Sage 300 (Accpac) Users Group Meeting

Sage 300 Fall User Group Agenda
October 26, 2016 | 9:00am – 1:00pm
8:30 – 9:00 Breakfast
9:00 – 9:10 Introductions
9:10 – 10:00 What’s New in Sage 300 / Product Roadmap
10:00 - 10:05 Break
10:05 - 10:30 Sage Payment Services Overview
10:30 – 11:00 Month and Year End Closing Tips
11:00 – 11:10 Break
11:10 – 12:00 Core Financials Tips and Tricks
12:00 – 1:00 Lunch / Sage 300c Test Drives /Evaluations
and wrap up

Introductions
• Name
• Company / Position
• Industry
• Experience with Sage 300
• Any specific goals for today?
Introductions

Sage Product Roadmap
Renee Castellano
Sage

What’s New in
Sage 300 and Sage 300c?

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 Sage 300 Product Roadmap
 What’s New in Sage 300 2017.0
 Feature Highlights Demo
Agenda

Compliance
and
infrastructure
•Windows/Office/S
QL support
•Payroll Tax Updates
Customer
experience
•Pain points
•New web UI
•Modernizing
modules
•Notes
•Simplified
install/update
•Bank feeds
Integrations and
endorsed
solutions
•Payment center
•Payroll service
•CRM
•Inventory advisor
•Manufacturing
•Invoice presentment
•AP automation
•Document
management
•Cloud backup
Winning in the
market
•Competitiveness
•Customer retention
•Cross-sell/Up-sell
Sage 300 Modernization

Microsoft SQL database
Business logic for application
(General Ledger, Accounts Payable, Accounts Receivable, Order Entry, Purchase
Order, Inventory, + Payroll & more)
Desktop Application
(Microsoft Windows Screens
Desktop ISVs)
Cloud Applications
(HTML 5 Web screens, Cloud ISVs)
Sage 300c

Technical Compliance and Infrastructure
Support for
Windows 10
Microsoft Office 2016
SQL Server 2016 (no longer supporting Pervasive or Oracle)
Payroll Updates year round
US: December, March, June
Canada: January, June
.
.
.
.

ACA Compliance - My Workforce Analyzer
Analyze your employee
hours to determine if you
qualify as a large employer
Determine coverage
affordability
Explore pay-or-play
decision
Generate reports
mandated by the IRS
.
.
.
.

Sage 300 and Sage 300c
• Notes
• Web screen customization
• Report Shortcuts on web screen
• Usability Improvements
• Sage Inventory Advisor Basics
• Additional web screens
• Quick Pre-authorize
• Quick Charge
• Batch credit card processing

Modernization - Mobile Access
Access Sage 300 via
Personal Computer
Laptop
Mobile devices
(tablet)
Save time and increase
productivity with
anywhere access
.
.
.
.

Customer Experience – New Home Page
New Homepage tracking key
performance measures in your
business:
15 KPI widgets to choose
from
Show widgets that are
relevant for your business
Adjust time interval of the
data you want to see
.
.
.
.

Customer Experience - Notes
Allows users to add in notes for
 Customer records
 Vendor records
 Inventory items
When a user uses the
customer/vendor/inventory item in an
order (sales order or purchase order),
the notes will pop up
Used as a reminder on items (e.g. extra
discount to liquidate inventory, overdue
payment of customer) Coming in 2017 release (Aug 2016)
.
.
.
.

Adding Crystal Report Shortcuts
#SageSummit | @JacquelineLi

Modernization – New Web Screens
.
.
.
.

Web Screen Customization
2017.0 released in (Aug 2016)
.
.
.
.

What is Sage Inventory Advisor?
Sage Inventory Advisor is an
affordable Cloud-based solution that
integrates with Sage ERP systems to
help you optimize your inventory:
 decreases working capital
improves customer service
saves time
Industries – Manufacturing, Distribution, Retail & Mining

Inventory Management
Receiving inventory
LabelingCounting (Stock Take)
Inventory Control
Responsibility
Manage the physical product stock-outs
too many $ in
stock
time spent
Pick/Pack/ship

Inventory Replenishment
Responsibility
To have the right stock at the right
place at the right time
Forecasting Ordering
Expediting
Receiving inventory Pick/Pack/ship
LabelingCounting (Stock Take)
Inventory Control
Responsibility
Manage the physical product
Inventory Management

Sage Inventory Advisor
Customer Benefits
2% to 10% improvement in fill rate Stock-Outs 
10% to 15% reduction in excess inventory Surplus Stock 
Up to 50% reduction in time spent
on manual calculations
Time Spent 

Information
• Dashboard
• Performance metrics
• Problem items
• Sophisticated forecasts
• Recommended orders
• Dynamic reporting
Sage
ERP
Internet
Uploads
Inventory data
automatically extracted
from the ERP system
Inventory Advisor
How It Works

Partnerships – Sage Inventory Advisor
Improve fill rates and reduce stock
outs
Minimize excess inventory
Optimize orders based on a variety
of constraints
Calculates orders automatically
Takes account of
seasonality/variability in business
.
.
.
.

2017.0
(Aug 2016)
2017.1
(Dec 2016)
2017.2
(April 2017)
Product Roadmap Details

Sage 300
 SPS Quick Pre-authorize
 SPS Quick Charge
 SPS Batch credit card processing
 Sage 300c
 Notes
 Web screen customization (hide/rename controls)
 Report shortcuts on web
 Usability improvements
 Sage Inventory Advisor Basics
Now Near Term Medium Term Long Term2017.0 2017.1 2017.2

 New web screens:
 GL Create revaluation batch web screen
 GL Account permissions web screen
 Sage Intelligence Reporting Cloud
 Web screen API:
 Add controls
 Support before/after methods/events

 AP Automation
 Invoice presentment
 Sage Budgeting and Planning
 New web screens
 OE Shipment entry
 OE Invoice entry
 Core financials

August 2016
2017.0
December 2016
2017.1
April 2017
2017.2
August 2017
2018.0
FY17 Product Roadmap
Sage 300
Payroll &
HCM
SPS Batch cc payments
SPS Quick pre-authorization
SPS Quick charge
Payments
Sage Inventory Advisor Sage Intelligence Reporting Cloud
Invoice Presentment
Accounts payable automation
Sage Banking CloudSage CRM-Sage 300c integration
Connected
ecosystem
Web screens
Notes
Hide/rename controls
Report links to Crystal reports
Usability improvements
Web screens
UI profiles
GL Create revaluation batch
GL Account permissions
Web screens
OE shipment entry
OE invoice entry
Core financials
Web SDK
Add controls to web screens, support
before/after methods/events
Web screens
Customer/document inquiries
GL Security
Experience
Manufacturing
Sage Budgeting and Planning

Sage Payment
Services Overview
Renee Castellano
Sage

Sage Payment
Solutions
Payment Processing for Sage 300

1. Overview of Payment
Processing
2. Features and Benefits of SPS
3. Entering various credit card
transactions and capturing
payments in Sage 300
4. Sage payment management
system and day end procedures
Agenda

Benefits of Sage Payment Solutions
Over Other Payment Processors:
Full integration with Sage 300- Sage Payment Solutions has
Cloud- based integration that improves productivity and time it
takes to process credit card transactions
No need to upgrade another software program or check for
updates, this is done automatically for you
No need to be concerned about version level compatibility with
Sage 300 or workstation crashes
Full support from Sage for any technical issue that may arise with
payment processing
©2016 Sage Software, Inc. All rights reserved. 10.26.2016

Sage 300 Payment Processing Benefits
• Payment Processing is secure
• Improve Cash Flow Management
and Forecasting
• Provide various payment
methods to your customers to
help improve their receivables
• Take advantage of lower
processing fees when customers
walk-in
• Improve operating efficiencies
• Streamline processing of
payments
Payment processing adheres to
strict PCI-DSS rules and
regulations
Payments deposited into your
account with 24-48 hours with
gross deposit
Take credit cards on open invoices
or as deposits on sales orders
Swipe credit card transactions
during the payment process
Refund credit card transactions
during the return process
Store multiple cards per company
and identify the default card to use

What is Sage Exchange?
A payment
platform that
facilitates
Integration
of data between
Sage 300 and
Sage Payment
Solutions

Sage Exchange Vault
Creates a token and
encrypts data
Ensures secure and
storage of sensitive
compliant credit card
information
Managed by Sage
Payment Solutions.

Current Workflow To Pre-Authorize A Credit Card
@JacquelineLi
1 2 3 4
5 6 7 8

Credit Card Quick Pre-Authorize
@JacquelineLi 39

Credit Card Quick Charge quick-charge
@JacquelineLi 40
Charge a customer
with a click of the
mouse!

$
Merchant
$
Cardholder
Cardholder data is
encrypted
Vault
ERP
Transaction
Entry
Shipping
Billing
Sales Deposits
Returns
Gateway
(SPS)
Payment Processing Enablement
$
Merchant
$
Cardholder
Cardholder data is
encrypted
Vault
ERP
Shipping
Billing
Sales Deposits
Returns
Gateway
(SPS)
Payment Processing Enablement
Sage
Exchange
API
Transaction Entry
How Payment Processing Works
Sage 300 (merchant)

Batch Process Credit Card Payments
43

Batch Process Credit Card Payments

E-Invoicing
@JacquelineLi 45
SAGE 300 Printing Copying for
archiving
Archiving Folding, stuffing
in envelope
Stamping Postal
Network
CUSTOMERUSER
SAGE 300 Self
Service
CUSTOMERUSER

Build and maintain a secure network
Protect cardholder data
Maintain a vulnerability management program
Implement strong access control measure
Regularly monitor and test networks
Maintain an information security policy
Refer to PCI DDS Requirements and Security Assessment
Procedures at www.pcisecuritystandards.org for full details
Goals of PCI DSS
Payment Card Industry Data Security Standard

The Sage Payments PCI Program
Differentiator
 Is one of the lowest cost programs offering both the Self
Assessment Questionnaire AND external vulnerability scan in the
industry through SPS’ partnership with Trustwave.
 The Trustwave Portal provides an easy-to-use wizard that guides a
merchant through the questionnaire and provides 24/7 help for
merchants with questions.
 In addition to simplifying the questionnaire (as much as is
possible), Trustwave also offers a wide range of free pre-recorded
educational sessions on a broad range of PCI topics.
 $50,000 breach coverage for each merchant account

Sage Payment Management System
24/7 online management
and reporting of your credit
card transactions, including
historical data in a web based
format
Performs real time
processing electronically
online
Batches are typically settled
automatically at the end of
each business day (or you can
manually settle each batch
within the Virtual Terminal)

Month And Year End
Closing Tips
Beth McNally
Gross Mendelsohn

Tip #9 – Year-end processing
Back up your data before you begin any year-end process. Keep backup
indefinitely
Test your back ups to ensure they are readable
Check your version number - closing procedures can vary depending on the
version you're currently running
Perform typical daily procedures in all ledgers, then period end in all
modules, then year-end.
Housekeeping

Tip #9 – Year-end processing
Create a new fiscal year in Common Services
Sage 300 allows you to begin entering transactions for the new year
without closing out the current year. To do this, create a new fiscal
calendar in Common Services before entering transactions for 2014.
Common Services

1. Order Entry
2. Purchase Order
3. Project Job Cost
4. Inventory Control
5. Payroll
6. Accounts Receivable
7. Accounts Payable
8. General Ledger
Year-end processing tipsClosing Order

Year-end processing tips
Perform Period-End Procedures
 Create/post all GL entries if not auto posting to General Ledger
 Print Order Action and Aged Orders reports
 Print Sales History and Sales Statistics reports
Perform Year-End Procedures
 Clear history as needed (Transaction History, Sales History, Sales
Statistics, Salesperson Commissions and Posting Journals)
(optional)
Order Entry Module

 Run P/O Day End if not using Inventory Control module (normally
run only in Inventory if you use it)
 Create/post GL batches if not auto posting to the General Ledger
Purchase Order Module

 Clear history as needed (optional)
 Transaction History
 Purchasing History
 Purchase Statistics
 Printed Posting Journals
 Delete inactive records as needed
 Inactive Items
 Account Sets
 Note: Only available if PO not integrated to Inventory Control
Purchase Order Module

 Create and post final billings
 Run/review and post Revenue Recognition Worksheet
 Update Payroll
 Create and post GL batches if not auto posting to General Ledger
Project and Job Costing Module

 Clear history for closed contracts that you no longer need to keep
 Posting journals
 Posted documents
 Transactions for closed contracts
 Closed contracts
 Posting errors
Project and Job Costing Module

Run Period-End Procedures
Perform Day End processing
Create/post GL entries if not auto posting to General Ledger
Generate and print Physical Inventory Worksheet
Enter and post Physical Inventory Counts
Inventory Control Module

Run Year-End Procedures
Clear history as needed
Transaction History
Transaction Statistics
Sales Statistics
Printed Posting Journals
Serial Numbers
Printed Labels
Expired Contract Prices
Delete inactive records as needed
Inactive Items
Account Sets
Categories
Locations
BOMs
Inventory Control Module

Run Period-End Procedures
Create/post all GL batches if not auto posting to General Ledger
Run Year-End Procedures
 Delete inactive records as needed
 Employee History
 Terminated Employees
 Inactive earnings/deductions
 Inactive Taxes
 Run the Find Duplicate SSN function
 Process W2s
Payroll Module

Period-End Procedures
Create Recurring Payables batches
Create Retainage batches (if using)
Create/post GL batches if not auto posting to General Ledger
Reconcile AP sub-ledger to the General Ledger
Accounts Payable Module

Year-End Procedures
Clear history as needed for Fully Paid Documents, Vendor
Comments, 1099 amounts, period posting journals, posting errors,
deleted and posted batches
Clear statistics for vendors and vendor groups as needed
Run the year-end function
Reset all batch numbers
Clear Recurring Payable year–to-date statistics
Clear Activity statistics
Reset Invoices Paid and Days To Pay counter

After running year-end process, print the customer and vendor
statistics reports to verify that data has been transferred successfully
from this year to last year.
Delete inactive records – used to delete records marked as inactive
Vendors
Vendor groups
Inactive recurring payables
And more
Process 1099s

Period-End Procedures
Create interest batch
Create Recurring Charge batches
Create a Retainage batch
Create write-off batches
Create/post GL batches if not auto posting to General Ledger
Reconcile AR sub-ledgers to the General Ledger
Accounts Receivable Module

Year-End Procedures
Clear history as needed for Fully Paid Documents, Customer
Comments, printed posting journals, posting errors, deleted and
posted batches, documents by date range)
Clear statistics for Customers, Customer Groups, National Accounts,
Salesperson Statistics and Item Statistics as needed
Run the year-end function
Reset batch numbers
Clear activity statistics
Reset recurring charge amounts
Reset Invoices paid and Days To Pay counter

After running year-end process, print the customer statistics report to
verify that data has been transferred successfully from this year to last
year
Delete inactive records – used to delete records marked as inactive
Customers
Customer groups
National accounts
Salespersons
Ship-to locations
Inactive recurring charges
Update Recurring Charges as needed (increase or decrease by a
percentage or amount)

 Ensure all sub-ledger batches retrieved and posted
 Create and post any allocation batches
 Create and post any recurring entries
 Create and post any Revaluation Batches if using multicurrency
General Ledger Period-End

Backup before running the closing
Note that General Ledger can remain open as long as you need while
awaiting final processing in other modules or audit adjustments
Consolidate posted transactions, if needed
Print or view the chart of accounts and verify the posting type
Verify the closing account is correct in G/L Setup under account tab
Verify history settings under the posting tab in G/L Setup
General Ledger Year-End

Create a New Year in Common Services if not completed previously
Run Create New Year to transfer balances in the income and expense
accounts to retained earnings and opening balances for the new year
Print a Trial Balance for Period 1 of the new year to verify that every
income/expense account was closed to Retained Earnings and has a
$0 balance

Optionally, perform Period End Maintenance to delete inactive
accounts, transaction details, fiscal set history or reset batch numbers
Optionally, clear history for printed posting journals and deleted and
posted batches
Lock periods as needed

Core Financials
Tips & Tricks
Beth McNally
Gross Mendelsohn

C O N TA C T U S
Sharon Paul
410.952.9493
spaul@gma-cpa.com
Beth McNally
410.916.9734
emcnally@gma-cpa.com
Ken Glenn
410.900.1062
kglenn@gma-cpa.com
Renee Castellano
585.364.4958
renee.castellano@sage.com
Christopher Sharp
571.226.6680
christopher.sharp@sage.com

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