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Certified Course
Curriculum
Sage ERP X3
What’s New in v6.4
STUDENT CURRICULUM
SAGE UNIVERSITY
Not for
resa
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Sage ERP X3
What’s New in v6.4
CERTIFIED STUDENT CURRICULUM
SAGE UNIVERSITY
Curriculum Version 2.0
NOTICE
This document and the Sage ERP X3 software may be used only in accordance with the accompanying Sage MAS ERP X3 End User License Agreement. You may not use, copy, modify, or transfer the Sage ERP X3 software or this
documentation except as expressly provided in the license agreement.
Visit our website at www.SageU.com, or call 1-800-944-4299 to learn about training classes that are added throughout the year.
Information in this document is intended solely as general information with respect to common business issues and is
not to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED “AS IS” AND ALL WARRANTIES ARE
EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF
MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY
PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS
ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Sage Software may make changes to the information in this document at any time, without notice.
Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use.
© 2012 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are
the property of their respective owners.
06/2012
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page i Copyright © 2012 Sage, Inc. All Rights Reserved.
Contents
Welcome and Introduction ....................................................................... 1
The Company ........................................................................................... 3
Common Data Enhancements .................................................................. 4
Customer Search ...................................................................................... 5
A/P and A/R Enhancements ................................................................... 13
Check Management ................................................................................ 14
Manual Bank Reconciliation .................................................................. 23
Received Not Invoiced Requesters ........................................................ 31
Financial Data Extraction ....................................................................... 36
Manufacturing Enhancements ............................................................... 38
Cost Price of Subcontract Orders ........................................................... 39
Single-Level BOM Cost Report ............................................................. 40
Weigh Stations ....................................................................................... 44
Payroll Enhancements ............................................................................ 46
Importing Payroll Data ........................................................................... 47
Purchasing Three-Way Matching .......................................................... 50
Three Way Matching Overview ............................................................. 51
Matching Tolerance Codes ..................................................................... 53
Transaction Entries ................................................................................. 56
Assigning Default Tolerance Codes ....................................................... 60
Three Way Matching Process ................................................................ 61
Additional Changes ................................................................................ 67
Report Enhancements ............................................................................. 68
Trial Balance .......................................................................................... 69
Aged Trial Balance ................................................................................. 71
Customer Statement ............................................................................... 73
Receiving Worksheet ............................................................................. 75
Summary ................................................................................................ 77
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 1 Copyright © 2012 Sage, Inc. All Rights Reserved.
Lesson 1 Welcome and Introduction
Welcome to the What’s New in Sage ERP X3 Version 6.4 course. This course is
intended to provide you with the knowledge necessary to take advantage of the new
features and enhancements available in version 6.4.
This course will help you meet the following objectives:
Easily search for customers and prospects in high volume environments
Set up and use new check management features, such as viewing check status, and
printing checks
Set up and use the new manual Bank reconciliation task
Print the Bank Statement Reconciliation report
Learn about the three new Received Not Invoices (RNI) requesters
Access and print the Financial Data Extraction Inquiry report
View cost prices of subcontract orders
View product cost information using a new single-level BOM report format
Learn how to use three way matching for purchase orders, receipts, and invoices
Import and export payroll data to and from ABRA
View reports that have been expanded to support North America market
requirements
What’s New in Version 6.4 Sage ERP X3
Page 2 Certified Student Course Curriculum - Version 2.0 Copyright © 2012 Sage, Inc. All Rights Reserved.
Welcome and Introduction (continued)
How to Use This Curriculum
The following table describes the conventions used in this curriculum
Convention Explanation
Step numbers versus
Practice numbers
Step numbers are not part of a Practice and
are intended to provide you with the steps
typically used to complete a task. Practice
numbers appear in bold and are completed in
class.
Italic font in a Practice Items that are part of a Practice and appear in
an italic font indicate you need to select a task
or perform a specific action to complete the
step (for example, click OK).
Courier font in a
Practice
Items that are part of a Practice and appear in
courier font indicate information you should
enter (for example, at the Customer No. field,
enter 01-ABS).
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 3 Copyright © 2012 Sage, Inc. All Rights Reserved.
The Company
The P32 - Consolidated Pharmaceuticals company is a manufacturing company that
produces pharmaceuticals. They use Manufacturing to track the costs associated with
manufacturing products.
Logging On To Sage ERP X3 and Accessing the Company
In this Practice, you will log on to Sage ERP X3.
1. On the desktop, double-click the Safe X3 Client icon.
2. In the Connection window, at the Application field, click the drop-down arrow and
select the option for DEMO X3Install.
3. If the Language field does not display English, click the drop-down arrow and select
English - American.
4. Enter admin as the user.
5. Accept all other defaults, and click the Connection button to access the program.
What’s New in Version 6.4 Sage ERP X3
Page 4 Certified Student Course Curriculum - Version 2.0 Copyright © 2012 Sage, Inc. All Rights Reserved.
Lesson 2
Common Data Enhancements
In the following lesson, you will learn how to easily search for customer and prospect
information in high-volume environments.
The topics in this lesson include:
Customer Search
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 5 Copyright © 2012 Sage, Inc. All Rights Reserved.
Customer Search
Use Customer Search on the Common data > BPs menu to quickly and easily locate
existing customers or prospects in high-volume and call center environments.
The following features are also available with this new enhancement:
- Fuzzy search capabilities (returns results based on relevance)
- Quick launch/create
- Comprehensive inquiry access
- Plan/create using navigation
As information is entered into fields, the results display dynamically within the grid.
- Selection criteria are combined using “and” logic. Only records that meet all the
criteria are displayed.
The ship-to customer and contact tables are searched at the same time.
What’s New in Version 6.4 Sage ERP X3
Page 6 Certified Student Course Curriculum - Version 2.0 Copyright © 2012 Sage, Inc. All Rights Reserved.
Customer Search (continued)
Using Fuzzy Search Logic
At the Name field, you can enter part of a company name to return results from
multiple companies as shown in the example below.
- The match is fuzzy – it does not matter where in the company name “Bike” is
found. Additionally, notice that the word “Bikes” was found when “Bike” was
entered.
- Some results may appear to be duplicated. This is because a unique line may be
displayed for each customer, ship-to, and contact combination.
Selecting a Customer
Highlight a customer or prospect in a row in the grid and then double-click to select
it.
- The information for the customer displays at the bottom of the window and the
buttons become enabled.
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 7 Copyright © 2012 Sage, Inc. All Rights Reserved.
Customer Search (continued)
Entering a Sales Order
Clicking Order allows you to tunnel directly to Sales Order entry.
- The left list is automatically filtered so that it only displays orders for the
selected customer.
What’s New in Version 6.4 Sage ERP X3
Page 8 Certified Student Course Curriculum - Version 2.0 Copyright © 2012 Sage, Inc. All Rights Reserved.
Customer Search (continued)
Entering a Quote
Clicking Quote allows you to tunnel directly to Sales Quote entry.
- To expedite the quote process, you can set up the Quick Quote Transaction
parameter allowing you to bypass the transaction selection window
Entering a Return
Clicking Return allows you to tunnel directly to Customer Returns entry.
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 9 Copyright © 2012 Sage, Inc. All Rights Reserved.
Customer Search (continued)
Viewing the Installed Base Information
Clicking Installed base allows you to tunnel directly to the Installed based task.
- You can view a list of all the products installed at any one time for a customer.
Viewing Customer History
Clicking Customer history allows you to tunnel directly to Prospect/customer
history.
What’s New in Version 6.4 Sage ERP X3
Page 10 Certified Student Course Curriculum - Version 2.0 Copyright © 2012 Sage, Inc. All Rights Reserved.
Customer Search (continued)
Accessing Customer Maintenance
Use the right-click menu to access the Customer Maintenance task. (If it is a
prospect, the right-click menu displays Prospect instead of Customer.)
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 11 Copyright © 2012 Sage, Inc. All Rights Reserved.
Customer Search (continued)
Viewing Inquiry Information
You can access several inquiry tasks from the Inquiries menu. Both header and line
information is accessible as shown below.
Planning and Creating Actions
Use the Plan and Create options on the Actions menu to access and create other actions,
such as creating invoices, appointments, or service requests, etc.
What’s New in Version 6.4 Sage ERP X3
Page 12 Certified Student Course Curriculum - Version 2.0 Copyright © 2012 Sage, Inc. All Rights Reserved.
Customer Search (continued)
Using the Quick Customer Search
You can also access Customer Search by right-clicking certain fields and selecting
Quick Customer Search in the following tasks:
- Sales Orders
- Quotes
- Customer Returns
- Shipments
- Invoices
The following is an example of accessing the Quick Customer Search from the
Sold-to field in Sales Orders.
The Quick Customer Search window launches, which is a lighter version of the
customer search.
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 13 Copyright © 2012 Sage, Inc. All Rights Reserved.
Lesson 3
A/P and A/R Enhancements
In the following lesson, you will learn about new management of checks capabilities, as
well as new bank reconciliation functionality. You will also learn about three new
received not invoiced SQL requesters as well as the new Financial Data Extraction
Inquiry report.
The topics in this lesson include:
Check Management
Manual Bank Reconciliation
Received Not Invoiced Requesters
Financial Data Extraction
What’s New in Version 6.4 Sage ERP X3
Page 14 Certified Student Course Curriculum - Version 2.0 Copyright © 2012 Sage, Inc. All Rights Reserved.
Check Management
New management of issued checks meeting US requirements for reporting and
traceability has been added for version 6.4.
Activating Check Control
Activity code CHQMG allows for the activation or deactivation of the new check
control functionality.
- All of the new functionality added for check management depends on this
activity code being activated.
Sage ERP X3 What’s New in Version 6.4
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Check Management (continued)
Traceability and Control
Traceability and control are now dependent on parameter CHQCT being triggered.
- This parameter is in the TRS module (A/P-A/R) and BNK group (Banks &
Reconciliation) and allows the activation of check controls for banks associated
with a company for which check control is active.
What’s New in Version 6.4 Sage ERP X3
Page 16 Certified Student Course Curriculum - Version 2.0 Copyright © 2012 Sage, Inc. All Rights Reserved.
Check Management (continued)
Payment Receipt/Entry
Changes made to the Payment Receipt/Entry task ensure that checks are treated as
controlled documents.
- These changes are dependent on the bank setup and activation of the check
control logic of the CHQCT parameter.
- Planning the check control for a given bank (CHQCT set to Yes for the company
to which it is linked) has various results.
For a manual check: [Payment/receipt entry (GESPAY) > Manual Checks > with
the Check number field (CHQNUM) compulsory and no compulsory printing].
- When entering the issued check number in the Check number field, Sage ERP
X3 controls that the check table (GESCHB) contains the check number, and also
that it is not used. A warning message displays in case of a voided check.
- If the manual check needs to be voided, and it has been posted, the check is
marked as Voided. When clearing the bank line of a check, the check is marked
as Cleared.
- When performing the accounting voiding of a cleared manual check, a warning
message is displayed.
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 17 Copyright © 2012 Sage, Inc. All Rights Reserved.
Check Management (continued)
For an automatic check: [Payment/receipt entry (GESPAY) > Automatic Check
Issue > with the Check number field (CHQNUM) not mandatory and mandatory
printing of checks.]
- Carrying out the printing means that the check number is updated. The first
check number to be submitted in the print parameters originates from the Bank
record [Next check field (NXTSEQ), itself updated by each print process]. The
assigned check numbers originate from the check table and must be available (if
not, they are created automatically).
- If the check number range specified on starting the print overlaps the check
numbers that already exist in the check table, these check numbers are still
assigned to the payments in Check number field. They are then created in the
check table and an alphabetical character is assigned to them. In case of
accounting voiding, the behavior is identical to the one for the manual check.
What’s New in Version 6.4 Sage ERP X3
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Check Management (continued)
Using US Check Models
The US check models and the specifications associated with loading them are
dependent on parameter USACHK being triggered.
- This parameter is in the LOC module (Localizations) and USA group (US/Can
Check Printing) and is used to control access to fields associated with check
control and printing (check format and MICR fields).
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 19 Copyright © 2012 Sage, Inc. All Rights Reserved.
Check Management (continued)
Bank Accounts
When activity code CHQMG is activated, the Checks tab appears in Bank Accounts
as shown below.
- The Bank Accounts task is modified to include new fields, allowing you to
control check printing by bank code.
The Format field allows for the options: Check-stub-stub, Stub-check-stub, and
Check-stub. Access to this field depends on the USACHK parameter.
What’s New in Version 6.4 Sage ERP X3
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Check Management (continued)
At the Next check field, if printing a range, this number is the first assigned and the
following payments are incremented.
- The number is updated by the check printing process.
- Access to this field depends on the CHQCT parameter.
Click the Checkbook button to display the Checks task (GESCHB), where checks
can be created and managed.
- If the bank is linked to a company with this parameter set to No, the button
cannot be used to access the Checks task.
- Access to this field depends on the CHQCT parameter.
Click the Check status button to display the Check status task (CONSCHB). In
Check status, you can view the check listing as well as change the status of a check.
- You cannot manually adjust the status of Issued, Posted, or Cleared because they
are set by the system when activities are performed on the linked payment.
- Access to this field depends on the CHQCT parameter.
When the MICR printing is active, the check number is always printed.
- Access to this field depends on the USACHK parameter.
- Some businesses choose to assign their own check numbers and print their own
MICR line. When the MICR value is set to Yes, the check printing process
automatically prints the check number on the check form. Entry of invalid
values creates an invalid check when it is received by the processing institution.
The Bank transit field is the bank transit number to be printed in the check MICR
line.
The Checking account field allows the business or customer bank number to be
printed in the check MICR line.
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 21 Copyright © 2012 Sage, Inc. All Rights Reserved.
Check Management (continued)
Check Inquiry
Use Checks on the A/P-A/R Accounting > Inquiries menu to view information about
checks including status, check type, pay-to, clear/void date, payment status, amount,
currency, etc.
What’s New in Version 6.4 Sage ERP X3
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Check Management (continued)
Check Printing
You can also print checks if the USACHK parameter is set to Yes.
- The next check number is defaulted from the Next check number field defined in
Bank Accounts.
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 23 Copyright © 2012 Sage, Inc. All Rights Reserved.
Manual Bank Reconciliation
Bank reconciliation is the process of comparing the balance on the bank statement and
the book balance of the cash account. Businesses commonly reconcile their general
ledger on a monthly basis. However, key accounts are often reconciled more frequently
(weekly or daily). The cash account is one example as it is closely monitored because of
its direct impact on the company’s ability to operate. Many banks also provide the
ability to obtain an online statement so reconciliation can occur daily or weekly
depending on your needs or accounting practices. Some companies use manual
reconciliation, while larger companies may receive bank statements through electronic
files.
Use Bank reconciliation (BANREC) on the A/P-A/R Accounting > Reconciliation
menu to perform the following:
- Determine cleared and outstanding transactions.
- Determine transactions missing from the system.
- Determine the true cash balance.
- Compare book balance (GL) with bank statement to find discrepancies.
- Check the status when a payment associated with a check is included on the
bank reconciliation.
- Create a reconciliation note with information such as the end balance of the bank
statement paper document. Keep the reconciliation note and print it any time
using the BANREC report.
- Zoom-in journal entry to create bank expense entries or other entries.
- Enter adjustment reasons. The adjustment reason is stored in the reconciliation
note for the new bank line,
- Switch to payment entry to create a payment.
- Ability to close and reopen the bank reconciliation.
What’s New in Version 6.4 Sage ERP X3
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Manual Bank Reconciliation (continued)
Note: Bank reconciliation impacts check processing. A reconciliation of a
transaction associated with a check results in a change in the check status to
Cleared.
If the bank reconciliation is deleted or the check is de-selected, the status is updated
by the system automatically.
The Status field is display only and contains the following options. A search can be
performed (Search button) based on the status entered at this field.
- Not Open: No bank statement number is entered or created.
- Open: Bank statement is created but not complete (modification is possible).
- Closed: Locked.
Sage ERP X3 What’s New in Version 6.4
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Manual Bank Reconciliation (continued)
The fields in the Totals section allow you to view the following:
- Ending statement balance: Entered from the bank statement.
- Outstanding deposits: All unmarked deposit records for the bank.
- Outstanding withdrawals: All unmarked withdrawal records for the bank.
- Adjusted balance: This is the ending statement balance plus outstanding
deposits minus outstanding withdrawals.
- Cleared deposits: Calculated based on marked transactions.
- Cleared withdrawals: Calculated based on marked transactions.
Double-click the Mark field to display a red check mark. Likewise, double-click to
clear the red check mark.
Note: You can also export the grid to Excel if you want a record of all reconciled or
un-reconciled activity for a statement once the reconciliation is complete.
Marking a Transaction
Click Mark to access criteria that can be used to identify several items to include in
the range or to quickly find an item appearing on the bank statement.
Associating Marked Lines with the Bank Reconciliation
Click Create at any time to associate the marked lines with the bank reconciliation.
- Additionally, a bank reconciliation number is assigned and this number is used
to edit the contents of the bank reconciliation at a later time.
- The Create button is available only if no statement number has been entered and
at least one line has been marked, a statement description has been entered, or an
ending statement balance has been entered for the new bank reconciliation.
What’s New in Version 6.4 Sage ERP X3
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Manual Bank Reconciliation (continued)
Making Adjustments
Click Adjustments to create a journal entry for bank fees, interest earned, or
miscellaneous fees.
- Note: You can also add additional reasons using miscellaneous table 383 (Bank
Reconciliation Adjustment.)
- After selecting a reason code, click OK to tunnel to the Journal Entry task.
- When you return to the Bank reconciliation window, the data is refreshed to
display the statement entry just created for the reconciliation.
Sage ERP X3 What’s New in Version 6.4
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Manual Bank Reconciliation (continued)
Payment Entry
Click Payments to access the Payment / receipt entry task. This can be used to enter
a new payment. (Be sure to click Search to retrieve the record.)
- Next, enter a transaction and click Save and Post.
- Unlike adjustments, the payment transactions do not display in the grid until you
click Search.
- The payment transactions are brought into the grid as un-reconciled and must be
manually cleared.
Closing the Bank Reconciliation
Click Close to close the bank reconciliation once it is complete.
- Once closed, the contents are locked and not available for editing.
- The status is also blocked for other standard accounting transactions that might
impact the transactions that appear in the reconciliation. This is based on the
parameter, RECLCK, under the TRS module. For example, accounting
cancellations will not be blocked if the value is set to No.
What’s New in Version 6.4 Sage ERP X3
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Manual Bank Reconciliation (continued)
Reopening the Bank Reconciliation
Click Reopen on the Functions menu to reopen the bank reconciliation once it has
been closed. Changing this status allows the contents of the reconciliation to be
changed.
Printing the Bank Statement Reconciliation Report
Click the Print button to print the Bank reconciliation report. Use the report to
review the results of the bank reconciliation or to print historical information for
audit purposes.
Sage ERP X3 What’s New in Version 6.4
Certified Student Course Curriculum - Version 2.0 Page 29 Copyright © 2012 Sage, Inc. All Rights Reserved.
Manual Bank Reconciliation (continued)
Click Print to view the Bank Reconciliation Statement.
- Note: This lists only the cleared transactions (not outstanding).
Reconcile a Bank Statement
In this Practice, you will create a new bank reconciliation and clear outstanding items.
1. From the A/P-A/R Accounting > Reconciliation menu, select Bank reconciliation.
2. Click the New button.
3. At the Bank field, select the CHASE bank code.
4. At the Statement date field, enter 05/25/11. After tabbing off the field, all un-
reconciled transactions dated through the statement date will populate the
reconciliation grid and the Totals section.
Note: Transactions cleared using the previous bank reconciliation task
(POINTAGE) are not brought into this new Bank reconciliation task (BANREC).
5. Enter 900,912 as the Ending statement balance.
6. Make note of the adjusted balance and variance amounts. _____________________
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Manual Bank Reconciliation (continued)
7. Click Create.
8. Mark to clear all the transactions in March and April.
9. Click Save.
10. Have the adjusted balance and variance amounts changed? ____________________
11. Click Adjustment and select FEE. Click OK.
12. In the Transaction Selection window, select 1PAGE and then click OK.
13. Create a journal entry for site D22 with the following entries:
14. Click Create and End to return to Bank reconciliation.
15. Note that the adjustment is added to the grid with “Bank fees” as the description.
The adjustment is added whether the journal entries are final or temporary.
16. Before closing, click Search to ensure no additional transactions have been entered.
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Certified Student Course Curriculum - Version 2.0 Page 31 Copyright © 2012 Sage, Inc. All Rights Reserved.
Received Not Invoiced Requesters
The Received Not Invoiced (RNI) requesters have been developed to simplify the RNI
account reconciliation in case there is a problem with matching. This helps reconcile the
differences in amounts between the sub-ledger and the RNI account in the general
ledger. Three different requesters have been created to display the RNI balance:
Received Not Invoiced (RNI):
- Receipt lines that have not been fully invoiced (receipt qty > invoice qty)
- Receipt lines that have been over invoiced (receipt qty < invoice qty)
Invoiced Not Received (INR):
- Invoice lines that are linked to a purchase order but not yet received (receipt qty
= 0, invoice qty > 0)
Returned Not Credited (RNC):
- Return lines that have not been fully credited (return qty > credit memo qty)
- Return lines that have been over credited (return qty < credit memo qty)
Setting Parameters
In order for the RNI requesters to work efficiently, parameters on the account must
be set properly along with automatic journal settings.
- The RNI account used must be selected as matchable. This is done in Accounts
accessed from the Common data > G/L Accounting Tables > General menu.
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Received Not Invoiced (continued)
Additionally, the matching method parameter value MTCDES (Description Match
Characters) should be expanded to 20.
- This allows up to 20 characters to be used for linking the receipt to the invoice
when automatic.
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Received Not Invoiced (continued)
Parameter MTCFREREF (Matching by free reference) should be expanded to 20
characters.
- This allows up to 20 characters to be used for linking the purchase order to the
invoice when automatic matching is performed.
What’s New in Version 6.4 Sage ERP X3
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Received Not Invoiced (continued)
Using SQL Requesters
Use SQL requester on the Parameters > Usage > Reports menu to create queries for
viewing received-not-invoiced data.
Information not included in these requesters includes:
- Receipt lines that have been fully invoiced (receipt qty = invoice qty)
- Manually closed receipt lines
- Invoice lines that are not linked to a purchase order/receipt since these are direct
invoices
- Return lines that have been fully credited (return qty = credit memo qty)
- Receipt lines with non-stick managed product
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Received Not Invoiced (continued)
Examples
The following are RNI examples.
Short Description Example Outcome
Receive an item
complete without
invoicing
Create a purchase order for a qty
= 5 @ $1.00 and receive qty =5.
$5.00 in RNI Balance field
Receive an item
complete with invoicing
Create a purchase order for a qty
= 5 @ $1.00 and receive for qty
= 5. Invoice qty = 5 @ $1.00.
No line is displayed in the
requester
Receive an item
complete and over
invoice
Create a purchase order for a qty
= 5 @ $1.00 and receive for qty
= 5. Invoice qty = 8 @ $1.00.
-$3.00 in RNI Balance
field
Receive an item
complete and partial
invoice
Create a purchase order for a qty
= 5 @$1.00 and receive qty = 5.
Invoice qty=3 @ $1.00.
$2.00 in RNI Balance field
Invoice with different
cost from receipt
Create a purchase order for a qty
= 5 @ $1.00 and receive qty = 5.
Invoice qty = 5 @ $1.20.
No line is displayed in the
requester
Partial invoice with
different cost
Create a purchase order for a qty
= 5 @ $1.00 and receive for qty
= 5. Invoice qty = 3 @ $1.20.
$2.00 in RNI Balance field
Over invoice with
different cost
Create a purchase order for a qty
= 5 @ $1.00 and receive for qty
= 5. Invoice qty = 8 @ $.075
-$2.25 in RNI Balance
field
Receipt without
purchase order
Create a receipt (without
purchase order) for qty = 5 @
$1.00
$5.00 in RNI Balance field
Close the receipt
manually after partial
invoice. Run the
requester to include
closed receipt.
Create a purchase order for a qty
= 5 @$1.00 and receive for qty =
5. Invoice qty = 3 @ $1.00 and
click Yes to the message “Line
not fully invoiced. Is it a partial
invoice?” Close the receipt. Set
to include closed receipt.
$2.00 in RNI Balance field
Close the receipt
manually after partial
invoice. Run the
requester to exclude
closed receipt.
Create a purchase order for a qty
= 5 @ $1.00 and receive for qty
= 5. Invoice qty – 3 @ $1.00 and
click Yes to the message “Line
not fully invoiced. Is it a partial
invoice?” Close the receipt. Set
to exclude closed receipt.
No line is displayed in the
requester
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Financial Data Extraction
A new Crystal Report was developed to provide a landscape view of financial extraction
information.
Accessing the Financial Extraction Inquiry Report
The report belongs to the Accounting module and can be accessed from the Reports
> Prints/group > Financials menu.
- You can also access the Financial extraction inquiry report from the Reports >
Reports menu.
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Financial Data Extraction (continued)
An example of the report is shown below.
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Lesson 4
Manufacturing Enhancements
In the following lesson, you will learn about the new features and enhancements
available in the Manufacturing module for version 6.4, such as viewing cost of prices of
subcontract orders, and viewing product cost information in an improved format. You
will also learn about improvements made to weigh stations.
The topics in this lesson include:
Cost Price of Subcontract Orders
Single-Level BOM Cost Report
Weigh Stations
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Cost Price of Subcontract Orders
A new inquiry task, Cost Prices of Subcontract Orders (GESPWI), is available under the
Costing > Sub-contracting cost menu. This task is similar to the one used for cost prices
for work orders.
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Single-Level BOM Cost Report
Use the Single Level BOM report accessed from the Reports > Reports menu or from
any cost rollup task to view cost information of a product in an improved format. This
report shows more detail than the previous ITMCOST report.
The format of the report has been improved in the following ways:
- Single-level BOM calculation in place of multi-level BOM.
- Overhead is shown in a separate report segment.
- Manual overhead “ZZZ” included in report.
- Simpler format of report.
- When selecting the Calculate all BOM Levels on cost rollup, the report produces
a single-level BOM report for each component in the BOM structure.
- Default report values are provided for standard, revised, budgeted, and simulated
cost rollup and cost maintenance reports.
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Single-Level BOM Cost Report (continued)
An example of the Single Level BOM Cost report is shown below.
Report Default Values
The report default values are the same as the standard ITMCOST default values.
To run the report automatically after a cost calculation or through the report option
of product costing setup with the correct default values, the functions are defined in
the default value section:
- GESICA: Revised Standard Cost Setup
- GESICB: Budget Standard Cost Setup
- GESICS: Simulated Cost Setup
- GESICD: Standard Cost Setup
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Single-Level BOM Cost Report (continued)
The default values for cost calculation reports are:
- CALCSTSTD: Standard Cost Calculation
- CALCSTCUT: Revised Cost Calculation
- CALCSTBUD: Budgeted Cost Calculation
- CALCSTSIM: Simulated Cost Calculation
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Single-Level BOM Cost Report (continued)
Internal Print Code
The internal code for the new report is ITMCOST.
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Weigh Stations
This topic covers the enhancements made to the Weigh station functionality:
Reconciliation can now be performed by work order/operation combination (Phase).
Previously, reconciliation was total (all raw material of a work order).
- This task allows for control of raw material in the mixing area and also validates
that everything is mixed.
A new control between the weigh station and computer forces the weigh station to
be used according to the computer.
- This accessed by selecting Configure location / station from the Manufacturing
> Technical data > Weigh stations menu.
It is now possible to weigh one raw material for different work orders.
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Weigh Stations (continued)
Configuring Weigh Station to Use Computer
What’s New in Version 6.4 Sage ERP X3
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Lesson 5
Payroll Enhancements
In the following lesson, you will learn about the new features and enhancements
available in the Payroll module for version 6.4, such as importing payroll data into Sage
ERP X3 from ABRA.
The topics in this lesson include:
Importing Payroll Data
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Importing Payroll Data
The new Payroll import functionality provides a pre-defined export template that is used
to update the external payroll system with the most current general ledger account along
with applicable dimensions. This improves the payroll process by reducing potential
errors during the import step. Additionally, the payroll file import maps the data file
with the Sage ERP X3 journal creation task.
Activating Payroll Import
Activity code PYR enables the PYR menu under the Trade connectors menu as
shown below.
- Another activity code, PYRA, enables the ABRA menu.
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Importing Payroll Data (continued)
Setting Up the Export/Import Process
Use PYR ABRA setup on the Usage > Trade connectors > PYR > ABRA menu to
create multiple identifiers, each one having its own set of parameters, detailing the
templates and file paths used during both the export and import process.
The PYRAGAC and PYRACCE export and PYRAGAS import templates have been
established, which detail the current file layout used during the import process and
should be referenced on all payroll identifiers.
The payroll trade connector supports the import of payroll files into Sage ERP X3
from ABRA payroll processor.
- Imported files create journal entries within Sage ERP X3 automatically, based
on parameters defined as part of the connector.
To facilitate the synchronization of the chart of accounts between Sage ERP X3 and
the payroll system, two export files may be generated through the connector for
transmittance to ABRA.
- These files provide a master list of core accounts and also any dimension values.
- Routine export of these files will ensure that all imported data matches with the
most recent payroll definitions
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Importing Payroll Data (continued)
- The files created from the export files are periodically sent to the payroll
processing company. This ensures all imported data matches the most recent
payroll definitions.
The Export file field should reference both the path and filename used during an
export run of the connector.
- If both export files are run concurrently, a suffix will be added to the second
filename created.
The Import file field should reference both the path and filename searched for
during the payroll import process.
Running the Export/Import Templates
Use PYR ABRA interface launch on the Usage > Trade connectors > PYR > ABRA
menu to run either the export or import templates.
The directories update automatically from PYR ABRA setup based on the import /
export selections.
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Lesson 6
Purchasing Three-Way Matching
In the following lesson, you will learn about the new three way matching process in
Purchasing. This enhancement allows you to match the purchase order, receipt, and
invoice based on parameters you define, and works as an extension to the existing
purchasing controls.
The topics in this lesson include:
Three Way Matching Overview
Matching Tolerance Codes
Transaction Entries
Assigning Default Tolerance Codes
Three Way Matching Process
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Three Way Matching Overview
Three way matching allows you to control the amount and percent receipts and invoices
can deviate from the original purchase order created.
Receipts and invoices are matched to the original purchase order based on the
tolerance codes selected.
Tolerance codes determine the actual amount and percent a receipt or invoice can
deviate from the original purchase order entered.
It is important to note that the three way matching process works as an extension to
the purchasing controls that already existing, and will not override or change the
behavior of existing parameters and controls.
- For example, the POHCLE and RCPORD parameters will not change.
Before defining tolerance codes, it is important you consider the following
questions:
- Do you want to use the tolerance matching logic?
- What type of tolerance checks will be used?
- How many codes are required and what are the thresholds?
- At what level (supplier, product, supplier-product) are the tolerance codes to be
assigned?
- For each tolerance, what is the desired action?
- Will you allow the tolerance code be edited on the purchase order?
- What users are authorized to unblock an invoice?
- Will you use the PIBLKPO parameter to force invoice loading from receipts?
Purchase Order
Invoice Receipt
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Three Way Matching Overview (continued)
Purchase Invoice Line Loading Restriction
In order for three way matching to work successfully, a new parameter was created to
determine how lines are loaded on an invoice. The option selected, determines if true
three way matching is performed between the order, receipt, and invoice.
The options available include:
- No restriction – The line can be loaded from either a receipt or order; regardless
if the corresponding receipt has been processed or not. If this option is selected,
there is no way to ensure the three way matching is done since receipt matching
may be skipped.
- Load from PO if no receipt exists – The line is only loaded from the receipt
when the receipt has been processed against the purchase order. The only time
the line can be loaded from the PO line is when the corresponding receipt does
not exist at the time of invoicing. This allows the parameter to work for Pos that
have slip or prepaid payment terms. PO lines that are back-to-back are not
blocked as they are not received.
- Load from receipt only – The line is always loaded from the receipt; regardless
if the receipt has been processed. This is for lines that are for products with the
received checkbox selected. This enforces the user to always process receipts
before invoicing, which ensure the real three way matching.
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Matching Tolerance Codes
Use Matching tolerance on the Parameters > Purchasing menu to define the amount or
percent the receipt or invoice can deviate from the original purchase order created.
Tolerance codes are defined for the complete purchase order and individual line items.
For each tolerance code, you define:
The amount or percent the total invoice amount cannot exceed or fall below based
on the original purchase order.
The amount or percent the extended line amount cannot exceed or fall below based
on the original purchase order.
The quantity or percent of the total quantity received for a product cannot exceed or
fall below based on the original purchase order.
The maximum number of days early or late you can receive the shipment.
Receipts Tab
Use the Receipts tab to determine the quantity or percent the quantity received during
the receipt process cannot exceed or fall below the original purchase order. You can also
determine the minimum and maximum number of days before or after the expected
receipt date you can enter a receipt.
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Matching Tolerance Codes (continued)
In each section, you determine if it is controlled by selecting the Control check box.
- For example, you can select to control whether the quantity received exceeds the
original quantity entered based on a percentage but not whether it falls below.
For quantities, enter an amount and percentage to use when comparing the quantity
received to the purchase order.
- If a quantity control is entered, you must also define a unit of measure at the
Unit of measure field.
For the receipt date, enter the number of days early and/or late is allowed.
Use the Action field to determine the action taken if the quantity/date is over or
under the tolerance defined.
- If Warning is selected, a warning message displays but the receipt still posts.
- If Block is selected, a message displays and the receipt cannot post until the
receipt is modified to fall within the tolerance or an override is entered by a user
with the appropriate authorization.
Invoices Tab
Use the Invoices tab to determine the quantity or percent the quantity received during
the invoicing process cannot exceed or fall below the original purchase order. You can
also determine the amount or percent the total extended line amount and/or invoice total
cannot exceed or fall below.
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Matching Tolerance Codes (continued)
Modifying Tolerance Codes
If you modify a tolerance code and it is currently in use, a message displays indicating
that updating the code may change the match status on existing transactions; however,
you can proceed.
You cannot delete a tolerance code if it is assigned to a common data element or
currently in use on a transaction.
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Transaction Entries
New line control options were added to several transaction entry tasks in Purchasing.
Purchase Entry Transactions
For Order entry transactions, a Matching tolerance field was added on the Line 1 tab.
This option determines if a user has access to the tolerance code on the PO line.
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Transaction Entries (continued)
Receipt Entry Transactions
For Receipts entry transactions, several new fields were added.
A Match status/results check box was added in the Display section on the Parameter
definition tab.
- Selecting this check box adds a field at the bottom of the receipt displaying all
match blocking and warning messages, as well as a match status field on the
receipt lines.
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Transaction Entries (continued)
A Matching tolerance field was added to the Line 1 tab. This controls a user’s ability
to modify the tolerance code assigned to a receipt line.
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Transaction Entries (continued)
Invoices / Credit Memos Entry Transactions
For Invoices / credit memos entry transactions, several new fields were added.
A Match status/results check box was added in the Display section on the Parameter
definition tab.
- Selecting this check box adds several new fields to the purchase invoice. This
includes a Match status on the Header next to the current status, Match status on
the invoice line next to the Matching tolerance field, and a Match results button
at the bottom of the screen to display all match blockings/warnings.
- This check box is not applicable for credit invoices and is not accessible when
processing an invoice credit.
A Matching tolerance field was also added to the Line tab. This controls a user’s
ability to modify the tolerance code assigned to an invoice line.
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Assigning Default Tolerance Codes
Once tolerance codes are defined, you can assign a default to a supplier, product, and
product/supplier combination.
You can optionally define a default tolerance code in the following tasks.
Suppliers
- Defined in the Miscellaneous section on the Controls tab.
- You can also define a default tolerance code for the supplier category in the
Supplier Categories task on the Commercial tab.
Products
- Defined in the Purchasing section on the Repl tab. This is used for the overall
product.
- You can define a specific product/supplier combination tolerance code when
defining supplier information on the Suppliers tab.
- You can also define a default tolerance code for the product category in the
Product Categories task on the Purchase/sales tab.
The system will first look for a product/supplier tolerance code, than a product
tolerance code, and finally a supplier tolerance code.
If no defaults are defined, the field is left blank and it is based on the setup of entry
transaction as to whether a user can modify or select the tolerance code during data
entry.
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Three Way Matching Process
This topic provides information on how the three way matching process works starting
with the order, followed by a receipt, and finally the invoice.
Order
Based on settings defined for the order entry transaction, you can view and/or modify
the default tolerance code on the Lines tab for each product selected.
The tolerance code selected is used when matching the receipt and/or invoice to the
order.
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Three Way Matching Process (continued)
Receiving
When receiving items from an order, the tolerance code is reviewed and the line is
compared to the original order line.
Lines that are not within the tolerance defined are indicated by orange when a match
error occurs and in blue when a match warning occurs.
A match status is also displayed for each line. There are five possible values:
- Not applicable – No matching has been performed. This can occur if a tolerance
code was not defined for the line on the order or if it is a direct receipt line.
- Successful – Matching returned no warning or blocking.
- Warning – One or more match warning exists for the line, but no blocking.
- Blocked – One or more match blocking exists for the line.
- Unblocked – One or more match blocking existed for the line before they were
overridden by a user.
- The match status can also be viewed when reviewing the Line Status
information.
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Three Way Matching Process (continued)
Match Results
If you selected the Match status/results checkbox when defining the Receipts entry
transaction, the Match results button displays at the bottom of the Receipts window.
Each line item that has a warning or blocked status displays.
For each line item, you can view the description, variance, tolerance, and quantity
and date information.
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Three Way Matching Process (continued)
Warning and Blocked Statuses
If only a Warning status appears for any line item on the receipt, you will receive a
message indicating there is a warning; however, you have the option to continue.
You cannot create a receipt if one or more line items have a Blocked status. You
must either modify the information entered to change the tolerance code to a less
restrictive one for the blocked line item.
- The ability to change the tolerance code is controlled by the Receipts entry
transaction
Invoicing
Three way matching at the invoice level is similar to what was discussed for receipts.
Unlike the receipt blocking, you can create a purchase invoice that contains blocking;
however, you cannot validate the invoice.
It is important to keep in mind the setting that was defined for the PIBLKR
parameter. To achieve true three way matching, you should be loading line items
from a receipt.
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Three Way Matching Process (continued)
The status displays for each line item at the Match status field. You can also view
the status by reviewing the Line Details.
The statuses displayed are the same as those discussed for receipts.
Match Results
If you selected the Match status/results checkbox when defining the Invoices / credit
memos entry transaction, the Match results button displays at the bottom of the Invoice
window.
Each line item that has a warning or blocked status displays.
For each line item, you can view the description, variance, tolerance, quantity, price,
and date information.
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Three Way Matching Process (continued)
Warning and Blocked Statuses
If only a Warning status appears for any line item on the invoice, you will receive a
message indicating there is a warning; however, you have the option to continue.
This will allow you to create and post the invoice.
You can create an invoice regardless of the line item matching status; however, you
cannot post an invoice if one or more line items have a Blocked status.
Based on settings defined, you can optionally modify the information entered or
change the tolerance code to a less restrictive one for the blocked line item.
- The ability to change the tolerance code is controlled by the Invoice / credit
memo entry transaction.
It is important to note that the Post button is disabled if there is a Blocked status
even when the invoice status is set to “To Confirm”.
If the invoice is not balanced and will be suspended, the suspend status will take
precedence over the Blocked status.
Unblock Matching Error
The Unblock matching error option was added to the Function menu and is available
after the invoice is created. This option allows you to unblock any blocked line items for
continuing processing.
If the line item is changed after it is unblocked, the matching process is run again
and if matching issues arise the same line item can be blocked again.
If blocked line items are unblocked, the Match status field displays Unblocked.
You must have the appropriate security definition defined (function profile) to have
access to this option.
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Additional Changes
The following additional changes were also made based on the three way matching
enhancement.
Inquiries
Tolerance and Match status fields were added to various inquiry tasks as well as the
ability to include or exclude match statuses when defining criteria.
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Lesson 6
Report Enhancements
In the following lesson, you will learn about the new reports that have been added to the
report dictionary to support North American market requirements. These new reports
are prefixed with NA in the report name.
The topics in this lesson include:
Trial Balance
Aged Trial Balance
Customer Statement
Receiving Worksheet
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Trial Balance
Use the Trial Balance (NA-TRLBAL) report to view the trial balance of the general
ledger, including debits and credits and the account balance at the summarized level.
Selection criteria includes Company, Ledger, Fiscal year no., Period range, Account
range, Selection currency, Print currency, and Conversion rate.
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Trial Balance (continued)
An example of the report is shown below.
- The report details include account number and description, account class,
opening balance, debits, credits, and balance.
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Aged Trial Balance
Use the Aged Trial Balance (NA-BPATB) report to view details of a customer or
supplier’s current status of open items. The amount due is aged to provide an overall
picture of invoices that are open on the customer or supplier’s account. The report is
designed to be an as-of-date report with selection criteria including the As of Date, Site,
Collection range, BP range, Date basis for aging, Summary, Sort by name, and
Transaction currency.
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Aged Trial Balance (continued)
An example of the report is shown below.
- The totals by business partner along with aging totals based on 0-30, 30-60, 60-
90, and over 90 buckets.
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Customer Statement
Use the Customer Statement (NA-CUSSTA) report to view a listing of all open invoices
and credit memos on a customer’s account. Filters available include Item until, Site
range, and Business partner Range. This is a report and is not dependent upon using the
standard statement creation process.
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Customer Statement (continued)
An example of the report is shown below.
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Receiving Worksheet
Use the Receiving Worksheet (NA-RECWRK) report as a tool to aid warehouse
personnel during the physical receipt process of purchased products. This document can
be completed and given to the back office for performing the Sage ERP X3 receipt with
a higher degree of accuracy. Filters include Order number range, Supplier range, Site
range, and Expected date range.
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Receiving Worksheet (continued)
An example of the report is shown below.
- The worksheet consists of various Purchase Order information detail such as the
purchase order number/revision, purchase order date, buyer, site and various
statuses.
- Also included is the product detail such as product number, product description,
ordered quantity, site, expected date and an entry line where the receiver can
record the quantity received.
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Summary
You have learned:
How to easily search for customers and prospects in high volume environments
How to set up and use new check management features, such as viewing check
status and printing checks
How to set up and use the new manual Bank reconciliation task
How to print the Bank Statement Reconciliation report
Learn about the three new Received Not Invoices (RNI) requesters
How to access and print the Financial Data Extraction Inquiry report
How to view cost prices of subcontract orders
How to view product cost information using a new single-level BOM report format
How to use three way matching for purchase orders, receipts, and invoices
How to import and export payroll data to and from ABRA
How to view reports that have been expanded to support North America market
requirements