Quick Tip: How to Add a New Account While Comparing to an Existing One

29 Feb

(reading time < 5 minutes)

Sage 300 allows you to open multiple copies of nearly every screen so you can open an existing account (or customer, item, vendor, order, etc.)  on one screen while entering a new account on another.

Multiple Copies1

To enable this feature right-click on the screen’s shortcut and choose Properties.

Multiple Copies2

Check the Start Multiple Copies checkbox then click OK.

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If that option is grayed out for you, ask your ADMIN to change your Administrative Services security permissions to enable the Customize Company Desktop right.  After that is done, log out of Sage 300 and log back in and you’ll be able to set the option for your shortcuts.

Multiple Copies4

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Quick Tip: Truncated Descriptions

25 Feb

(reading time < 5 min)

can grow

During our Crystal Reports class yesterday the subject of “wrapping” text came up.  This is the ability for long text fields to automatically extend to multiple lines when needed.  Excel calls has a formatting option for “Wrap text”.  Crystal Reports’ option is “Can grow”.  It has the option to limit the number of lines of growth or to allow as many as are required to display the text.

Sometimes, I have turned this setting on for a field but it hasn’t appeared to do anything. If this happens for you, here is the fix:

Right-click on the field and choose Format Field.  Go to the Common tab.

  1. Re-type 0 (zero) in the maximum number of lines box.
  2. Change the Horizontal Alignment option to Justified.
  3. Click OK and save the report

can grow2

Quick Tip: Why Didn’t My Batch Post?

23 Feb

(reading time < 5 min)

Error during posting

Have you ever seen the “Error occurred during posting message?”

Sage 300 provides an easy way to find out why the batch didn’t post within every one of the Batch List object in General Ledger, Accounts Receivable and Accounts Payable.

Below is my AR Invoice Batch List.  Batch 43 was the batch I posted that had the errors.  The entries that had errors rolled into batch 44.

AR Batch List

Off to the right in the batch list you will see two columns: Posting Sequence and No. of Errors.  You can double-click on these posting sequence number to view the Posting Journal report.  If there are errors in the batch that you attempted to post you can double-click on the number of errors to view the Posting Journal Errors report.

AR Batch List 2PJ Errors

In my case, the Fiscal Period is locked.  Once I have unlocked the period I will be able to post the new batch number 44.

PJ Errors2

Sage Payroll 7.2 in October 2015

7 Oct

payroll concept

In order to accommodate the requirements of the federal Affordable Care Act, Sage is releasing a new version of Payroll this month—version 7.2.

Here are some key facts to keep in mind:

· Version 7.2 is compatible with System Manager 2012, 2014, and the new version 2016 that Sage expects to release in late October.

· Version 7.2 will include the ability to prepare, print, and file IRS Forms 1094-C and 1095-C. The Sage “My Workforce Analyzer” tool will be included to assist with the gathering and preparation of required data.

· All users must upgrade to Payroll 7.2 by December 31, 2015—BUT please schedule your upgrade as soon as possible!

· Users on version 6.0 must upgrade their entire system by December 31, 2015.

· Sage is discontinuing support for Payroll versions 6.0, 7.0, and 7.1. Customers on these versions will no longer get tax table updates.

To support your efforts to upgrade to the new version of Payroll 7.2, Sage has announced that as of October 1, 2015, Business Partners will be able to download the software prior to its general availability. The download of this prerelease does not require the standard activation code or expiration date, and the 30-day free trial can be used to get you started. When Payroll 7.2 is fully launched later in October, Sage will provide users with a standard license key.

For current Infoman clients:

If you have any questions about Payroll 7.2, please contact us at 425.673.9299. We will be happy to assist you with the upgrade; just give us a call and we’ll schedule a date and time that works for you.

Thank you for being a valued client of Infoman!

Best regards,

John Burgess and the Infoman team

Reprinting W-2 Forms in Sage 300 with Payroll 7.X

23 Sep

w-2 tax forms

The introduction of Sage Payroll 7.0 introduced a new type of reporting – one that Sage users had not experienced in the past.  The new reporting comes courtesy of Aatrix.

It is quite an adjustment for seasoned Sage users, but don’t let this ‘new’ reporting tool worry you – it is a great addition to Sage 300 (although you may not agree with me for another few years).

I was unable to find any good information on reprinting an employee W-2 form through Aatrix reporting when that particular year W-2 was not filed with Aatrix – I had even read in one place that it was not possible, but thankfully it is, and I am going to walk you through it in this post.

Let’s get started!

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Open Sage 300, open the menu for US Payroll, select Payroll Government Reports, and then double click W-2 Tax Filing.

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Enter the Payment Year – I used SAMINC sample data, so I can only re-print W-2’s from the year 2020.  Set the From/To Employee values, and click print.

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Government forms are being updated constantly, so one of the big advantages to using Aatrix reports is that Aatrix can automatically update any reports that change at any time, so this form will almost always come up.  Please click ‘Automatic Update’.

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Some validation does take place – I received a warning that I am trying to reprint year 2020 data on a year 2014 form.  This is important to note – Aatrix only supports a single form for the W-2, so no matter which year is reprinted, the year will always be displayed as 2014.  Aatrix does keep digital copies of previous years, but if you want to ‘roll back’ to an older form it must be done through Aatrix Support (there is a support cost for this type of work).  Please click ‘Continue’.

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Since we are only re-printing previously filed W-2’s we can select ‘Test Drive’.  The mode is perfect for reprinting as nothing is saved, and nothing is electronically transmitted to Aatrix.  There is no cost to use ‘Test Drive’ and print your W-2’s.  Please click ‘Next’.

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This is the sample company FEIN – your company setup must include this number, or you will be unable to proceed.  Please click ‘Next’.

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The sample data was missing a phone number, which is a mandatory field.  If you are following along, and the phone number is blank, please fill it out now, and then click ‘Next’.

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Leave the default option selected (I am filing for my company/employer), and then click ‘Next’.

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Double check your State and Local Tax Items – this form will perform a format validation on the account numbers (e.g. it will not make sure that the number matches the company, but it will check to see if the number is in the right format).  If you are following along in the sample company then you will need to make some changes at this time.

  • The CA State Disability Insurance number needs 2 numeric digits added to it (I chose 11, but you can select any number).
  • The CA State Unemployment number needs 2 numeric digits added to it (I chose 11, but you can select any number).

Please click ‘Next’ when you are ready to proceed.

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I am processing sample data, so I left the defaults of ‘No’, but these questions should be reviewed if printing a real W-2.  Please click ‘Next’ after reviewing the questions.

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Please review these options.  The only necessary change to this form when using the sample data was setting the value for ‘Kind of Employer’.  Please click ‘Next’ after reviewing the questions.

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Sage allows multiple companies to be setup under a single FEIN, so if you are reprinting a range of employees that spans multiple companies you will need to select ‘Yes’, but in most cases ‘No’ (the default) will be appropriate.  I am stepping through this re-print using the ‘No’ option, but please let me know in the comment section if you need to see an example using the ‘Yes’ path.  Please click ‘Next’.

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More validation is run, and this notification indicates that only 15 employees will be displayed.  Please click ‘OK’.

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Please click ‘OK’ to acknowledge we are in ‘Test Drive’ mode, and then review your data.  The sample data requires a couple of updates before proceeding, so if using the sample data please do the following:

  • Update Jennifer Elliott’s SSN so that it does not start with a 9
  • Scroll the first section over until you see ‘Box 13 Retirement Plan’ and check the box for all 15 of the sample employees.

Please click ‘Next Step’ when ready to proceed.

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Click ‘Other Options’, and check the box for ‘Print my Employee W-2’s’ only, and then click ‘Next’ when ready to proceed.

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A sales screen will be displayed, reminding you about all of the benefits of using Aatrix eFile service, but since we are not interested in that at this time, please click ‘Next’.

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You choose any option you wish here, but for a reprint I would just select ‘No, do not include divider sheets’, and continue by clicking ‘Next’.

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It *looks* like you might want to hit ‘Print’, but it is only a trick – please click ‘Next’ instead, and be amazed!

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The moment has finally arrived – your W-2 form(s) are now on display; congratulations!  Click ‘Print Copy’, and then after you are satisfied with your print out click the red X in the top right corner to close the form.

Note: Aatrix only supports a single W-2 form at a time, and since I have 2014 loaded, that is what is going to print on each W-2 regardless of the year that the data is pulled from (e.g. a W-2 is reprinted for 2012 – it will still display 2014 even though the data will be from 2012).

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A new dialog box will be displayed asking if you would like to cancel – please click ‘Yes’.

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Please click the red X in the top right of the form to close it out.

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The final step is to click close on our initial form – unless there are other years to reprint in which case you can return to the first screen shot for another run.

Thank you very much for your time – I hope you find this informative.  If you have any suggestions on how this post could be improved please do leave a comment below.

Customer Service Excellence Award

20 Aug

We want to share with you an exciting announcement: Based on our clients’ feedback to Sage North America about the services Infoman, Inc. has provided to them, Sage has honored Infoman with its Customer Service Excellence Award for 2011-2012!

This is a very high honor for us, especially in light of how Sage determines the award winner. The award is based solely on each Business Partner’s “net promoter score” as rated by their clients. If you’re not familiar with this evaluation system, it involves our clients’ rating of our services on a scale of 1 to 10. Only ratings of 9 and 10 increase a “net promoter score;” ratings of 7 and 8 have no effect on the score, and ratings of 1 to 6 reduce the score!

We recognize that we owe the award to our clients because the determination of the winner is based entirely on their feedback to Sage.

We appreciate every one of our clients, and we remain committed to their success. From all of us at Infoman, THANK YOU!

Follow my lead

1 Jun

Earlier this year, I attended the Tobias Leadership Conference sponsored by the Randall L. Tobias Center for Leadership Excellence housed at Indiana University. This excellent conference explored leadership in a range of different contexts, encompassing leadership in business, government, education, medical, non-profit, and other communities.

As I listened to presenters discussing various perspectives on theoretical and practical leadership principles, several key questions emerged for me:

  • What role does each one of us play as a leader?
  • Are we stepping up and into that role?
  • If not, why not?

I believe that each one of us is a leader. We may not have an official title or the “look and feel” of a stereotypical leader, but at a minimum, we lead ourselves each day. We make choices about how we’re going to “show up” in the world and therefore how others will interact with us, whether they’ll “follow our lead.” Acts of leadership are as simple as how we choose to greet the barista at the espresso stand, whether we choose to give up our seat on the bus for an elderly person, and whether we choose to treat co-workers respectfully.

What personal leadership choices will you make today?