Frequently Asked Questions

Accpac ERP

Q – How do you set up recurring charges in the
General Ledger?

A – The first step is to create a schedule in Common Services.

The second step is to create a Recurring Entry under General Ledger Setup
and attach the schedule to the recurring entry.

When its time to process the recurring entry, click on the Create Recurring
Entries Batch icon under General Ledger Periodic Processing.

A Recurring Entries Batch is then created in the General Ledger batch
list for you to review and post.

Q – What happens to historical data when you use the General
Ledger Create New Year function?

A – The Create New Year function deletes all fiscal set and transaction
detail historical data beyond the number of years specified in the General
Ledger Setup Options window as seen below. You may also review this window
to determine what the oldest year of fiscal set and transaction detail
you are keeping.

Note: You may only keep five years of historical data in the Sage Accpac
ERP Corporate Edition and two years in the Small Business Edition. Please
contact us for options if you would like to keep historical data beyond
these limitations.

Sage Accpac

Q: Can I change the size of the grid on my screen?
A: Yes. In My CRM under the Preferences tab there is a field called “Grid
Size”. This allows you to change the size of the grid. Your options are
to have 5, 10, 15, 20, or 25 lines display per page of your grid.

Q: Every time I mouse over my recent list, it appears and doesn’t
go away until I click somewhere else. Can I change this so it doesn’t
automatically appear when I mouse over the recent button?

A: Yes. In My CRM under the Preferences tab there is a field called “Pop
Out List activation by”. This allows you to select where you want your
recent list to appear when you mouse over the recent button or click on
the recent button.

Q: It’s difficult to find communication I need when researching
a case. Is there a better way?

A: Yes, by linking a communication to a case you can view communication
referencing that specific case. This is also true for opportunities. When
filing a communication through CRM or through Outlook, fill in the regarding
field with the appropriate opportunity or case. When you open that case
or opportunity, you can click on the communication tab to see a list of
communications linked to this case or opportunity.

Sage Pro

Q: What are the limitations of the import/export
feature in System Manager?

A: Sage Pro ERP 7.3 (Formerly ACCPAC Pro Series) introduces new features
that greatly enhance the capabilities of the import and export processes.
Exported companies from prior versions can now be imported into Pro 7.3.
Microsoft SQL versions of Pro 7.3 now also have the option to import or
export companies in Microsoft SQL or Microsoft Visual FoxPro backend.

These new features are especially useful for:

• Demonstrating the latest product features using customer companies.
• Demonstrating product for different database types.
• Comparing database types for functionality, etc.
• Helping with testing and support needs (i.e. Importing companies into
a clean test environment to rule out program modifications or side-by-side
test conversions).

The following are the supported combinations of these new features and
should apply for future
versions (be sure to confirm in System Manager documentation for any future

1. Pro 7.3 Visual FoxPro version – Can import exported Visual FoxPro
companies from Pro 6.5 through Pro 7.3.

2. Pro 7.3 Microsoft SQL version – Can import exported Microsoft SQL
companies from Pro 7.0 through 7.3. It can also import exported Microsoft
Visual FoxPro companies from Pro 7.3 (and must be same Build if future
Builds of Pro 7.3 are released).

Additional notes:

1. The Pro 7.3 Microsoft SQL version now has the option when exporting
to export to either a Microsoft Visual FoxPro or Microsoft SQL database
type. If exported using Microsoft Visual FoxPro, it can then be imported
into Pro 7.3 Microsoft Visual FoxPro version.

2. The Pro 7.3 Microsoft SQL version now has the option when importing
to import from either a Microsoft Visual FoxPro or Microsoft SQL database
type. Importing from Microsoft Visual FoxPro must be the same version
and Build.

3. If the user would like to import companies from prior versions using
Microsoft Visual FoxPro into Pro 7.3 using Microsoft SQL, this can be
achieved in three steps. First, import into a Pro 7.3 using Visual FoxPro.
Export that Pro 7.3 company when complete. Now import that company into
Pro 7.3 using Microsoft SQL by choosing the option to import from Microsoft
Visual FoxPro backend when prompted.

4. Please review the System Manager documentation regarding importing/exporting
for limitations concerning customized forms, reports, and physical files
that have been created.

5. The Export/Import feature should not be used for live (production)
companies due to possible limitations.

Q: How can you restore a user license?

A: The user license no longer allows all users to login; this may occur
even if all users were previously able to login. The following message
may appear when attempting to login:

Check User License

This issue is normally associated with a corrupted user key that results
in reduced number of user licenses. In most cases, reentering the activation
key for the user license resolves this issue.

The text that follows discusses the options available if the solution
mentioned above does not resolve this issue.

Note: The following should only be done by an ACCPAC Certified Consultant
or Business
Partner. Create a full and verified backup before proceeding. This should
first be attempted in a test installation and the results should be fully
verified before implementing in a live system.

Solution 1
Restore from backup.

Solution 2
Replace the SYCINST and SYDAPPL tables from a previous working backup.

Solution 3
1. Delete the values in the SYCINST.Usernum and SYDAPPL.Usernum fields.
2. Reenter the Activation Key for the user license.

Q: When should I create a backup copy of my data?

A: It is strongly recommended to consult a Business Partner to establish
regular backup routines and procedures for Pro Series. Saving a current
backup can reduce down time and prevent the cost data repair work in the
event of an emergency.

The following are some points to consider when creating backup routines
and procedures:

• Backup data every day or intervals appropriate to your company’s own
risk management policies.
• Do not overwrite backups; create separate backups as deemed appropriate.
This avoids the possibility of overwriting the only backup with bad data.
• Create a backup of program files any time there is a change.
• Store at least one backup of both program and data files off-site.
• Regularly test backups to ensure proper function and restore procedures.

There are also situations where it is advised to create a backup of all
data. Refer to the
following list for the many common processes that should only be conducted
after creating a
proper backup:

• Closing the Period or Year for a module
• Closing the Quarter for Payroll
• Printing checks
• Data edits
• Key Changes
• Recalculating Application Balances and choosing the option to Update
• Choosing the option to Fix when using Check Table Integrity or Validate
• Using any import or export feature
• Adding GL segments
• Update from Data Dictionary
• Applying Service Packs, Patches, or Hot Fixes (data and program backups)
• Apply the Payroll Updates (data and program backups)
• Adding modules or user licenses (data and program backups)
• Conversions (data and program backups)

Sage Accpac

Q: The HR Department has been entering applicants
into the HR system for a few years and would like to remove the un-hired
applicants that are over a year old from the drop down lists. However,
the departments does not want to loose the information collected on these
individuals incase they re-apply for a job. Is this possible?

The answer: Yes. This is possible by using the feature of “Archiving
an Applicant.”

If you decide not to hire a particular applicant and wish to remove the
applicant from the Applicant Finder, you can either delete that applicant
or archive their information. Archived applicants no longer show up anywhere
in Applicant Manager or on reports, but they can be restored at any time.
Deleted applicants cannot be recovered.

To archive an applicant, you will need to open Setup Manager, make sure
the company selected is "Applicant," click on "Utilities",then
choose "Archive Applicants"

Select the applicants you wish to archive from the list to the left,
then press the archive button and the applicant’s name will be moved to
the right side of the window.

Note: Once you archive an applicant, the information
is no longer accessible in Applicant Manager unless the applicant is restored.

To restore an applicant, highlight the name on the right of the window,
then click the restore button. The applicant will be moved to the left
of the window and the information will be accessible for use.

Q: The HR Department has been keeping information on employees
in an excel spreadsheet for years. They are currently considering purchasing
an HR system. Can this information be imported from the excel spreadsheets?

The answer: Yes. This is possible by using the feature in Sage Accpac HRMS called
the QuickStart Data Import Utility

The QuickStart Data Import Utility can be used to import employee and
applicant data from an external data source into HR Series. This external
source can be Microsoft Excel, or any program that can create Delimited
Text Files or .XLS files.

You must set up all your Company Information, Benefit Plans, Attendance,
and Custom Fields before attempting you use the QuickStart Import Utility.
You will also need to complete the required fields on the Company tab
in the Company Information window in Setup Manager. This must include
the default pay period and default deduction period, as these are used
as defaults when importing compensation.

After you have installed HR Series, be sure to complete the First Login,
as you will need to have your User ID and Password to run this import

• If you are currently evaluating HR Series, you can import as many employees
as you would like.
• If you have purchased HR Series, make sure to check your employee license
before running the QuickStart Data Import Utility. If you try to import
more employees than your license allows, the import will be completed
only for the amount of employees on your license. For instructions on
how to upgrade your license, see the section on "License Information."
• You are able to import an unlimited number of applicants into Applicant

{Warning: Please note that although information can be imported into
the system at any time, it is recommended when using a working system
that items such as pay grade increases, raises, and job duty changes be
manually entered into each employee’s individual record. The Sage Accpac HRMS
system is designed to track these changes and if you use the import utility
in a working system to import a mass pay increase the old rate will be
updated and replaced with the new rate. This can cause improper calculations
for benefits such as Life Insurance, 401K, Retirement, etc. that are based
on annualized rates of pay.}

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This entry was posted in February 2006, Newsletter and tagged , , , , , , , , , , , , , , , , , . Bookmark the permalink.

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