Year End 2010 STAR-INFO NEWSLETTER for Sage ERP MAS 90 and 200 What’s new and What’s Coming a Review Of 2010 and a Look Forward to 2011 a s the year comes to a close, we highlight some of the news for Sage ERP MAS 90 and 200 in 2010, and look forward to what is coming in 2011. The Year In Review Product Roadmap The first public product roadmap pro- vided customers with a long-range view of the future direction of the product line. The road- map looks forward as far as 2012 and includes important milestones. Some of the milestones have already been reached; for example, Sage ERP MAS 90 and 200 Version 4.4, and the replacement product for FRx were released. Sage also executed on the plan to deliver more value to customers on a regular basis, releas- ing four Product Updates for Version 4.4 that included a substantial number of usability enhancements. Sage ERP MAS 90 And 200 modules include batch entry of purchase and control over your upgrade by remov- Version 4.4 orders, improved usability for physical count, ing some of the time constraints previously Version 4.4 was released early in 2010. and the ability to update standard costs experienced. You can test the new installa- This significant release included the comple- automatically. tion under various scenarios before going tion of three more modules in the Business Also included in Version 4.4 is the Parallel live while you continue to run your business Framework: Inventory, Purchase Order, and Migration Wizard. It provides customers on the previous version. Once your testing Bill of Materials. Completing these mod- with the ability to migrate from one version is complete, the Wizard can be used to re- ules enabled Sage to expand the size of of Sage ERP MAS 90 or 200, Version 3.71 migrate current data to the new installation. the customer and inventory item number or later, to Version 4.4 in a phased process. Version 4.4 also introduced e-Business fields. Extensive enhancements within the Parallel migration gives you more freedom Web Services. This set of tools was designed (continued on page 2) What’s New And Creating A New Company Module Closings Tips To Help Year-What’s What’s Coming IRD (Product Update 4) And The HIRE Act End Processing RunInsIde 2 Module Closing Sequence 3 4‑7 Smoothly 8
2 • S TAR ‑I NFO NewsletterWhat’s new and What’s Coming(continued from cover)to facilitate the integration between an exist- Many customers have purchased various Sage ERP MAS 200 SQL Version 4.5ing e-business website and Sage ERP MAS 90. add-on products for FRx, and Sage has taken In the second half of 2011, Sage willThe eBusiness Web Services solution allows that into account with Sage MAS Intelligence. release the current Sage ERP MAS 200 prod-you to connect your Sage ERP MAS 90 data Each on-plan customer will receive one free uct on the Microsoft SQL Server platformto the internet using any popular program- Report Manager license to replace FRx. as an option for existing customers, combin-ming environment. Customers who have purchased additional ing SQL Server’s reliable, scalable, easy-to- Sage ERP MAS 90 and 200 gained power- FRx Licenses and Modules will receive the manage, high performance database platformful enhancements to Customizer in Version 4.4. module and license mix that is most compa- with the ease of use of Sage ERP MAS 200.Now events can run without user interaction, rable to what they are currently using. Flexible licensing options will allow custom-so, for example, you do not have to remember You should have received your keys to ers to purchase SQL server licenses from Sageto click a button to perform a custom calcula- unlock your Sage MAS Intelligence compo- or use existing licenses they own. All mod-tion, such as a warranty expiration date — it can nents. Give us a call if you need assistance. ules that have been updated to the Businessbe set to run as you tab off of a field. Keep in mind Sage will maintain compat- Framework™ will be available for the SQL ibility with FRx up to at least Version 4.5, so version. The Business Framework allows theSage MAS Intelligence you will have plenty of time to get familiar same programs that run on the Providex data- FRx financial reporting was retired by with the new software and convert your FRx base to run under SQL, so the SQL ServerMicrosoft and Sage MAS Intelligence is its reports. version can always be current with the otherreplacement. Sage MAS Intelligence improves versions of the software.on FRx by giving customers the ability to Product Updatesreport on data across all modules in the soft- As planned, Sage released four product Version 4.5 Enhancementsware. FRx was limited to reporting only on updates for Sage ERP MAS 90, all of which Version 4.5 will include benefits for all cus-General Ledger data. included usability enhancements and pro- tomers including the merging of the Extended The module includes predefined finan- gram fixes. Here are just a few highlights: Enterprise Suite with the core product line.cial and operations reports for management, • PU 1: Enter cash receipts by invoice All on-plan customers will receive a single-sales, purchases, and inventory, along with number without knowing the customer. user copy of SageCRM, allowing them to trydashboards and trend analysis reports. Sage • PU 2: Pay vendors electronically and save all the features and functionality of SageCRM.MAS Intelligence gives you the ability to con- the records in Paperless Office. A powerful collection of core usabilitysolidate data from multiple ERP companies • PU 3: Enter bank adjustments in Bank features will be added in this release, suchand databases, all protected with solid user- Reconciliation and post them to the as: enhanced benefit accrual in Payroll; Lot/level security. General Ledger. Serial Distribution Entry From Sales Order; Similar to FRx, Sage MAS Intelligence • PU 4: Interim Release Download (IRD) and Customers with National Accounts.includes various components that can be with Year-end tax law changes.selected to meet your organization’s particu- Retirementslar needs. The Viewer provides basic editing What’s Coming in 2011 Sage plans to retire support for the follow-capabilities and drill-down functionality on ing Versions in 2011:existing reports; the Report Manager enables Product Update 5 • Sage ERP MAS 200 SQL Editionyou to easily create and modify reports and Product Update 5 for Version 4.4 is Version 3.7x will be retired June 1, 2011.set user permissions; Sage MAS Intelligence planned for March 2011, and will include • Sage ERP MAS 90 and 200 Versions 4.0,Designer allows for easy drag-and-drop cre- some great usability features such as the abil- 4.05, and 4.1 will be retired Septemberation of reports and analysis of what-if sce- ity to set a different background color for each 30, 2011.narios; and the Connector component allows company code and a multiple company aged Please call us with any questions you mayusers to consolidate data from multiple com- invoice report for Accounts Payable. have.panies and multiple databases.
Sage ERP MAS 90 and 200 • 3Creating a new IRd (Product Update 4) Module ClosingCompany In sage eRP and the hIRe act sequenceMas 90 Is easy as 1-2-3a t year end, it is useful to establish an archive company for the year’s datausing the Copy Company feature. This gives t he Interim Release Download (IRD) and final Product Update for Version 4.4 will consist of year-end changes required for t he order that modules are closed is very important. The period-end and year-end processes performed in one module oftenyou a readily accessible copy of the current Payroll and Accounts Payable 1099 forms. write data to another module, so to close theyear’s data even after you perform year-end Both the Tax Table Update (TTU) and IRD modules out of order may cause damage toprocessing in your live company. To make (PU 4) are scheduled to be available for your data.a copy, select the Company Maintenance download by December 17th. Here we will Note: Before you begin any year-end clos-task from the Library Master module, Main cover some of the major changes. ing procedures, ensure that you have a com-Menu. Create a company code that is easy to For Payroll, the main changes for 2011 plete and verified back up of your data.identify, such as A for archive and the last two include a reformatted Form W-2 to accom- Modules should be closed in the followingdigits of the year — A10 for the year 2010. modate the provisions of the HIRE Act, order — after you back up your data:Next, from the new company’s Company which went into law early in 2010. The • Bill of Materials1Maintenance screen, click on the Copy but- HIRE Act is intended to stimulate hiring. Its • Work Order1ton and type in the Company Code of your primary effect on payroll and year-end pro- 1 Note: While there is no formal year-endcurrent year’s live company. You will be pre- cessing relates to the provision for relief from processing procedure in these modules,sented with a list of the installed modules in paying the Employer’s share of Social Security all transactions should be entered andthat company and you can select which mod- tax when hiring new employees who have posted before proceeding with year-ules you wish to copy to your archive com- been out of work for over 60 days (Qualified end processing in the other distributionpany. The steps below provide an overview Employee). Sage added a new field with the modules.of the process. second quarter 2010 Payroll Update that • Bar Code allowed you to flag Qualified Employees. • Purchase Order1. Set Up A New Company: In order for the amounts to appear prop- • Sales Order Create a new (archive) Company Code erly on W-2 forms, you will need to follow • Inventory Managementinto which your 2010 data will be copied. some special instructions. If you have hired • MRPNext, enter in the source company code (your Qualified Employees in 2010, be sure to read • TimeCard2current live company) to copy the data from. the Frequently Asked Questions (FAQ) and • Electronic Reporting2 Release Notes included with the Year End 2 Note: While there is no formal year-end2. Select Modules To Copy: Update with particular care. The instructions processing procedure in these modules, For the purpose of creating an archive vary depending on the version of Sage ERP all transactions should be entered andcompany, we suggest you select all modules MAS 90 or 200 you are running. posted before proceeding with year-endand copy them to your new company code. In the Accounts Payable module, there are processing in Payroll. changes required for Forms 1099 DIV and • Payroll3. Confirm: 1099 INT. There are no changes this year to • Accounts Receivable After you have confirmed your selection, the most commonly used Form 1099 MISC. • Accounts Payableanswer Yes to the prompt to copy all selected As with last year, the Forms 1099 DIV and • Job Costdata files to the archive company. It is that 1099 INT changes will be made only in • General Ledgereasy. Sage ERP MAS 90 and 200 Versions 4.2 and If you are running modules not on this list, above. for example e-Business Manager, one or more Call us if you need assistance with year- Sage ERP MAS 90 Extended Solutions, or a end planning. third-party product, there may be special con- siderations involved in year-end closing. Give us a call and we will advise you on the best procedure for closing your year in Sage ERP MAS 90 and 200.
4 • S TAR ‑I NFO NewsletterGeneral Module Closing For sage eRP Mas 90 and 200h ere we provide general module clos- one future period will cause the summarized should be performed before any invoices are ing procedures for the most com- totals for the current or future period to not updated for the new year. If that is not pos- mon modules. For your conve- match the transaction detail reports. If you sible, remember that for Versions 4.0 andnience we indicate the version that a mod- have upgraded to Version 4.4, the limit of one earlier the future posting capability for Salesule was updated to the Business Framework. future accounting period no longer applies. Order is limited to one accounting periodModules that have not been updated to the 1. Before closing the Purchase Order module beyond the current period. Failure to closeBusiness Framework maintain buckets of for the year, be certain that: Sales Order before the end of that one futuredata by year (year-to-date, prior-year, etc.). • All purchase orders for the prior year period will cause the summarized totals forThese data receptacles are initialized during have been entered. the current or future period to not match theyear-end processing, so year-end processing • All receipts, invoices, returns, and issues transaction detail reports. Sales orders may beis time sensitive and must be performed in have been entered and updated. entered with a date of the new year withoutthe first month of the new year. Regardless • The current Purchase Order date agrees adverse consequence.of your version, the Payroll module is the with the period-end date. 1. Before closing the Sales Order module formost time sensitive when it comes to year- • A backup of Purchase Order files is made. the year, be certain that:end processing because there is no future 2. From the Reports Menu the following • All Sales Order invoices for the currentperiod. reports should be created and retained: year have been entered and updated. • Open Purchase Order • The current Sales Order date agrees with • Open Purchase Order by Item (optional) the period-end date. (( Tips & Tricks )) • Purchases Clearing by Item and by • A backup of the Sales Order data files has Product Line Reports (should reconcile been made. how to Find Your sage eRP Mas 90 Version number to the General Ledger Control account) 2. From the Reports Menu the following • Cash Requirements (optional) reports should be created and retained: To find the version number for Version 4.0 and above: • Receipt History • Open Sales Orders » Expand Library Master, Setup, and System • Purchase History • Open Orders By Item (optional) Configuration. • Purchase Order Recap (optional) • Back Order (if applicable) » Double-click Modules. The version of each module is listed in the Level column. 3. The Purchase Order Full Period and Year- • Customer Sales History (optional) End Processing performs the following house- • Monthly Recap (optional) keeping tasks: 3. The Sales Order Full Period and Year End Use this document as a guide. If you are • Sets the PTD and YTD quantity and Processing performs the following house-using Paperless Office, we highly recommend dollars purchased fields to zero. keeping tasks:that you save time, paper, and filing cabinet • Removes completed purchase orders • Resets the PTD and YTD Sales, Cost ofspace by using the Period End feature to elec- according to the number of days Goods Sold, and Quantity Sold fields in thetronically archive the reports. designated in the Purchase Order Setup daily and monthly Sales Recap files to zero. options. • Resets the periods for current year, quantityPurchase Order • Removes master and repeating orders shipped, dollars sold, and cost of goodsUpdated to Business Framework in Version 4.4 that have expiration dates on or prior sold; and moves current year Quantity Ideally, Sage ERP MAS 90 and 200 to the period-end date from the open Sold to Prior Year Quantity Sold in thePurchase Order Year-End Processing should purchase order file. Sales Order Customer Sales History file.be performed before any transactions are • Advances current period in Purchase • Removes master and repeating ordersupdated for the new year. If that is not pos- Order Setup Options to the next period from the open sales order file that havesible, remember that for Versions 4.3 and and year. expiration dates on or prior to theprior that the future posting capability for period-end date.Purchase Order is limited to one accounting Sales Order • Advances current period in Sales Orderperiod beyond the current period. Failure to Updated to Business Framework in Version 4.1 Setup Options to the next period.close Purchase Order before the end of that Ideally, Sales Order Year-End Processing
Sage ERP MAS 90 and 200 • 5General Module Closing For sage eRP Mas 90 and 200Inventory Management housekeeping tasks: • Electronic Reporting files, if applicable,Updated to Business Framework in Version 4.4 • Calculates beginning average cost (by are processed and created. Ideally, Inventory Year-End Processing item by warehouse) and average on-hand • A backup of the payroll files has beenshould be performed before any transac- quantity. made. Check and double-check thetions are updated for the new year. If that is • Resets PTD and YTD quantity sold and backup.not possible, remember that for Versions 4.3 issued, quantity returned, dollars sold, 2. The following reports should be createdand prior that the future posting capability and cost of goods sold. and retained:for Inventory Management is limited to one • Moves current year information to • Quarterly Taxaccounting period beyond the current period. prior year fields in the Inventory Item • Payroll Check HistoryFailure to close Inventory Management Warehouse Detail file. • Quarterly Pay Period Recapbefore the end of that one future period will • Removes any zero quantity costing tiers • Earningscause the summarized totals for the current for LIFO, FIFO, Lot, or Serial items (if • Deductionsor future period to not match the transac- applicable). • Quarterly Governmentaltion detail reports. If you have upgraded to • Advances current period in Inventory • Quarterly 941 FormVersion 4.4, the limit of one future account- Setup Options to next period and year. • Benefit Accrualing period no longer applies. To perform year-end processing, select • Workers’ Compensation The Inventory year-end process should the option Full Period End Processing. This 3. Be certain to reconcile QTD and YTDoccur immediately after Purchase Order and ensures that the ending period is the last totals on all reports.Sales Order year-end processing and before period of your year. 4. Payroll Period-End Processing performsAccounts Receivable year-end processing. the following housekeeping tasks:1. Before closing Inventory for the year, be Payroll • Resets the QTD and YTD employeecertain that: The Payroll module is based on a calendar fields to zero.• All adjustments have been entered and year. There is no future period in Payroll. You • Increments the current year to the next registers updated. cannot post a payroll with a check date in a year.• Current Inventory date agrees with future quarter until the current quarter is closed • Changes the current quarter from 4 to 1. period-end date. by selecting Quarter and Year End Processing • Resets employee benefit limits according• A backup of Inventory files has been from the Period End menu. Before proceed- to Payroll Options Setup. made. ing with year-end processing, make sure the • Resets Pension Plan, Cafeteria Plan2. From the Reports Menu the following Quarterly Governmental Report, Quarterlyreports should be created and retained: 941 Form, and employee W-2 forms have• Inventory Trial Balance (should tie to been printed. Consider creating a company to the inventory accounts on the G/L Trial archive your 2010 information and review year- Balance for the same period). end update information (see page 3).• Stock Status (quantities reflect day 1. Before closing the Payroll module for the printed. year, be certain that:• Inventory Valuation; it should tie to • All payroll cycles have been entered and G/L inventory account as of the day it is updated for the quarter. printed. • All checks written during the quarter• Inventory Negative Tier Adjustment (including manual) have been entered (from Period-End Menu). Be certain to and updated. Deduction, Allocated Tips, Fringe update this report. • Payroll System Date is set to the last day Benefits, Non-Qualified Plan, and Note: Any negative tiers should be resolved of the calendar year. Dependent Care Benefits fields to zero.before closing and making any new year entries. • Proper year tax tables are installed (2010 • Sets all quarterly/yearly reports to zero.3. The Inventory Full Period End and Year for 2010 Year-End Processing). • Removes check history and perpetualEnd Processing performs the following • W-2 forms are printed and verified. history depending upon your system
6 • S TAR ‑I NFO NewsletterGeneral Module Closing For sage eRP Mas 90 and 200 settings. • Customer Sales Analysis Accounts Payable• Purges terminated employees. • Cash Receipt Report Updated to Business Framework in Version 4.2• Purges standard deductions that have met • Sales Analysis by Salesperson Ideally, Accounts Payable Year-End goals. • Salesperson Commission Processing should be performed before any Once you have completed year-end pro- • Sales Tax (if applicable, this report should transactions are updated for the new year.cessing for Payroll, be certain to install the Q1 be printed and cleared each month) You do not need to print 1099 forms before2011 TTU (tax table update) for 2011 before • Monthly Sales Analysis (optional) proceeding with the Accounts Payable year-the first payroll run of the year. • Monthly Cash Receipts end processing because Sage ERP MAS 90 • Accounts Receivable Analysis and 200 has a separate 1099 calendar year inAccounts Receivable 3. The Accounts Receivable Full Period and Accounts Payable options.Updated to Business Framework in Version 4.1 Year End Processing performs the following 1. Before closing the Accounts Payable mod- Ideally, Accounts Receivable Year-End housekeeping tasks: ule for the year, be certain that:Processing should be performed before any • Purges AR Monthly Cash Receipts file • All invoices have been recorded in bothtransactions are updated for the new year. (unless retained in AR Options). the Accounts Payable and PurchaseIf that is not possible, remember that for • All PTD and YTD fields in the Order modules.Versions 4.0 and earlier the future posting Customer Masterfile are reset. • All checks are printed and updated.capability for Accounts Receivable is limited • Purges PTD and YTD COG in AR • All manual checks written during theto one accounting period beyond the current month have been entered.period. Failure to close Accounts Receivable • The current Accountsbefore the end of that one future period will Payable date agrees with thecause the summarized totals for the current period-end date.or future period to not match the transaction • Accounts Payable filesdetail reports. are backed up.1. Before closing the Accounts Receivable • AP from AR clearing hasmodule for the year, be certain that: been processed.• All invoices and cash receipts have been • 1099 data for the entered and updated. calendar year is verified.• Finance charges have been run and Analysis by Salesperson. Moves current Note: If your 1099 information is not cor- updated (if applicable). year information to prior year. PTD and rect, please check with us for instructions• Customer statements have been printed YTD sales, gross profit, and commission before proceeding with year-end closing. (if applicable). amounts are reset in the AR Salesperson 2. From the Reports Menu the following• The Accounts Receivable System Date is masterfile. YTD information is moved to reports should be created and retained: set to the last day of your fiscal year. the prior-year field. • Aged Invoice• A backup of the Accounts Receivable files • Purges all temporary customers with zero • Trial Balance (this amount should agree has been made. balances. and be reconciled to the General Ledger• Any AP from AR Clearing has been • Purges various customer history files account before completing period-end processed. according to the parameters you selected processing)2. From the Reports Menu the following in Accounts Receivable Options. We • Vendor Purchase Analysisreports should be created and retained: recommend you check these parameters • Monthly Purchase• Aged Invoice prior to performing year end. • Check History• Trial Balance (this amount should agree • Sets current fiscal year to next sequential • Accounts Payable Analysis and be reconciled to the General Ledger year and the current period changes to 1. • 1099 printing to paper (verification only) account before completing year-end 3. Year-end processing takes place auto- processing) matically when period-end processing is
Sage ERP MAS 90 and 200 • 7General Module Closing For sage eRP Mas 90 and 200performed for the last period of the fiscal year. • Recurring Journals have been printed and • Trial BalanceThe Accounts Payable Full Period End and updated. • Standard Financial Statements • Allocations have been • General Ledger Analysis posted if necessary and the • General Ledger Worksheet Allocation Journal has been • Balance Sheet updated. 3. Year-end processing takes place automati- • General Journal cally when period-end processing is per- adjustments have been formed for the last period of the fiscal year. entered. Year-end processing performs the following Note: The General Ledger housekeeping tasks: Worksheet is a useful tool in • Sets current fiscal year to next sequential determining which adjust- year and the current period changes to 1.Year End Processing performs the following ments to make. • Clears all income and expense accounthousekeeping tasks: • Daily Transaction Register is printed and balances and posts net profit to the• Resets the PTD and YTD purchases, updated. Retained Earnings account. payments, and discounts fields in the • A backup of the General Ledger files has • Creates next year’s budget based on your vendor master file to zero. Moves current been made. This is even more important setup options in the Auto Budget feature year information to prior-year fields. for General Ledger than the other in General Ledger Options.• Removes all temporary vendors, and any modules. Do not neglect this step. Label Note: Options determine how you create associated memos, with zero balances and store the backup for safekeeping. next year’s Current Budget. The options from the vendor master file. • A second backup has been performed. are: copy this year’s Actual or do nothing• Purges vendor, 1099, and check history Label and store the backup for to next year’s Current Budget. according to the number of days to retain safekeeping, once year-end processing is • Transaction history may be purged based history in Accounts Payable Setup Options. completed. on how you have set the Number of Years• Sets current fiscal year to next sequential 2. From the Period End Report Selection to Retain General Ledger History setting in year and the current period changes to 1. menu confirm the list of reports you wish to the General Ledger Options. It is advisable print during year-end processing. The reports to retain at least seven years of history.General Ledger you select here will print automatically dur- • To perform period-end processing,Updated to Business Framework in Version 4.0 ing year-end processing if you check the Print select the option Period-End Processing Sage ERP MAS 90 or 200 allows you to Period End Reports box on the Period End from the General Ledger period-endpost to unlimited future periods/years; how- Processing window. At a minimum, the fol- menu, ensuring that the period numberever, you can only print accurate financial lowing reports should be created and retained: displayed is your final period of the year.statements for one future year. • General Ledger Detail (the reports for Please call us if you have any questions or1. Before closing General Ledger for the year, periods 01–12 should be printed and concerns regarding year-end processing — webe certain that: retained) would be happy to assist you.• The current General Ledger date agrees with the year-end date.• Balance Sheet is in balance.• Budget revisions are entered through Budget Revision Entry and the Budget Revision Register is run.• All activity and adjustments in modules integrated with General Ledger are complete in the year to be closed.