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www.bcsprosoft.com
Sage 100 User Group
October 27, 2016
www.bcsprosoft.com
HOUSEKEEPING
A FEW THINGS BEFORE WE GET STARTED
www.bcsprosoft.com
AGENDA
Introductions
Who are you, how
long have you been
using Sage 100, where
do you work, and
what yo...
www.bcsprosoft.com
INTRODUCTIONS
TELL US ABOUT YOURSELF
www.bcsprosoft.com
WHAT WE DO
Sage Development Partner
Sage 100 Resellers & Consultants
BCS ProSoft
BCS ProSoft, Inc. is a...
www.bcsprosoft.com
TRIVIA
What is your October birthstone?
Opal
Ruby
Emerald
Sapphire
www.bcsprosoft.com
TRIVIA
What holiday do Canadians
traditionally celebrate in October?
Labour Day
Flag Day
Thanksgiving
I...
www.bcsprosoft.com
TRIVIA
What famous Queen was
beheaded on Oct. 16, 1793?
Queen Anne
Queen Mary
Catherine the Great
Marie...
www.bcsprosoft.com
TRIVIA
What radio broadcast, airing on
Oct. 30, 1938, caused a mass panic?
The announcement of WWI
The ...
www.bcsprosoft.com
TRIVIA
Bonus Questions
Who broadcast that radio program?
Orson Wells
Who wrote the story?
H.G. Wells
www.bcsprosoft.com
SUPPORTED VERSIONS
www.bcsprosoft.com
CURRENTLY SUPPORTED VERSIONS
• v2014
– 12/31/2016
– For the last Year End IRD, Tax Tables (2017Q1)
– La...
www.bcsprosoft.com
CURRENTLY SUPPORTED VERSIONS
• The year-end IRD and Tax Tables, as well as the eFiling
and Reporting (A...
www.bcsprosoft.com
PAYROLL
WHAT’S UP WITH PAYROLL?
www.bcsprosoft.com
What’s Up with Payroll?
• Sage v2016 Payroll and higher
• Billed separately starting with subscription ...
www.bcsprosoft.com
What’s Up with Payroll?
Direct Deposit Options:
• Manually generate and upload to your bank the ACH Fil...
www.bcsprosoft.com
ACA COMPLIANCE
Before you can determine ACA requirements for your company you will
need to know the ans...
www.bcsprosoft.com
YEAR-END REVIEW
PROCESSING & PROCEDURES
www.bcsprosoft.com
YEAR-END PROCESSING RESOURCES
Sage 100 Year End Center on Sage City
http://sagecity.na.sage.com
• Inter...
www.bcsprosoft.com
YEAR-END CONSIDERATIONS
• Create an archive company before performing
Period End Processing, especially...
www.bcsprosoft.com
YEAR-END PROCESSING
• Review Module Setup Options
• Processing Period End and Year End in a
module that...
www.bcsprosoft.com
YEAR-END PROCESSING
Modules in the “old” framework (see versions below) can only
have one current and o...
www.bcsprosoft.com
YEAR-END PROCESSING
If you need to re-open periods, please
ask for our help…and make a backup!
www.bcsprosoft.com
A/P & 1099’s
• Maintain “Miscellaneous”, “Interest” and “Dividend”
1099 data
• Print the Payment Histor...
www.bcsprosoft.com
INVENTORY MANAGEMENT
• Inventory Valuation Report is time sensitive
• Posting transactions in a future ...
www.bcsprosoft.com
PAYROLL
• Based on a calendar year, and calendar quarter
– NO future periods
• Cannot post with a check...
www.bcsprosoft.com
PAYROLL
• Resets Pension Plan, Cafeteria Plan Deduction, Allocated Tips, Fringe
Benefits, Non-qualified...
www.bcsprosoft.com
eFILING
• Don’t let the name confuse you!
– You can print all forms; you do not have to
e-file.
• Certi...
www.bcsprosoft.com
eFILING
• Easy to Use
– Quick activation, virtually no support needed
– On-Screen Editing of the Actual...
www.bcsprosoft.com
GENERAL LEDGER BUDGETS
• Most clients maintain budgets but do not load them into the
system
• Budgets c...
www.bcsprosoft.com
GENERAL LEDGER BUDGETS
• Can create an unlimited number of Budget Codes (Setup Options)
• Maintain your...
www.bcsprosoft.com
IMPORTING BUDGETS
Via the G/L Exchange Utility
• Can import from a spreadsheet or other standard format...
www.bcsprosoft.com
TIPS & TRICKS
SAGE 100 (MAS 90/200)
www.bcsprosoft.com
TIPS & TRICKS
Speaking of Payroll
• For each employee, set multiple default earnings codes for
automati...
www.bcsprosoft.com
TIPS & TRICKS
Extended Item Descriptions in S/O & P/O Entry
• Does the pesky “Item Text Maintenance” wi...
www.bcsprosoft.com
TIPS & TRICKS
G/L Journal Reversals
www.bcsprosoft.com
S/O “Quotes”
www.bcsprosoft.com
BCS PROSTAFF
SAGE 100 STAFFING & RECRUITMENT
www.bcsprosoft.com
BCS PROSTAFF
Why Staffing Firms are Useful
Speed to Market
Keeping a robust pipeline of candidates read...
www.bcsprosoft.com
BCS PROSTAFF
How BCS ProStaff Can Help
• Temporary, Temp-to-Hire and Direct Hire
• Accounting, Finance,...
www.bcsprosoft.com
CLOUD CONSIDERATIONS
CONVERSATIONS YOU NEED TO HAVE IN 2017
www.bcsprosoft.com
SAGE 100c – A BRIEF OVERVIEW
Updated UI, which is easier to
navigate, more customizable,
and built-in w...
www.bcsprosoft.com
Mainframe Client Server Internet Software as a Service
Time
Innovation
Cloud
Computing
■ Single system
...
www.bcsprosoft.com
www.bcsprosoft.com
THE ICEBERG ANALOGY
45
IMPLEMENTATION,
CUSTOMIZATION
& TRAINING
UPGRADE
& CUSTOMIZATION
HARDWARE
IT PER...
www.bcsprosoft.com
SAGE 100c IS NOT THE CLOUD
46
Without any of the benefits of being in the cloud
SUBSCRIPTION FEE
You st...
www.bcsprosoft.com
91%
Maintenance
Current
66%
on old
versions
9% Innovation
TYPICAL IT BUDGET THE RESULT?
VERSION LOCK
ON...
www.bcsprosoft.com
SECURITY, INFRASTRUCTURE & OPERATIONS
• Should be far better than you can
afford to deploy yourself
– T...
www.bcsprosoft.com
BENEFITS OF THE CLOUD
• Automatic Upgrades & Enhancements
• Improved System Performance &
Accessibility...
www.bcsprosoft.com
www.bcsprosoft.com
THANK YOU
QUESTIONS?
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Sage 100 User Group | October 2016

This is the presentation from the Sage 100 user groups we held this October and November in Denver, Houston and San Antonio. We went over some important year-end review procedures, supported versions, some Sage 100 Tips & Tricks, and had a fran discussion about how Sage 100c and cloud alternatives.

BCS ProSoft hosts Sage user group meetings all over the country so check out http://www.bcsprosoft.com/sage-100/user-groups/ to find a group near you.

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Sage 100 User Group | October 2016

  1. 1. www.bcsprosoft.com Sage 100 User Group October 27, 2016
  2. 2. www.bcsprosoft.com HOUSEKEEPING A FEW THINGS BEFORE WE GET STARTED
  3. 3. www.bcsprosoft.com AGENDA Introductions Who are you, how long have you been using Sage 100, where do you work, and what you do there? A quick overview of supported versions as well as some important payroll considerations. Versions & Payroll Year-End An in-depth of Year- End processing and procedures to get you set up for a smooth financial close. Here are a few tips & tricks we’ve you may or may not know about to help you use Sage 100 efficiently. Tips & Tricks 2017 Considerations Let’s talk about you, your business, your IT strategy, the Cloud, the way you manage your workforce
  4. 4. www.bcsprosoft.com INTRODUCTIONS TELL US ABOUT YOURSELF
  5. 5. www.bcsprosoft.com WHAT WE DO Sage Development Partner Sage 100 Resellers & Consultants BCS ProSoft BCS ProSoft, Inc. is a leading provider of ERP, CRM, HRMS and document management software solutions and as well as professional services in implementation, strategy, consulting, project management, staffing, and operations. Combining years of experience and specialized skills across the A&E, Distribution, Healthcare, Manufacturing, Professional Services, and Rental industries – BCS ProSoft works at the intersection of people, processes and technology to help clients improve performance and create sustainable value for their stakeholders. Headquartered in San Antonio, Texas and regional offices in Houston, Denver, and Honolulu, we help more than 1,500 clients improve the way they manage their business.
  6. 6. www.bcsprosoft.com TRIVIA What is your October birthstone? Opal Ruby Emerald Sapphire
  7. 7. www.bcsprosoft.com TRIVIA What holiday do Canadians traditionally celebrate in October? Labour Day Flag Day Thanksgiving Independence Day
  8. 8. www.bcsprosoft.com TRIVIA What famous Queen was beheaded on Oct. 16, 1793? Queen Anne Queen Mary Catherine the Great Marie Antoinette
  9. 9. www.bcsprosoft.com TRIVIA What radio broadcast, airing on Oct. 30, 1938, caused a mass panic? The announcement of WWI The bombing of Pearl Harbor The sinking of the Titanic The War of the Worlds “The Martians have landed!”
  10. 10. www.bcsprosoft.com TRIVIA Bonus Questions Who broadcast that radio program? Orson Wells Who wrote the story? H.G. Wells
  11. 11. www.bcsprosoft.com SUPPORTED VERSIONS
  12. 12. www.bcsprosoft.com CURRENTLY SUPPORTED VERSIONS • v2014 – 12/31/2016 – For the last Year End IRD, Tax Tables (2017Q1) – Last Product Update was #7 – 9/30/2017 – Official Retirement Date • v2015 – 12/31/2017 – For the last Year End IRD, Tax Tables (2018Q1) – Latest Product Update is #5 – 9/30/2018 – Official Retirement Date • v2016 – 12/31/2018 (speculation – not yet announced) – For the last Year End IRD, Tax Tables (2019Q1) – Latest Product Update is #2
  13. 13. www.bcsprosoft.com CURRENTLY SUPPORTED VERSIONS • The year-end IRD and Tax Tables, as well as the eFiling and Reporting (Aatrix) year-end update will probably be available for download in the middle of December. • The applicable Product Update, 2016 IRD and Aatrix year-end update must be installed before processing W2, ACA or 1099 forms for 2016. • Only available for supported versions and for customers who are current on Sage maintenance.
  14. 14. www.bcsprosoft.com PAYROLL WHAT’S UP WITH PAYROLL?
  15. 15. www.bcsprosoft.com What’s Up with Payroll? • Sage v2016 Payroll and higher • Billed separately starting with subscription renewals after May 1, 2016 • Removed from Sage standard renewal – Price can go up or down, based on number of employees you process – Lower pricing for existing Payroll users • New product key required • Requires “Perpetual History” to be turned on
  16. 16. www.bcsprosoft.com What’s Up with Payroll? Direct Deposit Options: • Manually generate and upload to your bank the ACH File – Same process that has been used in the past • Use a third-party application to generate and upload your ACH File • Subscribe to the new Sage 100 Direct Deposit Service • Eliminates the need to generate an ACH file and send it to your bank. • You simply transmit your payroll information, and Sage handles the rest for you. • Submit an application to start using this service through a link on the Payroll Setup Options window.
  17. 17. www.bcsprosoft.com ACA COMPLIANCE Before you can determine ACA requirements for your company you will need to know the answers to these questions: • Whether you provided minimum essential coverage to employees and dependents. • Whether your company is self-insured. • Number of full-time employees or full-time equivalent employees for the previous calendar year (which determines whether you are an "applicable large employer" or ALE). – Sage 100 has tools to help identify full-time and full-time equivalent employees. • Whether your company files tax returns under a single EIN or multiple EINs as part of a controlled or aggregate group.
  18. 18. www.bcsprosoft.com YEAR-END REVIEW PROCESSING & PROCEDURES
  19. 19. www.bcsprosoft.com YEAR-END PROCESSING RESOURCES Sage 100 Year End Center on Sage City http://sagecity.na.sage.com • Interactive year end Payroll & AP checklist • Hot Topics • Year End forum • Common YE knowledgebase articles • Year-End videos • ACA videos
  20. 20. www.bcsprosoft.com YEAR-END CONSIDERATIONS • Create an archive company before performing Period End Processing, especially if you have the P/R Module. • If you have already installed the 2017-Q1 Tax Tables in order to process you January 2017 payrolls, you must reinstall the 2016-Q4 Tax Tables in order to process the 2016 W2’s from the archive company. • Don’t wait until the last minute to process your W2’s and 1099’s
  21. 21. www.bcsprosoft.com YEAR-END PROCESSING • Review Module Setup Options • Processing Period End and Year End in a module that is integrated with other modules can impact posting and reporting • As a general rule, work from the bottom of the menu to the top (i.e. P/O, S/O, I/M, A/P, A/R, J/C, G/L)
  22. 22. www.bcsprosoft.com YEAR-END PROCESSING Modules in the “old” framework (see versions below) can only have one current and one “future” period defined. Period End must be performed timely or you risk inaccurate summary data at the module level. – P/O & I/M – v4.30 and prior – A/P – v4.10 and prior – S/O & A/R – v4.05 and prior – J/C – all versions New Framework Modules are not as sensitive to period/year end processes. It is possible to re-open periods in modules which have been converted to the new framework but it is not advised. – The G/L Module is the one exception to this rule.
  23. 23. www.bcsprosoft.com YEAR-END PROCESSING If you need to re-open periods, please ask for our help…and make a backup!
  24. 24. www.bcsprosoft.com A/P & 1099’s • Maintain “Miscellaneous”, “Interest” and “Dividend” 1099 data • Print the Payment History Report – lists all invoices paid with a particular check, electronic payment, wire transfer, or credit card. – Can select to print only “1099 Vendors” • Used to reconcile to the vendor worksheet in the A/P Federal eFiling & Reporting task. • Recommended maintaining multiple years of historical 1099 information.
  25. 25. www.bcsprosoft.com INVENTORY MANAGEMENT • Inventory Valuation Report is time sensitive • Posting transactions in a future period affect this report and can make it difficult to tie out to the G/L at year end. • Best practice - post all current year transactions (I/M, S/O, P/O, W/O, B/M) print and tie out to the G/L before posting any future year transactions.
  26. 26. www.bcsprosoft.com PAYROLL • Based on a calendar year, and calendar quarter – NO future periods • Cannot post with a check date in a future period until current quarter is closed • “Quarter and Year End Processing” will reset the QTD and YTD employee fields to zero • Resets employee benefit limits according to Payroll Options setup
  27. 27. www.bcsprosoft.com PAYROLL • Resets Pension Plan, Cafeteria Plan Deduction, Allocated Tips, Fringe Benefits, Non-qualified Plan and Dependent Care Benefits fields to zero. • Sets all quarterly / yearly reports to zero • Removes check history, and perpetual history depending upon your system settings • Purges terminated employees • Purges standard deductions that have goals met
  28. 28. www.bcsprosoft.com eFILING • Don’t let the name confuse you! – You can print all forms; you do not have to e-file. • Certified Forms – 941, W2/W3, 1099/1096; 1095, 1094B & C – Forms for all 50 states – 250 Approved Payroll Form Sets (400+ forms) – No More Aligning Forms • Seamless Integration – Forms auto populated with payroll data – Fully Integrated with current payroll software
  29. 29. www.bcsprosoft.com eFILING • Easy to Use – Quick activation, virtually no support needed – On-Screen Editing of the Actual Report • Users are alerted each quarter to update the forms - (20% change quarterly) • All reports are automatically updated with a single click • Updates all forms via built-in web communication • Can Print all W-2 forms to plain paper. • 1099 Copy A and 1096 must be on IRS forms. • One time eFiling enrollment required • Access enrollment form from within Sage application
  30. 30. www.bcsprosoft.com GENERAL LEDGER BUDGETS • Most clients maintain budgets but do not load them into the system • Budgets can be maintained for each account/period and used in various standard reports as well as third party reporting tools • What happened to my budget? • Controlled by the number of Years To Retain General Ledger History (Setup Options) • Option to “Copy Actual to Default Budget at Year End” • Before year-end close, create a new budget code and set it to the Default
  31. 31. www.bcsprosoft.com GENERAL LEDGER BUDGETS • Can create an unlimited number of Budget Codes (Setup Options) • Maintain your Budgets (G/L Budget Menu) – Budget Maintenance (manually account by account) (also available in Account Maintenance) – Budget Revision Entry (broader in scope; print Register to review before Update) • Maintain your Budgets (G/L Budget Menu) – Automatic Budget Copy (broader in scope; updates immediately) – All three options allow you to copy a source budget, increase or decrease a source budget by a percentage or an amount, and create a “new” budget with a specific amount
  32. 32. www.bcsprosoft.com IMPORTING BUDGETS Via the G/L Exchange Utility • Can import from a spreadsheet or other standard format files. – Excel, CSV, ASCII, XML • Source file must be in a specific columnar/data format (very structured) Via Visual Integrator • Recommended source file formats – CSV, ODBC DSN • Source file columnar/data format less ridged • Must import into the Budget Revision Entry for subsequent update
  33. 33. www.bcsprosoft.com TIPS & TRICKS SAGE 100 (MAS 90/200)
  34. 34. www.bcsprosoft.com TIPS & TRICKS Speaking of Payroll • For each employee, set multiple default earnings codes for automatic entries in Payroll Data Entry. • Set the system to automatically remove any “zero” earnings codes during the Tax Calculation Step. • Set the system to automatically recalculate deductions if they are based on earnings and the amount of earnings changes – Yes (automatic – no user intervention) – No (Recalc Deductions button) – Prompt
  35. 35. www.bcsprosoft.com TIPS & TRICKS Extended Item Descriptions in S/O & P/O Entry • Does the pesky “Item Text Maintenance” window auto display when you don’t want it to? • Move the “Description” field in the Secondary Grid below the first field position!
  36. 36. www.bcsprosoft.com TIPS & TRICKS G/L Journal Reversals
  37. 37. www.bcsprosoft.com S/O “Quotes”
  38. 38. www.bcsprosoft.com BCS PROSTAFF SAGE 100 STAFFING & RECRUITMENT
  39. 39. www.bcsprosoft.com BCS PROSTAFF Why Staffing Firms are Useful Speed to Market Keeping a robust pipeline of candidates ready to go to work. Time and Cost Savers Managing the process for you from beginning to end. Quality Workforce Larger Network of Passive (not just Active) candidates. Insider Expertise Industry, Market and Employment Trend knowledge.
  40. 40. www.bcsprosoft.com BCS PROSTAFF How BCS ProStaff Can Help • Temporary, Temp-to-Hire and Direct Hire • Accounting, Finance, IT, Human Resources and Administrative Professionals • ERP Specific Assessments • Increasing Efficiency – PREPARE FOR YEAR END! – PREPARE FOR ANNUAL AUDIT! – PREPARE TO BE PREPARED!
  41. 41. www.bcsprosoft.com CLOUD CONSIDERATIONS CONVERSATIONS YOU NEED TO HAVE IN 2017
  42. 42. www.bcsprosoft.com SAGE 100c – A BRIEF OVERVIEW Updated UI, which is easier to navigate, more customizable, and built-in web browser NEW USER INTERFACE Subscription-based like a SaaS product, but NOT cloud or accessedvia the web. Translates to lower up front costs. SUBSCRIPTION BASED Some updated modules like Job Cost, Work Order and Payroll will only available in Sage 100c, but still no timeline for completion UPDATED MODULE VERSIONS
  43. 43. www.bcsprosoft.com Mainframe Client Server Internet Software as a Service Time Innovation Cloud Computing ■ Single system processing ■ Resource co-location ■ Distributed users ■ Matured into Integrated Business Suites vs Best of Breed ■ Remote access of solutions of traditional “thick” client applications ■ Focus on non-core business functions ■ Delivered and managed remotely ■ True Software as a Service Applications: Multi –tenant, Subscription based Innovation End-User Expectations THE JOURNEY
  44. 44. www.bcsprosoft.com
  45. 45. www.bcsprosoft.com THE ICEBERG ANALOGY 45 IMPLEMENTATION, CUSTOMIZATION & TRAINING UPGRADE & CUSTOMIZATION HARDWARE IT PERSONNEL MAINTENANCE TRAINING 9% SOFTWARE LICENSES 68% SUBSCRIPTION FEE 43% 14% 26% 7% 1% 32% ON-PREMISES THE CLOUD • Apply fixes, patches, upgrades • Downtime • Performance tuning • Rewrite customizations • Rewrite integrations • Upgrade dependent applications ON-GOING COSTS • On-going burden on IT • Maintain/upgrade hardware • Maintain/upgrade network • Maintain/upgrade security • Maintain/upgrade database • Training • Subscription fee • Training • Configuration ON-GOING COSTS
  46. 46. www.bcsprosoft.com SAGE 100c IS NOT THE CLOUD 46 Without any of the benefits of being in the cloud SUBSCRIPTION FEE You still run the risk of version lock UPGRADE & CUSTOMIZATION Includes upgrades to servers HARDWARE Time could be spent innovating MAINTENANCE Training is always necessary TRAINING SAGE 100c
  47. 47. www.bcsprosoft.com 91% Maintenance Current 66% on old versions 9% Innovation TYPICAL IT BUDGET THE RESULT? VERSION LOCK ON-PREMISES SOFTWARE
  48. 48. www.bcsprosoft.com SECURITY, INFRASTRUCTURE & OPERATIONS • Should be far better than you can afford to deploy yourself – Tier one data center(s) – Encryption & hardened systems – 24x7x365 operations – Disaster recovery center – Redundant hardware and networking – SSAE 16 (formerly SAS 70) audited • Possible because costs are spread across thousands of organizations
  49. 49. www.bcsprosoft.com BENEFITS OF THE CLOUD • Automatic Upgrades & Enhancements • Improved System Performance & Accessibility • Dramatically Improved Visibility • Significant IT Time and Cost Savings • Lower Cost of Ownership • Faster Deployment Speed
  50. 50. www.bcsprosoft.com
  51. 51. www.bcsprosoft.com THANK YOU QUESTIONS?

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