Credit card transactions from your customers are not automatically updated to your GL cash account and your Bank Reconciliation module. To manually post credit card transactions to GL and Bank Reconciliation, either enter the day-end settlement amount in General Ledger Transaction Journal Entry, or enter the day-end settlement amount in Accounts Receivable Cash Receipts Entry.  The method you choose will determine your options for reporting these transactions.

Entering the day-end settlement amount in General Ledger Transaction Journal Entry

Using this method, your record of credit-card deposits will be under the Source Journal you use for these transactions.  Using a unique source-journal will allow you see a concise report of these entries.  Your record of deposits can be viewed via GL Source Journal Maintenance on the GL Setup menu, Source Journal History report on the GL reports menu, Reprint Journals on the GL reports menu, or as a report selection option on the various GL Detail reports.
Using the Accounts Receivable Credit Card Settlement Report, determine the day-end settlement amount.
Select General Ledger Main menu > Transaction Journal Entry.
In the Transaction Journal Entry window, at the Source Journal field, enter a source journal that will be tied to Bank Reconciliation (if you have not done so, you can create a new one on the fly).  At the Entry Number field, enter a number to identify the journal entry.  Click Format.
In the Transaction Journal Format window:  At the Offset Account No. field, select your cash account.
At the Offset field, select Credit.
At the Transaction Type field, select Deposit.
At the Bank Code field, select the appropriate bank code and click OK.
On the Transaction Journal Entry Header tab, enter the posting date and journal comment.
At the Bank Code field, select the appropriate bank code.
On the Lines tab, enter the Doc Refer, Date, and Comment fields.
At the Account No. field, select the Asset account that was entered at the Asset Account field in A/R Payment Type Maintenance (See AR Setup Menu).
Note If the Asset Account field was left blank in the Payment Type Maintenance window, the Customer Deposit account entered in Sales Order Options displays at the Account No. field.
At the Amount field, enter the day-end settlement amount and click Accept.
When the Transaction Journal update is performed, the Asset account is credited with the deposit amount and the money moves from the Asset account to the associated Cash account.  A Deposit entry will appear in the Bank Reconciliation for that bank account.

Entering the day-end settlement amount in Accounts Receivable Cash Receipts Entry

When using Cash Receipts for posting credit-card transactions, your record of credit-card deposits will be included in the Cash Receipts Report on the AR Reports menu (with all other Cash Receipts) or they can be tracked by viewing the GL detail transactions for the Asset Account used.
Using the Accounts Receivable Credit Card Settlement Report, determine the day-end settlement amount.
Select Accounts Receivable Main menu > Cash Receipts Entry.
In the Cash Receipts Deposit window:
Enter the deposit number, bank code, and deposit date.
At the Cash Deposit Amount field, enter the day-end settlement amount and click OK.
In the Cash Receipts Entry window, enter the customer number.
At the Deposit Type field, select Cash.
At the Check No. field, type DEPOSIT.
On the Header tab, at the Amount Received field, enter the day-end settlement amount.
On the Lines tab, at the G/L Account field, select the Asset account that was entered at the Asset Account field in Accounts Receivable Payment Type Maintenance.  Note If the Asset Account field was left blank in the Accounts Receivable Payment Type Maintenance window, the Customer Deposit account entered in Sales Order Options displays at the Asset Account field.
At the Amt Posted field, enter the day-end settlement amount.
When the Cash Receipts Journal update is performed, the Asset account is credited with the deposit amount and the money moves from the Asset account to the associated Cash account.   A Deposit entry will appear in the Bank Reconciliation for that bank account.

When you drop-ship items, Sage Mas90 & Mas200  have features in Purchase Order Entry that help create and process the Purchase Order for the items.   If you haven’t used this feature – check your Purchase Order Setup Options #4 Line-Entry tab setting for Include All Drop Ship Line Items.  That setting will affect how the PO module handles drop-ships made from Sales Orders.  3 settings are available:  Only for PO Vendor, YES, or Prompt

First:  Create the Sales Order – lines you designate as drop-ship on the order will be automatically created for the PO when PO is entered and linked to the sales order.  Then:  Create a new PO, and choose “Drop-Ship” as the type.  A field for Sales Order # will appear.  Enter your Order #. Depending on the selection made at the Include All Drop Ship Line Items field in the Purchase Order Options window, the following occurs:  If Only for PO Vendor was selected at the Include All Drop Ship Line Items field, all drop ship lines from the sales order are added to the purchase order when the purchase order vendor matches one of the vendors entered for those items in Item Vendors Maintenance.  If Yes was selected at the Include All Drop Ship Line Items field, all drop ship lines from the sales order are added to the purchase order whether or not the vendor number exists in Item Vendors Maintenance.
If Prompt was selected at the Include All Drop Ship Line Items field, you are prompted to bring in all drop ship lines from the sales order. Click Yes to bring in all drop ship lines regardless of which vendor was entered on the purchase order. Click No to only bring in the drop ship lines when the item vendor matches the vendor entered on the purchase order.
Complete the data entry process in Purchase Order Entry.  Note the Ship-To address will default to the Sale Order’s Customer Ship-to address. You can then  print this purchase order via Quick-Print or via Purchase Order Printing.
Note:  When the vendor invoice information for a drop-ship order is entered in the Receipt of Invoice Entry window, the receipt is recorded as a confirmation of delivery to the customer, but is not recorded as a receipt of goods into inventory.

Yellowstone Lake was frozen, but I hiked along the North Rim Trail at Yellowstone on Memorial Day and took this picture of the lower falls on the Yellowstone River.   Saw two grizzly bears.  – Lee Graham

Do your Inventory Physical Count Worksheets and Variance Registers print pages of zero-balance items you no longer have? Add an option to Physical Count Worksheet Creation: Include zero-qty items? If this is NOT checked, zero-qty items are excluded when creating/freezing items in Inventory Physical Count, and when printing on the Count Sheets and Variance Register. Saves lots of paper.

Customer Pricing based on Average Cost. Mas 90 / 200 bases pricing on standard costs. If your item costs change frequently, we can change your customer-pricing to work off of average-costs, so pricing and price-breaks reflect the changing costs.

Default PO Ship-to Address code based on the user who enters the PO. This is useful when you have multiple locations to get deliveries from suppliers. Entry mistakes mean goods go to wrong location. We change PO Entry. Example: User AAA PO’s default ship-to address code to 111, user BBB’s PO’s default ship-to address-code to 222. Goods get shipped to your correct location.

Credit-Memos can incorrectly affect sales commissions if the product cost has changed since the original invoice. If this is a problem, we can add an “Original Invoice” field to credit-memos, and then populate the credit-memo with inventory costs from the original invoice – so the salesperson’s commission change reflects the original invoice costs.

Since we are a Sage Mas90 / Mas200 Master Developer, we can make needed changes like those above. Call us at 678-273-4010 ext 4 for more details.

Sage Mas 90 and Mas 200 Error 40 messages can occur when attempting to update Purchase Order receipts, returns, and invoices, or Sales Order invoices and shipping entries if the Unit of Measure Conversion Factor for an item is zero. Here’s how to find and correct those items and Purchase Orders and Sales orders with those items – to prevent resulting Error 40 messages.

Follow these steps when there are NO Purchase Order receipts, invoices, returns or material requisition issue entries, and NO Sales Order invoices or shipping entries in data entry nor stuck in update because of an Error 40.

If an Error 40 is encountered during P/O Daily Receipt Registers/Update or S/O Daily Sales Reports/Updates, call Friendly Systems support to fix the particular data entry line – and possibly also the order line, and item.

To find inventory items with zero-value (0) Unit of Measure Conversion Factors:
Go to Item Maintenance. Click “Lookup” (magnifying glass icon) button to the right of the Item No. field. In the Item List window that appears, click “Custom” button. In the Lookup Customization Wizard window that appears, select “Create new view” from the View drop-down. Enter a Description, such as “U/M Conversion Factor” and press Enter. Click “Next” button, which should now be available. In the “Available Fields” box, scroll down until the “PurchaseUMFactor” and “SalesUMFactor” fields are visible. Highlight one of these two fields. Then click the “Add” (right arrow) button to move the field into the “Selected Columns” box. Add the other field as well. You may also want to highlight each of these two fields in the “Selected Columns” and click the “Move Up” button to move the field higher in the order list. Click “Finish” button to exit the Customization Wizard window.
Back on the Item List window, select the “U/M Conversion Factor” view from the View drop-down. After the view results have populated, click on the “PurchaseUMFactor” or “SalesUMFactor” column headers0 as desired to sort these factors in ascending order to find items with Unit of Measure Conversion Factors of 0. (Note: Clicking the column labels repeatedly will toggle between ascending and descending views.)
Note the items that need to be corrected. Use Item Maintenance to correct those items.
Fixing Purchase Orders for the affected items. While the Open PO By Item Report seems like the logical report to run, if a purchase order contains a line item with zero-value Unit of Measure Conversion Factor, then attempting to run the report will result in an Error 40. Instead select the Open Purchase Order Report. Check All Purchase Order Types.
Click “Preview” button to preview the report. Use the Search (binoculars icon) button to search for and Find multiple instances of the item known to have had a zero-value Unit of Measure Conversion Factor. Note the P.O. numbers with line items that need to be corrected. For purchase orders with these specific items that have not been received or invoiced, delete the line and re-enter. Then go to the Totals tab to verify amounts and Accept. Call Friendly Systems’ support if you need assistance with correcting a line on a Purchase Order that has already been partially received or invoiced.

To find and correct Sales Orders with items that need to be fixed run the Open Orders by Item Report. Check All Sales Order Types. Select the item you are correcting. Click “Preview” to preview the report. Note the sales order numbers with line items that need to be corrected. For sales orders with these specific items that have not been invoiced or shipped, delete the line and re-enter. Then go to the Totals tab to verify amounts and Accept. If a sales order has already been partially invoiced or shipped, it may be necessary to delete the sales order and create a new sales order for the remaining quantities of items to be shipped, using a new sales order number. Call Friendly Systems’ support if you need assistance with correcting a line on an order that has already been invoiced.

Sage North America announced that Sage ERP Accpac was awarded as the Best Accounting Software by Canadian resellers at eChannelNEWS’ Reseller Choice Awards. With over 700 VARs voting, Sage ERP Accpac was selected over Intuit QuickBooks, Microsoft Dynamics Great Plains and others for top honors in the accounting software category. Sage ERP Accpac and Sage ERP Accpac Online are award-winning business management software that help small and midsized businesses in countries around the world manage their accounting, operations, and customer relationships.

eChannelNEWS’ Reseller Choice Awards, now in its fourth year, is among the most comprehensive voting surveys in Canada for resellers. Over 500 vendors were nominated in 80 categories overall. Each reseller voted for their favorite vendor in each of the 80 categories.

“These awards represent the voice of our partner community, so it’s a true honor to receive this,” commented Tom Miller, VP of Channel Management for Sage. “This recognition validates our commitment to not only provide meaningful solutions to the channel but also to help our partners build strong businesses.”

“We’ve done much in Canada to develop our strong presence — as evidenced by our large Canadian-based development center, our ability to leverage our Canadian cultural diversity to deliver Accpac localized for global markets, and the wide availability of accounting courses in the college system. The Reseller Choice Award as Best Accounting Software reaffirms our market strategy, so we are definitely celebrating!”

Do you have Sales Orders with un-fulfilled lines that linger in your system for months? Here are some ways to complete a partially invoiced Sales Order in Sage MAS 90 and 200 where a smaller quantity than the amount ordered has been invoiced or shipped. The Sales Order Open Order report allows you to select only backorders so you can get a list of these orders.
1. Set items to automatically complete if invoiced at a partial or zero quantity:
2. Invoice/ship the remaining quantity left on the line item(s).
3. Delete the sales order.
4. Edit the sales order and invoice it with only a comment line.

1. Set Sales order line items to be considered fulfilled and completed automatically:
Make sure that in Inventory Maintenance for the item, the Options tab is already set with the “Back Orders” checkbox deselected (unchecked). When a sales order line is only partially invoiced or shipped, the line is considered fulfilled/completed and will be deleted from the order in Sales Order Entry. When all the lines of a sales order are considered fulfilled/completed with the partial invoice (or shipping), the sales order will be considered completed and purged from Sales Order Entry.
If Retain Sales Orders/Quote History is selected in Sales Order Options, then in Sales Order/Quote History Inquiry, the order will show with a “Complete” status. Note: The line item in sales order history will show the actual Ordered and total Shipped quantities.

2. Invoice or Ship the remaining quantity left on the line item(s):
This only works if in Inventory Maintenance for the item, the Options tab is set with the “Back Orders” checkbox selected (checked).
Enter an Invoice or Ship a Sales Order referencing the original sales order.
When prompted “Do you want to ship the complete sales order?” select “Yes”. Edit the quantities to be invoiced (or shipped).
To complete the order, make sure to enter the full remaining quantity of each line item still to be invoiced (or shipped).
Print and update the Sales Journal.
When all the lines of a sales order are considered fulfilled/completed with the additional partial invoice (or shipping entry in Shipping Data Entry), then the sales order will be considered completed and purged from Sales Order Entry.
If Retain Sales Orders/Quote History is selected in Sales Order Options, then in Sales Order/Quote History Inquiry, the order will show with a status of “Complete Order”.
Note: The line item in sales order history will show the actual Ordered and total Shipped quantities.
3. Delete the partially invoiced or shipped sales orders. Any previous invoices or shipping entries posted for the sales order will remain posted. Access the order in Sales Order Entry. Click the “Delete” button to remove the order.
If Retain Sales Orders/Quote History is selected in Sales Order Options, and Retain Deleted Orders/Quotes is set to “Yes”, then in Sales Order/Quote History Inquiry, the order will show with a status of “Deleted Order”.
4. Edit the sales order and invoice it with only a comment line. This procedure allows a partially invoiced or shipped sales order to be completed without actual invoicing/shipment of additional quantities. This avoids showing the order as Deleted in Order History.
Access the order in Sales Order Entry. Highlight the line item(s) that are not to be further invoiced or shipped.
Edit the Ordered quantity to equal the Shipped quantity. Accept the order. Create a new invoice referencing the sales order in Invoice Data Entry. Select “Yes” when prompted with “Do you want to ship the complete sales order?” Notice there are no line items on the invoice. Enter a new “/C” comment line with a comment, such as “Order received in full. No more on order to be shipped.”
Print and update the invoice via the Daily Sales Reports/Updates process. As all the lines of the sales order are equal for Ordered and Shipped, the sales order will be considered completed and purged from Sales Order Entry.
If Retain Sales Orders/Quote History is selected in Sales Order Options, then in Sales Order/Quote History Inquiry, the order will show with a status of “Complete”. Note: The line item on the order in sales order history will show the modified Ordered (not the original) quantity along with the actual Shipped quantity.

United Cerebral Palsy of Georgia has been one of our allies for many years. Finance Director Laura Heise told us “Our mission is to positively support and impact the achievement of a life without limits for people with disabilities. We do that primarily by operating group homes and day program where people with varied disabilities can live in the community (rather than in an institution) and interact with others and their community through day programs (outings, projects, etc.) We serve over 250 people each day with these services. Our latest audit shows that nearly 90 cents of every dollar we get is spent on direct program services—which is a large accomplishment for any organization and one we are very proud of—you can be sure your money will be well spent!”

UCP has recently signed on with an organization that lets people turn their spare time into cash for themselves and a charity. OP4G (Opinions For Good) has an interesting business model – you sign up to take surveys periodically, get paid for it, and specify what percentage goes directly to one of the charities on their list. The “offer code” for United Cerebral Palsy is UCPGA1234, or select them from the dropdown list. Download the details…

Filing W2′s via Magnetic Media
Previously, people have filed employees W-2’s via Magnetic Media. Are there any changes?
The Social Security Administration (SSA) will not accept W-2 information from employers on any type of magnetic media. Instead, they require electronic filing of W-2 information. Sage ERP MAS 90 or 200 versions 4.0, 4.05, and 4.10, and Sage ERP MAS 200 for SQL versions 3.73 and 3.74 Magnetic Media module and Sage ERP MAS 90 and 200 versions 4.2, 4.3 and 4.4 Electronic Reporting module will allow you to create a MMREF-1 (EFW2) format file for uploading to the SSA’s website (www.ssa.gov/employer). The MMREF-1 file is formatted to the SSA’s Electronic Filing and Magnetic Media Reporting specifications provided the applicable IRD has been downloaded from Sage and properly installed on your system. File will be created in directory EFW2/”company code” as file name “W2REPORT.TXT”. Please call Friendly Systems support at 678-273-4010 ext 2 if you have questions on this Sage Payroll IRD for your system.

Form W-2 Reporting of cost of employer-sponsored health coverage :
Under the PPACA legislation, W-2 reporting of the value of health insurance sponsored by employers was to have become mandatory for 2011.
However, the IRS has granted interim relief for 2011 reporting. Sage is monitoring the requirements, with additional guidance to be released by the IRS later this year. Although reporting the cost of coverage will be optional with respect to 2011, the IRS continues to stress that the amounts reportable are not taxable. Included in the Affordable Care Act passed by Congress in March, the new reporting requirement is intended to be informational only, and to provide employees with greater transparency into overall health care costs.

Are you getting the most out of your system? Get additional insight on how to use your Sage systems more efficiently, learn how to become more pro-active and discover new solutions through the Sage Webcast Center! Live and pre-recorded webcasts are available to explore system features and add-on modules within Sage Accpac, MAS 90, MAS 200, SageCRM, and more. Have you ever wondered how you might use Paperless Office in MAS 90? Or maybe you wanted to find a better way to manage leads, or look at a module you haven’t used, like Custom Office or Return Merchandise Authorization. Visit www.SageWebcast.com … it’s absolutely free. If you find something of interest and want more detailed information, call Friendly Systems at 678-273-4010 ext 1.