Certified Course Curriculum - Sageftp.bestsoftware.com/lms/ACS/ATLUploads/st_X3_whats_new_64.pdfCertified Course Curriculum Sage ERP X3 ... Single-Level BOM Cost Report ... received

Certified Course

Curriculum

Sage ERP X3

What’s New in v6.4

STUDENT CURRICULUM

SAGE UNIVERSITY

Not for

resa

le or

repr

oduc

tion

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


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).



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.



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



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.



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.




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.




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.




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.




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.)




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.




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.



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.


Check Management

Manual Bank Reconciliation

Received Not Invoiced Requesters

Financial Data Extraction



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.



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.




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.




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.




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).




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.




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.


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.


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.




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.




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.



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.



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.




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.




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.




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.




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.




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. _____________________




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.



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.



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.




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.




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




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


= 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



= 5. Invoice qty = 8 @ $1.00.

-$3.00 in RNI Balance

field

Receive an item

complete and partial

invoice


= 5 @$1.00 and receive qty = 5.

Invoice qty=3 @ $1.00.


Invoice with different

cost from receipt


= 5 @ $1.00 and receive qty = 5.

Invoice qty = 5 @ $1.20.


requester

Partial invoice with

different cost



= 5. Invoice qty = 3 @ $1.20.


Over invoice with

different cost



= 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


Close the receipt

manually after partial

invoice. Run the

requester to include

closed receipt.


= 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.


Close the receipt

manually after partial

invoice. Run the

requester to exclude

closed receipt.



= 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.


requester



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.



Financial Data Extraction (continued)

An example of the report is shown below.



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.


Cost Price of Subcontract Orders

Single-Level BOM Cost Report

Weigh Stations



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.



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.



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




The default values for cost calculation reports are:

- CALCSTSTD: Standard Cost Calculation

- CALCSTCUT: Revised Cost Calculation

- CALCSTBUD: Budgeted Cost Calculation

- CALCSTSIM: Simulated Cost Calculation




Internal Print Code

The internal code for the new report is ITMCOST.



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.



Weigh Stations (continued)

Configuring Weigh Station to Use Computer



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.


Importing Payroll Data



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.



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



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.



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.


Three Way Matching Overview

Matching Tolerance Codes

Transaction Entries

Assigning Default Tolerance Codes

Three Way Matching Process



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



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.



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.



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.



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.



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.



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.




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.




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.



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.



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.



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.




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.




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.




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.




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.



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.



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.


Trial Balance

Aged Trial Balance

Customer Statement

Receiving Worksheet



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.



Trial Balance (continued)


- The report details include account number and description, account class,

opening balance, debits, credits, and balance.



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.



Aged Trial Balance (continued)


- The totals by business partner along with aging totals based on 0-30, 30-60, 60-

90, and over 90 buckets.



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.



Customer Statement (continued)




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.



Receiving Worksheet (continued)


- 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.



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

Documents

Certified Course Curriculum - Sageftp.bestsoftware.com/lms/ACS/ATLUploads/st_X3_whats_new_64.pdfCertified Course Curriculum Sage ERP X3 ... Single-Level BOM Cost Report ... received