Sage 100 Contractor Query & Alerts Lab

Transcription

1 Session /12/17 2:45pm-4:15pm Room #614 Session 4-4 Sage 100 Contractor Query & Alerts Lab Presented By: Melanie Rogers WoodStone Earth Construction, Inc Original Author(s): Melanie Rogers Credits/Revision History 4-4 Sage 100 Contractor Query & Alerts Lab - 1

2 Queries- Specific to the screen you are in as well as the company file Using Find, Sage will locate all the records that match the criteria without leaving the existing window Select an existing query, modify, or create a new query Able to drill down on the results that are shown in a quick report Cannot be formatted, but can be after exporting to Word or Excel Set up alerts Creating Queries in different modules General Ledger Accounts Receivable Accounts Payable Payroll Project Management 4-4 Sage 100 Contractor Query & Alerts Lab - 2

3 General Ledger Query 1- Display and sort all open transactions in general ledger by date range (modifying an existing query) Open 1-3 Journal Transactions and select the Find Records button (Binoculars) 4-4 Sage 100 Contractor Query & Alerts Lab - 3

4 Select Open Ledger Transactions~by Period and select Edit Step 1- Query Name 4-4 Sage 100 Contractor Query & Alerts Lab - 4

5 Step 2- Query Layout Delete Period On the Ledger Transaction Table double click on Date 4-4 Sage 100 Contractor Query & Alerts Lab - 5

6 Sort by Date by dragging to grey panel above On the Ledger Transactions Lines Table double click on the following: Account, Subaccount, Debit Amount and Credit Amount 4-4 Sage 100 Contractor Query & Alerts Lab - 6

7 Rearrange all the fields in the lower section Step 3- Define Selection Criteria Delete Period in the lower panel Double click on the Date field from above table 4-4 Sage 100 Contractor Query & Alerts Lab - 7

8 Rearrange Date field in lower panel Finish and run query 4-4 Sage 100 Contractor Query & Alerts Lab - 8

9 Query 2- How to find a list of only general ledger checks by vendor Open 1-3 Journal Transactions and select the Find Records button (Binoculars) 4-4 Sage 100 Contractor Query & Alerts Lab - 9

10 Select New Step 1- Query Name 4-4 Sage 100 Contractor Query & Alerts Lab - 10

11 Step 2- Query Layout On the Ledger Transactions Table double click on the following fields: Record #, Transaction #, Vendor #, Amount and Date Sort by Vendor by dragging field to grey line above Rearrange Date field 4-4 Sage 100 Contractor Query & Alerts Lab - 11

12 Step 3- Define the Selection Criteria Double click on the following fields: Source, Vendor, Date and Period In the Source Field: Equal to 1- GL Check Click Finish and then run query 4-4 Sage 100 Contractor Query & Alerts Lab - 12

13 Accounts Receivable Query- How to get a list of job contracts based on contract amounts Open menu 3-5 Jobs and select Find Records button 4-4 Sage 100 Contractor Query & Alerts Lab - 13

14 Step 1- Select New and enter Query Name Step 2- Query Layout Ensure Accounts Receivable is highlighted from Tables Double click on the following fields: Job #, Job Name, and Contract Amount 4-4 Sage 100 Contractor Query & Alerts Lab - 14

15 Step 3- Define Selection Criteria Ensure the Accounts Receivable Table is highlighted Double click on Contract Amount Finish and run query 4-4 Sage 100 Contractor Query & Alerts Lab - 15

16 Accounts Payable Query- Create a query to show Disputed AP invoices by Project Manager, due between a set of dates Open menu 4-2 Accounts Payable Invoices/Credits and select Find Records Button Select Open AP Invoices by Vendor/Due Date and then select Copy 4-4 Sage 100 Contractor Query & Alerts Lab - 16

17 Step 1- Query Name Step 2- Query Layout Add Project Manager field from AP Invoices table Drag Project Manager to grey panel in front of Vendor 4-4 Sage 100 Contractor Query & Alerts Lab - 17

18 Step 3- Define Selection Criteria Ensure Status is Equal to 3 Finish and run query 4-4 Sage 100 Contractor Query & Alerts Lab - 18

19 Payroll Query- Create a query to show deductions totals by employee Open menu 5-2, Payroll Records and select Find Records Button Select New Step-1 Query Name 4-4 Sage 100 Contractor Query & Alerts Lab - 19

20 Step 2- Query Layout Double click on the following fields: Record #, Employee, Check Date Select Timecard Calculations from Tables Double click on the following fields: Calculation and Amount 4-4 Sage 100 Contractor Query & Alerts Lab - 20

21 In the lower panel, drag the following fields in the grey area Step 3- Define Selection Criteria Double check on the following fields in the Payroll Records Table: Check Date, Status and Employee Move Employee up to the top using the blue arrows to the left of the pane 4-4 Sage 100 Contractor Query & Alerts Lab - 21

22 Next to Timecard Calculations in the Tables Pane, click on the + and then select Payroll Calculations Table Select the following field: Calculation Type In the lower panel change the following fields Status: Select Between and type the numbers 2 and 3 in the white boxes Calculation type: Select Equal and type 1 in the white box 4-4 Sage 100 Contractor Query & Alerts Lab - 22

23 Finish and run query Project Management Query- Run a Change Order report by Review Status/Submitted By 4-4 Sage 100 Contractor Query & Alerts Lab - 23

24 Open Change Orders and select Find Records Select Change Orders by Status/Job and select Edit Step 1- Query Name 4-4 Sage 100 Contractor Query & Alerts Lab - 24

25 Step 2- Query Layout In the Change Order Table double click Submitted By field In the lower panel remove Status and Job from grey area by dragging back down to lower row Move Status to the end and Job before Record # Move Submitted By and Job to the grey area 4-4 Sage 100 Contractor Query & Alerts Lab - 25

26 Step 3- Define Selection Criteria Status: Select Equal and type 3 in the white box Finish and Run Query 4-4 Sage 100 Contractor Query & Alerts Lab - 26

27 Alerts- Alerts Manager (Menu 7-9) A query that can be created, imported and managed Executed automatically at a specified time when conditions of the query are met Receive notifications either by or dashboard More than 1 person can receive alerts Query not as detailed as a custom report Import Alert Query Open menu 7-9, Alerts Manager and select Import List of Query opens up Select Checking Account Balance below 10k and Import 4-4 Sage 100 Contractor Query & Alerts Lab - 27

28 Step 1- Edit Alert s name or select Next Step 2- Primary Table Select Ledger Accounts 4-4 Sage 100 Contractor Query & Alerts Lab - 28

29 Step 3- Alert Query Layout Select Next Step 4- Define Alert Criteria Enter in Checking Account # Sage 100 Contractor Query & Alerts Lab - 29

30 Step 5- Define Output and Schedule Choose when and how the alerts will be processed Finish and choose when the alert will be processed 4-4 Sage 100 Contractor Query & Alerts Lab - 30

31 Create a new Alert Query- Accounts Receivable older than 45 days Open menu 7-9, Alerts Manager Select New Step 1- Alert name 4-4 Sage 100 Contractor Query & Alerts Lab - 31

32 Step 2- Primary Table Select A/R Invoices Step 3- Alert Query Layout Double click on the following fields from the Accounts Receivable Table: Record #, Job, Invoice #, Invoice Date and Description 4-4 Sage 100 Contractor Query & Alerts Lab - 32

33 Step 4- Define Alert Criteria Double click on Invoice date and change to Greater or = to days in the past to 45 Step 5- Define Output and Schedule Choose when and how the alerts will be processed Select Send Test to 4-4 Sage 100 Contractor Query & Alerts Lab - 33

34 Finish- Alert will be run the same time as prior alert 4-4 Sage 100 Contractor Query & Alerts Lab - 34

35 Program Warning Subscriptions Displayed to users during processing User can continue with processing regardless of a warning Can be alerted through or dashboard 4-4 Sage 100 Contractor Query & Alerts Lab - 35