What You Need for a Successful Year End Closing

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At a high level, here are 4 things to consider as you begin  closing the books on 2016 and start fresh in the new year.

1. Backup Your Data: Executing a complete backup of your database is one of the most important things you can do before starting any closing process.  You should also test the backup to ensure it was performed successfully and the data is readable.  If you make a mistake, the only way to “reverse” year-end processing is to restore data from a backup.

2. Follow the Module Closing Order: A year end process in one module often writes data to another related module. Therefore, closing modules in the proper sequence is extremely important in order to avoid unexpected results or damage to your data.  Start closing modules at the bottom of the module list and move your way up to finally close the last module, the General Ledger.

3. Get Help When Needed!  Be sure to Contact Us if you have any questions before, during, or after you start year end processing. Especially if you have customizations or 3rd party add‐on products that are integrated with Sage 100, we can help you plan a closing process for your specific system/installation.

Tips for a Successful Year End

1. General Ledger Closing – While it’s a good idea to  close modules in a timely fashion, the General Ledger  can remain open for as long as you need while awaiting  final processing (or audit adjustments) in other modules.   A GL that’s still open for 2016 will NOT prevent you from entering transactions for the new year.

2. Payroll Planning – Even if your company is on a fiscal year, you’ll need to close out payroll at the end of the calendar year.
It’s a good idea to begin reconciling all of your payroll tax reports to the general ledger in early December.
This gives you a chance to catch errors early and avoid filing an amended payroll tax return.
Note: All W‐2’s and quarterly reports must be printed before processing the first payroll for 2017.

3. Master Console – Once you’re actually ready to close, you need to make sure all users are out of the system.  That’s where the Master Console comes in handy.   This utility provides a snapshot of all users currently logged into Sage 100, the workstation being used, what programs/tasks they are using, the activity date, and more. From this screen, you can also broadcast a message to all users or even shut them down remotely.
To launch the Master Console:  Select File > Master Console.


For General Ledger & Reporting 
For General Ledger & ReportingHere are answers to a handful of the most Frequently‐Asked Questions (FAQs) regarding General Ledger and Reporting when it comes to year end processing.

Can I print financial statements for the NEXT fiscal year PRIOR to performing year end processing?
YES. In the Fiscal Year field within the applicable report window, simply select the fiscal year to print.
DO NOT manually change the fiscal year in General Ledger Options in order to print financial statements for the next fiscal year.

After year end processing, can I delete accounts that will no longer be used in the new fiscal year and still run comparison statements?
Information about prior fiscal years is stored by account number. These account numbers must be retained for as long as you require comparisons.
Instead of deleting, you can set the status of an account to Inactive which prevents future postings but still retains the account number for comparisons.  On the Main Tab in Account Maintenance, select Inactive in the Status field and click Accept.

Can I open a closed fiscal year to make General Ledger postings/adjustments?
YES. If you retained detail history for a prior fiscal year by entering the ‘Years to Retain General Ledger History’ field in GL Options, you can reopen the closed fiscal year and post to it.

Can I process year end in General Ledger before I’m finished with the other modules?
NO. General Ledger should be the very last module you close. Refer to the Module Closing Order article earlier in this newsletter for details on the proper closing sequence.

Sage 100c May Soon be the Only Option

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Sage announced earlier this year and recently reiterated  that effective January 1, 2017, Sage 100c (the new premium version of the product) will be the only Sage 100 offering available to new customers and certain existing customers.
Here’s what it all means to both current and prospective Sage 100 customers.

What is Sage 100c?
First things first – let’s clarify the distinction between the “Classic” version of Sage 100 and the newer premium version called Sage 100c.
Sage 100 (without the “c”) has been one of the most popular accounting software applications on the market for over 20 years.  Many people also know this “classic” version of the software as MAS 90 or MAS 200.
Sage 100c is a new premium version that was launched in late 2015. It touts a totally redesigned and modernized web interface.  It also offers an advanced manufacturing suite, inventory optimization bundle, and built‐in Sage Intelligence Reporting.  Even though the product is newer and more modern, its bloodlines come from the classic version of Sage 100 so they share very similar functionality and workflow.
NOTE ABOUT PRICING: Another important distinction between the two is how the products are licensed. Sage 100 Classic is sold under a traditional perpetual license while Sage 100c is sold on a subscription basis.

So What’s Changing?
Sage 100c will be the only product available for purchase to new customers beginning January 1, 2017. In other words, companies that are not already using the software will no longer be able to purchase the classic version of Sage 100 (perpetual license) after December 31, 2016.
But new customers aren’t the only group affected.
If you already own the classic version of Sage 100  (perpetual), but your Sage Business Care Plan has lapsed  (aka “off‐plan customer”) for more than 3 months, the only  option available to you will be Sage 100c if you decide to  reinstate your Business Care and/or upgrade to a current  version of the software. In other words, you’ll need to convert your perpetual license to a subscription.

What About CURRENT Sage 100 On‐plan Customers?
This change does not impact customers that remain on a current business care plan. Active on‐plan customers can continue using the classic version of Sage 100 as a perpetual license beyond January 1, 2017 – as well as purchase additional modules and licenses.

QUESTIONS? Get in touch and we’ll help you determine whether this change affects your particular situation or current software license.

Read more about the latest trends here.

Cloud- to do or not to do?

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With the advent of cloud computing, there is still a lot of uncertainty about whether to put your sensitive accounting data in the cloud or not? It really still remains a personal or company preference. Either way, we have the solution that fits all with Sage 100. We have clients that we host entirely in the cloud at our data-center, and we still support many clients that prefer to host their data on their own servers. Many of the newer module add-ons in Sage are being developed for the cloud, such as credit card processing, mobile sales, and mobile service, so that you can also have a hybrid with your Sage of both on premise and in the cloud. In this way you can still manage your more sensitive data on premise where you can feel more comfortable about controlling the security and access to this data, as well as have easy access to cloud apps for remote and field workers. There are a host of websites that can help you in choosing the correct solution for your business. See http://findbizsoftware.com/ for articles to help you with criteria on how to select a suitable system for your business, as well as a useful searching of vendors and implementation consultants.

Software Upgrades

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Software upgrades include changing the version of an current ERP or CRM system, or installing a newer software system.

It is good to keep up-to-date with the latest enhancements and features so that you can remain competitive with regard to your business software technology needs. Falling too far behind in version upgrades can be more costly in the long run, to get back onto the latest software version. Upgrades are usually done annually. Smaller patches can be installed as needed. Most software companies usually only support their last 3 versions, so if you fall too far behind you run the risk of using software that is unsupported.

What is the difference between software updates and software upgrades?

The difference between and upgrade and an update, is that an upgrade will be a new version of the software, whereas an update usually refers to a patch or fix to the software.

New Features of Sage 100 ERP 2017

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Released in late October, Sage 100 2017 introduces the ability to collect customer payments using ACH, enhanced credit card verification for corporate purchases, improved lookup and search features, and a collection of other updates throughout the software. Here’s a look at what’s new.


Customer Payment Processing: You can now offer your customers the ability to pay invoices electronically using new ACH (Automated Clearing House) payment processing in A/R Invoice Data Entry, Cash Receipts Entry, Repetitive Invoice Entry, Sales Order Entry, and S/O Invoice Data Entry. Not only does ACH improve cash flow through faster and more immediate payment processing, it also eliminates fees associated with credit card payments. In addition, customers that pay by credit card will be happy to learn that Sage 100 2017 also delivers enhanced verification for corporate cards and purchase cards, adding extra security and peace of mind.

Improved Lookups and Searches: With enhanced auto‐complete, your search criteria is compared with all words within the  searched fields, not just the beginning of the text as it functioned in previous versions.  As an example, if you have a customer named Allen’s Appliance Repair and a customer named Appliance Services, typing “Appl” in the Customer No. field results in a list that includes both customers. In addition, a Full Text option has been added to the Search list in Lookup windows. With this option, your search criteria is compared with the data in all columns available in the Lookup window. Lastly, you can now search for fields that do not contain a value (empty fields) in Lookup windows. After selecting a field from the Search list, select Is Empty from the operand list, then click Find.

Sage Intelligence: new downloadable templates increase reporting flexibility.

User Experience: improvements to reporting fonts, easier file‐based navigation, and ribbon‐style  search capabilities all combine to make Sage 100 2017 easier to use than ever.

Read more about the new features in our December newsletter.

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