system manager 5.5a update notice

.

SAGE ACCPAC

Sage Accpac ERP™

System Manager 5.5A Update Notice

Sage Accpac International, Inc. Confidential

SM ttl UP.doc, printed on 1/21/2008, at 4:29:03 PM. Last saved on 1/21/2008 4:28:00 PM.

© 2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

Sage Accpac International, Inc. Confidential

Version 5.5 Update Notice i

SMUP55.doc, printed on 3/20/2008, at 5:29:15 PM. Last saved on 3/20/2008 5:29:00 PM.

Sage Software Confidential

Contents

Package Contents ................................................................1 Minimum System Requirements ...................................................3

Server Requirements..........................................................3 Microsoft SQL and Pervasive.SQL Server Requirements ......................4 IBM DB2 Server Requirements .............................................4 Oracle Server Requirements ...............................................4 Linux Server Requirements ................................................4

Workstation Requirements ....................................................5 Microsoft SQL and Pervasive.SQL Workstation Requirements ................5 IBM DB2 Workstation Requirements........................................5 Oracle Workstation Requirements ..........................................6 Linux Workstation Requirements ..........................................6

Recommended Setup on Windows Vista........................................6 Possible Error Message When Running Help........................................7 You Cannot Mix Version 5.5 Products with Prior Versions ...........................7 Discontinued Products............................................................8 Applying for Activation Codes ....................................................8 Important Steps to Take in all Applications Before Upgrading to 5.5 Versions ..........9

Step 1: Make Sure You Have Version 5.5 ........................................9 Step 2: Post Transactions in Project and Job Costing..............................9 Step 3: Run Day End Processing...............................................10 Step 4: Post Batches in Accounts Receivable and Accounts Payable ...............10 Step 5: Create G/L Batch in Bank Services ......................................11 Step 6: Move Customized Reports.............................................11 Step 7: Deactivate Sage Accpac Options Uni/Unidevco Products .................11 Step 8: Install IIS.............................................................12 Step 9: Install (or Upgrade) Microsoft.NET .....................................12

ii Sage Accpac ERP System Manager



Step 10: Upgrade Pervasive Database ......................................... 12 Upgrade Steps.................................................................. 12

Step 1: Install Products ...................................................... 12 Step 2: Start System Manager and Run Optional Fields Conversion Utility........ 13 Step 3: Activate G/L, G/L Subledger Services, Tax Services, Bank Services ........ 13 Step 4: Activate Applications................................................. 14 Step 5: Create Data Source Names (DSN) ...................................... 15

After Activating ................................................................ 15 Project and Job Costing Update Notes......................................... 15 Inventory Control Update Notes ............................................. 15 Purchase Orders Update Notes ............................................... 16 Accounts Payable Update Notes.............................................. 16 Accounts Receivable Update Notes ........................................... 17 System Manager Update Notes............................................... 18

What’s New in System Manager 5.5 .............................................. 19 Changes to the Exchange Gain/Loss Method................................... 19 Changes in Bank Services .................................................... 20 Change to Timecard Users ................................................... 22 Database Changes........................................................... 22 Additions to the Online Help................................................. 22 Sage Accpac Dashboard ..................................................... 23 If Dashboard Page Displays Outdated Content................................. 24

Features Added in System Manager 5.4 ........................................... 25 Changes to Pervasive Database Setup ......................................... 27 Sage Desktop ............................................................... 29 File Import Now Checks Keys in CSV Detail Records ........................... 29 Changes in Tax Services ..................................................... 29

Changes to the Tax Groups Form ......................................... 29 Changes to the Tax Authorities Form...................................... 30 Enhancements to Retainage .............................................. 30

Changes in Bank Services .................................................... 31 Changes to the Banks Form .............................................. 31 Changes to Reconcile Statements ......................................... 32

Administrator Guide iii



Changes to Reconciling OFX Statements ...................................32 New Reports in Bank Services.............................................33 Changes to Existing Bank Reports .........................................33

Version 5.5 Update Notice 1



Sage Accpac System Manager Version 5.5 Update Notice

This Update Notice provides instructions for upgrading Sage Accpac System Manager and Sage Accpac applications to version 5.5 from earlier versions of Sage Accpac ERP.

This Update Notice also outlines the improvements and additions in version 5.5 of System Manager.

Please see the following sections:

• “Minimum System Requirements,” on page 3.

• “Applying for Activation Codes,” on page 8.

• “Important Steps to Take in all Applications Before Upgrading to Sage Accpac ERP 5.5,” on page 9.

• “Upgrade Steps,” on page 12.

• “After Activating System Manager and Applications,” on page 15.

• “What’s New in System Manager 5.5,” on page 19.

Package Contents The Sage Accpac ERP 5.5 DVD includes the following products:

• System Manager, which includes:

− Multicurrency Accounting.

− Transaction Analysis and Optional Field Creator.

− LanPak.

Package Contents

2 Sage Accpac System Manager



− Integration Access Pack.

− Sample data (SAMLTD, SAMINC, and SAMSYS):

• Installed into the \SAMPLE folder, for Pervasive.SQL databases.

• Installed into the \SAMDATA folder (in Database Load format), for Oracle, MS SQL, and IBM DB2 databases.

• General Ledger.

• Accounts Receivable.

• Account Payable.

• Inventory Control.

• Order Entry.

• Purchase Orders.

• Payroll:

− US

− Canadian.

• Project and Job Costing.

• Readmes, user guides, checklists, installation guides, online help.

• Sage Accpac Web Reporting by Crystal.

Minimum System Requirements




Minimum System Requirements • Sage Accpac.NET Libraries has been upgraded to version 2005,

which requires Microsoft .NET 2.0.

− The client should have .NET Framework 2.0 installed (which the web‐desktop will detect and install automatically if it is not already on the machine).

• Web‐deployment requires that you use Sage Accpac Web Reporting by Crystal as the reporting server. Previous versions of Crystal Server and Crystal Enterprise are not compatible with System Manager 5.5.

• If you are planning to install Sage Accpac Dashboard:

− Install IIS (before installing System Manager). See Chapter 3 in the System Manager Administrator Guide.

− Download Macromedia Flash Player (from www.macromedia.com).

Server Requirements

The following servers are required by all databases supported by Sage Accpac ERP:

• Microsoft Windows 2000 Server.

• Microsoft Windows 2003 Server.

• Microsoft Windows 2000 Advanced Server.

• Sage Accpac Web Reporting by Crystal.

• Internet Information Server 5.0.





Microsoft SQL and Pervasive.SQL Server Requirements

As well as the common server requirements listed above, the following are required if you are using a Microsoft SQL server or a Pervasive.SQL server:

• ODBC driver for Microsoft SQL Server database.

• Minimum of 10 MB network connection (100 MB recommended) between the Web server and workstations.

• Novell Netware 6.5

• Pervasive.SQL 9.6 or higher for Microsoft Windows or Linux.

IBM DB2 Server Requirements

As well as the common server requirements listed in the table on the previous page, the following are required if you are using an IBM DB2 server:

• IBM DB2 UDB 8.1 FP11 and above.

• ODBC driver for DB2 database.

• IBM DB2 UDB 8.1 and above.

Oracle Server Requirements

As well as the common server requirements listed in the table on the previous page, the following are required if you are using an Oracle server:

• Oracle 9i/10g Enterprise Edition, Standard Edition, and Standard Edition One.

• ODBC driver for Oracle database.

Linux Server Requirements

If you are using Linux, you require the following:

• RedHat Linux 7.3 and 8.0.





• Red Hat Enterprise Linux 3 Update 2ES or AS.

• SuSE Linux Enterprise Server 8 or 9.

• IBM DB2 UDB 8.1A.

• WINE and Unix ODBC.

Workstation Requirements

The following sections list client workstation requirements of databases supported by Sage Accpac ERP.

Microsoft SQL and Pervasive.SQL Workstation Requirements

• Microsoft Windows 2000.

• Microsoft Windows XP Professional.

• Workstation component of Microsoft SQL Server / Pervasive.SQL.

• Microsoft Excel 97/2000/XP/2003/2007 (for financial reports).

• Internet Explorer 6.0 or higher.

IBM DB2 Workstation Requirements

• Microsoft Windows 2000 Professional.

• Microsoft Windows XP.

• Workstation component of IBM DB2.

• Microsoft Excel 97/2000/XP/2003, (for financial reports).

• Internet Explorer 5.5.





Oracle Workstation Requirements

• Microsoft Windows 2000 Professional.

• Microsoft Windows XP.

• Workstation component of Oracle.

• Microsoft Excel 97/2000/XP/2003/2007 (for financial reports).

• Internet Explorer 6.0 or higher.

Linux Workstation Requirements

• Red Hat Linux 8.0.

• SuSE Linux 8.X with kernel version 2.4.1.

• Client component of IBM DB2.

• WINE and Unix ODBC.

Recommended Setup on Windows Vista

If you are using Windows Vista, you must be sure to install Sage Accpac ERP outside the default path (C:\Program Files\Sage Software\Sage Accpac).

Vista security issue If you install to the default path, you may have security issues as the Windows Vista operating system will not allow more than one user to open Sage Accpac ERP.

Recommendation We recommend changing the Program and Shared Data directories to different locations than the default, for example:

Programs • For Programs, install to: C:\Sage Accpac.

Shared Data • For Shared Data , install to: C:\AccpacData.

You Cannot Mix Version 5.5 Products with Prior Versions




Possible Error Message When Running Help Some users, when running Windows 2003 with their browser security set as High, might receive the following message regarding Web page security when they display Sage Accpac Help screens:

To accept Sage Accpac Help as a trusted site, click the Add button.

You Cannot Mix Version 5.5 Products with Prior Versions

You must upgrade ALL Sage Accpac ERP modules to version 5.5 at the same time. In addition, you must upgrade all Sage Accpac Options products or End‐to‐End products to compatible versions.

Version 5.5 of Sage Accpac ERP is being released in more than one phase.

First phase This DVD is phase 1. It includes the following products:

• System Manager.

• General Ledger.

• Accounts Receivable.

• Accounts Payable.

• Inventory Control.

• Order Entry.

Applying for Activation Codes




• Purchase Orders.

• Payroll.

• Project and Job Costing.

• G/L Consolidations.

• Intercompany Transactions.

• Sage Accpac CRM 6.1 integration.

Second phase The following modules will be released in the second phase: Serialized Inventory, Lot Tracking, EFT Payroll, Number Changers, HRMS Integration, Insight Integration, and RMA.

Third phase The following products will be released in the third phase: FAS Integration, ePOS, Exchange, Uni products, WMS Integration, additional dashboards available for download, and remaining Options products.

Discontinued Products The following products have been discontinued:

• Process Server.

• iConnect Server.

Applying for Activation Codes Activation code You need activation codes to use Sage Accpac ERP products,

including upgrades; however, while you await your activation codes, you can run Sage Accpac ERP for up to 30 days.

To apply for an activation code, submit the online activation request form found at: http://www.sageaccpac.com/support/online/

Important Steps to Take in all Applications Before Upgrading to 5.5 Versions




Exception The Number Changers product does not have a 30‐day option. Therefore, you must enter a valid activation code before you can use the product.

LanPak You must install at least one LanPak 5.5 or IAP 5.5 license to use Sage Accpac ERP.

For complete details about installing Sage Accpac ERP products, (including applying for activation codes, and determining the number of LanPaks required in your office), please see Chapter 3 in the System Manager Administrator Guide. For instructions on steps to take after installation, see “After Activating,” on page 15 of this notice.


You must perform these steps—in the order shown on the following pages—before upgrading to Sage Accpac ERP 5.5. If you don’t take these steps, you will not be able to activate version 5.5.

Step 1: Make Sure You Have Version 5.5

Make sure you have version 5.5, or compatible versions, of all Sage Accpac programs and other programs you use with Sage Accpac ERP.

WARNING! You must upgrade ALL Sage Accpac ERP modules at the same time.

Step 2: Post Transactions in Project and Job Costing

If you use Project and Job Costing (PJC), before you can upgrade to 5.5 for any other Sage Accpac modules (Inventory Control, Purchase Orders, Accounts Receivable, Accounts Payable), you must post





selected transactions within PJC. (Note that timecards do not need to be posted.)

If you use Project and Job Costing, post any unposted transactions of the following types:

• Material usage.

• Material returns.

• Material allocation.

• Adjustments.

• Revise estimates.

• Billing worksheets.

Note: You cannot post a billing worksheet you created with PJC 5.4 or earlier to Accounts Receivable 5.5.

If you have already activated Accounts Receivable 5.5, you must delete any unposted billing worksheets, and create them again after activating PJC 5.5.

You do not need to create billing worksheets before upgrading to the new version, however. You can create them using version 5.5, after activation.

Step 3: Run Day End Processing

Run Day End Processing in Inventory Control or in Purchase Orders, if you have a standalone Purchase Orders system.

Step 4: Post Batches in Accounts Receivable and Accounts Payable

You must post all open batches in Accounts Receivable and in Accounts Payable.





In addition, if you are upgrading from Accounts Receivable 5.2 or Accounts Payable 5.2 or earlier you must:

• Ensure that all transactions have been posted to G/L. Run the Create G/L Batch form, if necessary.

• Process the CSV file that is created by the above step if General Ledger is not active in the company. The format of this file changed in version 5.3.

• For Accounts Receivable, ensure that all statement runs have been completed. Reprint all of the incomplete statement runs from the Statements/Letters/Labels form, if necessary.

Step 5: Create G/L Batch in Bank Services

In Bank Services, create the G/L batch and print and clear the Bank Reconciliation Posting Journal.

Upgrading from A/R 5.3 or earlier

To run Bank Services 5.5A, make sure you have posted all unposted deposits from previous versions of A/R before activating Bank Services 5.5A. Then activate Accounts Receivable 5.5A as well.

Step 6: Move Customized Reports

Move customized reports to another folder, as they will be overwritten during the installation process.

For example, if you created customized financial reports in General Ledger, copy them from GL54A\ENG to another location, and then copy them to GL55A\ENG after installing the upgrade.

Step 7: Deactivate Sage Accpac Options Uni/Unidevco Products

You must deactivate 5.4 and earlier versions of Sage Accpac Options Uni products or Unidevco products before activating any Sage Accpac ERP 5.5 products.

Upgrade Steps




Step 8: Install IIS

You must install IIS before you install Sage Accpac Dashboard. See Chapter 3 in the System Manager Administrator Guide for instructions about installing IIS and Dashboard.

Step 9: Install (or Upgrade) Microsoft.NET

If you are running the Sage Accpac ERP Web desktop, you must upgrade Microsoft.NET to version 2.0.

Step 10: Upgrade Pervasive Database

If you are using the Pervasive.SQL database, you must upgrade to version 9.6.

Upgrade Steps

Step 1: Install Products

After you have performed the steps in the previous section, you install Sage Accpac System Manager, System Manager Components, and Sage Accpac applications from the DVD.

If the installation screen does not appear automatically, go to the DVD’s root directory (for example, d:\) and run LAUNCH.EXE.

Install LanPak Install at least one LanPak 5.5 and/or IAP 5.5.

You must upgrade LanPak (or IAP) to 5.5 or Sage Accpac ERP will not open. (To determine the number of LanPak licenses required in your office, see the table in Chapter 3 of the System Manager Administrator Guide.)

Install Multicurrency

Install Multicurrency from the DVD if you use multicurrency accounting.

Upgrade Steps




Install optional fields product

Install Transactional Analysis and Optional Field Creator from the DVD if you use optional fields.

Step 2: Start System Manager and Run Optional Fields Conversion Utility

If you installed Transactional Analysis and Optional Field Creator and you are upgrading Sage Accpac ERP applications from version 5.2 or earlier, you must map your old optional fields to new fields before activating applications that use optional fields.

Use the Optional Fields Conversion utility in Common Services to create the new optional fields.

Warning! You must run the utility before activating Sage Accpac ERP applications to ensure that old optional fields migrate successfully during activation of subledgers.

Sage Accpac ERP will automatically transfer optional field data to the new optional fields when you activate each application.

Note: If you normally transfer optional field information with invoices from O/E and P/O to A/R and A/P, you must update all applications at the same time. If you don’t update all your installed applications, some optional field data will not be transferred. For example, if you update A/R but don’t update O/E, invoices transferred from O/E 5.2 to A/R 5.5 will not include optional field information.

Step 3: Activate G/L, G/L Subledger Services, Tax Services, Bank Services

Activate Sage Accpac ERP System Manager components, in the following order:

1. General Ledger 5.5 (if you use it).

2. G/L Subledger Services 5.5.

Upgrade Steps




3. Tax Services 5.5.

4. Bank Services 5.5.

Close, then reopen database

We suggest that at this point, you close your company database (and close the Sage Accpac Desktop), then reopen both before continuing to activate Sage Accpac ERP applications. With some databases, we have found that activation proceeds more quickly if you take this step.

Step 4: Activate Applications

Activate Sage Accpac ERP applications, in the following order:

1. Accounts Receivable.

2. Accounts Payable.

3. Inventory Control (see Note).

4. Order Entry (see Note).

5. Purchase Orders (see Note).

IF WMS Link 5.4 had been activated

Note: A message advising you that the system is “Closing the UI because you are not authorized to access it” appears during I/C 5.5, O/E 5.5, and P/O 5.5 activation if WMS Link 5.4 had been activated on the database. Simply click OK to close the message, and continue with activation (which should complete without problems).

6. US / Canadian Payroll.

7. Project and Job Costing.

8. Sage Accpac Options Uni products (Sales Analysis, Stock Card, AR Inquiry, Ops Inquiry, Admin Services). Do not activate Options Uni products until you have activated all other products that interact with them.

After Activating




9. Activate all other Options products.

For particular program dependencies, see the readme files and update notices for each application.

Step 5: Create Data Source Names (DSN)

Open Pervasive Control Center and create DSNs for the system and the company databases, choosing a security level and model at the same time.

After Activating After activating applications, you must take certain steps. See the next sections for the update notes.

Project and Job Costing Update Notes

Before you begin processing transactions in Project and Job Costing 5.5, consider running the Convert To Stocking UOM macro to convert items used in contracts to the stocking unit of measure used in Inventory Control. (For more information, see the section “Take Advantage of I/C Unit of Measure Conversion Factors,” in the Project and Job Costing Update Notice.)

Inventory Control Update Notes

There are one or two accounts that you have to add to your G/L for I/C and have to add to the I/C account sets when you upgrade (depending on whether you are going from 5.3 or 5.4).

Credit/Debit Note Clearing Account

Version 5.5 includes a Credit/Debit Note Clearing account with inventory account sets that is debited instead of the I/C Control account or the Damaged Goods account when Order Entry sends returns to Accounts Receivable. The G/L transaction credits the clearing account instead of COGS and A/R Control.

After Activating




Physical Inventory Adjustment Account

If you are updating from version 5.3 or earlier, Inventory Account Sets now includes a Physical Inventory Adjustment account with inventory account sets. This account is the expense account that balances the change in inventory value when you adjust inventory quantities after making a physical inventory count.

Purchase Orders Update Notes

For P/O, if you are upgrading from 5.2, you have to add an account number to G/L Integration.

If you are updating from Purchase Orders 5.2, after activating P/O 5.5, you must:

1. Open the Purchase Orders G/L Integration form in the Setup folder.

2. Specify the G/L account number for the Expensed Additional Cost Payables Clearing account on the Integration tab.

The Expensed Additional Cost Payables Clearing account is used if you create G/L entries for expensed additional costs in Purchase Orders, rather than in Accounts Payable (using the option Create G/L Entries for Expensed Additional Costs). You must specify an account number if you select Create G/L Entries for Expensed Additional Costs or if Project and Job Costing is active.

Accounts Payable Update Notes

When upgrading from Accounts Payable 5.4:

Check the default selections for these new fields on the Options forms:

• Default Posting Date (for invoices).

• Default Posting Date (for payments).

• Default Detail Tax Class To 1.

After Activating




If you use multicurrency, add a rounding account to each account set that does not use your functional currency. (The rounding account is used to track differences that arise from rounding multicurrency transactions.)

If upgrading from Accounts Payable 5.3:

Check the Default Tax Reporting option on the A/P Options form. On the G/L Integration form, check the Accounts Payable data to include with transactions you send to General Ledger. Change the journal entry description, detail description, detail reference, and detail comment for each type of transaction, as needed.

Accounts Receivable Update Notes

When upgrading from Accounts Receivable 5.4:

Check the default selections for these new fields on the Options forms, and change them, as necessary:

• Default Posting Date (for invoices).

• Default Posting Date (for receipts).

• Default Detail Tax Class To 1.

If you use multicurrency, add a rounding account to each account set that does not use your functional currency. (The rounding account is used to track differences that arise from rounding multicurrency transactions.)

If you use Order Entry, specify:

• In customer records:

− Whether Order Entry displays a warning, an error message, or no message when you process an order or a standalone shipment that uses the same purchase order number as an existing order or shipment for the customer.

After Activating




− Whether to allow backordered quantities when you cannot fully ship an order.

If upgrading from Accounts Receivable 5.3:

Check the following A/R options, and change them as needed::

• Default Invoice Type.

• Calculate Tax Reporting Amounts Automatically.

• Create Deposit Slip When Receipt Batch Is Created.

• Include Pending (AR/OE/Other) Transactions in Credit Check.

• Check for Duplicate Checks (refund option).

• Allow Edit After Receipt Printed.

Also, on the G/L Integration form, check the Accounts Receivable data to include with transactions you send to General Ledger. Change the journal entry description, detail description, detail reference, and detail comment for each type of transaction, as needed.

System Manager Update Notes

Change user options

To let your users open Sage Accpac ERP using their Windows signon ID, change their options in the Users form.

See the System Manager Administrator Guide for instructions on adding users and setting up security.

What’s New in System Manager 5.5




What’s New in System Manager 5.5 Changes The 5.5 upgrade to System Manager includes changes to:

• Exchange Gain/Loss Methods (see below). • Bank Services (see page 20). • Timecard users license. (see page 22). • System and company databases (see page 22). • Online Help (see page 22).

Additional features The 5.5 upgrade includes the addition of the following:

• A new field: Posting Date (see page 20).

• Sage Accpac Dashboard (see page 23).

These additions and changes are described in the following sections. (If you are upgrading from a version prior to 5.4, please see the section, “Features Added in System Manager 5.4,” on page 23.)

Changes to the Exchange Gain/Loss Method

Sage Accpac ERP 5.5 now supports the Recognized Gain/Loss foreign currency translation method. As well as affecting General Ledger, Accounts Payable, and Accounts Receivable, this affects some System Manager features, as described next.

• When you select Multicurrency on the Options tab of the Company Profile, you will now be required to choose one of the following currency translation methods:

− Unrealized and Realized Gain/Loss.

Or

− Recognized Gain/Loss.

• The exchange method, because it has been set at the company level, will be the method used in General Ledger, Accounts Receivable, and Accounts Payable.





• The exchange gains and losses will be recognized when the foreign currency monetary items are revalued or settled using the exchange rate in effect.

• The exchange gains and losses will be shown on the income statement and will be included in the determination of net income for the current period.

Note: When you choose the Recognized Gain/Loss accounting method and then save the Company Profile, you cannot go back to the Realized and Unrealized Gain/Loss accounting method for that company.

Changes in Bank Services

New field • Transaction Posting Dates. All transaction entry forms now include a date field that lets you specify an exact date for posting a document/transaction to General Ledger. The date also determines the fiscal year and period to which the document is posted.

− The new Posting Date field has been added to the following forms: Reconcile Statements, Reconcile OFX Statements, and Bank Transfers.

− The posting date is the “Posted On” date displayed on printed reports.

− The posting date is displayed in the Date Posted to G/L field in the Posting Sequence Finders for the following reports: Transfer Posting Journal, Reconciliation Posting Journal, G/L Transactions Report, Create G/L Batch, Transfer Posting Journal.

New form • Bank Clear History. This new form can be used to remove posted bank transactions, printed reconciliation posting journals, and printed transfer posting journals.





New report • Payment Register report. This new report lists all withdrawals made from a particular bank for a specified period and from a specified source application. You can specify criteria such as payment types and reconciliation statuses, sorted by Payment Number, Payment Date, or Vendor/Payee Code, and print payment details or a payment summary, as well as show missing check numbers.

• Deposits Status report. Now allows you to select a reconciliation year and period for the report.

• Withdrawals Status report. Now allows you to select a reconciliation year and period for the report.

• Reconciliation Status report. Now allows you to select a reconciliation year and period for the report, and to print a list of deleted deposit batches. (This applies only to deposits that were entered through Accounts Receivable and only for deposits for which all receipts in the batch were deleted.)

• Bank Reconciliation report. Now allows you to select a reconciliation year and period for the report.

• Transfer Posting Journal report. You can now include tax information on this report.

• Reconciliation Status report. You can now choose ʺDeletedʺ as one of the Deposit Reconciliation statuses. This status is used for deposits entered using Accounts Receivable, and is available only if all the receipt entries for the deposit were deleted.

• Reconciliation Posting Journal report. You can now include tax information for taxes included with bank entries added on the Entries tab of the Reconcile Statements form.

New security option

• Security option. Addition of a new security option that allows users who have no rights to perform tasks within Bank Services to print the Payment Register report.





Change to Timecard Users

You no longer need a separate Timecard Users license.

WARNING!

Assign timecard users to specific security groups

If employees who previously entered timecards were set up as Timecard Users in the System Manager, but were not assigned to a security group that allowed access only to timecard functions, then they will now have unrestricted access to all your Sage Accpac ERP applications. You must create a timecard User Group, and then assign these users to it in the User Authorizations screen.

Database Changes

• When you create system and company databases, the system database tables will now be copied to your company database, making certain functions (such as printing Crystal reports) run faster. The system database remains as a master copy.

• When you create currency rate tables, you can now defer the propagation of currency rate changes by saving the changes to the system databaseʹs master copy. Then, to use the rate changes, you simply click the Propagate button to open the dialog box.

Additions to the Online Help

Feedback • You can send feedback directly to writers of Help topics. Click the feedback link at the bottom of the Help page you are viewing to open your e‐mail program and start a new message addressed to our documentation team. Include your comments about the Help page in the body of the message.

Tasks-oriented links • Look for a new heading in the Help Contents called ʺWhat do you want to do?ʺ Under this heading are subheadings for groups of tasks you might want to perform, such as “Reconcile a Bank Statement,” or “Change System Manager Options.”





− Topics for particular tasks, such as “Reconcile Statements,” provide step‐by‐step instructions for performing the task. They may also include steps you need to complete before or after the task, and links to related topics, as well as additional information pertinent to that task.

Applications help available from System Manager Help Table of Contents

• When you open a System Manager online Help topic, you will see Help folders for all activated Sage Accpac ERP applications (G/L, A/R, I/C, etc.) at the bottom of the System Manager Help table of contents. Each application has its own folder, containing the complete set of Help topics for that application (allowing you to do a quick search for a topic in one of the applications without having to open an application form first).

Sage Accpac Dashboard

Sage Accpac Dashboard is a Web site installed with System Manager, and accessed through your browser. The dashboard site has links for sales, receivables, and payables with charts, graphs, gauges, and summaries that measure your organization’s key performance indicators.

During Dashboard installation, you are asked to enter the name of a virtual directory. (See Chapter 3 in the System Manager Administrator Guide for Dashboard installation instructions.)

IMPORTANT! Note: Because Dashboard requires IIS (a Microsoft component), you must install IIS before installing Dashboard.

Bookmark Dashboard Web site

After you finish installing System Manager, you must bookmark the Dashboard Web site on your user’s browsers to allow them to easily launch Dashboard.





If Dashboard Page Displays Outdated Content

This might occur in both IE6.0 and IE7.0. The problem is that your browser is accessing a cached version of the page. To correct this:

1. In Internet Explorer, click Tools > Internet Options.

2. In the Temporary Internet Files section of the General tab, click the Settings button.

3. Set the “Check for Newer Versions of Stored Pages” option to “Every Visit To The Page”.

4. Click OK to accept the change.

To log in to the Dashboard site:

1. Enter data in the following fields in the Login screen:

• User ID: This is the user ID entered in the Users form in Administrative Services.

• Password: This is the password set up in the Users form in Administrative Services.

• Company: This list displays only names of companies that have been upgraded to SM 5.5.

• Session Date: Defaulted to system date

2. Click the Login button.

The Default page appears, displaying the company name and a menu bar.

The Menu Bar contains buttons that allow you to access the Dashboards or logout from the Website:

• If you have access to Dashboard for Accounts Payables, the Payables Management button is on the menu bar.

• If you have access to Dashboard for Accounts Receivable, the Receivable Management button is on the menu bar.

Features Added in System Manager 5.4




• If you have access to Dashboard for Order Entry, the Sales Analysis button is on the menu bar.

When you click a Dashboard button on the menu bar, the selected Dashboard page appears. You must belong to a security group that has been assigned Dashboard security permission.

Logout Note: When your users are finished viewing dashboards, they must logout. If they do not log out properly, and then you try to load a database, the system assumes there is still a user logged in to Sage Accpac and you will not be able to load the database. (To log out correctly, advise your users to click the Logout button within the Dashboard.)

See “Using Sage Accpac Dashboard,” in Chapter 2 of the System Manager User Guide for more information about using specific dashboards.

Features Added in System Manager 5.4 If you are updating from System Manager version 5.3 or earlier, note the following features added in System Manager 5.4:

• Product name changes:

− ACCPAC Advantage Series Enterprise Edition is now Sage Accpac 500 ERP.

− ACCPAC Advantage Series Corporate Edition is now Sage Accpac 200 ERP.

− ACCPAC Advantage Series Small Business Edition is now Sage Accpac 100 ERP.





• Changes in Tax Services:

− The Singapore tax reporting currency is supported.

− You can now specify how tax is reported on retainage amounts (for example, you can have the retainage taxed when the retainage amount is invoiced).

• Changes in Bank Services:

− You can drill down from Bank Reconciliation.

− Improvements to G/L integration.

− You can post bank entries independently from reconciliation.

− You can add comments to a reconciliation.

− Improvements to OFX reconciliation.

− Enhanced reports.

• New Pervasive.SQL database setup.

• You can now activate Sage Accpac ERP accounting products from the Web desktop.

• In the Currency Rates form, the ʺFunctional Currencyʺ field label has been changed to ʺTo Currency.ʺ The currency specified can be the functional currency or another currency.

• You can now view the fields that are available for export or import. Click File/Display Export Fields or File/Display Import Fields to view a list of all fields that can be exported or imported.

• Validated optional fields can default to blank.

• Optional fields can be viewed in Finders.

• VBA has been updated to version 6.4. This version is compatible with macros created using prior versions of VBA.





Changes to Pervasive Database Setup

System Manager now requires the use of ODBC Datasource Names (DSN) when adding or setting up companies. Databases and DSNs should be added using Pervasive.SQL Control Center. Please see “Creating DSNs,” in Chapter 4 of the System Manager Administrator Guide for instructions.

When adding system and company databases in Database Setup, you select the DSN that you created in Pervasive.SQL Control Center.

To select the DSN:

1. Open Database Setup.

If you are working with an existing database, select the default database name (this is the same as the data source name) in the list box of data sources. (You can select a different database name if you want.)

2. To specify a new database, select the ʺNew DSN…ʺ button. This will bring up a series of Pervasive dialog boxes that help you specify the new database.

To specify a new database workgroup engine: (The client and server procedures are fairly similar.)

1. In the Pervasive ODBC Engine Setup dialog box, specify a data source name (this should be the same as the ID of the database, for example, SAMSYS).

2. Select a database name from the list. If this is a new database, select ʺCreate…ʺ instead. This will bring up the Create Database dialog. In which case:

a. Specify a database name (this should be the same as the ID of the database, for example, SAMSYS).

b. Clear the Integrity Enforced option. (System Manager does its own integrity checking.)





c. Select the option, Bound (DDFs created). (We now use the Pervasive interface to interact with the data dictionary files.)

Before creating the new company, you have to first manually create the folder where the database will reside. Otherwise, the Bound (DDFs created) option cannot work since the folder doesnʹt exist.

Note: This is different from all previous versions where we could not use Pervasive DDFs because we created the DDFs differently than Pervasive did.

d. Choose a security model. (Be sure to remember your choice and select the SAME security model in the database specification dialog box.)

e. Enter the dictionary location or use the Browse button to choose it. (This is the directory that will hold the data.)

f. Click OK to return to Pervasive ODBC Engine Setup.

3. Click the Test button, to verify the connection. (optional)

4. Click OK to return to the Sage Accpac ERP database specification dialog box.

The new DSN should be selected in the data source combo box.

Note: When specifying / creating a database with Database Model security, be sure to use the Master user name (case sensitive) and an appropriate password in our database specification dialog box. This is a Pervasive requirement when creating the database. After the database has been created and security is enabled, you can start creating users (with the Pervasive Control Center) and giving them permissions so that they can read / write any required tables.





Sage Desktop

This release of Sage Accpac ERP System Manager includes the Sage Desktop which is common across Sage products. (The traditional Sage Accpac ERP desktop is still included with this release, however.) You can open Sage Accpac ERP accounting modules through the new Sage Desktop, from the Web, or on the traditional desktop. See Chapter 2 in the System Manager User Guide for details about the Sage Desktop.

File Import Now Checks Keys in CSV Detail Records

If you import transaction files created by other systems, you should test file importing in version 5.4 to ensure that importing still works properly. This is because the 5.4 import functions perform some file checks more rigorously than in previous versions.

For example, file import now checks that the key values for details in CSV flat files match the header keys, where, previously, the program did not check the detail keys if they were in the same CSV file as the transaction headers.

Note: You can view lists of fields that can be imported and exported by clicking File/View Import Fields, or File/View Export Fields in the Import or Export dialog boxes. After viewing the lists, you can also print them.

Changes in Tax Services

For details, please see the online System Manager Help or the Tax and Bank User Guide.

Changes to the Tax Groups Form

• Clients can now report taxes in a currency that is different than the customer/vendor currency or the functional currency (that is, a reporting currency).





• The Tax Groups form supports reporting of taxes on retainage at the time the retainage is invoiced.

Changes to the Tax Authorities Form

• Tax Authorities supports reporting of taxes on retainage at the time the retainage is invoiced.

• The Source Currency field label is changed to Reporting Currency.

• The Maximum Tax Allowable value displayed is the reporting currency.

• The No Tax Charged Below value displayed is the reporting currency.

Enhancements to Retainage

For details, please see the online System Manager Help.

• Gives users the flexibility to determine when they want to report tax on retainage.

• Allows users to adjust a document, including calculating the tax amounts in A/R or A/P and posting correct amounts to General Ledger and Tax Services. The Tax Tracking report then gets updated with the correct tax amounts.

• Allows proper posting of amounts to General Ledger and to Tax Services when recording documents such as invoices, debit notes, and credit notes.

• The Tax Tracking report ties in to the Trial Balance.

• The Tax Authorities report displays taxes charged on retainage at the time the retainage is invoiced.

• In the Tax Tracking report, Tax Tracking supports amounts in the customer and vendor currency, in the functional currency, and in the tax reporting currency.





Changes in Bank Services

For details, please see the online System Manager Help or the Tax and Bank User Guide.

• Bank G/L Integration has been removed from the Bank Options setup form and now has its own form, called G/L Integration (found in the Bank Setup folder).

• An updated Return Customer Checks form allows users to search for receipts using information such as customer number, deposit number, check/receipt number, receipt amount or bank receipt amount. You can drilldown to the underlying receipt once search results are displayed.

• You can now set up approved credit cards that will be used in A/R and A/P, using the new Credit Card Types form in the Bank Services Setup folder.

• You can set a spread for credit cards, in the Credit Card Charges Spread field on the Profile tab of the Banks form, and select a Credit Card Charges Account on the Account tab.

• A new security permission, “Edit Credit Card Data” allows assigned users to add, edit, delete and view credit card data.

Changes to the Banks Form

• A new field, Credit Card Charges Spread has been added. This field is used to specify the highest amount of possible credit card charges.

• A new field, Exchange Rate Difference Spread has been added. This field is used to specify the highest amount of possible exchange rate differences for multicurrency deposits.

• A new tab, Account, has been added. Two fields from the Profile tab have been moved to this tab: Bank Account and Clearing Errors Account fields. A new field, Credit Card Charges Account has been added. Users select the G/L account that will be used to write off the credit card charges applied to a deposit. The





charges will be written off during bank reconciliation in the same way that bank errors are currently written off.

Changes to Reconcile Statements

• The Summary tab has two new fields: Deposit Bank Errors, (a plus value) and Withdrawal Bank Errors (a minus value). These replace the former Bank Errors field.

• The Summary tab displays a new field, Credit Card Charges, to display the total amount of credit card charges for the bank. This is a minus value.

• You can now add comments (up to 250 characters) to Reconcile Statements entries, in a new column on the Entries tab.

• A new status has been added to the Status column of the Withdrawals tab: Cleared With Exchange Rate Difference. This status can be used when a payment has been made in a currency other than the bank statement currency.

• A new button, labeled Document, has been added. This allows you to drill down to an originating document.

• The field, From Check Number has been changed to From Withdrawal Number.

• A new menu item has been added: the Settings menu, which consists of: Save Settings as Defaults, and Clear Saved Settings.

Changes to Reconciling OFX Statements

Reconciling statements downloaded from your bank has been improved. You use the Import OFX Statements form to import the downloaded statement, then reconcile the statement using the Reconcile OFX Statements form. This form has been improved by including the option to automatically clear matched transactions, and to manually reconcile unmatched entries. Please see Chapter 6 in the Tax and Bank User Guide for details, or view the online Help.





New Reports in Bank Services

• Bank Reconciliation report. Displays the result of the last posted bank reconciliation of a bank from the range specified by users. This report explains the difference between the bank statement and company records.

• Transaction Listing report. Allows you to compare book transactions to the bank statement when performing a reconciliation. It can be printed as a worksheet or as a report.

• Credit Card Types report. Displays the credit card codes and descriptions entered in your system.

Changes to Existing Bank Reports

Reconciliation Posting Journal:

• You can now print details of each individual receipt from a deposit.

• You can now print a summary of G/L transactions that were posted during reconciliation posting.

• The report now displays deposit amounts that remain In Transit and withdrawal amounts that remain Outstanding.

• The report now displays amounts of deposits and withdrawals that have been written off during bank reconciliation posting.

Banks report:

• You can now print a range of banks.

• The following new fields are now included on the report:

− Credit Card Charges G/L Account

− Credit Card Charges Spread

− Exchange Rate Difference Spread.





Deposits Status report:

• This report can now be printed for a range of banks/applications.

• A new option, Print Deposit Details, has been added.

Withdrawals Status report:

This report can now be printed for a range of banks.

system manager 5.5a update notice

Documents