This section is to help support few areas of Sage MAS 90 and MAS 200 version 4.05

Printing Screens in MAS 90

Many times it is necessary to print screens from Sage MAS 90 and place them in to an application that can be easily emailed or printed. This could be used for internal training processes or for troubleshooting.

1. Select the screen that you want to print from Sage MAS 90 by holding down the ALT key and Print Screen key simultaneously.
2. Open up a word processing application, such as Word or Word Pad.
3. Create a new document.
4. Note: In some packages, you will need to create a frame for the image to be pasted.
5. From the menu, select Edit | Paste or you can use your keyboard by holding down the CTRL key and pressing V or you can right-mouse click and select Paste.
6. Note: In some cases, you may have to select Edit | Paste Special.
7. This will put the image into your word processing application. You can print as you normally would.

Check Printing

Occasionally, you may need to void a check. If the check issued was updated, you must reverse the original check entry. This situation may occur if you have stopped payment on the check or if you inadvertently have written and record-ed the check for the wrong amount. This process reverses the check and reopens the invoice for payment.

1. Select Accounts Payable | Main | Manual Check Entry.
2. Bank Code: Select the bank code.
3. Check Number: Enter the check number to be reversed; press Enter.
4. A pop-up box will appear, Is This a Check Reversal? Select Yes.
5. If the Track Detail Invoice/Payment History check box is selected in Accounts Payable options, a dialog box will appear, Do you want to recall the original invoice? Select Yes to recall the original invoice that was paid on the check. Select No if you want to manually select the invoice from the lines tab.
6. Lines tab: Verify the invoice and amount.
7. Select Accept.
8. Print and update the Manual Check Register and Daily Transaction Register.

Sharing Customization

Custom Office ships with Sage MAS 90, and 200 and is an invaluable module that allows you to customize your application without the need for custom programming. Once you have modifications made, you can easily copy the customizations to other MAS 90, or 200 users in your office.

1. Select Custom Office | Main | Customizer Selection.
2. Application: Select the application that contains the previously customized MAS 90 screen.
3. Task ID: Choose the Task ID for the function from which you want to copy the customization.
4. Choosing the form you wish to customize can be tricky. For example, when customizing the A/P Invoice Data entry screen, choose the form beginning with the characters AP. For functions in AR, look for forms beginning with AR. This will select the main form for each function.
5. In the right-hand corner, enter the user and company that you are copying the customization to.
6. Select OK and the main form will be loaded and displayed. The main form will contain the tabs of information in a particular screen, such as header and lines.
7. Right-click on the main form and select the tab you want to copy. Be sure that you are in the exact tab that has been customized for the other user. For example, if the Accounts Payable Invoice Data Entry header screen is customized, be sure that this is the same screen that is being displayed now.
8. From the Customizer toolbar on the left hand side of the screen, choose the Copy icon.
9. A list of previous customizations will be listed. Choose the one that needs to be copied to the present customization.
10. Close and save your changes.

Create Crystal Reports in Report Manager

In order for reports written with Crystal Reports to be utilized by other users in Sage MAS 90 and be added to the standard Sage MAS 90 menus, the reports must be designed using Report Manager.

1. Select Library Master | Utilities | Report Manager.
2. In the Application field, select the application that will be used to create the new Crystal Report.
3. Report Name: Select New Report. Sage MAS 90 will open an insert screen that will allow the user to create a file name for the new Crystal Report.
4. A brief comment can can be entered as a description of the report’s purpose or function.
5. Select Design and Crystal Reports will be launched.

Export Budgets to a Spreadsheets

The Budget Report can be exported to files and/or spreadsheets.

1. Select General Ledger | Budget | Budget Report.
2. Select the report parameters and defaults as if you were printing a hard copy.
3. Before printing, select the Printer Set up button on the bottom, right-hand corner of the pop-up box.
4. At the Output Type, select Export, then select OK.
5. You will be prompted to enter a File Name. Enter a directory path and filename. Using the folder icon, you can browse through your directories to place your file.
6. At the File Type option, select the type of file you want your information in.
7. Select the OK button.
8. Select Print.

Add Deposits to a Sales Order

Customer deposits can be entered on a sales order and posted to a liability holding account that tracks cash received for items not yet invoiced. The customer deposit account is credited with the deposit amount when the cash receipts entry is updated and debited when a sales order with a deposit is invoiced. The account used for customer deposits reflect detail of the customer information.

To record the deposit on the sales order:

1. Select Sales Order | Main | Sales Order Entry.
2. Select the sales order you are posting the deposit to.
3. Select the Totals Tab and then Payment Type. Select the deposit type information.
4. Depending on the deposit type selected, you will need to enter in the corresponding information and enter the amount.
5. Select Accept.
6. Once the sales order is invoiced, the amount of the deposit will be debited back to the deposit account.
    

To record the deposit in cash receipts:

1. Follow your normal procedure to record the cash deposit.
2. At the Lines Tab/GL Account: Enter the general ledger account number for customer deposits, the amount of the deposit should be pulled through as amount posted.

System Activity Log

The System Activity Log allows Sage MAS 90 users to track and manage major events that occur within the system.

1. Select Library Master | Utilities | System Activity Log.
2. A window will open and the log will appear on the screen.
3. The log can be searched by a date range, user code or company code.
4. The log tracks the last 999 events, deleting the oldest activity from the list as each new activity is added.
5. By selecting the printer icon located at the bottom, right-hand corner of the screen, the log can be printed. This gives the user a report that details date, time, user, company and activities performed in the MAS 90 system.

Writing a Manual Check using GL Distribution

MAS 90 allows you to bypass creating an invoice when writing a manual check by using the General Ledger Distribution feature. You can post the check directly to the general ledger account(s). The system will use the check number as the invoice number and check date as the invoice date.

1. Select Accounts Payable | Main | Manual Check Entry.
2. Bank Code: Enter the bank code.
3. Check No.: Enter the check number, or use the Quick Print feature.
4. Check Date: Enter the check date. This will be skipped if you are using the Quick Print feature.
5. Check Amount: Enter the amount of the check.
6. Vendor No.: Enter the vendor number.
7. G/L Distribution Only: Check this box. The G/L Distribution window will appear once you select the Lines tab.
8. Distribute the check to the appropriate general ledger accounts and select Accept.
9. At the lines entry, select Accept to save the entry.
10. Print and update the Manual Check Register and Daily Transaction Register.

Creating a Back up Company in MAS 90 and MAS 200

Many times it is necessary to test the behavior of our data within Sage MAS 90. There is a utility within the program that has the ability to copy the data from one MAS 90 company to another. This allows the user to test the flow of information and “what if” scenarios without affecting the live data. At year end it is particularly helpful to make a complete back up company of your prior year’s data. This is something we strongly recommend all clients do at year end.

1. Select File | Run.
2. At the program name field, type SVDATA.
3. Copy company data. You will be prompted to select the Source Company. Once you select the company, press the Next button.
4. The box will prompt you to select the applications’ data that you want to copy from. You can select multiple modules by holding down your Control or Shift key while using your mouse to select. Once selected, press Next.
5. Now you will be prompted to select where you would like this information transferred to by selecting a destination company. If you want to set up a new company, press the New button. Enter the appropriate information. Select OK then the Next button.
6. Follow the prompts and verify that what you want to copy over is correct. If it is, press Next then select Finish.
7. You will see that the data files are copied over to the new company.

Keybord Short cuts in MAS 90 and MAS 200

Inventory Management

Performing Inventory Transactions

On the Inventory Management Main menu, click Transaction Entry to record sales, issues, receipts, transfers (movement of items between locations), and adjustments of inventory items. This task is also used to enter beginning on-hand quantities during System Startup.

When entering receipts in Transaction Entry, you can add new items to the Inventory master file without leaving the window. This ability to add items on the fly allows you to complete the data entry process in an efficient, uninterrupted manner.

If no other modules are integrated with Inventory Management, Transaction Entry is the data entry task used for all inventory transactions. If the Sales Order module is installed, all sales/returns should be entered using that module; if the Purchase Order module is installed, receipts should be entered through that module. Adjustments and transfers are always entered using Transaction Entry.

NOTE If the Sales Order or Purchase Order module is installed, do not use this task for processing returned goods.

If the Job Cost module is integrated with Inventory Management, you can enter a job number, cost code, and cost type for every inventory item you want posted to a job. After sales or issues are entered, print the Transaction Journal and update the entries to the Job Cost and General Ledger files.

The Transaction Journal lists the job number, cost code, and cost type for each inventory item issued or sold. After transactions are entered in Transaction Entry, print the Transaction Journal and update the entries to the permanent files.

Sales, issues, or receipts entered through the Sales Order or Purchase Order module are posted directly to the Inventory files using the update options in these modules.

Click the Printer button to print a Transaction Journal.

Period End Processing

In the Period End Processing window, select the Full Period End Processing option to perform routine period-end processing. This option sets the period-to-date information for each item to zero and removes any zero quantity costing tiers for LIFO, FIFO, lot, or serial items. At period end, it cycles the system to the next accounting period. At year end, it also clears the year-to-date Sales History files for each item. If the Retain Transaction check box is cleared in the Inventory Management Options window, the Inventory Transaction Detail file is purged of all current period activities.

Verify that the proper period and period-ending date appear. If the correct period does not appear and you are closing your periods on a regular basis, contact your authorized Reseller or Software Consultant for assistance. If the correct period-ending date does not appear, return to General Ledger Options to change the current year. If the General Ledger module is not installed, the period-ending date displayed defaults to the last day of the current month.

Click Proceed to select the period-end reports to print.

Period End Reports

Cash Receipts Entry

On the Accounts Receivable Main menu, click Cash Receipts Entry to record cash or credit card payments against outstanding customer balances. For open item customers, you can apply the cash or credit card payments against specific open invoices, or you can record a cash or credit card prepayment for an invoice not contained in the Open Invoice file.

If the Job Cost module is integrated with Accounts Receivable, payments are not applied automatically to the retention balance of an invoice; however, you can manually specify that a payment is to be applied against the retention balance.

For balance forward customers, cash or credit card payments are applied against aged balances. For miscellaneous cash receipts or adjustments to customer balances, you can apply cash or credit card payment directly to the appropriate general ledger accounts. You can use Cash Receipts Entry to apply cash or credit card payments to debit memos. You can also use Cash Receipts Entry to apply credit memos against open invoices.

Cash Receipts Entry allows you to control the entry of each cash deposit by bank code and date of deposit. Credit card deposits are controlled by the date of deposit. You can process any number of cash or credit card deposits for a single day. For each deposit, you must enter the corresponding deposit amount that represents the total of all checks or credit card payments deposited. Before completing the entry, the system automatically compares the deposit amount against the total of all checks or credit card payments entered to ensure accurate entry of data.

Transactions recorded using Cash Receipts Entry are printed on a journal, checked for accuracy, and updated
.
NOTE To enable Cash Receipts Entry to accept credit card payments, you must select the Accept Credit Cards in Cash Receipts check box on the Accounts Receivable Options Main tab.

When this check box is selected, you can specify whether you want to create a cash or credit card deposit in the Cash Receipts Deposit window for cash or credit card payments.

Credit card payments entered in Cash Receipts Entry can be authorized in batch if the Enable Batch Authorizations check box is selected on the Servers tab in the Library Master Company Maintenance window. Credit card payments entered in Cash Receipts Entry do not update the Bank Reconciliation module. The validation code is cleared after a credit card transaction is attempted.

NOTE Cash receipts data can be entered by batch.

1. Click Deposit to access the Cash Receipts Deposit window.
Click the Printer button to print the Cash Receipts Journal.

2. Click the Memo button to display customer memos.
   
3. The Memo button is available only if Yes or Maintain is selected at the Customer Memo Inquiry from Data Entry field in the Accounts Receivable Options window.
   
4. Click the Credit Card Information button to maintain credit card information. The Credit Card Information button is available only if Credit Card is selected at the Deposit Type field in the Cash Receipts Deposit window

Cash Receipts Deposits

Cash Receipts Journal

Create a Debit Memo

You can enter debit and credit memos using Invoice Data Entry.

1. To enter debit/credit memos On the Accounts Payable Main menu, click Invoice Data Entry.
2. At the Invoice No. field, enter the debit and/or credit memo number followed by -DM or –CM to distinguish debit and credit memos from normal invoices.
3. For credit memos, enter the invoice amount and the general ledger distribution amounts as negative numbers. This credits the general ledger accounts entered and debits the Accounts Payable account. For debit memos, enter the invoice amount and the general ledger distribution amounts as positive numbers

Apply Cash or Credit Card Receipt to a Debit Memo

Debit memos are originally issued using Invoice Data Entry and are reflected on the customer's invoices and/or statements. On occasion, you may want to use Cash Receipts Entry to apply cash or credit card payments received toward a specific debit memo on file for a customer.

To apply a cash or credit card receipt to a debit memo

1. On the Accounts Receivable Main menu, click Cash Receipts Entry.
2. In the Cash Receipts Deposit Entry window, if you are applying a cash payment, select Cash at the Deposit Type field and enter the Bank Code, Deposit Date, Deposit Number, and Deposit Amount fields, and click OK. The Cash Receipts Entry window appears.
   Or
   In the Cash Receipts Deposit window, if you are applying a credit card payment, select Credit Card at the Deposit Type field and enter the Deposit Date, Deposit Number, and Deposit Amount fields, and click OK. The Cash Receipts Entry window appears.
3. If you are applying a cash payment, enter the Customer No., Check No, and Amount Received fields. Or If you are applying a credit card payment, enter the Customer No., Card Number, and Amount Received fields.
4. Click the Lines tab. At the Invoice No. field, enter the debit memo number. This number must have a suffix of –DM and must exist in the Open Invoice file. The amount posted will be the same as the debit memo amount displayed. This amount can be changed as you would do with an invoice. You can distribute all, or any portion of the total amount received toward the debit memo, and it will be reduced accordingly.
5. Enter any other appropriate fields, click OK. The debit memo balance is reflected at the Invoice Balance field.
6. Click Accept, and then click the Printer button to print the Cash Receipts Journal and update.

Create a Credit Memo

On occasion, you may need to apply a credit memo amount to a specific open invoice using Cash Receipts Entry.

To apply a credit memo to an invoice

1. On the Accounts Receivable Main menu, click Cash Receipts Entry.
2. In the Cash Receipts Deposit Entry window, select Cash at the Deposit Type field, and enter the Deposit Date, Bank Code, Deposit Number, and Deposit Amount fields (this field can be zero if no cash is received), and click OK. The Cash Receipts Entry window appears.
3. Enter the Customer No. field, and at the Check No field, type Apply.
4. At the Amount Received field, enter the amount received, or 0 if no cash is received. Enter the credit memo amount as a negative number if cash is received.
5. To apply a credit memo for an open item customer, click Auto. The system applies the amount received to aged invoices.
6. Click the Lines tab.
7. At the Invoice No. field, enter the credit memo number(s). This number must have the suffix -CM and must exist in the Open Invoice file. Then select the invoices that the credit memos will be applied against.
8. Click OK for each line.
9. Click Accept and update the Cash Receipts Journal.