Frequently Asked Questions

Q – Can you Search a blank field in the Finder in Sage Accpac ERP?

A – Yes – Below are the steps that illustrate the process for finding all the records in P/O Receipt finder with a blank "Reference" field:

1. Click P/O Receipt finder.
2. Click Set Criteria in the finder screen.
3. Select "Reference" field and click Add.
4. Double-click "Field Criteria" of the "Reference" Field. Set it to < "".
5. Click OK.

As a result, it shows all PO Receipts with blank "Reference" field.

Q – How can I complete an Inventory Control Transfer where the previous transaction resulted in a partial transfer?

A – A partial Inventory Control transfer occurs when the requested quantity is more than the quantity available in inventory.  Here is an example:

1. From the I/C Transaction folder, open the Transfers window.
2. Click the New icon to create a new document.
3. For Document Type select Transfer.
4. In the detail grid, enter values in the Item Number, From Location, To Location, Requested Qty and Transfer Quantity fields.
• To simulate a partial transfer, enter a transfer quantity that is less than the requested qty.  For example:
• Enter 10 for Requested Quantity.
• Enter 7 for Transfer Quantity.
• This results to an outstanding quantity of 3.
5. Click Post to post and generate the document number.
6. Select "No" to the question "Do you want to delete this transfer after posting?"

At this point the user can no longer open the document and transfer the outstanding quantities.

To complete the transfer, a user must create a new document and use the incomplete transfer as the reference transfer number.

Perform the following steps to complete the transfer:

1. Click on the New icon to create a new document.
2. For Document Type select Transfer.
3. For Transfer Number enter the transfer number of the incomplete document. Based on the example, the ‘Outstanding Qty’ should have 3 and ‘Transfer Quantity’ should also have 3.
4. Click Post to complete the transfer of the outstanding quantities.

A – A partial Inventory Control transfer occurs when the requested quantity is more than the quantity available in inventory.  Here is an example:

1. From the I/C Transaction folder, open the Transfers window.
2. Click the New icon to create a new document.
3. For Document Type select Transfer.
4. In the detail grid, enter values in the Item Number, From Location, To Location, Requested Qty and Transfer Quantity fields.
• To simulate a partial transfer, enter a transfer quantity that is less than the requested qty.  For example:
• Enter 10 for Requested Quantity.
• Enter 7 for Transfer Quantity.
• This results to an outstanding quantity of 3.
5. Click Post to post and generate the document number.
6. Select "No" to the question "Do you want to delete this transfer after posting?"

At this point the user can no longer open the document and transfer the outstanding quantities.
To complete the transfer, a user must create a new document and use the incomplete transfer as the reference transfer number.
Perform the following steps to complete the transfer:

1. Click on the New icon to create a new document.
2. For Document Type select Transfer.
3. For Transfer Number enter the transfer number of the incomplete document. Based on the example, the ‘Outstanding Qty’ should have 3 and ‘Transfer Quantity’ should also have 3.
4. Click Post to complete the transfer of the outstanding quantities.

Q – Can I assign a territory when uploading company and person records to CRM?  If a territory is not assigned, the territory is set to the territory of the user performing the upload.

A – To successfully upload and assign a territory to a record, the territory ID’s are required.

If you are interested, please contact your AXIS Solution Provider or see your CRM administrator for further information.

Q – After updating our Customer AR Contact’s phone number in CRM, the area code is not updating in Sage Accpac ERP.  Is there a way to correct this?

A – This problem occurs when the phone number field is not formatted to have the area code in the Sage Accpac ERP. Follow the below steps to resolve the issue.

1. Open Sage Accpac ERP.
2. Go to Common Services à Company Profile
3. Under Address Tab, enable the ‘Format Telephone Number’ check box

Now the area code changes will be reflected in Sage Accpac ERP when the customer record is edited and saved from CRM. 

Q – Why do the “Accounts Payable As Of Aging Report” balances not match those in the General Ledger?

A – The Accounts Payable (AP) As of Aging report is generated and printed by Transaction Posting Date. The balances on this report do not agree with the balances in the General Ledger (GL) for the same time period. Please refer to the list below for possible causes of this issue:

• All current information has not been released and posted in GL from AP.
• Journal Entries have been created in GL to that particular AP account that are not reflected in the aging report.
• There are still active sessions for some AP transactions. Closing these sessions in System Manager will allow these transactions to be released to GL. These transactions may not have been previously released, due to sessions being open and active.
• There are multiple AP accounts used in transactions. The aging report does not differentiate between these different accounts. The accounts must be summed in GL to reconcile the balances.
• Transactions in other modules have used this particular AP account. As a result, these transactions will not appear in the aging report.
• Data issues or illogical transaction dates entered in AP. An example of this would be entering a payment or void date prior to the invoice posting date. These would cause the aging report to see the invoice as open even when it is not.

Troubleshooting Tips

• The Transaction Posting Date Aging Report primarily uses the APDIST.Trandte, APYDST.Trandte, APMAST.Trandte, and APYMST.Trandte fields for ordering the report data. In the case of data corruption, the problem will often reside in the APDIST and APYDST tables.
• If the issue is data related, the primary concern is to find the transaction where the problem exists. Generate the aging report for the previous month and compare it to the GL balances for the same time period to help narrow down when the discrepancy occurred. This may also need to done for subsequent months. In many cases, the amount of the discrepancy will be a specific transaction and will be easily identifiable by that amount. If this is not the case, it will be necessary to conduct an audit of transactions during the affected time period using the Selected AP Journal report. That report uses the APDIST and APYDST tables and all of the batches that have been released to GL.

  Important
  When browsing the APDIST or APYDST tables or using the Selected AP Journal Report to establish an audit trail of transactions, it is important to remember that the invoice number (Invno field) will have the invoice number for transactions except in the case of a voided check. These records will appear with a VOID entered for the invoice number. However, these records will have the check number in the Reference field (Udref).

• In older versions of the product, reusing an invoice number for the same vendor may cause issues. It is strongly recommended that each invoice use unique invoice numbers or incrementally add an additional character to any reused invoice numbers for a vendor. For example if invoice 100 has been voided, a new invoice may be created for the same vendor using an invoice number of 100A. This method has two major benefits:
• Audit trails are much easier to view when unique invoice numbers are used.
• The aging report may generate much more quickly when exact duplicates of invoice numbers are not used for the same vendor.

Q – How can I fix “Out-of-Sync” session numbers?

A – This situation may be seen in any of the following scenarios:

• Cannot release to General Ledger and the following message appears:

  No unreleased entries found in distribution files.

• All information does not appear in a report that is generated by session number. For example, all checks do not appear on the Check Register report in Accounts Payable (AP) when it is generated by session number.

In this process, the Company 99 APDIST table will be used as an example; however, this would apply to ICDIST and ARDIST as well. The tables and fields involved are:

• APDIST.Apsess
• SYSDATA.Sessno
• SYUSESS.Usession

Important
Data edits should only be done by a Sage Certified Consultant or Business Partner. Create a full and verified backup before proceeding. This should first be attempted in a test installation and the results should be fully verified before implementing in a live system.
Follow the steps below:

• Compare SYUSESS.Usession with SYSDATA.Sessno for Company 99 Accounts Payable (AP) module; these values should match.
• Compare these values with the value recorded in APDIST.Apsess for Company 99. The values in SYUSESS.Usession and SYSDATA.Sessno should be equal to or higher than the value in APDIST.Apsess.

  Important
  The APDIST.Apsess will be lower than SYSDATA.Sessno when the last session number created did not result in a saved transaction. For example, a check invoice form was opened which created a session record in SYSDATA.Sessno. However, it was then immediately closed without saving and there was no distribution to APDIST. Therefore, APDIST.Apsess was not incremented.

• If this is not the case, edit SYSDATA.Sessno to be the highest value of the three fields.
• Open AP.
• Begin to enter an invoice in AP but do do not complete this process and cancel.

This creates a voided session in SYUSESS.Usession and enters a corresponding record in SYSDATA.Sessno. These values will now be equal and higher than the value APDIST.Apsess