Archive for November, 2017


Sage 200 Version Comparison Tool

Are you on an old version of Sage 200?

Unsure of the features you are missing out on?

Sage 2011 this year had full support seized which has prompted a lot of companies to upgrade.

Sage 200c was recently released but a common question whilst we market the features of the latest version, is what else has been released in the versions in between (2013, 2013 R2, 2015 and 2016).

Here are a few:

And there are many more than you think!

So, Sage have released this brilliant Version Comparison Tool allowing you to easily view the features introduced in each module between v3.5 and 200c.

Sage 200 Version Comparison Tool

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In line with the theme for much of Sage 200c new features, a long-requested feature by users was a way of “Inactivating” a customer (or supplier) account. Generally, this is because the customer / supplier is no longer traded with, but the account history makes it difficult to archive and purge transactions to get to a position where the account can be deleted (without effecting other account history)

The Amend Account Status screen (Sales Ledger > Sales Accounts > Amend Account Status) has two new fields, so not only allows you to place an account ‘On Hold’ but also to change its Active status to Hidden, and specify a reason.

Accounts Status

The ‘On Hold’ functionality is the same as in previous versions, so you can tick the box to suspend an account and stop new transactions from being entered for it.

The active status is designed for an account which you do not want to use on a more permanent basis. For example, if an account is no longer trading. By selecting ‘Hidden’ this removes the account from the Customer/Supplier list accordingly and prevents the account from being selected for transactions in error.

NB. You can hide an account at any time, even if it still has a balance so care should be taken before deciding about if to hide it.

If a user hides an account in error, you can still choose the account from the ‘Account Status’ screen and set its Active status back to ‘Active’.

How to view ‘Hidden’ accounts

  • Customer (or Supplier) Account Enquiry – Hidden accounts are included on the look up list for this screen. So, you can view the account details of any hidden account.
  • Accounts Not Activereport – New reports have been added to the Sales and Purchase Ledger (Reports > Account Analysis) so you can print a list of hidden accounts.
  • List of Accountsand Account Details reports (Reports > Account Analysis) – You can choose whether to include hidden accounts on these reports.

Viewing ‘Reasons’ for hidden accounts

A new report called Accounts Not Active has been created and can be found in the Reports > Account Analysis area for the Purchase and Sales Ledgers. These reports display the ‘Reasons’ field from the Account Status screens.

New transactions on hidden accounts

Transactions that can be accessed without selecting a customer account can still be processed against hidden accounts. That is:

  • If the account has outstanding invoices or sales orders, these can still be selected and processed from the Invoicing and Sales order lists.
  • Direct debits / standing orders can still be processed.

You should check these transactions as part of your process to make an account ‘Hidden’.

 

 

 

 

 

 

 

 

 

Sage 200 has often lacked in its detail of Sales Order status, previously only offering ‘Live’, ‘On Hold’ or ‘Completed’. The status of ‘Live’ never gave enough detail for a user to easily identify where the order was within the Sales Order Process (was it Entered, Allocated, Despatched, Invoiced etc.) or what else was required to progress an order.

There is the Pipeline within the Sales Document Status Workspace enquiry, however this is limited as there is no ability to filter the information.

SalesOrderStatus_PipelineWorkspace

Sage 200c introduces the much-requested detail presented within the Sales Order List view.

The following new columns have been added to the Sales Order alongside the original ‘Document Status’ column:

SalesOrderStatus_SalesOrderListView

The table below lists the new column names along with the various statuses that may appear as the values…

Document Status This column presents an overall Order status as per previous versions.

Live: Some invoices or credit notes still need to be posted for the order.

Complete: Invoices and credit notes have been posted for the sales order, and the customer and nominal account balances have been updated.

On Hold: The order is on hold and so cannot currently be processed.

Ready for allocation Yes: Some items in the sales order have not yet been allocated.
Allocated Part: Only some of the items are allocated, but some items still need to be allocated. The items have not yet been despatched.

If you have chosen allocate stock automatically when items are entered on an order (set in SOP Settings), then it is useful to check for Part allocation to see when items were out of stock when the order was entered.

Full: All items in the order have been allocated. The items have not yet been despatched.

Once an item is partly or fully allocated, it will also be set as ready for despatch. The Allocated status returns to being blank once all the allocated items have been despatched.

Acknowledgement Note: This status only applies if you use have chosen to Print order acknowledgements for orders in SOP Settings.

Not printed: The order acknowledgement has not been printed. If you don’t use order acknowledgement, all orders will have this status.

Printed: The order acknowledgement has been printed.

Amended since last printed: The order acknowledgement has been printed, but the order has since been amended. The item can still be despatched.

Ready for despatch Yes: Some items in the sales order have been allocated and are ready to be despatched.

If none of the items in the order require despatch, this will be blank.

Despatched Part: Only some of the items have been despatched, but some items still need to be despatched.

Full: All items in the order have been despatched.

If none of the items in the order require despatch, this value will be blank.

Once an order is partly or fully despatched, you can print invoices for the items that have been despatched.

Ready for invoice printing Yes: Some items on the sales order have been despatched (or do not require despatch) and are ready to have invoices printed.
Invoiced Part: Only some of the items have been included in a printed invoice, but some items have not yet been invoiced.

Full: All items in the order have printed invoices.

Once an item is partly or fully invoiced, it can be posted. If an order is not fully posted, its Status will still be Live.

Cancelled Part: Only some of the items in the order have been cancelled, but not all the items. For example, an order may only be Part cancelled if some items have already been despatched, or if you have deleted items (and record cancelled order lines) but haven’t yet cancelled the order.

Full: All items in the order have been cancelled.

The standard list view functions remain for users to be able to choose which columns to display or hide by right-clicking on any column header, selecting Columns and then selecting or de-selecting the relevant column name.

SalesOrderStatus_ListViewColumnMenu

It is also possible to use the Filter option on the List view which now includes the new Columns.

SalesOrderStatus_ListViewFilter