Sage 100 User Group | October 2016
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This is the presentation from the Sage 100 user groups we held this October and November in Denver, Houston and San Antonio. We went over some important year-end review procedures, supported versions, some Sage 100 Tips & Tricks, and had a fran discussion about how Sage 100c and cloud alternatives. BCS ProSoft hosts Sage user group meetings all over the country so check out http://www.bcsprosoft.com/sage-100/user-groups/ to find a group near you.
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Sage 100 User Group | October 2016
- 1. www.bcsprosoft.com Sage 100 User Group October 27, 2016
- 2. www.bcsprosoft.com HOUSEKEEPING A FEW THINGS BEFORE WE GET STARTED
- 3. www.bcsprosoft.com AGENDA Introductions Who are you, how long have you been using Sage 100, where do you work, and what you do there? A quick overview of supported versions as well as some important payroll considerations. Versions & Payroll Year-End An in-depth of Year- End processing and procedures to get you set up for a smooth financial close. Here are a few tips & tricks we’ve you may or may not know about to help you use Sage 100 efficiently. Tips & Tricks 2017 Considerations Let’s talk about you, your business, your IT strategy, the Cloud, the way you manage your workforce
- 4. www.bcsprosoft.com INTRODUCTIONS TELL US ABOUT YOURSELF
- 5. www.bcsprosoft.com WHAT WE DO Sage Development Partner Sage 100 Resellers & Consultants BCS ProSoft BCS ProSoft, Inc. is a leading provider of ERP, CRM, HRMS and document management software solutions and as well as professional services in implementation, strategy, consulting, project management, staffing, and operations. Combining years of experience and specialized skills across the A&E, Distribution, Healthcare, Manufacturing, Professional Services, and Rental industries – BCS ProSoft works at the intersection of people, processes and technology to help clients improve performance and create sustainable value for their stakeholders. Headquartered in San Antonio, Texas and regional offices in Houston, Denver, and Honolulu, we help more than 1,500 clients improve the way they manage their business.
- 6. www.bcsprosoft.com TRIVIA What is your October birthstone? Opal Ruby Emerald Sapphire
- 7. www.bcsprosoft.com TRIVIA What holiday do Canadians traditionally celebrate in October? Labour Day Flag Day Thanksgiving Independence Day
- 8. www.bcsprosoft.com TRIVIA What famous Queen was beheaded on Oct. 16, 1793? Queen Anne Queen Mary Catherine the Great Marie Antoinette
- 9. www.bcsprosoft.com TRIVIA What radio broadcast, airing on Oct. 30, 1938, caused a mass panic? The announcement of WWI The bombing of Pearl Harbor The sinking of the Titanic The War of the Worlds “The Martians have landed!”
- 10. www.bcsprosoft.com TRIVIA Bonus Questions Who broadcast that radio program? Orson Wells Who wrote the story? H.G. Wells
- 12. www.bcsprosoft.com CURRENTLY SUPPORTED VERSIONS • v2014 – 12/31/2016 – For the last Year End IRD, Tax Tables (2017Q1) – Last Product Update was #7 – 9/30/2017 – Official Retirement Date • v2015 – 12/31/2017 – For the last Year End IRD, Tax Tables (2018Q1) – Latest Product Update is #5 – 9/30/2018 – Official Retirement Date • v2016 – 12/31/2018 (speculation – not yet announced) – For the last Year End IRD, Tax Tables (2019Q1) – Latest Product Update is #2
- 13. www.bcsprosoft.com CURRENTLY SUPPORTED VERSIONS • The year-end IRD and Tax Tables, as well as the eFiling and Reporting (Aatrix) year-end update will probably be available for download in the middle of December. • The applicable Product Update, 2016 IRD and Aatrix year-end update must be installed before processing W2, ACA or 1099 forms for 2016. • Only available for supported versions and for customers who are current on Sage maintenance.
- 14. www.bcsprosoft.com PAYROLL WHAT’S UP WITH PAYROLL?
- 15. www.bcsprosoft.com What’s Up with Payroll? • Sage v2016 Payroll and higher • Billed separately starting with subscription renewals after May 1, 2016 • Removed from Sage standard renewal – Price can go up or down, based on number of employees you process – Lower pricing for existing Payroll users • New product key required • Requires “Perpetual History” to be turned on
- 16. www.bcsprosoft.com What’s Up with Payroll? Direct Deposit Options: • Manually generate and upload to your bank the ACH File – Same process that has been used in the past • Use a third-party application to generate and upload your ACH File • Subscribe to the new Sage 100 Direct Deposit Service • Eliminates the need to generate an ACH file and send it to your bank. • You simply transmit your payroll information, and Sage handles the rest for you. • Submit an application to start using this service through a link on the Payroll Setup Options window.
- 17. www.bcsprosoft.com ACA COMPLIANCE Before you can determine ACA requirements for your company you will need to know the answers to these questions: • Whether you provided minimum essential coverage to employees and dependents. • Whether your company is self-insured. • Number of full-time employees or full-time equivalent employees for the previous calendar year (which determines whether you are an "applicable large employer" or ALE). – Sage 100 has tools to help identify full-time and full-time equivalent employees. • Whether your company files tax returns under a single EIN or multiple EINs as part of a controlled or aggregate group.
- 18. www.bcsprosoft.com YEAR-END REVIEW PROCESSING & PROCEDURES
- 19. www.bcsprosoft.com YEAR-END PROCESSING RESOURCES Sage 100 Year End Center on Sage City http://sagecity.na.sage.com • Interactive year end Payroll & AP checklist • Hot Topics • Year End forum • Common YE knowledgebase articles • Year-End videos • ACA videos
- 20. www.bcsprosoft.com YEAR-END CONSIDERATIONS • Create an archive company before performing Period End Processing, especially if you have the P/R Module. • If you have already installed the 2017-Q1 Tax Tables in order to process you January 2017 payrolls, you must reinstall the 2016-Q4 Tax Tables in order to process the 2016 W2’s from the archive company. • Don’t wait until the last minute to process your W2’s and 1099’s
- 21. www.bcsprosoft.com YEAR-END PROCESSING • Review Module Setup Options • Processing Period End and Year End in a module that is integrated with other modules can impact posting and reporting • As a general rule, work from the bottom of the menu to the top (i.e. P/O, S/O, I/M, A/P, A/R, J/C, G/L)
- 22. www.bcsprosoft.com YEAR-END PROCESSING Modules in the “old” framework (see versions below) can only have one current and one “future” period defined. Period End must be performed timely or you risk inaccurate summary data at the module level. – P/O & I/M – v4.30 and prior – A/P – v4.10 and prior – S/O & A/R – v4.05 and prior – J/C – all versions New Framework Modules are not as sensitive to period/year end processes. It is possible to re-open periods in modules which have been converted to the new framework but it is not advised. – The G/L Module is the one exception to this rule.
- 23. www.bcsprosoft.com YEAR-END PROCESSING If you need to re-open periods, please ask for our help…and make a backup!
- 24. www.bcsprosoft.com A/P & 1099’s • Maintain “Miscellaneous”, “Interest” and “Dividend” 1099 data • Print the Payment History Report – lists all invoices paid with a particular check, electronic payment, wire transfer, or credit card. – Can select to print only “1099 Vendors” • Used to reconcile to the vendor worksheet in the A/P Federal eFiling & Reporting task. • Recommended maintaining multiple years of historical 1099 information.
- 25. www.bcsprosoft.com INVENTORY MANAGEMENT • Inventory Valuation Report is time sensitive • Posting transactions in a future period affect this report and can make it difficult to tie out to the G/L at year end. • Best practice - post all current year transactions (I/M, S/O, P/O, W/O, B/M) print and tie out to the G/L before posting any future year transactions.
- 26. www.bcsprosoft.com PAYROLL • Based on a calendar year, and calendar quarter – NO future periods • Cannot post with a check date in a future period until current quarter is closed • “Quarter and Year End Processing” will reset the QTD and YTD employee fields to zero • Resets employee benefit limits according to Payroll Options setup
- 27. www.bcsprosoft.com PAYROLL • Resets Pension Plan, Cafeteria Plan Deduction, Allocated Tips, Fringe Benefits, Non-qualified Plan and Dependent Care Benefits fields to zero. • Sets all quarterly / yearly reports to zero • Removes check history, and perpetual history depending upon your system settings • Purges terminated employees • Purges standard deductions that have goals met
- 28. www.bcsprosoft.com eFILING • Don’t let the name confuse you! – You can print all forms; you do not have to e-file. • Certified Forms – 941, W2/W3, 1099/1096; 1095, 1094B & C – Forms for all 50 states – 250 Approved Payroll Form Sets (400+ forms) – No More Aligning Forms • Seamless Integration – Forms auto populated with payroll data – Fully Integrated with current payroll software
- 29. www.bcsprosoft.com eFILING • Easy to Use – Quick activation, virtually no support needed – On-Screen Editing of the Actual Report • Users are alerted each quarter to update the forms - (20% change quarterly) • All reports are automatically updated with a single click • Updates all forms via built-in web communication • Can Print all W-2 forms to plain paper. • 1099 Copy A and 1096 must be on IRS forms. • One time eFiling enrollment required • Access enrollment form from within Sage application
- 30. www.bcsprosoft.com GENERAL LEDGER BUDGETS • Most clients maintain budgets but do not load them into the system • Budgets can be maintained for each account/period and used in various standard reports as well as third party reporting tools • What happened to my budget? • Controlled by the number of Years To Retain General Ledger History (Setup Options) • Option to “Copy Actual to Default Budget at Year End” • Before year-end close, create a new budget code and set it to the Default
- 31. www.bcsprosoft.com GENERAL LEDGER BUDGETS • Can create an unlimited number of Budget Codes (Setup Options) • Maintain your Budgets (G/L Budget Menu) – Budget Maintenance (manually account by account) (also available in Account Maintenance) – Budget Revision Entry (broader in scope; print Register to review before Update) • Maintain your Budgets (G/L Budget Menu) – Automatic Budget Copy (broader in scope; updates immediately) – All three options allow you to copy a source budget, increase or decrease a source budget by a percentage or an amount, and create a “new” budget with a specific amount
- 32. www.bcsprosoft.com IMPORTING BUDGETS Via the G/L Exchange Utility • Can import from a spreadsheet or other standard format files. – Excel, CSV, ASCII, XML • Source file must be in a specific columnar/data format (very structured) Via Visual Integrator • Recommended source file formats – CSV, ODBC DSN • Source file columnar/data format less ridged • Must import into the Budget Revision Entry for subsequent update
- 33. www.bcsprosoft.com TIPS & TRICKS SAGE 100 (MAS 90/200)
- 34. www.bcsprosoft.com TIPS & TRICKS Speaking of Payroll • For each employee, set multiple default earnings codes for automatic entries in Payroll Data Entry. • Set the system to automatically remove any “zero” earnings codes during the Tax Calculation Step. • Set the system to automatically recalculate deductions if they are based on earnings and the amount of earnings changes – Yes (automatic – no user intervention) – No (Recalc Deductions button) – Prompt
- 35. www.bcsprosoft.com TIPS & TRICKS Extended Item Descriptions in S/O & P/O Entry • Does the pesky “Item Text Maintenance” window auto display when you don’t want it to? • Move the “Description” field in the Secondary Grid below the first field position!
- 36. www.bcsprosoft.com TIPS & TRICKS G/L Journal Reversals
- 38. www.bcsprosoft.com BCS PROSTAFF SAGE 100 STAFFING & RECRUITMENT
- 39. www.bcsprosoft.com BCS PROSTAFF Why Staffing Firms are Useful Speed to Market Keeping a robust pipeline of candidates ready to go to work. Time and Cost Savers Managing the process for you from beginning to end. Quality Workforce Larger Network of Passive (not just Active) candidates. Insider Expertise Industry, Market and Employment Trend knowledge.
- 40. www.bcsprosoft.com BCS PROSTAFF How BCS ProStaff Can Help • Temporary, Temp-to-Hire and Direct Hire • Accounting, Finance, IT, Human Resources and Administrative Professionals • ERP Specific Assessments • Increasing Efficiency – PREPARE FOR YEAR END! – PREPARE FOR ANNUAL AUDIT! – PREPARE TO BE PREPARED!
- 41. www.bcsprosoft.com CLOUD CONSIDERATIONS CONVERSATIONS YOU NEED TO HAVE IN 2017
- 42. www.bcsprosoft.com SAGE 100c – A BRIEF OVERVIEW Updated UI, which is easier to navigate, more customizable, and built-in web browser NEW USER INTERFACE Subscription-based like a SaaS product, but NOT cloud or accessedvia the web. Translates to lower up front costs. SUBSCRIPTION BASED Some updated modules like Job Cost, Work Order and Payroll will only available in Sage 100c, but still no timeline for completion UPDATED MODULE VERSIONS
- 43. www.bcsprosoft.com Mainframe Client Server Internet Software as a Service Time Innovation Cloud Computing ■ Single system processing ■ Resource co-location ■ Distributed users ■ Matured into Integrated Business Suites vs Best of Breed ■ Remote access of solutions of traditional “thick” client applications ■ Focus on non-core business functions ■ Delivered and managed remotely ■ True Software as a Service Applications: Multi –tenant, Subscription based Innovation End-User Expectations THE JOURNEY
- 45. www.bcsprosoft.com THE ICEBERG ANALOGY 45 IMPLEMENTATION, CUSTOMIZATION & TRAINING UPGRADE & CUSTOMIZATION HARDWARE IT PERSONNEL MAINTENANCE TRAINING 9% SOFTWARE LICENSES 68% SUBSCRIPTION FEE 43% 14% 26% 7% 1% 32% ON-PREMISES THE CLOUD • Apply fixes, patches, upgrades • Downtime • Performance tuning • Rewrite customizations • Rewrite integrations • Upgrade dependent applications ON-GOING COSTS • On-going burden on IT • Maintain/upgrade hardware • Maintain/upgrade network • Maintain/upgrade security • Maintain/upgrade database • Training • Subscription fee • Training • Configuration ON-GOING COSTS
- 46. www.bcsprosoft.com SAGE 100c IS NOT THE CLOUD 46 Without any of the benefits of being in the cloud SUBSCRIPTION FEE You still run the risk of version lock UPGRADE & CUSTOMIZATION Includes upgrades to servers HARDWARE Time could be spent innovating MAINTENANCE Training is always necessary TRAINING SAGE 100c
- 47. www.bcsprosoft.com 91% Maintenance Current 66% on old versions 9% Innovation TYPICAL IT BUDGET THE RESULT? VERSION LOCK ON-PREMISES SOFTWARE
- 48. www.bcsprosoft.com SECURITY, INFRASTRUCTURE & OPERATIONS • Should be far better than you can afford to deploy yourself – Tier one data center(s) – Encryption & hardened systems – 24x7x365 operations – Disaster recovery center – Redundant hardware and networking – SSAE 16 (formerly SAS 70) audited • Possible because costs are spread across thousands of organizations
- 49. www.bcsprosoft.com BENEFITS OF THE CLOUD • Automatic Upgrades & Enhancements • Improved System Performance & Accessibility • Dramatically Improved Visibility • Significant IT Time and Cost Savings • Lower Cost of Ownership • Faster Deployment Speed
Notas do Editor
- Good afternoon! Clark has asked me to spend some time with you to give you an overview of Vision so that you can better understand why a client would benefit from buying and implementing it. I appreciate you taking the time out of your schedule to meet with me. Organizations, ranging in size from a dozen employees to global enterprises, rely on Deltek every day to win more business, deliver projects on time and on budget and improve performance. Vision users commonly experience measurable benefits, such as improved employee utilization, streamlined project management and improved profitability.
- Bathrooms Feel free to excuse yourself if needed Presentation will be email later today or tomorrow morning CPE Credit and Event Survey Encourage attendees to interrupt to ask questions If webcast please mute your line unless you have a question
- Demo: new options to (1) set a calculated expiration date on quotes and (2) reset the original “quote date” to the “Default” Sales Order Date when the quote is converted/promoted to a sales order. Create a new S/O Quote and point out the calculated expiration date. Accept the quote. Change the S/O Module Date and show the Sales Order Entry Default Values window. Access that quote and promote it to an order, pointing out the new sales order date. (This first became available in v2016)
- Reference the blog posts we wrote. It will be included in the meeting recap when we send them the slide presentation. http://www.bcsprosoft.com/blog/sage-100-mas90-mas200/sage-100c/ http://www.bcsprosoft.com/blog/sage-100-mas90-mas200/a-closer-look-at-sage-100c/ What is the “c”? Last year at Sage Summit, Sage CEO Stephen Kelly used a few buzzwords like “connected, cloud, customer for life” as well as a few others. They were very vague. The “c” doesn’t really mean anything (yet) The “ERP” acronym has a lot of negative connotations so it’s another attempt to rebrand the product name from Sage 100 ERP to Sage 100c It’s a refreshing update to Sage 100 and could be an indication of what’s to come in the future. Possibly a cloud product but that’s still more than 5 years out. Why subscription-based? Monthly or quarterly subscription instead of annual maintenance dues Means you get access to all updates and version enhancements Lower upfront costs for new customers and if a repurchase is necessary Another indication that Sage could be transitioning to a SaaS model some day Should you switch? You’ll pay roughly 15% more than your existing Sage Business Care plan. At this point the only benefit is aesthetic. It is functionally the same Sage 100 product you are using today. Once modules are rewritten and exclusive enhancements are available it may make more sense. We wish they would have made these features available to everyone, but we’re still bullish on the direction of the product. Sage is putting a lot of time and resources into R&D so it will be interesting to see what it translates into.
- This graph describes the evolution of enterprise application architecture. On Demand is the next step in the continual evolution of applications architecture and many publishers have committed to it. Each stage has had two phases: move what existed previously to the new architecture to get incremental improvements, then innovate to get break-out improvements: Client server (desktop integration), internet & self service applications. SaaS is just moving into stage 2. As this timeline has evolved, the industry has delivered applications into a broader set of business areas, partly funded by the efficiencies gained in the transition. Getting closer to the customers has been more and more critical with each step in the evolution. ***Being a leader in one stage, does not guarantee you success in the next.
- This slide represents the tremendous volume and speed at which the internet is moving. If you think you’re not “In the Cloud,” THINK AGAIN! Every day we entrust applications built in the cloud to do more and more for us.
- But there’s another more sinister cost associated with On-Premise implementations. It’s called “Version Lock.” 91% of all IT Budgets are focused on maintaining the status quo and only 9% is allocated towards innovation. The result? 66% of all customers running on-premise business management systems are on OLD VERSIONS of the software. Why is this important? Because companies that don’t stay current on their software will get locked in to the “OLD WAY” of doing business and won’t innovate. But it gets worse – After 4-6 years of being locked in to an old version of the software, the cost of upgrading is as much or more than the cost of changing systems entirely, so many business owners/managers opt to change entire systems. Businesses running on Cloud products are automatically updated as new version become available – it’s part of the fee. Plus, since vendors need to keep you on the current version, they have to make available training so that you’ll know what’s new in the software.
- While your concerns about a Cloud Based solution are valid, there are some things you can do to mitigate the possible dangers. Interview the vendor to insure they have the infrastructure in place to support your needs Just because a vendor offers a “Cloud” solution, doesn’t mean that it is secure. Recently, one of our customers implemented a IaaS solution, from an IT firm that advertised that they would host the server at their facilities. The idea of not having to manage backups, maintain the server(s), etc. was appealing. When a data issue occurred and a restore of the data was required, it took over 48 hours to get the backup restored, costing thousands of dollars in lost time. The really scary part of the story is that the IT vendor at one point told us that the restore had failed and they couldn’t recover ANY of the data!! Only after multiple tries and by employing the assistance of a 3rd party programmer were they able to recover the data. A Cloud provider MUST be able to insure they have a tier one data center, adequate staffing, redundancy, etc. – if they can’t provide that, they should not be entrusted with your business data. And just because it’s a “Big Name” doesn’t mean that they aren’t vulnerable. In February users of Microsoft Azure (PaaS) were unable to reach their data for over 48 hours because someone at Microsoft forgot to renew the Security Certificate for the entire Azure Network, causing a worldwide, cascading failure for all Azure users. (and BTW, they had a similar failure LAST February)!!!