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CTMA has been publishing training manuals for Sage 300 ERP (formerly Sage Accpac) for over 10 years. We provide training manuals that provide complete details to the operation of the applications. The manuals include a detailed Table of Contents and a complete Index. CTMA’s manuals will help you be more productive and save you time. Our training manuals explain how to do the various processes. Suggestions are given by authors on how to proceed or why you may want to choose one option over another. The training manuals came into being many years ago when Robert Hartzheim and Steve Erickson taught training classes on installing Accpac on Pervasive Data Bases. From this beginning we have built a complete library of training manuals which are a must have for professionals and end users alike. The manuals have been refined over the years. Today Robert Hartzheim CPA remains the lead author with several others contributing to the manuals and assisting with editing. We are the only training manual company that the authors are active certified consultants working day in and day out in the software. The content is second to none. The value proposition we feel is what companies are looking for in the ever changing business environment. In this document you will find the table of contents for all of our current manuals and a sample of the Order Entry Module. We welcome any questions or comments you may have.

CTMA Training Materials

for

Sage 300 ERP (formerly Sage Accpac)

Manuals Available Bank Services Canadian Payroll General Ledger Accounts Payable Accounts Receivable Inventory Control Order Entry Portal Product and Job Costing Purchase Order RMA System Manager & Administration Tax Services Us Payroll

Manuals Available In November 2012

Consolidations Financial Reporter Optional Fields

CTMA Sage 300 ERP Order Entry 6.0 2-1

Chapter 2. Routine Functions

Processing Orders To process orders you have to double click on the OE Transactions icon. We want to review how you process orders through the system along with the significance of each field. Sage Accpac ERP has separate forms that are used to enter customer quotes, process orders, ship products, begin PJC Jobs and generate invoices. In this section we will be discussing entering quotes and processing orders. We will be discussing shipping product, generating invoices and starting jobs in the Processing Invoices section later in this class. The Order/Invoice Entry screen contains seven different pages of information: Order, Customer, Taxes, Detail, Optional Fields, Sales Splits and Rates. Along with the different pages of information, this screen has six different buttons listed at the bottom of the screen that provide additional functionality: Post, Delete, Totals, Prepay, Distribute and History. Order

Order No.: The system will automatically enter ***NEW*** into the field. If you accept this default, an order number will automatically be generated for you when the order is posted. The system will use the next number based on the data entered in the Order fields on the Document tab within Options. If you do not want the system to automatically generate the order number for you, you may enter a unique order number into this field but it is not advised. Customer No.: Enter or select from the Finder, the customer number assigned to the customer placing the order. If the customer has not been added to the Accounts Receivable module, you have the following three options:

Add the Customer in A/R: By clicking on the New button you will drill down to the Accounts Receivable Customer screen. You may enter the new customer into the system and close the screen. The new customer number will now be available to enter or select in the Customer No. field. Steps for adding customers in Accounts Receivable are described in the Accounts Receivable training manual.

Note: If a customer is on hold you can take an order but the order will be on hold. The order

cannot be taken off hold until the customer is not on hold.

The system defaults to beginning an order.

You can click the new page button and enter a new customer on the fly.

You can press F9 and see the detail line in a window.


Select the Customer in O/E: Select the customer in the Order Entry module and click the Zoom key (the little blue triangle). This will allow you to edit the billing address.

Pick a Customer Number: The Order Entry system will allow you to add a new order without a valid customer number. If you do this, you must specify a valid tax code. You must enter a valid customer in Accounts Receivable before you can post an invoice.

Template Code: If a default Template Code was defined in the Order Entry option, that code would automatically appear in this field. The default code can be changed at this point. If no default code was entered in the Options, you may enter or select from the Finder a Template Code to be used for this order. If no code is to be used for this order, you may leave this field blank.

PO No.: Enter the customer’s PO number. This field is for reference only. The field can also be used to look up an order. Order Date: Enter the date that the order was taken. The system will default the Sage Accpac ERP session date entered when the program was started. If this order is a Future Order (discussed below) enter the date that you would like the order to become an Active Order. The system displays a calendar that you can activate by clicking the drop down menu. Location: Enter or select from the Finder the default location code of the location from which this order will be shipped. This code will default for each item being ordered and can be changed to a different code if the item is to be shipped from another location. The location can be set in the customer record. Order Type: Enter or select from the Finder the type of order being processed. You can choose from the following list of available types: Quote: A Quote is a potential order to a customer listing items and prices quoted. Quotes

have an expiration date linked to them. A customer can accept the quote and it can be converted to an Active Order without re-entering the items and charges. Active orders are converted by deleting the expiration date and changing the Order Type to one of the other types. If a customer has not accepted the order by the expiration date, then the Day End Processing function (discussed in the Inventory Control class) will delete the quote from the system.

Important Note: The new customer must be entered into the Accounts Receivable module prior to posting any invoices in Accounts Receivable that were generated from this order. The customer number set up in the Accounts Receivable module must match the

number used on the order in Order Entry.

Important Note: If the Template Code is entered or changed after the customer number has been entered, the Template Codes Order and Customer information will appear on those pages of this order. If the customer number is entered after the Template Code is

entered or changed, the customer’s information from Accounts Receivable will appear on the Order and Customer page of this order.


Active: Active Orders are orders that are processed in the normal course of business. Most orders will fall in to this type. Standing: Standing Orders are orders that are placed regularly over a period of time. The orders can be for the same customer or a different customer. A Standing Order is like an order template that can be copied into any other Order Type over and over again. This type of order can save data entry time for frequently placed orders containing numerous items and charges.

Future: Future Orders are orders that are placed now for a future date. The Day End

Processing function will convert the order to an Active Order on the order date. Day End processing function was discussed in the Inventory Control training manual.

From Multiple Quotes: Either click the zoom button or click the option. In the window that opens you can select the quotes you want to select. Job Related: Select the Job Related option if this order applies to a project that you are managing. When you select this option different fields will appear in the detail container. We’ll go through creating an order for PJC shortly. Ship-To Location: Enter the ship-to location. If you set up a primary ship-to location in AR, the information appears as the default. You can click the New button to make a new one or the Zoom button to change information one time on the ship to. Expected Ship Date: Enter the date on which you expect to ship the order. The default date is the order date. You can enter a different date for each line in the detail. Calculate Tax: This option is checked by default. The system calculates sales tax. Tax will be calculated providing that the customer is taxable and the item sold is taxable. On Hold: Check this box if the order is to be put on hold. Orders on hold can be posted to the system, but items on hold cannot be shipped and invoices cannot be generated. If an order is entered for a customer that has been placed on hold in the Accounts Receivable module, then this box will automatically be checked. If the customer is on hold, then the status must be changed in Accounts Receivable in order to finish processing this order. Description: Enter an option order description, up to 60 characters. Information entered into this field will be transferred to the Accounts Receivable module in the Invoice Description field. If a Template Code was used, the Description listed in the code will default into this field. Information entered in this field can be listed on most reports and forms. Reference: Enter an optional order reference, up to 22 characters. Information entered into this field will be transferred to the Accounts Receivable module in the Invoice Reference field. If a Template Code was used, the Reference listed in the code will default into this field. Information entered into this field can be listed on most reports and forms.


Press F9 and the view will change. The data is the same—instead of going across on a single line, it is displayed on one screen.

Line No.: The system will automatically number the detail lines as they are entered on an order. This number cannot be changed. However, you may insert a line anywhere within the order. When you insert a line the system will renumber the details listed below the point of insertion. Type: Identify what will be ordered on this detail line by accepting the default item for an Inventory Item or select miscellaneous for Miscellaneous Charge. Item No.: If the detail line type was Item, enter or select from the Finder the inventory item number being ordered. These item numbers must already be defined in the Inventory Control module. Misc. Charge: If the detail type was Miscellaneous, enter or select from the Finder the miscellaneous charge code to be charged to this order. Miscellaneous Charges must be defined within Order Entry before they can be entered on an order. Description: The program will enter the description assigned to the Item Number or Miscellaneous Charges entered in one of the two previous fields. You can override the description for this order by typing over the system-generated description. Price List: Accept the default price list code entered from the Customer page of this order, enter a different price list code or select one from the Finder. The price list code determines the sales price of the item being ordered. This field will be blank if the type was Miscellaneous.

Location: Accept the default location code entered from the Order page, enter a different location code or select one from the Finder. The location code will determine which inventory location will ship the item being ordered and what cost value will be assigned to this sale. To determine what quantities are on hand at the different locations click on the Finder. This field will be blank if the type was Miscellaneous. Exp. Ship Date: Accept the default expected ship date entered from the Customer page of this order or enter the date you expect to ship the item being ordered. This field will be blank if the type was Miscellaneous. Qty. Ordered: Enter the number of items you are ordering for this detail line. The number should correspond with the unit of measure entered into the next field (i.e.; 12-Each or 1-Doz). This field will be blank if the type was Miscellaneous. Order UOM: Accept the default entered from the price list, enter a different unit of measure or select a unit of measure from the Finder. Make sure it corresponds with the quantity being ordered for this detail line. This field will be blank if the type was Miscellaneous.

Order Weight UOM: If the item is not priced by weight, the system will display the item weight unit from the item record. If the item is priced by weight and it has base price for multiple UOMs the system will display the default unit of measure in the pricing weight.


Price By: The system will display whether the price of the item is based on weight or on quantity (pricing by weight is only available in ERP 500 only).

Pricing UOM: The system will display the Pricing Unit of Measure defined in the Price List Code previously selected. If the item is not listed on the price list the system will display a warning and will use the item’s stocking unit of measure. This field will be blank if the type was Miscellaneous. Unit Price: Accept the default unit price, select a different price from the Finder or override the price by entering an amount. This price will be in the Pricing UOM and the system will convert it on Order confirmations and Invoices to the Order UOM. No unit price will be displayed if the item is not defined on the price list selected.

Price Approval: Price checks are set up in Inventory Control Price Lists for particular items, price lists and user ID’s. Qty. Shipped: The system will default a zero into this field. If you are only entering the order and will be shipping it at a different time, leave the zero in this field. If the Order Type is Active, you can enter the quantity shipped or to be shipped for this detail line. This field will be blank if the type was Miscellaneous. Qty. B/O: Accept the default or enter the quantity that is backordered. If you have the Calculate Backorder Quantities option turned on in the Options Object, the system will calculate the difference between the quantity ordered and quantity shipped. To cancel a quantity ordered and track it as a lost sale, manually change the Qty. B/O to zero and post the order. This field will be blank if the type was Miscellaneous. Unit Weight: The weight of the single item for the detail line. You can extend the weight to get the extended total. Extended Weight-: XXX represents the weight unit of measure you defined in the Inventory Control Options object. On an order this field will contain zeros. As you ship items, the system will calculate the weight based on the unit weight entered in the item record and the quantity shipped. The total weight will display on the Totals page when a shipment is invoiced. This field will contain zeros if nothing on the line is being shipped and if the type was Miscellaneous. Ext. Price: Accept the default extended price or enter a new extended price. The system will calculate the extended price based on the information entered for the detail line and the price list. If the type is Miscellaneous, this field will display the default amount defined in the Miscellaneous Charge code. For either type you can override the defaulted extended price by entering a new amount. The system will not recalculate the unit price when the extended price of Item Type are overridden and an asterisk will be displayed on the Zoom View and Invoice List. Discount %: You can specify a separate discount percentage by a line item.

Discount Amount: You can specify a separate discount amount by a line item.

Discount Extended: The system displays the amount for the detail after the discount is calculated.


Category: Accept the default category entered from the item master, enter a different category or select one from the Finder. The category will control which revenue and cost accounts the sales of this item will be posted to and it will determine how commissions are calculated. This field will be blank if the type was Miscellaneous. Unit Cost: Enter the unit cost of the item being ordered only if the item is set up with the User Defined Costing Method. If the items uses one of the other costing methods or the type was Miscellaneous, this field should be blank. Costing UOM: Enter the Costing Unit of Measure of the item being ordered only if the item is set up with the User Defined Costing Method. If the item uses one of the other costing methods or the type was Miscellaneous, this field should be blank. Serial Nos.: Accept or enter Yes in this box to activate the zoom button. Click on the zoom button to enter an unlimited number of serial numbers for the item being ordered. Each serial number can be up to 15 characters.

Comments/Instr.: Accept or enter Yes in this box to activate the Zoom button. Click on the zoom button to enter comments and/or instructions for the item ordered. Comments are usually used for additional information on a document sent to the customer (i.e. Order Confirmations or Invoices) and instructions are usually put on internal documents (i.e. Picking Slips). Ship Via: You can change the shipping method by line item. The description follows. Tracking No.: Order Entry lets you enter a separate tracking number Orig. Order: The system will display the original quantity ordered at the time that the first invoice was produced. If the quantity is changed after the first invoice, the value here won’t change. Shipped To Date: The quantity shipped and drill down into the shipping document or invoice. Shipped To Date: This field will display the number of items for this detail that have shipped. Completed: This field will display whether the detail line has been completed. The system will automatically change this field to Yes when the quantity ordered equals the quantity shipped. You can change this field to Yes when you do not intend to ship the remaining outstanding quantities. The field will be changed to Yes if the Backorder quantity is set to zero and an invoice is posted for this order. Once a line item is posted as Completed you will not be able to make any modifications to that line of the order. Manufacturers Item Number: If you have set up manufacturer’s item numbers in inventory control. You can use the manufacturer item to enter transactions instead of your item number. Customer Item Number: If you have set up customer item numbers you can use customer item numbers to look up items. The system will replace the customer number with the inventory number. Non-Stock Clr Acct.: The system will display the non-stock clearing account. You can change the account if you have access to do so.


Customer

Tracking No.: Order Entry lets you enter a separate tracking number. If you use MJD shipping link this will fill in automatically.

FOB Point: Enter the point at which the ownership of the items transfer from your company to the customer. The FOB Point determines who would be responsible for the items if they were damaged before or after they reached this point. If a Template Code was used, the FOB Point listed in the Template Code will default into this field.

Territory: Accept the default from the Customer Master or enter the Territory code to be used for this order. You can type over the code and use a different ship to or use the look up function.

Customer Type: Accept the default, enter or select from the Finder the Customer Type to be used for this order. The Customer Type will default from the Customers Master within Accounts Receivable or from the Template Code entered on the Order page, whichever was entered last. The following options are available: Base, A, B, C, D or E. When entering items on an order, the item price will default based on the customer type entered into this field. Customers with a Base Customer Type will be charged the lowest price between the Base Price and the Sales Price for an item defined in the Inventory Item Price List. Customers with a Customer Type of A through E will be charged the lowest price between the Base Price, the Sales Price or the discount or markup value of the base price for the respective level defined in the Inventory Item Price List.

Price List: Accept the default, enter or select from the Finder the Price List Code to be used as a default for all items being ordered. Tax Group: Accept the default, enter or select from the Finder the Tax Group Code to be used for this order. The default will come from either the Customer’s Master, the Template Code or the Ship-to Location.

Customer Account Set: You can select a different accounts set. This change will change the distribution of GL Accounts for Inventory and Costs.

Terms: Accept the default, enter or select from the Finder the Terms Code to be used for this order. The code will default from the Customers Master within Accounts Receivable or from the Template Code entered on the Order page, whichever was entered last.

Important Note: You can change the price list and/or the

customer type.

Make sure the correct Terms code is entered to issue, so that proper terms

are invoiced to the customer.


Taxes

Calculate Tax: Order Entry lets you specify on individual orders and invoices whether to calculate taxes. You may enter the taxes manually. Tax Authority: This column specifies the tax authorities that are assigned to the tax group. Tax Authority Description: The description is displayed Customer Tax Class: The system displays the tax class, which you can change. This field is used to determine if an item is taxable. Customer Tax Description: The description of the class is displayed you cannot change it. Tax Base: If you selected the option Calculate Tax, the program displays the total amount of the order or invoice. Any invoice or early payment discounts are not deducted from this total. If you are entering taxes manually, enter the total order or invoice amount in this field. Tax Amount: The system displays the amount of tax due for each authority is displayed. If you are entering taxes manually, enter the total tax amount you calculated for each tax authority. You should check the amounts you enter to see that they agree with the sum of the tax amounts for the details for each tax authority.

Please Note:

If you wanted to turn off the calculation you would use the finder to select

non- taxable in the Customer Tax Class and select Class 2 non-taxable and then

click Calc. Taxes.


Optional Fields

Optional Field: This field description you defined for each optional field specified in the Option object will be displayed. The fields that are set up in Common Services and assigned in Order Entry will be displayed. Description: Enter a description of the optional code. If the optional code was linked to an optional table, the description defined in the table will automatically be displayed. Value Set: The value set column shows whether a blank optional field currently has a value. You cannot tell by looking at it whether the field has a default which is blank, or no value at all. Value: Enter the value or data or select the code to be used for the optional field on this order. You may select the code from the Finder if the field was linked to an optional table. If the field was linked to an optional table a valid code is required to save the order.

Optional fields can flow between modules.

History

Selecting History: If you want to view what a client has purchased select the year and period range. Select customer or item, enter or select the customer number and click the Go button. You can drill down to the invoice, shipment, and order. See page 46 for details.

If you are using optional tables such as the warranty field at the right then you

must make an entry in the field.

These tables are set up in Common Services. You should see the System

Manager training course for information.

These fields will only display if you have the optional fields module.

You can do a search by customer for a range of periods.

The invoices will be displayed. You can drill one level lower to see the

detail of the invoice.


Sales Split

The defaulted sales splits can be changed during Order Entry. Salesperson No.: Accept the defaulted Salesperson Number, enter a new number or select a number from the Finder. Salesperson Numbers are defined in Accounts Receivable as one of the setup functions. Salesperson Name: The salesperson’s name that was defined in Accounts Receivable when the salespeople were setup will display in this field. Percent Split: Accept the default percentage that was defined in the Customers master file or en-ter a percentage. Remember that the total for all salespeople must equal 100%. Order Totals

Order Totals: The Order Totals screen let you check the totals that Order Entry calculated. The system displays the number of detail lines, the order subtotal, tax information and prepayments.

Comment: Enter an optional comment, up to 250 characters. If a Template Code was used, the comment listed on the code will default into this field. Information entered into this field can be listed on most reports and forms.

Every order can be allocated between one to five different sales

people, all having a percentage of the sales. The percentage allocated must

equal 100%. For orders being placed for existing customers, the sales split

information will default to the information defined in the

Enter the number of labels that you wish to print.

You can also change the actual ship date.

You can edit the Tax or Terms.

information.


Net of Detail Discount: This field displays the total amount of all items and miscellaneous charges on this order. It will be a total of the previous two fields. This is a display field only. Less Order Discount: Enter the percentage or amount discount for the order. The system will calculate either a percentage or use an amount. Net Amount: The program displays the total amount of all items and miscellaneous charges on the order or invoice, plus tax amounts that are not included in item prices or miscellaneous charge amounts. Plus Excluded Tax: The program displays the total amount of taxes calculated on the items and miscellaneous charges being ordered or invoiced. Total: The system displays the total amount. Less Prepayment: The program displays the amount of a prepayment that has been entered for this invoice. To apply a prepayment to a specific invoice, enter the prepayment with the invoice. Prepayments made to the order are applied to invoices when they are posted in Accounts Receiv-able (matching by order number). Less Terms Discounts Available: If you are using terms such as 2 10 net 30 the system will dis-play the discount available if paid on time. Outstanding Order Amount: The system displays the remaining amount to be invoiced. Item Subtotal: This field displays the subtotal of all the Item type detail lines from the Detail page of the order. This subtotal will include any tax that is included in the price of an item. This is a display field only. Misc. Charges Total: This field displays the subtotal of all the miscellaneous type detail line from the Detail Page of the order. This total will include any tax that is included in the miscellaneous charge amount. This is a display field only. Discount Miscellaneous Charges: Check the radio button if the discount can be applied to miscellaneous charges.

Included Tax: This is the amount of tax included in the price of the item or miscellaneous charge entered on the Detail page of the order.

Total Tax: The total amount of tax including taxes included in the price. Number of Labels: This field refers to the number of shipping labels you would like the system to print for this order. The system will default to one label on each order but you can change this any time prior to completing the order. Printing the label is done through the Shipping Labels object within the Forms object. Number Of Lines: The system displays the number of lines. →Click the Order tab or press ALT M. Click the Prepayment button to record a prepayment.


Prepayment

Description: Enter a description that will display on the batch screen.

Batch Date: The batch date will default to the log on date but can be changed. The date controls the period that transaction posts to.

Bank Code: Enter or select the bank that you are going to post to.

Payment Code: Enter the type of receipt that you are entering.

Receipt Number: Enter the receipt number or perhaps check number.

Check/Receipts Date: Enter the receipt date.

Receipt Amount: Enter the amount of the receipt. The prepayment amount will show on the document.

Receipt Date: You can change the date by typing a different date in the field or accept the date displayed. Click Add when done. Click close and you will return to the order.

Rate Date: This date is used to select the exchange rate. You can change it to a different date. Rate: The system displays the rate currently in effect. You can change the rate.

Note: You can start a new batch or add to a current batch.

If the date is correct for the receipt leave

it. The system will use this date for processing.

Click Add when you’ve entered all

the fields.

Please Note: The form will only appear if you use multiple currencies.

Rate Type: The program displays the exchange rate currently in effect between the

tax reporting currency and your functional currency. You can change the


Order Buttons

Item/Tax: Click the Item/Tax tab to bring up the tax detail to make changes. Components: Click this button to view the components that make up a kit or a BOM. This button will be grayed out when you are highlighting a single item. You have to first select the kit or BOM number before it becomes active. Ship All: This button is only available after an order has been posted in the system. When you click on this button, it will ship all unshipped quantities for all items on this order. You can go to the Detail page of the order and modify the quantity shipped field for any items that you will not be shipping all the unshipped quantities. This button is designed to speed up data entry. If you have an order with 100 lines of detail and you are shipping everything except line 74, click on the Ship All button and then modify line 74. This would be faster then entering the quantity to ship on 99 different lines.

Some of the buttons at the bottom are available as soon as a customer is entered, some are available when you are at a certain screen and some are available when a certain task is completed. If a button is not available it will be either dimmed or a space will appear in its place. Post: The Post button is available as soon as you enter a customer in for an order. However, the system will not let you post an order until all the required fields have been entered. When you have finished entering or modifying an order you must post it into the system. To post the order click on the Post button. Delete: The delete button is available when an order has been posted to the system but it has not had any shipments or invoices posted against the order. To delete an order from the system, click on the Delete button. Clicking on the Delete button will permanently remove the order from the system. To delete a line item on the Detail page, highlight the line and press the delete key on your keyboard. History: If the Sales History option was turned on within the Order Entry Options object, this button is available as soon as you enter a customer into an order. Clicking on this button will allow you to drill down into the Order Entry History function. In this function you will be allowed to view historical information on the customer or on an item. Customer History will allow you to view all order information not purged from the system for a specific customer. This system will default to the customer entered on the order but you could change to any customer in the system. You are also allowed to view information on a specific item. Item history will list all customers that have purchased that item and have not been purged from the system.


Prepay...: This button is available as soon as you enter a customer into an order. Clicking on this button will bring up a screen to enter any prepayments (deposits) made by the customer on this order. Prepayments and invoices for an order will be matched up when both transactions are posted in the Accounts Receivable module. Close: Close button is available at all times. Clicking on this button will back you out of the Order/Invoice screen and back to the main desktop for Order Entry. Prepayments: This button brings up the Order Entry Prepayments screen. The system displays the customer number and the document total. Any amount can de paid as a prepayment. The amount could be a down payment or the entire amount depending on the situation. Navigation: You should be aware that there are several ways to navigate around the system. You can click the tabs or hold down the ALT key and touch the underlined letter on the tab you wish to navigate to. For example, when you are on the Order tab in the detail box and press ALT O, you will go to the Order Total tab. Screens can be customized to remove buttons or fields from the screens for selected users.

Click Post

→In order to update your quantity on hand and your most recent cost, you must do Day End Processing in the Inventory Control Module at least once a day at the end of the day. This process may be done more often if need be for the current information.

If you click post and have checked invoice button and entered the shipped quantity you will see…

If you click post you can the print the sales order. The sales order can be called up and

changed it.

If you have selected to invoice the system will generate the invoice. You can also select to print

the picking slip.

If you have a prepayment you can also opt to print a prepayment receipt.


O/E Sales History

We will change customers to display history for year 2010 period 1 to 10. We have selected by customer number. If we select to item number then we will change the select by to Item Number. Then click the blue Go button. On this next screen we have changed the selection to item and selected item A1-103-0.

Go back to customer and click the first sales entry twice. You can also click the Detail button and the Sales History Detail screen will come up. Before we go on to the Sales History detail screen you can click file in the upper left hand corner and print and the system will take you to the O/E Sales History Report. Remember you have to select the periods you want and the customer and item info as this information does not carry forward.

When we change the selection parameters the data retrieved

changes substantially.

Notice what happens if we change the selection back to

customer. Don’t forget to click the blue Go button.


Sales History Detail We can scroll across the line and see additional data about the invoice. We can also click the Document button and bring up the sales order, shipment or invoice. Click Document.

The system opens the invoice that we double clicked.

Notice the drill for shipments.

If we click the drill the screen above will display.

If we click the drill again we will go back to the original sales order. The order entry inquiry gives you some very good inquiry tools to look at you data from different viewpoints. You can reprint any of these documents or the detail reports that support them at any time.


Quotes, Future Orders and Standing Orders

Future Order: As we previously stated, a future order is entered to take place at a later date. When we get to the future date the system will process the order during day end on that date; it will become an active order. The rest of the functions will be the same.

Standing Order: A standing order serves as an order starting point. When an order will be re-peated the system leaves the standing order out there when you use it. You call up the order and change the Order Type to Active, then the system copies the data to a new active order. The Standing Order remains for use at a later date. If you need to create a Future Order, Standing Order or a Quote from an active order you can use the copy orders function. We will discuss this shortly.

Order Types: Future

Standing Quote Active

Templates may be used to allow

for different situations.

A Standing Order may remain on file for an indefinite period of

time.

The order can be altered after it is made active.


Quote

A quote is a potential order to a customer. This means it is a possibility. Quotes all have an expiration date. You make it into an active order by changing the type and therefore deleting the expiration date. When you create a quote it has an expiration date that defaults from the Order Entry Setup parameters. You can change the date if you wish to. Quotes can use separate or different templates to put in certain data. The template will override the customer options. If the quote has not been accepted by the expiration date, day end processing will delete the quote. Any of the options or fields can be changed up to the point that the document is invoiced. You can add additional items and or miscellaneous charges. Prepayments cannot be applied to a quote. The document must first become an active order before you can apply a prepayment.

You can enter as many miscellaneous charges as you need to. They will print in the order that you

enter them.

You could have a special handling charge, a packing charge and a priority service charge all on


Miscellaneous Charges

You can press the F9 key to zoom, as we will do on the next screen.

These same fields would be available by going across the line in the container on the previous screen. Either method works. Click close when finished.

Note: Order Entry alone does not track serial numbers. The serial

numbers are printed on the Inventory Control Serial Number Report.

To fully track Serial Numbers, you need the Options Product Serial

Number Tracking.

If you click the comment field radio button the comment field will come

up. You can select comment or instruction. Comments print on

orders and instructions print on invoices.


Serial Numbers

The item must be set up as a serial number item. Click the radio button for serial numbers. You enter the serial numbers on this screen which comes up. The system does not validate serial numbers. You must have Accpac’s Serial Lot Tracking system to fully track serial numbers.

When you are finished click Close.

Please Note:

Order Entry/Inventory Control alone does not

support full serial number tracking.

The standard system will

print the serial number on

You can enter multiple serial numbers and they will record in the window at the left.

They will print on the standard Order

Entry Invoice.


O/E Shipment Entry Click on Shipment Entry.

Use the shipment entry to post shipments for existing orders or without entering orders first. In this case do not enter an order number. You can add miscellaneous charges to existing orders, you can create invoices for posted shipments. You can edit a shipment until it is entirely or fully shipped. Before you begin using shipments you should verify the prefix and next number. If you wish to create an invoice you should click the invoice radio button. You can add miscellaneous charges to an existing order. If you want to add items you will have to do another shipment without an order number. The system will then allow you to add items to the new shipment. You can see the quantities available below the container. Specify the shipping labels you want to print. If you are shipping an existing order you can click the ship all button and the system will ship the entire order. You can change: Payment Terms Tax Information Currency Rates Edit Sales Splits Print Invoices Ship An Order Bill to Address Ship to Address

Please Note: If you forget to check the invoice button on the

order screen and enter the quantity shipped you will need to come here and call up the order and ship it and

invoice it.

If you put in the quantity shipped but not check the Invoice button then you go to the Invoice screen.


O/E Invoice Entry Click on Invoice Entry in OE Transactions.

This screen is used to enter and post invoices. You can also add a prepayment to the invoice. You can add serial numbers or lots. You should check the Bill-To-Address and Ship-To-Address and Items Taxes. Select the shipment you wish to invoice. You can select by shipment number or by customer. Using the finder you will see the possible shipments to be invoiced. You can add additional miscellaneous charges but not additional items. You can change: Payment Terms Tax Information Currency Rates Edit Sales Splits Print Invoices Ship An Order Bill to Address Ship to Address You can drill back to the sales order if you need information about the order. You cannot add additional items.

Please Note: If you create your invoices on the Order screen or on the Shipment

screen you will not need to use this screen.

You would typically select by

customer and shipment.


Credit Notes and Debit Notes Click on the Debit/Credit Note icon.

The Return/Credit Note Entry notebook is used to credit a customer’s account for any price adjustments, returned merchandise, price reductions, damaged items or to correct an error. In order to make a credit note you need to know what invoice needs to be adjusted. You need to determine if items will be returned to inventory. If you post a credit note against a non-existent invoice then the average cost will be displayed. You can edit the cost before posting. When we discussed setting up we briefly looked at assigning numbers. You can change the prefix and number sequences in the options notebook. Day end processing in Inventory Control is run to update the costing information and return goods to inventory. If the Credit Note is processed before Day End is run you may not update costs and or inventory for the correct amount. If you enter a credit note for an existing invoice then the details of the invoice are displayed. A credit note is not an all or nothing arrangement. For example, if a customer returned one damaged item the rest would stay as they were originally invoiced. You would enter 0 returned for the items with no returns. Debit notes are used to make price adjustments and charge the customer for additional merchandise sent to the customer. To begin click the Credit Type and select returned to inventory, damaged item or price adjustment. If it is a damaged item it will be written off, if it is returned to stock it will increase inventory and if it is a price adjustment it will not affect inventory only affect accounts receivable. Use the debit note to increase price or quantity adjustments. Next we will click on the Customer tab.

Items Returned to Inventory (default): If you select this type,

enter the number of units returned to inventory in the quantity field.

Damaged Item: Damaged items do

not affect inventory but do affect item sales.

Price Adjustment: Does not

affect inventory. The adjustment affects the item sales amount.


O/E Customer

The system brings up information that was entered. Normally you don’t have to change anything on this screen. Then we go to the detail screen and select the line to be credited.

You can change other fields that apply to customer, taxes, and total. Order Entry reverses sales and crediting the receivables account. Order Entry allows you to print the credit or debit note. When you post you will get a confirmation that the credit note posted.

Most of the time you do not have to make any changes on

the Customer screen.

You see the amount of the credit that will be issued.

The system will print a document

for you.

Check your totals. You could also click on the Tax Edit button and

edit the tax information. When they are verified click close and you can print the credit note and

then post it.


Confirmation of Posting

When you are done posting, the above screen comes up. At this time you can print the credit note if you want. When you’re finished you can print the posting journal for your credit note.

Printing Order Entry Forms

The standard forms print using Crystal forms. These forms can be modified. In the Enterprise version the forms are stored in a customization directory. We recommend using Print Boss to make professional looking documents. At the end of the man-ual we have displayed a number of documents.

There are six different forms you can print. You can print Order Confirmations, Quotes, Picking Slips, Shipping Labels, Invoices or Credit/Debit Notes. You can print the forms to preview, printer or email.

If you print to an email as a printer, the system will prompt you for an email address. On the next page we will print the documents to a printer and then we’ll walk through emailing a form.

We will use the order for our example.

→Samples of the Order and Picking slips are found in the back of the manual.

You set up different email specs. You can have as many different

email messages.

You select replacement symbols for the email templates.


Printing Order Confirmations An Order Confirmation can be printed for any uncompleted order in the system. The confirma-tion report will include those items that have not been shipped. The system will automatically ask you if you would like to print an Order Confirmation as soon as you post an order. You can select No if you would like to print it at a later time. You can print the Order Confirmation at any time. To print the order later you go to O/E Forms and then select Order Confirmations.

From Order/To Order Number: Enter the range of orders that you want to print. Include Confirmations Already Printed: If you have previously printed the confirmation and you want to print another copy click the box. Require Shipping Labels: If you have printed the shipping labels that you need then do not click the box. Use Custom Form: Use the custom form only if you are using a form that does not use the re-port options on this form. Print Kit Component Items: Print Kit Component Items to print of the components in kit as-semblies on the order confirmation.

Print Bills of Material Component Item: Select this option to print all of the components in assemblies that are manufactured from bills of material on the order confirmation.

Print On Hold Orders: Select to print on hold orders. You can select save settings to keep the settings. On the next page we will email the report.

Select Custom Form if you have a special order form and do not want to use the report

selection criteria.

You can print shipping labels.

You can select Print Kit and select Print Bills of Material Items to print on the order

confirmation or invoices.

Please Note: You can reprint picking slips.

CTMA - Sage 300 ERP Accounts Payable 6.0 1 - 7

Accounts Payable 6.0

Table of Contents Chapter 1. Starting the Program

System Overview .................................................................................................................. 1-1 Enhancements ....................................................................................................................... 1-2 Introduction ........................................................................................................................... 1-3 Integrating Accounts Payable Control with Other Applications ................................. 1-4 Overview of AP .................................................................................................................... 1-6 Let’s Start ............................................................................................................................... 1-7 Icon Overview ....................................................................................................................... 1-8

Online Help ...................................................................................................................................... 1-10 Security .............................................................................................................................................. 1-10

Setup Maintenance ............................................................................................................. 1-10 Control Payment ................................................................................................................ 1-10 Vendor Maintenance .......................................................................................................... 1-10 Invoice Batch Inquiry ........................................................................................................ 1-10 Invoice Batch Entry ........................................................................................................... 1-10 Invoice Batch Posting ........................................................................................................ 1-10 Payment Batch Inquiry ...................................................................................................... 1-10 Payment Batch Entry ......................................................................................................... 1-11 Payment Batch Posting ...................................................................................................... 1-11 Adjustment Batch Inquiry, Payment Batch Inquiry ..................................................... 1-11 Adjustment Batch Entry, Payment Batch Entry ........................................................... 1-11 Adjustment Batch Posting ................................................................................................ 1-11 Vendor Analysis .................................................................................................................. 1-11 Clear History/Records/Statistics ..................................................................................... 1-11 Period End Maintenance ................................................................................................... 1-11 Year-End Maintenance ...................................................................................................... 1-11 Import Processing .............................................................................................................. 1-11 Export Processing .............................................................................................................. 1-11 Transaction History Inquiry ............................................................................................. 1-11 Common Inquiry ................................................................................................................ 1-11



Chapter 2. Daily Functions: Accounts Payable Transactions .......................................................................................... 2-1 Invoicing ................................................................................................................................. 2-2

Entering Invoices ................................................................................................... 2-3 Optional Fields ........................................................................................................ 2-6 Rate Screen .............................................................................................................. 2-7 Print Checks ............................................................................................................ 2-9 Totals Screen ......................................................................................................... 2-11 Debit and Credit Notes ....................................................................................... 2-11 Printing a Batch Listing ....................................................................................... 2-13

Recurring Invoices .............................................................................................................. 2-14 Distribution ........................................................................................................... 2-15 Tax/Totals ............................................................................................................. 2-16 Multiple Payment Schedules ............................................................................... 2-17

Terms Codes ........................................................................................................................ 2-20 Entering An Invoice With a Payment Schedule ............................................................ 2-21 Processing and Posting Invoices ...................................................................................... 2-22 Adjustments ......................................................................................................................... 2-23 Processing Checks .............................................................................................................. 2-25

Create Payment Batch ......................................................................................... 2-25 Selection Criteria Tab .......................................................................................... 2-26 Exclusion Tab ....................................................................................................... 2-26

Control Payments ............................................................................................................... 2-28 Payment Batch List ............................................................................................................. 2-29 Printing Checks ................................................................................................................... 2-30 Printing Batches .................................................................................................................. 2-31 Reversing Checks ................................................................................................................ 2-32 Transaction Flow ................................................................................................................ 2-34

Chapter 3. Setup and Control of the System Company Options ................................................................................................................ 3-1 Processing Options .............................................................................................................. 3-1 Accumulate Statistics ............................................................................................................ 3-2 Transactions ........................................................................................................................... 3-3 Numbering ............................................................................................................................. 3-5 Retainage ................................................................................................................................ 3-6 Account Sets .......................................................................................................................... 3-7 1099 Codes ............................................................................................................................. 3-9 Distribution Codes ............................................................................................................. 3-10 Distribution Sets ................................................................................................................. 3-11

Terms Codes ...................................................................................................................... 3-14



Payment Codes .................................................................................................................... 3-16 A/P-G/L Integration ......................................................................................................... 3-17 A/P Selection Codes .......................................................................................................... 3-19 Optional Fields .................................................................................................................... 3-21

Chapter 4. Vendors

Vendor Groups ..................................................................................................................... 4-1 Invoicing Tab ........................................................................................................... 4-2 Optional Fields ......................................................................................................... 4-3 Statistics ..................................................................................................................... 4-3

Vendor Address .................................................................................................................... 4-4 Processing Tab ...................................................................................................................... 4-5 Invoicing Tab ........................................................................................................................ 4-6 Optional Fields ...................................................................................................................... 4-7 Statistics .................................................................................................................................. 4-7 Vendor Activity ..................................................................................................................... 4-8 Comments .............................................................................................................................. 4-9 A/P Vendor Report ........................................................................................................... 4-10 Vendor Number Change ................................................................................................... 4-11

Combine a Vendor into Another ........................................................................ 4-11 Copy Vendor Option ............................................................................................ 4-11 Change by Example ............................................................................................... 4-12

Remit-to Locations ............................................................................................................. 4-13 Importing and Exporting .................................................................................................. 4-14

Import ..................................................................................................................... 4-15 Spreadsheet ............................................................................................................ 4-16 Spreadsheet Importing ......................................................................................... 4-17

Revaluation .......................................................................................................................... 4-19 Chapter 5. Year End

Year End Processing ............................................................................................................ 5-1 Periodic Processing .................................................................................................. 5-1 Clearing History ....................................................................................................... 5-2 Create Recurring Payable Batch ............................................................................ 5-3 Deleting Inactive Records ...................................................................................... 5-3 Clear Statistics ........................................................................................................... 5-4

Miscellaneous Income ......................................................................................................... 5-5 Create Retainage Batch ........................................................................................................ 5-6 Credit Card Processing ........................................................................................................ 5-8



Chapter 6. Wrap it Up Changes In Account Payable .............................................................................................. 6-1 Changes In Account Payable .............................................................................................. 6-2 Tutorial ................................................................................................................................... 6-3

Setup .......................................................................................................................... 6-3 Account Sets ............................................................................................................. 6-4 Distribution Codes .................................................................................................. 6-5 Distribution Sets ...................................................................................................... 6-5 Terms ......................................................................................................................... 6-6 Enter Payments ........................................................................................................ 6-6 Vendors ..................................................................................................................... 6-7 Processing ................................................................................................................. 6-8 Entering Invoices ..................................................................................................... 6-9 Prepayment ............................................................................................................. 6-10 Printing and Posting Invoice Batches ................................................................ 6-12 Posting Journal ....................................................................................................... 6-13 Payments ................................................................................................................. 6-13 Print a Check .......................................................................................................... 6-14 System Check Run ................................................................................................. 6-15 Miscellaneous Payments ....................................................................................... 6-15 Print an Open Payables Report ........................................................................... 6-15

Sage Accpac Version Differences .................................................................................... 6-16 Sources of Information ..................................................................................................... 6-17 Contact Us ........................................................................................................................... 6-18 Course Review ..................................................................................................................... 6-20 Index ..................................................................................................................................... 6-21 Reports ................................................................................................................................. 6-23


CTMA - Sage 300 ERP Accounts Receivable 6.0 Intro

Table of Contents Introduction Enhancements ............................................................................................................................. Intro Table of Contents ........................................................................................................................ Intro

Chapter 1. Getting Started Overview ............................................................................................................................................. 1-1 Integrating with Other Apps ........................................................................................................... 1-2 Assumptions ....................................................................................................................................... 1-3 Let’s Start ............................................................................................................................................ 1-4 Icon Overview ................................................................................................................................... 1-5 A/R Transactions .............................................................................................................................. 1-6 Review Questions .............................................................................................................................. 1-7

Chapter 2. Routine Functions Entering Invoices .............................................................................................................................. 2-1

Taxes Tab ................................................................................................................................ 2-6 Terms Tab ............................................................................................................................... 2-7 Optional Fields Tab ............................................................................................................... 2-8 Sales Split Tab ......................................................................................................................... 2-8 Prepayments ............................................................................................................................ 2-9 Invoicing ................................................................................................................................ 2-10 Processing a Credit Note .................................................................................................... 2-11 Totals Tab ............................................................................................................................. 2-12

Charging Interest ............................................................................................................................. 2-13 Manual Interest Charge .................................................................................................................. 2-23 Adjustments ..................................................................................................................................... 2-16 Refund Entry .................................................................................................................................... 2-18 Refund Inquiry ................................................................................................................................. 2-20 Adjustment Entry ............................................................................................................................ 2-21 Entering Payment Receipts ........................................................................................................... 2-25 A/R Receipt Entry .......................................................................................................................... 2-25 A/R Receipt Batch List .................................................................................................................. 2-26 Miscellaneous Cash Receipts ......................................................................................................... 2-29 Unapplied Cash ................................................................................................................................ 2-31 Entering a Prepayment ................................................................................................................... 2-32 A/R Document Inquiry ................................................................................................................. 2-33

Salespersons Tab ................................................................................................................. 2-35 Rates Tab .............................................................................................................................. 2-35 Optional Fields Tab ............................................................................................................ 2-35 Details Tab ........................................................................................................................... 2-36 Transactions Tab ................................................................................................................ 2-36

Processing Recurring Charges ....................................................................................................... 2-37 Scheduling ......................................................................................................................................... 2-38 Printing Invoices .............................................................................................................................. 2-40 Review Questions ............................................................................................................................ 2-34


Table of Contents

Chapter 3. A/R Customers Customer Groups .............................................................................................................................. 3-1

Group Tab ............................................................................................................................. 3-1 Credit Tab .............................................................................................................................. 3-2 Invoicing Tab ........................................................................................................................ 3-2 Optional Fields Tab .............................................................................................................. 3-3 Statistics Tab .......................................................................................................................... 3-3

National Accounts ............................................................................................................................. 3-4 Address Tab ........................................................................................................................... 3-4 Contact Tab ........................................................................................................................... 3-5 Processing Tab ...................................................................................................................... 3-5 Optional Fields Tab .............................................................................................................. 3-6 Statistics Tab .......................................................................................................................... 3-7 Activity Tab ........................................................................................................................... 3-8

Customers ........................................................................................................................................... 3-9 Address Tab ........................................................................................................................... 3-9 Contact Tab ......................................................................................................................... 3-10 Processing Tab .................................................................................................................... 3-10 Invoicing Tab ...................................................................................................................... 3-12 Optional Fields Tab ............................................................................................................ 3-13 Statistics Tab ........................................................................................................................ 3-14 Activity Tab ......................................................................................................................... 3-15 Comments Tab .................................................................................................................... 3-15 Credit Card Tab .................................................................................................................. 3-16

Customer Inquiry ............................................................................................................................ 3-17 Customer List ................................................................................................................................... 3-21 Ship-to Locations ............................................................................................................................ 3-23 Address Tab ..................................................................................................................................... 3-23

Contact Tab ......................................................................................................................... 3-24 Invoicing Tab ...................................................................................................................... 3-24 Optional Fields Tab ............................................................................................................ 3-25

Recurring Charges ........................................................................................................................... 3-26 Invoice Tab .......................................................................................................................... 3-26 Detail Tab ............................................................................................................................. 3-27 Optional Fields Tab ............................................................................................................ 3-28 Sales Split Tab ..................................................................................................................... 3-28 Tax/Totals Tab ................................................................................................................... 3-29 Statistics Tab ........................................................................................................................ 3-29

Review Questions ............................................................................................................................ 3-30


Table of Contents

Chapter 4. Setup and Control of the System Accounts Receivable Setup Options .............................................................................................. 4-1

Company Tab ........................................................................................................................ 4-1 Processing Tab ...................................................................................................................... 4-2 Transaction Tab .................................................................................................................... 4-4 Numbering Tab ..................................................................................................................... 4-5 Statements Tab ...................................................................................................................... 4-6 Retainage Tab ........................................................................................................................ 4-7

Account Sets ....................................................................................................................................... 4-8 Adding an Account Set ........................................................................................................ 4-9 Multicurrency ......................................................................................................................... 4-9

Billing Cycles .................................................................................................................................... 4-10 Distribution Codes .......................................................................................................................... 4-11 Dunning Messages .......................................................................................................................... 4-12 Interest Profiles ................................................................................................................................ 4-13 Payment Codes ................................................................................................................................ 4-14 Salespersons ..................................................................................................................................... 4-15 Terms Codes .................................................................................................................................... 4-16 Installment Terms ........................................................................................................................... 4-17 Items .................................................................................................................................................. 4-18

Item Tab ............................................................................................................................... 4-18 Pricing Tab ........................................................................................................................... 4-20 Tax Status Tab ..................................................................................................................... 4-21 Statistics Tab ........................................................................................................................ 4-22

Comment Types .............................................................................................................................. 4-24 Email Messages ................................................................................................................................ 4-25 Optional Fields ................................................................................................................................ 4-26 G/L Integration ............................................................................................................................... 4-27 Review Questions ............................................................................................................................ 4-30 Chapter 5. Periodic Processing Periodic Processing ........................................................................................................................... 5-1 Create G/L Batch ............................................................................................................................. 5-1 Create Interest Batch ........................................................................................................................ 5-2 Create Recurring Charge Batches ................................................................................................... 5-3 Create Retainage Batch ..................................................................................................................... 5-4 Adjustment Write-Off’s ................................................................................................................... 5-5 Clear History ...................................................................................................................................... 5-6 Clear Statistics .................................................................................................................................... 5-7 Year End ............................................................................................................................................. 5-8 Delete Inactive Records ................................................................................................................... 5-9 Update Recurring Changes ............................................................................................................ 5-10 Revaluation ....................................................................................................................................... 5-11 Importing and Exporting ............................................................................................................... 5-12 Review Questions ............................................................................................................................ 5-16


Table of Contents

Chapter 6. Wrap It Up Enhancements ................................................................................................................................... 6-1 Tutorial ................................................................................................................................................ 6-4

Setup ....................................................................................................................................... 6-4 Account Sets .......................................................................................................................... 6-5 Billing Cycles .......................................................................................................................... 6-6 Distribution Codes ............................................................................................................... 6-7 Customers .............................................................................................................................. 6-7 Adding Customer Records .................................................................................................. 6-8 Entering Invoices ................................................................................................................ 6-10 Adding a Prepayment ......................................................................................................... 6-11 Entering an Invoice With Item Details ........................................................................... 6-11 Posting a Batch .................................................................................................................... 6-12 Adding a Credit Note ......................................................................................................... 6-12 Printing an Invoice or Credit Note .................................................................................. 6-13 Entering Receipts ................................................................................................................ 6-14 Creating a Deposit Slip ...................................................................................................... 6-15 Miscellaneous Cash Receipt .............................................................................................. 6-16 :Post Batches ........................................................................................................................ 6-17 Print a Posting Journal ....................................................................................................... 6-17

Sources of Information .................................................................................................................. 6-18 Reports .............................................................................................................................................. 6-19 Answers questions all Chapters .................................................................................................... 6-20

CTMA - Sage 300 ERP 6.0 GL I - 6

Accpac General Ledger for Windows 6.0 Table of Contents

Chapter 1. Introduction What’s New .................................................................. ......................................................... 1-1 System Overview ................................................................................................................... 1-2 General Ledger Icons ............................................................................................................ 1-4 Let’s Start ................................................................................................................................ 1-5

Chapter 2. Daily Tasks Routine Functions ................................................................................................................. 2-1 Chart of Accounts .................................................................................................... 2-2 Accounts .................................................................................................................... 2-3 Control Accounts ....................................................................................... 2-5 Rollup Accounts ......................................................................................... 2-6 GL Account Allocations ........................................................................... 2-7 Optional Fields ........................................................................................... 2-9 Creating General Ledger Accounts Automatically ............................. 2-10 Exporting and Importing ........................................................................ 2-12 Account History Inquiry ....................................................................................... 2-16 Transaction History ................................................................................. 2-17 Fiscal Set Comparison ............................................................................. 2-19 Budget Maintenance ................................................................................ 2-20 Budget Methods ......................................................................... 2-20 Importing the Budget Transaction .......................................... 2-23 Create Accounts ...................................................................................... 2-24 Account History ......................................................................... 2-24 GL Transaction Inquiry ............................................................ 2-25

GL Source Currency Inquiry .................................................... 2-26 Account Permissions ................................................................................ 2-27 GL Security in Use ................................................................................... 2-28

Journal Entries ..................................................................................................................... 2-29 Journal Detail ........................................................................................................... 2-31 Exporting a Batch ................................................................................................... 2-32 Importing a Journal Entry ..................................................................................... 2-34 Printing the Batch ................................................................................................... 2-35 GL Batch List .......................................................................................................... 2-36 Batch Posting ........................................................................................................... 2-38 Batch Status Report ................................................................................................ 2-39 Reverse a Batch ....................................................................................................... 2-41


Chapter 3. Maintaining the System Periodic Processing ............................................................................................................... 3-2

Consolidate Posted Transactions ........................................................................... 3-2 Create New Year ....................................................................................................... 3-3

Create Recurring Entries ............................................................................. 3-4 Period End Maintenance ......................................................................................... 3-6 Create Revaluation Batch ........................................................................................ 3-7 Create Reallocation Batch ........................................................................................ 3-8 Clear History .............................................................................................................. 3-9

Chapter 4. General Ledger Setup Options .................................................................................................................................... 4-1

Address Page .............................................................................................................. 4-1 Account Page ............................................................................................................. 4-2 Posting Page ............................................................................................................... 4-3

Segments Page ........................................................................................................................ 4-4 Account Structure .................................................................................................................. 4-5 Segment Codes ....................................................................................................................... 4-6 Source Codes .......................................................................................................................... 4-7 Source Journal Profile ........................................................................................................... 4-8 Running Source Journals ...................................................................................................... 4-9 GL Revaluation Code ......................................................................................................... 4-11 GL Account Groups ........................................................................................................... 4-12 GL Optional Fields ............................................................................................................. 4-13 GL Recurring Entries .......................................................................................................... 4-14

Chapter 5. Printing Trial Balance ........................................................................................................................... 5-1 Transaction Listing ................................................................................................................ 5-2 Printing to a Report as PDF ................................................................................................ 5-3 Transaction Flow ................................................................................................................... 5-4 GL Print Financial Statements ............................................................................................ 5-7

Chapter 6. Financial Reporting Report Options ...................................................................................................................... 6-1 Basic Financial Report .......................................................................................................... 6-2 Account Code Change .......................................................................................................... 6-6 Tutorial .................................................................................................................................... 6-7

Setup ............................................................................................................................ 6-7 Adding Accounts ...................................................................................................... 6-8


Adding a New Segment ........................................................................................... 6-8 Adding Accounts ...................................................................................................... 6-8 Exporting & Importing Accounts.......................................................................... 6-9

Exporting & Importing Accounts ...................................................................................... 6-9 Setting Up a Source Code ........................................................................................ 6-9 Journal Entries ......................................................................................................... 6-10 Budget Transactions ............................................................................................... 6-11 Cost Allocations Entries ........................................................................................ 6-11 Cash Available ......................................................................................................... 6-11 Running Reports ..................................................................................................... 6-11 Financial Reports .................................................................................................... 6-12 Enhancements ......................................................................................................... 6-13 Sources of Information .......................................................................................... 6-14 Index ......................................................................................................................... 6-15 Answers ..................................................................................................................... -16 Reports ...................................................................................................................... 6-20

CTMA, Inc. Inventory Control 6.0a 7

Table of Contents Introduction Overview of Inventory Control ............................................................................ 12 Icon Review ........................................................................................................ 17 Enhancements 6.0, 5.6 ....................................................................................... 9 Routine Functions Adding, Editing and Deleting Items .................................................................... 19 Vendor Details .................................................................................................... 23 Customer Details ................................................................................................ 24 Add Item Prices .................................................................................................. 26 Copy Item Pricing ............................................................................................... 31 Update Item Pricing ............................................................................................ 32 Contract Pricing .................................................................................................. 33 Locations Details ............................................................................................... 35 Manufacturer Items ............................................................................................ 36 Reorder Information ........................................................................................... 37 Transaction Processing Receipts ....................................................................................................... 54 Shipments .................................................................................................... 57 Internal Usage .............................................................................................. 60 Serial Numbers ............................................................................................. 52 Adjustments .................................................................................................. 62 Transfers ...................................................................................................... 63 I/C Assemblies and Disassemblies ............................................................. 64 I/C Transaction Listing Report ............................................................................ 66 Bills of Materials ................................................................................................. 38 Copy Bills of Materials ....................................................................................... 40x Update Bills of Material ...................................................................................... 42 Transfers ............................................................................................................ 54 Kitting Items ....................................................................................................... 43 Items Wizard ...................................................................................................... 45 Serial Numbers ................................................................................................... 51 Lot Numbers ....................................................................................................... 52 Day-End Processing ........................................................................................... 91 Setup and Control of the System Design and Setup of the System ....................................................................... 68 Setup Company Profile ..................................................................................... 71 Company Options ....................................................................................... 71 Processing Options ..................................................................................... 72 Items ........................................................................................................... 74 Documents .................................................................................................. 75 Serial Numbers ............................................................................................ 76 Lot Numbers ................................................................................................ 77 Item Structures .................................................................................................. 78 Item Number Change ....................................................................................... 126

CTMA, Inc. Inventory Control 6.0a 8

Segment Codes .................................................................................................. 82 Locations ........................................................................................................... 80 Categories .......................................................................................................... 82 Account Sets ...................................................................................................... 84 Mask structures .................................................................................................. 87 Warranty Codes .................................................................................................. 88 Contract Codes ................................................................................................... 89 Price List Codes.................................................................................................. 90 I/C Optional Fields .............................................................................................. 92 G?L Integration .................................................................................................. 93 Units of Measure ................................................................................................ 95 Weight Units of Measure .................................................................................... 83 Import and Export .............................................................................................. 96 I/C Statistics and Inquiries Sales Statistics ................................................................................................. 118 I/C Current Transaction History ........................................................................ 119 Transaction History Inquiry ............................................................................... 120 I/C LIFI/FIFO Inquiry ......................................................................................... 121 I/C BOM Component Inquiry ............................................................................. 122 I/C Stock Transaction Inquiry ............................................................................ 123 Serial Number Inquiry ....................................................................................... 124 Lot Number Inquiry ........................................................................................... 125 Period End Periodic Processing ......................................................................................... 102 Day End processing .......................................................................................... 103 Physical Inventory ............................................................................................. 111 Generate Work Sheet ....................................................................................... 112 Process Adjustments ........................................................................................ 117 Create G/L Batch ............................................................................................... 92 Clear History .................................................................................................... 105 Delete Inactive Records ................................................................................... 106 Lot Recalls ........................................................................................................ 107 I/C Lot Split/Combine ........................................................................................ 108 Quarantine Release .......................................................................................... 109 I/C Warranty Update ......................................................................................... 110 Transaction Flow ........................................................................................ 102 Version 5.5 Enhancements ................................................................................. 127 Version 5.4 Enhancements ................................................................................ 126 Index ............................................................................................................. 132 Sources of Information .......................................................................... 129 Comments ..................................................................................................... 130 Course Review .......................................................................................... 131

CTMA - Sage 300 ERP Order Entry 6.0 Intro - 5

Table of Contents

Chapter 1. Introduction System Overview ........................................................................................................................ 1-1 Order Entry Icons ...................................................................................................................... 1-2 Online Help ................................................................................................................................. 1-3 About Order Entry ..................................................................................................................... 1-4 Getting Started ............................................................................................................................ 1-5 Setup Functions .......................................................................................................................... 1-6 Order Entry Options ................................................................................................................. 1-6

Company Tab ................................................................................................................. 1-6 Processing Tab ............................................................................................................... 1-7 Documents Tab ........................................................................................................... 1-10 Integration Tab ............................................................................................................. 1-11 Transactions .................................................................................................................. 1-11

Optional Fields ......................................................................................................................... 1-12 Email Messages ......................................................................................................................... 1-13 Templates ................................................................................................................................... 1-14

Order Tab ..................................................................................................................... 1-14 Customer Tab ............................................................................................................... 1-15

Ship-Via Codes ......................................................................................................................... 1-17 Ship-Via Tab ................................................................................................................. 1-17 Contact Tab .................................................................................................................. 1-17

Miscellaneous Charges ............................................................................................................. 1-19 Salesperson Commission Rates .............................................................................................. 1-21 A/R Salesperson ....................................................................................................................... 1-22

Statistics Tab ................................................................................................................. 1-22 Commission Tab .......................................................................................................... 1-22

Review Questions ..................................................................................................................... 1-23

Chapter 2. Routine Functions Processing Order ........................................................................................................................ 2-1

Order Tab ...................................................................................................................... 2-1 Customer Tab ................................................................................................................ 2-7 Taxes Tab ....................................................................................................................... 2-8 Optional Fields Tab ..................................................................................................... 2-9 Sales Split ..................................................................................................................... 2-10 Totals Tab .................................................................................................................... 2-10

Prepayments ............................................................................................................................... 2-12 Sales History .............................................................................................................................. 2-15

Sales History Detail .................................................................................................... 2-16 Order Entry ............................................................................................................................... 2-17

Order Types .................................................................................................................. 2-17 Quote ............................................................................................................................. 2-18 Miscellaneous Charges ................................................................................................ 2-19 Serial Numbers ............................................................................................................. 2-20

CTMA - Sage 300 ERP Order Entry 6.0 Intro - 6

Table of Contents

Shipment Entry ......................................................................................................................... 2-21 Invoice Entry ............................................................................................................................. 2-22 Credit/Debit Note Entry ........................................................................................................ 2-23 Printing Order Entry Forms ................................................................................................... 2-25 Printing Order Confirmations ................................................................................................ 2-26 Invoice Forms ........................................................................................................................... 2-28 Invoice Printing Using Print Boss ......................................................................................... 2-28 Posting Journals ........................................................................................................................ 2-29 Printing Quotes ......................................................................................................................... 2-30 Review Questions ..................................................................................................................... 2-31

Chapter 3. Order Entry Inquiry / Periodic Processing

Current Orders Inquiry .............................................................................................................. 3-1 Sales History ................................................................................................................................ 3-2 Pending Shipments Inquiry ....................................................................................................... 3-3 Credit/Debit Note Inquiry ....................................................................................................... 3-4 Invoice Entry ............................................................................................................................... 3-4 Sales Statistics .............................................................................................................................. 3-5 Sales Statistics Report ................................................................................................................. 3-5 Salesperson Inquiry .................................................................................................................... 3-6 Clear History ................................................................................................................................ 3-7 Create Batch ................................................................................................................................. 3-8 Review Questions ....................................................................................................................... 3-9 Changes in Order Entry .......................................................................................................... 3-10 Tutorial ....................................................................................................................................... 3-13 Sources of Information ............................................................................................................ 3-18 Course Evaluation .................................................................................................................... 3-19 Reports ....................................................................................................................................... 3-20 Answers ...................................................................................................................................... 3-22 Index ........................................................................................................................................... 3-26

Sage 300 ERP Purchase Order 6.0 Introduction

Purchase Order Version 6.0 Table of Contents

Chapter 1. Getting Started Overview ................................................................................................................................................... 1-1 Integrating Purchase Order with Other Applications ....................................................................... 1-2 Icon Summary .......................................................................................................................................... 1-4 Chapter 2. Routine Functions Requisition Entry ..................................................................................................................................... 2-1 Purchase Orders ...................................................................................................................................... 2-5

Create PO from Requisitions ................................................................................................... 2-6 Purchase Order for a PJC Job ................................................................................................ 2-11

Processing Receipts ............................................................................................................................... 2-12 Receipt Entry ............................................................................................................................. 2-12 Vendor Information ................................................................................................................. 2-14 Detail Container ........................................................................................................................ 2-15 Detail Items/Taxes ................................................................................................................. 2-15 Drop-Shipment ......................................................................................................................... 2-16 Additional Costs ....................................................................................................................... 2-17 Optional Fields .......................................................................................................................... 2-18 Totals .......................................................................................................................................... 2-19

Invoice Entry ......................................................................................................................................... 2-20 Vendor Information ................................................................................................................. 2-21 Detail Items/Taxes ................................................................................................................... 2-22 Additional Costs ....................................................................................................................... 2-23 Optional Fields .......................................................................................................................... 2-24 Totals .......................................................................................................................................... 2-24

Return Entry .......................................................................................................................................... 2-25 Vendor Information ................................................................................................................. 2-26 Taxes ........................................................................................................................................... 2-26 Optional Fields .......................................................................................................................... 2-27

Credit/Debit Note Entry ..................................................................................................................... 2-28 Credit/Debit ............................................................................................................................. 2-28 Totals .......................................................................................................................................... 2-29 Additional Costs ....................................................................................................................... 2-30 Taxes ........................................................................................................................................... 2-31

Purchase History ................................................................................................................................... 2-32 Copy Purchase Orders .......................................................................................................................... 2-34 Purchase Statistics ................................................................................................................................. 2-35 Pending Receipts Inquiry ..................................................................................................................... 2-36 Purchase History ................................................................................................................................... 2-37 Creating Purchase Orders from Requisitions ................................................................................... 3-38

Options ....................................................................................................................................... 3-38 Purchase Order Entry .............................................................................................................. 3-39



Create PO’s from I/C .............................................................................................................. 2-40 Create PO’s from O/E ............................................................................................................ 2-41

P/O Forms Printing ............................................................................................................................. 2-42 Purchase Orders ........................................................................................................................ 2-42 Printing Purchase Orders ........................................................................................................ 2-43

Day End Processing .............................................................................................................................. 2-44 Transaction Flow Codes .......................................................................................................... 2-45 Posting Journals ........................................................................................................................ 2-47

Review Questions .................................................................................................................................. 2-48 Chapter 3. Setup and Control of the System Setup .......................................................................................................................................................... 3-1 Options ..................................................................................................................................................... 3-2

Company ..................................................................................................................................... 3-3 Processing ..................................................................................................................................... 3-4 Document Numbering ............................................................................................................... 3-6

Optional Fields ........................................................................................................................................ 3-7 G/L Integration ....................................................................................................................................... 3-8

G/L Source Codes ..................................................................................................................... 3-9 Transactions ............................................................................................................................... 3-10 Integration Detail ...................................................................................................................... 3-10

Ship-Via Codes ...................................................................................................................................... 3-11 P.O Templates ....................................................................................................................................... 3-12

Order ........................................................................................................................................... 3-12 Vendor ....................................................................................................................................... 3-13

Additional Costs .................................................................................................................................... 3-14 Email Messages ...................................................................................................................................... 3-16 P/O Vendor Contract Costs ............................................................................................................... 3-17 Import and Export ................................................................................................................................ 3-19 Periodic Processing ............................................................................................................................... 3-23

Create Batch ............................................................................................................................... 3-23 Clear History .............................................................................................................................. 3-24

Review Questions .................................................................................................................................. 3-25 Chapter 4. Wrap It Up 5.5 Updates ............................................................................................................................................... 4-1 5.4 Updates ............................................................................................................................................... 4-2 Tutorial ...................................................................................................................................................... 4-3

Setup ............................................................................................................................................. 4-4 Adding an Additional Cost Record ......................................................................................... 4-3 Adding a Template ..................................................................................................................... 4-3



Adding a Ship Via Code ................................................................................................ 4-4 Preparing a Requisition .................................................................................................. 4-4 Active Purchase Order ................................................................................................... 4-4 Future Purchase Order .................................................................................................. 4-5 Standing Purchase Order .............................................................................................. 4-5 Receiving .......................................................................................................................... 4-5 Invoicing .......................................................................................................................... 4-6 Running Day End ........................................................................................................... 4-6 Checking General Ledger Batches ............................................................................... 4-6

Sources of Information ............................................................................................................ 4-8 Course Evaluation ...................................................................................................................... 4-8 Reports ........................................................................................................................................ 4-9 Answers ..................................................................................................................................... 4-11 Index .......................................................................................................................................... 4-14

Sage 300 ERP Return Material Authorization 6.0 Intro

Table of Contents

Chapter 1. Setup System Overview ..................................................................................................................................... 1-1 Integrating with Other Applications .................................................................................................... 1-1 Let’s Start .................................................................................................................................................. 1-2 Icon Review .............................................................................................................................................. 1-3 Setup Options .......................................................................................................................................... 1-4

Contact Tab ................................................................................................................................. 1-4 Processing Tab ............................................................................................................................ 1-5

Processing Options ................................................................................................................................. 1-5 Status Codes ............................................................................................................................................. 1-5 Authorizations ......................................................................................................................................... 1-6 External Status ......................................................................................................................................... 1-6 Fault Types ............................................................................................................................................... 1-7 Workflow Stage ....................................................................................................................................... 1-7 Repair Agent ............................................................................................................................................. 1-8 Item Policy ................................................................................................................................................ 1-8 Templates .................................................................................................................................................. 1-9

RMA Item Detail ...................................................................................................................... 1-11 RMA Miscellaneous Detail ..................................................................................................... 1-13 RMA Processing ....................................................................................................................... 1-14

Optional Fields ...................................................................................................................................... 1-15 Review Questions .................................................................................................................................. 1-16 Chapter 2. Routine Functions Return Authorization Entry .................................................................................................................. 2-1

Status ............................................................................................................................................. 2-3 Customer Contract ..................................................................................................................... 2-4 Ship Via/Alternate Items .......................................................................................................... 2-4 RMA on Project/Job Costing .................................................................................................. 2-6 Completing & Processing .......................................................................................................... 2-6

Review Questions .................................................................................................................................... 2-7 Chapter 3. Wrap It up Periodic Processing ................................................................................................................................. 3-1 Tutorial ...................................................................................................................................................... 3-2 Sources of Information .......................................................................................................................... 3-4 Course Evaluation ................................................................................................................................... 3-5 Reports ...................................................................................................................................................... 3-6 Answers ..................................................................................................................................................... 3-7 Index .......................................................................................................................................................... 3-9

Sage Accpac System Manager 6.0 I - 5

Sage 300 ERP System Manager 6.0 Table of Contents

Chapter 1. Introduction

Administrative Services Icons ......... ..................................................................... 1-1 Common Services Icons ................... ..................................................................... 1-2 Enhancements .................................... ..................................................................... 1-3 System Overview ............................... ..................................................................... 1-4 Logging In ........................................... ..................................................................... 1-7 Security ................................................ ..................................................................... 1-8

Chapter 2. Customizing Your Desktop File Menu ............................................ ..................................................................... 2-1

Page Setup .............................. ..................................................................... 2-2 Print Destination ................... ..................................................................... 2-3 Object Menu .......................... ..................................................................... 2-5 Folders .................................... ..................................................................... 2-6 Macros..................................... ..................................................................... 2-7 Reports .................................... ..................................................................... 2-8 Programs ................................. ..................................................................... 2-9 Icon Properties ...................... ................................................................... 2-11

View Menu .......................................... ................................................................... 2-13 Form Customization ............ ................................................................... 2-14 Icon Size ................................. ................................................................... 2-16

Macro Menu ....................................... ................................................................... 2-17 Record Mode ......................... ................................................................... 2-17 Macro Type ............................ ................................................................... 2-17

Help Menu .......................................... ................................................................... 2-18 Documentation ..................... ................................................................... 2-19 Using Help ............................. ................................................................... 2-20 Invoice Field Explanation ... ................................................................... 2-21 Sage 300 on the Web ............ ................................................................... 2-23 Sage Software ......................... ................................................................... 2-24 LanPak Users ......................... ................................................................... 2-25 System Information .............. ................................................................... 2-26 About Sage 300 ..................... ................................................................... 2-27 Using the Microsoft 7 Browser .............................................................. 2-30


Chapter 3. Let’s Begin Sign on to the System ........................ ..................................................................... 3-1 Common Services .............................. ..................................................................... 3-2

Company Profile .................. ..................................................................... 3-3 Fiscal Calendar ..................... ..................................................................... 3-4 Optional Fields ..................... ..................................................................... 3-5 Creating Schedules .............. ..................................................................... 3-6 Recurring Charge ................. ..................................................................... 3-7 Detail Tab ............................. ..................................................................... 3-8

Administrative Services ..................... ..................................................................... 3-9 Restart Maintenance ............ ..................................................................... 3-9 Data Integrity ....................... ................................................................... 3-10 Security .................................. ................................................................... 3-11 Security Groups ................... ................................................................... 3-12 UI Profile Maintenance ...... ................................................................... 3-13 Database Dump ................... ................................................................... 3-14 Customization Directories . ................................................................... 3-15

Chapter 4. Bank Services Overview ............................................. ..................................................................... 4-1 Integrating With Other Apps .......... ..................................................................... 4-1 Accounts Payable and Payroll .......... ..................................................................... 4-2 Bank Service Options........................ ..................................................................... 4-3 Distribution Codes ............................ ..................................................................... 4-4 Distribution Sets ................................ ..................................................................... 4-5 Credit Card Types .............................. ..................................................................... 4-6 GL Integration ................................... ..................................................................... 4-7 Banks Tabs .......................................... ..................................................................... 4-9

Profile ...................................... ..................................................................... 4-9 Account .................................. ................................................................... 4-10 Address ................................... ................................................................... 4-10 Check Stocks .......................... ................................................................... 4-11 Taxes ....................................... ................................................................... 4-12 Balance .................................... ................................................................... 4-12

Bank Transactions ............................. ................................................................... 4-13 Establish Opening Balance . ................................................................... 4-13 Posting the Entry .................. ................................................................... 4-14 Setting Up ............................... ................................................................... 4-15

Reconciliation ..................................... ................................................................... 4-16 Bank Entries-Reconcile Statements ....................................................... 4-16 Checks-Reconcile Statements ................................................................. 4-17 Bank Entry ............................. ................................................................... 4-18 Taxes ....................................... ................................................................... 4-19 Entries, Withdrawals or Deposits .......................................................... 4-20 Bank Reconciliation Summary ................................................................ 4-21


Bank Balance .......................................................................................................... 4-22 Bank Transfers ....................................................................................................... 4-23 General Ledger Entry ........................................................................................... 4-24 Reversing Accounts Payable and Payroll Checks ............................................. 4-26 Recording Changes and Adjustments to the Bank Account .......................... 4-28 Cash Receipt Entries and Adjustments .............................................................. 4-29 Reconciling Bank Accounts ................................................................................. 4-30

Clear Checks and/or Deposits ............................................................... 4-32 Quick Clearing ........................................................................................... 4-33 Clearing Checks ......................................................................................... 4-34 Clearing Deposit Errors ........................................................................... 4-35 Balance Reconciliation ............................................................................. 4-36 Import OFX Statements .......................................................................... 4-37 Reconciling Imported OFX Statements ............................................... 4-38

Chapter 5. Tax Services

Overview ................................................................................................................... 5-1 Tax Authority ........................................................................................................... 5-2

Profile Tab.................................................................................................... 5-2 Accounts Tab ............................................................................................... 5-3

Tax Classes ................................................................................................................ 5-4 Tax Groups ............................................................................................................... 5-5 Multi-Currency ......................................................................................................... 5-7 Currency Rates ......................................................................................................... 5-8 Euro Conversion Rates ........................................................................................... 5-9 System Requirements ............................................................................................ 5-10 Calculator ................................................................................................................ 5-12 Summary of Sage 300 Editions ........................................................................... 5-14

Chapter 6. Wrap it Up Tutorial ...................................................................................................................... 6-1 Tax Services .............................................................................................................. 6-4 Sources of Info ......................................................................................................... 6-5 Contact Us ................................................................................................................ 6-6 Enhancements .......................................................................................................... 6-7 Tips and Shortcuts ................................................................................................... 6-8 Answers Section ....................................................................................................... 6-9 Index ........................................................................................................................ 6-12 Reports .................................................................................................................... 6-13

CTMA Courseware

U. S. Payroll V6.0

for Sage 300 ERP (formerly Sage Accpac ERP)

CTMA - Sage 300 ERP US Payroll 6.0 Intro

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Copyright Robert Hartzheim, CPA, CITP and Steve Erickson. All rights reserved. No part of this document may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Robert Hartzheim, CPA, CITP and Steve Erickson. Authors: Robert Hartzheim, CPA, CITP & Steve Erickson. Your comments are welcome. Please see the end of the manual for more information. Sage 300 ERP is a registered trademark of Sage Software, Inc. The references to DOS in this manual refer to the Disk Operating System software produced by Microsoft. DOS is a registered trademark of Microsoft Corporation. The references to Windows in this manual refer to the Windows software produced by Microsoft. Windows is a trademark of Microsoft Corporation. DISCLAIMER: The information in this manual is intended for use as a guide only to Sage 300 ERP Accounting software, not to be replacement to the Sage 300 ERP manuals that come with the programs. The authors disclaim any expressed or implied warranties with respect to Sage 300 ERP software, documentation and training manuals. The user accepts full responsibility for how this information is applied. Revised July 2012.


Course Overview

Description This course covers the installation, setup and routine use of the Sage 300 ERP US Payroll Program V6.0.. For training purposes we will operate on a stand-alone machine. Philosophy The class will be a combination of lecture, discussion and practical exercises. You are encouraged to ask questions and participate in class discussions. What We Will Learn Routine Functions Adding Employees Entering Time Cards Calculating Payroll Processing Payroll Payroll Reports Payroll Taxes Payroll Adjustments Setup of Payroll Payroll Setup Direct Deposit Earnings and Deduction Codes Setup of Taxes General Ledger Integration Goal To understand the payroll system routine functions, design of the system and setup. What would you like to accomplish? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________


US Payroll 6.0 Table of Contents

Chapter 1. Routine Functions Summary .................................................................................................................................................... 1-1 Let’s Start ................................................................................................................................................... 1-2 Icon Review ............................................................................................................................................... 1-3 Payroll Employees .................................................................................................................................... 1-4

General .......................................................................................................................................... 1-5 Class/Schedule ............................................................................................................................. 1-6 Cost Center ................................................................................................................................... 1-7 Pay Frequency .............................................................................................................................. 1-8 Taxes ............................................................................................................................................ 1-10 Other Personnel Info ................................................................................................................ 1-12 Optional Fields ........................................................................................................................... 1-12 EFT .............................................................................................................................................. 1-13

Payroll Activity & Checks ..................................................................................................................... 1-15 Payroll Employee Accruals ................................................................................................................... 1-16 Payroll Employee Selection .................................................................................................................. 1-17 Creating Employee Selection Lists ...................................................................................................... 1-18 User Security Setup ................................................................................................................................ 1-20 Transaction History ............................................................................................................................... 1-21 Assign Earnings & Deductions ............................................................................................................ 1-23 Update Earnings & Deductions ........................................................................................................... 1-24 Update Taxes .......................................................................................................................................... 1-25 Supplemental Info .................................................................................................................................. 1-26 Processing Payroll .................................................................................................................................. 1-27 Payroll Timecards ................................................................................................................................... 1-27 Timecard Options .................................................................................................................................. 2-31 Calculate Payroll ..................................................................................................................................... 1-32 Payroll Checks ......................................................................................................................................... 1-33 Print Boss ................................................................................................................................................. 1-34 Manuals Checks ...................................................................................................................................... 1-35 Reversing a Payroll Check ..................................................................................................................... 1-36 Review Questions ................................................................................................................................... 1-37 Chapter 2. Setting Up Payroll Payroll Options ......................................................................................................................................... 2-1

Company ....................................................................................................................................... 2-1 Processing ..................................................................................................................................... 2-1 Pay Period Frequency ................................................................................................................. 2-2

Payroll Optional Fields ............................................................................................................................ 2-3


Table of Contents

Payroll G/L Integration .......................................................................................................................... 2-4 Integration ..................................................................................................................................... 2-4 Segments ....................................................................................................................................... 2-5 Transactions ................................................................................................................................. 2-6

Payroll EFT Options ............................................................................................................................... 2-7 Payroll Class Codes .................................................................................................................................. 2-9 Earnings & Deductions ......................................................................................................................... 2-10

Bonus ........................................................................................................................................... 2-11 Commissions .............................................................................................................................. 2-14 Widget .......................................................................................................................................... 2-16 Vacation ...................................................................................................................................... 2-17 Expense Reimbursement ......................................................................................................... 2-19 Hourly .......................................................................................................................................... 2-21 Cash Advance ............................................................................................................................. 2-22 Child Support ............................................................................................................................. 2-23 Credit Union ............................................................................................................................... 2-25 401K ............................................................................................................................................ 2-26

Workers Compensation Codes ............................................................................................................ 2-28 Overtime Schedules ............................................................................................................................... 2-29 Shift Differentials ................................................................................................................................... 2-30 Federal & State Taxes ............................................................................................................................ 2-31 Local & Other Custom Taxes .............................................................................................................. 2-32

Basic Info .................................................................................................................................... 2-32 Employee .................................................................................................................................... 2-33 Employer ..................................................................................................................................... 2-33 Calc Base ..................................................................................................................................... 2-34 G/L Distribution ....................................................................................................................... 2-34

Review Questions ................................................................................................................................... 2-35 Chapter 3. Periodic Processing Create G/L Batch .................................................................................................................................... 3-1 Delete Inactive Records .......................................................................................................................... 3-2 Find Duplicate SSN ................................................................................................................................. 3-2 Government Reports ............................................................................................................................... 3-3 Quarterly Wage Report ........................................................................................................................... 3-4 941 Report ................................................................................................................................................. 3-6

Payments for the Quarter ........................................................................................................... 3-7 Liability for the Quarter .............................................................................................................. 3-7 Business Stopped/Seasonal ....................................................................................................... 3-7 Schedule B .................................................................................................................................... 3-8

W-2’s on Paper ......................................................................................................................................... 3-9 W-2’s on Diskette ................................................................................................................................... 3-10 Review Questions ................................................................................................................................... 3-11


Table of Contents

Product Enhancements ......................................................................................................................... 3-12 Tutorial ....................................................................................................................................................... 3-1

Setup Choices ............................................................................................................................. 3-14 Federal & State Taxes ............................................................................................................... 3-14 Overtime Schedules .................................................................................................................. 3-14 Add an Employee ...................................................................................................................... 3-15 Enter a Timecard/Calc Payroll ............................................................................................... 3-15 Employee Inquiry ...................................................................................................................... 3-16 Print 941 Report ........................................................................................................................ 3-16 Print Quarterly Wage Report ................................................................................................... 3-16

Sources of Information ......................................................................................................................... 3-17 Course Evaluation .................................................................................................................................. 3-18 Payroll Transaction Reports ................................................................................................................. 3-19 Payroll Employee Reports .................................................................................................................... 3-21 Payroll Setup Reports ............................................................................................................................ 3-22 Governmental Reports .......................................................................................................................... 3-23 Answers .................................................................................................................................................... 3-24 Index ......................................................................................................................................................... 3-28

CTMA - Sage 300 ERP Canadian Payroll Intro - 5

Canadian Payroll 6.0 Table of Contents

Chapter 1. Routine Functions Overview ---------------------------------------------------------------------------------------------------- 1-1 Let’s Start ---------------------------------------------------------------------------------------------------- 2-1 Icon Review ------------------------------------------------------------------------------------------------- 2-3 Employees --------------------------------------------------------------------------------------------------- 2-4

Class Schedule ------------------------------------------------------------------------------------- 1-6 Cost Center ---------------------------------------------------------------------------------------- 1-7 Payroll Employee --------------------------------------------------------------------------------- 1-8 Optional Fields ----------------------------------------------------------------------------------- 1-10 Taxes ----------------------------------------------------------------------------------------------- 1-11 Other Personnel Info --------------------------------------------------------------------------- 1-12 EFT ------------------------------------------------------------------------------------------------ 1-13

Using Templates ------------------------------------------------------------------------------------------ 1-15 Payroll Employee Activity ------------------------------------------------------------------------------- 1-16

Activity -------------------------------------------------------------------------------------------- 1-16 Cheques ------------------------------------------------------------------------------------------- 1-17 Accruals ------------------------------------------------------------------------------------------- 1-18

Payroll Employee Selection ----------------------------------------------------------------------------- 1-19 Creating a Selection List --------------------------------------------------------------------------------- 1-20 Printing Selection Lists ----------------------------------------------------------------------------------- 1-21 User Security Setup --------------------------------------------------------------------------------------- 1-22 Payroll Transaction History ----------------------------------------------------------------------------- 1-23 Assign Earn/Ded to Employees ----------------------------------------------------------------------- 1-25 Update Earn/Ded for All Employees ----------------------------------------------------------------- 1-26 Update TD1 Claim ---------------------------------------------------------------------------------------- 1-27 Class Codes ------------------------------------------------------------------------------------------------ 1-28 Process Payroll -------------------------------------------------------------------------------------------- 1-29 Payroll Timecards ----------------------------------------------------------------------------------------- 1-29

Earnings/Deductions ---------------------------------------------------------------------------- 1-31 Tax Overrides ------------------------------------------------------------------------------------- 1-33 Optional Fields ----------------------------------------------------------------------------------- 1-33 Cost Center Overrides --------------------------------------------------------------------------- 1-34 Vacation, Sick & Accruals ---------------------------------------------------------------------- 1-35 Timecard List ------------------------------------------------------------------------------------- 1-36

Employee Timecards ------------------------------------------------------------------------------------ 1-37 Copy Timecard -------------------------------------------------------------------------------------------- 1-38 Transfer Employee Timecards -------------------------------------------------------------------------- 1-39 Calculate Payroll ------------------------------------------------------------------------------------------- 1-40



Payroll Cheques .................................................................................................................................... 1-41 Print Boss ............................................................................................................................................... 1-42 Manual Cheques ................................................................................................................................... 1-43 Reversing a Payroll Cheque ................................................................................................................ 1-45 Processing EFT Transactions ............................................................................................................ 1-46 Review .................................................................................................................................................... 1-47 Chapter 2. Setting Up Payroll Payroll Options ....................................................................................................................................... 2-1

Company ..................................................................................................................................... 2-1 Processing ................................................................................................................................... 2-1 Frequency .................................................................................................................................... 2-2

Payroll Optional Fields .......................................................................................................................... 2-3 Payroll G/L Integration ........................................................................................................................ 2-4

Integration ................................................................................................................................... 2-4 Segments ..................................................................................................................................... 2-5 Transactions ............................................................................................................................... 2-6

Payroll EFT Options ............................................................................................................................. 2-7 Assigning Class Codes ........................................................................................................................... 2-9 Setting Up Earnings ............................................................................................................................. 2-10 Payroll Earnings & Deductions ......................................................................................................... 2-11

Employee .................................................................................................................................. 2-11 G/L Dist ................................................................................................................................... 2-12 Optional Fields ......................................................................................................................... 2-12 Basic Info .................................................................................................................................. 2-13 Payroll Earnings ....................................................................................................................... 2-15

Commissions ............................................................................................................... 2-16 Sales Volume ............................................................................................................... 2-17 Piece Rate ..................................................................................................................... 2-18 Vacation ........................................................................................................................ 2-19

Expense Reimbursement ....................................................................................................... 2-22 Deductions RPP Plan ............................................................................................................. 2-24 Calc Base RPP Plan ................................................................................................................. 2-25 Advance ..................................................................................................................................... 2-26 Advance Repayment ............................................................................................................... 2-26 Simple Deduction .................................................................................................................... 2-27

Workers Compensation Codes .......................................................................................................... 2-28 Overtime Schedules ............................................................................................................................. 2-29 Shift Differentials ................................................................................................................................. 2-30 Income Taxes ........................................................................................................................................ 2-31 Review .................................................................................................................................................... 2-32



Chapter 3. Periodic Processing Periodic Processing ................................................................................................................................ 3-1 Delete Inactive Records ........................................................................................................................ 3-2 Find Duplicate SIN ................................................................................................................................ 3-2 Government Reports ............................................................................................................................. 3-3 CRA-Remittance Info Report .............................................................................................................. 3-4 Record of Employment ......................................................................................................................... 3-5

Comment .................................................................................................................................... 3-6 Sick/Parental or Maternity Leave ........................................................................................... 3-7

Relevé 1s .................................................................................................................................................. 3-8 Electronic Filing of the Relevé ............................................................................................................. 3-8 T4’s ........................................................................................................................................................... 3-9 Review .................................................................................................................................................... 3-10 Tutorial ................................................................................................................................................... 3-11

Setup Choices ........................................................................................................................... 3-11 General Ledger Integration .................................................................................................... 3-11 Federal & State Taxes ............................................................................................................. 3-11 Add an Employee .................................................................................................................... 3-12 Enter a Timecard ..................................................................................................................... 3-12 Calculate Payroll ....................................................................................................................... 3-12 Employee Inquiry .................................................................................................................... 3-13 Print 941 Report ...................................................................................................................... 3-13 Print Quarterly Wage Report ................................................................................................. 3-13

Sources of Info ..................................................................................................................................... 3-14 Course Evaluation ................................................................................................................................ 3-15 Answers .................................................................................................................................................. 3-16 Comments ............................................................................................................................................. 3-19 Index ....................................................................................................................................................... 3-20