Category Archives: Accpac Hot Fix

# 27 Cloud Computing and its future

Recently I read a phrase somewhere that says “You can survive today with the technology of yesterday but you cannot operate tomorrow”.

In last 2 decade, technology has changed a lot. Mankind progressing exponentially and the growth of last 2 decade is more than past millennia. As a part of this advancement, ERPs also provide new and improved tools for Enterprise functioning and decision making. The latest in this trend in Cloud based ERP solutions.

What is this Cloud computing?

A simple explanation is that it is a metaphor for Internet. When we do anything on Internet it means we are doing it in cloud. It range from simply browsing the internet to storing information or data over Internet. Cloud is nothing but the representation of something hosted somewhere on the server that can be accessed via internet from anywhere in the world.

What cloud is not about is your hard disk or software installed on your computer locally. Cloud is all about internet so accessibility and speed depends on the speed and availability of internet.

Cloud in business

There are different types of cloud that business can use. (SAAS) software as a service where a business subscribe to a software service that it uses over Internet. There are examples like, Dropbox, NetSuite, Acumatica etc. There is also (IAAS) Infrastructure as a service where a backbone like servers, storage space etc. can be supplied by another company. Small companies can also opt for (PAAS) Platform as service where they can host there application sand software on a remote data centers.

This concept of cloud computing is growing and gaining popularity significantly. There are pro and cons of using cloud technology. In coming years we will see more and more application hosted as service.


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Posted by on June 9, 2015 in Accpac Hot Fix



Date: 13 MAY 2013

In Sage 300 ERP Project and Job Costing (PJC), Contract Maintenance form is used to add and maintain the contract and their associated projects and categories. Before adding a new contract the following records must be added in PJC:-
• Account Sets
• Projects
• Categories
• Employees
• Equipment
• Subcontractors
• Miscellaneous Expenses
• Overhead Expenses
• Charges
• Optional Fields
Also if you plan to raise Job Related invoices in Account Receivable with items then you have to create items in Account Related. For General Ledger you need to create the following accounts in the Chart of Accounts:-
• Work In Progress
• Cost of Sales
• Billings
• Revenue
• Payroll Expenses
• Employee Expenses
• Labour
• Overhead
• Equipment
• Cost
The Contract Maintenance form is used to perform the following tasks:-
• Specify the contract setting, for example when to recognise revenue, Project type etc.
• Default tax group.
• Assigning Projects (i.e. the revenue stream) to the contract.
• Assign resources and cost categories to the projects within a contract. Further PJC will match the cost with the revenue they generate .
• Enter estimates for the projects that will make up the estimate of the contract as a whole.
• Allow to change the status of the contract and projects.
• Use project, category and resource to track the cost for each element of the contract.
• View the summary information for contract and individual projects.
You can use Contract Maintenance form to create and maintain the contract, project and categories. As shown in the figure below:-


By clicking the Zoom button (Blue triangle button on the top) you can open a wizard where you can specify the default setup to open a new contract. Then you can add a new project to the contract and categories to the project. As a visual cue the project icons are in different colours depending on their status. The detail is as follows:-


At the time of defining new contract it will pick all the setting from the options screen in the PJC Settings, but you can change the settings at contract and at project level.

To be Continue…


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Posted by on May 19, 2013 in Accpac Hot Fix



Date: 29 April 2013

Sage 300 ERP Project and Job Costing (PJC) module seamlessly integrates with the other financial and operational modules of Sage 300 ERP.

To Run PJC the mandatory modules required are System Manager, Accounts Receivable and Accounts Payable. In addition to these mandatory modules PJC integrates with General Ledger, Inventory control, Order Entry and Purchase Order module of Sage 300 ERP. PJC also integrates with US and Canadian payroll module to pass the time card entries from PJC to payroll module and calculates employee’s wages from there.

PJC Integration with Sage 300 AP and AR Module

When a billing worksheet is posted in PJC, it creates Invoice batches in Accounts Receivable; here we can edit and post the batches. We can also enter job related invoices, and credit  and debit notes in Account Receivable and Accounts Payable that will update the contract in the PJC module. The customers in Accounts Receivable are stored in the PJC Contract and also Vendor from Accounts Payable is used to create a sub-contract in PJC Module.

What happens when you post job related Batch in AP or AR?

When Job Related Batch get posted in Accounts Receivable or Accounts Payable, the respective program creates a journal entry to update receivable or payable control account and also billing and Work in Progress (WIP) Accounts depending on the type of transaction. The batch will also update the project, category and/or resource (for slandered contract) in the PJC Module. Accounts Payable and Accounts Receivable also update the respective contract in PJC when job related receipt, Payment or refund is posted.

Accounts Payable also post the Retainage amount to the relevant PJC contract as commitment if tax is reported in retainage of Accounts Payable.

PJC Integration with Sage 300 ERP GL Module

PJC can directly create batches in the GL Module when we post a batch in PJC. We can choose to create the GL batch at the time of posting the batch in PJC or at later stage by “Create GL batches” function available in PJC “Periodic Processing ”. We can also select what information needs to be send when creating GL batch from PJC. GL batches can be created consolidated or with full details.

Integration with Sage 300 ERP Inventory Control Module

If Inventory Control module is in use then the WIP and Inventory Control Account will be updated for the material usage and material return transactions. Also the cost of the item used is calculated. This all will be done automatically when Day End process of Inventory Controls runs.

Integration with Sage 300 ERP Purchase Order Module

Purchase Order and receipts will update the committed and actual quantities and cost in the respective Contract, Project, category and resources in PJC Module.

Integration with Sage 300 ERP Order Entry Module

While creating the Quote in Order Entry we can also create a corresponding contract in PJC and the Quote in Order Entry will update the contract estimates in PJC. Once we post the order it will change the status of the contract from active to open. The contract will be updated for every job related shipment done. It  will also do the billing for all Shipment that use project invoicing.

Cost and billing amount in Order entry will be calculated on the basis of the default method that has been set in the project maintenance form in PJC.

To Be Continue…


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Posted by on April 28, 2013 in Accpac Hot Fix


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#18 MS Excel as Business Intelligent Tool

Date: 5 April 2012

ERP- Enterprise resource planning as name suggests it is to plan about the resources in an Enterprise. When we say planning that means forecasting future and making decision that will help an Enterprise to grow at the steady pace. Good decisions which define the fate of an organization can only be made by peeping into the piles of data which have been accumulated by the course of organization’s operation. As a saying goes “One cannot make bricks without mud”, similarly one cannot make good decision if there is no data to work on. Further this data should be used efficiently to make forecasting dissension. One of the advantages of ERP is that it securely builds that heap of data to be used for the future forecast.

Further to utilize the data accumulated by ERP, effective Business intelligence tool is required. There are various tools available in the market that may be good what they claim. But what can be better than the one which is already known to most of the people. Especially in the management teams around the world there are hardly anyone who doesn’t know Microsoft Excel. Yes, MS-Excel can be used as BI tool also as they say “Known devil is better than unknown angel”.

Let’s take an example to see how we can use excel as BI tool. There is a sales head that wants to see the past performance of the company to make various decisions. Let’s see how we can accomplish this in MS-Excel and how we can easily convert data to a graph.

Microsoft Excel shipped with a very handy tool called Microsoft query. Microsoft query give power to the users to extract data from almost any data source. We just need to create an ODBC in the System DSN. In MS Excel “Data” tab there is option to extract data from “Other sources”.

There is an option called “From Microsoft Query”. When you select this option you will get the screen to select the data source.


Select your data source and click “OK” to open Microsoft Query screen as bellow:


Here in Microsoft query you can enter you SQL statement to extract the sales data. Once you did that you can press “Return Data” button to send the data on you selected excel sheet. The data looks like as follows:


Now the same data can easily be converted to graph or any other type of diagram that user wants to represent data in much better way:


Now it’s up to the capability of the individual to make it more and more interactive. Above is an easy example, but we can make and design much complex reports as well where user can enter parameters to extract the data that he wants and see it in different formats like table, bar diagram, pie chart etc.


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Posted by on April 5, 2012 in Accpac Hot Fix


#1 Sage Accpac ERP Implementation success tips

Date: 13/03/2011

Technology is changing day by day and improving itself, making itself better then yesterday. The penetration of technology into Commerce and Economics changing the face of the business in the global village. Sage Accpac ERP is also one such attempt and it has left its impact wherever it puts its step. I have seen companies very closely growing and expanding themselves after they implemented Accpac. Apart from eliminating paper work and centralizing all the organizational data it provides the strength, time and tools for deciding and laying business decision and policies.
But it became very important for the implementation team to map the business process correctly and efficiently with the Accpac. It does not take long to become a nightmare for company if the Accpac or any other system not implemented properly. According to me there should be “System Implementation Life Cycle” (SILC) that needs to be followed by each implementation team. They should lay down there point before even starting the implementation project. It is also recommendable to educate the users about the importance of proper plan and SILC so that they can also keep the check on the implementation team.
Even if it is not a complete new development of the system it is only a implementation but it is very important to put all the requirement in a document. Let’s called it “Functional Specification Document” (FSD). This FSD will contain data flows, Structures of different system related entities (Account number, Item number), Special and complex practices if any. FSD should be self-explanatory and should contain detail about business process, flow charts and diagrams. With FSD, project plan should also be included to make implementation fruitful and finish on time.
The process of implementation not only finish here training to the user is also equally important. Each user of company that is going to use the ERP System need to be tanned well enough to do his part of job on new system in his company. According to me the tanning of data entry people are as important as the training of top level management. Also we need to give tips and shortcuts to the users and have to convince them (especially data entry people) that this new system is better than there old system. As far as Accpac is concern I fell that it is easier for a new user to learn and use it very easily. I got the comments and feedback from some oracle apps and SAP users that Accpac is far easier to learn and use. Further the user friendliness of Accpac is better than other big names in the ERP Market.
Accpac having lots of sort cuts that reduce work load and increasy efficiency for sure. It is as follows:

Sort Cut Key Description
F1 Display online Help, available anywhere in Accpac
F5 Displays a Finder window to select records from
F7 Display Information for a record
F9 Enlarge the selected record to display more info
“+” To open the calculator while in a field that accepts numeric values, press the plus key (+) on numeric keypad
“Space Bar” Press the spacebar to select and activate the highlighted button

Also to increase the efficiency and reduce complexity for the user (although there is none) we can create a folder on the Accpac Desktop of the users that contain all the forms and Report that related to that user. It Will allow the users to get all the forms and reports that they use.


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Posted by on March 13, 2011 in Accpac Hot Fix



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