With more companies migrating their on-premises email systems to Office 365, many clients are interested in sending emails via Office 365 in their Sage 500. With Office 365, Microsoft made the process of relaying email much easier by giving organizations the capability of creating custom connectors in the admin UI.
Sage 500 ERP Aging Recalculation
Within Sage 500 ERP, there are tasks that allow you to age all of your Open Receivables and Open Payables to ensure that they are current when viewing this information on reports and explorer views throughout Sage 500 ERP. These tasks are called Age Customer Accounts within the Accounts Receivable Module (Figure 1) and Age Vendor Accounts within the Accounts Payable Module (Figure 2).
Since this is often run to recalculate the aging for all accounts, a common request is to have this task automated such that a user does not have to remember to run these tasks daily. Below we will walk you through the steps to automate this utilizing a SQL Server Agent Job on your Microsoft SQL Server.
As you may well know, Sage is not formally supporting Sage 500 7.2 any longer and when they did support it, it was not supported for anything beyond SQL Server 2005. We’ve had a number of requests asking if it is possible to run earlier versions of SAGE 500 on more recent versions of SQL Server. We recently supported a customer in regression testing their system running in SQL 2014 and migrating it to production. It is working very well.
Is your book balance in Sage 500 off?
What is the book balance supposed to be? Should it match your GL acount? Are future transactions throwing off your book balance?
In this how to video, RKL eSolutions Sage 500Solution Architect Jennifer Pitt, reviews the process for doing a correction against your book balance. She will walk you through the reconciliation process clearing the variances on your GL and book balance back to zero.
Replay on RKL YouTube Channel
The vdvCustomerPaymentAppl View has been around for many versions. In Sage 500 v7.4 there was a minor change with Customer Payments and Apply to Invoices. This was a positive change in that we had more ways to associate Payments to Order, Shipment and eventually Invoices.
The vdvCustomerPaymentAppl View uses a component of this enhancement. What we recently noticed is that there is a missing Index on tarCustPmtAppl to enhance the performance of this View.
After doing some major analysis on this View what we have uncovered is the following missing Index (download scripts here).
The vdvCustomerPayment view has been around for many versions but in Sage 500 v7.6 they made a change to this View. The change was to add Misc Cash Receipts. This is a nice addition but not if you have to wait 15 minutes for the View to return results. Continue to Article…
What are the Supported Versions of Sage 500 ERP?
In accordance with their software support policy, Sage regularly retires support of older versions of Sage 500 ERP in order to focus on delivering higher quality support for the latest product releases.
The currently supported versions of Sage 500 ERP include Version 2013 (7.5), Version 2014 and Version 2016. Sage 2013 support will end upon the version 2017 release which is currently targeted for the end of the year 2016.
Refer to the table below for a more detailed list of currently supported versions of Sage 500 ERP along with their planned end-of-support dates.
How do I find General Ledger Transactions posted to “Control” Accounts (Cash, Accounts Payable, Accounts Receivable, etc.)?
You’re reconciling General Ledger accounts, and lo and behold, your AR is out of balance! It can often be tedious and frustrating to identify such unexplained variances. You expect the balance in your General Ledger account for the AR control account to tie to your AR Trial Balance report at all times!
When the GL balance differs from the report balance, often the issue is that one or more GL Journal Transaction have been posted to the control account. Since there is no way for a Sage 500 GL Journal Transaction to update any other module, any GL Transaction postings to the related AR control account will cause reconciliation issues. This same scenario could exist for Accounts Payable, Cash, Inventory, etc.
What happens to your client’s credit card information if your Sage 500 server failed?
In the event that you have a catastrophic failure of the server that hosts your Sage 500 database or if you are looking to move your Sage 500 database to a new server it is vital that you have a backup your SQL server. Having a backup of your Server Master Key, the Database Master Key (DbMK), and the Certificate that allows Sage ERP MAS 500 to decrypt credit card information is critical to ensure that you do not lose any credit information. A backup of the database alone is not enough because it will not include the Server Master Key (SMK). If you do not have these saved you will lose all saved credit card information and will be required to request this information from your clients the next time you process a transaction from them.
Do you know where your Database Master Key is?
- If the answer is yes, that’s great news, we suggest you make another backup just for good measure.
- If you have no clue where your key is then follow the instructions on Sage Knowledgebase How to back up and restore Database Master Key and Certificate. We recommend you regularly store the backups in a safe location.
Sage 500 Menu Overview
Within Sage 500 there are two types of menus: Systems Menus and non-System Menus. System Menus are created during the installation of the software (or other add-on solutions such as Sage Intelligence). These menus cannot be edited by users – even with permissions set in the software that would appear to allow these edits. This is due to the fact that Sage 500 has a special setting for menus to indicate that they are System Menus. This flag restricts these menus from being saved by any user.
Other, User Created Menus (aka non-System Menus) are editable by users with the proper permissions within Sage 500. These can be edited and saved by users to allow for addition of custom tasks, hiding of some tasks or rearranging of tasks on the menu. A common complaint from clients is that the edits to these menus are often lost or overwritten. This can be avoided by taking advantage of the Sage 500 System Menu flag to stop users from accidentally overwriting the custom menus.
One note before we continue: This blog is intended for technical staff, as we don’t advise the typical user to attempt to execute SQL statements against the Sage 500 database.
How to Take Advantage of the System Menu Setting
It is possible to configure a Sage 500 menu so that it can’t be accidentally edited by any Sage 500 user – even those with permission.
Normally, after a User Created Menu has been defined to meet your specific needs that menu can still be modified by users with appropriate security rights. To prevent accidental changes to the custom menu, the menu can be locked down by making it appear to be a System Menu. Note that you must have administrative access to the Sage 500 database in order to make the changes described below. These edits cannot be made through the Sage 500 User Interface. You can take the following steps in order to do this.
- Identify the menu to be locked:
- The menu name is found at the bottom of the Sage 500 ERP Desktop screen. In this example the menu is RKLMenu.