Sage 100 2021

Getting Started Guide

March 2021
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Contents

Chapter 1 — Introducing Sage 100 1

About This Guide 1
Graphic Conventions 2
Text Conventions 3
Where to Find Information 3
Help System 3
Installation and System Administrator's Guide 4
Customer Upgrade Guide 4
What's New 4
Additional Documents 4
Customer Support 4

Chapter 2 — Touring the Software 5

Getting to Know Your Desktop 5
Desktop Overview 6
Using the Ribbon 7
Minimizing or Hiding the Ribbon 7
Accessing Modules and Tasks 8
Using the Keyboard to Access Modules 8
Changing the Font Size 9
Alphabetizing Modules, Module Menus, and Tasks 9
Adding the Favorites Tab 9
Using Key Tips 9
Using the Navigation Pane 10
Switching Between Open and Collapsed View 10
Accessing Modules and Tasks 11
Viewing Web Content 12
Creating Favorites 13
Using the Desktop Browser 14
About the Desktop Web Pages 15
Becoming Familiar with Maintenance and Data Entry Windows 19
Sample Maintenance and Data Entry Window 19
Sample Accounts Receivable Line Entry Window 20
Understanding Basic Types of Data 21
Sorting and Selecting Dialog Box Data 23
Using the Lookup Feature 23
Navigating with Common Buttons, Icons, and Keystrokes 24

Chapter 3 — Getting Help While You Work 25

Using the Help System 25
Accessing Help 25
Customer Support 26

Chapter 4 — Learning Common Procedures 27

Lessons 27
Creating a Company 28

Getting Started Guide Page i

Contents

Creating a User 29
Changing a User Password 30
Changing User Settings 30
Changing the Accounting Date 31
Changing the Module 31
Opening a Task in a Secondary Company 32
Using the Lookup's Basic Features 33
Using the Lookup to Select a Record 33
Searching in the Lookup 34
Filtering the Lookup Criteria 35
Deleting Filters 36
Using the Lookup's Advanced Features 36
Creating a Lookup View 37
Creating a Numeric Lookup Field 40
Modifying a Lookup Field 42
Exporting Lookup Data to Microsoft Excel 42
Printing Reports, Listings, or Forms 43
Printing a Report, Listing, or Form 43
Using Deferred Printing 45
Deferring a Report 45
Printing Deferred Reports 46
Exporting or Printing to a File 48
Sending Faxes 48
Paperless Office 49
Batch Faxing 49
Setting Printing Preferences for Dot-Matrix Printers 49
Creating a Report Setting 51
Setting Up Sage Intelligence Reporting 52
Finding Your Serial Number 53
Setting Up Sales Tax Information 54
Defining a Sales Tax Class 54
Defining a Sales Tax Code 55
Defining a Sales Tax Schedule 58
Assigning a Sales Tax Schedule 59
Understanding How Sales Tax is Calculated 61
Example 1 - How Sales Tax is Calculated in Accounts Receivable 63
Tax Calculated Using the WI (Wisconsin) Sales Tax Schedule 64
Tax Calculated Using the WI MIL (Milwaukee) Sales Tax Schedule 65
Example 2 - How Sales Tax is Calculated in Accounts Payable 67
Tax Calculated Using the WI MIL (Milwaukee) Sales Tax Schedule 68
Changing Sales Tax Information 69

Appendix A — Troubleshooting 71
What are System Messages? 71
Obtaining Additional Information 71

Appendix B — Overview of Module Startup 73

Accounts Payable 74
Accounts Payable Setup Wizard 74

Getting Started Guide Page ii

Contents

Data You Need 74

Conversion Process 74
Accounts Receivable 76
Accounts Receivable Setup Wizard 76
Data You Need 76
Conversion Process 76
Bank Reconciliation 78
Conversion Process 78
Bar Code 79
Bill of Materials 79
Bill of Materials Setup Wizard 79
Data You Need 79
Conversion Process 79
Common Information 80
Common Information Setup Wizard 80
Data You Need 80
eBusiness Manager 81
eBusiness Manager Setup Wizard 81
Data You Need 81
General Ledger 81
General Ledger Setup Wizard 81
Data You Need 81
Conversion Process 82
Inventory Management 82
Inventory Management Setup Wizard 82
Data You Need 82
Conversion Process 82
Job Cost 83
Data You Need 83
Conversion Process 84
Material Requirements Planning 86
Payroll 86
Data You Need 86
Converting at the Beginning of the Calendar Year 86
Converting in the Middle of the Calendar Year 86
Payroll Setup Wizard 87
Purchase Order 89
Purchase Order Setup Wizard 89
Data You Need 89
Conversion Process 89
Sales Order 90
Sales Order Setup Wizard 90
Data You Need 90
Conversion Process 91
Work Order 92
Data You Need 92
Conversion Process 93

Getting Started Guide Page iii

Chapter 1

Introducing Sage 100

Chapter 1
Sage, the recognized leader in accounting software for small- and mid-size
businesses, welcomes you to Sage 100.

About This Guide

The Getting Started Guide is for first-time users and people upgrading from a prior
version of the product. This guide assumes you have a basic understanding of
Microsoft Windows®. Before you begin using the software, read this guide for a
general overview of system features, common procedures, and other important
information.

Some sections of this guide reference Business Insights Reporter and the eBusiness
Manager, Material Requirements Planning, and Work Order modules, which are not
available for Sage 100 Premium.

This guide contains the following information:

 An introduction to the software, including its toolbars, views, windows, and

navigation tips

 How to get help while you work

 Hands-on lessons that demonstrate common system-wide procedures

 Troubleshooting information

Some features described here may not be available in your Sage 100 system.

Getting Started Guide Page 1

About This Guide

Graphic Conventions
The following icons are used throughout this manual to indicate different types of
information.

The NOTE symbol is followed by additional information about

a topic.

The HELPFUL HINT symbol is located in a grey text box and

followed by additional information about an option.

The WARNING symbol is followed by information to help you

avoid costly mistakes.

Getting Started Guide Page 2

Where to Find Information

Text Conventions
The following table describes the text conventions used in this manual.

Text Convention Explanation

Menus Menus are shown in this format: Select menu >

menu task name.

Examples:

 Select File menu > Change Company.

 Select General Ledger Budget menu >
Budget Maintenance.

Bold font Indicates text entered at a field or text selected at

a field.

 Examples:

 At the Value field, type a search value, such

as 01, for the lookup.
 In the Filter window, to delete a filter, select
<none> at a filter's Column field.

Italic font Indicates references to other manuals.

Example:

 For more information about installing demo

data, refer to your Installation and System
Administrator's Guide.

Where to Find Information

Your Sage 100 system is a powerful, flexible program. The software provides
several resources to help answer your questions. Sources of documentation include
the Help system, the Installation and System Administrator's Guide, the feature
tours, and additional documents. Customer Support is available as well.

Help System
Use the Help system when you want overview information, selective procedures for
day-to-day processing, or detailed information and entry samples for a specific field.
For more information, See Using the Help System on page 25.

Getting Started Guide Page 3

Where to Find Information

Installation and System Administrator's Guide

An Installation and System Administrator's Guide is included in your software
package. This guide provides the information necessary for installing the software,
detailed system requirements, and troubleshooting tips on the configuration of the
various operating systems and environments in which the software is supported. It is
designed to function as a self-teaching guide.

Customer Upgrade Guide

If you are upgrading from a previous version of the software, the Customer Upgrade
Guide is also included in your software package and provides information on the
changes to expect after upgrading to a new version of your Sage 100 system. This
guide lists changes to the software that may affect your daily business processes.
For a complete list of enhancements, see the What's New page accessible from the
Resources page of the Sage 100 Desktop. For more information, see What's New
on page 4.

What's New
To learn about the latest software enhancements, click the Help tab at top of the
Sage 100 Desktop, and then click What’s New. For more information, see Using the
Ribbon on page 7.

Additional Documents
Additional documents provided for your benefit include Release Notices, Supported
Platform Matrices, product update information, and file layout and program
information.

Use the Release Notices to learn about enhancements, features, and modifications
for each module of the software release. The Release Notices are installed with your
software. To view them, access the What's New page and click Release Notices.

For a complete list of system requirements, refer to the Supported Platform Matrix.
To access the matrix, see article ID 47649 in the Sage Knowledgebase at
support.na.sage.com.

From the Desktop's Resources page, click the File Layouts and Program Information
link to view file layout and program information.

Customer Support
Sage Business Care Support Plans provide you with the technical expertise you
need to keep your accounting system running smoothly. For more information about
these plans, call 1-866-709-2432 or e-mail us at [email protected].

Customer support is available online at: https://support.na.sage.com

Visit Sage City to ask questions and share tips and tricks:
https://www.sagecity.com/support_communities/sage100_erp/

Getting Started Guide Page 4

Chapter 2

Touring the Software

Chapter 2
This chapter is an introduction to the software, its common buttons and icons,
different views, navigation tips, and common functionality available in maintenance
and data entry windows. The screens in this chapter reflect the ABC company
demonstration data, which can be installed with your software at any time.

NOTE Getting to Know Your Desktop

Business Insights The Desktop provides access to all installed modules; understanding how it works
Reporter and the allows you to navigate throughout the software. You can also use the Desktop to
Material complete other tasks, such as:
Requirements
Planning and
 Selecting a company
Work Order
modules are not
 Changing a module's accounting date
available for
Sage 100
Premium.
 Accessing self-help and support resources

You can customize the Desktop by selecting different options on the View tab and
adding items to your Favorites list.

Getting Started Guide Page 5

Desktop Overview

Desktop Overview
Below is a brief description of the main parts of the Desktop. The following pages
contain more detailed information and step-by-step instructions for the key features.

Quick
Access
Toolbar
Ribbon

Desktop
browser

Content Groups

Navigation pane Task pane Status bar

 Ribbon — The ribbon allows you to change the current company and date, log
on as a different user, start integrated products, access modules and tasks, and
customize the appearance of the program.

 Navigation Pane — The navigation pane provides another way to switch

between modules and access web content in the Desktop browser. You can also
create a Favorites list of shortcuts to Sage 100 tasks, other programs, files, and
folders.

 Task Pane — The task pane displays the menus for the current module. You can
access tasks from the menus and search for tasks from the search field.

Getting Started Guide Page 6

Desktop Overview

 Status Bar — The status bar displays the current company, module, user, and
accounting date for the current module. You can click in any of these areas to
change the applicable item. For example, click the current module to switch to a
different one.

 Desktop Browser — The Desktop browser displays web pages that are
installed with Sage 100, Sage CRM when started from the ribbon, and other
pages that are added to the Web Content group in the Navigation pane.

 Quick Access Toolbar — The Quick Access toolbar allows you to create
shortcuts to the Change Current Module and Change Secondary Company
commands and all commands on the View tab. To add one of these commands
to the tab, right-click it, and select Add to Quick Access Toolbar.

Using the Ribbon

The ribbon contains a minimum of four tabs, and you can add a Favorites tab as
well. You can minimize the ribbon so that only the tab names appear, or you can hide
it completely.

Hide Minimize

Minimizing or Hiding the Ribbon

To minimize the ribbon, click the Minimize button. Only the tab names will appear.
Click the Expand button to restore the ribbon to it’s full height.

Expand

Click the Hide button to hide the ribbon. When the ribbon is hidden and you need to
view it, click in the area at the top of the Desktop to make it temporarily reappear.
Click the Hide button again to permanently unhide the ribbon.

Click in [
this area
to unhide

Getting Started Guide Page 7

Desktop Overview

Accessing Modules and Tasks

On the Modules tab, click Change Current Module to open the Change Module
window and select a module. The current module menus then appear on the right.
You will see only the modules and tasks to which you have access based on your
assigned user role.

Using the Keyboard to Access Modules

You can use keyboard shortcuts to change the current module.

To use the keyboard to change the current module

1 Press ALT.

2 Press M.

3 Press C and then H. The Change Module window opens.

4 Type the first letter of the module name to select that module. If two modules
begin with the same letter, type the letter twice. Alternately, use the Up Arrow
and Down Arrow keys to highlight a module.

5 Press Enter.

Getting Started Guide Page 8

Desktop Overview

Changing the Font Size

On the View tab, click Application Scaling and select a font size. The text on both the
Desktop and the task windows will be resized.

Select font size Sort alphabetically

Alphabetizing Modules, Module Menus, and Tasks

On the View tab, in the item arrangement group, select the available check boxes to
alphabetically sort the module list, the module menus, and the tasks.

Adding the Favorites Tab

If you’ve created a Favorites list, you can access it from the ribbon by adding a
Favorites tab. Right-click any item in the ribbon, and select Show Favorites in the
Ribbon. For information on creating a Favorites list see To add a program, file, or
folder to the Favorites group on page 13

Using Key Tips

Press the ALT key to view key tips indicating which keyboard shortcut keys activate
the associated options. When the key tips are visible, press the specified key to
select an option.

Key tip

Getting Started Guide Page 9

Desktop Overview

Using the Navigation Pane

The navigation pane allows you to change the current module, open web pages in
the Desktop browser, and create a Favorites list with shortcuts to Sage 100 tasks,
files, folders, and other software programs.

Switching Between Open and Collapsed View

You can keep the navigation pane open so that the content is always visible, or you
can use the collapsed view to save space. When using the collapsed view, click the
pane to view the content.
Open Collapesd
Click to collapse

Click to
open

Click and drag Click to

to adjust width view
content
Click to
scroll down

Select content
group to control
what appears in
the pane

Getting Started Guide Page 10

Desktop Overview

Accessing Modules and Tasks

Use the Modules group in the navigation pane to select the current module. The task
pane is updated as you switch modules.

Click menu names to expand and collapse them, and click task names to open the
tasks.

Use the search box to search for a task. The search results include all matching
tasks for which you have the appropriate security setup, even if they are not in the
current module.
Navigation pane Task pane

Search for
a task in
any module

Current
module

Getting Started Guide Page 11

Desktop Overview

Viewing Web Content

When you click a link in the Web Content group, it opens in the Desktop browser.
You can add links to this group.

To add links to the Web Content group

1 On the ribbon, click the View tab.

2 Click Edit Web Content.

Add links to
Web Content

3 Click New, and then click Link.

4 In the Link window, enter a URL and the title that you want to appear in the Web
Content group.

5 Click OK.

The link is added to the Web Content group of the navigation pane.

For more information about the browser, see Using the Desktop Browser on
page 14.

Getting Started Guide Page 12

Desktop Overview

Creating Favorites
You can add shortcuts to Sage 100 tasks, files, folders, other programs, and web
pages to the Favorites group.

To add a Sage 100 task to the Favorites group

There are two ways to add a task to your Favorites list:

 Drag the task from the task pane to the Favorites group.

 On the task pane, right-click a task, and then click Add to Favorites.

To add a program, file, or folder to the Favorites group

There are several ways to add a shortcut to a file, folder, or another program to your
Favorites list:

 Drag a shortcut from your Windows desktop to the Favorites group.

 Drag a program from the Windows Start menu to the Favorites group.

 Drag a file from a File Explorer window to the Favorites group.

 Right-click in the Favorites group and then click Insert Shortcut. In the Shortcut
window, browse to the item and enter a title.

To add a shortcut to a web page to the Favorites group

There are two ways to add a web page link to the Favorites group:

 In the Web Content group, start dragging a link. The link will be automatically
added to the Favorites group.

 Browse to the web page using Internet Explorer, and then drag the web page
icon from the address bar or the tab to the Favorites group.

Getting Started Guide Page 13

Desktop Overview

Using the Desktop Browser

The browser embedded in the Sage 100 Desktop is used to display web pages
accessed from the Web Content group, visual process flows, and Sage CRM when
started from the ribbon.

You can have multiple tabs open at the same time and drag the tabs to rearrange
them.

To open a tab in an external browser window, right-click the tab and then click Open
in New Window.

For more information on the web pages that are installed with Sage 100, see About
the Desktop Web Pages on page 15

Getting Started Guide Page 14

About the Desktop Web Pages

About the Desktop Web Pages

The Desktop Web pages available are the Information Center page, Resources
page, Feature Tours page, and Business Insights Dashboard page. To display a web
page, select the page from the Web Content area.

Information Center Page

From the Information Center page, you can find information about integrated solutions and
Sage training and support. There is also a Feedback Site link; click the link to provide your
ideas and feedback directly to Sage.

Getting Started Guide Page 15

About the Desktop Web Pages

Resources Page
From the Resources page, you can access the What's New page to learn about the latest software
enhancements, view this Getting Started Guide, the Customer Upgrade Guide, and module overview
documents, access the product’s Help system, and view file layout and program information.

Getting Started Guide Page 16

About the Desktop Web Pages

Feature Tours Page

From the Feature Tours page, you can watch videos that demonstrate how to perform various Sage 100
tasks such as entering data, using the inquiry features, and creating custom reports. The page also
includes a series of tours on Business Insights Explorer.

Getting Started Guide Page 17

About the Desktop Web Pages

Business Insights Dashboard Page

The Business Insights Dashboard page provides a customizable graphical summary of your
company’s financial data.

Getting Started Guide Page 18

Becoming Familiar with Maintenance and Data Entry Windows

Becoming Familiar with Maintenance and Data Entry

Windows
Throughout the software, maintenance and data entry windows share a common set
of controls which make learning the software quick and easy. Before you begin
entering data and performing common tasks, let's look at examples of these
windows.

Sample Maintenance and Data Entry Window

NOTE
The task This sample window shows common data entry features shared by maintenance and
windows data entry windows. Some features may not appear in all windows.
appearance will
vary depending
on which theme The window's title bar Selects first, next,
displays the current company last, and prior
is selected in
and accounting date. records.
Company
Maintenance, but
the functionality
is the same.
The examples in
this section use
the Classic
theme.

Click the Print

button to print
the report
associated with
this window.

Click Accept when all Click Cancel to Click To resize the

Click the Office
information is correct and remove the Delete to window, click here,
Merge button to
you are finished with the information entered. delete the hold down your left
access Office
current record. record. mouse button, and
Template
drag the window.
Manager or
Custom Office.

Getting Started Guide Page 19

Becoming Familiar with Maintenance and Data Entry Windows

Sample Accounts Receivable Line Entry Window

NOTE This sample Accounts Receivable Lines tab window shows common grid entry
For more features shared by data entry windows in modules other than Material Requirements
information about Planning and Work Order.
personalizing
grids, see the
In addition to the features illustrated below, you can personalize a data entry grid to
Entering Data
tour available on
allow for fast and efficient entry of data. Most columns in a grid can be moved,
the Desktop resized, or hidden. You can also freeze a column of data so that a particular column
Feature Tours remains in view during scrolling. You can resize the data entry window, and the
page. Primary and Secondary grids as well. All personalizations to grids are saved for your
future data entry sessions.

To locate a
specific row, type
the number of the
row to view at this Click the
field. Click the Calculator
Find Row button to button to
use the Search access the
Grid window for Calculator
entering criteria to window and
find rows that calculate a
contain specific value to return
information. to this field.
Buttons in grids
do not appear
This is the until focus is on
Primary grid. It the field.
contains the main
data entry fields.

This is the
Secondary grid. It
contains
information for the
row selected in the
Primary grid.
Reset
Row and
Reset All
Delete Row
Rows
Insert Row

Move Row Up Move Row Down

Another feature of data entry windows in modules other than Material Requirements
NOTE Planning and Work Order is the right-click menu.
For more
information about  You can right-click outside of a grid to access system information and other
the right-click tasks.
menus, see the
Feature Tours  You can also right-click any field in a grid to access additional tasks related to the
available on the field.
Desktop Feature
Tours page or the
Help menu.

Getting Started Guide Page 20

Becoming Familiar with Maintenance and Data Entry Windows

Right-click outside of a grid to

access these options. Click
System Info to view information
such as the current user. Click
Panel Settings to launch the
Customizer module if it is installed
or to click Reset Form to reset the
form back to its default settings.
Click Related Tasks to select and
navigate to a listed task.

Right-click any
field inside a
grid to access
tasks and
options related
to the field.

Understanding Basic Types of Data

During data entry, you may need to enter the following basic types of data.

Text

Unformatted entries of alphabetical information (for example, names, addresses,

and comments) are text entries.

NOTE Dates
The M/d/yyyy
format is the Enter a two-digit month (MM), followed by a two-digit day (DD), followed by either a
default date
two-digit (YY) or four-digit year (YYYY). Six or eight characters can be entered for
display format.
The format of the
the date. If a two-digit year is entered, the century is determined by the century
date is set from preferences setting in the Windows Control Panel.
the Windows
Control Panel. You do not need to put a hyphen (-) or slash (/) between the day, month, and year;
punctuation is inserted automatically. For example, to enter May 31, 2010 at a data
field, type 053110. (Do not forget the leading zero.)

Getting Started Guide Page 21

Becoming Familiar with Maintenance and Data Entry Windows

Numeric Data

Empty numeric fields (zero value) display a mask indicating the number of digits that
can be entered to the right of the decimal point. For example, .00 appears if the
numeric field accepts two-decimal precision.

Some numeric fields (for example, quantity and hour fields) do not assume the
decimal point.

To enter negative numbers, type the negative sign (-) as either the first or the last
character of the entry.

Account Numbers

General ledger account numbers are structured fields consisting of one or more
segments separated by a hyphen (-) or other separator selected at the Account
Number Separator field in Account Structure Maintenance.

You can enter the value for each segment separated by a hyphen (-). You can also
zero, or blank fill, each segment to its maximum number of characters without using
the hyphen (-).

Example: An account field with a mask of #####-##-###-###-### processes your

entry in the following manner.

Your Entry... Displays As...

1-2-4-6-800 00001-02-004-006-800
1234567891234567 12345-67-891-234-567
010005 01000-05-000-000-000

Getting Started Guide Page 22

Becoming Familiar with Maintenance and Data Entry Windows

Sorting and Selecting Dialog Box Data

You can sort data in columns in ascending or descending order by clicking the
column heading. Click a column heading to sort the data in reverse order. Resize the
column headings by clicking and dragging between the columns.

Dialog Box Example

Column headings
Click anywhere
within the line
item to
select it.

You can use the UP ARROW and DOWN ARROW keys to select line items. To
select more than one line item, press the CTRL key and click the items. To select a
range of items, press the SHIFT key, click the first item, and then click the last item in
the range.

Using the Lookup Feature

When entering data in a maintenance or data entry window, you can click the
Lookup button at certain fields to display a list of records. You can then select the
appropriate record. The Lookup feature contains options that allow you to filter and
NOTE customize the search criteria, and create up to 99 custom lookup views. In addition,
The title of the you can print the list of records appearing in the lookup list box. The illustration
lookup window
below shows a lookup window.
reflects the name
of the field at
which you clicked To learn basic features of the Lookup, See Using the Lookup's Basic Features on
the Lookup page 33. For instructions on how to use advanced features of the Lookup, See
button. Using the Lookup's Advanced Features on page 36.

Getting Started Guide Page 23

Becoming Familiar with Maintenance and Data Entry Windows

Click a column
heading to sort the Click this button to
list by that criteria. drill down to
An arrow next to Customer, Vendor,
the heading or Item Inquiry.
indicates the This button is
current sort order. available only in
the Customer, Item,
or Vendor lookup
window.

If filters are already For some lookups,

defined, the text on press the F3 and
this button is red. F4 keys to toggle
between the key
field and the Name
After the search field.
is complete, the
record count This field appears only if you Click this button to
appears in the defined one or more custom export data in the lookup
Status Bar. lookup views. The Standard window to Excel.
view is generated by the
software.

If you click Print while

the Lookup list box is still
loading, only the data
that has loaded prints on
the listing.

What if you clicked the Lookup button and no records appear in the lookup
window? This occurs because:

• The number of records is over the limit set at the Lookup Limit for Initial Display field in
User Maintenance.

• The Initial Display check box on the fifth User Lookup Wizard page is cleared. For more
information, see User Lookup Wizard in the Help system.

• A custom filter that has no result set is in effect.

To display records, filter the information by using the Search, Operand, and Value fields,
and then click Find.

Navigating with Common Buttons, Icons, and Keystrokes

All maintenance and data entry windows share the same set of buttons and
keystrokes to help you navigate through data and perform common tasks. If you
prefer to use the keyboard while you work, most buttons have keyboard equivalents.

For a list of common buttons and their keyboard shortcuts, see the Keyboard and
Button Navigation article in the Sage 100 help.

Getting Started Guide Page 24

Chapter 3

Getting Help While You Work

Chapter 3
Several sources of information are available to you in the software. Use the following
resources to find answers to your questions as you work.

Using the Help System

Use the Help system when you want procedures for day-to-day processing, detailed
information and entry samples for fields, and FAQ and troubleshooting information.
Overview information and flowcharts illustrating complex concepts are also available
in Help. If you do not find what you need, access information from the additional
resources provided on the Help menu.

Accessing Help
You can access Help using any of the following methods:

 From the Desktop, on the Help tab, click Help Topics.

 Press F1 in any field in the software to access Help for that field.

 In the bottom-right corner of any window, click the Help button. Help for the
specific window appears.

 If you click the Help button and the window has corresponding How Do I
procedures, a drop-down list of procedures appears. The following illustration
shows the Help button clicked in the Vendor Maintenance window.

Procedures commonly
performed in this window
appear on this list. Click a
procedure to view it.

Click here to view overview

information for the window.

When you access the Sage 100 help, you’ll be taken to the online help site if an
internet connection is detected. If you don’t have an internet connection, you’ll see
the locally installed help instead.

Getting Started Guide Page 25

Customer Support

Customer Support
There are several resources you can use for technical assistance before contacting
your Sage business partner or Customer Support:

 Refer to the Help system.

 Search for answers in the Sage Knowledgebase at: https://support.na.sage.com

 Visit the Sage 100 online community at:

https://sagecity.na.sage.com/support_communities/sage100_erp

 To access file layout and program information, click the File Layouts and
Program Information link on the Desktop's Resources page.

After using the above options, if you need more assistance, you can start a live chat
session with Sage Customer Support or enter a support ticket by selecting an option
on the Help tab.

Getting Started Guide Page 26

Chapter 4

Learning Common Procedures

Chapter 4
Whether you are new to Sage 100, or an experienced user who wants to review
basic and advanced concepts, this chapter gives you hands-on practice with
common procedures.

Lessons
This chapter contains the following lessons:
NOTE
The Material  Creating a Company on page 28
Requirements
Planning and  Creating a User on page 29
Work Order
modules are not
 Changing a User Password on page 30
available for
Sage 100
Premium.
 Changing User Settings on page 30

 Changing the Accounting Date on page 31

 Changing the Module on page 31

 Opening a Task in a Secondary Company on page 32

 Using the Lookup's Basic Features on page 33

 Using the Lookup's Advanced Features on page 36

 Printing Reports, Listings, or Forms on page 43

 Creating a Report Setting on page 51

 Setting Up Sage Intelligence Reporting on page 52

 Understanding How Sales Tax is Calculated on page 61

 Changing Sales Tax Information on page 69

Getting Started Guide Page 27

Creating a Company

Creating a Company
Many systems are set up with multiple companies to keep financial records for
individual companies separate, and to separate real company data from test
company data. Each company is identified by a unique, three-character company
code. You can process information for a specific company by selecting the
appropriate company code.

To create a company

1 Select Library Master Main menu > Company Maintenance.

2 Enter a company code and company name.

3 Enter information in the fields appropriate to your company, including the federal
ID number.

4 Click Activate to activate one or more modules.

5 When prompted to save the new company, click Yes.

Getting Started Guide Page 28

Creating a User

6 When the Activate Module window appears, select the module(s) to activate
and click Proceed.

7 In Company Maintenance, verify that the modules you selected appear in the
Activated Modules area of the window and click Accept.

Creating a User
You must enter a valid user logon and type a password, if applicable, before you can
access the software.

To create a user

1 Select Library Master Main menu > User Maintenance.

2 Enter the user logon, first and last name, and user code.

If the Use Unified Logon check box is selected in System Configuration, the
user logon must match the user’s Windows logon key field.

3 Type a password.

A password is required if the Require all Users to Enter a Password check box is
selected in System Configuration.

4 On the Maintenance tab, select the company and role to assign to the user.

Getting Started Guide Page 29

Changing a User Password

5 On the Preferences tab, select user-specific preferences.

6 If the Auto-complete feature is enabled in System Configuration, change the

default options on the Auto-Complete tab as needed.

7 Click Accept.

Changing a User Password

User passwords can be changed for any user currently logged onto the system.

To change a user password

1 Select File menu > Change User Password.

2 In the Old Password field, type the current password for the user.

3 In the New Password field, type the new password for the user.

4 In the Confirm Password field, type the same password that was typed in the
New Password field.

5 Click OK.

Changing User Settings

The User Settings window allows you to specify default options, such as the default
zoom level when viewing reports.

To change user settings

1 Use any of the following methods to open the User Settings window.

 On the File menu, click Change User Settings.

 On the Home tab, click Change User Settings.

2 Make changes as needed.

3 Click Accept.

Getting Started Guide Page 30

Changing the Accounting Date

Changing the Accounting Date

The accounting date is printed on all reports, and represents the date to be used
while posting transactions for the current module. The Library Master accounting
date is set from the Windows system date and cannot be changed.

To change the accounting date

NOTE
1 Use any of the following methods to change the accounting date from the
The M/d/yyyy
format is the Desktop:
default date
display format.  On the File menu, click Change Date.
The format of the
accounting date  On the Status Bar, click in the accounting date area.
is set from the
Windows Control 2 Enter the accounting date.
Panel.
3 Click OK. The accounting date appears on the Status Bar.

Changing the Module

NOTE The active module always displays on the Status Bar.
Modules
automatically
change when you
To change the module
select a task from
another module 1 Use either of the following methods to change the module from the Desktop:
using the Module
Menus toolbar,  On the Status Bar, click the module.
Tree View, or
Modules menu.  On the Modules tab, click Change Current Module.

2 Select a module.

3 Click OK. The new module displays on the Status Bar and the module menus
change to reflect the specified module.

Getting Started Guide Page 31

Opening a Task in a Secondary Company

Opening a Task in a Secondary Company

From the Desktop, you can open a task in a secondary company without changing
the current company displayed on the Desktop Status Bar. You can select any
company as the secondary company.

To open a task in the current secondary company

1 In the Desktop task pane, click Modules if it’s not already selected.

2 Right-click a task, point to Open with, and then click Secondary Company.

The task opens in the secondary company.

NOTE To specify a different secondary company and then open the task
To define a new
secondary 1 In the Desktop task pane, click Modules if it’s not already selected.
company without
opening a task, 2 Right-click a task, point to Open with, and then click New Secondary Company.
select Change
Secondary
3 In the Company field, enter a company and then click OK.
Company from
the right-click
menu.
The task opens in the secondary company.

Getting Started Guide Page 32

Using the Lookup's Basic Features

Using the Lookup's Basic Features

When entering data in certain fields in a maintenance or data entry window, you can
click the Lookup button to display a list of valid records. This lesson contains basic
procedures on how to use the Lookup feature. To learn more advanced features,
See Using the Lookup's Advanced Features on page 36.

Using the Lookup to Select a Record

Use the Lookup feature to display a list of records and select the appropriate record.

To select a record using the lookup window

1 In a window, click a Lookup button. The lookup window appears displaying the
available records.

2 In the lookup window, select a record from the list box and click Select. The
record is then selected in the original window.

Getting Started Guide Page 33

Using the Lookup's Basic Features

Searching in the Lookup

The lookup window provides a Search field and a Find button to narrow your search
for desired records. This feature is a convenient way to reduce the number of
records displayed and helps you to focus on pertinent records.

To search in the lookup window

1 In the lookup window, in the Search field, select the field to search.

2 In the Operand field, select an operand. For information about available

operands, see Filter the Lookup Criteria in the Help system.

3 In the Value field, type a search value for the lookup.

4 Click Find to execute the search. The lookup list box displays the search results.
In this example, the lookup searches and returns all customer numbers that
begin with 01.

For instructions on
this button, See
Filtering the
Lookup Criteria on
page 35.

Operand field Value field

5 Select an item from the list box and click Select. The selected record is copied
to the field.

Getting Started Guide Page 34

Using the Lookup's Basic Features

Filtering the Lookup Criteria

In any lookup window you can define additional criteria to filter the lookup and you
can save these filters so that they apply to future lookups until they are manually
removed. Filtering the lookup criteria helps you narrow your search on desired fields.

There are two differences between filtering the lookup criteria and searching in the
lookup. When filtering, you can define an unlimited number of filters on multiple
lookup fields, and you can save these filters so that they always apply to the
lookup. In contrast, when you perform a search in the lookup window, you can search on
only one lookup field, and the search criteria cannot be saved.

To filter the lookup criteria

NOTE 1 In the lookup window, click Filters. In the Filters window, each line item is a filter
Filters that are consisting of a Column, Operand, and Value.
defined in the
User Lookup
Wizard and
Lookup
Customization
Wizard also
appear in this
window. If the
filter is locked, it
cannot be
changed. If the
filter is not
locked, it can be
removed or
modified.

2 In the Column field, select the lookup column you want to filter. The Column field
reflects all of the columns defined for the lookup.
NOTE
If the Save Filters 3 In the Operand field, select the appropriate operand. For information about
check box is available operands, see Filter the Lookup Criteria in the Help system.
cleared, the filters
remain in the 4 In the Value field, type a value. If you enter multiple values separated by
Filters window
and remain in
commas (,), the system assumes an "OR" condition.
effect during the
lookup; however, 5 To add additional filters, repeat steps 2 through 4. You can define an unlimited
when you exit the number of filters; multiple filters assume an "AND" condition.
lookup, these
filters are 6 To retain these filters for future lookups, select the Save Filters check box.
removed.

Getting Started Guide Page 35

Using the Lookup's Advanced Features

7 Click OK to apply the filters. In this example, the lookup returns all customers
beginning with 01 and ZIP Codes beginning with 5.

Deleting Filters
You can delete filters after they have been defined.

To delete and reset filters

1 In the lookup window, click Filters.

2 To delete a filter, in the Filters window, select <none> in the filter's Column field.

NOTE
N OTE 3 To delete all filters, click Reset. The filters are cleared, and any filters from the
Clicking
If anotherReset
user is custom lookup, if one exists, are restored.
also
in theclears
User the
Save Filters
Lookup Wizard 4 Click OK.
check
and is box.
creating or
modifying a
lookup code
while you attempt Using the Lookup's Advanced Features
to create or The Lookup has advanced features that allow you to create lookup views, create a
modify a lookup
view, a message
numeric lookup field, modify a lookup field, and export lookup data to Excel. If you
appears and are new to the lookup, complete Using the Lookup's Basic Features on page 33
prevents you before starting these procedures.
both from
continuing.

Getting Started Guide Page 36

Using the Lookup's Advanced Features

Creating a Lookup View

For each lookup by company and by user, you can create up to 99 unique views.
When creating a lookup view, you can define your default view, add, remove, or
modify fields in the lookup, add or remove filters, as well as define several other
settings. After creating a lookup view, you can modify or delete the view at any time.
Keep in mind that any search criteria or filters you previously defined will not apply to
the new lookup view you create.

To create a lookup view

NOTE 1 In the lookup window, click Custom.

The Custom
button is not 2 On the Lookup Customization Wizard page, in the View field, select Create new
available if the view and enter a description for the new view. Alternately, select an existing view
Locked
Customization
to modify.
check box is
selected in the 3 To set the new lookup view as the default view, select the Default View check
User Lookup box. Click Next.
Wizard.

NOTE
The first column
indicated by an
asterisk (*) in the
Selected 4 In the second Lookup Customization Wizard page, add, remove, modify, or
Columns list box reorganize the fields for the lookup view in the Selected Columns list box. In this
cannot be example, the TelephoneExt and LastPurchaseDate fields have been added to
removed; the Selected Columns list box, and the ZIP Code field has been moved to the
however, it can
be modified. For
Available Fields list box.
instructions, See
Modifying a
Lookup Field on
page 42.

Getting Started Guide Page 37

Using the Lookup's Advanced Features

For more
For more information information
about this button, see about this
Creating a Numeric button, see
Lookup Field on Modifying a
page 40. Lookup Field
on page 42.

5 Click Next to define additional settings, or click Finish if you have completed
customizing the view.

6 Use the third Lookup Customization Wizard page to add, delete, or modify
NOTE filters. To continue defining additional settings, click Next; otherwise, click
For a review on
Finish.
how to create
filters, See
Filtering the
Lookup Criteria
on page 35.

Getting Started Guide Page 38

Using the Lookup's Advanced Features

7 In the final Lookup Customization Wizard page, make any final changes to the
lookup view.

 Select the Initial Display check box to load data in the lookup at run time. If
you do not want data initially loaded in the lookup at run time because you
have a large number of records and want to perform a search before
displaying records, clear this check box.

 In the Title field, type a new title that will display in the lookup window title
bar.

 In the Default Search Column field, select a default field to appear in the
Search field in the lookup window.

 In the Default Search Option field, select a default field to appear in the
Operand field in the lookup window.

8 Click Finish to see your newly created lookup view.

The View field appears in the lookup window and the new view, Basic, displays
the newly added fields. In the example below, the new fields are TelephoneExt
and LastPurchaseDate, while the deleted ZIP Code field no longer appears.
Also, the title bar displays Vendor List - Basic because this title was defined in
the Title field in the last page of the wizard and was set as the default view.

Getting Started Guide Page 39

Using the Lookup's Advanced Features

An asterisk (*) appears

in the title bar to indicate
that this is a custom
view, not the Standard
view generated by the
software.

The asterisk (*) next

to the new view
indicates that this is
the default view.

Creating a Numeric Lookup Field

You can create numeric fields to add to the Selected Columns list box in the second
Lookup Customization Wizard page. Numeric fields are created by combining two or
more fields together using arithmetic operators.

To create a numeric lookup field

1 In the second Lookup Customization Wizard page, click New Field to create a
new numeric field using simple arithmetic functions.

2 In the Lookup Customization Wizard - New Field window, in the Heading field,
type the name for the column/field.

3 Type the width and select the justification.

Getting Started Guide Page 40

Using the Lookup's Advanced Features

4 Type the mask.

5 Click the Calculated Field button to enter simple arithmetic calculations.

6 In the Calculated Field Builder window, double-click a field in the Available

Fields list. This moves the field to the expression area. Select an operator,
choose another field from the list, and click OK.

7 In the Lookup Customization Wizard - New Field window, click OK. The newly
created field automatically appears as a column in the Selected Columns list
box.

Getting Started Guide Page 41

Using the Lookup's Advanced Features

Modifying a Lookup Field

1 In the second Lookup Customization Wizard page, click Modify to alter the
selected field in the Selected Columns list box.

2 In the Lookup Customization Wizard - Modify window, make the desired

changes and click OK. For example, you can change the width of the key field to
zero if you do not want to display it in the lookup.

Exporting Lookup Data to Microsoft Excel

You can export the data displayed in a lookup window to Excel if you hae the
appropriate security setup. You can also select a customized lookup view or perform
a search in the lookup window to display specific records, and then export the data
to Excel.

To export lookup data to Excel

1 In the lookup window, display the data to export to Excel.

2 Click the Excel button. The data in the lookup window is exported to Excel.

Excel button

Getting Started Guide Page 42

Printing Reports, Listings, or Forms

Printing Reports, Listings, or Forms

All reports can be printed, exported or written to a file, and stored for deferred
printing. You can print a report to a variety of printers or output devices. Additionally,
reports can be viewed before printing using the Preview feature.

Printing a Report, Listing, or Form

To print a listing in modules other than Material Requirements Planning and

Work Order

1 In the task window that has the Listing feature available (for example, General
Ledger Options), make the needed selections to the criteria in the window and
click Print.

2 In the listing window that appears, in the Printer field located in the lower-left
corner of the window, select the printer.

You can also select alternative printing methods, which are available in the
Printer field, including:

 Export/E-mail: Reports can be exported to different file types, such as PDF

or Excel, and saved to your hard drive or e-mailed. For more information,
See Exporting or Printing to a File on page 48.

 Data Only Export: This option allows only the data portion of the report to be
exported (header information is excluded). For more information, See
Exporting or Printing to a File on page 48.

 Deferred: Report printing can be deferred allowing you to save reports on

your hard drive for printing at a future time. For more information, See Using
Deferred Printing on page 45.

 Office Merge: If the Custom Office module is installed, you can merge your
NOTE data into a template such as a Microsoft Word or Excel template before
Click Preview to
printing.
review the listing
before printing.
3 Click Print to print the listing.

Getting Started Guide Page 43

Printing Reports, Listings, or Forms

To print a report or form

NOTE
The standard set 1 In the report or form window, select either a report setting or a form code.
of reports and
forms are
assigned a report
setting of
Standard.

2 You can either accept the default settings for the current report setting or form
code, or create a new report setting or form code. For more information, See
Creating a Report Setting on page 51.

NOTE 3 In the Printer field located in the lower-left corner of the window, select the
You do not need printer.
to save the report
setting or form
You can also select alternative printing methods, which are available in the
code setting to
print the report or
Printer field, including:
form.
 Export/E-mail: Reports can be exported to different file types, such as PDF
or Excel, and saved to your hard drive or e-mailed. For more information,
See Exporting or Printing to a File on page 48.

 Data Only Export: This option allows only the data portion of the report to be
exported (header information is excluded). For more information, See
Exporting or Printing to a File on page 48.

Getting Started Guide Page 44

Printing Reports, Listings, or Forms

 Deferred: Report printing can be deferred allowing you to save reports on

NOTE your hard drive for printing at a future time. For more information, See Using
Click Preview to Deferred Printing on page 45.
review the report
before printing.
 Office Merge: If the Custom Office module is installed, you can merge your
data into a template such as a Microsoft Word or Excel template before
printing.

After selecting or modifying the report setting or form code, click Print to print the
report or form.

Using Deferred Printing

Deferred printing allows you to save reports on your hard drive for printing at a future
time. You can batch print multiple reports at one time without operator intervention
between reports. You can also specify the number of copies to print for each report,
as well as whether to retain the deferred report information for future use after
printing. In a multi-user environment, this feature can postpone the report printing
process if printers are not currently available, or it can speed up the posting process.

Deferring a Report
You must first set up reports to be deferred for future printing.

To defer the printing of a report

1 Access the report to defer (for example, the Budget and History Report in the
General Ledger module) and select the report options.

2 In the Printer field, select Deferred and click Print.In the Deferred Print Options
dialog box, in the Number of Copies field, type the number of copies to print.

3 Select or clear the Purge After Printing check box to either purge or retain the
report after printing. Select the Secure Report check box to restrict other users
from printing the report.

4 Click OK. The report generates to a deferred print file, which can be accessed
and printed at a later time.

Getting Started Guide Page 45

Printing Reports, Listings, or Forms

Printing Deferred Reports

You can print one page of a deferred report or a range of pages. In addition, you can
print several copies of a report and more than one report at a time. If a report is
secured, only the user who initially deferred the report can print it.

To print deferred reports

1 To access and print deferred reports from the Sage 100 Desktop, use either of
the following methods:

 Click the Deferred Print button on the Standard Buttons toolbar.

 Select File > Deferred Printing.

NOTE 2 In the Deferred Printing window, select the report(s) to print.

Click the Change
View button to  To print all deferred reports, select the Module check box.
view reports in
the Deferred  To print deferred reports for a specific module, select the module's check
Printing window
box. For example, select the General Ledger check box to print all deferred
sorted by
module, user, or reports in the General Ledger module.
date. Initially, the
reports are sorted  To print only selected reports, select each report check box individually.
by module.

Change View
Refresh Report List

Preview Report
Show/Modify Report
Options
Delete Report

Getting Started Guide Page 46

Printing Reports, Listings, or Forms

3 To preview a report, select the report and click the Preview Report button.

4 To export the report to a different file type, click the Export Report button in the
report preview window.

5 To change printing options for a specific report, select the report and click the
Show/Modify Report Options button.

6 In the Deferred Report Options window, change the information in the Printer,
Number of Copies, Collated, Purge After Printing, Secure Report, and Page
Range fields. Click OK.

7 In the Deferred Printing window, click Print to print the selected reports to their
assigned printers.

Getting Started Guide Page 47

Printing Reports, Listings, or Forms

Exporting or Printing to a File

Reports can be exported to other files types, such as CSV, Excel, or PDF, and they
can be saved to your hard drive or e-mailed. You can also export only the data
portion of reports (header information is excluded).

To export a report

1 Access the report to export and select the report options.

2 In the Printer field, select one of the following options:

 Export: Select this option to export the entire report.

 Data Only Export: Select this option to export only the data portion of the
report (header information is excluded).

3 Click Print.

4 In the Export dialog box, in the Format field, select the file type for exporting.

5 In the Destination field, select the location you are exporting to. For example,
you can export the report to your hard drive or to an application such as Excel.
Click OK.

Sending Faxes
To send a fax from the software, a fax driver must be loaded in the Windows
workstation environment. The fax driver acts as a printer driver in the software.

To send a fax

1 Access the report and set the report options.

2 In the Printer field, select the fax driver.

3 Click Preview.

4 In the report preview window, click the Print Report button.

5 In the Print window, click OK.

6 A wizard or window applicable to your fax software appears. Enter the

necessary information, such as the recipient’s fax number, and send the fax.

Getting Started Guide Page 48

Printing Reports, Listings, or Forms

Paperless Office
You can use the Paperless Office module to fax, e-mail, and store forms in PDF
format. The Paperless Office module allows you to set up PDF storage and
electronic delivery options for documents in all Sage 100 companies. You can
specify separate settings for journals and registers, reports, period-end reports, and
forms.

This module also contains viewers in which you can view, move, delete, and
electronically deliver PDFs of customer forms, vendor forms, journals and registers,
standard reports, and period-end reports.

Purge utilities are also included which allow you to purge PDF documents as
needed.

You do not need to enable this module in Company Maintenance; however, you
must enable Paperless Office functionality for each type of document you would like
to store and electronically deliver. For more information, see Set Up Paperless Office
in the Help system.

Batch Faxing
Batch faxing allows you to fax multiple forms in batches. During the faxing process,
forms addressed to the same fax number are collected and sent as a group with one
cover letter. Batch faxing is set up using Batch Fax Options or Fax Form Definition,
and requires either the Microsoft Fax Services or WinFax 10 fax driver.

NOTE Forms printed using the following tasks are supported for batch faxing: Statement
When printing Printing, Accounts Receivable Invoice Printing, Customer RMA Printing, RMA
picking sheets,
Receiver Printing, Sales Order Printing, Picking Sheet Printing, Sales Order Invoice
packing lists,
Sales Order Printing, and Purchase Order Printing. For more information, see Fax Multiple Forms
invoices, sales in Batches in the Help system.
orders, Accounts
Payable checks, Setting Printing Preferences for Dot-Matrix Printers
Accounts
Payable To achieve optimum printing speed for dot-matrix printers, native fonts can be
extended stubs, selected through the Windows driver to increase print speed.
1099 forms,
Accounts
Some printer drivers may only have the Default selection available for the font. If this
Receivable
invoices, is the case, you must download an updated driver for your printer from the printer
purchase orders, manufacturer's Web site or select another compatible driver emulation (refer to your
receivers, RMAs, printer manual or consult a printer manufacturer for details). Each printer has unique
or Accounts font options available. Most native font selections will print faster than the Default
Receivable font selection.
statements,
select the form
code for printing
To set printer preferences for dot-matrix printers
to a dot-matrix
printer. For more 1 Select Library Master Setup menu > Printer Preferences.
information, see
Creating a Report 2 In the Printer Preferences window, select the dot-matrix printer from the printer
Setting on list.
page 51.

Getting Started Guide Page 49

Printing Reports, Listings, or Forms

3 Clear the Enable Graphics Printing for this Printer check box. This setting is
specific to the printer and overrides the global setting.

4 Select the Show Native Printer Fonts Only check box. This is a temporary filter
and must be selected each time you access this window to change a font.

5 In the Normal Font Name field, select 10 CPI Draft, 10 CPI Courier (not Courier
New), or any font other than Default.

6 In the Normal Font Size field (to match the font selected in the Normal Font
Name field), select 10.

7 In the Compressed Font Name field, select a font based on the following
information.

 If you are using 8.5- x 11-inch paper on a standard-carriage printer, or 8.5- x

11-inch paper on a wide-carriage printer, select 17 CPI Draft,
17 CPI Courier (not Courier New), or any font other than Default.

 If you are using 11- x 14-inch paper, select a value between 10 and 15 (this
setting may vary, depending on which printer driver you are using).

8 Click Accept.

Getting Started Guide Page 50

Creating a Report Setting

Creating a Report Setting

After selecting the options and selection criteria for a report, you can save these
selections for future use by using a unique report setting. You can create and save
any number of customized report settings per report and company. Use this
procedure to save a report setting based on an existing report setting.

To create a report setting

1 In the report window, in the Report Setting field, select the setting to use as the
basis for your new setting.

2 To save the report setting based on another report setting, modify the settings in
the report window, and then at the Save button click the drop-down arrow and
select Save As. You can also save the current report setting by clicking Save.

The settings for the standard set of reports included with Sage 100 cannot be
modified. The settings made in the report window will revert back to the previous
Standard settings. If you’ve made changes to the settings, when you click Save,
the Save As Report Setting window opens allowing you to save the changes
using a different setting name.

Getting Started Guide Page 51

Setting Up Sage Intelligence Reporting

3 In the Save As Report Setting window, in the Description field, type the
description for the report setting you are saving.

4 In the Type field, select the report type option.

5 To save the report setting as your default report setting, select the Default
Report check box.

6 To set advanced settings for the report setting, perform the following steps:
NOTE
Report and form a Click Advanced. In the Advanced Setting dialog box, select either the
printer Standard or Custom option to use a standard or custom report when printing
information is the report.
retained by
workstation and
b If you selected the Custom option, enter the path to the custom report and
form code. When
a new report
click OK.
setting or form
code is created, 7 In the Save As Report Setting window, click OK to save the report setting.
the workstation Changes made to an existing report setting are saved to a new report setting
ID and printer name or to the current report setting name. The report setting that you created
information is will be available in the Report Setting field in the report window for future use.
retained.

Setting Up Sage Intelligence Reporting

Sage Intelligence Reporting shows your Sage 100 data in Excel templates, which
you can view and customize.

Sage Intelligence Reporting is installed by default when you install Sage 100 and
run Workstation Setup. If you modified the default installation setting, you can install
Sage Intelligence Reporting at any time. Refer to the Sage 100 ERP Installation and
System Administrator’s Guide for installation instructions.

Before using Sage Intelligence Reporting, you must set up a repository and register
the product.

Getting Started Guide Page 52

Setting Up Sage Intelligence Reporting

The repository will be used to store Sage Intelligence Reporting data, reporting
trees, report templates and other settings. Centralizing this information in one folder
has the following advantages:

 Using a single folder makes it easier to back up and restore the information.

 Multiple users can access the information.

To set up Sage Intelligence Reporting

1 Create a shared folder to serve as the repository. The folder can be created
locally or on a network; however, you must use a UNC format when entering the
repository path:
\\server\share name\repository folder name

2 Grant Sage Intelligence Reporting users read and write permissions to the
folder.

3 Open the Report Manager from within Sage 100. Select Sage Intelligence
Reporting > Reports > Report Manager.

4 When the window appears asking for the path to the repository, enter the UNC
path to the shared folder that you created, and click OK.

5 When a window appears asking you to run the license manager, click Yes.

6 In the License Manager window, enter your Sage customer account number and
serial number, and then click Apply.

The serial number is also referred to as an unlocking key. If you do not have
your serial number, see Finding Your Serial Number on page 53.

7 Click Perform Registration.

Click the Help button on any Sage Intelligence Reporting window for detailed
information about the product’s features.

Finding Your Serial Number

If you do not have your Sage Intelligence Reporting serial number, you can find it
online at: https://customers.sagenorthamerica.com. You’ll need your user name and
password.

To find your Sage Intelligence Reporting serial number

1 Go to https://customers.sagenorthamerica.com and log on.

2 From the Activation Codes menu, click Details.

3 In the Product Details grid, in the Application column, look for Intelligence
Report Mgr. Your serial number is in the Unlocking Key column.

The serial number is case-sensitive. All special characters must be copied or typed
into the License Manger screen exactly as it appears in the Product Details grid.

Getting Started Guide Page 53

Setting Up Sales Tax Information

You may have additional Sage Intelligence Reporting components listed in the grid.
The serial number for the Intelligence Report Mgr component will unlock all of the
components.

Setting Up Sales Tax Information

Depending on the states in which you conduct business and the type of business
you have, you may be required to calculate sales tax on items sold and items
purchased. The software allows you to calculate, track, and report sales tax
information. To calculate sales tax, you must define information in Sales Tax Class
Maintenance, Sales Tax Code Maintenance, and Sales Tax Schedule Maintenance.
Sales tax information defined in these tasks is available to all companies.

The setup of sales tax information consists of the following four-part process:

1 Defining Sales Tax Classes: The tax class is used to define tax classifications.
These tax classes are then assigned to each sales code, inventory item and
miscellaneous charge code.

2 Defining Sales Tax Codes: The tax code is used to define whether a tax class is
taxable. It is also used to define a tax rate, if applicable.

3 Defining Sales Tax Schedules: A tax schedule groups individual tax codes.

4 Assigning Sales Tax Schedules: Tax schedules are assigned to each vendor and
customer based on the vendor's location or purchase address and the
customer's location or ship-to address.

Defining a Sales Tax Class

The first step in defining sales tax information is to define different types of tax
NOTE classifications in Sales Tax Class Maintenance. The following three tax classes are
The TF (Taxable defined automatically by the system and cannot be deleted: Nontaxable (NT),
Freight) tax class
Taxable (TX), and Taxable Freight (TF). A tax class must be defined for each
is used to
calculate sales classification of goods and services that are taxed at different rates.
tax on freight
amounts. To define a sales tax class

1 Select Library Master Setup menu > Sales Tax Class Maintenance.

2 Enter a class in the Tax Class field.

Getting Started Guide Page 54

Setting Up Sales Tax Information

3 In the Description field, type a description for the tax class and click Accept.
Repeat steps 2 and 3 for each tax class you need to define.

After defining sales tax classes, assign the tax classes to sales codes, inventory
items, and miscellaneous charges.

Defining a Sales Tax Code

After defining tax classes, you must define sales tax codes in Sales Tax Code
Maintenance. You must set up a tax code for each tax jurisdiction (such as state,
county, local or province) to which your business reports sales tax information. The
defined sales tax codes determine the rate to calculate for each tax class defined in
Sales Tax Class Maintenance and are used to determine if sales tax is calculated on
both items sold and purchased.

Getting Started Guide Page 55

Setting Up Sales Tax Information

To define a sales tax code

1 Select Library Master Setup menu > Sales Tax Code Maintenance.

2 Enter a code in the Tax Code field and type a description in the Description field.

3 If the tax code you are defining has a limit, type it in the Taxable Limit field. For
example, some tax jurisdictions have a limit for the amount of sales tax that can
be defined on an invoice, sales order, or receipt.

4 In the Short Description field, type a short description. This description will be
used when printing tax detail on forms.

NOTE 5 Complete one of the following options:

The Calculate
Sales Tax on  Select the Calculate Sales Tax on Retention check box to calculate sales tax
Retention check
on the invoice amount less retention.
box is available
only if the Job
 Clear the Calculate Sales Tax on Retention check box to calculate the sales
Cost module is
installed. tax on the full invoice amount, regardless of retention. For more information,
see Sales Tax Code Maintenance - Fields in the Help system.

6 Complete one of the following options:

 Select the Expense to Vendor/Item check box to allocate the

non-recoverable portion of purchase's sales tax to the vendor's expense
account in Accounts Payable or to the inventory account in Purchase Order.

 Clear the Expense to Vendor/Item check box if the non-recoverable portion

NOTE is not to be allocated. For more information, see Sales Tax Code
The Tax Class Maintenance - Fields in the Help system.
field next to the
Tax on Tax check 7 Complete one of the following options:
box is the only
place you can  Select the Tax on Tax check box if this tax code is subject to taxation by other
enter a tax-on-tax tax jurisdictions, and proceed to step 8.
tax class; you
cannot enter this  Clear the Tax on Tax check box if the tax code is not subject to tax on tax,
in Sales Tax
and proceed to step 9. For more information, see Sales Tax Code
Class
Maintenance.
Maintenance - Fields in the Help system.

8 If you selected the Tax on Tax check box, enter a class to be used for tax-on-tax
NOTE calculations in the Tax Class field (next to the Tax on Tax check box).
If your tax
jurisdiction 9 For each tax class defined (except for tax class NT which cannot be maintained
charges tax on or deleted), complete the following fields:
freight, you must
set up a tax rate a Select the Sales check box to calculate sales tax for this code, or clear the
for the TF tax Sales check box if sales tax should not be calculated.
class in each
applicable tax b In the Tax Rate field, type the tax rate percentage to use for calculating
code. taxes.

Getting Started Guide Page 56

Setting Up Sales Tax Information

c Select the Purchases check box if purchases are taxable for the tax class
entered and proceed to step d. Clear the Purchases check box if the
purchases are not taxable and proceed to step e.

d If the Purchases check box is selected, type the percentage of the purchase
tax that cannot be recovered in the Non-Recoverable % field. Type 0 (zero)
at this field if all purchases sales tax is to be posted to the Accounts Payable
sales account. Type 100 at this field to post all of the purchases sales tax to
the non-recoverable account.

e Click OK.

10 Click Accept. The following example shows a rate of 7.25, which will be
calculated for items assigned to the Taxable (TX) tax class for items sold.

Getting Started Guide Page 57

Setting Up Sales Tax Information

Defining a Sales Tax Schedule

After defining sales tax codes, use Sales Tax Schedule Maintenance to group tax
codes that make up a total sales tax rate for assignment to customers and vendors,
and to establish whether tax detail will print on sales orders and invoices. For
example, if a specific county requires that you calculate both state and county tax,
create a sales tax schedule that groups the state and county tax together.

To define a sales tax schedule

1 Select Library Master Setup menu > Sales Tax Schedule Maintenance.

2 Enter a schedule in the Tax Schedule field and type a description in the
Description field.

3 In the Tax Code field, enter a tax code to add to this tax schedule and click OK.
Repeat this step for each tax code you want to add to the tax schedule.

The sequence in which the tax codes are entered is very important because of
tax-on-tax calculations and the establishment of the primary tax code. If a tax
code is taxable by another tax code, it must be calculated first. For example, if
tax code CA is taxable by tax code OR, CA would have to be calculated first to
get an accurate calculation for the OR tax code. The first tax code entered will
become the primary tax code. The primary tax code is used during the
calculation of taxable and nontaxable amounts on each invoice and
printing/updating of sales tax history.

4 Click Accept.

Getting Started Guide Page 58

Setting Up Sales Tax Information

Assigning a Sales Tax Schedule

After sales tax schedules are defined, use Customer Ship-To Address Maintenance
and Purchase Address Maintenance to assign each customer and vendor address
to a default tax schedule. Default tax schedules can be changed when entering
transactions.

To assign a sales tax schedule to a customer address

1 Select Accounts Receivable Main menu > Customer Maintenance.

2 Enter the customer number. Click the drop-down arrow in the top-right corner of
the window, and then click Ship To Address.

3 In the Customer Ship-To Address Maintenance window, enter the Location

Code field.

4 In the Tax Schedule field, enter a sales tax schedule and click Accept.

Getting Started Guide Page 59

Setting Up Sales Tax Information

To assign a sales tax schedule to a vendor address

1 Select Accounts Payable Main menu > Vendor Maintenance.

2 Enter the vendor number. Click the drop-down arrow in the top-right corner of
the window, and then click Purchase Address.

3 In the Purchase Address Maintenance window, enter the location code.

4 In the Tax Schedule field, enter a sales tax schedule and click Accept.

Getting Started Guide Page 60

Understanding How Sales Tax is Calculated

Understanding How Sales Tax is Calculated

This lesson provides examples of how sales tax is calculated. These examples use
the WI (Wisconsin) and WI MIL (Milwaukee) sales tax codes:

 The WI (Wisconsin state tax) sales tax code is set up to calculate sales tax at a
rate of 5% on all sales and purchases for items assigned to the Taxable tax
class. It will not calculate sales tax on other tax classes.

 The WI MIL (Milwaukee city tax) sales tax code is set up to calculate sales tax at
a rate of 1% percent on all sales for items assigned to the Taxable tax class. It
will not calculate sales tax on purchases or items assigned to other tax classes.

These examples also use the WI (Wisconsin) and WI MIL (Milwaukee) sales tax
schedules:

 The WI (Wisconsin) sales tax schedule has the WI sales tax code assigned to it.

Getting Started Guide Page 61

Understanding How Sales Tax is Calculated

 The WI MIL (Milwaukee) sales tax schedule has both the WI sales tax code and
the WI MIL sales tax code assigned to it because Milwaukee city requires that
both state and city tax be calculated for taxable items.

Getting Started Guide Page 62

Understanding How Sales Tax is Calculated

Example 1 - How Sales Tax is Calculated in Accounts

Receivable
This example shows how sales tax is calculated on Accounts Receivable invoice
1000158-IN. Invoice 1000158-IN has the following settings:

 On the Invoice Data Entry Header tab, the WI tax schedule is selected.

 On the Invoice Data Entry Lines tab, line item 1 (Standard Gadget) is $145 and is
assigned to the TX tax class, indicating that this item is taxable.

WI (Wisconsin)
sales tax
schedule is
selected.

TX tax class is
selected for the
Standard Gadget.

Getting Started Guide Page 63

Understanding How Sales Tax is Calculated

Tax Calculated Using the WI (Wisconsin) Sales Tax Schedule

To view how tax is calculated for invoice 1000158-IN, on the Invoice Data Entry
Totals tab, click Tax Detail. In the Tax Detail window, you can see that $7.25 (100 x
7.25%) in sales tax has been calculated for the WI (Wisconsin) sales tax schedule.

WI (Wisconsin)
sales tax
schedule is
selected.

$7.25 sales tax is

calculated.

Getting Started Guide Page 64

Understanding How Sales Tax is Calculated

Tax Calculated Using the WI MIL (Milwaukee) Sales Tax Schedule

For invoice 1000158-IN, if the tax schedule on the Invoice Data Entry Header tab is
changed from WI tax schedule to WI MIL tax schedule, sales tax is calculated for
both the Wisconsin state (WI) and Milwaukee city (WI MIL) sales tax codes because
both of theses sales tax codes are included in the WI MIL tax schedule.

The following Tax Detail window shows how tax is calculated when the
WI MIL tax schedule is used. You can see that $7.25 (100 x 7.25%) in sales tax is
calculated for the (WI) Wisconsin sales tax code, and $1.45 is calculated for the (WI
MIL) Milwaukee city sales tax code. The total tax amount is now $8.70 for the
invoice.

WI MIL
(Milwaukee)
sales tax
schedule is
selected.

$8.70 sales tax is

calculated.

Getting Started Guide Page 65

Understanding How Sales Tax is Calculated

For invoice 1000158-IN, let's say the same tax schedule of WI MIL is used; however,
the tax class for the Standard Gadget item on the Invoice Data Entry Lines tab has
been changed from TX (Taxable) to NT (Non Taxable).

The following Tax Detail window shows how tax is calculated when the
NT tax class is assigned to the Standard Gadget item. Notice that sales tax is not
calculated and the entire invoice displays as a nontaxable sale.

NT tax class is
selected for the
Standard Gadget.
No sales tax is calculated.

Getting Started Guide Page 66

 Understanding How Sales Tax is Calculated

Example 2 - How Sales Tax is Calculated in Accounts

Payable
This example shows how sales tax is calculated on Accounts Payable invoice
75-145. Invoice 75-145 has the following settings:

 On the Invoice Data Entry Header tab, the WI MIL tax schedule is selected.

 On the Invoice Data Entry Lines tab, the total distribution amount for this invoice
is $100.00. This is the total purchase amount that is taxable.

WI MIL (Milwaukee)
sales tax schedule is
selected.

$100.00 is entered
for the distribution
amount.

Getting Started Guide Page 67

Understanding How Sales Tax is Calculated

Tax Calculated Using the WI MIL (Milwaukee) Sales Tax Schedule

To view how tax is calculated for invoice 75-145, on the Invoice Data Entry Header
tab, click Tax Detail. In the Tax Detail window, you can see that $5.00 (100 x 5%) in
sales tax has been calculated for the WI MIL (Wisconsin) sales tax schedule.

Remember that the WI MIL tax schedule calculates tax for both WI (Wisconsin state)
and WI MIL (Milwaukee city) sales tax codes. Also, keep in mind that the WI sales
tax code is set up to calculate sales tax on items which are purchased (the
Purchases check box is selected in Sales Tax Code Maintenance), but the WI MIL
tax code is not set up to calculate sales tax on items which are purchased (the
Purchases check box is cleared in Sales Tax Code Maintenance). Therefore, sales
tax on purchased items is calculated only for the WI (Wisconsin) state tax code even
though both tax codes (WI and WI MIL) are included in the WI MIL tax schedule.

WI MIL (Milwaukee) sales tax schedule is selected.

$5.00 sales tax is calculated.

Getting Started Guide Page 68

Changing Sales Tax Information

Changing Sales Tax Information

NOTE After setting up sales tax information, you may need to modify the sales tax
This lesson information defined in Sales Tax Class Maintenance, Sales Tax Code Maintenance,
assumes that
or Sales Tax Schedule Maintenance. For example, the sales tax rate for a tax
sales tax
information has
jurisdiction changed.
been set up and
sales tax has To change sales tax information
already been
calculated on 1 Select Library Master Setup menu > Sales Tax Class Maintenance, Sales Tax
transactions. Code Maintenance, or Sales Tax Schedule Maintenance.

2 The following warning appears informing you that changes you make may
impact sales tax calculations and reporting. Click OK.

3 Make the necessary changes in Sales Tax Class Maintenance, Sales Tax Code
Maintenance, or Sales Tax Schedule Maintenance and click Accept.

WARNING 4 You must recalculate the sales tax previously calculated on unposted invoices,
Before sales orders, purchase orders, manual checks, returns, and so on. To do this,
recalculating select either Accounts Payable Utilities menu > Sales Tax Calculation or
sales tax, back up Accounts Receivable Utilities menu > Sales Tax Calculation.
all data files.
5 In the Sales Tax Calculation Utility window, select one of the following options:

 Select the Recalculate Sales Tax for all Records option to recalculate taxes
for all records.

NOTE  Select the Recalculate Sales Tax for Flagged Records Only option to
Records that recalculate taxes for only those records that are flagged as invalid tax
have a status of
calculation.
"invalid tax
calculation"
display the
Recalc Tax
button in data
entry.

Getting Started Guide Page 69

Changing Sales Tax Information

6 Click Proceed to recalculate the sales tax.

When sales tax is recalculated, the following occurs:

 Only unposted transactions are affected. This includes sales orders, purchase
orders, and unposted invoices.

 Posted transactions are not modified. If the amount of sales tax calculated was
incorrect, you must manually adjust the invoice through a credit memo or debit
memo.

 Recurring invoices are updated if they contain sales tax information.

Getting Started Guide Page 70

Appendix A

Troubleshooting
Appendix A

What are System Messages?

When the computer system encounters a condition requiring your attention, a
System Message dialog box appears.

System Message Dialog Box Example

Some messages reflect a normal operational situation, such as the printer being
off-line. Usually, the resolution is simple, and you can proceed without difficulty.

Other messages can indicate a problem with the hardware or with the data files. A
problem of this nature may require help from your Sage business partner.

Obtaining Additional Information

If a message dialog box appears, click Info in the Error window to obtain additional
information about the message.

Getting Started Guide Page 71

What are System Messages?

Click System Info to view

information regarding the
workstation. This utility does not
contain information specific to
the software.

Before contacting a Customer Support or your Sage business partner, write down
any system messages appearing on your monitor. Copy the message and indicate
the program and function being performed when the message occurred. Click the
Print button to print the error information.

Getting Started Guide Page 72

Appendix B

Overview of Module Startup

Appendix B
This appendix explains how to successfully upgrade from another business
management system to Sage 100 for the following modules:

 Accounts Payable

 Accounts Receivable

 Bank Reconciliation

 Bar Code

 Bill of Materials

 Common Information Setup Wizard

NOTE  eBusiness Manager

The eBusiness
Manager,  General Ledger Setup Wizard
Material
Requirements  Inventory Management Setup Wizard
Planning, and
Work Order
 Job Cost
modules are not
available for
Sage 100
 Material Requirements Planning
Premium.
 Payroll

 Purchase Order

 Sales Order

 Work Order

This appendix is organized alphabetically for ease of reference.

Getting Started Guide Page 73

Accounts Payable

Accounts Payable
Accounts Payable Setup Wizard
NOTE The Accounts Payable module includes an Accounts Payable Setup Wizard that you
Set up your sales must perform to convert your existing companies and account structure.
tax codes, sales
tax classes, and
The Accounts Payable Setup Wizard provides several pages of questions and
sales tax
schedules in
options that aid you in quickly setting up the Accounts Payable module for new
Library Master companies; you must complete this wizard and the Conversion Process on page 74
before using the before using the Accounts Payable module.
Accounts
Payable Setup Data You Need
Wizard.
Before using the Accounts Payable Setup Wizard, have the following information
assembled and available for use:

 Your General Ledger Chart of Accounts

 Your bank account number(s) for the checking accounts used by Accounts
Payable

 A list of standard payment terms offered by your vendors

 A list of your vendors, including address and phone numbers

 A list of all unpaid invoices to be processed

To obtain correct information from your Accounts Payable module, you must first
bring it up to date with your existing accounts payable system.

Conversion Process
Complete the following process to ensure that your system is current. These steps
should be performed after completing the setup wizard and after adding all of your
information to the Accounts Payable module.

To convert your existing accounts payable system

1 Identify all unpaid invoices as of your last closed accounting period.

2 Prepare an adding machine tape totaling the invoices. This amount should
equal the account balance for Accounts Payable in your general ledger.

3 Set the posting date to the last day of the last closed accounting period.

4 Using Invoice Data Entry, enter these invoices into the system. Enter the
outstanding balance amount for each invoice as of the end of the last closed
accounting period. During the distribution process, post the entire distribution
balance to your Accounts Payable general ledger account. This is done
because you have already expensed these invoices in a previous accounting
period, and to do so again would duplicate those expenses.

Getting Started Guide Page 74

Accounts Payable

By posting to the Accounts Payable account, both a debit and an automatic

credit are generated in the same amount to the Accounts Payable general
ledger account; therefore, the two amounts offset each other and there is no
effect on the general ledger. After the conversion process, you would not
normally post to the Accounts Payable general ledger account, but would post
to individual general ledger accounts, as appropriate.

As an alternative to this procedure, clear the General Ledger check box in

Accounts Payable Options. You can then distribute invoices to their respective
accounts and no general ledger postings are made. If you use this alternate
procedure, be sure to select the General Ledger check box again in Accounts
Payable Options after the conversion process has completed and you have
updated the Daily Transaction Register.

5 Print the Invoice Register. The total shown on the Invoice Register should equal
the total on the adding machine tape prepared in step 2. If it does not, an error
has been made. Check your adding machine tape and Invoice Register, return
to Invoice Data Entry and make any necessary corrections, and then reprint the
Invoice Register.

6 Update the invoices.

7 Print the Aged Invoice Report available on the Accounts Payable Reports
menu, and retain a copy of this report for your accounting files. Again, the total
on this report should equal the adding machine tape total.

8 Run Period End Processing by selecting Period End Processing from the
Period End menu, and then clicking Proceed.
WARNING
If the General 9 Reset the posting date to the first day of the current accounting period.
Ledger check box
is cleared in 10 Using Invoice Data Entry, enter any invoices you have received since the last
Accounts closed accounting period. (These invoices should not include any invoices
Payable Options,
select the
entered in step 4.) Post the distribution balance of each invoice to its
General Ledger appropriate general ledger account (not to the Accounts Payable general ledger
check box before account). Print the Invoice Register and update the invoices.
proceeding with
the update. 11 Prepare an adding machine tape totaling any checks you have written since
your last closed accounting period.

12 Using Manual Check and Payment Entry, enter these checks (step 11) into the
system. If the check paid an invoice previously entered (step 4 or 10), no
general ledger distribution is required. Type the invoice number exactly as you
did when you entered it in step 10. If the check paid an invoice that you did not
previously enter, you must distribute it to the appropriate general ledger
account(s).

13 Print the Manual Check and Payment Register. The total should equal the total
of the adding machine tape prepared in step 11. If it does not, return to Manual
Check and Payment Entry, correct the necessary entries, and reprint the
Manual Check and Payment Register. When the register total and the adding
machine tape agree, update the manual checks.

Getting Started Guide Page 75

Accounts Receivable

14 Print the Aged Invoice Report and verify that all invoices paid by the manual
checks recorded in step 12 are listed as paid.

You are ready to begin using your Accounts Payable module.

Accounts Receivable
Accounts Receivable Setup Wizard
NOTE The Accounts Receivable module includes an Accounts Receivable Setup Wizard
Set up your sales that you must perform to convert your existing companies and account structure.
tax codes, sales
tax classes, and The Accounts Receivable Setup Wizard provides several pages of questions and
sales tax
schedules in
options that aid you in quickly setting up the Accounts Receivable module for new
Library Master companies; you must complete this wizard and the Conversion Process on page 76
before using the before using the Accounts Receivable module.
Accounts
Receivable Setup Data You Need
Wizard.
Before using the Accounts Receivable Setup Wizard, have the following information
assembled and available for use:

 Your General Ledger Chart of Accounts

 A list of jurisdictions in which you sell and collect sales tax and their tax rates

 A list of standard payment terms offered to your customers

 A list of your customers, including addresses and phone numbers

 A list of all invoices to process

 A list of all payments to process

To obtain correct information from your Accounts Receivable module, you must first
bring it up to date with your existing accounts receivable system.

Conversion Process
Complete the following process to ensure that your current accounting system is in
balance. These steps should be performed after completing the setup wizard and
after adding all your customers to the Customer file. If you maintain Accounts
Receivable customers using a balance forward method, it is not necessary to enter
each invoice. For balance forward customers, total all unpaid invoices for each aging
category, and enter an invoice for each aging category for each customer.

To convert your existing accounts receivable system

1 Identify all unpaid invoices as of your last closed accounting period.

2 Prepare an adding machine tape totaling the invoices. This amount should
equal the account balance for Accounts Receivable in your general ledger.

Getting Started Guide Page 76

Accounts Receivable

3 Set the posting date to the last closed accounting period.

4 Using Invoice Data Entry, enter the invoices using the original invoice dates.
During the distribution process, post the entire distribution balance to your
Accounts Receivable general ledger account number. These invoices are
already posted in an accounting period, and to post them again would duplicate
the postings.

By posting to the Accounts Receivable general ledger account, both a credit

and an automatic debit are generated in the same amount to the Accounts
Receivable general ledger account. The two amounts offset each other and
there is no effect on the general ledger.

After the conversion process, you will not normally post to the Accounts
Receivable general ledger account, but will post to individual general ledger
accounts, as appropriate.

As an alternative to this procedure, in Accounts Receivable Options, clear the

General Ledger check box. You can then distribute invoices to their respective
accounts and no general ledger postings will occur. If you use this alternate
procedure, be sure to select the General Ledger check box again in Accounts
Receivable Options after the conversion process has completed and you have
updated the Daily Transaction Register.

5 Print the Sales Journal. The invoice total shown on the Sales Journal should
equal the total on the adding machine tape prepared in step 2. If it does not, an
error has been made. Check the adding machine tape and the Sales Journal,
return to Invoice Data Entry and make any necessary corrections, and then
reprint the Sales Journal.

6 Update the invoices.

7 Print the Aged Invoice Report and retain a copy of this report for your
accounting files. The total on this report should equal the adding machine tape
total.

8 Run Period End Processing by selecting Period End Processing from the
Period End menu, and then clicking Proceed.
WARNING
If the General
9 Reset the posting date to the first day of the current accounting period.
Ledger check box
is cleared in
Accounts 10 Using Invoice Data Entry, enter any invoices billed since the last closed
Receivable accounting period. (These invoices should not include any invoices entered in
Options, select step 4.) Post the distribution balance of each invoice to its appropriate general
the General ledger account (not to the Accounts Receivable general ledger account). Print
Ledger check box the Sales Journal and update the invoices.
before
proceeding with 11 Prepare an adding machine tape totaling any cash receipts you received since
the update.
your last closed accounting period.

Getting Started Guide Page 77

Bank Reconciliation

12 Using Cash Receipts Entry, enter these cash amounts. For the deposit amount,
enter the adding machine tape total prepared in step 11. If the checks entered
represent payment for a previously issued invoice (step 4 or 10), no general
ledger distribution is required. If any checks represent payment for an invoice
not previously issued, you must distribute the amounts to the appropriate
general ledger accounts.

13 Print the Cash Receipts Journal. The total should equal the adding machine
tape total in step 11. If it does not, return to Cash Receipts Entry, correct the
necessary entries, and reprint the Cash Receipts Journal. When the journal
total and the adding machine tape agree, update the cash receipts.

14 Print the Aged Invoice Report and verify that all invoices that are paid by the
cash receipts recorded in step 12 are listed as paid.

You are ready to begin using your Accounts Receivable module.

Bank Reconciliation
Conversion Process
To obtain correct information from your Bank Reconciliation module, you must first
bring it up to date with your existing bank reconciliation system.

To convert your existing bank reconciliation system

1 Verify that all modules being integrated with Bank Reconciliation are fully
installed and operational.

2 Select the Bank Reconciliation check box in General Ledger Options, Accounts
Payable Options, Accounts Receivable Options, Payroll Options, and Purchase
Order Options, as appropriate.

3 Manually reconcile the last bank statement for each account that you want to
use in your bank reconciliation system.

4 Perform all preliminary startup activities (define the files and set the accounting
date using the ending date shown on your last reconciled bank statement).

5 Using Bank Code Maintenance, set up the bank code using the ending bank
balance from your last reconciled bank statement as a source for the bank
account number and ending bank balance.

6 Enter all outstanding checks from your last reconciled bank statement, using
Check, Deposit and Adjustment Entry. If checks are already being processed
through the Accounts Payable or Payroll module, these outstanding checks
should be checks that were updated in the check update process, but are not
shown on the last bank statement. On the Check tab, clear the Cleared check
box when these checks are recorded.

Getting Started Guide Page 78

Bar Code

7 Enter all outstanding deposits or adjustments (those not shown on the bank
statement) in Check, Deposit and Adjustment Entry. If deposits are being
processed through the Accounts Receivable module, these outstanding
deposits should have been updated, but not shown, on the last bank statement.
On the Check tab, clear the Cleared check box when these deposits and
adjustments are recorded.

Print the Bank Reconciliation Register to verify the accuracy of the information
entered. If the information on the register is correct, your Bank Reconciliation
module is now ready to use.

Bar Code
Before using the Bar Code module, create and have available the folder names that
will be used for importing files from the handheld computer. Enter this information in
Bar Code Setup menu > Bar Code Options.

Bill of Materials
Bill of Materials Setup Wizard
The Bill of Materials module includes a Bill of Materials Setup Wizard that you must
perform to convert your existing companies and account structure.

The Bill of Materials Setup Wizard provides several pages of questions and options
that aid you in quickly setting up the Bill of Materials module for new companies; you
must complete this wizard and the Conversion Process on page 79 before using the
Bill of Materials module.

Data You Need

Before using the Bill of Materials Setup Wizard, have the following information
assembled and available for use:

 Your General Ledger Chart of Accounts

 A single-level bill of materials listing for all bills you want to maintain

 Any miscellaneous codes that you want to set up, such as for overhead, labor,
and outside processing

To obtain correct information from your Bill of Materials module, you must first bring
it up to date with your existing bill-processing system.

Conversion Process
Complete the following process to ensure that your system is current. These steps
should be performed after completing the setup wizard.

Getting Started Guide Page 79

Common Information

To convert your existing bill of materials system

1 Prepare a list of existing bills from your system. Verify that the information is
current.

2 Review the structure of the existing bills. When possible, employ the modular
bill structure to save work and provide increased flexibility.

3 Enter the bills in Bill of Materials Maintenance.

4 Enter the component items, miscellaneous codes, and comments for each bill.
If your bills use bill options, examine the bills to verify that all options and any
option interactions are taken into account.

5 Print a Single-Level Bill of Materials Report for all bills and verify the information
against the listings provided in your old system. Print an Indented Bill of
Materials Report and verify that the bill structure is correct and complete.

6 Print a Bill Validation Report. This report examines the entire Bill of Materials
file. Correct any inaccuracies and print this report again, if applicable.

You are ready to begin using your Bill of Materials module.

Common Information
Common Information Setup Wizard
The Common Information module includes a Common Information Setup Wizard
that you must perform to convert your existing companies and account structure.

The Common Information Setup Wizard provides several pages of questions and
options that aid you in quickly setting up the Common Information module for new
companies; you must complete this wizard before using the Common Information
module.

Data You Need

Before using the Common Information Setup Wizard, have the following information
assembled and available for use:

 A list of miscellaneous items and charges

 A list of sales tax jurisdictions

 Your bank account number(s)

Getting Started Guide Page 80

eBusiness Manager

eBusiness Manager
eBusiness Manager Setup Wizard
The eBusiness Manager module includes an eBusiness Manager Setup Wizard that
you must perform to convert your existing companies and account structure.

The eBusiness Manager Setup Wizard provides several pages of questions and
options that aid you in quickly setting up the eBusiness Manager module for new
companies; you must complete this wizard before using the eBusiness Manager
module.

Data You Need

NOTE
For more Before using the eBusiness Manager Setup Wizard, have the following information
information assembled and available for use:
regarding setup
procedures, refer
 The IP address and port number for each of the three servers (IIS, SMTP, and
to your
eBusiness
Web Engine)
Manager
Installation  A list of your item categories
Guide.
 A list of user IDs and passwords to assign to Internet-enabled customers (for the
.order applet only)

 A list of user ID e-mail addresses and the company to which each user is
assigned

General Ledger
General Ledger Setup Wizard
The General Ledger module includes a General Ledger Setup Wizard that you must
perform to convert your existing companies and account structure.

The General Ledger Setup Wizard provides several pages of questions and options
that aid you in quickly setting up the General Ledger module for new companies; you
must complete this wizard and the Conversion Process on page 82 before using the
General Ledger module to process your daily transactions.

Data You Need

Before using the General Ledger Setup Wizard, you should have the following
information assembled and available for use:

 Your General Ledger Chart of Accounts

 A Trial Balance from the last completed accounting period

 Copies of your company's latest financial statements, including the Income

Statement and Balance Sheet

Getting Started Guide Page 81

Inventory Management

Conversion Process
To obtain correct information from your General Ledger module, you must first bring
it up to date with your existing general ledger system.

 If you are converting at the beginning of a fiscal year, or require only the
beginning balances for each account, see Enter Beginning Balances in the Help
system.

 If you are converting in the middle of a fiscal year and want to record activity for
each accounting period of the current year, as well as beginning balances, see
Enter Data for Each Period in the Help system.

Use these procedures as a checklist to ensure that your current accounting system
is in balance. These procedures should be performed after completing the General
Ledger Setup Wizard.

Inventory Management
Inventory Management Setup Wizard
The Inventory Management module includes an Inventory Management Setup
Wizard that you must perform to convert your existing companies and account
structure.

The Inventory Management Setup Wizard provides several pages of questions and
options that aid you in quickly setting up the Inventory Management module for new
companies; you must complete this wizard and the Conversion Process on page 82
before using the Inventory Management module.

Data You Need

Before using the Inventory Management Setup Wizard, have the following
information assembled and available for use:

 Your General Ledger Chart of Accounts

 A list of all inventory items containing costs, prices, on-hand quantities,

warehouse locations, and reorder requirements

 Any shipping documents, receiving reports, open purchase orders, or adjustment

vouchers that must still be processed

To obtain correct information from your Inventory Management module, you must
first bring it up to date with your existing inventory system.

Conversion Process
Complete the following process to ensure that your current accounting system is in
balance. These steps should be performed after completing the setup wizard and
after adding all your inventory items to the Inventory file.

Getting Started Guide Page 82

Job Cost

To convert your existing inventory system

1 Prepare a list of current on-hand quantities for all inventory items. You can use
the balances as of your last closed inventory accounting period end, or you can
perform a physical count.

2 In Inventory Management Options, in the Current Inventory Period field, select

the previous period (the last closed period).

3 In Inventory Management Options, clear the General Ledger check box.

4 Set the posting date to the last day of the last closed accounting period.

5 In Transaction Entry, enter each item's current on-hand quantity as a receipt by

selecting Receipts in the Transaction Type field. You must enter the quantity on
hand and the unit cost for each item.

You can use a single receipt reference for entering the on-hand quantities for all
items, or items can be separated into any logical grouping and entered under
different references.

6 Print the Transaction Journal and verify all information. If necessary, use
Transaction Entry to make corrections.

7 When the register is correct, perform the Transaction Journal update.

8 In Period End Processing, select Full Period End Processing. The current
period is set to the period in which you begin processing.

9 In Inventory Management Options, select the General Ledger check box.

10 Reset the posting date to the first day of the current accounting period.

11 Enter any transactions, such as sales, issues, and receipts for the current
accounting period to bring the inventory management system up to date. Use
Transaction Entry to record the transactions.

You are ready to begin using your Inventory Management module.

Job Cost
Data You Need
Before using the Job Cost module, have the following information assembled and
available for use:

 Your General Ledger Chart of Accounts

 Determine your accounting and billing methods

 Estimates or estimate worksheets

 Job contracts with all pertinent information

Getting Started Guide Page 83

Job Cost

 Estimated price lists

 Standard cost code list

 Job types list

 Burden rate information

 Overhead rate information

 Invoices or billing documents that need to be processed

To obtain correct information from your Job Cost module, you must first bring it up to
date with your existing job costing system.

Conversion Process
Complete the following process to ensure your system is current. These steps
should be performed after completing System Startup and adding all jobs, cost
codes, and cost types to the Job Cost master file.

To ensure that all accounting modules integrated with Job Cost, including the
Accounts Payable, Accounts Receivable, Payroll, Purchase Order, and Sales Order
modules, do not double post transactions that have been entered as part of the
conversion process, it is recommended that the conversion process be performed
immediately after the completion of period-end processing for all integrated
modules.

To convert from your existing job cost system

1 Prepare a list of job-to-date cost information, detailed by cost code and cost
type, for each open job. You should use the information from your last closed
accounting period. If you are changing the coding format of your cost codes
from your previous system, indicate the new cost codes to use for each entry.

2 In Job Cost Options, clear the Post to G/L for Direct Cost Transactions and Post
to G/L for Billing & Cash Receipt Transactions check boxes. The job-to-date
conversion information to be entered should not be posted to the general
ledger.

3 Set the Job Cost accounting date to the last day of the last closed accounting
period.

4 In Job Posting Entry, enter a separate batch of direct cost entries for each job.
Enter a separate entry with the job-to-date units (quantity) and job-to-date cost
for each cost code and/or cost type detail. If each job contains a large number
of cost code and/or cost type detail, update each batch separately.

5 If the Accounts Receivable module is not integrated with Job Cost, use Job
Posting Entry to enter billing and cash receipt transactions for each job up to
the last closed accounting period. Do not enter any billing or cash receipts that
should be recorded in the current accounting period.

Getting Started Guide Page 84

Job Cost

6 If the Accounts Receivable module is integrated with Job Cost, use Job Billing
Entry to enter all invoices that have been billed to outstanding jobs. Use
Accounts Receivable Cash Receipts Entry to enter cash receipts for job
invoices. If Job Cost is integrated with the General Ledger module, you must
use General Journal Entry to back out these general ledger postings generated
for these transactions to prevent double posting of information previously
recorded.

Additionally, if invoices relating to job billing are entered in the Accounts

Receivable module before the installation of Job Cost, reverse these invoices
using the Adjustment feature in Accounts Receivable Invoice Data Entry before
recording the job invoices. This prevents doubling the invoice information in the
Accounts Receivable module.

7 If work-in-process accounting is being used, the initial job billing entries

generate postings to the General Ledger module that adjust the appropriate
work-in-process accounts with the total accumulated costs for each job. You
must use General Journal Entry to back out these general ledger postings to
prevent double posting of information previously recorded.

8 Print the Work in Process Report for all jobs, and check the cost code, cost
type, and job-to-date information printed. Print the Job Billing History Report to
check the billing and cash receipt transactions. If any errors are found, use Job
Posting Entry or Job Billing Data Entry to make corrections.

9 Perform full period-end processing to clear the period-to-date information

affected by the conversion data.

10 Reset the accounting date to the first day of the current accounting period.

11 Enter cost and billing transactions for the current accounting period.
Transactions can be entered directly in the Job Cost module by integration with
other modules.

12 In Job Cost Options, select the Post to G/L for Direct Cost Transactions and
Post to G/L for Billing & Cash Receipt Transactions check boxes. This allows all
future transactions to post to the general ledger.

You are ready to begin using your Job Cost module.

Getting Started Guide Page 85

Material Requirements Planning

Material Requirements Planning

Before using the Material Requirements Planning module, have a list of available
warehouses ready for use, and know whether each warehouse is a standard
distribution/manufacturing warehouse or a distribution warehouse that will receive
only transferred goods. This information will be used to define warehouse groups in
Warehouse Group Maintenance.

Payroll
Data You Need
Before using the Payroll module, have the following information assembled and
available for use:

 Your General Ledger Chart of Accounts

 A list of the earnings and deductions used for payroll processing

 Employer federal, state, and local tax ID numbers for each tax jurisdiction in
which your employees are paid

 Any company-specific tax rates, such as federal and state unemployment

insurance tax rates.

 A list of employees, complete with personal information and quarter-to-date and

year-to-date earnings and deduction history

To obtain correct information from your Payroll module, you must first bring it up to
date with your existing payroll system.

In compliance with federal and state tax reporting requirements, payroll systems
operate on a calendar-year basis. As the year progresses, large quantities of
quarter-to-date and year-to-date data are accumulated; therefore, the ideal time to
convert from your existing payroll system to the Payroll module is on January 1. If
this is not possible for your company, guidelines for installing the Payroll module at
different times during the year follow.

Converting at the Beginning of the Calendar Year

If you are installing the Payroll module at the beginning of the calendar year, enter
your information into the module; however, make no entries at any quarter-to-date or
year-to-date fields. These fields are maintained automatically as payroll is
processed throughout the year. With these tasks completed, you can proceed
directly to the year's first payroll cycle.

Converting in the Middle of the Calendar Year

To obtain correct year-end totals and proper tax calculations from your Payroll
module, you must first bring it up to date with your current payroll totals, including
quarter-to-date and year-to-date earnings and a record of accrued time-off hours.

Getting Started Guide Page 86

Payroll

Payroll Setup Wizard

The wizard provides several pages of questions and options that aid you in quickly
setting up the Purchase Order module for new companies. You must run the wizard
before completing any other tasks in the module.

To run the wizard, select Payroll > Setup > Payroll Options. If the company has not
been set up, a message asks if you want to set up the module. Click Yes to start the
wizard.

To record year-to-date information

1 Enter all employee information into the system.

2 In Company Tax Group Setup, select the Federal tax group. On the Tax Rates
tab, in the Tax field, select Federal Unemployment Tax Employer Liability. Enter
the effective date and your company's tax rate (if applicable).

3 In Company Tax Group Setup, select each applicable state and local tax group.
On the Tax Rates tab, in the Tax field, select the applicable tax, and then enter
the effective date and your company's tax rate (if applicable).

4 In Payroll Options, in the Current Quarter field, select the previous quarter.

5 In Payroll Options, in the Integrate With section, clear the General Ledger
check box. This ensures that no general ledger postings are made from the
Payroll module. Because the prior quarter information should already be
reflected in your general ledger balances, allowing the postings to update would
result in duplicate postings.

If you are using the Bank Reconciliation module, clear the Bank Reconciliation
check box also.

6 Enter manual checks using Payroll Data Entry for each employee to record the
year-to-date earnings and tax information. In the Pay Cycle window, verify the
Manual Taxes check box is selected and the Print Checks check box is cleared.
You can use the previous quarter number as the check number. Enter all
earnings, deductions, and tax information using the year-to-date information
from the end of the previous quarter.

If an employee has worked in more than one state, make sure the earnings
information is entered separately for each state.

7 Print the Payroll Data Entry Audit Report and verify all information. If necessary,
make any corrections using Payroll Data Entry.

8 Print the Employer's Expense Summary to ensure that employer taxes and
Workers’ Compensation are calculated as expected. Verify that deposit liability
amounts match to what you have paid year-to-date as of the end of the previous
quarter.

9 Print the Check Register and perform the Check Register update.

Getting Started Guide Page 87

Payroll

10 In Period End Processing, select Quarter End Processing and print the
period-end reports. Verify that the information is correct and make corrections if
needed.

The Current Quarter field in Payroll Options increments to the current quarter.

If you are converting your payroll at the beginning of the current quarter,
proceed to step 5 in the procedure below.

If you are converting in the middle of the quarter, you must record each check
issued during the current quarter using the following procedure.

To record current quarter checks

1 Enter each check issued during the current quarter as a manual check in
Payroll Data Entry (that is, in the Pay Cycle window, clear the Print Checks
check box and select the Manual Taxes check box). Enter the earnings,
deductions, and tax information exactly as written on the original checks.

You can enter a combined total of the checks issued for each employee. This
method, however, does not provide the full detail and complete audit trail
facilitated by a detailed entry of each check.

2 Print the Payroll Data Entry Audit Report and verify the accuracy of all entries. If
necessary, make any corrections using Payroll Data Entry and reprint the
Payroll Data Entry Audit Report.

3 Print the Employer's Expense Summary report to ensure that employer taxes
and Workers’ Compensation are calculated as expected and that deposit
liability amounts match what you have paid.

4 Print the Check Register and perform the Check Register update.

5 Print the Quarterly Tax Report and the Payroll Check History Report, and verify
that all employee information and tax rates are correct.

6 Print and verify the Time Off Register. If adjustments are necessary, access
individual employee records in Employee Maintenance.

7 In Payroll Options, select the General Ledger check box. This allows all future
payroll processing to post to the general ledger.

If you are using the Bank Reconciliation module, select the Bank Reconciliation
check box.

You are ready to begin using the Payroll module.

Getting Started Guide Page 88

Purchase Order

Purchase Order
Purchase Order Setup Wizard
The Purchase Order module includes a Purchase Order Setup Wizard that you must
perform to convert your existing companies and account structure.

The Purchase Order Setup Wizard provides several pages of questions and options
that aid you in quickly setting up the Purchase Order module for new companies;
you must complete this wizard and the Conversion Process on page 89 before using
the Purchase Order module.

Data You Need

 Before using the Purchase Order Setup Wizard, have the following information
available for use:

 Your General Ledger Chart of Accounts

 A list of vendor quantity discount rates you use for inventory items

 A list of all addresses to which you have orders shipped

 All open purchase orders and back orders

 All receipts, invoices, returns, and material requisitions as of your last closed
accounting period

To obtain correct information from your Purchase Order module, you must first bring
it up to date with your existing purchase order system.

Conversion Process
Complete the following process to ensure that your current accounting system is in
balance. These steps should be performed after completing the setup wizard.

To convert your existing purchase order system

1 Gather all open purchase orders as of your last closed accounting period.

2 Prepare an adding machine tape totaling the orders.

3 Use Purchase Order Entry to enter the orders into the system. In Default Values
for Purchase Order Entry, clear the Print Purchase Orders check box to prevent
the conversion orders from being reprinted. Next, on the Purchase Order Entry
Header tab, select Standard Order in the Order Type field and Open in the
Order Status field for each order.

Getting Started Guide Page 89

Sales Order

Partially received or invoiced purchase orders cannot be processed using the

system without double posting to the General Ledger and Inventory
Management modules. These orders should be processed manually until they
are completed. To enter these orders, you must enter only the unreceived
balance on each order as the original order quantity. There are no such
restrictions for outstanding orders that have not received any partial receipts or
invoices against them.

4 Print the detail version of the Open Purchase Order Report for all order types
and orders with an open status. The total on this report should equal the total on
the adding machine tape you prepared in step 2. If the totals do not agree,
return to Purchase Order Entry and make any necessary corrections and reprint
the report as an audit record of your outstanding orders.

5 Record all receipts, invoices, returns, and material requisitions that you have
received since the last closed accounting period to bring the system completely
up to date.

You are ready to begin using your Purchase Order module.

Sales Order
Sales Order Setup Wizard
The Sales Order module includes a Sales Order Setup Wizard that you must
perform to convert your existing companies and account structure.

The Sales Order Setup Wizard provides several pages of questions and options that
aid you in quickly setting up the Sales Order module for new companies. You must
complete this wizard and the Conversion Process on page 91 before using the Sales
Order module to process your daily transactions.

Data You Need

Before using the Sales Order Setup Wizard, have the following information
assembled and available for use:

 Your General Ledger Chart of Accounts

 A list of standard miscellaneous charges and items used in your business

 A list of item part numbers sold by your business (if the Inventory Management
module is not integrated with Sales Order)

 A list of your shipping rates

 All open orders and back orders

 A Customer Listing from your Accounts Receivable module

 An Inventory Item Listing from your Inventory Management module

Getting Started Guide Page 90

Sales Order

To obtain correct information from your Sales Order module, you must first bring it up
to date with your existing order processing system.

Conversion Process
Complete the following process to ensure that your current accounting system is in
balance. These steps should be performed after completing the setup wizard. First,
enter any unpaid invoices, as of your last closed accounting period, into the Open
Invoice file. This process is performed using the Accounts Receivable module.
Second, use the Sales Order module to enter any open orders or back orders into
the system.

To convert your existing sales order system

1 Identify all open orders as of your last closed accounting period.

2 Prepare an adding machine tape totaling the orders.

3 Using Sales Order Entry, enter these orders into the system. Use the standard
order type for standard sales orders, and the open order status for open orders.
When entering the Sales Order Entry default values, clear the Print Sales
Orders and Print Pick Sheets check boxes, and enter 00 in the No. of Ship
Labels field in the Default Values for Sales Order Entry dialog box to prevent
these documents from being printed.

4 Identify all open back orders as of your last closed accounting period.

5 Prepare an adding machine tape totaling the back orders.

6 Using Sales Order Entry, enter these back orders into the system. Use the
back-order order type for back orders, and the open order status for open
orders.

7 Print the detail version of the Open Sales Order Report for all order types and
the open order status. The Open Order and Open Back Order totals shown on
this report should equal the totals on the adding machine tapes prepared in
steps 2 and 5. If the totals do not agree, check your adding machine tapes and
the Open Sales Order Report. Return to Sales Order Entry and make any
necessary corrections, and then reprint the report as an audit record of your
outstanding orders.

You are ready to begin using the Sales Order module.

Getting Started Guide Page 91

Work Order

Work Order
Data You Need
Before using the Work Order module, have the following information assembled and
available for use:

 Your General Ledger Chart of Accounts

 A list of work center locations, including the number of employees and number of
standard hours available per week at each location

 A list of operations to be performed, including cost and overhead calculations

and general ledger production cost accounts

 A list of employees (optional), including labor rates and social security numbers

 A list of labor crews (optional), including the employees in each crew

 A calendar of days when the entire shop is closed

 A calendar for each work center with exceptions to the shop calendar

 A list of tools to be used during operations (optional)

To obtain correct information from your Work Order module, you must first bring it up
to date with your existing work order system.

Because the Inventory Management module is integrated with Work Order, it may be
impractical to bring the system up to date and reconstruct the original material cost
information that should have been recorded. If you have installed the Inventory
Management module, it is difficult to record past material issue transactions for work
orders without affecting the current inventory balances.

The easiest and most effective way to convert the Work Order module is to enter
only new work orders into the system. Do not record any transactions related to
preexisting work orders using the Work Order module. You can use the Inventory
Management module or the Bill of Materials module to record issues and receipts
related to these work orders. For labor and miscellaneous expenses, the general
ledger can be adjusted directly using General Ledger General Journal Entry. If the
duration of your work orders is short, you can quickly complete the conversion
process after all of the preexisting work orders are completed.

Getting Started Guide Page 92

Work Order

Conversion Process
Complete the following process to ensure that your current accounting system is in
balance.

To convert your existing work order system

1 In Work Order Options, clear the General Ledger check box to prevent any
postings being made to the general ledger while entering conversion
information.

2 Enter all open work orders using Work Order Entry.

3 Enter all transactions recorded for open work orders using Work Order
Transaction Entry. Material costs may not be the same as the original costs.

4 Print the Work Order Transaction Journal, and perform the update.

5 Print the Open Work Order Report to verify the information recorded. If
adjustments are necessary, repeat steps 3 and 4.

6 Print the Work in Process Recap report to verify the information recorded and to
reconcile to the general ledger.

7 If you are entering material transactions for existing work orders, you can freeze
inventory and perform a physical count and physical count entry without
updating. Updating the Physical Count Variance Register should be performed
only after all material issue transactions are recorded for existing work orders.
Adjustments made during the Physical Count Variance Register update are
recorded as physical adjustments in the Inventory Management Detail
Transaction file. The Inventory Adjustment account in each item's product line is
used to offset the Inventory account posting, unless the General Ledger check
box is cleared in Inventory Management Options during the update process.

8 Perform the physical inventory process to update the quantity-on-hand

information in inventory. This step should be performed after all material issue
transactions have been recorded for open work orders.

You are ready to begin using your Work Order module.

Getting Started Guide Page 93

Index

A C
about this guide 1 changing
accessing accounting date 31
Help system 25 company 28
modules using font size 9
key tips 9 lookup field 42
keyboard 8 module 31
navigation pane 11 password 30
ribbon 8 sales tax information 69
tasks using user 29
keyboard 8 user password 30
task pane 11 Common Information
accounting date, changing 31 data you need 80
Accounts Payable setup wizard 80
conversion process 74 company
data you need 74 changing 28
sales tax example 67 opening task in secondary 32
setup wizard 74 converting to a Sage 100 system 73
Accounts Receivable Accounts Payable
conversion process 76 conversion process 74
data you need 76 data you need 74
sales tax example 63 setup wizard 74
setup wizard 76 Accounts Receivable
adding conversion process 76
favorites 13 data you need 76
private tasks 32 setup wizard 76
web content links 12 Bank Reconciliation, conversion process 78
Advanced Lookup Engine, See lookup Bar Code, data you need 79
ALE, See lookup Bill of Materials
assistance, See getting help conversion process 79
data you need 79
setup wizard 79
B Common Information
Bank Reconciliation, conversion process 78 data you need 80
Bar Code, data you need 79 setup wizard 80
Batch Faxing 49 eBusiness Manager
batch faxing 49 data you need 81
Bill of Materials setup wizard 81
conversion process 79 General Ledger
data you need 79 conversion process 82
setup wizard 79 data you need 81
Business Insights Dashboard page 16 setup wizard 81
buttons Inventory Management
samples 24 conversion process 82
data you need 82
setup wizard 82
Job Cost
conversion process 84
data you need 83

Getting Started Guide Page 94

Index

Material Requirements Planning, data you Desktop (continued)

need 86 web page samples
Payroll Business Insights Dashboard 16
converting beginning of calendar year 86 Feature Tours 17
converting middle calendar year 86 Resources 16
data you need 86 Dot-Matrix printers, setting printing preferences
setup wizard 87 for 49
Purchase Order
conversion process 89
data you need 89 E
setup wizard 89 eBusiness Manager
Sales Order data you need 81
conversion process 91 setup wizard 81
data you need 90 e-mail, sending 49
setup wizard 90 error information 71
Work Order
conversion process 93
data you need 92
F
creating Favorites
lookup adding
field 40 Sage 100 tasks 13
view 36 shortcuts to files, folders, programs 13
private tasks 32 tab to ribbon 9
Customer Upgrade Guide 4 faxes, sending 48
customizing filtering lookup criteria 35
lookup view 36 filters, deleting lookup 36
report setting 51 font size,changing 9
forms
defer printing 45
D e-mailing 49
data entry windows faxing 49
dialog box sample 23 printing
lookup 23 deferred 46
navigating with buttons and keystrokes 24 file types 48
data, basic types storing as PDFs 49
account numbers 22
dates 21
numeric data 22
G
text 21 General Ledger
date, changing accounting 31 conversion process 82
deferred printing, using 45 data you need 81
defining setup wizard 81
lookup filters 35 getting help
deleting Help system 25
lookup filters 36 methods 25
Desktop Read Me files 4
browser 14 Supported Platform Matrices 4
navigation pane 10 graphic conventions 2
ribbon 7
viewing web content 12

Getting Started Guide Page 95

Index

H lessons (continued)
opening tasks in secondary company 32
Help menu 25
overview 28
Help system
printing forms and reports 43
accessing 25
setting up sales tax information 52
how to use 25
using
help, getting
Lookup’s advanced features 36
Help system 25
Lookup’s basic features 33
methods 25
listing, printing 43
Read Me files 4
lookup
Supported Platform Matrices 4
creating
how to use Help system 25
field 40
view 36
I deleting filters 36
icons and buttons 24 exporting data to Excel 42
Information Center 15 filtering 35
Installation and System Administrator’s Guide 4 modifying lookup field 42
Inventory Management overview 23
conversion process 82 searching in 34
data you need 82 selecting a record 33
setup wizard 82 using
advanced features 36
basic features 33
J window sample 23
Job Cost Lookup feature, See lookup
conversion process 84
data you need 83
M
Material Requirements Planning, data you
K need 86
key tips 9 messages, system 71
keyboard shortcuts modifying lookup field 42
accessing modules 8 module menus
entering data with 24 sorting alphabetically 9
navigating with 24 modules
keystrokes, navigating with 24 accessing using ribbon 8
changing 31
sorting alphabetically 9
L My Tasks
learning, common procedures 28 private tasks, creating 32
lessons
changing
accounting date 31 N
company 28 navigating with buttons and keystrokes 24
module 31 navigation pane
user 29 accessing modules and tasks 11
user password 30 open and collapsed view 10
creating new features 4
private tasks 32
report setting 51
customizing
Custom toolbar 32

Getting Started Guide Page 96

Index

P S
Paperless Office 49 Sales Order
password, changing 30 conversion process 91
Payroll data you need 90
converting beginning of calendar year 86 setup wizard 90
converting middle of calendar year 86 sales tax, See tax
data you need 86 searching in lookup 34
setup wizard 87 secondary company, opening task in 32
printers, Dot-Matrix 49 selecting record using lookup 33
printing sending faxes 48
deferred 45 Supported Platform Matrices 4
file types 48 system messages
forms 43 error information 71
listings 43 window sample 71
reports 43 System Startup, converting to a Sage 100
sending faxes 48 system 73
setting preferences for Dot-Matrix printers 49
procedures, learning common 28
Purchase Order T
conversion process 89 tasks
data you need 89 opening in a secondary company 32
setup wizard 89 private, creating 32
sorting alphabetically 9
tax
Q class, defining 54
questions, See getting help code, defining 55
examples 61
Accounts Payable 67
R Accounts Receivable 63
Read Me files 4 overview 52
report setting, creating 51 sales
reports changing 69
creating report setting 51 setting up 52
defer printing 45 schedule
e-mailing 48, 49 assigning 59
exporting 48 defining 58
faxing 49 text size,changing 9
printing 43 troubleshooting
printing deferred 46 obtaining additional information 71
printing to file 48 system messages 71
sending faxes 48
storing as PDFs 49
Resources page 16 U
ribbon user logon, changing 29
accessing modules and tasks 8 user password, changing 30
adding Favorites tab 9
changing font size 9
key tips 9 W
managing web content 12 web page samples
minimizing or hiding 7 Business Insights Dashboard 16
sorting modules, menus, and tasks 9 Desktop 15
Feature Tours 15, 17

Getting Started Guide Page 97

Index

web page samples (continued)

Information Center 15
Resources 16
What’s New page 16
when to use help 25
window samples
data entry 19
dialog box 23
line entry 20
lookup 23
system message 71
Work Order
conversion process 93
data you need 92

Getting Started Guide Page 98