Sage 500 ERP v7.4 Invoice Overpayments – Continued


It was not my original intention to have a continuation on the original blog which you can see at  http://joenoll.rklesolutions.com/2012/01/04/sage-500-erp-v7-4-invoice-overpayments, however my good friend Richard Sisk at Sage provided some follow-up on the original post that provide additional insight into this new process. I thought I needed to follow-up on this new found information to complete my prior posting. This is great information. Thank you Rick!

In the original post I closed out by saying it would be nice to be able to post a second payment against the same invoice even though the balance was already < 0. It turns out this does exist it just did not work as I thought it would so I missed it. I apologize for the oversight but in this post I detail this newfound information for you.

I have entered another payment from Aldebrn for $150. I am applying this payment to against an invoice that has a current balance of $0. This brings the new balance to –$150.

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Now I register and post this batch. This makes this record permanent. My next step is to create another batch with a another payment for Aldebrn of $135, as shown below. As you can see by entering in the Invoice No 1113 and then pressing the Tab key key it retrieves the invoice information showing the current balance of –$150. I then key in the Payment Applied of $135 as mentioned by Richard Sisk and it now brings the value of the new balance to –$285.

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So I stand corrected in my comment in my original post. It appears that Sage has accommodated for this possibility!

How is this being treated in the database is quite interesting and simplistic. You can see this with some simple selects as shown below. The TranNo and the corresponding keys are based on the values from my demonstration and would most likely be different in your system.

   1: -- Invoice Header information

   2: SELECT InvcKey, TranID, TranDate, CompanyID,

   3:        TranAmt, Balance

   4: FROM tarInvoice

   5: WHERE tranno like '%1113%';

   6:  

   7: -- Invoice Header Application information

   8: SELECT ApplyToInvcKey, PostDate, PmtAmt, ApplyFromPmtKey, ApplyFromTranID

   9: FROM tarInvoiceAppl

  10: WHERE ApplyToInvcKey = 1307;

  11:  

  12: -- Customer Payment Header

  13: SELECT CustPmtKey, BatchKey, PmtRcptDate, 

  14:     PostDate, TranID, TranAmt, UnappliedAmt

  15: FROM tarCustPmt

  16: WHERE CustPmtKey IN (515, 516, 517);

  17:  

  18: -- Customer Payment Application

  19: SELECT CustPmtKey, ApplyToInvcKey, ApplyToTranDate, ApplyToTranID,

  20:         PmtAmt

  21: FROM tarCustPmtAppl

  22: WHERE CustPmtKey IN (515, 516, 517);

 

 

 

Results of above Select statements in order of the selects.

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I recommend that you read up on this functionality in more detail and experiment with it in a test environment of your own. It is a very useful enhancement. Thank you Sage!

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Sage 500 ERP v7.4 Invoice Overpayments


This post is not meant to be a full training on how to enter and post invoices and cash in Sage 500 ERP, it is just meant to provide an overview of the a feature recently added in version 7.4. This will describe the new AR Invoice Payment functionality of Sage 500 ERP v7.4. This new functionality allows over-payment tracking by invoice instead of lump sum. This provides more accurate tracking of the overpayment at the invoice level for reconciliation. In addition to the tracking it also adds the ability to apply this overpayment to a balance on another invoice.

So lets get right into how this works.

Enter Overpayments against Invoices

I have entered 2 invoices in this scenario for the same customer. Here is the summary of those 2 invoice amounts in the Invoice Batch. I posted this batch.

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Now I enter a payment of $1,300 from the same customer I had the invoices for. The customer references invoice 1113. So I only want to apply this payment to this invoice even though it appears to overpay this balance.

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You can just enter the Payment Applied amount or you can click on the Apply checkbox next to the invoice in the grid. If you do that it will select that invoice and put the Balance only of the invoice in the Payment Applied field. This is to bring the invoice to $0. You will need to manually enter the actual Payment amount in the Payment Applied field to force the overpayment as shown below.

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Click OK, then save and close this transaction. I then proceeded to Post this transaction.

If I go look at this invoice now it shows my overpayment and –$128.20 balance.

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I have the ability to Process Refunds. This is a new function added in Sage 500 ERP v7.4 as well but not part of this discussion. We will now proceed to use this overpayment to apply against our other test invoice we created. The assumption here for you is that I was directed by the client to make this application correction.

Apply Overpayments against other Invoices

We can now select this invoice with an overpayment as shown below to use the unapplied amount to post against another invoice. Notice that I have select Invoices as my Apply From in order to select Document No. 1113.

image

Now I select the other test invoice 1114 below to apply the overpayment. In this case I still have a balance but I have exhausted the overpayment from the original invoice.

image

Now you save and post.

In Closing

I personally feel that one thing is missing from this feature that would enhance this. Let’s say you already had a $1,000 invoice and the client sent you an $1,100 check. Based on what you have learned above you would have applied the $1,100 to the $1,000 invoice, giving you a overpayment of $100 so the invoice balance would be –$100. Now the customer sends you another check by mistake of $200 and referenced this invoice. It would be beneficial if you had a way to enter this payment and apply as an additional overpayment to the same invoice bringing the balance to –$300. Again just for reconciliation purposes based on the clients detail with the payment.

I would like to thank Tim Efinger, a member of the team at RKL eSolutions LLC for his assistance in some of the details in this post.

Even without this additional functionality I just described this is still a welcome addition to Sage ERP 500 v7.4.

Please see the continuation of this post that I created based on the feedback from Richard Sisk at Sage. It shows that you can apply more payments even if the balance is already negative or overpaid. http://joenoll.rklesolutions.com/2012/01/08/sage-500-erp-v7-4-invoice-overpayments-continued/

New Folder Compare Utility in Sage 500 ERP


Let me start by saying I am quite pleased with the new brand name for what was previously referred to as Sage ERP MAS 500, or Sage MAS 500 or Best Enterprise or Acuity depending on how long you have been around. I would say that we were faired quite well in the rebranding process in maintaining our prior identity.

Sorry, I digress now let me get back to the topic of this blog post. In version Sage 500 ERP 7.40.1, which is the August 2011 PU, I found a nice surprise. A new utility called Folder Compare. After much poking and prodding around the Folder Compare I reached out to my friend Linda Cade for a little clarification on a few things. She quickly provided me with the missing component. I knew she was the right person for the question. If you do not know Linda you can check her blog out at http://sageerpmas500users.wordpress.com/.

So why was I so excited about this Folder Compare utility you might ask. It may seem strange since we have been using WinDiff and Beyond Compare for so many years to do this very thing. However it is quite nice to just have this functionality built right in and available at the client site.

The Sage 500 ERP Folder Compare utility can be found in the following folder “C:\Program Files (x86)\Sage Software\Sage MAS 500 Client\Managed Applications”. This folder may vary based on where you installed the Sage 500 ERP Client. The Application is Accounting.Application.CS.FolderCompare. There are 2 files with this name: one is the XML application.config file, the other one is the actual application EXE.

Today I downloaded Sage 500 ERP v7.4.2 the December 2011 PU. Before I installed this PU I ran the Folder Compare utility to Create Comparison File. This process will create an XML file of the current Sage 500 ERP Client folder.

I created a folder structure to preserve these files for future use. You can see my structure below. This is not necessary just personal preference.

In a network scenario you may wish to create a folder share similar to what you might do with your shared reports as described in the Sage KB article called “How to configure reports to run from a shared location.” It is Resolution ID 2562. This will allow you to compare your clients from one central source.

When you open the Folder Compare utility it defaults to the Client folder. You can simply click the Create Comparison File button which will ask you where to save the file and what to call it. I just used the default name it generated and placed it in my v741 folder that I created above.

Now that you have created the base file you can exit Folder Compare and install the 7.40.2 product update. Once that is completed you once again run the Folder Compare utility. Now create another comparison file of the Client folder. This file I am not placing in my v742 folder.

Now we select the Base file, in this case is the first one I created in the v741 folder and the Comparison file found in the v742 folder. Once you have your files selected click on the Comparison tab and click on the Compare files button.

The results of the comparison will return. I have changed my View Settings below to only show the modified items. You can compare this to the accompanying PDF Sage provides with each update if you wish to dig into the components for further understanding.

In the Options menu you can also put your name, email address and the sage support email address. This information will be the defaults if you decide email the comparison file to support for any reason. As you can see this will require a Case Number. Beware though it appears to email it in the background so it assumes you have the correct information in the Options settings.

I hope you found this useful. I know Sage has some documentation on this but I have not seen it anywhere in the client folder.

How do I verify that Sage ERP MAS 500 v7.3 is Compliant?


You can go to the https://www.pcisecuritystandards.org/approved_companies_providers/vpa_agreement.php web page and find that Sage ERP MAS 500 version 7.3 is PA-DSS compliant.  

You then need to prove to the auditors that Sage ERP MAS 500 was implemented in accordance with our PA-DSS Implementation Guide: http://community.sagemas.com/t5/Installation-and-Technical/PA-DSS-Implementation-Guide-for-v7-3-Credit-Card-Processing/td-p/16235

This is all the proof the auditors require as far as Sage ERP MAS 500 is concerned.

There is only one level of certification in PA-DSS, the application and implementation is either compliant or not. PCI-DSS has different levels of certification and Sage ERP MAS 500 is compliant with any of the different PCI-DSS compliance levels.

Once Sage ERP MAS 500 is at version 7.5 and utilizing Sage Exchange, MAS500 will no longer touch card holder information. The card holder data is gathered by Sage Exchange in a totally independent memory space and sent to the Sage Vault. Sage ERP MAS 500 then deals with an opaque pointer to the information stored in the vault. Sage Exchange is PA-DSS compliant. Sage ERP MAS 500 will no longer require PA-DSS certification because it no longer touches card holder data.

The customer will still be required to be PCI-DSS compliant, so it doesn’t change the customer’s procedures. It only moves the PA-DSS compliance requirement from Sage ERP MAS 500 to Sage Exchange. You can learn more about Sage Exchange at http://www.sagepayments.com/Products-Services.

I would like to thank Richard Sisk for input on this topic.

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