Samples . This launches a PDF that has examples of the Sage 100 (MAS90 and MAS 200) reports and forms for the module and version you are using. There is one PDF for each module. This is a great tool to review the data from ABC or XYZ sample companies in Sage 100 before printing them in your own company. You can also choose to access the help contents from the main help menu and choose the reporting and forms section under the module heading. The result is the same as you can see in the image above.
- ***PRESENTER SHOULD DEMONSTRATE SETTING UP A JOURNAL ENTRY WITH ACCOUNTS AND NO AMOUNTS, SAVING AS A STANDARD JOURNAL. THEN SHOW RETRIEVING THE STANDARD JOURNAL BY USING THE “COPY FROM” BUTTON AT THE TOP OF THE SCREEN*** Most users know about recurring journal entries, which are useful for repetitive entries with accounts and amounts that are the same from period to periodl. Standard journal entries are useful for entries where accounts stay the same but the amounts change, such as outsourced payroll. Show creating a template for a standard journal and show a listing. Also show clicking copy from to bring in standard journal
- ***Presenter should create and post an invoice with tax for a open item customer (such as Capri Sailing Ships) prior to the meeting so that the process of entering a credit applied to that invoice can be demonstrated*** To credit sales tax only, we issue a credit memo applied to the original invoice in Sales Order Invoice Data Entry. Use the “/M” code to enter the first line matching the amount and tax code of the original invoice. Enter a second line with the “/M” code and a negative amount of the original line amount with a non taxable status. G/L accounts will need to be entered on each of these lines, and the net affect will be zero. The result is an invoice with a credit to sales tax, and updated sales tax reports.
- ***Please be prepared to demonstrate this function in your live system*** Go to Modules > Accounts Receivable > Main > Customer Inquiry. Click on the the Invoices Tab (Tab 6). Right click and choose Panel Settings > Customizer (Please Note: You must have access to the Custom Office Module via Security). Click “Create New Customized Panel and select the User (or security group) and company that you want to have access to this customization. Click OK to advance to the next screen. Note: If you select “All” for the User and Company, every user will see the same customized form Right Click and click on the Fomat tab (Tab 2). This will show the columns. You can click on the Add button to add a field that is available in the table, but not included on the form. You can also move fields to the left and right on the grid by highlighting the field you want to move and pressing the Up Arrow (moves the field to the left in the grid) or the Down Arrow (moves the field to the right in the grid). While on the Format Tab, scroll down the list of Columns and highlight the Custom PO No. field. Press the up arrow button until the Customer PO No. field is just below the Invoice Type field. Press OK. Save the form, exit and restart Customer Inquiry, and click on the Invoices tab. The Customer PO No. column should now be in the third position.
- Take a short break here if needed
- Document management systems range in size and scope from small to large, and features ranging from basic (you know those commericals for the “neat Desk” personal scanner?) to full scale enterprise solutions. Companies can begin a document management initiative on a small scale and grow the system and processes as they gain an understanding of the value.
- Today, we wnat to familiarize you with the basics of document management. When we are finished, you should have a general understanding of the larger scale benefits of document management and how those benefits might apply to your organization. Let ’s talk about a few basic features of document management and their practical application in a small business environment Before we do that, let ’s take a quick survey….how many companies here today have more than once 150 square feet dedicated to filing paper? How many have off site storage of files? With the basic features of document management, you eliminate the space required for storage, but you also gain advantages that simply don ’t exist with traditional paper files. Fred will be exploring some of the features in greater detail in a bit. Those include: Electronic Filing – most of us are already familiar with the concept of an electronic filing cabinet, because we use computers to create and electronically save and file digital files. The irony is that we often print and file a hard copy of those files! Content Search – A true document management system will store and save documents based upon key words, enabling users to search for those documents based upon key words Version Control – track multiple revisions of documents Roll Back – revert to previous document versions Audit Trail – track document changes, when they were made, and who made them Annotation and stamps – add notations to document and stamp (such as “approved”, “received”, etc)
- There are numerous reasons that companies adopt forms of document management. Even one of these benefits may be compelling enough. For example, a natural disaster potentially puts all paper records at risk. The cost and effort to mitigate the threats posed by a natural disaster in the hours and days leading up to the event can persuade a decision maker to seek a solution.
- The keys to success with any project, including document management Stakeholders are those individuals with a vested interest in the project. Project success will translate into creating a better situation professionally, financially or have some other productive value for a stakeholder. Give stakeholders input from the beginning of the project and communicate project plans and progress It ’s not enough to simply define a starting point and an ending point. When planning the deployment of document management, define several key milestones and target dates so that you can measure progress and make adjustments along the way Communicate milestones and expectations to everyone involved in the progress. Acknowledge and reward success.
- Sage 100 offers Paperless Office functions, which we will review. These functions are not officially considered document management, although they are very helpful in managing the output that Sage produces, and minimizing the need for printed documents. Lets review the paperless functions that you can take advantage of inside of Sage 100 before expanding our discussion about document management.
- By Setting up the Journal and Register Viewer Options in the Paperless Office module, users can define how each journal and register that is generated in Sage 100 is saved. ***Presenter should show the Journal and Register Viewer Options found in the Paperless Office Module. Discuss the ability to setup each modules journal/register to auto generate a pdf in the electronic viewer (by default or to be prompted).*** Once the PDF has been generated, use Journal and Register Viewer to view, e-mail, fax, move, or delete journals and registers stored as PDF documents. Journal and Register Viewer can display journals and register PDF documents created for all companies. You can filter the PDF documents displayed by company, module, and accounting date, or search for a PDF document using additional criteria. If another PDF document was selected to be associated with the journal or register PDF document when the journal or register PDF document was created, you can also view the associated PDF document. Note In Paperless Office Options, you can specify whether to automatically display all documents in Journal and Register Viewer when it is first accessed. If you do not specify to load all documents when the viewer is first accessed, documents are loaded only after you enter selection criteria and click Refresh. Note that the viewer also denotes the update status of the journal
- Use Report Maintenance to define storage location for reports printed to paperless office. You can define a specific location to store reports, and whether to password-protect the documents. These options can be defined by company, module, and individual report. When options are defined for a report, you can print it to PDF from the report printing task. PDF settings can be set up for individual or multiple reports. You can use this flexibility to set up options for multiple reports, and then define options for any exceptions. You can delete settings for PDF documents. Deleting a setting does not affect the actual report, only the PDF settings for that report. Note that the same options are available for Period End reports under a separate menu option ***Presenter should show the Report Maintenance setup screen in system while discussing fields, as well as Report Viewer screen. Explain that when printing a report, the storage location is used when user selects “Paperless Office” as the printer.***
- ***Presenter should open Form Maintenance and discuss the basic setup concepts for establishing the option to electronically deliver forms. Messages included on forms electronically delivered can be specified under a separate menu option. You should also mention that there are specific options to be established by customer/vendor enabling electronic delivery and defining recipient email addresses. *** Use Form Maintenance to set up options for storing and electronically delivering forms in PDF format. Forms include documents such as invoices, sales orders, return orders, and purchase orders. You can define a specific location for storing PDF documents, a default "from" e-mail address, and an override password to open the PDF document. A form can be e-mailed or faxed only if the Enable Electronic Delivery check box is selected for the form in this window. Form options can be defined by company, module, and individual form. You can use this flexibility to set up options for multiple forms, and then define options for any exceptions. For example, to enable electronic delivery for all companies and modules, for all forms except direct deposit stubs, you could set up one record for all companies and all modules, and enable electronic delivery. Then set up another record for all companies, Payroll module, and Direct Deposit Stub form, and disable electronic delivery.
- Does your office look like this?
- Does your office look like this?