LESSON 1 System Manager

Transcription

1 LESSON 1 Learning Objectives In this lesson you will: 1. learn to create a system database 2. learn to create a company database 3. learn to activate a new company database 4. view the Common Services options 5. view the Administrative Services options 6. learn about the Visual Process Flows Simulation The company you are about to create is Omni Electrical Supplies Ltd., an electrical manufacturer. The owners, Sarah and Jerry Williams, bought the company in 1982, but the business has been in operation since When Sarah and Jerry bought the company, there were six employees. Now there are 11 full-time employees. Sarah and Jerry recently set up a machinery division to buy and sell used equipment. Their primary source of income is from the manufacturing of electrical items such as staples and cable straps. They recently divided the two areas of their business into electrical and machinery divisions. They are going to put their accounting records onto the Sage 300 ERP Premium Edition program, beginning with the module, and they have hired you to help them with this task. Their current fiscal year is January December They realize that the Sage 300 ERP Premium edition can keep up to 99 years of history; however, they only want to enter the ending balances for the general ledger accounts for the year You will help them by setting up the, entering the opening balances, and entering the first month of data to be sure they are on the right track. Once they feel confident using the module, they will add Bank Services, Tax Services, Accounts Payable, and Accounts Receivable. The is an integral component of Sage 300 ERP. It controls and maintains the company information used in the accounting applications, which are set up for each company you keep accounting records for. The company information includes the company address and options entered in the company profile, the fiscal calendar, schedules, bank and tax information, and optional tables. The : allows you to set up multiple system and company databases maintains the security information that allows or disallows user access to specific tasks in your accounting data 1 M01_HEAN3973_01_SE_C01.indd 1

2 2 allows customizing of the company desktop by creating folders and letting you add icons into these folders and combining common icons used for particular tasks warns if tasks were not completed due to errors includes Common Services (described later in this chapter) includes Administrative Services (described later in this chapter) includes common objects available to all accounting applications, such as calculator, available in all numeric fields finder, allowing you to look up records in database fields macro editor, allowing you to automate tasks scheduler, allowing you to process recurring transactions created within modules Setting Up Your Company in Sage 300 ERP Before you can set up your company in Sage 300 ERP, you must first install the and all the accounting applications you will be using. This textbook includes the Sage 300 ERP 2014 Student Edition and Microsoft SQL Server 2012 Express. Refer to Appendix B for information on installing Microsoft SQL Server 2012 Express and the Sage 300 ERP 2014 Student Edition. Database Setup Sage 300 ERP works with the following database engines: Pervasive.SQL, Microsoft SQL Server, and Oracle. Before creating a company in Sage 300 ERP, you need to know which database has been installed to work with the program. Sage, the company that makes Sage 300 ERP, has supplied schools with the Microsoft SQL database, so the instructions that follow assume that you are using Microsoft SQL. The student edition that is supplied with this textbook also runs on Microsoft SQL, so you can use the same instructions below for creating databases in the Sage 300 ERP 2014 Student Edition. If you are working at school and want to take your data files home and use the Sage 300 ERP 2014 Student Edition, you must perform a database dump on both the system and company database at school, copy the files onto a backup medium, and then perform a database load on both databases at home. When you are ready to bring your data files back to school, you must perform a database dump at home on both the system and company databases, copy the files onto a medium, and then perform a database load on both databases at school. While the database dump and database load features enable you to work with the same data files using different database engines, it is also the easiest way to perform a backup of your Sage 300 ERP data files. Information about database dump and database load can be found at the end of this lesson; however, complete written instructions on performing a database dump and database load on the OMNSYS and OMNDAT databases can be found in Appendix A, Exercises A-1 and A-2. Microsoft SQL Server Before you can create a company in Sage 300 ERP, you must create the system and company databases that you will be using in Microsoft SQL Server Express. Before you can create the databases, you must create the folders that will hold the Sage 300 ERP databases in Windows Explorer. Once you have installed the and the accounting modules and set up the system and company database in Microsoft SQL Server Express, you must create the Sage 300 ERP databases required for the company for which you are going to be keeping accounting records. A database is a collection of information. In Sage 300 ERP there are two types of databases: M01_HEAN3973_01_SE_C01.indd 2

3 LESSON ONE 3 System Database Company Database Stores information on users, passwords, security groups, security settings, and currency for the companies that are linked to it. A system database must be created before any company database is created, as company databases must be linked to a system database. A system database may be linked to many different company databases. Contains information that is used by all the accounting applications for a single company (e.g., the company profile, a fiscal calendar, schedules, and optional tables). All information entered in the modules is stored in the company database. A company database must be created for each new company for which you will be keeping accounting records, and it must be linked to a system database. Accessing Microsoft SQL Server Management Studio Express In order for Sage 300 ERP to work, you must install the various Microsoft SQL components as outlined in Appendix B: Download and Installation of the Sage 300 ERP 2014 Student Edition. All system and company databases that you will be using in Sage 300 ERP must be created first in Microsoft SQL Server Management Studio Express before they can be created in the Sage 300 ERP Database Setup utility. You access Microsoft SQL Server Management Studio Express by selecting Start from the Windows desktop, All Programs, Microsoft SQL Server 2012, and then SQL Server Management Studio Express. Exercise 1-1 Creating System and Company Databases in Microsoft SQL Server 2012 Management Studio Express NOTE Depending on how Microsoft SQL is set up in your school lab, you may not be able to create your own system and company databases. The system administrator may have to create them for you. Ask your instructor before you begin. You will have to follow these steps to create the system and company databases while working in the Sage 300 ERP 2014 Student Edition. 1. Create the folders in Windows Explorer that will contain your Sage 300 ERP system and company databases For example, the textbook assumes that the databases will be stored in c:\data\omnsys and c:\data\omndat, so these folders must be created in Windows Explorer. Refer to Figure 1-7 on page 7 to view the folders that have been created in Windows Explorer and used throughout this textbook. Ask your instructor where you will be storing your Sage 300 ERP databases, and create the appropriate folders in Windows Explorer. 2. The Windows desktop should be visible on the screen 3. Click Start 4. Select All Programs 5. Select Microsoft SQL Server Select SQL Server Management Studio NOTE Click Yes if you receive a message asking if you want to allow Microsoft SQL Server to make changes to your computer. M01_HEAN3973_01_SE_C01.indd 3

4 4 Exercise 1-1, continued 7. The following window will be displayed (with your Server name and User name displayed): Figure 1-1 NOTE You will need to know the server name displayed on this screen. In Figure 1-1, you can see that the name of the server is CHRISH-PC followed by \SQLEXPRESS. Please write down the name of your server, or you can copy it and then paste it when you need it later. Please note that each machine will be different and your server name will not be the same as the one in this example. 8. Click Connect 9. The following window will be displayed (with your server name displayed): Figure 1-2 M01_HEAN3973_01_SE_C01.indd 4

5 LESSON ONE 5 Exercise 1-1, continued 10. Click on the plus sign beside Databases on the left-hand side of the screen to display the current databases that have been created in Microsoft SQL Server Management Studio 11. Right click on Databases 12. Select New Database 13. The following window will be displayed: Figure Enter OMNSYS in the Database name field at the top of the screen (enter the six-character system database, in capital letters, that you will be creating in Sage 300 ERP) TIP When entering database names, limit your database name to six or fewer characters, use uppercase, and omit spaces and special characters. M01_HEAN3973_01_SE_C01.indd 5

6 6 Exercise 1-1, continued 15. After entering the database name, the window will be displayed as shown: Figure 1-4 NOTE Notice that OMNSYS is now displayed under the Logical Name column in the Database files section of the screen for both the OMNSYS database and the OMNSYS_log file. 16. Use the scroll bar at the bottom of the screen to scroll across to find the path of the database as shown here: Figure 1-5 M01_HEAN3973_01_SE_C01.indd 6

7 LESSON ONE 7 Exercise 1-1, continued NOTE The database path is assigned by default. You will select the path to the folder you created in step 1 of this exercise. 17. Click on the Browse button found at the end of the current path of the OMNSYS database file Figure Use the Locate Folder screen to navigate to the destination folder (This is the folder you created for the OMNSYS database in step 1 on page 3. The textbook assumes that the folder is \data\omnsys, although yours may be different.) TIP If you receive an error message, you may not be running Microsoft SQL Server Management Studio Express as the Administrator and must set it to run as the Administrator before continuing. You should review the information in Appendix B about setting the Microsoft SQL Server 2012 Management Studio Express and Sage 300 ERP software to always run as the Administrator. You can also close Microsoft SQL Server 2012 Management Studio Express, right click on the icon from the Windows Start menu, and select Run as administrator. 19. Click OK after you have highlighted the correct folder 20. Perform steps 17, 18, and 19 for the OMNSYS_log file (select the same folder that you selected for the OMNSYS database file) 21. Click OK to create the database NOTE OMNSYS should now be displayed under the Databases folder in Microsoft SQL Server Management Studio. 22. Complete steps for the OMNDAT database and the OMNDAT_log file. In step 14, enter OMNDAT as the database name and in step 18, navigate to the OMNDAT folder you created in step 1 on page 3 (the textbook assumes the folder is \data\omndat, but yours may be different) 23. Click OK to create the database NOTE OMNDAT should now be displayed under the Databases folder in Microsoft SQL Server Management Studio. 24. Close the Microsoft SQL Server Management Studio Express window The destination path that you selected for the database file and the log file for both the system and company databases in Microsoft SQL Server Management Studio Express indicates the location of your database files on your computer, including the drive, folders, and subfolders. If you look in Windows Explorer for your system and company database files, you will find them on the drive and folder you stored them in. For the purposes of this textbook, we used Drive C and made the folder names consistent with the database names as shown here: Figure 1-7 M01_HEAN3973_01_SE_C01.indd 7

8 8 Starting the Sage 300 ERP Database Setup Utility Program System and company databases are created through the Sage 300 ERP Database Setup Utility program, which is installed during the Sage 300 ERP installation. The file that runs the Database Setup Utility program is A4Wsetup.exe, which is found in the x:\program Files (x86)\sage\sage 300 ERP\Runtime folder, assuming you installed the software in the default folder. The system administrator is the only user who can access the Sage 300 ERP Database Setup Utility program. This utility allows the administrator to add, edit, and delete system and company databases. It is in the Database Setup Utility program that the administrator can turn on security for a system database and select advanced security options that define how user passwords are set up within Sage 300 ERP. The administrator can also lock out a user after a specified number of attempts. Note that the following steps, indicating how to access the Sage 300 ERP Database Setup Utility program, vary from computer to computer. When you install Sage 300 ERP, you have the option of installing your program in the default folder or in a folder of your choice; if you did not select the default installation settings, the following steps will be slightly different. Or you may have created a shortcut to Sage 300 ERP on your desktop. Ask your instructor how to access the Sage 300 ERP Database Setup Utility program. Exercise 1-2 Creating System and Company Databases Using the Sage 300 ERP Database Setup Utility Program 1. The Windows desktop should be visible on the screen 2. Select Start 3. Select All Programs 4. Select Sage Figure Select Sage 300 ERP 2014 Figure Select Database Setup Figure 1-10 NOTE Click Yes if you receive a message asking if you want to allow Sage 300 ERP Database Setup to make changes to your computer. M01_HEAN3973_01_SE_C01.indd 8

9 LESSON ONE 9 Exercise 1-2, continued 7. The following Sign-on dialogue box will be displayed: Figure 1-11 Passwords The default password supplied with Sage 300 ERP is admin ; this password is the system administrator s password, which you require to first access the system. The password is not case sensitive. While you are using Sage 300 ERP in a classroom, the system administrator s password must not be changed since that would prevent other students from accessing their work. If the admin password does not work on your computer, ask your system administrator for the password required to access the program. At a place of employment, the system administrator s password should be changed to maintain security of the accounting data, as it is the only password that can manage the system and company databases. Each person using the program should be given an individual password and level of access. The administrator s password will not be changed during this course. M01_HEAN3973_01_SE_C01.indd 9

10 10 Exercise 1-2, continued 8. Type admin as the password 9. Click OK or press [ENTER ] 10. The Database Setup window will be displayed as shown (your screen may not appear exactly as shown, depending on whether you are using the Sage 300 ERP Student Edition or Sage 300 ERP in the classroom environment and whether other Sage 300 ERP databases have already been created) Figure 1-12 NOTE A blank screen indicates that we have not yet created any databases in Sage 300 ERP We must create a database for both OMNSYS and OMNDAT in Sage 300 ERP and point them to their respective databases that we created in Microsoft SQL Server The Sage 300 ERP Database Setup Window As system and company databases are created, a list of them is displayed in the Sage 300 ERP Database Setup window. Because of this, each Database Setup window will vary. The following options are available on the Database Setup Utility window: You can use this feature to assign a unique colour to each company you create in Sage 300 ERP The assigned colour will appear in the border of all Sage 300 ERP screens to help you easily identify the company. M01_HEAN3973_01_SE_C01.indd 10

11 LESSON ONE 11 Click the Edit button to edit the information for an existing system or company database. You can edit all of the information except the database ID and the system database to which a company database is linked. Click the New button to create a new system or company database. Click the Delete button to delete the selected database from the Database Setup window. This does not remove the files from your hard drive. You cannot delete a system database if it is linked to a company database. Click the Verify button to check the integrity of the data dictionaries. A data dictionary is a file that describes the format and relationship of a Sage 300 ERP data file. This option usually is performed when you have problems accessing your data. Click the Security button to display the Advanced Security Settings. Click the Help button to open the Database Setup help screen. Click the Exit button to exit the Database Setup Utility program. Creating a Database When creating a system or company database, you must give the database a unique code. Including SYS and DAT as part of the system database ID helps to identify which database is the system database and which one is the company database. This code can be up to six characters consisting of letters and/or numbers. You must also indicate whether you are creating a system or company database. If you are creating a company database, you must indicate which system database you are linking the company database to; therefore, the system database must be created first. This textbook assumes that you have access to the local Drive C on your computer to store your databases. If you are unable to use Drive C, note the drive you enter in the Folder field, which indicates the location of your databases. This information will be necessary when you back up your data. If you are using the same drive as other students, be sure to save your files in a separate folder. Sage 300 ERP data files will also run on a USB flash memory key. Before proceeding, ask your instructor where you should store your databases. M01_HEAN3973_01_SE_C01.indd 11

12 12 Exercise 1-2, continued 11. Click on the New button to create a new system database 12. The following window will be displayed: Figure Type OMNSYS in the Database ID field and press [TAB ] 14. Accept Microsoft SQL Server in the Database Format field 15. Click on System as the Database Category to indicate you are creating a system database 16. When these steps are complete, your screen should look as follows: Figure 1-14 M01_HEAN3973_01_SE_C01.indd 12

13 LESSON ONE 13 Exercise 1-2, continued 17. Click OK 18. The following window will be displayed (the information displayed in your Data Source field may be different): Figure With the Server radio button selected, enter the name of the computer that contains Microsoft SQL Server 2012 Express in the Server name field. This is the name of the server that you were asked to write down in step 7 of Exercise 1-1. In this example, the computer name is CHRISH-PC\SQLEXPRESS. TIP If you don t know the name of the computer, click on Start from the taskbar, right click on Computer, and select Properties. Under the Computer name, domain, and workgroup settings, you should see the Computer Name. If you are using the Sage 300 ERP 2014 Student Edition, add a \ (backslash) and SQLEXPRESS to the computer name in the Server name field. 20. Enter sa in the Login ID field (this field is case sensitive, so enter this in lower case) and press [TAB ] 21. Enter Sage300erp in the Password field (this field is case sensitive, so enter this exactly as shown here) and press [TAB ] 22. Enter OMNSYS in the Database field (this field is case sensitive, so enter this in upper case) M01_HEAN3973_01_SE_C01.indd 13

14 14 Exercise 1-2, continued 23. Your screen should look like the one displayed; however, your Server name will be different: Figure Leave the Enable application security box blank as shown here: Figure 1-17 NOTE Click the Enable application security box if you want to ensure that only authorized users are able to access the Sage 300 ERP database assigned to the system database and that they use only the functions that have been assigned to them. Selecting this option enables application security and requires the user to enter a password whenever a company is accessed in Sage 300 ERP that is linked to this system database. 25. Click OK NOTE OMNSYS should now be listed on the Database Setup window. 26. Click on the New button to create a new company database 27. Type OMNDAT in the Database ID field and press [TAB ] 28. Accept Microsoft SQL Server in the Database Format field 29. Accept Company as the Database Category (this is the default) 30. Click on the drop-down list beside System Database ID 31. Click on OMNSYS (you are linking the OMNDAT company database to the OMNSYS system database) M01_HEAN3973_01_SE_C01.indd 14

15 LESSON ONE 15 Exercise 1-2, continued 32. When these steps are complete, your screen will appear as follows: Figure Click OK 34. The following window will be displayed (the information displayed in your Data Source/ Server section may be different): Figure Highlight OMNDAT in the Description field and type Omni Electrical Supplies Ltd. The name you enter here will be the name that is displayed when you start Sage 300 ERP and click the drop-down arrow in the Company field to select the company database to open on the Open Company window. M01_HEAN3973_01_SE_C01.indd 15

16 16 Exercise 1-2, continued 36. In the Server name field, enter the name of the computer that contains Microsoft SQL Server Express. This is the name of the server that you were asked to write down in step 7 of Exercise 1-1. In this example, the computer name is CHRISH-PC\SQLEXPRESS. TIP If you don t know the name of the computer, click on Start from the taskbar and right click on My Computer and select Properties. Click on the Computer Name tab and the computer name will be shown in the Computer description field. If you are using the Sage 300 ERP 2014 Student Edition, add a \ (backslash) and SQLEXPRESS to the computer name. 37. Enter sa in the Login ID field (this field is case sensitive, so enter this in lower case) and press [TAB ] 38. Enter Sage300erp in the Password field (this field is case sensitive, so enter this exactly as shown here) and press [TAB ] 39. Enter OMNDAT in the Database field (this field is case sensitive, so enter this in upper case) 40. Your screen should look like the one displayed; however, your Server name will be different: Figure Click OK M01_HEAN3973_01_SE_C01.indd 16

17 LESSON ONE 17 Exercise 1-2, continued 42. OMNDAT and OMNSYS will be displayed on the Database Setup window as shown (if you did not change the OMNDAT description in step 35, OMNDAT will be displayed in the description field for the OMNDAT database): Figure 1-21 NOTE If you did not change the description to Omni Electrical Supplies Ltd., select the OMNDAT database, click on the Edit button, change the description, and click OK to save your changes. 43. Click the Exit button to exit from the Database Setup window Sample Data During installation of the student edition of Sage 300 ERP 2014, the sample data is installed. Sage has made loading the sample data easy for you by creating a Data Loader Utility program that will load the sample data into the Microsoft SQL database. The following sample data is available for you to use and practise tasks in Sage 300 ERP: SAMSYS: a system database linked to SAMLTD and SAMINC SAMINC: a U.S. company database, single currency SAMLTD: a Canadian company database, multicurrency (this company is only available if you install the Sage 300 ERP multicurrency module) Although the sample data is installed during the installation of Sage 300 ERP, it cannot be accessed until you perform the following steps: 1. Click the Start button 2. Select All Programs 3. Click on Sage 4. Click on Sage 300 ERP Click on Tools 6. Right click on Data Loader Utility and click on Run as administrator 7. When the Sage 300 ERP Data Loader Utility screen is displayed, click on the Browse button 8. Browse for the sample data, which can be found in x:\program Files (x86)\sage\sage 300 ERP\samdata 9. The Sage 300 ERP Data Loader screen will be displayed as follows: M01_HEAN3973_01_SE_C01.indd 17

18 18 Figure Click on the first sample file (SAMINC, Sample Company Inc.) and click on the Load button 11. Click on the second sample file (SAMLTD, Sample Company Ltd.) and click on the Load button 12. Close the Sage 300 ERP Data Loader screen After following the steps above, SAMLTD (if you installed the Sage 300 ERP multicurrency module) and SAMINC will be displayed on the Database Setup window and available when you click on the Company field in the Open Company screen. You can use the sample data for learning purposes and whenever you want to test new procedures. Activating a New Company Once you have created system and company databases, you can begin entering your company s accounting data. When you open a company database for the first time, you activate it by entering some initial required information. Remember that the steps for you to access Sage 300 ERP may not be exactly the same as those listed in this textbook. Ask your instructor for the steps you require to access Sage 300 ERP. Exercise 1-3 Opening a New Company Database for the First Time 1. Click Start from the Windows desktop 2. Select All Programs 3. Select Sage Figure Select Sage 300 ERP 2014 Figure 1-24 M01_HEAN3973_01_SE_C01.indd 18

19 LESSON ONE 19 Exercise 1-3, continued 5. Select Sage 300 ERP Figure The following window will appear with the date set as the computer s current system date or the session date you entered when you last accessed the Sage 300 ERP program: Figure 1-26 NOTE On the Open Company window, you will see a Password field. The Password field is dimmed because we did not enable application security when we created the OMNSYS system database in the Database Setup window. If application security is set for the system database, you have to enter the correct password before you can proceed. For company databases linked to system databases that use the enable application security feature, you must enter your password in order to access Sage 300 ERP. 7. Confirm that ADMIN is displayed in the User ID field. This is the ID used by the system administrator and is the only one available until you set up other User IDs 8. Confirm that Omni Electrical Supplies Ltd. is in the Company field. If it is not, click on the drop-down list to the right of the Company field and select it 9. Type 01/01/2017 as the Session Date to represent January 1, 2017 (your year format will display as either 17 or 2017 depending on the option you selected in Regional and Language Options in the Control Panel) 10. Press [ENTER ] or click OK 11. The following Administrative Services Activation window will be displayed: Figure 1-27 NOTE This window is displayed because this is the first time this system database has been activated. If you assign another company to the OMNSYS system database, the Administrative Services Activation window will not be displayed because it has already been activated for this system database. This process will create currency and security tables that will be used by the system database. M01_HEAN3973_01_SE_C01.indd 19

20 20 Exercise 1-3, continued 12. Click Proceed NOTE During this process, you will see Administrative Services being activated for the system database as shown in the following window: Figure The following window will be displayed after the Administrative Services have been created and initialized: Figure 1-29 NOTE This window is displayed when you activate a new company. Tables are created that are used to store company information; during activation, you will be prompted to enter the Company Profile. 14. Confirm that the Fiscal Year Starting Date is 01/01/2017 on the Common Services Activation window as shown above (The default date on this window will be the date that was originally entered on the Open Company window. This is the date that Sage 300 ERP will use to create the Fiscal Calendar for the company database.) 15. Click Proceed 16. The following window will be displayed as the Common Services are being activated for the company database: Figure 1-30 M01_HEAN3973_01_SE_C01.indd 20

21 LESSON ONE 21 Exercise 1-3, continued 17. After Common Services have been created and initialized, the following Common Services Activation form will be displayed: Figure 1-31 Common Services Activation The first step in setting up the accounting records for your company is to enter the company information in the Common Services Activation form. This information is stored in the Company Profile. To change pages in the form, click on the tabs located at the top of the form. The first tab of the Common Services Activation form contains all of the company information, including its address, contact person, and phone and fax numbers. The second tab contains options set up for the company, including the number of fiscal periods in the Fiscal Calendar and the functional currency. Although you can enter this information at a later time, you must enter the functional currency on the Options tab in order to create the company database. Address Page The Address page of the Common Services Activation form contains the following fields: Doing Business As Up to 60 characters. This field currently displays the description entered for the company database. Legal Name Enter the company s legal name if it is different than the name entered in the Doing Business As field. Address fields Up to 60 characters in each of four fields. City Up to 30 characters. State/Province Up to 30 characters. Zip/Postal Code Up to 20 characters. Country Up to 30 characters. Tax Number Enter the number this company uses to file 1099 or CPRS reports. Contact Information The contact name you enter will filter through to all accounting modules and can be changed in each individual Sage 300 ERP module; up to 60 characters. M01_HEAN3973_01_SE_C01.indd 21

22 22 Format Phone Number Indicates whether you want the phone and fax numbers in your Sage 300 ERP data formatted with the brackets around the area code and a hyphen after the first three numbers; if you have an international phone number, you will not want to format phone numbers as they will not all fit into the format. This option flows through to all Sage 300 ERP modules. For example, it affects vendor phone numbers in Accounts Payable and customer phone numbers in Accounts Receivable. Exercise 1-4 Entering Company Information 1. Click in the Doing Business As field 2. Omni Electrical Supplies Ltd. should already be displayed in this field because you should have entered it in step 35 in Exercise 1-2. If OMNDAT is displayed here, then you didn t change it in Exercise 1-2. If that is the case, type Omni Electrical Supplies Ltd. in this field. You can enter up to 60 characters in this field. 3. Click in the first address field 4. Type 765 John Street 5. Press [TAB] until you reach the City field 6. Type Toronto and press [TAB ] 7. Type Ontario in the State/Province field and press [TAB ] 8. Type M6S 3M2 in the Zip/Postal Code field and press [TAB ] (letters are capitalized automatically, so you can type this as m6s 3m2) 9. Type Canada in the Country field and press [TAB ] 10. Type your name in the Name field under the Contact Information section and press [TAB ] 11. Click the box beside Format Phone Number or press the space bar and press [TAB] (there should now be a in the box) 12. Type in the Telephone field and press [TAB ] (note that you did not have to type in the brackets or the hyphen, because you selected the Format Phone Number option and this is done for you) 13. Type in the Fax Number field 14. Click on the Options tab and the following screen will be displayed: Figure 1-32 M01_HEAN3973_01_SE_C01.indd 22

23 LESSON ONE 23 Options Tab The Options tab of the Common Services Activation form contains the following fields: Number of Fiscal Periods You can have either 12 or 13 fiscal periods per year, with the default being 12. If your Fiscal Calendar is divided into calendar months, select 12; if your fiscal year is divided into four-week periods, select 13. If you select 13, a second field will be displayed where you have to indicate which quarter has four periods. Regardless of whether you select 12 or 13 fiscal periods, two additional periods will be added to the Fiscal Calendar; period ADJ is the adjustment period and period CLS is the closing period. TIP You can change the number of fiscal periods at any time; however, it is recommended that you do not do this until the end of your fiscal year, after you have performed all year-end functions. Changing the fiscal periods does not change the data that you entered previously. Locked Fiscal Period Warning Date Range This option will determine whether a warning, an error message, or nothing will be displayed when a user enters or posts a transaction in a locked fiscal period in any of the Sage 300 ERP subledgers. In order to prevent incorrect transaction dates, enter the number of days before or after the session date in which you can enter a transaction date without receiving a warning. The default warning date is 30. You can enter between 1 and 999. TIP Although you receive a warning when you enter a date within the warning range, you have the option to proceed with the date entered. If you do not want to receive a warning often, enter a large number in this field, such as 999. Inactive G/L Account Non-existent G/L Account Location Type and Location Code Country Code Branch Multicurrency Functional Currency This option will determine whether a warning, an error message, or nothing will be displayed when a user enters a account that has a status of inactive. This option will determine whether a warning, an error message, or nothing will be displayed when a user enters an account that has not yet been set up in the. These fields are used in countries that collect VAT (value added tax), such as the United Kingdom. Enter an optional six-character code to represent the country. Enter an optional six-character code to represent the branch. This option is available only if the multicurrency module has been installed. This refers to the currency in which your company s books are kept. Select the functional currency carefully. If the functional currency you require does not exist, click the New button beside the field to create the currency code. TIP Once the company profile has been created, the Functional Currency option cannot be changed. If you save the Common Services Activation form with the wrong functional currency selected, you will have to delete your company database files and start over. M01_HEAN3973_01_SE_C01.indd 23

24 24 Exercise 1-4, continued 15. Press [TAB ] to access the fields on the Options tab 16. Press [TAB ] to accept the default of 12 in the Number of Fiscal Periods field 17. Press [TAB ] to accept the default of Warning as the message to be displayed in the Locked Fiscal Period field 18. Press [TAB ] to accept the default of 30 days as the Warning Date Range 19. Press [TAB ] to accept the default of Warning as the message to be displayed for Inactive G/L Accounts 20. Press [TAB ] to accept the default of Error as the message to be displayed for Non-existent G/L Accounts 21. Press [TAB ] to leave the Location Type field blank 22. Press [TAB ] to leave the Location Code field blank 23. Press [TAB ] to leave the Country Code field blank 24. Press [TAB ] to leave the Branch field blank 25. Leave the Multicurrency box unchecked 26. Click the finder beside the Functional Currency field to display the different Functional Currencies available 27. Highlight CAD 28. Click Select to accept the Canadian Dollars code and return to the Options tab TIP Confirm that you have entered the correct functional currency because after saving the Common Services Activation form, you cannot change it. If you selected the incorrect functional currency, you will have to delete your database files in Windows Explorer and create the company data again. 29. Click OK to accept the information on the Common Services Activation form The Company Desktop Once you have created the Common Services Activation form, the company desktop will be displayed. This is where you access all of the accounting modules and services for your company database. Figure 1-33 On the company desktop, the accounting modules and services folders are displayed on the left-hand side of the screen. The folder that is currently selected will have an open folder icon to the left of its name, and its available icons will be displayed on the right side of the screen. M01_HEAN3973_01_SE_C01.indd 24

25 LESSON ONE 25 In this example, the company folder is open, displaying the accounting modules and services that are currently available for your company. Because you have not yet activated any accounting modules for this company, only the Administrative Services and Common Services are available for Omni Electrical Supplies Ltd., as these services are part of the. The Visual Process Flows folder is a new feature that was introduced in Sage 300 ERP Version 2012; it is displayed below the Common Services folder. This feature is discussed in the next topic. If a plus sign (+) is displayed beside a folder, double click on the folder or click on the plus sign (+) to open a list of available subfolders. After you click on one of the subfolders, available icons will then be displayed underneath it and also on the right side of the screen. If a minus sign ( ) is displayed beside a folder, all of its subfolders are currently displayed. If you double click on the folder or click on the minus sign ( ), all subfolders close and a plus sign (+) is displayed beside the folder. Visual Process Flows Visual Process Flows are visual workflow diagrams that display icons for frequently used tasks within various Sage 300 ERP 2014 modules. They can be used instead of the menu-based interface displayed down the left-hand side of the screen. Since this feature can be customized, the author has obtained advice from other Sage 300 ERP trainers who say that it would be best to show you this feature, but to continue using the menu interface throughout this textbook. That way, if you obtain employment in a company using an earlier version of Sage ERP, you will know how to navigate through the menus, and you can always choose to access functions in Sage 300 ERP version 2012 or higher using the Visual Process Flows. It is also important to know how to use the menu options because not all processes found within the Sage 300 ERP modules are displayed in the Visual Process Flows. Since the default Visual Process Flows can be customized, they may not be the same from company to company. The Visual Process Flows are accessed from the Company Desktop as shown in Figure With the Visual Process Flows option selected, the Sage 300 ERP modules that contain Visual Process Flows are displayed to the right. The same Sage 300 ERP modules are listed in the left menu when the Visual Process Flows folder is selected. Figure 1-34 M01_HEAN3973_01_SE_C01.indd 25

26 26 As you can see, the following Visual Process Flows are available: A/P Transactions A/R Transactions B/K Reconciliation C/P Transactions G/L Transactions I/C Maintain Items I/C Transactions O/E Transactions P/M Transactions P/O Transactions U/P Transactions When you double click on an icon or click on one of the options in the menu, the Visual Process flow will be displayed for the selected module. If you click on a Visual Process Flow for a module that you do not have installed in your company file, you will receive a message indicating that the screen you requested is not available in your system. We will display the Visual Process Flow for each available Sage 300 ERP module as we activate them in the textbook. With a Visual Process flow highlighted, you can click on Edit from the Object menu and add options to the visual process flow, change the name of the default titles, add new titles, add actions to the titles, and so on. Since each Visual Process Flow can be completely changed from each default Visual Process Flow, we have decided to use the batch menu options throughout this textbook. Menu Options These are the menu items and their options: Menu Item File Open Company Close Company Page Setup Print Destination Exit Description Open Company Close Company Page Setup Print Destination Exit Allows you to open a different company database, change your password, switch user IDs, or change the current session date without exiting Sage 300 ERP Closes the current company without exiting Sage 300 ERP Enables you to select different page setup options and the print destination Selects whether reports will be printed to a printer, previewed on the screen, sent to a file, or sent as an attachment. The Report Paper Size option determines if the Sage 300 ERP reports will be printed on their predefined paper size, and the Report Orientation option determines if the Sage 300 ERP reports will be printed using their predefined orientation, in either portrait or landscape Select this option to exit Sage 300 ERP TIP If you select the Report Paper Size option, the default paper size for each report is used and you will not be able to change the paper size in the Page Setup window. If you select the Report Orientation option, the default orientation for each report is used and cannot be changed in the Page Setup window. M01_HEAN3973_01_SE_C01.indd 26

27 LESSON ONE 27 Menu Item Object Description Open New Cut Copy Paste Delete Restore Defaults Properties Edit Open New Opens (or closes) the highlighted object on the desktop Creates a new folder, macro, report, or program object on the company desktop Cut Moves the selected object from one folder to another. Standard Sage 300 ERP objects cannot be cut; however, icons that you have created or copied can be cut from the company desktop Copy Copies the selected object from one folder to another. Standard Sage 300 ERP objects can be copied into different folders on the company desktop Paste Delete Restore Defaults Print Settings Finder Criteria Customization All Other Settings Properties Edit Pastes the copy of the object you cut or copied from one folder to another Deletes the highlighted object that you added to the company desktop. Standard Sage 300 ERP objects cannot be deleted Restores the default settings for the selected object. You can use Restore Defaults on any object that has been customized Clears all print settings for the selected object Clears all finder criteria that have been defined for the selected object Restores the object s desktop icon or its title back to its original default Clears any settings that have been changed for the selected object. For example, if you have deleted or rearranged columns in the object s container, they will be restored to their original order Depending on the object selected, you can change the title or the icon, allow multiple copies to be started, have the finder displayed automatically when you open the object, or change the path of the executable file. The properties vary from object to object The Edit menu option is available when a Visual Process Flow is highlighted. It allows you to access the Visual Process Flow Designer where you can edit the selected visual process flows Menu Item View Description Toolbar Status Bar Large Icons Small Icons List Details Preferences M01_HEAN3973_01_SE_C01.indd 27

28 28 Toolbar Allows you to display or hide the following toolbar, which includes many of the most commonly used functions in Sage 300 ERP: Figure 1-35 Status Bar Allows you to display or hide the status bar, found on the bottom of the screen, which tells if your CAPS Lock, NUM Lock, or SCROLL Lock keys are selected and which print destination is currently selected for Sage 300 ERP reports. The following status bar indicates that the NUM Lock key is turned on and that the printer is selected as the print destination Figure 1-36 TIP To quickly change the print destination, double click the printer icon on the status bar to display the Print Destination dialogue box. Large Icons Small Icons List Details Preferences Displays objects in the folders as large icons Displays objects in the folders as small icons Displays objects in the folders as small icons with their name to the right Displays objects in the folders as small icons with their name to the right and indicates whether the object is a program or folder Allows you to choose to receive a confirmation when you print Menu Item Macro Start Recording Stop Recording Run Edit Options Description Start Recording Stop Recording Run Edit Options Starts recording a macro, which is a series of commands used to perform a task Stops recording a macro Runs an existing macro Allows you to edit an existing macro using Microsoft Visual Basic Enables you to change the default folder where all custom macros are stored TIP Store your macros in a folder other than the default x:\program Files (x86)\sage\sage 300 ERP\Macros folder. If you store your custom macros in the default folder, they will be erased if you ever reinstall the Sage 300 ERP program. M01_HEAN3973_01_SE_C01.indd 28

29 LESSON ONE 29 Menu Item Help Description Help Topics What s This? Documentation Get Free Training on New Features Sage 300 ERP Home Page Sage 300 ERP Community Sage University Sage LiveConnect Give Us Feedback Aatrix efile Center System Information Licenses Current Users About Sage 300 ERP Help Topics What s This? Documentation Get Free Training on New Features Sage 300 ERP Home Page, Sage 300 ERP Community, Sage University, Sage LiveConnect, Give Us Feedback Displays a list of help topics and allows you to use a Help index and text search capabilities to find help on a specific topic. A glossary is also available Changes the mouse pointer into an arrow and question mark, allowing you to point and click at areas on the screen for help Opens a folder with Sage 300 ERP documentation Provides access to Sage University for additional resources To use these features, you must have access to the Internet. Selecting one of these topics will open your Web browser and take you directly to the Sage 300 ERP page you have selected Aatrix efile Center Use this feature to e-file forms. This feature is available in the United States only. System Information Lists the version of the Sage 300 ERP, all other Sage 300 ERP modules, and the service packs currently installed. It also lists where the program files and shared data files are stored on your hard drive. A check mark is displayed beside each module that has been activated for the current company database Licenses Displays the licence information for each installed Sage 300 ERP product. Allows you to register the programs if you installed them using the 30-day grace period Current Users Displays information about the LanPak users and IAP users currently signed on to Sage 300 ERP and the company they are using About Sage Displays information about the copyright of the Sage 300 ERP products 300 ERP... installed on your computer and lists the current users. It also allows you to register the programs if you installed them using the 30-day grace period M01_HEAN3973_01_SE_C01.indd 29

30 30 Using Help Sage 300 ERP offers online help. To access Help: Press the [ F1 ] key to obtain context-sensitive help Click on the Help menu command or the Context Help icon on the toolbar and select the required command, or Click the Help menu on the current window if available When you are in Help, you will see some hyperlinks within the help topics. If you place your mouse pointer over these hyperlinks, your pointer will turn into a hand. This indicates that there is more information available. Click on the hyperlinks and more information will be displayed. Printing a Help Topic While in a Sage 300 ERP Help window, print a help topic by selecting the Print icon on the Help toolbar as shown: Figure 1-37 Changing the Icon View As you work through this textbook, you will notice that all icons are displayed as large icons. You can change the view of the icons to make your screen appear as displayed in the textbook. Or, if you prefer another appearance, you can change your icon view. Exercise 1-5 Changing the Icon View 1. Click on the Common Services folder 2. Click on the View menu command 3. Select Large Icons (this may already be selected as it is the default) 4. Your items will be displayed as follows: Figure Click on the View menu command 6. Select Small Icons 7. Your items will be displayed as follows: Figure Click on the View menu command M01_HEAN3973_01_SE_C01.indd 30

31 LESSON ONE 31 Exercise 1-5, continued 9. Select List 10. Your items will be displayed as follows: Figure Click on the View menu command 12. Select Details 13. Your items will be displayed as follows: Figure Change the display of the items back to Large Icons in order to be consistent with the textbook Services Two services are part of the Sage 300 ERP. They are Common Services and Administrative Services. Common Services Common Services manage the data shared by all accounting modules for the company. The following exercise will view each item found in Common Services. Exercise 1-6 Viewing the Common Services Options 1. Click on the Common Services folder 2. The following icons are available in the Common Services folder: Figure Double click on the Company Profile icon M01_HEAN3973_01_SE_C01.indd 31

32 32 Exercise 1-6, continued 4. The following window will be displayed: Figure View the information on the Address and Options tabs Company Profile The information found in the Company Profile was previously entered in the Common Services Activation form. All information can be modified except for the functional currency displayed on the Options tab. If you discover that you have selected the wrong functional currency for your company, delete your company data in Windows Explorer, re-establish the database setup link, and start the activation process again. TIP If you deleted your company data in Windows Explorer, you must re-establish the database setup link. In order to do so, open the Database Setup Utility program, highlight the company database, and click the Edit button. On the Edit SQL Database Profile window, click the OK button. By doing so, you will re-create the necessary files that allow access to the company database. If you deleted your system data in Windows Explorer, you must follow the same procedure for the system database. M01_HEAN3973_01_SE_C01.indd 32

33 LESSON ONE 33 Exercise 1-6, continued 6. Click Close to exit the Company Profile window 7. Double click on the Fiscal Calendar icon 8. The following screen will be displayed when you click on the Fiscal Calendar icon: Figure 1-44 Fiscal Calendar This message indicates that the Fiscal Calendar cannot be displayed until one Sage 300 ERP module has been activated for your company file. We will look at the Fiscal Calendar in more detail in Lesson 2, after the module is activated. Exercise 1-6, continued 9. Click OK to close this message Scheduling Within the Scheduling folder, the Schedules icon allows you to create the schedules that will be used to process recurring transactions from any of your Sage 300 ERP subledgers, while the Reminder List icon displays schedules that are due to be processed. Depending on the schedule settings, the Reminder List may automatically be displayed for a user assigned to a schedule that is due to be processed as soon as that person opens Sage 300 ERP. M01_HEAN3973_01_SE_C01.indd 33

34 34 Exercise 1-6, continued 10. Double click on the Scheduling icon 11. The following two icons will be displayed: Figure Double click on the Schedules icon 13. The following Schedules window will be displayed: Figure 1-46 Schedules The Schedules window allows you to create daily, weekly, semi-monthly, monthly, or yearly schedules that can be attached to recurring entries in your Sage 300 ERP subledgers for automatic processing. Recurring entries are entries that occur on a regular basis. For example, you can enter transactions, Accounts Receivable invoices, and Accounts Payable invoices as recurring entries. You can define a number of different schedules and assign them to all users or a specific user for processing. One schedule can have multiple recurring entries assigned to it. You can create schedules directly in the Schedules window in Common Services or when you create recurring entries. M01_HEAN3973_01_SE_C01.indd 34

35 LESSON ONE 35 Exercise 1-6, continued 14. Type MONTHLY in the Schedule Code field and press [TAB] 15. Enter Monthly in the Description field and press [TAB] 16. Click on the drop-down list in the User Mode field to view the options available for assigning users to the schedule code 17. Select Specific User and press [TAB] 18. Click on the finder in the User ID field and select ADMIN As you add users in Sage 300 ERP, they will be listed here. 19. Enter 3 in the Remind in Advance field and press [TAB] The Reminder List will be displayed automatically when the Admin user logs into Sage 300 ERP three days in advance of when the schedule is due to be processed. 20. Click on the Calendar button beside the Schedule Start Date field. Select January 31, 2017 from the calendar This is the date you want the schedule to start. Alternatively, you could have manually entered the date. 21. Select Monthly as the Recurring Period 22. Accept 1 in the frequency field to indicate that this schedule occurs every month 23. Select the following option to indicate that the schedule occurs on the last day of every month: Figure Click Add to save the Schedule As you add recurring entries in Sage 300 ERP modules, the Details button on the Schedules window can be used to display all recurring entries that have been assigned to the schedule code. 25. Click Close to exit the Schedules window Reminder List When schedules are due to be processed, the Reminder List may open automatically for the user assigned to the schedule when that user opens Sage 300 ERP. Whether the Reminder List will open automatically depends on the schedule start date, the current session date, and the number of days entered in the Remind in Advance field. M01_HEAN3973_01_SE_C01.indd 35

36 36 The recurring entries that are linked to schedules can be processed directly from the Reminder List or from the subledger they were created in. Exercise 1-6, continued 26. Double click on the Reminder List icon 27. Click on the drop-down list beside the List field and select All Personal Schedules Assuming you are logged in as the Administrator, the following window will be displayed: Figure 1-48 This window displays all of the schedules assigned to the current user. From this window, the user can select the Schedule button to view the schedule information and then click on the Details button to view all recurring entries assigned to the schedule from different Sage 300 ERP modules. The Process button can be used to process all entries assigned to the schedule. 28. Click Close to exit the Reminder List window 29. Click on the Common Services folder 30. Double click on Currency 31. The following icons will be displayed: Figure 1-49 The Sage 300 ERP program can support multicurrency accounting if the separate multicurrency module is installed. Omni Electrical Supplies is not using multicurrency at this time. M01_HEAN3973_01_SE_C01.indd 36

37 LESSON ONE 37 Exercise 1-6, continued 32. Double click on Currency Codes 33. The following Currency Codes window will be displayed: Figure 1-50 Currency When you set up the company profile for Omni Electrical Supplies Ltd., you had to indicate the company s functional currency in the Common Services Activation form. The company s functional currency cannot be changed after the Common Services Activation form has been saved. The information found in the Company Profile pages was previously entered in the Common Services Activation form. All information can be modified except for the functional currency option. If you discover that you have selected the wrong functional currency for your company, delete your database files in Windows Explorer, re-establish the database setup link, and start again. If you add the multicurrency module at a later time, you will have to set up the information in the other icons found in the currency folder. The information entered in these icons refers to the rates and rate types used to revalue source currency transactions to the functional currency. Exercise 1-6, continued 34. Click Close to exit the Currency Codes window 35. Click on the Common Services folder 36. Double click on the Optional Fields icon M01_HEAN3973_01_SE_C01.indd 37

38 38 Exercise 1-6, continued 37. The Optional Fields window will be displayed as follows: Figure 1-51 Optional Fields Optional fields can be created for use in accounting records and transaction details. Optional fields flow from Common Services, where new optional fields are created, through to other Sage 300 ERP applications, where they are assigned and used. They can then flow directly to the. When you create optional fields, they must be assigned a unique ID because the same optional field can be used in all Sage 300 ERP applications. In previous versions of Sage 300 ERP, separate optional fields were created in each module. Now, the same optional field can be used in all Sage 300 ERP modules. Exercise 1-6, continued You are going to create an optional field that you can attach to your customer and vendor records that will indicate the region in which they are located. The optional field will be set up to require users to select from predefined regions. You will then be able to print reports based on this optional field. 38. Type Region in the Optional Field field and press [TAB ] (the program will automatically capitalize your entry) 39. Enter Customer and Vendor Regions as the description and press [TAB] 40. Accept Text as the optional field type and press [TAB ] M01_HEAN3973_01_SE_C01.indd 38

39 LESSON ONE 39 Exercise 1-6, continued 41. Enter 12 in the Length field 42. Click on the box beside Validate to ensure that users can only enter values defined in the optional field 43. Click on the box beside Allow Blank to turn this option off to ensure that a blank optional field cannot be entered IMPORTANT If you make a mistake while entering information in a table in Sage 300 ERP and find that you cannot enter additional information, press the [INSERT] key on your keyboard to access the detail lines in the table. 44. Enter the following information in the table: Value Description North Northern Region South Southern Region East Eastern Region West Western Region Notice that the information has automatically been arranged in alphabetical order. 45. Click Add to save the optional field 46. Click Close to exit the Optional Fields window Administrative Services Administrative Services contains icons that are used only by the system administrator of the company to set up security and to check the integrity of the data. Even without setting up detailed security, all other users who sign in to Sage 300 ERP will only see the Data Integrity icon within Administrative Services. In the following exercise, you will view each icon found in the Administrative Services folder. Exercise 1-7 Viewing the Administrative Services Options 1. Click on the Administrative Services folder 2. The following items are available: Figure 1-52 M01_HEAN3973_01_SE_C01.indd 39

40 40 Exercise 1-7, continued NOTE In this exercise, you will be creating a user ID and setting security. Ask your instructor if he or she wants you to complete this exercise. 3. Double click on the Users icon 4. The following window will be displayed: Figure 1-53 Users The system administrator uses the Users icon to add, edit, delete, and modify user account information. Users are given an alphanumeric User ID of eight characters that must begin with a letter. Users are then given a password that must begin with a letter and be between 4 and 64 characters in length. M01_HEAN3973_01_SE_C01.indd 40

41 LESSON ONE 41 On this screen, the system administrator can force users to change their passwords at each logon, allow the password never to expire, not allow users to change their passwords, disable the account, or restrict the account on specific days and during specific times. Users can also be given the ability to sign on to Sage 300 ERP using their Windows authentication. Exercise 1-7, continued 5. Type your name (up to eight characters, beginning with a letter) in the User ID field and press [TAB] 6. Type your full name in the User Name field and press [TAB] 7. Press [TAB] to accept User as the Account Type 8. Accept English as the language and press [TAB] This option indicates the language in which your help text, messages, reports, and forms will be printed. 9. Accept Sage 300 ERP as the Authentication Method 10. Click in the Job Role field and select Accountant/Bookkeeper/Clerk 11. Type a password in the password field and press [TAB ]. Since you did not make any selections to the password requirements in the Advanced Security Settings window for the System database, you can enter a password from 4 to 64 characters, beginning with a letter 12. Retype the password in the Verify field 13. Review the account options, but leave them turned off 14. Click Add to save the User ID 15. Click Close to exit the Users window 16. Double click on the Security Groups icon 17. The following Security Groups window will be displayed: Figure 1-54 Security Groups In the Security Groups window, the system administrator can add, edit, and delete security groups for individual Sage 300 ERP modules. Security groups define the tasks that users in each group may perform. M01_HEAN3973_01_SE_C01.indd 41

42 42 Exercise 1-7, continued 18. Click on the drop-down list in the Application field The Sage 300 ERP applications currently activated for the company are displayed. Since you have only activated Administrative Services and Common Services during the creation of Omni Electrical Supplies, only they are available. 19. Select Common Services 6.2A 20. Type OFFICE as the Group ID code (up to eight characters are allowed) and press [TAB ] 21. Type Office Staff as the Group Description 22. The following tasks found within Common Services are available to be performed by the OFFICE security group: Figure Click in the check box beside Maintain Company Information TIP If you want to grant access to all options available on the screen, you can select the Select All button. If you make a mistake and would like to remove an option you selected, click in the check box to remove the option. Alternatively, you can select the Remove All button to remove all items selected. 24. Click Add 25. Click Close to exit the Security Groups window 26. Double click on the User Authorizations icon 27. The following window will be displayed: Figure 1-56 User Authorizations In the User Authorizations window, the system administrator can assign users to security groups and edit or delete an assigned user s security group. If you are going to use security for your company database and you do not assign a user to a security group for a Sage 300 ERP module, the user will not have access M01_HEAN3973_01_SE_C01.indd 42

43 LESSON ONE 43 to that module at all. He or she will not even see the folder on the Sage 300 ERP desktop. The only exception is Administrative Services, where most of the functions are reserved for the system administrator. If security has not been turned on for the system database, assigning user authorizations will have no effect. Exercise 1-7, continued 28. Click on the finder to display the list of available User IDs 29. Double click on your name 30. Double click in the Group ID column beside Common Services 6.2A 31. Click on the finder in the Group ID column to display the security groups defined for Common Services 32. Double click on the OFFICE Group ID 33. Click Close to exit the User Authorizations window While logged in as the system administrator, you have now set yourself up with a User ID and a password and you belong to the OFFICE security group for Common Services, which limits the tasks you can perform in your company database. The OFFICE security group can only maintain company information. To view the effects, turn on security for the system database, close the Sage 300 ERP program, and open it again as you sign on with your own User ID. These steps are outlined below: 34. Close the Sage 300 ERP program 35. Open the Database Setup Utility program 36. Type admin as the password (only the administrator can access the Database Setup Utility program) 37. Highlight the OMNSYS Database ID and click Edit 38. Click in the Enable application security box to turn this option on and click OK to close the window Selecting this option will turn on security for all company databases linked to this system database. 39. With the OMNSYS database highlighted, c lick the Security button and the following Advanced Security Settings window will be displayed: Figure 1-57 This screen allows the system administrator to set global security features that will apply to all users. These advanced security features can be set for system or company databases. We won t select these options in this course, but in a work environment these options can be used to maintain the integrity of the Sage 300 ERP passwords. M01_HEAN3973_01_SE_C01.indd 43

44 44 Exercise 1-7, continued 40. Click Cancel to exit the Advanced Security Settings window 41. Click Exit to close the Database Setup Utility program 42. Start the Sage 300 ERP program 43. Sign on to Omni Electrical Supplies Ltd. with your User ID and password and enter 01/01/2017 as the session date 44. Click the Ask Me Later button View the options available to you within Common Services. All icons except the Currency icon are displayed, as this icon is reserved for the system administrator. If you open each icon, you will notice that only the Company Profile window has a Save button. This is because you were only granted access to maintain the company information. Although you can view the rest of the information found in Common Services, you cannot make any changes. View the rest of the icons in Common Services to see that you cannot make any changes to the information. You should not have access to the Administrative Services folder at all since you were not assigned to a security group for Administrative Services. If you did not turn on security for the system database, the information set up in the security groups would have no effect. However, even without setting up security, only the Data Integrity option is available to users other than the system administrator in Administrative Services. Now that you have seen the effects of setting security for your company, let s remove it. 45. Close the Sage 300 ERP program 46. Open the Database Setup Utility program 47. Type admin as the password (only the administrator can access the Database Setup Utility program) 48. Highlight the OMNSYS database ID and click Edit 49. Click in the Enable application security box to turn this option off and click OK Selecting this option will turn off security for all company databases linked to this system database. 50. Click Exit to close the Database Setup window 51. Open Omni Electrical Supplies Ltd. again, signing on as the Admin User ID so that you can access all of the options in both Administrative Services and Common Services 52. Use 01/01/2017 as the Session Date TIP A quick way to sign on as a new user is to select File from the main menu and then Open Company. You can change the user ID, select a different company, and change the session date. Customization Directories Customization directories can be created only by the system administrator and are used to store customized Sage 300 ERP reports for users or groups of users. Customization directories are only required if users need to print customized reports and not the default reports that are supplied with Sage 300 ERP. Crystal reports is required to customize or create new reports. When a user is created in Sage 300 ERP, a user folder is created under x:\program Files (x86)\sage\sage 300 ERP that stores customized settings as they are made by the user in Sage 300 ERP. Customization directories can be created below the User folder, in which customized reports can be placed. When a user requests to print a Sage 300 ERP report, Sage 300 ERP uses the customization directory icon and looks for the report to print in the following types of directories: in a directory specified for the user and the current company database in a directory specified for any user and the current company database in a directory specified for the user and for any company database M01_HEAN3973_01_SE_C01.indd 44

45 LESSON ONE 45 in a directory specified for all users for any company database if no customized reports are found, the default report is printed The default folder for all Sage 300 ERP reports is x:\program Files (x86)\sage\sage 300 ERP\ xx62a\eng, where xx represents the first two characters of the Sage 300 ERP module. When you create custom reports, you must create the folders xx62a\eng folder below the user s folder. For example, if the Admin user were to have customized reports, he or she would need to follow these procedures: 1. Modify the report to suit his or her requirements 2. Create the following folders in Windows Explorer below the User folder: \Admin\GL62A\ENG 3. Place the customized reports in the ENG folder In order for the customized reports to print for the Admin user for Omni Electrical Supplies Ltd., the information in the customization directory would be displayed as follows: Figure 1-58 Notice that the customization directory stops at the Admin user s folder even though the actual files in this example are stored in x:\program Files (x86)\sage\sage 300 ERP\User\Admin\GL62A\ENG. This feature allows for multiple Sage 300 ERP modules to use the same customization directory. NOTE Since Crystal reports is not part of this course, we will not be creating any customized reports and are not required to make any changes in the Customization Directories icon. Exercise 1-7, continued 53. Click on the Administrative Services folder 54. Double click on the Data Activation icon and the following warning will be displayed: Figure 1-59 M01_HEAN3973_01_SE_C01.indd 45

46 46 Data Activation Administrative Services and Common Services are activated automatically when you open a company database for the first time. The rest of the Sage 300 ERP modules must be activated manually through the Data Activation icon. The Data Activation icon is used to activate installed Sage 300 ERP modules for the current company database. Installing Sage 300 ERP modules does not automatically make them active for the companies currently created in Sage 300 ERP. A module must be activated in order for it to be available for the current company database. Once a module has been activated for a company database, it cannot be deactivated by the user. However, it is important to note that with the help of a Sage 300 ERP Certified Consultant, it may be possible to remove the module. Exercise 1-7, continued 55. Click Yes to indicate that you have backed up your database TIP We are not creating a backup because we haven t started working in Sage 300 ERP yet; however, if you are adding modules to an established company you should make a backup at this point. 56. Click Proceed to proceed with data activation 57. A window similar to the one shown will be displayed. Remember that only the Sage 300 ERP modules installed on your machine will be listed: Figure 1-60 Use this screen to select the Sage 300 ERP modules that are required for the company database, and click the Activate button. We will look at this process in more detail as we activate the different modules throughout this textbook. You will activate the following Sage 300 ERP modules as you work through this textbook: G/L Subledger Services Bank Services M01_HEAN3973_01_SE_C01.indd 46

47 LESSON ONE 47 Exercise 1-7, continued Tax Services Accounts Payable Accounts Receivable 58. Click Close to exit the Data Activation window. IMPORTANT It is important that you DO NOT activate the Sage 300 ERP modules at this time. Each module will be activated as required in the textbook. If you activate the modules you will be asked for information that is not provided in the textbook at this time. Once you have activated a module for a company, you cannot deactivate it. If you do this, you will have to delete your system and company datasets and start again. Customizing the User Interface The User Interface (UI) screens that the user sees when working in Sage 300 ERP can be customized by the system administrator to hide fields that users do not need in order to perform their tasks in Sage 300 ERP (or that you do not want them to have access to). Customizing the UI allows you to remove functions from users that cannot be removed through the security options. For example, you may want users to have access to a particular window; however, you may want to remove some of the functions on that window. You can accomplish this customization by allowing the user access to the window through the security feature and then by removing a function on the window by customizing the UI. UI Profile Maintenance The system administrator uses the UI Profile Maintenance icon to create profiles that will be assigned to customize user interface forms. In order to customize the UI, the following steps must be performed: 1. Create User IDs (as shown on page 41) 2. Create UI Profile Maintenance IDs 3. Customize user interface forms if required 4. Assign users to a UI Profile Maintenance ID Exercise 1-7, continued First you need to create a UI Profile. 59. Double click on the UI Profile Maintenance icon and the following window will be displayed: Figure 1-61 M01_HEAN3973_01_SE_C01.indd 47

48 48 Exercise 1-7, continued 60. Type OFFICE in the Profile ID field and press [TAB] 61. Type Office Clerk as the Profile Description 62. Click Add to save the UI Profile ID 63. Click Close to exit the UI Profile Maintenance window Next, you will learn how to customize a user interface form. In this exercise you will remove the Warning Date Range field from the Company Profile window for all users assigned to the OFFICE UI Profile ID. You do not want anyone who is assigned to the OFFICE UI Profile ID to be able to change the information in the Warning Date Range field. 64. Double click on the Company Profile icon in the Common Services folder 65. Click on the Options tab 66. View the Warning Date Range field on the screen 67. Clic k on File from the Company Profile menu, and then click Customize. The following window will be displayed: Figure 1-62 Notice that all of the controls in the Company Profile are currently selected to be displayed on the form. 68. Click in the drop-down list beside the Working Profile field and select OFFICE For each control in the Company Profile that you want to remove from the screen, uncheck the box to the left of it. 69. Scroll down the list looking for the Warning Date Range control 70. Click in the box beside the Warning Date Range field to turn this control off so that it appears as shown: Figure 1-63 M01_HEAN3973_01_SE_C01.indd 48

49 LESSON ONE 49 Exercise 1-7, continued 71. Click OK to save and exit the Customize window 72. Click Close to exit the Company Profile window Assign UI Profiles Once you have established User IDs and UI Profiles and assigned customized user interfaces to UI Profiles, the system administrator can use the Assign UI Profiles icon to assign the UI Profiles to specific users. Exercise 1-7, continued Finally, you assign users to specific User Profile IDs. In the steps that follow you will assign yourself to the Office UI Profile, which will restrict you from changing the Warning Date Range in the Company Profile window when you log on to Sage 300 ERP using your own user name and password. 73. Double click on the Assign UI Profiles icon in the Administrative Services folder and the following window will be displayed: Figure Enter or select your User ID in the User ID column and press [TAB] 75. Enter or select OFFICE in the Profile ID column 76. Click Close to exit the Assign UI Profiles window 77. Sign on to Omni Electrical Supplies Ltd. using your User ID and 01/01/2017 as the session date When you access the Company Profile, you should no longer see the Warning Date Range field on the Options tab of the Company Profile. 78. Open the Company Profile window from the Common Services icon 79. Close the Company Profile window when you have finished viewing it 80. Click File from the menu and select Open Company to log in as the Admin user 81. Sign on to Omni Electrical Supplies Ltd. using the system administrator s ID and password and 01/01/2017 as the session date M01_HEAN3973_01_SE_C01.indd 49

50 50 Exercise 1-7, continued 82. Double click on the Data Integrity icon in the Administrative Services folder and the following window will be displayed: Figure 1-65 Data Integrity Data integrity checks should be performed on a regular basis. Use the Data Integrity window to check the integrity of your accounting data. To use this function, you must have signed on as the system administrator or be in a security group that has this option assigned to it. Exercise 1-7, continued 83. Click on the All button to move all available modules for the company into the Check Applications box to be checked for data integrity. Alternatively, you could highlight one application at a time and select the Include button 84. Leave the Fix Minor Errors box blank This option will try to fix minor errors and should only be selected after your data has been properly backed up. 85. Click on the Check button to start the data integrity check After performing the data integrity check, the program will print a Data Integrity Log to the selected print destination. 86. View the Data Integrity Log (assuming you have the Print Destination set to Preview) 87. Close the Report window 88. Click Close to exit the Data Integrity window TIP If errors were found, refer to the Sage 300 ERP manual for assistance or contact your Sage 300 ERP Certified Consultant. M01_HEAN3973_01_SE_C01.indd 50

51 LESSON ONE 51 Exercise 1-7, continued 89. Double click on the Restart Maintenance icon and the following window will be displayed: Figure 1-66 Restart Maintenance If Sage 300 ERP encounters an error during processing, a restart record is generated. Only the system administrator can access the Restart Maintenance window, which gives a record of uncompleted Sage 300 ERP operations due to errors and describes what action must be taken to correct them. For example, a restart record might be generated if there was a power outage during an Accounts Payable cheque run and the process was stopped. When the restart record is started, the cheque run will continue at the point at which it stopped. TIP Be very careful before deleting a restart record. You can safely delete restart records that have been created due to import errors; however, do not delete a restart record that occurred during a process in Sage 300 ERP. For example, if an error occurred during an Accounts Payable cheque run, a restart record will be created. When you attempt to re-run the cheque process, the restart record will restart the cheque run where it left off before the error occurred. If you had deleted this restart record, you would have damaged data. Exercise 1-7, continued 90. Click Close to exit the Restart Maintenance window M01_HEAN3973_01_SE_C01.indd 51

52 52 Database Dump A database dump can be performed by the system administrator only and extracts a Sage 300 ERP database, creating a flat-sequential file. This file can then be used as a backup, or loaded into a Sage 300 ERP database to create a copy of the original database or to create a database for testing purposes. This function is also used when you are moving your Sage 300 ERP database from one database format to another. For example, if you wanted to move your Sage 300 ERP database from one version of Microsoft SQL Server to another or from Microsoft SQL Server to another database supported by Sage 300 ERP, you would have to perform the Database Dump feature first. You can perform a database dump from an open company file by selecting the Database Dump icon from Administrative Services. You can also perform a database dump from the Dump Utility program by clicking Start from the taskbar, All Programs, Sage, Sage 300 ERP 2014, Tools, and then Database Dump. When you open the Database Dump Utility this way, before selecting the Dump button, you must select the database you want to dump and click on the Set Directory button to select the folder to which you want to dump the data. When you select the Database Dump icon from the Administrative Services folder, the following window will be displayed (although your Dataset Directory may be different): Figure 1-67 Database Dataset Directory Select the database that you are going to extract or dump. When you dump the database a folder and file will be created, leaving the original database intact. Use the Dataset Directory to create a folder for the folder and files that will be created during the dump process. The default dataset directory is \Program Files (x86)\sage\sage 300 ERP\Runtime. The directory displayed will be the one you used last. Any directory can be selected. Select the folder where you want to save your database dump files. Description Enter a description of the extracted data. This description will be displayed when you select the dataset during the Database Load function. When you click on the Dump button on the Database Dump window, the following confirmation will be displayed: Figure 1-68 M01_HEAN3973_01_SE_C01.indd 52

53 LESSON ONE 53 When you dump the files, a copy of the Sage 300 ERP database will be extracted into a file containing the database name with a.dct extension, and a subfolder with the same name as the.dct file will be created, leaving the original database intact. This confirmation indicates that if there is a previous file name and subfolder with the same name in the selected dataset directory, they will be deleted before the files are extracted. For example, if you select the OMNDAT: Omni Electrical Supplies Ltd. database in the Database field and then click on the Dump button, the following file and folder will be created in the folder entered in the dataset directory field: This file is the control file that is created from the Database Dump option This folder contains the extracted data from the Database Dump option If you were using the dumped file as a backup, it is important that you copy both the folder that contains the extracted data and the control file, as these are both required to restore the database using the Database Load option. Remember that each company database is linked to a system database, so you will want to do this for both the system and company databases. Example: The following example explains how to use the Database Dump feature for Omni Electrical Supplies. Please ask your instructor if you should perform this exercise. 1. Start Sage 300 ERP and open a company (any company can be selected) 2. Double click on the Database Dump icon from the Administrative Services folder 3. In the Database Dump window, enter or select the following information: a) Database: Omni Electrical Supplies Ltd. b) Dataset Directory: (although any folder can be selected, we will select c:\data) c) Description: Enter an optional description (this description will be displayed when you use the Database Load function, so give it a description that will clearly identify when you performed the database dump) 4. Click on the Dump button 5. Click on the OK button when you receive the confirmation that any existing dump files will be deleted. If you do not want to delete the existing dump files for Omni Electrical Supplies, you would obviously cancel the process and select a different folder in the Dataset Directory field 6. Now that you have extracted the company database, you also need to extract the system database. Repeat steps 3 5. Select OMNSYS as the database to extract 7. In this example, if you are using the extracted files for a backup or will be using the data on a different computer, you must copy the following files and folders: Figure 1-69 As you can see from Figure 1-69, the dumped files and folders can be found directly in the Data folder. By copying the Data folder, you would be sure to save all the files created from the database dump. If you selected a different folder to dump your data to, then you must look within that folder for the files and folders listed above. You can use these files and folders to load the OMNDAT and OMNSYS databases if you require a backup or if you want to open the data in a different database. M01_HEAN3973_01_SE_C01.indd 53

54 54 Database Load The Database Load utility can be performed by the system administrator only and is used to load a dataset (extracted data) that has been created by the Database Dump function into a Sage 300 ERP database. It is important to note that when you use the Database Load function, any data that are currently in the target database will be deleted. It is essential that you back up your data before performing this function. Before you can select a database to load, the database must already be created in Microsoft SQL Server 2012 and in the Sage 300 ERP Database Setup Utility program. You can perform a database load from an open company file by selecting the Database Load icon from Administrative Services; however, you cannot load data into the current company or system database. For example, if you have Omni Electrical Supplies open, you cannot select OMNDAT as the database to load. IMPORTANT If you are using the Database Load function to restore the current Sage 300 ERP company, you will have to exit Sage 300 ERP and select the Database Load function from the Start menu. To do so, after closing Sage 300 ERP, you select Start, All Programs, Sage, Sage 300 ERP, Tools, and then Database Load. With Sage 300 ERP closed, you can perform a database load from the Load Utility program by clicking Start from the taskbar, All Programs, Sage 300 ERP 2014, Tools, and then Database Load. When you open the Database Load Utility this way, you must select the database to be loaded and click on the Set Directory button to browse for the dataset to be loaded. When you select the Database Load function from the Administrative Services folder, the following will be displayed: Figure 1-70 Database Datasets Directory Dataset Select the database that will receive the dumped data that was created from the Database Dump function. This is the target database, and it must already exist in the Sage 300 ERP Database Setup Utility program before you can select it here. Any data currently in this database will be erased during the loading process. This is the directory that contains the control file and the folder that contains the dumped data. Select the dataset that you want to load into the database. You must select a control file that was created during the Database Dump function. If you entered a description for the database when you performed the database dump, it would be displayed here. When you click on the Load button, the dataset will be extracted into the database that you selected. Remember that if data already exist in the database, they will be deleted and replaced by the data in the dataset. M01_HEAN3973_01_SE_C01.indd 54