GL Security

Now in Sage Accpac General Ledger 55A included a module called GL Security. Here I will explain a little bit on function of the GL Security that was built in to the core module right now.
So if you feel that you need one of this security than you should consider on upgrading to 55 :
1. Security by account which allow a specific account can only be view, update by a specific person/group
2. Security by segment which allow a specific range of account based on segment to be viewed, update by a specific person/group.

This GL Security will remove the account from the screen if the user does not have the privileges to access it.

Norming 55 is now Available

Dear All Our Beloved Customer,

Norming 55 is now available, you can contact us to get the new version of Norming fixed asset with some of the new feature included in the current release :

• Fully Integrated With Sage Accpac ERP 55
• Exchange gains/losses can be recognized on revaluation
• Moves the disposal Cost and proceeds accounts to cost center
• Multiple depreciation expense account for 1 cost center, so we can allocate base on a specific percentage of cost to different account
• Maintain The original Purchase Cost for assets
• Converts PO Item into single or multiple assets
• Includes existing add on as an acquisition type in asset acquisition entry
• And much more

So what are you waiting for come and grab your cd for update..

Cashbook 55 SP 1

On 30 October 2008 , Cashbook 55 has release the newest service pack. Service Pack 1 which has the following update :

• Fixed - Batch Entry - Web Client Only - Tax On - An invalid field ID error code was generated when using a source code with a default tax code.
• Fixed - Batch Entry - The pending amount in the allocation screen was incorrect for customers and vendors having the same customer/vendor code.
• Fixed - Batch Entry - After entering a Distribution Code and tabbing onto the grid, the grid was not accepting focus correctly.
• Fixed - Bank Reconciliation - Reversals - Accounts Receivable Only - An AR entry's status in Bank Services was not correctly being changed when reversed in CB.
• Fixed - Bank Reconciliation - Reversals - Accounts Payable Only - Same vendor/reference/amount - resulted in incorrect line being reversed.
• Fixed - Bank Reconciliation - Single Reference/Deposit Entries - Only locates in Bank Services if 'Yes' is selected for that row to allow faster processing in large single EFT entries.
• Fixed - Post - Refund batches were doubling up if allocated to more than one credit note.
• Fixed - Post - To correctly update Partially Posted transactions that were first Voided when printed.
• Fixed - Post - Bank Transfers - A transfer batch with a blank reference resulted in an error batch being created that could not be edited.
• Fixed - When posting a Cashbook batch in Accounts Payable with an allocation against a Job Related invoice the message "The payment amount for document xxx is not fully distributed" was returned.
• Fixed - Print Cashbook - When printing Bank Reconciliation or Bank Charges by period, an invalid field error was being returned.
• Fixed - Batch Import - A field ID error was generated when the batch number being created exceeded 32767.
• Fixed - Miscellaneous Codes - Wasn't importing EFT details.
• Fixed - Cheque/Receipt/Deposit Forms - Bank totals weren't being updated correctly.
• Enhancement - Online Printing - Form now saves last settings for Receipts/Deposits.
• Fixed - G/L Transfer - Auto Post in G/L was causing an error if G/L Options were set to require printing before posting.
• Fixed - Batch Listing Report - Stops allocations going to second page if more than 32 lines.

Contact us immediately if you need this file. Call us at 021-7660349

Cashbook 54 SP 7

On 31Oct2008 cashbook 54 has release it's newest service pack, Service Pack 7 with the following update :

• Fixed - Post - Multicurrency - Unapplied Cash entries were not posting in Accounts Receivable.
• Fixed - Post - To correctly locate the cheque to update in bank reconciliation after printing a batch using the same cheque numbers that had been previously voided.
• Fixed - Post - When entering an AR Refund in Cashbook for R 100.00 and allocating R 50.00 to 2 different Credit Notes for the same Customer, the AR Refund Batch is generated with an AR Refund Amount of R 200.00 with R100.00 allocated against each Credit Note.
• Fixed - Post - If the Customer and Vendor numbers are the same and the invoice numbers in both the Customer and Vendor accounts are the same it results in the allocation against the Customer account reflecting as Pending in the Vendor account.
• Fixed - Post - When posting a transfer batch with a blank reference number it created an error batch for the receiving bank which could not be edited or deleted.
• Fixed - Post - Bank Transfers - A transfer batch with a blank reference resulted in an error batch being created that could not be edited.
• Fixed - Batch Entry - Allow editing of batch control description and single reference details in a retrieved batch.
• Fixed - Batch Entry - Web Client Only - The default tax code was giving an error in a tax batch.
• Fixed - Batch Entry - Batch Entry AP allocation picked up Pending Adjustment amount when selecting the Pending allocation in subsequent allocations.
• Fixed - Batch Entry - Allocations against Job Related invoices which contain 0.00 amount lines.
• Fixed - Batch Entry - PJC - when the Project has an Accounting Method of Accrual-Basis the cost account defaults to the "Cost of Sales" account setup in the Account Set, and when the Project has an Accounting Method other than Accrual-Basis the cost account defaults to the "Work in Progress Account" setup in the Account Set.
• Fixed - Batch Entry - After entering a Distribution Code and tabbing onto the grid, the grid was not accepting focus correctly.
• Fixed - Retrieve from Other Systems - Cashbook AR refunds were incorrectly being retrieved.
• Fixed - Retrieve from Other Systems - AR Error Batch with entry which originated in Cashbook being retrieved to Cashbook when retrieving AR entries.
• Fixed - Print Tax - Transfer to ACCPAC Tax Services of multicurrency tax lines.
• Fixed - Print Tax - When Transferring Cashbook Tax Tracking to Sage Accpac Tax Services the Cashbook Reversals transferred as a 0.00 amount entry.
• Fixed - Bank Reconciliation Reversals - Cashbook only partially returns AR Receipt reversals in Bank Services leaving the entry status "In Transit".
• Fixed - Bank Reconciliation Reversals - Cheques with the same vendor,reference and amount but different dates were reversing the incorrect line in ACCPAC.
• Fixed - Bank Reconciliation Reversals - Single Reference cheque batches were not reversing correctly in ACCPAC.
• Fixed - Bank Reconciliation Reversals - Redesigned to handle large EFT SR batches. The entry is now only located in Bank Services if it is contained in a deposit or Single Reference batch and the 'Reverse' column is clicked to 'Yes'.
• Fixed - Bank Reconciliation Reversals - To use the reversal fiscal year in the reversed line.
• Fixed - Batch Import - When the next batch number to be created exceeded 32767, then an error was generated: "Invalid field 35".
• Fixed - Batch Import - Importing Unapplied Cash entries for 2 different Customers. Only the first entry is imported as Unapplied Cash, the second entry is imported as "Select" Mode.
• Fixed - Batch Import - Importing an allocation with more than 2 payment numbers in a particular payment schedule to the same invoice.
• Fixed - Batch Import - GL Transfer - The "There are no G/L transactions to consolidate" message being erroneously displayed when selecting GL Transfer and Consolidate Before printing.
• Fixed - Print Cheque/Receipt/Deposit Forms - Printing Cheques off-line resulted in the Cashbook Transaction Header table Fiscal Year field being updated with "0000".
• Fixed - Integrity Check - To check batch sub-detail.
• Fixed - Integrity Check - Language resource errors.
• Fixed - Batch Listing Report - Stops allocations going to second page if more than 32 lines.
• Fixed - G/L Transfer - Auto Post in G/L was causing an error if G/L Options were set to require printing before posting.
• Enhancement - Online Printing - Form now saves last settings for Receipts/Deposits.

If You need this update, please contact us and we will arrange an update file for you.

Manufacturer's Item Number

I think almost everyone has an alias name in the time of great High School Era.Remember that?You want to share with us your alias name?We are feel free to get those :)
Ok now back to Accpac. In Accpac, it also provide alias name for Item Number, You can put unlimited alias to 1 item number. And the system is quite smart also , when you put 2 different item number under the same alias number system will automatically pop up a finder for us to select which item does we referring to.

Maybe some will ask in what condition this will be used?
1. If customer need barcode number
2. Where Supplier/Customer require us to put their item number in the PO or DO form
3. Where Accounting and Logistic Have different number for a specific item
etc

This menu can be found in I/C Items and Price Lists\Manufacturer's Item Number.

DBDUMP and DBLOAD

DBDUMP and DBLOAD is a tools for accpac for us to run re indexing on database. For some customer they use this function to do backup and restore. This is not wrong but for some larger database dbdump and dbload take more time compare to normal backup. All user must logout from Accpac before running this 2 utility.

How To do DBDUMP and DBLOAD:
DBDUMP:
1. Open Start\Program\Accpac\Tools\DBDUMP
2. Put in Admin Password
3. Select the database that you want to DUMP
4. Click the "Set Directory" to set where your going to put the DUMP data
5. Click Dump and wait until it finish

DBLOAD:
1. Open Start\Program\Accpac\Tools\DBLOAD
2. Put in Admin Password
3. Click the "Set Directory" to set from where are you going to Get your DUMP data
4. Select the Dataset that you want to load and click Next
5. Choose to which Database do you want to Load
6. Click Finish

DBLOAD will take longer time than DBDUMP.

Qty on PO ,OE, Available

On Sage Accpac version older than 5.5. It is almost impossible for us to track for which document is the quantity information belong to. Now in order to fulfill customer's request Accpac has now add drill down capability to check which document that is link to this qty on PO, on SO, and available. This Option Available from Order Entry Screen, IC location detail.
See attached image for sample what the system can do

How To do Backup

Backup,

This is the most important part when you are using a system. You need to have a set of backup data, so if something happen on your server you could easily restore your last data without having you to key in from the beginning. We would like to recommend for all customer to do backup on daily basis. There are several way to do backup , maybe you can consult with your IT which one your going to use :
1. For Pervasive SQL User
- Use Accpac DBDUMP to run backup
- Backup your data Folder by using zip or copy it to other drive
2. For Microsoft SQL User
- Use Accpac DBDUMP to run backup
- Schedule an automatic backup for your data by using SQL Agent

So after reading this and you have not do backup for days or month better run it now... Before your coffee time is wasted to re input your data

NB: A little note on doing backup using dbdump and restore using dbload. Normally this will take a longer time to do restore compare to the conventional way of backup and restore. Cause in dbload Sage Accpac is reindexing the database.

Create New Year Procedure

Even though this process is quite simple process. But sometimes we forgot how to do it since it was only run once in a year. In order to help you to remind here are some steps to run year end process :

1. Backup. Whatever you do, backup your data first.
2. Add the new year in the Fiscal Calendar. (You may want to check Options in G/L Setup to see which fiscal year you are in. You don’t want to get ahead of yourself and move to far into the future!)
3. Start with the subledgers first. Post all your outstanding batches in your subledgers.
4. Make sure all users are out of the subledgers.
5. Print your reports, and run Clear History, Delete Inactive Records, and Clear Statistics. Some of these functions may remove history and affect drilldown functions, so make sure you have a backup before you do anything! You don’t want to be even more lost!
6. Run the Year End function in the subledgers.
7. In General Ledger, you will also want to post all the outstanding batches.
8. Verify the number of years of history/fiscal sets you have set to maintain.
9. Run Period End Maintenance and Clear History. Again, make sure you have a backup as this will remove information. Also print out all your reports before doing this.
10. Finally, you can run the Create New Year function, which will actually put the company in the new fiscal year.The menu can be found in GL Periodic Processing\Create New Year
    

For number 5,6,9 is an option if you want to clear history. If you do not want you can skip the process. So Hopefully this will help you for year end procedure.
And one more thing to remind even though you have close the year, you still can update the data and Accpac will update Ending and opening balance in your report...
Good luck and remember not to stay in your office until morning for year end ....

Free Stock Card Anyone???

Anyone want to have a free stock card report included in the system? Yes you can get it free when u are upgrading or using Sage Accpac Version 55. Sage Accpac Inventory Control 55 Update 1 include a new reporting and inquiry tools called Stock transactions report and Stock Transaction Inquiry.
With this new report available at any time you can look at opening, ending and movement for each cut off period.