Category: Modules


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’.

 

 

 

 

 

 

 

 

 

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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

Excel is everyone’s favourite for working with data. So for most users they want to get data from Sage 200 into Excel. Despite there already being a number of ways to achieve this, I think Sage 200c final brings an easy, quick and useable option.

Send To Excel is a new feature within Sage 200c which allows you to send data into Excel from a report, in a useable format for Excel.

It adds the raw data from the report to Excel and inserts it as a table so you can begin working with the data straight away by sorting and filtering each column. The format of the data also means you can quickly begin to work with it using Pivot tables and charts etc.

This means there is no reformatting, no deleting of duplicated fields and no un-merging of cells. All of which can be experienced with the Export to .csv and/or .xls option.

Also this functionality has no hidden/extra Sage 200 Services costs which come with the Excel Reporting (although as an aside Sage 200c does introduce some new ‘Free’ Excel reports).

So, how does Send to Excel Work?

Simply generate your report to Preview (NB. This is currently only available using the Preview Output Mode, not using the Spooler Preview).

There is now a new Send to Excel button.

Send to Excel button

Once the button is selected Excel is instantly executed and the data will be presented in the format below:

Send to Excel report

It has been roughly three months now since the release of Sage 200c. As we are beginning to roll this out for new and existing sites, I looking closely at the new features, how they work and user opinions.

There were a number of new features based on user requests for improved functionality and also bringing in features familiar to Sage 50 users. The first feature we will look at is the new functionality for adding Purchase Invoices, Rapid Purchase Entry.

No features around entering Purchase Invoices have been removed/replaced but Sage 200c introduces a Rapid Purchase Invoice entry screen. This is like the batch entry function within Sage 50 and brings a quicker way of entering multiple purchase invoices into Sage 200. Each invoice is entered on a separate line of a grid based form, and you can enter multiple invoices for different suppliers.

The screen is designed in such a way that it not only allows users to enter multiple invoices quickly (rather than saving after each one), but also to add information into the screen quickly too. This is helped by the grid format (rather than moving to different fields and sections) and Hot Keys which give users a quick way of doing things such as copying information from a cell above, deleting a line or calculating the Net value (if you only know the Gross).

Attached here is a step by step guide which you can download Sage 200c – Rapid Purchase Entry

Sage 200 2016 SP2

Sage 200 2016 SP2 has been out for a while now.

One key issue that impacted users in Sage 200 2016 were the restrictions on Accounts which were placed ‘On Hold’.

There is an issue with entering Memo’s and also it is not possible to allocate transactions.

SP2 fixed the Memo issue. It didn’t fix the allocations but after I did some communicating with Sage support they did a great job and there is actually a Hotfix now available.

It still isn’t possible to import transactions which is something else we have come up against, however my opinion on this is that for Invoices in particular it is probably working by design. I would be interested to know other people’s thoughts on this.

Sage 200 Extra and Sage 200 Extra Online 2016 have now been released. If you are considering updating or want further information send your details to sagemarketing@smithcooper.co.uk

Whilst it is not, perhaps, as drastic an update as the 2015 version, which had a whole change to the UI amongst other features. The 2016 version has some game changing additions with new integrations for payments.

There are also some nice additions from the wish lists and a new connector which integrates Sage 200 to stand alone Sage CRM (not Sage 200 CRM).

Below are some details of what’s new!

Sage Integrated Payments (SIPS)

Integration with Sage Payments allows for an easier and secure way to pay suppliers.

A Sage Payments account is a virtual wallet (e-wallet) similar to PayPal. You can add funds to your Sage Payments account and then use this to make payments directly from Sage 200.

NB. A Sage Payments account is required

Bank Feeds

Sage 200 is now able to use the Yodlee bank feed. This gathers information from your bank, and downloads bank transaction details for display in Sage 200 so you can match them to transactions in Sage 200, or create new transactions.

When you confirm the transactions as matched they are flagged ready for your next bank reconciliation.

NB. Subscription to Bank feeds is required.

Sage Pay – Get Paid Faster

Sage 200 now includes the Sage Pay ‘Get Paid Faster’ functionality.

If you are using Sage Pay, you can use the ‘Pay Now’ button on your layouts such as invoices, statements and chase letters that you send as PDF files by email.

When your customer opens the PDF attachment they can click the ‘Pay Now’ button to make a payment straight away through Sage Pay.

Commitment reporting

Commitment reporting allows you report on purchase orders as a committed cost before the order has been received or invoiced.

This makes it easier to view actual costs and committed costs to establish committed spend.

Report Category budget grouping

It is now possible to hold a budget against a reporting category which offers much more flexibility in assigning and reporting on budget areas.

New Bank Reconciliation screen

A new bank reconciliation screen has been introduced with a split screen view separating matched and unmatched transactions. This brings the functionality in line with that of Sage 50 and presents the information in a clearer way.

Create Return from Order

The ability to create a Sales Return from an existing Sales Order has been eagerly awaited for many versions gone by. It’s finally happened!

You can select a Sales Order then select ‘New Return from order’ which will populate the Return details.

Within the Sales Return screen you can also select Copy Order and the Return screen will be populated with the return data based on the selected Sales Order.

It makes it much quicker to enter a return and removes the need to re-key information but be aware there is no link created, it just copies the information.

Predictive text in Rapid Order Entry

On the Rapid Order Entry, predictive text is now available to filter the selection list of available stock items as the item is typed.

Override Negative Stock option (Rapid Order Entry)

When raising a Sales Order via Rapid Order Entry, it is now possible allow the stock to go in to a negative allocation if the required quantity is not available.

The Product Group now has a flag ‘Can over allocate stock’.

Stock Analysis Codes

Stock records have been extended to include 20 Analysis Codes. Report Categories still exist, but the analysis codes allow for further analysis in line with SOP/POP/ It is also possible to import these when importing item records.

Support for Barcodes

Stock records have been extended to include a Barcode. These can be imported as part of the Stock Item Import.

Limited Price Bands

My particular favourite!

New Price Bands can be created as ‘Limited’, allowing the customer to select which Stock items they want to add to a Price Band, rather than all stock items being added.

Time Limited Price Lists

Price Bands can be created as Limited or Universal.

Limited Price Bands can be flagged as Active and/or have ‘From’ and ‘To’ dates assigned.

This is great for promotional pricing.

API

An API has been included to offer better flexibility for development and integration to Sage 200 Extra.

CRM

A New connector integrates Sage 200 with Sage CRM. This allows data to be input in ‘real time’ reducing the synchronisation requirements.

Importantly what this will also allow is for upgrades of 200 and CRM to be run separately. This should hopefully make the upgrade requirements easier and more affordable.

 

**As with all new releases compatibility has been removed with for older versions of related Operating systems and linked applications.

Most noticeably is the removal of Citrix Xenapp.

Yesterday finally saw the release of the much-anticipated Service Pack 2 for Sage 200 Extra 2015.

One of the key items as part of this is the support of Windows 10 operating system.

There are lots of fixes and some additions as detailed in this document released with the update –

Reports

There are some New Reports to be aware of which are not installed automatically as well as Layout updates too. Check these out with your BP. The introduction of the SOP Profitability reports which include Returns and Credit Notes will be music to some people’s ears, although if you needed this previously you have probably had the report written already.

There also some nice Stock reports, offering different views of Sales by Customer, Product Group and Monthly Sales etc.

Summary Screens

My particular favourite addition in this service pack is the added drill down functionality to the Summary screens. Previously a great visual aid (and Sage Sales Persons dream!) they were not altogether complete from a ‘day to day’ point of view. However we are now able to drill all the way down to the transactional items which makes them much more beneficial as an analysis tool.

Sales Summary Outstanding Debt (Totals)

Sales Summary Outstanding Debt (Totals)

 

Sales Summary Outstanding Debt (Drill down to Customers)

Sales Summary Outstanding Debt (Drill down to Customers)

 

Sales Summary Outstanding Debt (Drill down to Transactions)

Sales Summary Outstanding Debt (Drill down to Transactions)

Installation

Service Pack 2 can be applied to sites running either the Base version of Sage 200 Extra 2015 (all SP1 updates are included) or sites with Sage 200 Extra 2015 Service Pack 1.

As with Service Pack 1 there are two installation files:

  • Sage200v2015SP2ClientPrerequisites.exe
  • Sage200v2015SP2.msp

On client machines, both files must be run in the order listed above.

Sage200v2015SP2ClientPrerequisites.exe checks the client files to ensure the correct registry keys are present on the machine.

Sage 200v2015SP2.msp updates Sage 200 Extra.

NB. On a server, you only need to install the Sage 200v2015SP2.msp file.

As ever this Sage 200 Extra 2015 SP2 Installation and Release Notes document gives all the information needed to install the service pack.

 

I have hit this issue on my last couple of installations where the Core components fail to install when accessing Sage 200 2015 System Administrator. Sage have identified this as being an issue which relates to virtual environments (which both of my examples were).

When you access System Administration for the first time after install, various messages appear throughout the initialisation, including those referring to the core components and the building of models. You may notice the system freeze during this.

The issue relates to the available resource on the machine. Clearly the virtual environment must meet the minimum System Requirements for Sage 200 2015. For standard single-server environments, this requires at least a dual-core processor and 4GB of RAM.

Interestingly for my examples the servers should have been fine, however the memory was set to be Dynamically allocated and for some reason was remaining below 4GB. Once this was changed to a Static amount, well above the minimum, the core components installed correctly.

There is a Known issue (5924) which is fixed in Service Pack 1 for Sage 200 2013 R2 where the details of held journals, which were created from Journal Templates, are lost if more than one journal has been held.

NB. there was a hotfix for this originally but this is now rolled up into SP1.

In the core Project Accounting module it is possible to create project Statuses and specify whether costs can be entered for a status.

When entering Timesheets in the standard system you are not able to select a project with a status that does not allow costs (as you would expect). However if entering timesheets via WTE, you are able to select a project even if it has a status that does not allow costs.

This was reported in 2011 SP5 originally, and is still not fixed within 2015.