Using custom directories to control the version of report to use

Accpac tracks if an item price in an order/invoice has been overridden. It is easy if you want to display a marker on the printed Order Confirmation and Invoice. The use of this is useful for managers that are approving these documents as they can see a subtle marking on each line where prices have been overridden.

Order Confirmation and Invoice forms are created using Crystal Reports. To make this change you will need to know Crystal Reports and have a copy of Crystal Reports installed.

By default, the Order Confirmation form used is OECONF01.RPT. This is an ODBC report. You can edit this using Crystal Reports and add the indicator. To do this:

a. First, create a new formula field.
b. Call it xIndicator and in it specify the formula as shown below:

if {OEORDD.PRICEOVER}=1 then
“*”
Else
“”
What this will do is that it will check if the value in the field PRICEOVER in the OEORDD (Order Detail) table is true (1) or false (0). If it is 1 then it will print an “*” (asterisk) and if it is not then it will print a blank.

Now place this field anywhere you like in the Group Header #2a section. In the illustration below I have placed it next to the Extended Amount field.

c. Save the report
d. The next time you print the Order Confirmation, the print out will show a * next to the extended amount field for any line whose price has been overridden.

If you want to do this for Invoices, please note the default Invoice form, OEINV01.RPT is a Datapipe report (what it means is that it does not use ODBC and has it fields prefixed by Sage). This form does not provide for the PRICEOVER field. Therefore, to achieve this you would need to either:

– Edit OEINV04.RPT or any other non-Datapipe form. Then, use it during invoice printing.
– Edit OEINV04.RPT as mentioned above and rename it to OEINV01.RPT (another technique for this is to use custom forms as explained in the post “Using custom directories to control the version of the report to use”).

Regardless of your choice for Invoice form, you will need to locate the OERPT.INI file in your OExxA folder (replace the xx with the version of OE that you are using) and find the section [OEINV01]. Then comment out the lines as shown below.

Notice the use of the single quote character (‘) to comment out the lines indicated. This will switch the form type from Datapipe to ODBC.

Repeat the same steps used for order confirmation so it has the same effect.

The Headache of Managing Employee Expense Claims

Every company faces the same challenges when it comes to managing expense claims. So, whether your challenge is about compliance or about ensuring the reimbursements are done correctly or on a timely basis, you see this as time consuming effort that repeats itself each month,

Automation is the way to go

Automating this properly can save the company money and also improve employee relations. When the number of employees affected is few and expenses are limited, using a spreadsheet template designed for this is cheap and practical. But as soon as the effort increases, there is a need for a better solution to manage this.

Key Features to look out for

There are many software solutions available that can handle the needs. Here are some key features you should look out for when sourcing for such software:

  • It should be a web-based solution. This is important as the intention is to reduce duplication of efforts. Employees incurring the expense should be able to create claim entries on their own, preferably using a device that they are comfortable with, and have it immediately routed for review and approval. This would also mean having native mobile apps as a tool for employees to use.
  • A good user interface is paramount when it comes to adoption. Systems should be usable with little to no training. Complex systems will only lead to errors and negate the very reason for automation in the first place.
  • Approval and rejection of claims by Managers should also be possible using the same device that they use for entry of their claims. This one single point of use will make the product easier to use and acceptable. Additionally, look out for solutions that have innovative ways of notifying Managers and Employees of actions needed.
  • Often companies have strict policies and limits when it comes to expenditures. Such requirements should be configurable in the software together with any routing settings for approvals and rejections. Having this means you can improve on your HR practices as needs changes and not have to face replacement of software. More importantly, it means you now have the ability to change and improve employee sentiments.
  • In more sophisticated solutions, ability to do Trip planning is a benefit not to be overlooked. This mean, instead of recording expenses after the fact, such solutions can provide companies the ability to approve trips against budgets set aside for them. Rules and Policies can be defined to ensure capping and limits are adhered to.
  • As the use of such solutions matures in a company, there should be abilities for the company to tap into additional services offered by affiliated third-party suppliers. For example, accessing and using Transport, Hotel, Restaurants and many other services within the application where the use of such services offer additional savings for the company.

Having said all these, companies must also take note that with an introduction of new systems for automation, there is also a need to review and revise existing policies and procedures before the switch. There is no better time to correct what does not work in the past before introducing a new system. Failing which could be detrimental to the smooth operation of the company.

Financial Reporting

One of the strongest reason why Sage 300cloud is a good solution for businesses of any size is their financial reporting tool. 

The Statement Designer has withstood the test of time. Introduced into the product since version 1.0, it is still the tool to beat. I have yet to come across an end-user reporting tool that actually lived up to its name, even if I was to take off my Sage partisanship.

Its use of Microsoft Excel through an add-in is innovation at its best. To date, no other tools out there can beat it without infringing on its classic design.

However, as the march towards web based technologies takes hold, its ability to move along has been thwarted, unless similar add-in capabilities can be introduced in a web based version of Microsoft Excel. Until then, fans of Statement Designer has to rely on the desktop interface to craft their reports.

The only bright spot on this is APPtalics’ offering of GLFS for Sage 300cloud. Although this is not true 100% web, it is a innovative way for users to run their financial reports created in Statement Designer in the new web interface offered by Sage 300cloud. This is done without a need to change the report or to re-write the report. 

We have creatively called the original COM service to process the report on the server. And, then we serve the output to the web client. With this method, just a single copy of Microsoft Excel is needed on the server. 

Until a better mousetrap is offered, users of Statement Designer moving to Sage 300cloud, can find relief that their reports can continue to be used.

To learn more about this please visit our Resources section to download a Trial Copy. 

How Best to Use Sage 300cloud

The web interface offered in Sage 300cloud may not be right for everyone. There is still a lot of room for improvements if it is to become a mainstream interface to replace the classic Microsoft Windows interface.

But there are some very useful ways you can deploy and take advantage of in the Sage 300cloud interface. The most obvious one is the use of the interface for casual users of the system.

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Automatically starting your favorite programs when Sage 300 starts

Let us say you want to save some time each morning when you start your work-day. And, it would be nice to be able to have your favorite programs that you normally use automatically started while you make a cup of coffee or make some quick calls. Having to double-click on all the programs to start them would mean you cannot do other things.

With this trick, you need only to start Sage 300 and the rest of the programs can be automatically started. Let us say you wish to have your email and your order entry function started automatically. This is what you need to do.
First, start-up Sage 300 and click on the company name shown in the left pane of your Sage 300 desktop. Then, right mouse-click on any empty space in the right pane. In the pop-up menu shown when you right-mouse click, choose New and in the sub-menu choose Folder. Give it a name called “Startup”. The spelling of this is important. Click Finish once done. This will give you a folder called Startup as shown.

Pop-up calculator when entering numeric data

Category: All Modules

Version: All Versions

Difficulty Level: Beginner

Every field that allows input of an amount can show a popup calculator. To do this, just press the + sign on your keyboard whenever you are in a numeric field.

The screen below shows the G/L Journal Entry screen. The cursor is currently at the Source Debit cell in the entry grid. Pressing the + key will show the calculator.

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