Frequently Asked Questions

Q – Is it possible to enter an adjustment directly in the Accounts Payable Payment Entry screen?

A – Yes.  In the Adjustment Entry form, you can easily write off small amounts when you adjust payments. For example, suppose that you post a prepayment of $250.00 for a vendor. Later, you receive an invoice that totals only $248.50. When you apply the prepayment to the invoice you end up with an overpayment of $1.50 in your system.  You can now write off the $1.50 amount while applying the prepayment to the invoice.

Q – When posting a batch in a subledger such as Accounts Receivable or Accounts Payable, can I automatically post the General Ledger batch it creates as well?

A – Yes.  In Sage Accpac ERP version 5.4, batches from other applications can be posted automatically when you choose “Creating and Posting a New Batch” as the Create G/L Batches By option in G/L Integration forms.

1. Select Administration | Users | Users and search for the user whose activity history you wish to view. Select the hyperlink of the user to open the User Details page.
2. Select the User Activity History tab.

Q – How do I create a Default Set of User Preferences for a Sales Rep?

A – If you already have a User Template tailored to the Sales Rep function in SageCRM v5.8, all you do is open up the template, and edit the User Preferences from the User Preferences tab. If you are creating a new template, then the user preferences are defined in the third step of the template creation.

To create a default set of User Preferences for a Sales Rep:

1. Select Administration | Users | User Templates, then search for the Sales Rep template. Click on the hyperlink of the Sales Rep template.
2. Click on the User Preferences tab.
3. Select the Change button.
4. Update the preferences and select Save.

All new users, who are set up using this template, will have the Sales Rep User Preferences as their default settings. The user can then modify their own user preferences from the My CRM | My Preferences tab.

Follow the steps below:

• Open System Manager.
• Under the Maintain menu, point-to Dictionary and click Tables. The Table File Maintenance screen should appear.
• Enter the Table ID for the table to be modified.
• Select Field from the list box menu.
• Click Select.
• Enter the name of the new field in the Field Name field.
• Press Enter; the Maintain Fields message box should appear.
• Click Add. Another message appears asking whether to copy the default values from an existing record. There are three options: Field, Data Type or No.
• Select the appropriate option. If No is selected, the information for the new field must be entered manually.
• Save.

Note:  For more information, refer to the “Data Dictionary” section in the System Manager documentation.

Q – What causes the delay when populating payment priority and terms id field when creating a payable?

After selecting a vendor when creating a payable, there is a long delay in populating the Payment Priority and Terms ID field in the Enter Payables screen. In some cases these fields never get populated.

This situation usually involves a custom payment term assigned to a vendor and is affected by how the custom payment term was setup. It occurs when the fiscal calendar has no work days selected and the custom payment term has either any of the following options selected:

• move date to the preceding work day
• move date to the following work day

If these options are selected, Sage Pro ERP attempts to find the next available work day to calculate the due date of the payable. In the above scenario, Sage Pro ERP will create a payable due date outside the 3 year fiscal calendar window.

Refer to the list below to help troubleshoot this issue:

1. Verify which vendor payment term is assigned to the vendor that is causing the issue.
   1. Under the Maintain menu, click Vendors; the Vendor Maintenance screen should appear.
   2. Enter the vendor id in the Vendor field.
   3. Click the Purchases tab.
   4. Locate the Payment Terms field, the payment term can be found here.
2. Check whether either of the following options is selected for If due/discount date is not a business work day:
   1. move date to the preceding work day
   2. move date to the following work day

With either selection, the fiscal calendar should have at least one work day selected. Otherwise,Sage Pro will continue to look for the next work day to calculate the due date. Follow the steps below:

1. Open System Manger(SM).
2. Under the Maintain menu, point-to Companies and click Fiscal Calendars.
3. Enter the appropriate company id into the Company field.
4. Enter the appropriate fiscal year into the Fiscal Year field.
5. Click the Main tab.
6. Ensure that at least one work day is selected in the Working Days section of this tab.