Frequently Asked Questions

1. Create a new year in the Fiscal Calendar under Common Services.

• You do not have to close one year in the Accpac General Ledger before entering transactions into the new year’s subsidiary ledgers.  As soon as the new year in the Fiscal Calendar is created, you can enter transactions in both years.

The Fiscal Calendar is located under Common Services.

To create a new year in the Fiscal Calendar, click on the New button next to Fiscal Year.

The new Fiscal Year is created.  Verify the Start and End dates then click Save and Close.

1. Before running the Create New Year Function in the General Ledger verify that each account in the Chart of Accounts is properly designated as a Balance Sheet or P&L account then backup your data.
2. Run the General Ledger Create New Year function which does the following:

• Creates and posts a batch of transactions to close the income and expense accounts and enter the opening account balances for the new fiscal year.
• Opening balances for the new fiscal year for balance sheet and retained earnings accounts are the same as the previous year’s closing balances.
• Income and expense accounts have opening balances of zero.
• Changes the current fiscal year to the next year.
• Removes fiscal sets and transactions history based on the Keep __ Years of Fiscal Sets option in the General Ledger Options Posting tab.

Note:  Transactions can still be posted to the previous year once the Create New Year function has been run as long as the fiscal period the transaction is being posted to and the closing fiscal period in the Fiscal Calendar are unlocked.  Once the transaction is posted, additional closing transactions are automatically posted to the closing fiscal period.

Additional year end maintenance can also be performed, but it’s not required and most is not recommended as history and functionality are lost.

The Create New Year function is located under the General Ledger Periodic Processing icon.  Make sure you back up your data before running this process.

Verify the period for which all previous fiscal sets will be cleared then click Process when you are ready to run the Create New Year function.

Verify the new year was created properly by opening the General Ledger Setup Options form.

Click on the Posting tab and the new fiscal year will shown next to the Current Fiscal Year.

If you have any questions or need additional assistance, please contact your AXIS consultant or email us at info@axisglobalpartners.com for more information.

Q – How do I download and install my latest Payroll tax update?

A – The Payroll tax update is downloaded from the Sage website www.sageaccpac.com.

Click Log On.

Click on Sage Accpac ERP and Accpac Plus Customers.

Enter your Username (Client ID) and Password. This can be found on any correspondence you have received from Sage Software or by calling Client Care at 800-253-1372.

Click View My Products and Services.

Click Download Tax Table.

Locate the latest tax update.

1. If an activation code has not been provided to you, click on  the here button and you will be provided a serial number and activation code.
2. Then click Download and save the program to you hard drive.

Double click on the program to run it.

Click Next.

Click Next.

Click Next.

Click I accept the terms and Next.

Verify the Destination folder then click Next.

Click Next.

Verify the Program Folder then click Next.

Click Next.  The tax update gets installed.  Click Finish when it completes.

Before proceeding, backup your database.

Open Accpac as the Admin User.  Under Administrative Services, click on Data Activation.

Click Yes.

Make sure the proper Tax Update is highlighted and click Activate.

Click Proceed and the activation process will complete.

Verify the Tax Update installed properly by clicking on Help and System Information.

Scroll down until the Tax Updates are displayed and the red check mark will show next to the latest Tax Update just installed.

1. Select My CRM | Document Library. A list of your library documents is displayed. Click on the hyperlink of the exported target list, for example, US East Contacts.
2. Click the View Attachment button.
3. The CSV file is displayed in a new browser window.

Q – Can I see the Dashboard as soon as I log on?

A – Yes – You can set the first page you see when you log on to CRM as the Dashboard.

1. Select My CRM | My Preferences, and click on the Change button.
2. Set the Log Me In To field to My Dashboard.
3. Select the Save button. Next time you log on to CRM, the Dashboard will be the first page you see.

Note: If these issues continue after running the workstation installation, the user installing Sage Pro may not have the proper privileges on the workstation to allow those files to be installed.

Q:
How can I determine which accounts are used for Transaction Categories?

A:
Transaction categories are based on the sales and item categories. If an invoice is created for a customer with a sales category of “DEF” and an item with an item category of “DEF,” then the transaction category used would be “DEFDEF.” An invoice can have different transaction categories depending on the customer chosen and the item entered. When an invoice is saved, the following accounts are affected:

• Accounts Receivable – Customer Maintenance
• Sales Tax Liability – Customer Maintenance
• Sales Revenue – Maintain Transaction Categories
• Item Control – Item at Location Maintenance
• Cost of Gods Sold (COGS) – Maintain Transaction Categories

Important

Postings to the revenue, accounts receivable, and sales tax liability accounts go to the AR distribution file (ARDIST) and can be seen on the AR Journal report. Postings that affect inventory and COGS go to the Inventory Control (IC) distribution file (ICDIST) and can be seen on the IC Journal report.

Q: How can I find Pro Series temporary files path settings?

A:
There may be issues that arise when the temporary file path has been incorrectly set and must be edited. This article will explain where to find this pathing information.

To find the temporary path settings, follow the steps listed below:

• Open System Manager
• Under the Maintain menu, point-to Setup and click System Installation.
• Open the Paths tab in the System Installation screen.
• The Temporary Files field contains the path to where the temporary files are stored

This value is stored in the idostmp field, in the SYCINST table and can be verified through FoxPro Access.

Note: Please be aware that the path setting displayed in the Paths tab of the Technical Information screen refers to the TEMP Environmental Variables for Microsoft Windows; not the Temp path configured for Sage Pro ERP