Professional Software | Support | MAS 90 and MAS 200 Tips Sage 100 Tips

PSI Tips & Tricks

Professional Software provides a full range of consultation services for Sage 100 as well as computer networking services. Within this section, you will find a number of tips and helpful hints for Sage 100. Select a topic below for a list of our most frequently asked questions.

Printing Screens in Sage 100

Many times it is necessary to print screens from Sage 100 Standard and place them into an application that can be easily emailed or printed. This could be used for internal training processes or for troubleshooting.

  1. Select the screen that you want to print from Sage 100 Standard by holding down the ALT key and Print Screen key simultaneously.
  2. Open up a word processing application, such as Word or Word Pad.
  3. From the menu, select Edit | Paste or you can use your keyboard by holding down the CTRL key and pressing V or you can right-mouse click and select Paste.
  4. Note: In some cases, you may have to select Edit | Paste Special.
  5. This will put the image into your word processing application. You can print as you normally would.

How to move or copy Sage 100 to a new location.

Has your server just crashed? Are you moving to a new office? Are you replacing an old server? No need to worry. The Sage 100 application can easily be relocated to another directory, hard drive or even another server, with your data intact.

Sage 100 Standard 4.0 or higher:

  1. Copy (do not move) the entire..\Mas90\ directory to the new location. Moving the directory is not recommended. If there is an interruption during the move process, data can be damaged or lost.
  2. In the new location, using Windows Explorer, rename the..\Uninstall Information\ folder.
  3. Reinstall System Setup and Library Master and the same original modules at the server so that a new installation is recorded by InstallShield.
    Note: If security was enabled during the original installation of Sage 100 Standard, it must be enabled at the new server. Sage 100 Standard cannot be accessed if security is not enabled. Any third-party enhancements must be reinstalled as well.
  4. Create new mapping on workstations
  5. Re-run workstation setup at all workstations. Replace any shortcut icons that point to the original location. If the new server has the same name and path as the original server, workstation setup does not need to be re-run.
  6. Start Sage 100 Standard from the new location to verify that the program and the company data is still accessible and that no errors occur.
  7. **Version 4.30 when Paperless Office is used, additional steps are required to move the PDF documents for use in Sage 100 Standard. See KO 497465.

Notes:

  • To verify that Sage 100 Standard is running from the new location, from the File menu, select Run. Enter *INFO and verify the path.
  • After the copy of Sage 100 Standard is complete, the original..\MAS90\ directory can be deleted.

Sage 100 Advanced 4.0 or higher:

With Sage 100 Advanced version 4.0, the Application Server Service registry keys may still point to original installation. If moving Sage 100 Advanced 4.xx to a new location on the same server then best practices may dictate that the Application Server Service first be removed (after first backing up any system or company data), and then uninstall and reinstall Sage 100 Advanced.

  1. Copy (do not move) the entire..\Mas90\ directory to the new location. Moving the directory is not recommended. If there is an interruption in the move process, data can be is damaged or lost.
  2. At the new location, delete the..Mas90\Uninstall Information directory and the..Mas90\home\lib\_appserv directory.
  3. Reinstall System Setup and Library Master and the same original modules at the server so that a new installation will be recorded by InstallShield. This also installs the Application Server components in the new location. Reenter registration information when prompted.
    1. If security was enabled during the original installation of Sage 100 Standard, it must be enabled at the new server with the same administrator password.
    2. You will need to re-enter registration keys. You can obtain current keys by logging into Sage Software Online, then clicking Profile Management, Products, View Sage MAS90/200 Product Key, and Validate.
  4. In Application Server Configuration, assign an unused port to the server, and click Start or set up as a service.
    • If running as a service, do not run the service on the system account. Log in must be a minimum of Local Administrator, Domain User.
  5. Re-run workstation setup at all workstations, and replace any shortcut icons that point to the original location.
  6. Start Sage 100 Advanced from the new location to verify that the program and the company data is accessible and that errors do not occur.
  7. After the copy has been verified as successful, the original..\MAS90 directory can be archived or deleted if desired.

Keyboard and Button Shortcuts in Sage 100


Key Function
TAB Next field
ENTER Next logical field
SPACEBAR Clear/select a check box/radio button
BACKSPACE Deletes the entry at a field
ESC Closes the current window
F1 Help text for the current field
F2 Lookup window for the current field
F3 or ALT+L Alternate lookup window for the current field
F4 Printer button
F7 Explorer menu
F8 Record count
F9 or ALT+Q Special options button
CTRL+F5 First record
CTRL+F6 Prior record
CTRL+F7 Next record
CTRL+F8 Last record
ALT+A Accept button
ALT+C Cancel button
ALT+D Delete button
ALT+P Print button
ALT+V Preview button
SHIFT+F1 Help button (help text for the window)
ALT+O OK button for dialog boxes and line entry
ALT+U Undo line changes
CTRL+INSERT Inserts a line
CTRL+DELETE Deletes the current line
INSERT Inserts a line
DELETE Deletes the current line
ALT+N Insert a line
ALT+E Delete a lined
ALT+1, 2, ... Select the first tab, second tab, ...
ALT+B Batch button
ALT+E E-mail button
ALT+I Text button
ALT+K Credit checking button
ALT+M Memo button
ALT+R Item memo button
ALT+Q Map button
ALT+S Image button
ALT+S Documents search button
ALT+T Package tracking button
ALT+U Web button
ALT+X Next number icon
ALT+Z Zoom button
HOME First page in a list box
END Last page in a list box
PAGE UP Previous page in a list box
PAGE DOWN Next page in a list box

Utility to Clear the Check Printing Flag

GLWSKA is the Clear Check Printing Flag Utility. When A/P Manual Check Printing, standard Check Printing, or Payroll Check Printing is started, a flag is set on the Bank Code to prevent another check printing program from being run, at the same time, for the same Bank Code. If the Check Print program terminates abnormally, this flag is left on the Bank Code. This utility is used to clear this flag, so check printing can be resumed.

To run this utility, go to File/Run within Sage 100. At the program name field type in GLWSKA and then click OK. It will ask you for the bank code to clear and then click Proceed. It processes quickly and will come back to a blank bank code selection screen.

Voiding an AP Check Printing

You may occasionally need to void a check. If the check issued was updated, you must reverse the original check entry. This situation may occur if you have stopped payment on the check or if you inadvertently have written and recorded the check for the wrong amount or to the wrong vendor. This process reverses the check and reopens the invoice for payment.

  1. Select Accounts Payable | Main | Manual Check Entry.
  2. Bank Code: Select the bank code.
  3. Check Number: Enter the check number to be reversed; press Enter.
  4. A pop-up box will appear, Is This a Check Reversal? Select Yes.
  5. A dialog box will appear, Do you want to recall the original invoice? Select Yes to recall the original invoice that was paid on the check. Select No if you want to manually select the invoice from the lines tab.
  6. Lines tab: Verify the invoice and amount.
  7. Select Accept.
  8. Print and update the Manual Check Register and Daily Transaction Register.

How to clear Check Printing in Progress message

The Bank Code file is locked when check printing is started and should be released once check printing is completed. If the check printing process doesn’t completely finish, then the bank code may not get released and you will get the message “Check printing is in progress” when trying to print checks.

You will need to access File/Run in Sage 100 Standard and at the program name field type the following:

How to clear check printing

At the Clear Check Printing Flag Utility window, enter the correct bank code and click proceed. This will release the bank code.

NOTE: When re-entering and trying to print the checks again, be sure that you click the box that say’s ‘Print Checks Already Printed’. If you don’t click that box you may receive an error message saying “No checks to print”. This is because Sage 100 Standard thinks you have already printed checks.

Use GLWSKA to clear the check printing flag.

  1. On the File menu, click Run, and enter GLWSKA in the Program field.
  2. In the Bank Code to Clear field, enter the affected bank code, and click Proceed.
  3. Click Yes in response to the warning message.
  4. Click Exit.

How to Adjust an AP Invoice

Need to reverse an Accounts Payable payment? The method to reverse payments depends on whether Job Cost distributions are involved. For detailed instructions, see How to reverse a check or credit card payment.

Checks without Job Cost distributions:

  1. Expand Modules, Accounts Payable, Main, and click Manual Check Entry.
  2. In the Bank Code field, enter the bank code associated with the check to reverse.
  3. In the Check No. field, enter the check number of the check to reverse.
  4. In response to the question, "Is this a check reversal?" click Yes. (See step 6 if you see a different question.)
  5. In response to the question, "Recall original invoices?" click Yes to reopen the original invoice or click No leave the original invoices closed. If No is selected, select the GL Distribution check box (version 4.10 and earlier) or from the Lines tab, click the GL Distribution button (version 4.20 or later).
  6. In response to the question, "This check has been voided. Do you want to reuse check number?" click Yes.
  7. In response to the question, "Is this a check reversal?" click Yes.
    In response to the question, "Recall original invoices?" click Yes to reopen the original invoice or click No to leave the original invoices closed. If No is selected, select the GL Distribution check box (version 4.10 and earlier) or from the Lines tab, click the GL Distribution button (version 4.20 or later).
  8. On the Lines tab, the invoice amount will be displayed with a negative amount. Click Accept.
  9. Print the Manual Check Register and then update.

Notes:

  • If the check was for G/L distribution only, an invoice will be created and posted to the vendor's Open Invoice file. The invoice number would be CKxxxx (where xxxx is the check number).
  • To avoid posting an open invoice to the vendor's Open Invoice file, in response to the question, "Recall Original Invoices?" click No, and select the GL Distribution check box (version 4.10 and earlier), or from the Lines tab, click the GL Distribution button (version 4.20 or later). Manually enter the negative check amount.

If Job Cost is involved:

  1. Expand Modules, Accounts Payable, Main, and click Manual Check Entry.
  2. In the Bank Code field, enter the bank code associated with the check to reverse.
  3. In the Check No. field, enter the check number of the check to reverse.
  4. In response to the question, "Is this a check reversal?" click Yes. (See step 6 if you see a different question.)
  5. In response to the question, "Recall original invoices?" click Yes to reopen the original invoice or click No leave the original invoices closed. If No is selected, select the GL Distribution check box (version 4.10 and earlier) or from the Lines tab, click the GL Distribution button (version 4.20 or later).
  6. In response to the question, "This check has been voided. Do you want to reuse check number?" click Yes.
  7. In response to the question, "Is this a check reversal?" click Yes.
    In response to the question, "Recall original invoices?" click Yes to reopen the original invoice or click No to leave the original invoices closed. If No is selected, select the GL Distribution check box (version 4.10 and earlier) or from the Lines tab, click the GL Distribution button (version 4.20 or later).
  8. In response to the message, "J/C Invoices recalled, manual distribution must be completed" click OK.
  9. On the Lines Tab, the invoice amount will be displayed with a negative amount. Click Accept.

How to Match Debits and Credits in Accounts Payable

  1. In the manual check screen, at the check number field, enter APP +1 thru 999 to apply invoices.
  2. The system then recognizes that this as a zero dollar entry and grays out the amount field.
  3. Select the Vendor.
  4. On the lines tab select your invoices – debits and credits – that net out to zero.
  5. Print and update your Manual Check Register and Daily Transaction Register. The net effect to the General Ledger is zero.

How to Avoid Duplicate Social Security Numbers

With version 4.05 Sage 100, the Payroll module has a setup option that will allow the user to be notified if a duplicate Social Security number is keyed in for a new employee. The default setting for this option is “None”. To change this go to Payroll/Setup/Payroll Options/ and change the setting to “Prompt”. If you key in a new employee with a Social Security number that is already assigned to an existing employee, the system will prompt you.

How to Reverse a Direct Deposit

Occasionally, it may be necessary to reverse a direct deposit or a PR check that has been processed with a direct deposit. To reverse a direct deposit entry:

  1. On the Payroll Main menu, click Payroll Data Entry, and at the Employee No. field, enter the number for the employee whose check is to be reversed.
  2. On the Header tab, at the Print Check field, select No, so the checks do not print. Enter the bank code and check date.
  3. At the Check No. field, enter the check number or direct deposit stub number (this is a numeric field so don’t include the D part of the Direct Deposit stub number) that is being reversed.
  4. Complete the remaining fields on the Header and Lines tabs as you normally would when voiding a check (negative entries for the net check amount, along with negative earnings and deductions). Accept the Lines Tab and the Manual Payroll Tax Entry dialog box appears.
  5. Enter all required tax information as negative amounts. Click OK and exit Payroll Data Entry.
  6. You will calculate taxes and print registers, just like you do for a standard payroll run. When you go to Check Printing, the system will tell you that all checks are manual.
  7. Print and update your Payroll Check Register and Daily Transaction Register.
  8. On the Payroll Main menu, click Employee Maintenance.
  9. At the Employee No. field, enter the employee number.
  10. On the Main tab, click Direct Deposit, and at the Deposited YTD field on each bank account adjust the amount for those accounts affected by the reversal. Click Accept, and exit Employee Maintenance. The reversal is reflected on the Check Register and is included in the direct deposit total. An individual reversal transaction does not appear on the Direct Deposit Register.

If the funds have already been transferred to the employee's account, you must contact your financial institution to reverse the actual funds deposited to the account.

How to Change an Employee’s Status

In Employee Maintenance on the Main Tab, select the Change Status button on the right side. An employee with a terminated status will drop off during yearend processing. Employees with inactive status will carryover during yearend processing. Employees with either a terminated or an inactive status will not show on the Active Employee Listing in Payroll Data Entry. Employees can be reactivated during Payroll Data Entry by selected the employee from the Terminated/Inactive Employee lookup on the Payroll Data Entry screen.

How to Set Up an Employer Contribution for a 401(k)

In Setup/Deduction Code Maintenance, add a deduction code with a description to use for the Employer Contribution for a retirement plan.

  1. At the Deduction Type field select Employer Contribution.
  2. At the Calculation field select Percentage of Gross.
  3. At the Standard Amount/Rate field enter the employer contribution rate.
  4. If there is a limit, enter that at the Standard Limit field.
  5. At the Deduction Accrual Account field enter the liability account to post the accruals.
  6. At the Contribution Expense Account field enter the expense account to post the employer’s expense.
  7. After the Deduction code is setup, you will then need to add this new deduction code to the Employee’s Voluntary Deduction Maintenance screen in Employee Maintenance. Make sure it is checked as an Automatic Deduction and that you enter the percentage.

Does Sage 100 Standard payroll support multiple state or local earnings tax?

Yes, it does. In Setup/Payroll Options/Main check the Require Multiple State or Local Earnings Entry check box to include earnings for more than one state or for local tax jurisdictions on the same check for an employee. Local tax codes are not included in the Tax Table updates from Sage and will need to be setup and maintained manually in Tax Table Maintenance.

If you are using multiple state codes for an employee, Payroll W2 printing does support this and will print additional state W-2 forms.