Frequently Asked Questions

Q – How do you create an offsetting entry in the Reconcile Statements screen in Bank Services to equal the General Ledger account balance?

A – The book balance can be corrected by entering a bank entry to bring the book balance amount equal to the General Ledger account balance:

1. In the Reconcile Statements window, enter the variance value for Statement Balance.
2. The bank reconciliation will now be out of balance, and there should be an amount under Out of Balance by.
3. Create a bank entry under the Entries tab for the difference to create a zero balance for Out of Balance by.
4. Once the bank reconciliation is balanced, post the bank reconciliation.
5. A journal entry will be created for the bank entry in General Ledger. Delete the General Ledger batch.
6. The book balance in Bank Reconciliation should now be equal to the bank account balance in General Ledger.

Note: Backup the data before proceeding with the above steps.

Note: Verify that no transactions have been reconciled and no Bank Entries have been entered before performing the above steps.

Q – How is the Book Balance calculated in the Reconcile Statements window in Bank Services? Is the balance taken from the General Ledger account in the General Ledger module?

A – The “Book Balance” amount is not taken from the General Ledger account. The Book Balance equals the last period closing book balance, plus deposits from receivables, and minus withdrawals from payables and payroll. The book balance should always equal the G/L account balance. If there is a previously incorrect bank reconciliation, the balance may not equal. 

When there is a difference, all future reconciliations may also be off by the same amount. However, this can be corrected by making an offsetting entry to bring the book balance amount equal to the General Ledger account balance.

Q – Can I create a Group based on a Main Entity search?

A – Yes. As an Info Manager or System Administrator, you can create a group based on a search on any of five main CRM entities – Company, Person, Case, Opportunity, or Lead. For example, you might want to create a group based on the results of a search for all companies based in New York.

To create a group based on a search for all companies in New York:

1. Select Find | Company.

Type New York in the City field on the Company Find screen.

2. Click on the Find button.
3. Select the Create New Group button.

The Create New Group dialog box is displayed.

4. Enter a name and description for the new group. In the Available To field, you can choose who to make the group available to. As an Info Manager, you can make groups available to other Information Administrators, or you can keep the group for your own private use. A System Administrator could also make a group available to all users. In the Type field, you can make the group dynamic or static.

Select the Save button to save the new group.

The new group is now available on the Groups tab in My CRM.

Q – How can I control access to “Groups” functionality?

A – In Accpac CRM v6.0, System Administrators can control access to “Groups” functionality. Users who have not been granted “Groups” access cannot view, create, or edit groups.

To grant a user access to groups:

1. Select Administration | Users | Users and search for the user to be assigned group access.

Click on the user’s Last Name to open the User Details screen and select the Change button.

2. In the Security panel, select Yes from the Group Access drop-down list.

Click on the Save button.

Q – Why are discounts being posted to an account that is different from the Accounts Payable Setup discount account?

A – This is the scenario: A payable with an applicable discount is entered and saved. It is then approved and paid within the discount period and, as a result, a discount is applied to the payable. However when the transaction records are examined in the APDIST table, the discount has been posted to an account that is different from the Discount Account in Accounts Payable (AP) Setup.

The discount account that is used in this situation is the one that is specifically assigned to the checking account. When a checking account is added to AP, a Discount Account and Adjustment Account are assigned to it. These accounts can be different from those in AP Setup and override those settings. To verify which account is assigned to each checking account, follow the steps below:

1. Open the AP module.
2. Under the Maintain menu, click Check Accounts.
3. Select the correct checking account from the Account Number picklist.
4. Verify the Discount Account and Adjustment Account assigned.

Important
Any changes to account setup should only be done after consulting with a Certified Accountant. Please refer to the Accounts Payable Documentation for more information.

Q – Why are Payment Priority "C" Payables Not Found When Editing or Voiding the Payable?

A – This issue occurs for payables with a Payment Priority of "C" and the Reference field is populated. After the Accounts Payable module has been closed, the following situations may occur:

• In the Edit/Void Payables screen, the payable cannot be found in the Invoice No picklist.
• In the APMAST table, there is no record of the payable; a blank record has been inserted instead.

This issue was documented under PTR 78777 and fixed in Sage Pro ERP 7.3 Build 3300 Service Pack 3. For prior versions, this issue can be avoided if the Reference field is not populated for payables with Payment Priority of "C."

Q – Why Does the Inventory Journal Report Show a Cost Update Record?

A – The IC Journal Report shows a Cost Update record under the Transaction Type heading for an item distribution. The Reference and Src headings display Adjust cost, tranno xxx and PO. There is no indication of why this cost adjustment was made.

Important
The cost adjustment record comes from the ICTRAN table. These cost adjustment records are distinguished by a CA value found in the Trantyp field.

In this scenario, a cost adjustment was created in the Purchase Order module. The cause of this cost adjustment record is the result of one of three things:

• Receiving an item on a purchase order
• Entering a cost greater or less than the frozen average cost of the item
• Applying the receipt to a shortage (over-ship) record

In Sage Pro ERP over shipping an item will automatically freeze the average cost of the item at the last recorded cost. When a receipt is applied to that over-ship record, the cost will be adjusted to account for any differences and the cost of the item will be unfrozen.