Category: Commercials


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.

Advertisements

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.

 

When the first Sales order line of a Sales Order has a zero value and no Nominal analysis but further order lines do have Nominal analysis, the  nominal drill down within the SL Transaction enquiry shows the Narrative ‘Intended For -//’

  1. Create a Sales Order with a Free text line with a zero value and no nominal analysis.
  2. Add a second and third order line with Nominal analysis
  3. Save the order and process through to completion (post the invoice).
  4. Within the Sales Ledger open the transaction enquiry for the selected customer and highlight the Invoice
  5. Select the Nominal Drill Down and see the narrative. All lines show ‘Intended for -//’

My occurrence was due to the user using the Free Text line for a comment/note. This is what the Comment line is intended for. The alternative is to enter the Free Text Line at the end.

A question that often makes us shiver is when a Sage 200 user poses the question “How do I make my Stock Control reconcile to my Nominal Ledger?”

Now, its not often helped by it being the first time in Months, Years or maybe ever, that they have tried to reconcile.

However, it is an area that I cannot help but admit is not easy. There are a mass of variables that impact on this subject. Costing method, Stock Settings, POP Settings, SOP Settings, Nominal structure………and so on……

I have created the following document which details the settings that need to be considered, some common errors and some Sage 200 functional issues that should be considered.

Enjoy, and good luck!

Talking Sage 200 – Stock Reconciliation Checks

I am a bit late posting about this. But at the beginning of April Sage 200 2013 R2 was released.

This isn’t a simple Service Pack, and should be treated as a “New Release”. The key thing here is the introduction of some new features, as well as bug fixes and roll up of fixes from Sage 200 2013 SP1. That said this is the only version of Sage 200 2013 that will now be shipped.

The issues fixed are documented in Sage 200 2013 R2 Release Notes released by Sage.

Please also be aware of updates to the ‘Deployment and installation Guide’ and the ‘System Requirements’.

Part of this release see the introduction of functionality which allows you to analyse Stock Item Sales Order Lines, to Projects. This is quite exciting for me, as I was actually involved in the first workshop at Sage Newcastle, to brain storm how this would work. So to see it come to life some 4 may be even 5 years later is brilliant.

 

Ctayts

 

 

Although Sage have not ‘officially’ announced a release date for Sage 200 2013, it is expected to be available by the beginning of June. There will be 3 types of licensing available including the Cloud offering (Sage 200 Online):

Sage 200 2013 (On premise perpetual)
Sage 200 2013 (On premise subscription)
Sage 200 Online

I am excited to share some of the new features that Sage have advised we can expect. I am yet to see the product but am itching to get my hands on it.

Sage 200 Workspaces
One of the major changes for Sage 200 2013 is the way that you will be able to view and manipulate data. As predicted when workspaces were first introduced, new workspaces will replace the existing enquiry screens and list views that you will currently be familiar with.

New Workspaces:

  • Will be available via the desktop or through the web client which gives you access to your data at anytime, anywhere, using devices running a web browser (including tablets and mobile).
  • Will allow you to configure the default views and enquiry screens to show the information that you require.
  • Can be launched from a menu item.
  • Allow you to navigate from workspace to workspace, using a selected item. E.g. select a customer account on one workspace and navigate to another workspace that shows the transactions for the selected customer.
  • Can be configured by the user to meet their individual needs. Users can:
    • Add and remove data fields
    • Find the required records using quick filters for each column of displayed data.
    • Filter and sort information using advanced filters that can be saved and shared with other users.
    • Print the data displayed on the workspace.
    • Export the data displayed to an Excel spreadsheet.
    • Launch related forms to perform tasks (desktop only).
    • Print related reports.

Importing nominal cost centres and departments

Import routines for Cost centres and Departments will be available alongside your other Financials data. The new Import Cost Centres option, allows you to create new cost centres in the Nominal Ledger. Likewise, the Import Department Codes allows you to create new departments into the Nominal Ledger. This is going to be a huge benefit when setting up new systems.

Using the same conventions as previous imports, you can set up an XML or CSV file with your new import details. A report is also generated to show you which records have been imported successfully and which have failed.

Free Text Credit Notes

In Sage 200 2013 will be the ability to raise Free Text Credit Notes within the Sales Ledger.

Entered in the same way as you would enter a free text invoice, you can use this new feature to enter free text credit notes directly onto a customer’s account.

Short Term Cash Projection

A new Short Term Cash Projection enquiry will help you forecast the amount of cash you will have in your bank accounts after your outstanding transactions have been paid.

This will allow you to view the forecast balance, and the list of outstanding transactions, within a date range that you can specify. You can create accurate forecasts by choosing specific bank accounts and transactions to be included in the forecast totals. You can even add transactions that you know are coming but have not been entered into your Sage 200 system.

You can then print a Cash Projection report, or export the information to a Microsoft Excel spreadsheet.

Future Years Budgets and Cash Flow Reports

These new features will allow you to enter budget values for your nominal accounts for up to five future years, as well as design your own financial statement layouts, based on this budget data.

For the Future Years Budgets feature, a new tab has been added to the Nominal Accounts records so that you can enter your budget values for up to five years in the future. The Maintain Accounting Periods screen has also been amended to display the end dates and status of each period for up to five years in the future.

The import of nominal accounts has also been changed to allow you to import new future budget values.

In addition, the Cash Flow Report allows you to project your cash flow from the present year, to five years in the future, based on your Sage 200 budgets. Values are displayed, per accounting period, and allow you to see:

  • opening balances
  • values for each income heading
  • total cash receipts value
  • the value for each expenditure heading
  • total cash paid out
  • the closing balance

The new report uses the actual balances for those nominal accounts that have been nominated as bank accounts in the cash flow layout.

All the above information was received from Sage.

The above new features are just a taste of what to expect. If the above is anything to go by then Sage 200 2013 is going to be a massive improvement and will prove to be a great asset to businesses!

By default invoices generated in SOP will post to the ledgers with the exchange rate entered against the Sales Order. This can be inaccurate, particularly if there is a long period of time between entering the Sales Order and producing the Sales Invoice. I have come accross a few of sites where they have not known it is in fact possible to to change the exchange rate at the point of printing an invoice. (This facility is available form v2010).

To be able to use an exchange rate at the point of producing the Sales Invoice, there are two settings to consider:

In Accounting System Manager > System Settings

On the Operational Settings tab there are two tick boxes within the Invoices and Credit Notes section.

  • Use exchange rates when printing invoices and credit notes – Selecting this will mean that SOP Invoices will use the exchange rate set within the Currencies and Exchange Rates table when being generated. An additional tab is displayed on the SOP Print Invoices screen. NB. Single and Period exchange rate settings will be applicable.
  • Edit exchange rates when printing invoices and credit notes – This is only available if the above setting is enabled. If this is also enabled, users are able to amend the exchange rate at the point of generating the invoice. NB. Amendability settings will be applicable.

SOP Print Invoices (Exchange Rates Tab)

Go to Sales Order Processing > Document Printing > Print Invoices

Select the Exchange Rates tab. This tab is only visible if the above setting ‘Use exchange rates when printing invoices and credit notes’ has been enabled.

To edit the exchange rate, the above setting ‘Edit exchange rates when printing invoices and credit notes’ needs to be enabled.

Period Exchange Rates

If the customer uses period exchange rates, the period exchange rate relevant to the entered invoice date is displayed.

If no period exchange rate has been set up for the entered invoice date, the invoice uses the exchange rate set in the most recent period. If no period exchange rates have been set up, the exchange rate is automatically set to 1.0000 (NB. There are screen prompts advising this)

Single Exchange Rates

If the customer uses a single exchange rate, the exchange rate set in the exchange rate table is used.

Amendable Exchange Rates

If the exchange rate is Amendable, you can edit the exchange rate on this tab before printing the invoice.

If the customer uses a single exchange rate, you can save the new rate to the exchange rate table when you print the invoice. If the customer uses a period exchange rate, the new rate is only applied to the invoices printed.

Considerations to be aware of:

  • If your SOP module is set to update stock at the point of despatch you should be aware that the Sales values on the stock transaction will not be updated with the invoice exchange rate. NB. this relates to Sales values and NOT Cost of Sales values.
  • If Intrastat reporting is used for Sales, then this will always use the exchange rate from the Sales Order.

I came across an interesting issue recently where a user was printing out a Pro Forma Invoice, but the details section was blank. This was happening even though the information showed on both the Pro Forma entry screens and the Preview of the Pro Forma Invoice print.

Having looked into various scenarios, such as the obvious Sage support checks (Standard layout, demo data, Different user etc.), I managed to find the problem related to how certain users were entering line details. The problem only occurred on Free Text Lines, however the users were Copying details from an Excel spreadsheet and Pasting them into the Line details.

There is obviously some sort of conflict with the formatting of Excel data which is preventing it from physically being printed out.

This problem will occur in all types of Order/Return Line entry, including amending the Item Line Description for a Standard Item Line. Therefore do NOT copy and paste from Excel

Establishing Landed Costs for Stock Items can be difficult. All companies that import or export need to know what the total cost of an item is.

Calculating Landed Cost is critical in understanding what a stock item costs and so what price it can be sold for.

In order to calculate the Landed Cost, all factors beyond the original price should be considered (shipping costs, custom duties, taxes, insurance, crate costs, handling fees etc.).

The Sage 200 Landed Costs option makes it possible to calculate the costs incurred in shipping costs, duties, etc.  separately from the cost of the stock item it isself.

The Landed Cost values can also be posted to a specific Landed Cost Nominal account.

The Landed costs are added to the cost price of the stock item in order to represent the full cost of purchasing the item in your stock valuation.

Landed Costs are entered during Purchase Order entry. This can be either a percentage or a value. They affect the Stock Control when the purchase order is processed. The Nominal Ledger is affected when the Purchase Order Line has a Purchase Invoice raised against it.

The folloing document explains how to set up and use Landed Costs in Sage 200:

Talking Sage 200 – Landed Costs

An issue has been found within both SOP and POP, where by an exception error is given when a user tries to amend an order that contains multiple lines and the user has re-sorted the lines by the ‘Complete’ column.

A hotfix has been released. This is only relevent to Sage 200 SP3.