Frequently Asked Questions

Q – How is the Quantity Available calculated in Order Entry?  In the O/E Order Entry screen in the summary of item quantities at the bottom of the screen, it seems that the Quantity Available does not reflect the Quantity on Sales Order or the Quantity on Purchase Order.

A – Prior to version 5.2, the Quantity Available = Quantity on hand – Quantity on Sales Order + Quantity on Purchase Order.
A change in version 5.2 and subsequent versions has Quantity Available = Quantity On Hand – Quantity Committed
The original columns for Quantity on Sales Order and Quantity on Purchase Order are still present, but they are no longer included in the calculations for Quantity Available.

Q – I’m trying to import budget information into the General Ledger using an Excel format. Why is the Budget Maintenance Information not updating with the data in the Import File?

A – When using the Excel file format make sure the format for all values in the ACCTID column are defined as a label. In Excel, the easiest way to define a value as a label is to put an apostrophe at the beginning of the value.

Q – Can I search for Communications?

A – Yes. In SageCRM v6.0 you can go directly to a communications search screen from the Find button. From here, you can search for all communications, or you can select filter criteria to define your search. To search for communications:

1. Right-click on the Find button and select Communication. The Communication Find screen is displayed.
2. Select filter criteria for your search.
3. Click on the Find button.

Q – Is there a way to add a CRMFile Column to the Sent Items Box to indicate an e-mail has been filed?  In Outlook’s Inbox, a check mark appears under the CRMFile column after filing an e-mail to indicate an e-mail has been filed. E-mails in the Sent Items folder can also be filed; however, the CRMFile column is not available to indicate an e-mail has already been filed.

A – To add the CRMFile column in the Sent Items folder, perform the following steps:

1. In Outlook, click the Sent Items folder.
2. Scroll to the very bottom to see the last sent e-mail.
3. Right-click the white space below the last item sent and click Show Fields…
4. Click the Select available fields from: list and select "User-defined fields in folder."
5. In Available fields: select "CRMFile."
6. Click the Add button to move the item to the right pane.
7. Click OK.

The CRMFile column should now appear in the Sent Items folder to indicate which sent e-mails have been filed into SageCRM.

Q: In the Purchase Orders Line Item Detail Screen: Where do the amounts for “On Hand”, “Allocated”, and “Projected” come from?

A: When entering a line item for a purchase order, the fields “On Hand”, “Allocated”, and “Projected” are filled with numbers that reflect what is on hand, allocated, and projected for the item being entered.  this is how the program is designed.

The information in these fields is being supplied from ICILOC.lonhand, ICILOC.lsoaloc, and a calculation of ICILOC.lonhand + ICILOC.lonordr – ICILOC.lsoaloc. 
 
“On Hand” is being pulled from the field lonhand in the ICILOC table. 
“Allocated” is being pulled from the field lsoaloc in the ICILOC table. 
“Projected” is calculating information in the following way from the table ICILOCnn.dbf 
 
Note: 
The lonhand field is the quantity currently on hand for the item at this location. 
The lonordr field is the quantity in stocking units for the item currently open on Purchase Orders for this location. 
The lsoaloc field is the quantity in stocking units for the item currently allocated on Sales Orders from this location. 
 
The calculation on the three fields being used to obtain the figure that appears in the Projected field of the Line Item Detail Screen when entering a Purchase Order is as follows:

lonhand + lonordr – lsoaloc = “Projected”

If there seem to be problems with the quantities in these fields for the item, try the following troubleshooting steps to track down the discrepancy for this item in the databases. Please try the following: 

1. Make sure nobody is in Sage Pro and run Recalculate Application Balances for IC and look at report for discrepancies.
2. Take a look at IC/Transactions/Manage Inventory/Enter Inventory Counts/Individual and enter item number and location — what appears on the screen will be coming from ICIQTY.
3. Generate the picklist for all available items and notice what figures appear at each location for the item in question (on the picklist), this is pulling from ICILOC.

Q: How are serialized parts handled in manufacturing?

A: The best choice will depend on where serial numbers are required between creating finished goods and the original component parts.

You should carefully consider the transaction and workflow requirements when choosing to serialize inventory in the Pro Series environment. Serialized items have substantially more data entry requirements when receiving and issuing inventory quantities.

Serializing Only Finished Goods

In this type of environment, it is important to configure Production Entry (PE) and Work Orders (WO) to not allow serialized components. Select Don’t Allow Serialized Components in the PE and WO setup screens. This will allow the manufacturing modules to:

• Allow quantities greater than one on work orders since there is no need to track which serialized components went into which serialized finished good.
• Reduce the number of work orders that must be generated and processed.
• Prevent a serialized item to be added to any bill of materials as a component.
• Bypass entering serial numbers for finished quantities greater than one when completing work orders. The Assign Serial Numbers function in Inventory Control must be used prior to shipping sales orders.

Serializing Only Component Parts

Assign serial numbers to all components prior completing work orders in this environment. Partially completed work orders are not supported since a partial quantity of the serialized item cannot be issued.

Serializing Both Finished Goods and Component Parts

This type of environment requires the greatest amount of data entry but provides a complete audit trial including which serialized components went into each serialized finished good.

The manufacturing transaction system requires that the finished quantity be one on each work order in order to preserve the relationship between the serialized components required to manufacture the finished good and the serial number of the finished good itself. Depending on the number of serialized finished goods manufactured on a daily basis, this environment may create many work orders.

Important: 
It is best to use the Work Orders module in conjunction with the Production Entry module to support this type of environment. This provides the highest level of error checking during transaction processing.

Q: Why does the Currency ID field does not appear in Order Entry?

A: This situation occurs if OE has not been linked to AR. This can be verified from the Change Order Entry System Information screen:

1. Open OE.
2. Under the File menu, click Change Setup Information; the Change Order Entry System Information screen appears.
3. Select Link to Accounts Receivable.
4. Save changes.

The Currency ID field should now appear in OE as well as in AR.

Q – How do you reverse a previously posted Accounts Payable check?

A –

1. Open Accounts Payable / Main / Manual Check Entry.
2. Select the bank code representing the check to reverse.
3. Enter the check number of the check to reverse.
4. One of the following sets of questions will display:
   a. "Is this a check reversal?" Answer ‘Yes’. 
   b. "Recall original invoices?" Answer ‘Yes’ to reopen the original invoice or ‘No’ leave the original invoices closed. If ‘No’ is selected, check the ‘GL Distribution’ box on 4.10 and below. On 4.20 and above go to lines tab and select the ‘GL Distribution’ button.
   or
   a. "This check has been voided. Do you want to reuse check number?"  Answer ‘Yes’.
   b. "Is this a check reversal?" Answer ‘Yes’. 
   c. "Recall original invoices?" Answer ‘Yes’ to reopen the original invoice or ‘No’ leave the original invoices closed. If ‘No’ is selected, check the ‘GL Distribution’ box on 4.10 and below. On 4.20 and above go to lines tab and select the ‘GL Distribution’ button. 
5. On the ‘Lines’ tab, the invoice amount will be displayed with a negative amount. Click ‘Accept’.
6. Print the Manual Check Register and then update.

Q – What is the Extended Stub Report option in the A/P module, and how does it work?

A – By definition, the Extended Stub report is a report that shows the invoice detail for the check being paid. The report can be printed for all checks or only for checks with more invoice detail than can fit on one check stub.

If the Extended Stub report needs to print, the Extended Stub Report printing screen will appear just before the Check Register printing screen. You must print the Extended Stub Report to be able to update the Check Register.