Learning Common Procedures

To create a company

1. Select Library Master > Main > Company Maintenance.

2. Enter a company code and company name.

3. Enter information in the fields appropriate to your company, including the federal ID number.

4. Click Activate to activate one or more modules.

5. When asked to save the new company, click Yes.

6. When the Activate Module window opens, select the module(s) to activate and click Proceed.

7. In Company Maintenance, verify that the modules you selected appear in the Activated Modules area of the window and then click Accept.

To create a user

1. Start User Maintenance. Depending on whether you purchased Sage 100 through a subscription, use one of the steps below: 

   • Select Library Master > Security > User Maintenance.

   • Select Library Master > Main > User Maintenance.

2. Enter the user logon, first and last name, and user code.

   

3. If the Use Unified Logon check box is selected in System Configuration, the user logon must match the user’s Windows name.

4. Enter a password.

   A password is required if the Require all Users to Enter a Password check box is selected in System Configuration.

5. On the Maintenance tab, select the company and role to assign to the user.

6. On the Preferences tab, select user-specific preferences.

7. If the auto-complete feature is enabled in System Configuration, change the default options on the Auto-Complete tab as needed.

8. Click Accept.

User passwords can be changed for any user currently logged onto the system.

Users can change their own password if the Allow User to Change Password security option is selected for their role.

To change a password

1. On the Sage 100 Desktop File menu, click Change User Password.

2. In the Old Password field, type the current password for the user.

3. In the New Password field, type the new password for the user.

4. In the Confirm Password field, type the same password that was typed in the New Password field.

5. Click OK.

The User Settings window allows you to specify default options, such as the default zoom level when viewing reports.

To change user settings

1. Use one of the following methods to open the User Settings window.

   • On the Sage 100 Desktop File menu, click Change User Settings.

   • On the Home tab in the ribbon, click Change User Settings.

2. Make changes as needed.

3. Click Accept.

The Library Master accounting date is set from the Windows system date and cannot be changed.

To change the accounting date

1. Use any of the following methods to change the accounting date from the Sage 100 Desktop:

   • On the File menu, click Change Date.

   • On the Status Bar, click in the accounting date area.

2. Enter the accounting date.

3. Click OK. The accounting date appears on the Status Bar.

The active module always displays on the Status Bar.

Note that modules automatically change when you select a task from another module using the Module Menus toolbar or Modules menu.

To change the module

1. Use either of the following methods to open the Change Module window from the Desktop:

   • On the Status Bar, click the module.

   • On the Modules tab, click Change Current Module.

2. Select a module.

3. Click OK.

The new module displays on the Status Bar and the module menus change to reflect the specified module.

From the Desktop, you can open a task in a secondary company without changing the current company displayed on the Desktop Status Bar. You can select any company as the secondary company.

To open a task in the current secondary company

1. In the Desktop task pane, click Modules if it’s not already selected.

2. Right-click a task, point to Open with, and then click Secondary Company.

The task opens in the secondary company.

To specify a different secondary company and then open the task

1. In the Desktop task pane, click Modules if it’s not already selected.

2. Right-click a task, point to Open with, and then click New Secondary Company.

3. In the Company field, enter a company and then click OK.

The task opens in the secondary company.

Use the Lookup feature to display a list of records and select the appropriate record.

To select a record using the lookup window

1. In a window, click a Lookup button. The lookup window appears displaying the available records.

   

2. Select a record and then click Select.

The record is then selected in the original window.

The lookup window provides a Search field and a Find button to narrow your search for desired records. This feature is a convenient way to reduce the number of records displayed and helps you to focus on pertinent records.

To search in the lookup window

1. In the lookup window, in the Search field, select the field to search.

2. In the Operand field, select an operand. For information about available operands, see Filter the Lookup Criteria in the Help.

3. In the Value field, type a search value for the lookup.

4. Click Find to run the search. The lookup list box displays the search results. In this example, the lookup searches and returns all customer numbers that begin with 01.

   

5. Select an item from the list box and click Select.

In any lookup window you can define additional criteria to filter the lookup, and you can save these filters so that they apply to future lookups until they are manually removed. Filtering the lookup criteria helps you narrow your search on desired fields.

To filter the lookup criteria

1. In the lookup window, click Filters. In the Filters window, each line item is a filter consisting of a Column, Operand, and Value.

   

   Note: Filters that are defined in the User Lookup Wizard and Lookup Customization Wizard also appear in this window. If the filter is locked, it cannot be changed. If the filter is not locked, it can be removed or modified.

2. In the Column field, select the lookup column you want to filter. The Column field reflects all of the columns defined for the lookup.

3. In the Operand field, select the appropriate operand. For information about available operands, see Filter the Lookup Criteria in the help.

4. In the Value field, type a value. If you enter multiple values separated by commas, the system assumes an "OR" condition.

5. To add additional filters, repeat steps 2 through 4. You can define an unlimited number of filters; multiple filters assume an "AND" condition.

6. To retain these filters for future lookups, select the Save Filters check box.

   Note: If the Save Filters check box is cleared, the filters remain in the Filters window and remain in effect during the lookup; however, when you exit the lookup, these filters are removed.

7. Click OK to apply the filters. In this example, the lookup returns all customers beginning with 01 and ZIP Codes beginning with 5.

You can delete filters after they have been defined.

To delete and reset filters

1. In the lookup window, click Filters.

2. To delete one filter, in the filter's Column field, select <none>. The filter row is cleared.

3. To delete all filters, click Reset. The filters are cleared, and any filters from the custom lookup, if one exists, are restored.

4. Click OK.

For each lookup by company and by user, you can create up to 99 unique views. When creating a lookup view, you can define your default view, add, remove, or modify fields in the lookup, add or remove filters, as well as define several other settings. After creating a lookup view, you can modify or delete the view at any time. Keep in mind that any search criteria or filters you previously defined will not apply to the new lookup view you create.

To create a lookup view

1. In the lookup window, click Custom.

   Note: The Custom button is not available if the Locked Customization check box is selected in the User Lookup Wizard.

2. On the Lookup Customization Wizard page, in the View field, select Create new view and enter a description for the new view. Alternately, select an existing view to modify.

3. To set the new lookup view as the default view, select the Default View check box. Click Next.

   

4. In the second wizard page, add, remove, modify, or reorganize the fields for the lookup view in the Selected Columns list box.

   In this example, the TelephoneExt and LastPurchaseDate fields have been added to the Selected Columns list box, and the ZIP Code field has been moved to the Available Fields list box.

   

   Note: The first column indicated by an asterisk (*) in the Selected Columns list box cannot be removed; however, it can be modified.

5. Click Next to define additional settings, or click Finish if you have completed customizing the view.

6. Use the third Lookup Customization Wizard page to add, delete, or modify filters. To continue defining additional settings, click Next; otherwise, click Finish.

   

7. In the final Lookup Customization Wizard page, make any final changes to the lookup view.

   • Select the Initial Display check box to load data in the lookup at run time. If you do not want data initially loaded in the lookup at run time because you have a large number of records and want to perform a search before displaying records, clear this check box.

   • In the Title field, type a new title that will display in the lookup window title bar.

   • In the Default Search Column field, select a default field to appear in the Search field in the lookup window.

   • In the Default Search Option field, select a default field to appear in the Operand field in the lookup window.

     

8. Click Finish to see your newly created lookup view.

9. The View field appears in the lookup window and the new view, Basic, displays the newly added fields. In the example below, the new fields are TelephoneExt and LastPurchaseDate, while the deleted ZIP Code field no longer appears.

   Also, the title bar displays Vendor List - Basic because this title was entered in the Title field in the last page of the wizard and was set as the default view.

You can create numeric fields to add to the Selected Columns list box in the second Lookup Customization Wizard page. Numeric fields are created by combining two or more fields together using arithmetic operators.

To create a numeric lookup field

1. In the second Lookup Customization Wizard page, click New Field to create a new numeric field using simple arithmetic functions.

2. In the Lookup Customization Wizard - New Field window, in the Heading field, enter the name for the field.

3. Enter the width and select the justification.

4. Enter the mask.

   

5. Click the Calculated Field button to enter simple arithmetic calculations in the Calculated Field Builder window.

6. Double-click a field in the Available Fields list. This moves the field to the expression area. Select an operator, choose another field from the list, and then click OK.

   

7. In the Lookup Customization Wizard - New Field window, click OK. The newly created field automatically appears as a column in the Selected Columns list box.

To modify a lookup field

1. In the second Lookup Customization Wizard page, click Modify to alter the selected field in the Selected Columns list box.

2. In the Lookup Customization Wizard - Modify window, make the desired changes and click OK.

   For example, you can change the width of the key field to zero if you do not want to display it in the lookup.

You can export the data displayed in a lookup window to Excel if you have the appropriate security setup. You can also select a customized lookup view or perform a search in the lookup window to display specific records, and then export the data to Excel.

To export lookup data to Excel

1. In the lookup window, display the data to export to Excel.

2. Click the Excel button. The data in the lookup window is exported to Excel.

To print a listing

1. In the task window that has the Listing feature available (for example, General Ledger Options), make the needed selections to the criteria in the window and then click Print.

2. In the listing window that appears, in the Printer field located in the lower-left corner of the window, select the printer.

   You can also select alternative printing methods, which are available in the Printer field, including:

   • Export/E-mail: Reports can be exported to different file types, such as PDF or Excel, and saved to your hard drive or e-mailed. For more information, Exporting or Printing to a File.

   • Data Only Export: This option allows only the data portion of the report to be exported (header information is excluded). For more information, Exporting or Printing to a File.

   • Deferred: Report printing can be deferred allowing you to save reports on your hard drive for printing at a future time. For more information, Using Deferred Printing.

   • Office Merge: If the Custom Office module is installed, you can merge your data into a template such as a Microsoft Word or Excel template before printing.

3. Click Print to print the listing.

   Tip: You can click Preview to review the listing before printing.

1. In the report or form window, select either a report setting or a form code.

   

2. You can either accept the default settings for the current report setting or form code, or create a new report setting or form code. For more information, see Creating a Report Setting.

   Note: The standard set of reports and forms are assigned a report setting of Standard.

3. In the Printer field located in the lower-left corner of the window, select the printer.

   You can also select alternative printing methods, which are available in the Printer field, including:

   • Export/E-mail: Reports can be exported to different file types, such as PDF or Excel, and saved to your hard drive or e-mailed. For more information, see Exporting or Printing to a File.

   • Data Only Export: This option allows only the data portion of the report to be exported (header information is excluded). For more information, see Exporting or Printing to a File.

   • Deferred: Report printing can be deferred allowing you to save reports on your hard drive for printing at a future time. For more information, see Using Deferred Printing.

   • Office Merge: If the Custom Office module is installed, you can merge your data into a template such as a Microsoft Word or Excel template before printing.

4. After selecting or modifying the report setting or form code, click Print to print the report or form.

   Tip: You can click Preview to review the report before printing.

You must first set up reports to be deferred for future printing.

To defer the printing of a report

1. Access the report to defer (for example, the Budget and History Report in the General Ledger module) and select the report options.

2. In the Printer field, select Deferred and the click Print.

3. In the Deferred Print Options window, enter the number of copies to print.

   

4. Select or clear the Purge After Printing check box to either purge or retain the report after printing.

5. Select the Secure Report check box to restrict other users from printing the report.

6. Click OK.

The report is generated in a deferred print file and can be printed at a later time.

You can print one page of a deferred report or a range of pages. In addition, you can print several copies of a report and more than one report at a time. If a report is secured, only the user who initially deferred the report can print it.

To print deferred reports

1. To access and print deferred reports from the Sage 100 Desktop, use either of the following methods:

   • On Home tab in the ribbon, click the Deferred Printing button.

   • On the File menu, click Deferred Printing.

2. In the Deferred Printing window, select the report(s) to print.

   • To print all deferred reports, select the Module check box.

   • To print deferred reports for a specific module, select the module's check box. For example, select the General Ledger check box to print all deferred reports in the General Ledger module.

   • To print only selected reports, select each report check box individually.

     

3. To preview a report, select the report and click the Preview Report button.

4. To export the report to a different file type, click the Export Report button in the report preview window.

5. To change printing options for a specific report, select the report and click the Show/Modify Report Options button.

   In the Deferred Report Options window, change the information as needed and then click OK.

   

6. In the Deferred Printing window, click Print to print the selected reports to their assigned printers.

1. Access the report to export and select the report options.

2. In the Printer field, select one of the following options:

   • Export: Select this option to export the entire report.

   • Data Only Export: Select this option to export only the data portion of the report (header information is excluded).

3. Click Print.

4. In the Export window, in the Format field, select the file type for exporting.

5. In the Destination field, select the location you are exporting to. For example, you can export the report to your hard drive or to an application such as Excel.

6. Click OK.

To send a fax from the software, a fax driver must be loaded in the Windows workstation environment. The fax driver acts as a printer driver in the software.

To send a fax

1. Access the report and set the report options.

2. In the Printer field, select the fax driver.

3. Click Preview.

4. In the report preview window, click the Print Report button.

5. In the Print window, click OK.

6. A wizard or window applicable to your fax software opens. Enter the necessary information, such as the recipient’s fax number, and send the fax.

1. Select Library Master > Setup > Printer Preferences.

2. In the Printer Preferences window, select the dot-matrix printer from the printer list.

3. Clear the Enable Graphics Printing for this Printer check box. This setting is specific to the printer and overrides the global setting.

4. Select the Show Native Printer Fonts Only check box. This is a temporary filter and must be selected each time you access this window to change a font.

5. In the Normal Font Name field, select 10 CPI Draft, 10 CPI Courier (not Courier New), or any font other than Default.

6. In the Normal Font Size field (to match the font selected in the Normal Font Name field), select 10.

7. In the Compressed Font Name field, select a font based on the following:

   • If you are using 8.5- x 11-inch paper on a standard-carriage printer, or 8.5- x 11-inch paper on a wide-carriage printer, select 17 CPI Draft,
     17 CPI Courier (not Courier New), or any font other than Default.

   • If you are using 11- x 14-inch paper, select a value between 10 and 15 (this setting may vary, depending on which printer driver you are using).

8. Click Accept.

1. In the report window, in the Report Setting field, select the setting to use as the basis for your new setting.

   

2. To save the report setting based on another report setting, modify the settings in the report window, click the drop-down arrow next to the Save button, and select Save As. You can also save the current report setting by clicking Save.

   The settings for the standard set of reports included with Sage 100 cannot be modified. The settings made in the report window will revert back to the previous Standard settings. If you’ve made changes to the settings, when you click Save, the Save As Report Setting window opens allowing you to save the changes using a different setting name.

3. In the Save As Report Setting window, in the Description field, enter the description for the report setting you are saving.

   

4. In the Type field, select the report type option.

5. To save the report setting as your default report setting, select the Default Report check box.

6. To set advanced settings for the report setting, perform the following steps:

   1. Click Advanced.

   2. In the Advanced Setting window, select either the Standard or Custom option to use a standard or custom report when printing the report.

   3. If you selected the Custom option, enter the path to the custom report and click OK.

7. In the Save As Report Setting window, click OK to save the report setting.

   Changes made to an existing report setting are saved to a new report setting name or to the current report setting name. The report setting that you created will be available in the Report Setting field in the report window for future use.

1. Create a shared folder to serve as the repository. The folder can be created locally or on a network; however, you must use a UNC format when entering the repository path:

   \\server\share name\repository folder name

2. Grant Sage Intelligence Reporting users read and write permissions to the folder.

3. Open the Report Manager from within Sage 100. Select Sage Intelligence Reporting > Reports > Report Manager.

4. When the window appears asking for the path to the repository, enter the UNC path to the shared folder that you created, and then click OK.

5. When a window appears asking you to run the license manager, click Yes.

6. In the License Manager window, enter your Sage customer account number and serial number, and then click Apply.

7. The serial number is also referred to as an unlocking key. If you do not have your serial number, see Finding Your Serial Number.

8. Click Perform Registration.

Click the Help button on any Sage Intelligence Reporting window for detailed information about the product’s features.

If you do not have your Sage Intelligence Reporting serial number, you can find it online at: https://customers.sagenorthamerica.com. You’ll need your user name and password.

To find your Sage Intelligence Reporting serial number

1. Log on to the Sage Customer Portal.

2. On the Activation Codes menu, click Details.

3. In the Product Details grid, in the Application column, look for Intelligence Report Mgr. Your serial number is in the Unlocking Key column.

The serial number is case-sensitive. All special characters must be copied or typed into the License Manger window exactly as they appear in the Product Details grid.

You may have additional Sage Intelligence Reporting components listed in the grid. The serial number for the Intelligence Report Mgr component will unlock all of the components.

1. Select Library Master > Setup > Sales Tax Class Maintenance.

2. Enter a class in the Tax Class field.

3. In the Description field, type a description for the tax class and click Accept. Repeat steps 2 and 3 for each tax class you need to define.

After defining sales tax classes, assign the tax classes to sales codes, inventory items, and miscellaneous charges.

1. Select Library Master > Setup > Sales Tax Code Maintenance.

2. Enter a code in the Tax Code field and type a description in the Description and Short Description fields.

   The short description will be used when printing tax detail on forms.

3. If the tax code you are defining has a limit, type it in the Taxable Limit field. For example, some tax jurisdictions have a limit for the amount of sales tax that can be defined on an invoice, sales order, or receipt.

4. Complete one of the following options:

   • Select the Calculate Sales Tax on Retention check box to calculate sales tax on the invoice amount less retention.

   • Clear the Calculate Sales Tax on Retention check box to calculate the sales tax on the full invoice amount, regardless of retention. For more information, see Sales Tax Code Maintenance - Fields in the help.

   Note: The Calculate Sales Tax on Retention check box is available only if the Job Cost module is installed.

5. Complete one of the following options:

   • Select the Expense to Vendor/Item check box to allocate the non-recoverable portion of purchase's sales tax to the vendor's expense account in Accounts Payable or to the inventory account in Purchase Order.

   • Clear the Expense to Vendor/Item check box if the non-recoverable portion is not to be allocated. For more information, see Sales Tax Code Maintenance - Fields in the Help system.

6. Complete one of the following options:

   • Select the Tax on Tax check box if this tax code is subject to taxation by other tax jurisdictions. Then enter a class to be used for tax-on-tax calculations in the Tax Class field (next to the Tax on Tax check box).

   • Clear the Tax on Tax check box if the tax code is not subject to tax on tax. For more information, see Sales Tax Code Maintenance - Fields in the help.

   Note: The Tax Class field next to the Tax on Tax check box is the only place you can enter a tax-on-tax tax class; you cannot enter this in Sales Tax Class Maintenance.

7. For each tax class defined (except for tax class NT which cannot be maintained or deleted), complete the following:

   1. Select the Sales check box to calculate sales tax for this code, or clear the Sales check box if sales tax should not be calculated.

   2. In the Tax Rate field, type the tax rate percentage to use for calculating taxes.

   3. Select the Purchases check box if purchases are taxable for the tax class entered and proceed. Clear the Purchases check box if the purchases are not taxable and skip the next step.

   4. If the Purchases check box is selected, type the percentage of the purchase tax that cannot be recovered in the Non-Recoverable % field.

      • Type 0 (zero) in this field if all purchases sales tax is to be posted to the Accounts Payable sales account.

      • Type 100 in this field to post all of the purchases sales tax to the non-recoverable account.

   Note: If your tax jurisdiction charges tax on freight, you must set up a tax rate for the TF tax class in each applicable tax code.

8. Click Accept. The following example shows a rate of 7.25, which will be calculated for items assigned to the Taxable (TX) tax class for items sold.

1. Select Library Master > Setup > Sales Tax Schedule Maintenance.

2. Enter a schedule in the Tax Schedule field and type a description in the Description field.

3. In the Tax Code field, enter a tax code to add to this tax schedule and then click OK.

   Repeat this step for each tax code you want to add to the tax schedule.

   The sequence in which the tax codes are entered is very important because of tax-on-tax calculations and the establishment of the primary tax code. If a tax code is taxable by another tax code, it must be calculated first.

   For example, if tax code CA is taxable by tax code OR, CA would have to be calculated first to get an accurate calculation for the OR tax code. The first tax code entered will become the primary tax code. The primary tax code is used during the calculation of taxable and nontaxable amounts on each invoice and printing/updating of sales tax history.

   

4. Click Accept.

1. Select Accounts Receivable > Main > Customer Maintenance.

2. Enter the customer number.

3. Click the drop-down arrow in the top-right corner of the window, and then click Ship To Address.

4. In the Customer Ship-To Address Maintenance window, enter a location code.

5. In the Tax Schedule field, enter a sales tax schedule and then click Accept.

1. Select Accounts Payable > Main > Vendor Maintenance.

2. Enter the vendor number. Click the drop-down arrow in the top-right corner of the window, and then click Purchase Address.

3. In the Purchase Address Maintenance window, enter the location code.

4. In the Tax Schedule field, enter a sales tax schedule and click Accept.

1. On the Library Master Setup menu, select one of the following:

   • Sales Tax Class Maintenance

   • Sales Tax Code Maintenance

   • Sales Tax Schedule Maintenance

2. A warning message appears informing you that changes you make may impact sales tax calculations and reporting. Click OK.

3. Make the necessary changes and then click Accept.

4. You must recalculate the sales tax previously calculated on unposted invoices, sales orders, purchase orders, manual checks, returns, and so on.

   Warning! Before recalculating sales tax, back up all data files.

   To recalculate sales tax, select one of the folloing:

   • Accounts Payable >Utilities > Sales Tax Calculation

   • Accounts Receivable > Utilities > Sales Tax Calculation.

5. In the Sales Tax Calculation Utility window, select one of the following options:

   • Select the Recalculate Sales Tax for all Records option to recalculate taxes for all records.

   • Select the Recalculate Sales Tax for Flagged Records Only option to recalculate taxes for only those records that are flagged as invalid tax calculation.

     

6. Click Proceed to recalculate the sales tax.

When sales tax is recalculated, the following occurs:

• Only unposted transactions are affected. This includes sales orders, purchase orders, and unposted invoices.

• Posted transactions are not modified. If the amount of sales tax calculated was incorrect, you must manually adjust the invoice through a credit memo or debit memo.

• Recurring invoices are updated if they contain sales tax information.