How to set up Affordable Care Act (ACA) in Sage 100

With the release of Sage 100 2015, Sage now offers support for ACA Reporting in the Sage 100 Payroll Module. The new functionality is available with the following Sage 100 versions:

  • Sage 100 2015 – Product Update 1
  • Sage 100 2014 – Product Update 5 (Released March, 2015)
  • Sage 100 2013 – Product Update 9 (Released November 2015)
  • Sage 100 4.50 – Product Update 8 (Released November 2015)

In addition, Sage released additional Product Updates in November for Sage 100 versions 2014 and 2015 with additional ACA enhancements. To be fully compliant, please install Sage 100 2014 Product Update 7 and Sage 100 2015 Product Update 3.

After upgrading or installing the applicable Product Update, you must first enable Role Security to allow access to the new tools:

  • Open Library Master > Main > Role Maintenance
  • Select the applicable Role that will access the ACA tools
  • Select the following check boxes to enable rights to the tools:
    1. Tasks Tab – Payroll > Maintenance/Data Entry > select ACA Employee Maintenance
    2. Tasks Tab – Payroll > Maintenance/Data Entry > select ACA Employer Maintenance
    3. Tasks Tab – Payroll > Reports/Forms > select ACA Applicable Large Employer Report
  • Click Accept.

Late in 2014 all Sage Payroll customers were notified that the ACA tools would be added during the 2015 year. Sage advised all Payroll customers at that time to make sure that the Retain Perpetual History option was selected in the Payroll Options. If you do not have the Retain Perpetual History option selected, you will not have accurate information to populate the ACA tools, and it will be necessary to manually enter your employer information.

The next step is to determine whether you are required to track and report information regarding employee health care coverage. Effective in 2015, employers with 50+ full-time employees (or a combination of full-time and full-time equivalent (FTE) employees) are subject to the Employer Shared Responsibility provisions under the Affordable Care Act. Employers are required to track information around employee coverage by month and the number of full-time employees for IRS reporting purposes. Employers with 50+ full-time employees will be required to report.

Employers now need to:

  • Track employee and dependent health care details
  • Determine full-time and FTE employee counts by month
  • Produce new IRS forms for their company and employees
  • File IRS forms
  • Mail forms with ACA information to employees

To help you determine whether you are subject to the Employer Shared Responsibility Provisions, Sage had provided the Applicable Large Employer Report (ALE Report). (Note: The ACA Applicable Large Employer Report is offered as a self-help tool for your independent use. Sage cannot and does not guarantee the report’s accuracy or applicability to your circumstances. To comply with the Affordable Care Act, hours of service must be reported by calendar month. Because hours worked are tracked by pay periods in Sage 100 and pay periods may span more than one month, a calculation is performed to get an approximate monthly total. The total is an estimate and may not reflect the actual hours worked. For specific tax or legal advice, see a professional tax service provider or an attorney, as appropriate.)

To run the Applicable Large Employer Report:

  • Open Payroll > ACA > ACA Applicable Large Employer Report
    Earnings to Exclude
  • Click Earnings to Exclude to specify which (if any) earnings codes you want to exclude from the report
  • In the Period End Date Range Starting and Ending fields, enter the date range for the report.
    1. The maximum date range is 12 months
    2. Because of the need to prorate the hours worked for pay cycles that span multiple months, the report calculations will be more consistent when you generate the report for the maximum 12-month date range.
  • Select the Print Seasonal Employees check box to include information for seasonal employees in the report.
    Seasonal Employees

    1. Seasonal employee information is printed in a separate section on the report, and their information is not included in the report totals.
  • Select the Print Totals Only check box to print only totals. Leave this box clear to print employee detail.
  • Print and review the report. Change selections and reprint if needed.
    ALE REPORT
  • Close the task window.
  • The following message will appear: Do you want to update the Full-Time and Total Employee Counts to the ACA Employer file?
    UPDATE TO ACA FILE
    Click Yes.
    After clicking Yes, the employee counts will be updated to the ACA Employer file which appears in the ALE Member Information – Monthly window accessed from ACA Employer Maintenance.

Next, you must set up ACA Employer Maintenance. This is the information that will appear on Form 1094-C:

  • Open Payroll > ACA > Employer ACA Maintenance
  • Enter the applicable Calendar Year
  • The Employer Name, Address, and EIN auto-populate from Company Maintenance
  • Enter the Contact Name and Contact Phone Number
    EMPLOYER MAINT 1
  • If your company is a Designated Government Entity, fill in all applicable fields
  • Select the check box if your company is an ALE Member Part of an Aggregated Group during any month of the calendar year.
    ALE MEMBER AGGREGATE GROUP

    1. Note: An Aggregated ALE Group refers to a group of ALE Members treated as a single employer under section 414(b), 414(c), 414(m), or 414(o). An ALE Member is a member of an Aggregated ALE Group for a month if it is treated as a single employer with the other members of the group on any day of the calendar month. If an ALE is made up of only one person or entity, that one ALE Member is not a part of an Aggregated ALE Group. Government entities and churches or conventions or associations of churches may apply a reasonable, good faith interpretation of the aggregation rules under section 414 in determining their status as an ALE or member of an Aggregated ALE Group.
    2. Click the Other Members button to enter the names and Federal EINs of other members of the same group.
  • Click the Monthly Detail button to enter information for each month. You can automatically update the employee counts when you print the ALE Report.
    ALE MEMBER INFO MONTHLY

    1. If Retain Perpetual History was not selected in Payroll Options, you will need to manually enter employee counts in the window.
  • In the ALE Member Information – Monthly window, enter and review the following for each calendar month:
    1. Min Essential Coverage – Select this check box if your company offered full-time employees an opportunity to enroll in an employer-sponsored health care plan that meets the ACA minimum essential coverage requirements. Clear the box if your company did not.
    2. Full-Time Employee Count – Enter the number of full-time employees. This field can be automatically filled in by generating the ACA Applicable Large Employer Report and then clicking Yes to update the counts to the ACA Employer file.
    3. Total Employee Count – Enter the number of full-time and full-time equivalent (FTE) employees. This field can be automatically filled in by generating the ACA Applicable Large Employer Report and then clicking Yes to update the counts to the ACA Employer file.
    4. Aggregated Group – Select this check box if your company is a member of an aggregated group.
    5. Transition Relief Indicator – If your company is eligible for section 4980H transition relief, enter the code indicating the type of relief for which it is eligible. For information regarding Transition Relief Indicators, try one of the following:
      1. http://www.thetaxadviser.com/issues/2014/apr/taxtrends-april2014-story-01.html
      2. https://news.leavitt.com/health-care-reform/employers-qualify-one-year-delay-pay-play-penalties/
      3. http://www.journalofaccountancy.com/issues/2014/jul/assessable-payment-20139334.html
      4. http://acareportingservice.com/4980h-transitional-relief/

The next step, and most time-consuming task, will be to set up ACA for Employees. You can access this task either from Employee Maintenance (click ACA button on Main tab) or from the Payroll > ACA folder menu (ACA Employee Maintenance).

EMPLOYEE MAINT - ACA BUTTON

Once you have access ACA Employee Maintenance:

ACA EMPLOYEE MAINT 1

  • The 1095-C Electronic Consent Signed box is view only. If you need to select this box, go to Employee Maintenance > Wages > Filing Status.
  • If applicable, select Provided Self Insured Coverage.
    • Select this check box if the employee was enrolled in an Employer-sponsored self-insured health coverage plan offered by your company during any part of the calendar year.
    • Selecting this check box will enable the Covered Individuals button, where you can enter additional information for each covered individual.
    • Clear the check box if the employee was not enrolled in an Employer-sponsored self-insured health coverage plan offered by your company for any part of the year.
  • Click the Monthly Details button, for each calendar month, to enter the following:
    ACA EMPLOYEE MAINT 2

    • Offer of Coverage – Select the applicable code for the type of coverage offered to employees from the lookup
      ACA EMPLOYEE MAINT 3

      • Indicator codes for employee offer and coverage – this code populates into Form 1095-C Part II Line 14.
    • Employee Share of Lowest Cost – enter the employee’s share of the lowest-cost monthly premium for self-only minimum essential coverage providing minimum value that is offered to the employee.
      • Enter the amount including any cents (60.00, 60.75)
      • If the employee is not required to contribute toward the premium, enter 0.00
      • This amount populates Form 1095-C Part II Line 15
    • Applicable Section 4980H Safe Harbor – select the applicable Safe Harbor code from the lookup
      ACA EMPLOYEE MAINT 4

      • This code populates Form 1095-C Part II Line 16
    • Click Accept
    • Click the Covered Individuals button (only available if Provided Self Insured Coverage check box is selected)
      ACA EMPLOYEE MAINT 5

      • Use the Covered Individuals window to enter information for employees and their dependents who were enrolled in employer-sponsored self-insured health coverage offered by your company during any part of the calendar year. This information populated Form 1095-C Part III.
      • Enter the Full Name, Social Security No., Date of Birth and select applicable calendar months that each individual was covered (including the employee)
      • Covered All Months – select this check box if the individual was covered for at least one day in every month of the year. Clear this box if the individual was not covered for at least one day in every
      • Months – If the individual was not covered for at least one day in every month of the year, select the check box for each applicable month in which he or she was covered.
    • Click Accept

Sage has provided a spreadsheet tool to allow you to enter the information required for employees and import it into the applicable tables using the Visual Integrator. Your Sage Business Partner can provide you with this tool, or you can download it from the Sage Customer Portal or Sage City ACA Center.

ACA SAGE CITY WORKSHEET

ACA WORKSHEET

Sage will be providing tools to generate the required Forms 1094-C and 1095-C with the Aatrix year-end update to be released on December 20, 2015. A 1095-C form will be generated for all employees who have information entered in the ACA Employee Maintenance > Monthly Detail and/or Covered Individuals screens. The forms will be printed to plain paper – no pre-printed forms will be required.

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What’s New in Sage 100 ERP 2015 Vol. 4 – Accounts Receivable Enhancements

Continuing with our series on the enhanced functionality available in Sage 100 ERP 2015, we review the features added to the Accounts Receivable module, which include:

  • Cash Receipts List Button added
  • Option Added to Print Invoices Through the Sage Data Cloud
  • Sort Options Added for Customer Audit Report
  • Calculator Button Added to Finance Charge Applied Field
  • Ship Via Field Added to Customer Ship-To Address Maintenance
  • Keep Window Open After Print or Preview Added to Quick Print Windows
  • Level 3 Credit Card Processing

Cash Receipts List Button

The most notable enhancement for everyday users appears in A/R Cash Receipts Entry. For those users who handle multiple cash deposits in a day, or who might not update transactions daily, the new Cash Receipts List Button on the Cash Receipts Deposit or the Cash Receipts Entry screen opens a sortable listing of all in-progress receipts so that you can quickly locate any entry. This enhancement has been requested by end-users for many years.

Click the Flashlight to view unposted, in-progress Deposits.

Click the Flashlight to view unposted, in-progress Deposits.

Print Invoices via Sage Billing & Payment and Sage Data Cloud

Sage introduced its Mobile applications a couple years ago, with Sage Billing and Payment allowing customers the ability to invoice customers via e-mail and accept payments by credit card through a link in the e-mailed invoice. In version 2015, Sage has added the option to suppress the printing of the hard copy invoice for invoices e-mailed out through Sage Billing and Payment. A new check box on the Customer Maintenance Additional tab provides the option to print that customer’s invoices solely via the cloud application.

Customer Maintenance 1

When this box is selected for any customer, the Print Invoice box in A/R or S/O Invoice Data Entry will default to blank; however, this setting will not affect invoices processed via Job Cost Billing.

Sort Options for Customer Audit Report

If you’re tracking changes to customer records, you may only want to see who made changes and what they changed for a specific customer or range of customers. Now you can both sort the report by Customer Number and select only the customers you want to review. Save time by only viewing the customer records you need to review.

Sort Customer Audit Report by Customer, or by User Affecting Changes

Sort Customer Audit Report by Customer, or by User Affecting Changes

Calculator Button added to Finance Charge Applied Field

A new Calculator button added to the Finance Charge Applied field in Finance Charge Entry will allow users to quickly and easily make accurate adjustments to existing charges or add charges manually.

Calculator 1

Ship Via Field added to Customer Ship-To Address Maintenance

For those customers that require different shipping methods for each ship-to location, we now have a field in Customer Ship-To Address Maintenance that allows us to set a default Ship Via method by Address, and have that Ship Via code populate in Sales Order Entry or Invoice Data Entry based on the Ship-To Address selected during data entry.

ShipToAddress1

Keep Window Open After Print/Preview in Quick Print 

For those users who invoice through the Accounts Receivable module, the ability to keep the Print window open when Quick Printing an invoice has been added in version 2015.  This can be useful for those who use multiple different Form Codes to print invoices and want to preview prior to printing.

Quick Print 1

Level 3 Credit Card Processing Added

Increasingly, corporate cards are being used to pay for goods and services. Merchant card processors (e.g., Visa and MasterCard) consider payments made with corporate cards more secure and reliable, so they offer lower rates. Government and school entities may require the savings to be passed on to them, but otherwise you can determine whether to pass long or retain any savings. With the introduction of Level 3 credit card processing for corporate cards, Sage 100 ERP now allows users to gather and transmit the data elements required at the line item to qualify for these advantages.

While you cannot use Level 3 Processing when invoicing in the Accounts Receivable module, I’ve included this feature here due to the setup required in the A/R module in order to process Level 3 Credit Card transactions.

Changes in several areas were introduced to enable this capability for payments entered in Sales Order Entry and S/O Invoice Data Entry. 

  • On the Library Master Setup menu, a new field “ISO Country Code” has been added in Country Code Maintenance. Information form this field is included with the Ship-To Address information when processing Level 3 credit card transactions.
    Credit Card 1
  • A new “Include Level 3 Data” check box has been added to the Payment Type Maintenance window on the Accounts Receivable Setup menu.
    Credit Card 2
  • In Customer Maintenance, the customer’s Default Payment Type on the Additional Tab should be set to CREDIT CARD.
    Credit Card 3
  • In Customer Credit Card Maintenance, complete all of the appropriate information including the Corporate ID/PO number associated with the card. It is important to note that complete processing information will not be captured without this step.
    Credit Card 4
  • The following fields have been added to the secondary grid in Sales Order Entry and Sales Order Invoice Data Entry in order to capture the line item information required for Level 3 processing:
    • Commodity Code
    • Alt Tax ID
    • Tax Type
    • Net/Gross
    • Debit/Credit
    • Tax Amount
    • Tax Rate
      Credit Card 5
    • Note that certain default values must be set to ensure that the fields added to the Lines tab are available without first entering information on the Credit Card tab. See “Setup Customer Credit Cards for Level 3 Processing” in the Sage 100 ERP Help system for more information.
  • A Level 3 button has been added to the Credit Card tab in Sales Order Entry and S/O Invoice Data Entry. This button can be used to enter additional information for Level 3 transactions.
    Credit Card 6
  • Customer PO Numbers are now transmitted as part of the transactions when processing Level 3 Credit Card payments. The PO number will share the same field as the sales order or invoice number, and will be separated by a dash, and will be identified with “PO” appended. The Sales Order and Invoice Number, similarly, will have “SO” or “IN” appended.

That covers the Accounts Receivable enhancements in Sage 100 ERP 2015. Next up: Distribution modules (Inventory, Purchase Order, and Sales Order).

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New Features Arriving with Sage 100 ERP 2015 – Vol. 3: Enhancements to Accounts Payable Module

With the release of Sage 100 ERP 2015, the following enhanced features are now available in the Accounts Payable module:

  • Additional UDF (User Defined Field) Data Sources in Manual Check and Payment Entry
  • Expanded Vendor Name to 50 Characters
  • Ability to Select Invoices from any Purchase Transfer Vendor in Manual Check and Payment Entry
  • Ability to Reprint Quick Print Checks
  • New Sort Options for Vendor Audit Report
  • New Sort Options in Selection Dialogs

UDF Enhancements in Manual Check and Payment Entry

Users have had the ability since MAS 90 version 4.20 to define user-defined fields for use in Check Printing using a wide variety of business object sources in Custom Office. That same functionality was not available, however, for Manual Check Entry or Printing. In version 2015, Sage have added corresponding data sources to the Manual Check and Payment Entry tasks, allowing check processing with consistent data elements, improving efficiency. Additionally, you are now able to pull invoice AP History Header data to a check detail UDF, making it easier to print the information you want on the check stub.

Add'l BOI sources for Manual Check Entry

Add’l BOI sources for Manual Check Entry

Expanded Vendor Name Field

Sage is listening to end-users, and many of the enhancements in the 2015 release are user-requested changes. Users have been requesting an extended name field for Vendors for years, and now they have it. In the 2015 release, the length of the Vendor Name field has been expanded to 50 characters, and all externally facing vendor forms and reports have been modified to accommodate longer vendor names, including the standard check forms.

Vendor Name expanded to 50 Characters

Vendor Name expanded to 50 Characters

Select Multiple Invoices from any Purchase Transfer Vendor

Another enhancement recommended by end-users is the ability to select multiple invoices when transferring a balance from a purchase vendor paid by credit card, simplifying the process into a single step creating multiple individual transfers from that selection.

New Button to select Transfer Invoices

New Button to select Transfer Invoices

Invoice List allows selection of multiple invoices

Invoice List allows selection of multiple invoices

Transfer 3

Lines displayed for each invoice amount.

Lines displayed for each invoice amount.

Ability to Reprint Quick Print Checks

Have you ever used the Quick Print function in Manual Check and Payment Entry and experienced a paper jam while the check was printing, or encountered an error message during the print job? In the past, it was sometimes necessary to delete the entry and reenter in order to reprint the check. Version 2015 now features the ability to reprint any Quick Print check prior to the Manual Check and Payment Register being updated.

Click the Quick Print button to reprint previously printed Manual Checks

Click the Quick Print button to reprint previously printed Manual Checks

Reprint to same or different check No. with option to void or delete previously printed checks

Reprint to same or different check No. with option to void or delete previously printed checks

New Sort Options in Selection Dialogs

Selection windows may contain hundreds of records and there is no doubt that scrolling through them can be time-consuming. With the new multiple column sort option in selection windows, modeled after familiar Excel column sorting functionality, you can sort on selected columns to speed up your search and quickly find just the record or records you want.

MultiSort

 

The time-saving feature for sorting on multiple columns is now available in:

  • Select Invoices for Payment in Invoice Payment Selection
  • Select Check and Electronic Payment Maintenance Invoices in Check and Electronic Payment Maintenance
  • Select Manual Check and Payment Invoices in Manual Check and Payment Entry
  • Select Vendor Transfer Invoices in Invoice Data Entry and Manual Check and Payment Entry
  • Select Customer Invoices accessed through Accounts Payable from Accounts Receivable Clearing Entry

New Sort Options for Vendor Audit Report

If you are tracking changes to Vendor records, it may be that you only want to determine who made changes and what they changed for a specific vendor or range of vendors. Now you can both sort the report by Vendor Number and select just the vendors you want to review.

Vendor Audit Sort

 

Next up, we’ll take a look at enhancements to the Accounts Receivable module.

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New Features Arriving with Sage 100 ERP 2015 – Vol. 2: G/L Enhancements

Sage 100 ERP 2015 was released in March, 2015, and early reviews are positive. In our last article, we reviewed new global and system features in the 2015 release. Today, we’ll give you a look at enhancements to the General Ledger module.

It’s been quite a while since Sage introduced the ability to keep a report window open after printing or previewing the report. Many users, however, lamented that the same functionality was not available in Financial Report printing. Finally, in Sage 100 ERP 2015, we have that ability, with the addition of a “Keep Window Open” box on the Financial Reports window:

Keep Window Open

 

Sage spent much time consulting with partners and users about which enhancements they wanted to see. Many indicated that they always want to print full comments on journals and registers, yet they always had to first select the option to print the comments. In version 2015, Sage 100 ERP will now remember the selection made and default to that selection until it is again changed.

GL Full CommentsWith this new feature, the Print Full Comments box on all journals and registers in Sage 100 ERP will now retain the selection.

We’ve saved the best for last: have you ever had to perform a reversal on a payroll entry using General Journal Entry, or any other transaction with what seemed like a jillion lines? The “easy” way used to be to copy the original entry, and then reverse the amounts manually, which was great until you got to the end and didn’t balance due to dyslexic fingers or misplaced decimals. Now, in Sage 100 ERP 2015, we finally have what users have been clamoring for: One-Click Journal Reversals!

This feature will be available via General Ledger Account Maintenance. All you have to do is go to one of the accounts included in the transaction to be reversed, select the transaction on the Transactions Tab, and click the Reversal button.

1 click reverseAfter initiating the reversal, a message will appear indicating that the reversal is complete and offering further instruction.

Review reversal

Of course, you still want to review the entry prior to updating, so when you open General Journal Entry, the reversal will be waiting for you, including a comment that the entry is a reversal.

Reversal complete

All that is left to do now is to confirm the numbers, print and post the General Journal.

These are your Sage 100 ERP 2015 enhancements to the General Ledger module. Next up: Accounts Payable and Accounts Receivable.

Happy Memorial Day!

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New Features Arriving with Sage 100 ERP 2015 – Vol. 1

Sage 100 ERP 2015 will be released later this Spring, and it’s time to review what new or improved features we’ll see in this release. We’ll start out with enhancements to the Library Master, or System Control, module as well as global enhancements to the program.

According to Sage, many of the changes and updates to the 2015 release were based on requests by customers. One of the most frequent requests I’ve seen, especially from our customers who are global distributors, is the ability to add Canadian Postal Codes to the Zip Code database. With the 2015 release, we will now be prompted to install the Canadian Postal Code library during the installation or upgrade process. Once installed, we will be able to maintain Canadian codes using Zip Code Maintenance. In addition, Sage will also be pre-populating the Country Codes table with the codes for each country in the World. The codes will be the same country codes used in Sage CRM, as well as additional codes defined by the International Organization for Standardization (ISO). In addition, a new field has been added to Country Code Maintenance to designate whether the State field is required when entering addresses for that company.

Zip Codes

There are two new Tasks options in Role Maintenance regarding the ability to export or print Sage 100 data from lookups and grids. This new security feature will allow administrators to control who in the organization has the rights to export data from Sage 100 into Excel from all lookups, including Customers, Vendors, General Ledger Accounts, and Inventory. When these tasks are disabled, the Print and Export to Excel buttons in the lower right corner of the lookup screen will be disabled.

Roles

Role - not enabled

Most Sage 100 ERP users know that in version 4.4, the ability to color code task windows by company code was added to the system. However, many customers complained that the colors either made it harder to read the field title text, or that the colors were, well, UGLY. In version 2015, we will now have the option to define the color of either the task windows’ frame or the entire background, which will alleviate the contrast issues with the field text and present the different color-coded company windows in a way that is more pleasing to the eye.

color

color sample

Many users who work in multiple companies during the course of a work day will be glad to know that a new feature in User Maintenance will allow the user to retain the module that he/she is working in when changing company codes. In the past, changing the company code would default back to the Library Master module; now, the user will automatically be placed into the currently opened module when changing company codes (if option is selected in User Maintenance).

retain module

For the Sage Business Partners and System Administrators out there, Sage has added more detail to the Activity Log. In addition to adding a new activity type (System Setup Options Activity) to better allow us to view changes to any module’s options, the information available is being increased to allow us to view the changes made in detail.

detail log

A new button has been added to each Lookup window to allow the user (with the correct security rights) to access the system Lookup Wizard for that Lookup table, allowing any customizations to the Lookup to be enabled for multiple company codes and/or users.

lookup1 lookup2

lookup3

A new button has been added to many windows in Sage 100 to allow the user to sort by multiple columns in ascending or descending order, giving the user the flexibility to view the available data in the way he/she wishes to view it. For example, when selecting invoices for payment in Invoice Payment Selection, users will have the option to sort the displayed items by Vendor Code (or Name), as well as by Due Date and/or Amount. This new feature will be found in A/P Invoice Payment Selection, Check Maintenance, and Manual Check and Electronic Payment Entry; A/R Cash Receipts Entry; and Bank Reconciliation Check, Deposit, and Adjustment Entry, and Reconcile Bank.

multisort1 multisort2 multisort3

New functionality in Paperless Office will allow the user to access the Paperless Office Reports Viewer directly from the Report task window.

PL1

This feature has been added to the following tasks:

  • AP Vendor Contact List
  • AP & AR Repetitive Invoice Listing
  • AR Customer Contact Listing
  • GL Sage Payroll Services Activity Log
  • IM Item Valuation Change Register
  • IM Standard Cost Adjustment Register
  • IM Missing Count Card Listing
  • PO Vendor Purchase Address Listing
  • SO Customer Ship-To Address Listing
  • RMA – RMA Receivers
  • RMA Generate Transactions Listing
  • LM Role and User Reports
  • LM Activity Log Report
  • VI Job Listing
  • VI Data Dictionary Listing
  • CO Customizer Summary Report
  • CO Customizer Detail Listing

In addition, the PDF driver used to create the Paperless Office documents will be updated in version 2015.

In our next article, we’ll take a look at enhancements in the core financial and payroll modules.

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Sage 100 ERP 2014 Year-end update FAQs

Not everyone receives the year-end FAQs from Sage, so I thought I’d share some highlights:

  • The Interim Release Download (IRD) was released on 12/19. TheIRD contains necessary program updates for Accounts Payable and Payroll modules, and for eFiling and Reporting. You must install theIRD before printing your year-end tax forms. You must be on one of these supported versions in order to install theIRD:
    • 4.50 PU 5 or higher, or last year’s (2013) year-end IRD installed
    • 2013 PU 7 or higher (5.00.7.0)
    • 2014 PU 3 or higher (5.10.3.0)
  • The Aatrix eFiling and Reporting year-end update must be installed in order to print year-end forms. You will be prompted to run the update when you access eFiling and Reporting and select any form.
  • 2015 Quarter 1 Tax Table Updates (TTU) is available now on the Sage Portal. Note: Due to some states’ legislative tendencies for last-minute changes, Sage will release additionalTTU updates through the month of January 2015 as new changes are announced.
    • ACTION REQUIRED: After installing the 2015 Q1 TTU, remember to verify the Unemployment Tax Rate in Tax Table Maintenance for each of the states you process payroll, to reflect correct 2015 rate for each company.
  • You must be on a current Sage BusinessCare Plan in order to access and download the IRD and TTU, and to utilize the eFiling and Reporting tools.
  • In order to utilize the eFiling and Reporting tools, you must first install Federal & State eFiling and Reporting program on each workstation that needs access. You can install from either your Sage 100 ERP installation files or from Sage 100 ERP workstation setup folder, (located …\MAS90\wksetup\autorun.exe). Click link for detailed steps on Installing eFiling & Reporting.
  • Forms required for 2014 W2 and Form 1099 printing via theeFile and Reporting utility are as follows:
    • Employee W2 (Copy B, C and 2-Copy 2s) = Blank 4 part perforated with Employee notice on back (Sage Forms part # LW2BLANK4 or LW2BK4DWS)
    • Federal W2 (Copy A) (prints 2 employees per sheet) = Print to Plain Paper (The Federal W2-SSA copy cannot be printed on perforated paper)
    • Federal W3 = Print to Plain Paper (The Federal W3-SSA copy cannot be printed on perforated paper)
    • State – Copy 1 (prints 4 employees per sheet) = system will prompt you to print to Blank 4 part perforated but please contact the State agency for their specific W2 printing/perforation requirements
    • Employer W2 (Copy D) (prints 4 employees per sheet) = Print to Plain Paper or Blank 4 part perforated
    • Recipient 1099 (Federal, 2-Copy 2’s and Copy B) = Blank 4 part perforated form (Sage Forms part # L99BLANK4 or L99BK4DWS)
      Note: The recipient notice is not pre-printed on the backs of these blank forms; you will need to print the recipient instructions to plain paper from within 1099 eFiling viewer screen.
    • Federal 1099 (Copy A) = Copy A must be printed on official preprinted federal forms RED ink. Please contact Sage Forms for specific part # applicable to the type of 1099 forms you will be printing (MISC, INT or DIV)
    • Federal 1096 Form = 1096 Form must be printed on official preprinted federal forms RED ink. Please contact Sage Forms for specific part # applicable to the type of 1099 forms you will be printing (MISC, INT or DIV)
    • Payer 1099 (Copy C) = (prints 4 recipients per sheet) = Print to Plain Paper or Blank 4 part perforated
    • State 1099 = (prints 4 recipients per sheet) = system will prompt you to print to Blank 4 part perforated but please contact the State agency for their specific 1099 printing/perforation requirements. Some states do not require 1099s to be filed.
    • State 1096 = Print to plain paper but please contact the State agency for their specific 1096 printing/perforation requirements. Some states do not require 1096 form.
  • Tired of purchasing and printing forms? Choose the “e-filing complete package” option, where Aatrix will eFile W-2’s &/or 1099’s electronically, print and mail all W-2’s or 1099’s to your employees and allow them to view this information online and more. That way you do not need to purchase any tax forms at all, Aatrix will take care of it all for you. For more information, visit https://sage100erp.aatrix.com or call 701-746-6814.
  • The Federal W-2s and W-3s are not required to be printed on the official form. Sage have incorporated an approved substitute that can be printed on plain paper with an inkjet or laser printer. It should not be printed on red paper. You can identify the approved form by looking for the numbers 0000/1048 under “year” on the W-2 form and in the For Official Use Only box on the W-3. These forms are approved for use by the Social Security Administration and conform to the IRS Publication 1141 as required.
  • For those companies required to file electronically, when you choose toeFile,Aatrix electronically files your tax forms to the applicable Federal and/or State agencies for you. There is an additional charge toAatrix for this service.
    • • To support W2 electronic filing, you can use Federal eFiling and Reporting task from within Payroll > Period End menu.
      • To support 1099 electronic filing, you can use Form 1099 eFiling and Reporting task from within Accounts Payable > Reports menu.

REMINDER: The 2014 IRD and 2015 Q1 TTU are the last year-end updates that will be released for Sage 100 ERP version 4.50.

If you have any other questions regarding Sage 100 ERP year-end procedures, you can contact your Sage Business Partner, or access the Sage Portal for more information. The Sage 100 ERP Year-End Center on Sage City has all the information you need for year-end processing.

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Sage 100 ERP – What’s Happening in 2014

Wow – I just realized the last time I posted an article was way, way back in January. Either we’ve been busy or there hasn’t been much news. Well, it’s actually been a little bit of both, off and on; we have had our busy spurts while also completing our certification requirements for 2014, and other than the release of Sage ERP 2014, there hasn’t been a whole lot of excitement from the Sage camp. However, just to catch up:

Sage 100 ERP 2014 was released in March, along with the first Product Update. Cloud connectivity and enhanced mobile applications are among the main features, along with these modular updates:

  • An Autocomplete feature has been added for customer number, vendor number, and item code entry fields;
  • The ability to have Custom Reports print screens remain open after printing or previewing the report;
  • An Invoice List button has been added in Accounts Payable Invoice Data Entry, and to Repetitive Invoice Entry in both the A/P and A/R modules, allowing the user to quickly reference invoices entered in the current batch;
  • The ability to keep the General Ledger Print Financial Reports window open after printing or previewing has been added;
  • Payroll updates include:
    • the ability to include up to 16 different Box 12 codes on the W-2 form;
    • Massachusetts Employer Medical Assistance Contributions; and
    • W-2 mappings and Disability Insurance setup for Puerto Rico;
  • Sage Intelligence has been added to the Sage 100 ERP Menu and will be installed during workstation setup;
  • Sage Intelligence will be compatible with the 64-bit versions of Microsoft Excel 2007, 2010, and 2013, and will feature enhancements to the User Interface; and
  • Enhancements in Sage CRM integration with Sage 100 ERP.

The Electronic Reporting module has been officially retired and replaced with the Federal and State eFiling and Reporting utility by Aatrix. Standard menu tasks for Accounts Payable Form 1099, Payroll Quarterly 941 Form, and Payroll W-2 Form printing, and the W-2 and 1099 file creation in the Electronic Reporting module, are not available in Sage 100 ERP 2014. Customers will be able to utilize the plain paper printing capabilities of Federal and State eFiling and Reporting by Aatrix to manage their payroll forms and accounts payable forms.

Many users discovered at the end of March that Sage did not release an updated Form 941. No matter which version of Sage 100 ERP that you are using, you will now have to use the Federal and State eFile and Reporting utility to print all government payroll forms.

Sage Summit will be held in Las Vegas this year July 28-31, and registration is under way. The conference will take place at the Mandalay Bay Resort and Casino, and Sage promises a completely new experience for attendees. More information, as well as registration links, can be found at http://www.sagesummit.com. And, yes, Chris and I will be there – and we hope to see you as well.

Sage has also released the 2014 Quarter 2 Payroll Tax Table Update (TTU), which affects only the Pennsylvania and Wisconsin state tax tables. If you are not paying employees for works in these states, there is no need to install the update.

That’s enough for now, but I promise that I will dig into Sage 100 ERP 2014 and give you insights on all the new stuff – really soon.

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Sage 100 ERP Year-End Closing Tips

It’s that time of year – the beginning of a new year is one of the busiest times of the year for accounting departments whose company operates on a calendar year. This is the time of year when the departments will close the prior year and prepare for audits or reviews. For those companies using Sage 100 ERP, here are a few tips to make the year-end process flow a little more smoothly:

  • Create an archive copy of your Sage 100 ERP data prior to closing your modules, using the Copy button in Company Maintenance.
  • Prior to closing the period or year, check each module’s set-up options and verify that your history retention flags are set correctly.
  • If you are using the Accounts Payable module, verify the number of ‘Years to Retain 1099 Payment History’ in A/P Options. Once 1099’s are printed, you will be prompted to increment the default 1099 Calendar Year field in Accounts Payable Options.
  • If you use the Payroll module, you must close 2013 prior to processing payroll in 2014. You must print your W-2s prior to closing 2013, or print your forms from the archive company created in the first tip. It is always recommended that you create a copy of your company’s Payroll and General Ledger modules prior to closing the period or year for the Payroll module.
  • When you perform period- or year-end close, modules that write to other modules should be closed first; thus, you should follow Sage’s recommended Order of Closing, which can be found at http://tinyurl.com/ppqeh9x .
  •  For information regarding closing each module, refer to our December, 2011 archives where you will find information regarding closing the Sales Order, Purchase Order, Inventory, Payroll, Accounts Receivable, Accounts Payable, and General Ledger modules.
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Getting Ready for 2013 Year-End with Sage 100 ERP

Christmas is here and gone, and for many of our clients, that means year-end processing is right around the corner. To help those of you with the Accounts Payable and Payroll modules prepare for your 2013 close, here are some pointers from the Sage 100 ERP Year-End FAQs:

  • Accounts Payable users must install the 2013 year-end Interim Release Download (IRD). There are A/P 1099 form changes included in the 2013 IRD.
  • Users with the Payroll module also must install the 2013 IRD in order to install updates to the Federal and State eFiling and Reporting.
  • You must be a customer with a current Sage Business Care plan in order to access the Sage Customer Portal to download the updates.
  • Minimum Sage 100 ERP (formerly known as Sage MAS 90 and 200 ERP) versions required to install the IRD and Tax Table Updates:
    • 4.40.0.1 and above: must have the 2012 IRD installed
    • 4.50.0 and above
    • 2013
  • The IRD and TTU are now available on the Sage Customer Portal. Sage will continue to update the TTU throughout the month of January with any late-breaking payroll tax table changes, as necessary.
  • Year-end filing updates for Federal and State eFiling and Reporting are available now. The system will prompt you to apply the updates when you access the tasks.
  • The Social Security Administration will not accept W-2 information from employers on any type of magnetic media. Instead, it requires electronic filing of W-2 information. Sage 100 ERP versions 4.3 through 2013 Electronic Reporting module will allow you to create an EFW2 format file for uploading to the SSA’s website (www.ssa.gov/employer). The EFW2 file is formatted to the SSA’s Electronic Filing specifications provided the applicable IRD has been downloaded and installed.
  • Year-end processing information, including checklists and the order in which to close modules can be found on the Sage Customer Portal: https://customers.sagenorthamerica.com/.
  • If you own a Sage Extended Solutions enhancement, or have replaced your Extended Solutions enhancement with an updated version from one of Sage’s Preferred Development Partners, you must contact your Sage ERP Business Partner to determine whether your enhancement is affected by the 2013 IRD. 
  • If using Federal and State eFiling and Reporting, the Federal W-2s and W-3s are not required to be printed on the official form. Sage have incorporated an approved substitute that can be printed on plain paper with an inkjet or laser printer. It should not be printed on red paper. These forms are approved for use by the Social Security Administration and conform to the IRS Publication 1141 as required.

For more information regarding 2013 year-end procedures, contact your Sage Business Partner. Clients of Ennis, Pellum & Associates Technology Services can contact Chris or Ed at 904-396-5965.

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Sage 100 ERP 2014 Coming Soon

Sage has announced that Sage 100 ERP 2014 (The Software Formerly Known As Sage ERP MAS 90 and 200) will be available for download by business partners and customers on Sage Business Care in the February-March 2014 time frame. Partners and customers will be notified by e-mail when the exact release dates are announced.

With the 2014 release, Sage increases connectivity to the cloud, offering web and mobile capabilities to help you run your business. Sales and Service users will have the ability to access customer information, invoice and collect payments while in the field. Sage Inventory Advisor will allow Procurement users deep visibility into inventory to properly manage stock levels.

In addition, the following enhancements will be available to all users:

  • An Autocomplete feature has been added for customer number, vendor number, and item code entry fields;
  • The ability to have Custom Reports print screens remain open after printing or previewing the report;
  • An Invoice List button has been added in Accounts Payable Invoice Data Entry, allowing the user to quickly reference invoices entered in the current batch;
  • An Invoice List button has been added to Repetitive Invoice Entry in both the A/P and A/R modules;
  • The ability to keep the General Ledger Print Financial Reports window open after printing or previewing has been added;
  • Payroll updates, to include:
    • the ability to include up to 16 different Box 12 codes on the W-2 form;
    • Massachusetts Employer Medical Assistance Contributions; and
    • W-2 mappings and Disability Insurance setup for Puerto Rico;
  • Sage Intelligence has been added to the Sage 100 ERP Menu and will be installed during workstation setup;
  • Sage Intelligence will be compatible with the 64-bit versions of Microsoft Excel 2007, 2010, and 2013, and will feature enhancements to the User Interface; and
  • Enhancements in Sage CRM integration with Sage 100 ERP.

The Sage Data Cloud will allow your company to tie your on-premises Sage 100 ERP system to the cloud, allowing you to take advantage of new solutions and integrations to help your business improve customer service, increase sales, and make better business decisions. Cloud solutions will include Sage Billing and Payment, Sage Mobile Sales, Sage Mobile Service, and Sage Inventory Advisor. I’ll have more information on these offerings in a future post.

As previously announced, the Electronic Reporting module is being retired in 2014. The standard menu tasks for Accounts Payable Form 1099, Payroll Quarterly 941 Form, and Payroll W-2 Form printing, and the W-2 and 1099 file creation in the Electronic Reporting module, will not be available in Sage 100 ERP 2014. Customers will be able to utilize the plain paper printing capabilities of Federal and State eFiling and Reporting by Aatrix to manage their payroll forms and accounts payable forms.

Federal and State eFiling and Reporting by Aatrix will be replacing the Electronic Reporting module. Federal and State eFiling and Reporting includes approximately 250 federal and state forms such as: W-2, W-3, 941, 1099, Unemployment, Withholding, and New Hire forms to facilitate filing payroll and accounts payable tax forms. Companies will be able to print and/or e-File 250+ signature ready State and Federal tax forms from within the Sage 100 ERP integration to State and Federal eFiling and Reporting by Aatrix. Additional fees will apply for users who want to take advantage of the Aatrix eFiling services.

I’ll post more about the 2014 release as I receive more information.

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