MAS 90 New York newsletter from SWK Technologies that discusses the benefits of Sage MAS 90.

1. April 2009 • Issue 9 • Volume 2
Newsletter for Sage MAS 90 and Sage MAS 200 ERP
What’s Inside Cut Costs With Paperless Office
Page 2
Cut Costs With Paperless
I
Office continued n our current economic environment, it
is essential to find ways to cut costs and
Page 3 become more efficient. With the release
Ghost Assets — Are They of Sage MAS 90 ERP Version 4.3 in 2008,
Costing You Money? customers received a significant new tool that
Did You Know? continued can save literally thousands of dollars annu-
ally — Paperless Office. In this article, we
Page 4 offer you examples of the enormous cost sav-
SWK Help Desk ings a company can realize by implementing
Paperless Office, and follow it with a review
of Paperless Office features and functions.
The Cost Of The Paper Trail
Did You Know Did you know that according to published
studies, the average U.S. office worker uses
Sage offers Anytime Learn-
about 12,000 sheets of printing and copying
ing courses that you can
paper per year, or one sheet every 12 min- • 7.5% of all documents are lost, 3% of
view anytime and any- utes? But even with this staggering statistic, the remainder are misfiled. An average
where for the length of the the cost of the physical paper may actually be of 13 hours a year per worker is spent
subscription period. These the smallest cost associated with maintain- searching for paper that has been misfiled,
instructor-led sessions are ing your accounting records on paper. There mislabeled, or lost.
easy to use, always ac- is the cost of office space and equipment to Here’s an example of what this was costing
store the files. There’s the cost of postage for one company annually:
cessible, and ready when
mailing quotes, orders, and invoices. And last • Two new filing cabinets at $600 each =
you are. All you need is a
but not least, there’s the time your staff spends $1,200.
computer, speakers, and a filing and retrieving paper copies. Here are • Paper, 6 cases a year, at $50 a case =
high-speed Internet con- some statistics: $300.
nection. Anytime Learn- • 40 to 60 percent of an office worker’s time • Postage at $.42, 1,000 quotes, orders and
ing sessions are ideal for is spent handling paper, which translates invoices per month = $5,040.
refreshing your knowledge, to 20-45 percent of an organization’s • Storage at $1.45 per square foot, per
labor costs and 12-15 percent of an month, 2 additional square feet needed
acquainting new hires with
organization’s expenses. each year = $200.
basic processing skills, and
• In the average office, filing or retrieving • Three employees spent about 35% of their
cross training staff. a single document costs $20 in labor. time filing or looking for paper copies =
Continued on page 3 It costs $120 in labor to find a single $45,000.
misfiled document — and a staggering This added up to more than $50,000 per
$250 to recreate a single lost document. year for the company. As you can imagine,
Continued on page 2

2. page 2 • * info Newsletter
Cut Costs With Paperless Office
(continued from cover)
the organization quickly recouped the cost of You have a lot of flexibility in how forms Employee Self Service
implementing Paperless Office by eliminat- are delivered and to whom. For each customer, If your company utilizes the Sage MAS 90
ing this annual expenditure. Try plugging in you can specify whether to print a hard copy Payroll module, the Paperless Office Employee
some reasonable estimates for your company and send by mail, send via e-mail, or send by Self Service functionality allows employees to
to see how much you could save. fax. You can send forms to up to four e-mail securely access their historical payroll infor-
addresses or fax numbers. For example, you mation and conveniently view and print their
Paperless Office Components might want a statement to be sent by fax to own payroll pay stubs.
At the core of Paperless Office is the abil- accounts payable, and sent by e-mail to the
ity to save and securely store journals, regis- primary contact and the salesperson on the Tailored Security
ters, reports, and forms as a PDF (portable account. Similar choices are available for the Several security options ensure only
document format) file. This capability is then delivery of forms to vendors and employees. the right people have access to documents
used by the Journals and Registers, Electronic you have saved using Paperless Office. The
Forms Delivery, and Paperless Period-End Quick Access To Documents Paperless Office Viewer respects the security
Processing components. For customer-related forms, new screens rights assigned to the Sage MAS 90 user. So if
in Customer Maintenance provide you with a user does not have the right to print a par-
Journals And Registers access to each type of form saved for a cus- ticular report from the menu, they will not be
The Paperless Office Journals and Registers tomer. The list shows you if the document was able to view it or print it from the Viewer.
feature allows you to archive your audit reports sent electronically to the customer. You then Period End Processing and Journals and
electronically. You can specify the location in can view the document on screen or resend it Registers include a setup option to restrict
advance so that the document is saved auto- electronically with the click of a button. This access by user ID. A user only will be able to
matically when you perform the print and can be a great time-saver when making collec- see the reports they created. A separate Security
post function. The View Paperless Journals tion calls or answering customer inquires. Event can be set in Role Maintenance for a
and Registers option makes it easy to find a specific user, such as the Controller, to view
document if you need it. A grid displays all Paperless Period-End Processing all reports. Another option allows you to pass-
of the documents with columns for company The Paperless Period-End Processing com- word protect your documents. You can set a
code, module, journal name, and print date ponent allows you to select the period-end default password, require the user to select a
and time. A simple click on any column sorts reports you need and automatically save them unique password each time they save a jour-
the files by that column. You can then view as PDF files instead of hard copies. It is avail- nal or report, or use no passwords at all. You
them on screen, attach them to an e-mail, or able in all modules that have a period-end also can control who has the right to delete
print a hard copy. processing option. The reports can easily be the PDF reports.
recalled and viewed on screen. If you then You will want to create regular backups
Electronic Forms Delivery need to make further entries before closing of the drives that hold your electronic report
Electronic Forms Delivery provides the the period, an option allows you to choose files and store them in a secure location. There
capability to deliver selected forms by way of whether to over-write the original report also is an option to move a group of the PDF
fax and e-mail. The electronic forms included or save as a separate report. With Paperless reports to a separate location to archive them.
with Sage MAS 90 Version 4.3 are: Period End, you also gain the ability to print Give us a call with your questions or for assis-
• Payroll Direct Deposit Stubs all standard reports generated by the system, tance implementing Paperless Office.
• Purchase Orders including reports created in Business Insights
• Vendor Returns Reporter, to a PDF file. PDF reports created
• Sales Orders from the Reports menu will automatically
• Sales Order Invoices display in the PDF viewer with a different file
• Return Merchandise Authorizations naming convention so you can easily distin-
• Accounts Receivable Invoices guish them from period-end reports.
• Job Cost Invoices

3. Sage MAS 90 and Sage MAS 200 ERP • page 3
Ghost Assets — Are They Costing You Money?
A re ghost assets haunting you and costing
you money? If you’re managing fixed
assets on a spreadsheet, you may be missing
to use for a particular asset? The Fixed Asset
module can tell you the useful life for that
asset type, and allow you to purchase at the
the more powerful Sage FAS fixed asset solu-
tions. Give us a call with your questions.
important cost savings. The Sage MAS 90 best time of year for depreciation purposes.
Fixed Assets module is included with your Disaster Recovery: When disaster strikes, ZOOM IN
Sage MAS 90 ERP software and using it can an accurate schedule of fixed assets can
save you money. Recently, important new help you receive full and prompt insurance
features were added. In this article, we will payments.
cover the cost savings that can be achieved Opportunity Costs: Every hour saved on
using the Fixed Assets module and highlight tax research or depreciation computations is
the new features. money saved. Because the Fixed Asset module
automates the process and stays up-to-date
Ghost Assets with ever-changing tax laws, the attention of
According to Asset Management Resources accounting staff can be directed toward other
(AMR), nearly every company has a problem critical assignments.
with ghost assets. Ghost assets are fixed assets
that have been lost, stolen, or otherwise ren- Integration With Sage MAS 90 The Assets Snapshot screen provides a great
at-a-glance overview of the status of your fixed
dered unusable, yet remain on the books. Beginning with Sage MAS 90 4.3, you can assets.
AMR estimates that on average 10% to 30% automatically create asset records when you
of assets on company books are ghost assets. record the accounting transaction at the time
By using the Fixed Assets module, you can of purchase. You can either auto-create Assets
maintain an accurate list of current assets and during Accounts Payable invoice data entry,
avoid costs associated with ghost assets. Here or during Purchase Order Entry and Receipt
are some areas where you can expect to cut of Invoice. Registers will automatically update (( Did You Know? ))
costs. the asset to the Fixed Assets module, based on
Tax Savings: The Fixed Assets module is the asset template selected. Continued from page 1
updated as tax laws and depreciation rules
change, ensuring your company remains in New Assets Snapshot Courses cover a wide range of
compliance with the latest rules. This allows The Assets Snapshot added with the 4.3 modules, and bundled pricing is
you to avoid penalties and take advantage of release provides a colorful, easy-to-read sum- available for multiple course pur-
tax savings. mary of asset information to give you an
chases. The subscription period
Property Taxes: Avoid overpayment of instant picture of your fixed assets. Graphical
is 12 months for most courses.
state and local personal property taxes for lost, charts and statistics present information in a
stolen, or-out-of-service fixed assets. well organized, concise format. On the left Several new offerings are avail-
Insurance: Accurately tracking assets can side of the snapshot, three boxes recap key able to help you either evalu-
save in insurance premiums. You will avoid asset information. On the right-hand side ate or get started with recently
paying insurance premiums on your ghost of the snapshot, you can choose to view any added capabilities. These include
assets and ensure that your newly acquired of four charts; Placed in Service by Quarter, Using Extended Enterprise CRM,
fixed assets are covered if that expensive new Investment by Remaining Life, Five Year
Paperless Office, and the Busi-
equipment is lost or damaged. Acquisition Comparison, or Depreciation
ness Object Interface. To register
Budget: When is the best time to acquire Comparison by Book.
new plants, property, or equipment? What is All these capabilities will continue to work for Anytime Learning click here.
the most advantageous depreciation method the same way if you need to upgrade to one of

4. page 4 • * info Newsletter
IN the SpOtlIght:
A Few (Hundred) Words From The Help Desk
on all our resources to resolve your issue. And released with the new Federal Tax changes
if we don’t, we want you to let us know. from the stimulus package. They are available
For those of you who do remember me for download on Sage’s website.
from my days as a consultant in Buffalo Please give us the Help Desk a call at 973-
(fondly, I hope); Virginia IS warmer than 758-6100 to schedule an appointment to
Buffalo and has a LOT less snow, but I do install your tax table updates or for assistance
miss seeing you all regularly. with a server move. If you have any questions,
For any of our clients that are planning on you can contact Debbie Berndt at 973-758-
moving Sage MAS 90 and MAS 200 to a new 6128.
Kris Glanville
server or a different location on your current
F
or those of you who don’t know me, let
server, please let us know so that we can pro-
me introduce myself. My name is Kris
Glanville and I am one of the Help Desk
vide you with the most up to date compat- Contact
representatives that answers your techni-
ibility matrix to ensure that your new server Information
and Sage MAS 90 and MAS 200 version are SWK Technologies, Inc.
cal support calls. I have been working with
compatible. We will also review your soft- Debbie Berndt
Sage MAS 90 and MAS 200 since 1989 and
ware, custom programming and third party Client Services Administrator
have seen the program evolve from a DOS- (973) 758-6128
enhancements and provide you with detailed
based version to the latest 4.30 release with debbie.berndt@swktech.com
instructions on moving the software. We will
its Paperless Office functionality that is fea-
also schedule a consultant or Help Desk Rep National:
tured in this newsletter. There have been a (877) 979-5462
to be available during the move. If you move
lot of changes to the software — Sage MAS Livingston, NJ
Sage MAS 90 and MAS 200 on your own, (973) 758-6100
90 and MAS 200 now has over 40 modules
we can’t guarantee our availability, but will do Plainview, NY
and hundreds of extended solutions available
our best to assist you. (631) 271-6401
but one thing has not changed at SWK: our Syracuse, NY
Lastly, an important reminder:
commitment to providing our clients with (315) 451-3577
For our clients using the Payroll module, Buffalo, NY
the best support that we can. We will do our
the new Payroll Tax Table updates have been (716) 656-7707
utmost to answer your questions and will call
Request
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