Archive for October, 2011


I have recently come across a problem within Project accounting. I found this problem in V2010, although I believe it still occurs in v2011.   Below are some details about how the site is set up. Fortunately it is quite a simple project structure!!  

They have 2 Project Item Types: MATERIALS and INVOICE

MATERIALS is set to only display COSTS and have the following Default Nominal Codes:                                                                                                                                                                         Exp. = 410115  000  400  and Rev. = 310100  OT0  300

INVOICE is set to only display CHARGING and have the following Default Nominal Codes:                                                                                                                                                            Exp. = 410101  000  400  and Rev. = 310100  WA0  300

 

The following Project Items within MATERIALS are used:

CHEA     Nominal = 410116  000  400

CLAB      Nominal = 410101  000  400

CMAT    Nominal = 410115  000  400

The following Project Items within INVOICE are used:

SHEA     Nominal = 310100  WA0  300

SLAB      Nominal = 310100  IS0  300

SMAT    Nominal = 310100 OT0  300

 

All projects use the structure of:

Project

           CHEA

CLAB

CMAT

SHEA

SLAB

SMAT

The scenario which occurs is that when a project is created; a Nominal code for one of the Project Items is incorrect (i.e. it is not the default set on the Project Item record). If the Nominal code is amended and the project saved; when you go back into the Project record the Nominal Code of another Project item is automatically amended, and is incorrect.

The Project Item that is amended seems to be relevant to its position in the structure. For e.g. using the project structure above: If the initial project item, that was wrong, was SHEA; then the amended one would be CHEA. So the first Revenue Item updates the first Cost Item. This is still the case on a test I did where I swapped SHEA and SMAT around. This time CHEA was wrong initially and updated SMAT.

The Nominal codes that items are amended to, are the ones that are hidden due to the Display settings of the Project Item Type. So, CHEA has a hidden revenue code of 310100  DA0  300, which is what SHEA is amended to. SHEA has a hidden expense nominal code of 410101  000  400 which is what CHEA is being amended to.

I haven’t seen any logic in which type of Project Item is incorrect first. The majority of my tests have been the INVOICE items, but occasionally the MATERIAL ones can be.

The impact this problem has is that the wrong Nominal codes have been posted to. So the user has to make sure they check the nominal code for each transaction.

I have logged the issue with Sage, and the Bug No. is 4289 with a Severity 2.

They have struggled to replicate entirely, however I have created the same problems within the Demo Data.

The good news is that there is a work around which Sage have come up with. If Project Item Types are amended so that all the display settings are enabled (Costs and Charges), then the correct Nominal Codes are used. Obviously the downside to this is that it fails to distinguish between Cost and Revenue Project Items; which is the recommended way to create Project Items.

I hope this all makes sense and doesn’t confuse you. But if you use Project accounting check the Nominal Codes are correct.

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Making Corrections in Sage 200

If you have started using Sage 200, having come from a Sage 50 background you should go into it as if you are learning a new piece of software. Because you are!!!!

If your company has out grown Sage 50 then Sage 200 is absolutely the natural system to move to. But just because it is written by Sage does not mean that it is going to be completely the same.

The look and feel are quite similar, for example the list views, process maps and dashboards were originally used in Sage 50. But though the general concepts are the same, functionality is different.

The most common question Sage 50 users ask me is “How do you do corrections in Sage 200?” The answer is that there is no “corrections” area. I tell people Sage 200 is an accountants dream, because it makes you correct things how an accountant would want. That is by manually correcting. This is either by entering an opposite type of transaction or a journal.

For example: If you enter an Invoice incorrectly, you would need to enter a Credit Note (that mirrors the invoice) and allocate the two together. If you enter a Journal, you would need to enter it again but with opposite postings.

In the Sales and Purchase Ledger there is some help in the form of the Reverse Transaction option. This allows you to select a unallocated transaction and select Reverse. The system will enter the opposite transaction for you and also allocate it. Using the example above; you could select the Invoice and Sage 200 will create a Credit Note with the same details (date, value, nominal coding etc). Sage 200 will also allocate the Credit Note to the Invoice.

NB. The Reverse Transaction option only works for Base currency transactions.

When logging in to Sage 200 you could receive the following error:

Login failed for user ‘MMSUser’

This would occur if an invalid SQL Server name has been used, the SQL Server can not be accessed from the Sage Server or the Sage 200 user accounts have not been created in the SQL Server instance that Sage 200 is using.

The most likely cause is after an installation. Within the SQL Server instance the user account ‘MMSUser’ must exist. It must also be set up as an SQL Login and not just a database user.

Within System Administration, Select Companies on the left hand side.

Right Click a Company, and select Properties.

Click ‘TEST’. This will create the Sage database users and grant access to the Company database.

When this is done on the first company, a login screen will appear and you need to login to the SQL instance. NB. This is a SQL login, and needs to be a member to the database administration group.

When Generateing payments as part of the payment processing routine, you may exeriance the following error:

Allocation session is incomplete error

This is because a negative payment value has been entered against an Invoice or a positive payment value has been entered against a Credit Note.

When creating a new Configuration database within System Administration, the following error could appear:

If you view the details it will show this error: 

System Administration is reading the web.config file, that is normally located here:

C:\Inetpub\Sage 200 App Services\Sage200Administration\web.config

If you open the web.config in Notepad, look at the lines: 

<add key=”ConfigurationSQLServerName” value=”[Server Instance Name]” />

<add key=”Sage200ConfigurationSecured” value=”true” />

Make sure that the “ConfigurationSQLServerName” key is looking at the correct SQL Server Name / Instance.

If the “Sage200ConfigurationSecured” key is set as True, it thinks that the System Administration login details for SQL have already been set and secured. This wouldn’t happen until the Configuration database has been created.  Therefore, you need to change the value to False then Save and Close web.config.

Web.config file

Similar to the above, if you are trying to create a configuration database in Sage 200 v2010 System Administration you may get this message:

“Log in failed, cannot open database, mms admin failed.”

The web.config file for 2010 is normally found here:

C:\inetpub\wwwroot\Sage200Administration\web.config

Open in notepad and find <add key=”Sage200ConfigurationSecured” value=”true”/>

Change the value to be “false”:

<add key=”Sage200ConfigurationSecured” value=”false”/>