Sage 100 Contractor Query & Alerts Lab

4-4 Sage 100 Contractor Query & Alerts Lab - 1

Session 4-4

10/12/17 2:45pm-4:15pm Room #614

Session 4-4

Sage 100 Contractor Query & Alerts Lab

Presented By:

Melanie Rogers WoodStone Earth Construction, Inc

Credits/Revision History

• Original Author(s): Melanie Rogers


Queries- Specific to the screen you are in as well as the company file

• Using Find , Sage will locate all the records that match the criteria without

leaving the existing window

• Select an existing query, modify, or create a new query

• Able to drill down on the results that are shown in a quick report

• Cannot be formatted, but can be after exporting to Word or Excel

• Set up alerts

Creating Queries in different modules

• General Ledger

• Accounts Receivable

• Accounts Payable

• Payroll

• Project Management


General Ledger Query 1- Display and sort all open transactions in general ledger by date range (modifying

an existing query)

• Open 1-3 Journal Transactions and select the Find Records button (Binoculars)


• Select Open Ledger Transactions~by Period and select Edit

Step 1- Query Name


Step 2- Query Layout

• Delete Period

• On the Ledger Transaction Table double click on Date


• Sort by Date by dragging to grey panel above

• On the Ledger Transactions Lines Table double click on the following: Account,

Subaccount, Debit Amount and Credit Amount


• Rearrange all the fields in the lower section

Step 3- Define Selection Criteria

• Delete Period in the lower panel

• Double click on the Date field from above table


• Rearrange Date field in lower panel

• Finish and run query


Query 2- How to find a list of only general ledger checks by vendor

• Open 1-3 Journal Transactions and select the Find Records button (Binoculars)


• Select New

Step 1- Query Name



• On the Ledger Transactions Table double click on the following fields: Record #,

Transaction #, Vendor #, Amount and Date

• Sort by Vendor by dragging field to grey line above

• Rearrange Date field


Step 3- Define the Selection Criteria

• Double click on the following fields: Source, Vendor, Date and Period

• In the Source Field: Equal to 1- GL Check

• Click Finish and then run query


Accounts Receivable Query- How to get a list of job contracts based on contract amounts

• Open menu 3-5 Jobs and select Find Records button


Step 1- Select New and enter Query Name


• Ensure Accounts Receivable is highlighted from Tables

• Double click on the following fields: Job #, Job Name, and Contract Amount



• Ensure the Accounts Receivable Table is highlighted

• Double click on Contract Amount



Accounts Payable Query- Create a query to show Disputed AP invoices by Project Manager, due between a set

of dates

• Open menu 4-2 Accounts Payable Invoices/Credits and select Find Records Button

• Select Open AP Invoices by Vendor/Due Date and then select Copy


Step 1- Query Name


• Add Project Manager field from AP Invoices table

• Drag Project Manager to grey panel in front of Vendor



• Ensure Status is Equal to 3



Payroll Query- Create a query to show deductions totals by employee

• Open menu 5-2, Payroll Records and select Find Records Button

• Select New

Step-1 Query Name



• Double click on the following fields: Record #, Employee, Check Date

• Select Timecard Calculations from Tables

• Double click on the following fields: Calculation and Amount


In the lower panel, drag the following fields in the grey area

Step 3- Define Selection Criteria • Double check on the following fields in the Payroll Records Table: Check Date, Status and

Employee

• Move Employee up to the top using the blue arrows to the left of the pane


• Next to Timecard Calculations in the Tables Pane, click on the + and then select Payroll

Calculations Table

• Select the following field: Calculation Type

In the lower panel change the following fields

• Status: Select Between and type the numbers 2 and 3 in the white boxes

• Calculation type: Select Equal and type 1 in the white box



Project Management Query- Run a Change Order report by Review Status/Submitted By


• Open 6-4-1 Change Orders and select Find Records

• Select Change Orders by Status/Job and select Edit

Step 1- Query Name



• In the Change Order Table double click Submitted By field

• In the lower panel remove Status and Job from grey area by dragging back down to lower

row

• Move Status to the end and Job before Record #

• Move Submitted By and Job to the grey area



• Status: Select Equal and type 3 in the white box

• Finish and Run Query


Alerts- Alerts Manager (Menu 7-9) • A query that can be created, imported and managed

• Executed automatically at a specified time when conditions of the query are met

• Receive notifications either by email or dashboard

• More than 1 person can receive alerts

• Query not as detailed as a custom report

Import Alert Query

• Open menu 7-9, Alerts Manager and select Import

• List of Query opens up

• Select Checking Account Balance below 10k and Import


Step 1- Edit Alert’s name or select Next

Step 2- Primary Table

• Select Ledger Accounts


Step 3- Alert Query Layout

• Select Next

Step 4- Define Alert Criteria

• Enter in Checking Account #1000


Step 5- Define Output and Schedule

• Choose when and how the alerts will be processed

• Finish and choose when the alert will be processed


Create a new Alert Query- Accounts Receivable older than 45 days

• Open menu 7-9, Alerts Manager

• Select New

Step 1- Alert name


Step 2- Primary Table

• Select A/R Invoices

Step 3- Alert Query Layout

• Double click on the following fields from the Accounts Receivable Table: Record #, Job,

Invoice #, Invoice Date and Description


Step 4- Define Alert Criteria

• Double click on Invoice date and change to Greater or = to days in the past to 45

Step 5- Define Output and Schedule

• Choose when and how the alerts will be processed

• Select Send Test to Email


• Finish- Alert will be run the same time as prior alert


Program Warning Subscriptions

• Displayed to users during processing

• User can continue with processing regardless of a warning

• Can be alerted through email or dashboard

Documents

Sage 100 Contractor Query & Alerts Lab