Certified Course Curriculum

Transcription

1 Introduction & Product Overview STUDENT CURRICULUM SAGE UNIVERSITY Certified Course Curriculum

2 CERTIFIED STUDENT CURRICULUM SAGE UNIVERSITY Not for Resale or Reproduction Curriculum Version 2.0

3 NOTICE This document and the Sage ERP X3 software may be used only in accordance with the accompanying Sage MAS ERP X3 End User License Agreement. You may not use, copy, modify, or transfer the Sage ERP X3 software or this documentation except as expressly provided in the license agreement. Visit our website at or call to learn about training classes that are added throughout the year. Information in this document is intended solely as general information with respect to common business issues and is not to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED AS IS AND ALL WARRANTIES ARE EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Sage Software may make changes to the information in this document at any time, without notice. Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. 11/2011

4 Contents Welcome and Introduction... 2 Overview and Architecture... 4 What is Sage ERP X Basic Overview of Sage ERP X3 Architecture... 7 Solutions and Folders... 9 Logging On and Navigation Logging On The Desktop Using Browser & Favorites Creating a Custom Dashboard Navigating in a Task Help Printing Setup Overview Parameters vs. Common Data Organizational Structure: Companies Organizational Structure: Sites Accounting Setup Overview Parameter Values Common Data Business Partners Products Transaction Setup & Flow Overview of Transaction Setup Overview of Transaction Flow Purchase Processing Sales Processing Summary Certified Student Course Curriculum - Version 2.0 Page 1

5 Lesson 1 Welcome and Introduction Welcome to the Sage ERP X3 training class. This course is divided into discussion of concepts and activities and is intended to provide you with an overview of Sage ERP X3 and information on how to log on and navigate, understand the structure and setup of companies, sites, module integrations, and common business processes. This course is designed to provide you with a very high level knowledge of: The Sage ERP X3 architecture and terminology. How to log onto the program and understand how to navigate, search for information, and design your own flow charts. Basic setup requirements for companies and sites. Working knowledge of the role parameters play in setup. Transaction setup and flow of information as it is entered in the system. Page 2 Certified Student Course Curriculum - Version 2.0

6 Welcome and Introduction (continued) How to Use This Curriculum The following table describes the conventions used in this curriculum Convention Step numbers versus activity numbers Italic font in an activity Courier font in an activity Explanation Step numbers are not part of an activity and are intended to provide you with the steps typically used to complete a task. Activity numbers appear in bold and are completed in class. Items that are part of an activity and appear in an italic font indicate you need to select a task or perform a specific action to complete the step (for example, click OK). Items that are part of an activity and appear in courier font indicate information you should enter (for example, at the Customer No. field, enter 01-ABS). Certified Student Course Curriculum - Version 2.0 Page 3

7 Lesson 2 Overview and Architecture In the following topics, you will learn key features of the Sage ERP X3 product and gain a basic understanding of the architecture. The topics in this lesson include: What is Sage ERP X3? Basic Overview of Sage ERP X3 Architecture Solutions and Folders Page 4 Certified Student Course Curriculum - Version 2.0

8 What is Sage ERP X3 Sage ERP X3 is an ERP (Enterprise Resource Planning) is an integrated computerbased program designed to support all the business processes within an organization, such as purchasing, sales and accounting, with data being exchanged between departments. Sage ERP X3 integrates all the enterprise s information and business processes within a single software system and database. - By maintaining a single database, it simplifies the way you manage your business. - This allows users to get an extensive view of their activity in real time, no matter where data is created or stored. - Once data is entered, the information propagates in real time to all parts of the business that need it. For example, an issued order has an impact on stock levels, production, and accounting. The system manages finance, sales, inventory, CRM, purchasing, and manufacturing operations globally. Throughout the system functions, you can display critical information in one of the various animated graphic formats. - The Business Process Designer allows you to access all ERP functions following user-defined work procedures, avoiding long lists of menus and options and shortening the learning curve. Certified Student Course Curriculum - Version 2.0 Page 5

9 What is Sage ERP X3? (continued) Embedded workflow functions allow your company to automate the flow of information within and outside of your business based on company-specific work practices and procedures. Includes a power business intelligence engine, which allows you to analyze your business performance on the fly, by simple drag and drop of aggregated dates is updated in real time with day-to-day operations. - Powered by leading Business Objects technology, business intelligence is fully integrate within the Sage ERP X3 syst4em and does not require maintenance of a separate database. Page 6 Certified Student Course Curriculum - Version 2.0

10 Basic Overview of Sage ERP X3 Architecture Before logging onto and working with the program, it is important to understand the overall Sage ERP X3 architecture and the relationship between the various servers. Note: The diagram below is a basic architecture model. It is important to note, that this model changes based on the needs of the individual company. Sage ERP X3 consists of five server elements. They can be separate servers or a mix of servers. For example, the Print Server can be installed on the same system as the Web Server. X3 Database Server The Database Server is where the database component of Sage ERP X3 is installed and it is where the actual database is stored. The Application Server requests information from the Database Server and provides/displays information on the client workstation. A single database is created on the Database Server. All Folders are created in the same database. A single Folder can contain one or multiple company data. Certified Student Course Curriculum - Version 2.0 Page 7

11 Basic Overview of Sage ERP X3 Architecture (continued) X3 Application Server/Console Server In an instance of an X3 installation, there will always only be one Application Server. A runtime listener accepts connection requests from the X3 client. The Web Server, Report Server, and Connection Server components can be installed on the Application Server. X3 Connection Server The connection server accepts client connection requests to the Application Server. The Connection Server components can be installed on the Application Server; however, if more than 50 users are required, then multiple Connection Servers (a.k.a. Process Servers) are used. A Connection Server has the runtime listener installed but it does not have the application software components. X3 Web Server X3 Report Server The Web Server can either be separate or part of the Application Server, and is where the web presentation server component is installed. These components are necessary to allow clients to connect to Sage ERP X3 via the web, as well as for use with PDAs and VT Terminals. The print server component is installed on the Report Server, and is necessary to print from the web client. Page 8 Certified Student Course Curriculum - Version 2.0

12 Solutions and Folders A Solution is an instance of Sage ERP X3 and defines the connection between the various servers and the location of where various components are installed. Note: A Solution is defined and created through the Sage X3 Management Console. Individual Folders contain rules, parameters, dictionaries, developments, and data. - When a Folder is created, it creates a directory on the Application Server and tables and users in the database on the Database Server with the same name. - For example, for the TRAINV6 Folder, there is a TRAINV6 directory on the Application Server, and TRAINV6.XXXX tables and a TRAINV6 user in the database. (XXXX represents the individual table names within the database.) Certified Student Course Curriculum - Version 2.0 Page 9

13 Solutions and Folders (continued) It is important to keep in mind that a single Folder can contain data for multiple companies.. - Information can be shared between companies that are contained in the same Folder. Every Folder created inherits information from the X3 Reference Folder, which contains all the standard defaults for Sage ERP X3 (e.g. screens, workflows, general parameters, etc.) Typically, you would have a TEST, PILOT, and LIVE folder. - The TEST folder is used to practice entering transactions or data. This would contain sample data to use when demoing or practicing with data entry. - The PILOT folder is the initial setup of your LIVE folder. You can make customizations to such items as screen in the PILOT folder and apply them to the LIVE folder, ensuring they work correctly before affecting users or interrupting data entry. - The LIVE folder contains your actual live company data and is where day-today transactions are entered. Page 10 Certified Student Course Curriculum - Version 2.0

14 Lesson 3 Logging On and Navigation In the following topics, you will learn how to log onto the Sage ERP X3, gain an understanding of the Launch window, and learn how to navigate and use the graphical workflows. The topics in this lesson include: Logging On The Desktop Using Browser & Favorites Creating a Custom Dashboard Navigating in a Task Advanced Selection Help Printing Certified Student Course Curriculum - Version 2.0 Page 11

15 Logging On When installing Sage ERP X3, a program group is automatically created in the Windows Start menu. There are several options for logging onto the client program, which include: Click Start on the task bar and select Programs > Safe X3 > Safe X3 Client. If a shortcut was created for the Sage ERP X3 program on the Windows Desktop, click the Safe X3 Client icon. If you are connecting using Web Services, an icon should have been created for you on the Desktop. After selecting the program, the appropriate Connection window displays. The window displayed is based on whether you are using a Standard connection or a Web Connection. Page 12 Certified Student Course Curriculum - Version 2.0

16 Logging On (continued) Standard Connection When accessing Sage ERP X3 from either the Sage X3 program group or from an icon on your desktop, you are prompted for the application, language, and user logon information. The option selected at the Application field, determines the Folder you are accessing. This also determines the companies available. - A connection to a Folder is established on each user s workstation by clicking the Setup button on the Connection window. At the Language field, select the language used throughout the program including the Desktop, menu options, and field names. At the User and Password fields, enter the appropriate user logon and password to access the program. - The user entered determines access to specific menu options and tasks, and determines any specific user preferences that should display. This includes dashboards defined by the user. - Passwords are only required if defined when setting parameters. - Additionally, you can also define preferences such as the minimum number of characters. - A default user of admin is created without a password and is considered the principal administrator, with full rights in the program. You can modify this user as well as define a password. The date entered at the Date field is used as the default date for transaction entry and inquiries. Certified Student Course Curriculum - Version 2.0 Page 13

17 Logging On (continued) The Do not ask for these parameters again check box determines if you are prompted for the information in the Connection window each time you launch the program. - If the check box is selected, a connection is created using the information initially entered when first accessing the program. This means you cannot change the application, user, language, or password. - This creates a problem if the password has expires or if the user wants to log onto different applications/folders. - If this checkbox is selected by mistake, it can be changed for the user by selecting Tools > Options from the Menu bar on the Safe X3 Client Desktop. Web Connection When accessing Sage ERP X3 using a Web Connection, you are not prompted for an application. The icon created uses a link specific to a Folder and a language. Multiple Sessions You can have multiple sessions of Sage ERP X3 running on the same client workstation, each logging into a different application with the same or different user ID. Page 14 Certified Student Course Curriculum - Version 2.0

18 Logging On (continued) Logging on to Sage ERP X3 In this Practice, connect to the DEMO folder. From the Safe X3 program group, select Safe X3 Client. 1. At the Application field, click the drop-down arrow and select the option for DEMO X3Install. 2. If the Language field does not display English, click the drop-down arrow and select English-American. 3. Enter admna as the user. 4. Accepts all other defaults, and click the Connection button to access the program. Certified Student Course Curriculum - Version 2.0 Page 15

19 The Desktop The Desktop displays after logging on to the system. It is the starting point for the Sage ERP X3 program and provides access to menus and tasks. The figure below displays the classic look of the Desktop; however, users can customize by adding their own tasks to the Favorites list and creating their own dashboards. Note: Access to a menu and task is based on the security defined for the user. Page 16 Certified Student Course Curriculum - Version 2.0

20 The Desktop (continued) The top section, Menu and Toolbar, provides access to various menu options and the main toolbar. - The Menu options change based on the task selected. For example, additional menu options for Selection, Inquiries, and Actions are added when accessing certain tasks. - The options on the Toolbar become available based on the task selected. For example, in the Customers task, you have access to the First, Next, Previous, Last, New Record, Print Record, Attach Documents, Field Help, etc. buttons. The Display Panel initially displays the content added to a dashboard selected, such as the My Menus dashboard. When a task is selected, the Display Panel changes to display the task window. A Dashboard is used to display content such as the Browser and Favorites thumbnails, as well as workflows which are designed to make the process for completing a task such as entering an order easier. - Customizing and creating your own dashboard is discussed in a later topic. Certified Student Course Curriculum - Version 2.0 Page 17

21 Using Browser & Favorites The Browser and Favorites thumbnails are used to navigate to specific tasks within the program using a menu structure. Both of these views are automatically added to the default dashboard of My Menus and can optionally be added to new custom dashboards created. Used to expand or collapse the entire thumbnail view. Used to refresh the data displayed, edit the name and default size, minimize and maximize, and delete the thumbnail view. The Browser thumbnail displays all menus and tasks and cannot be modified. - Tasks are grouped by function and not module. For example, the Common Data menu displays tasks that define information common to more than one module or task, such as products. - If Browser is not displayed, it can be accessed by clicking the Navigator button which is available on the Desktop and on the Toolbar when in a task. Page 18 Certified Student Course Curriculum - Version 2.0

22 Using Browser & Favorites (continued) The Favorites thumbnail is automatically created; however by default it does not contain any menus or tasks. There are multiple ways to add a menu or task to Favorites. - You can add an entire menu or an individual task by right-clicking on the menu or task in the Browser thumbnail and selecting Add to favorites. - If you are in a task, you can add the task to Favorites by clicking the Add to favorites button that is added to the Toolbar. Additionally, you can click on the Favorites button to quickly access your Favorites list while in a task. Add to favorites Favorites - The Favorites button is also available on the Desktop. This is beneficial if you have removed the Favorites thumbnail from a dashboard but still want to access and use the list. - When a menu or task is added to Favorites, you can edit the description by rightclicking on the menu or task and selecting Properties. - If a menu or task is added by mistake, simply right-click on the appropriate item and select Delete. Accessing Tasks and Adding Favorites 5. If not already selected, select the Browser thumbnail and click the Edit button. Enter 400 as the height and click Save. Notice the height of the Browser thumbnail changes allowing for more room to add additional content to the Display panel. Repeat the process for the Favorites thumbnail. Right-click on the Sales menu option in the Browser thumbnail and select Add to favorites. Notice it added the entire menu structure to Favorites. Now add the Generate preparation lists task from Browser to Favorites. This task is located under the Inventory > Shipment preparation menu. Notice it added only the task to Favorites and not the entire menu structure. Certified Student Course Curriculum - Version 2.0 Page 19

23 Using Browser & Favorites (continued) You now realize you should not have added the entire Sales menu to Favorites. In the Favorites thumbnail, right-click on the Sales menu and select Delete. In the Browser thumbnail, select Orders from the Sales > Orders menu. When prompted, select the Standard entry type and click OK. On the Toolbar, click the Add to favorites button to add this task to your Favorites. Notice the Favorites and Navigator buttons are also available making it easy to navigate to another task without closing the current task displayed. Click the End button to close the window and return to the Desktop. Verify that the Orders task is now available under Favorites. You may need to click the Refresh button to refresh the Favorites menu. Click the Delete button in the Browser thumbnail to remove it from the My Menus dashboard. You can add Browser back to the My Menus dashboard and any new dashboards created by clicking Add content. This is discussed in a later topic. On the Desktop, click the Navigator button. Notice it shows the same menu structure as displayed in the Browser view. Now take a few minutes to practice accessing tasks from Favorites and using the Navigator button access menus and tasks not in Favorites. When finished, return to the Desktop. Page 20 Certified Student Course Curriculum - Version 2.0

24 Creating a Custom Dashboard You may find it easier to create your own custom dashboard that contains content such as workflows specific to your job function, making it easier to locate and access necessary tasks. To create a new dashboard, click the New tab. When selected, you are prompted for a name. The name identifies the dashboard and you can change it any time. Once the dashboard is created, you can add content by clicking Add content. The options available in the Add content window are predefined and cannot be modified. You can add content such as URLs, Queries, Statistics, Processes, and Notes. You must have an internet connection to display or use URLs added to the dashboard. To add content to the dashboard, simply select the appropriate item and click+drag it to the dashboard window. - Once added, you can click+drag the thumbnail to a default position and define the size. - This information is retained based on your folder/user combination, and can be different for each folder you log into. Certified Student Course Curriculum - Version 2.0 Page 21

25 Creating a Custom Dashboard (continued) Queries and Statistics Both Queries and Statistics provide a view of your data in a listing or graphical format. For example, the Unpaid Invoices query displays a list of invoices with an amount due while the Invoiced Expenses statistic can be shown in a graphical or list view. Used to change the level of detail based on how data is grouped. For example, clicking the up arrow narrows the information to show only the site and customer ID and name. Query Statistic Used to drill-down into the data. You can drill-down to view further detail on any item underlined in a query or statistics thumbnail. Additional navigational arrows display in the thumbnail if multiple pages of information are available. Page 22 Certified Student Course Curriculum - Version 2.0

26 Creating a Custom Dashboard (continued) Processes (Workflows) Processes list workflows that are function or job specific and contain links to tasks typically used together in a logical workflow. For example, the Order workflow contains links to tasks to search for prices, create an order, modify an order, print the order, and allocate stock. Using workflows to access tasks, saves you time searching through menu options and provides easy access to all related tasks. Note: The default workflows cannot be modified. Notes The Notes option allows you to add a notepad to your dashboard, where you can keep notes or reminders you want to display on a regular basis. You can add and delete content notes as needed. Certified Student Course Curriculum - Version 2.0 Page 23

27 Creating a Custom Dashboard (continued) Create a New Custom Dashboard In this Practice, modify an existing dashboard and create a new custom dashboard and add content. 1. Select the My Dashboard Tab. 2. Click Add content. 3. From the Demo Processes listing, click and drag Accounts Payable Process onto the dashboard. 4. Repeat the above for the Accounts Receivable Process. 5. Now let s add a new dashboard. Click New tab. 6. Enter Sales as the name. 7. Make sure the dashboard you created is selected and click Add content. 8. Click and drag Favorites onto the dashboard you created. Notice the Favorites list is the same one you added tasks to in a previous activity. 9. Add the Customers without orders and Orders to Ship queries to your dashboard. Both queries are located under the Requesters > Sales > Orders menu. 10. Add the Process Orders process to your dashboard. This process is located under the Processes > Sales menu. 11. Now add the Manage Customers process located under Processes > Common Data. 12. In the Add Content window, click the Close button to close the list. 13. Arrange the various thumbnails and practice minimizing, maximizing, and drilling down on the data available. 14. Once completed, verify all tasks are closed and you have returned to the Desktop with the dashboard you created displayed. 15. From the Manage Customers thumbnail, click the Manage Customers step to access the Customers task. Page 24 Certified Student Course Curriculum - Version 2.0

28 Navigating in a Task Now that you understand how to log on to the program and use the Desktop, it is important you become familiar with the options available for navigating in a task. Common features are used throughout Sage ERP X3; including searching, command buttons, and accessing Help. Certified Student Course Curriculum - Version 2.0 Page 25

29 Navigating in a Task (continued) Left List Box In the Left List box displayed, you can select a record, change the sort order by clicking on the column name, rearrange the columns by clicking and dragging the column name to a new location, and define selection information. To select a record, simply click on the appropriate record. To define selection information, right-click on the column name and select QuickSelect. - A QuickSelect field displays where you can enter the data you are searching for and use the asterisk (*) wildcard to search for a record that contains a specific value(s). - For example, if you define a selection criteria of *C on the Company name column, it displays all company names containing a C (e.g. Consolidated Pharmaceuticals, West Coast Computers, NY Computers Inc.). - To clear the selection criteria, right-click on the column name, select QuickSelect, and in the QuickSelect field clear the entry and press ENTER. Using the List Box In this Practice, use the information you have learned to select a specific record. 1. Select customer ABC Cicycle. 2. Right-click on the Company name column title and select QuickSelect. 3. In the Quick Select field, enter Buy 4 Less Club and press the ENTER key. 4. Only the Buy 4 Less Club company should now display in the list. Using QuickSelect on the Company name column, change the criteria to Con*. 5. Only company names beginning with Con should display. Clear the selection so that all companies display. 6. Verify that customer ABC Bicycle is still selected. Page 26 Certified Student Course Curriculum - Version 2.0

30 Navigating in a Task (continued) Command Buttons The program contains a number of easily identified command buttons performing specific tasks. These buttons are available on the Toolbar as well as at the bottom of a task window. Browse Buttons Attachment Field Help New Record Comment Application Help A task may include one or more command buttons that are used to launch other tasks such as inquiry tasks. Used to save, create, and delete a record as well as cancel the entry of data entered. Closes the task window Attachments and comments entered are associated with the selected record. - You can attach multiple files to a single record; however, you can enter only a single comment. Note: Additional command buttons may display at the bottom of the task window and are discussed in other training courses. Standard Selection Several fields in a task may have predefined selections such as the category for a customer. To view a list of the values you can select from, either press F12 when in the field or select Select through the right-click menu. You must double-click on an item to select it from the list. Certified Student Course Curriculum - Version 2.0 Page 27

31 Navigating in a Task (continued) Tunneling Tunneling allows you to launch the associated task for the field. For example, click the Category field name to access the Customer category task. When tunneling to a different task, it does not close the current task displayed. You can also right-click in the appropriate field and select the associated task from the right-click menu or press F9. It is important to note you can only access tasks for which you have access. Tab vs. Enter When entering data, you must use the Tab key to move through the fields and accept the entry instead of the Enter key. Pressing the Enter key saves the entire record. Right-Click Menu The right-click menu, which displays a pop-up menu, is a key component to navigating and accessing information in Sage ERP X3. Use the right-click to access commands from with a field, on a menu, or from with any task. Right-click functionality is used throughout the training on Sage ERP X3. Some of the most common commands are shown below. ESC Spacebar Cut [Ctrl+X] Copy [Ctrl+C] Paste [Ctrl+V] Select all [Ctrl+A] Insert Line [Shift+Insert] Close/Exit a field Check or Un-Check a box Cuts the selected text to the Windows Clipboard. Copies the selected text to the Windows Clipboard. Pastes items from the Windows Clipboard into the active field. Selects all text in the current data field. Used to insert a new line or row in a data entry table when entering such data as line items on an order. Delete Line [Shift+Delete] Deletes the current active line in a table or grid. Shift+Tab Find Field Help Form Mode Excel export Jump one field back Opens a Find window where you search for a key. Used to access field level help for the current field. Displays a data entry table in a form layout. Displays in a separate window and all columns display as fields. Used to export information entered in a data entry table to Microsoft Excel. Page 28 Certified Student Course Curriculum - Version 2.0

32 Navigating in a Task (continued) Function Keys Several function keys are used throughout the program. The table below describes the purpose of each function key. F1 Shift+F1 Alt+F1 F2 F4 F5 F6 F7 F8 F9 F11 F12 Displays help for the current field. Displays help for the current function. Show Parameter Help Opens a field (same as double left mouse click). Displays Pop-up Option Menu (same as right mouse click). Used to refresh a list or window. Displays the field name, screen name, and data type or sizing information about a field. Shows a history of processes that were run by the current user. Display the last read list Tunnels to entered value s setup function. Displays an objects properties. Opens a selection list for the current field. Certified Student Course Curriculum - Version 2.0 Page 29

33 Navigating in a Task (continued) Navigating In this Practice, use the information you have learned on navigating to enter information for a new customer. 1. If you are not in the Customers task, select it now from the Manage Customers thumbnail. 2. Verify ABC Bicycle is the current customer selected. Click the Category field name to tunnel to the Customer category setup task. 3. The Customer category task should now be displayed. Here you can modify or view any necessary information for existing categories or create new categories. Click End to close the window. If you have more than one task open, you can use the Windows menu to switch between tasks. 4. Click the New Record button. 5. Press F12 at the Category field and select DOM. 6. Enter P34 as the customer ID and press the TAB key. 7. Enter River as the short title and River City Electronics as the company name. 8. Click the Addresses tab. Enter SAC as the address code and press the Tab key. 9. Press F1 in the field to the right of the Code field to identify the purpose. 10. Close the Help window displayed and enter Sacramento as the description. Use the information below for the remaining address fields Center Drive Sacramento, CA Landline = Fax = address = rivercityelec@yahoo.com 11. Click the Commercial tab. 12. Click in the Sales rep field. 13. Right-click in the field and select Select. 14. Select sales rep REP Click Create. Page 30 Certified Student Course Curriculum - Version 2.0

34 Help Help is available from the Menu, Toolbar, inside a Task and Field level Help. From the Menu toolbar, select Contents from the? menu to get a complete Index to select from. - You can also click the Contents button on the toolbar to access the Index. Certified Student Course Curriculum - Version 2.0 Page 31

35 Help (continued) From inside a Task, select the? menu to access several options: - Field Help = F1 - Parameter Help = Alt+F1 - Function Help = Shift+F1 - Contents Within any field, right-click and select Field Help to get the field name and description of what the field is used for. Page 32 Certified Student Course Curriculum - Version 2.0

36 Printing There are several methods available for printing listings, reports and forms. You can print: Directly from within a task by clicking the Print button on the toolbar or by selecting Print from the File menu. - The actual document/report printed is based on the task and parameters defined. - For example, when entering a sales order you can define parameters that allow you to print the actual sales order in the Orders task by clicking the Print button. - Multiple report codes can be associated with a specific task. In this case, you are prompted for the report code you want to print. The Reports option on the main Browser window contains options for defining and viewing report codes as well as printing reports and documents associated with each module. - Select the Reports task to view a list of reports, listings, and forms by report code, which gives you the description and the corresponding Group/Module the document belongs to. You can also print the report, listing, and form from this task as well as create new report codes. - The Prints/group menu categorizes the reports, listings, and forms by module. For example, the Reports > Prints/group > Inventory menu provides access categorized by Internal documents, Counts, Reordering, Stock to be moved, and Analyses. Certified Student Course Curriculum - Version 2.0 Page 33

37 Printing (continued) Report Parameters When selecting to print a specific report code, you are presented with a report parameters window where you can define selection information, destination, and type of departure. The selection information defined is specific to the setup of the report code. The type of departure selected determines if the report is printed, previewed, or sent to a file. - Additional setup information is required when printing to a printer (e.g. server, printer, etc.) as well as file. - When previewing, you can print in multiple formats, export to excel, or save to a file. - All reports are created in Crystal Reports allowing you the ability to modify as well as create new reports. Page 34 Certified Student Course Curriculum - Version 2.0

38 Lesson 4 Setup Overview In the following topics, you will gain a basic understanding of the differences between and a company and a site, and the different roles they play and company s overall organization. The topics in this lesson include: Parameters vs. Common Data Organizational Structure: Companies Organizational Structure: Sites Accounting Setup Overview Parameter Values Certified Student Course Curriculum - Version 2.0 Page 35

39 Parameters vs. Common Data Before setting up information in Sage ERP X3, it is important that you understand the differences between Parameters and Common Data. Parameters Parameters in Sage ERP X3 define the setup codes and values that are used to determine: The organizational structure of the folder and related companies Default and standard settings for functionality and usage Settings for transaction entry and flow As part of an implementation of Sage ERP X3, defining the parameter settings (called parameterization ) plays an important role in establishing company records and defining how applications are used. Within the Parameters section of the Browser, individual tasks are broken down into general settings areas and application-specific parameters: Page 36 Certified Student Course Curriculum - Version 2.0

40 Parameters vs. Common Data (continued) General Settings parameter tasks include General parameter definitions and Organizational structure. - These areas include the setup of companies and sites as organizational elements for transaction entry, and specific parameter values for the way Sage ERP X3 manages transactions, navigation, and functionality. Application-specific parameter tasks include settings for entry transactions and values used in common data record setup. Common Data Common data includes all records that would be used on transaction entry. This would include customers, suppliers, products as well as other records such as terms codes and general ledger accounts. While Parameters define the way transactions are entered and how they flow through Sage ERP X3, Common data defines the specific records that are used as part of the transaction itself. For example, when entering a sales invoice: XYZ Company SALES INVOICE For: Customer A Product 1 $XXX Product 2 $XXX Total $XXX Terms: On receipt Company and Site information comes from Parameters. The document type and entry settings that determine the way the transaction is entered and posted comes from Parameters. The Customer record is defined in Common Data. Products and pricing are defined in Common Data. Terms codes and payment methods are defined in Common Data (although the method of processing a payment is defined in Parameters). Certified Student Course Curriculum - Version 2.0 Page 37

41 Parameters vs. Common Data (continued) Common data tasks are broken down into application-specific tasks and common tasks: Within Common data, there are tasks that define generic values for records and transaction entry, and tasks that define actual records. For example: - The BPs tasks define customers and suppliers - The BP tables tasks define items that may be used on customer and supplier records (e.g. terms, payment methods, etc.) Determining Parameters or Common Data Setup In this Practice, you will answer questions to assist in identifying where you would go to establish the particular setting or record in Sage ERP X3. When defining the following items, select whether this would be done in Parameters or Common Data: 16. Adding a new customer: PARAMETERS COMMON DATA 17. Editing the default terms of a customer: PARAMETERS COMMON DATA 18. Starting a new company: PARAMETERS COMMON DATA Page 38 Certified Student Course Curriculum - Version 2.0

42 19. Defining a new invoice type for data entry: PARAMETERS COMMON DATA Certified Student Course Curriculum - Version 2.0 Page 39

43 Organizational Structure: Companies Sage ERP X3 is based on hierarchical structure with the highest level being the Folder. A single folder can contain multiple companies and the company currency can differ from the folder currency. Companies are defined in the Companies task on the Parameters > Organizational Structure menu. - You define information such as the country, company registration number, address, bank, and contact information when defining a company. - The company also determines the account core model used, first fiscal year, and accounting currency. - The account core model identifies the chart of accounts used for the company. View Companies Defined In this Practice, view information for the various companies defined. 1. From the Parameters > Organizational structure menu, select Companies. 2. There are two companies defined 020 and 030. View information for each of these companies. Who is the contact for the 020 company? What was the starting fiscal year for company 030? What is the account core model for each of the two companies? 3. Click End to close the task. Page 40 Certified Student Course Curriculum - Version 2.0

44 Organizational Structure: Sites A single company can have multiple sites, and the sites can represent different locations, warehouses, etc. Companies and sites are grouped together for reporting purposes. Sites are defined in the Sites task on the Parameters > Organization structure menu. When creating a site, you determine if it is a Manufacturing, Sales, Purchases, and Stock site. A single site can be one or any combination of these. You also determine if it is a financial site. Financial sites use the same account core model as the company it is associated with. - If you create a site that is non-financial, such as a Production or Warehouse site as shown in the figure above for company 020, you must associate them with a Financial site. - Transactions generated by the non-financial site(s) post to the financial site to track account balances and to print financial reports. Sites do not have to use the same currency as the company. Certified Student Course Curriculum - Version 2.0 Page 41

45 Sites (continued) 1 st Site Example In the example below, there is a single Financial site, where all the other sites transactions post to a single ledger. All three sites are reporting into a single Financial site. All accounting entries are tracked and posted to site 1. All transactions (stock, sales, and purchasing) are at site level. Page 42 Certified Student Course Curriculum - Version 2.0

46 Sites (continued) 2 nd Site Example In the example below, there are multiple Financial sites, making it possible to report financials at the site and company level. This includes the Balance Sheet and Profit and Lose (income) statement. Sites 1, 3, and 4 are defined as Financial sites, and site 2 is a stock site only. All transactions (stock, sales, and purchasing) are at site level. Certified Student Course Curriculum - Version 2.0 Page 43

47 Sites (continued) View Sites Defined In this Practice, view information for the various sites defined. 1. From the Parameters > Organizational structure menu, select Sites. 2. There are multiple sites defined for each company. View information for each of these sites. On what tab do you determine if a site is Financial or not? What company is site P21 associated with? On what tab can you determine the type of site defined? 3. Click End to close the task. Page 44 Certified Student Course Curriculum - Version 2.0

48 Accounting Setup Overview In Sage ERP X3, there are several steps involved in defining the general ledger accounts used on transactions. All transactions entered result in a journal entry to a specific account. However, in Sage ERP X3 there are many factors at play for determining which accounts are used and what analytical information is included. It is important to note that X3 supports multiple ledgers, which means it can support multiple charts of accounts for a single company. This could be used to manage GAAP versus IFRS accounts, or track separate charts for budgeting and analysis from actuals. The following illustration represents the setup of financial accounting elements for X3: The key concepts of the Financial Accounting setup for Sage ERP X3 include: Establishing accounts Defining dimensions for analysis Defining companies and sites Certified Student Course Curriculum - Version 2.0 Page 45

49 Accounting Setup Overview (continued) Defining Accounts To define accounts, you must define: The chart of accounts code, also called the Account Plan Account Classes Accounts Defining Dimensions Dimensions represent analytical buckets for storing and reporting information. Unlike other accounting systems that allow for cost centers to be defined as part of the individual general ledger account, Sage ERP X3 allows dimensions to be used instead of hard-coding to accounts. This means that when tracking information such as department, division, region, sales rep, etc., instead of defining a value for each to an account, these are entered as part of the transaction but not necessarily as part of the account used on the transaction. Tracking dimensions in this way allows for a simpler, streamlined chart of accounts for transaction processing while dealing with analysis separately. To define dimensions, you must define: Dimension types to indicate what information is being tracked Dimension values for each dimension type You can also define default dimension values for transactions Defining Companies/Sites The final step in defining the financial system is establishing company and site records. This is done last in order to assign dimensions and charts of accounts to the company. If accounts and dimensions were not defined initially, you would not be able to establish a company. The setup of the appropriate accounts and dimensions used are defined in the Account core model. This is assigned to the company. Once company records are defined, you can also manage fiscal years and periods. Page 46 Certified Student Course Curriculum - Version 2.0

50 Accounting Setup Overview (continued) Legislations A key concept of Sage ERP X3 is the ability to manage multiple legal legislations from different countries of the world. In many setup areas there is a field to define which legislation an account, parameter, or value is able to be used with. Legislations used at transaction level are defined at the Company level. - If a company is only using one legislation, there is no need to define legislation values in other areas of setup. - However, if legislations are used they act as filters for selecting records and defining transaction protocols and reports for specific legislations. Accounting Setup In this Practice, view information for the various levels of accounting setup: 1. From the Parameters > Organizational structure menu, select Ledgers. 2. What dimensions are being used on the NA Ledger? 3. Name 3 dimension values for the dimension type DPT (hint: Dimension values are NOT defined in Parameters) Certified Student Course Curriculum - Version 2.0 Page 47

51 Parameter Values Under the General parameters tasks, parameter values is a powerful area that defines parameter settings for each application as well as X3 core functionality. Parameter values can define many things: Default settings for transaction entry and flow Print destination default settings Budget tracking and control settings Navigation and quick-select options and settings Parameter values can be defined at the Folder, Company, Site and/or User-specific levels. To define values, select the application for which you are defining a value and the appropriate folder. Then, for the specific function group, right-click and select Detail. Once the Detail window appears, you can edit the specific parameter value. It is important to note that in some cases you may need to log out and log back in to update the change. Page 48 Certified Student Course Curriculum - Version 2.0

52 Parameters Values (continued) Defining Parameter Values In this Practice, you will edit a parameter value for showing the last record on a transaction entry window. 1. From the Financials > Journals menu, select Journal entry. 2. Note that when the screen opens, it defaults to show the last record. You want to change this so that it will leave the window blank to start. Close the window. 3. From the Parameters > General parameters menu, select Parameter values. 4. Select the SUP (Supervisor) application and the DEMO folder. 5. In the grid that appears, click on the SEL (Selection Listing) line and then right-click and select Detail. 6. On the detail window, change the value on the first line (CHDERLUS) from a Yes to No. 7. Click OK and Save to save the settings. 8. Close the Parameter values window. 9. Log out and back into X3. Open the Journal Entry window again and note that the last record does not auto-populate the window. Certified Student Course Curriculum - Version 2.0 Page 49

53 Lesson 5 Common Data In the following topics, you will gain a basic understanding of the setup of common data elements in Sage ERP X3. Common data is used in transaction entry and reporting and represents information that can be shared across applications. The topics in this lesson include: Business Partners Products Page 50 Certified Student Course Curriculum - Version 2.0

54 Business Partners A business partner is an entity that can be a supplier, customer, sales rep, etc. Business partners can have a specific role or can play multiple roles for example a business partner can be both a customer and supplier at the same time. In this case, there is a single business partner record, which is used to provide the grouped common identification data. Each business partner type has certain common data, as well as additional data (commercial, accounting) linked to one of the business partner roles. - This allows users to maintain the Business partner table and its associated tables: Addresses, Contacts and Bank ID. A specific business partner case also exists: the inter-site business partner, defined by a check box. This makes it possible to use the notion of the business partner to carryout shipments without invoicing between sites. It should be noted that if the business partner is used for a specific transaction (e.g. customer sales), then you can establish the record as a customer and the business partner record will generate itself. - If you add the business partner record first, you cannot select certain roles, as they require specific information. Customer and Supplier Categories When defining business partner records, if you are creating a record that is used specifically as a customer or supplier, you can create the record in the appropriate function without creating the BP record it will be automatically created when you save the supplier or customer record. With customer and supplier records, there is additional information that can be entered to provide specific default settings on transaction entry, such as terms codes and payment methods. One required field for suppliers and customers is the category code. These categories allow for grouping similar customers and suppliers together for reporting and analysis purposes. Categories also provide default settings to apply to supplier and customer records. It should be noted that you must define customer and supplier categories before defining individual records. Certified Student Course Curriculum - Version 2.0 Page 51

55 Business Partners (continued) Defining Business Partners In this Practice, you will create various business partner records to understand setup. 1. From the Common data > BPs menu, select BPs. 2. Click the New button to create a new BP record by completing the required information only. Use your name as the BP code. Note that you cannot select certain roles at this level. 3. Once you have saved your BP record, click the Customer button at the bottom of the window. Note that you are taken to the Customers window to create a new customer. 4. Enter DOM at the Category field. 5. Enter the same name that you used for your BP code as the Customer code. Note that the information from the BP record has been automatically added to this record look on the Addresses tab. 6. Create the Customer record and close the Customers window. Note that on the BPs window the role Customer is now checked on the Identity tab. 7. Close the BPs window. 8. From the Common data > BPs menu, select Suppliers. 9. Click the New button. 10. Enter the following supplier information: Category: DOM Supplier code: XYZ Supplier Name: XYZ Professional Services Inc. On the Address Tab, enter any address using code XYZ. On the Financial tab, verify the following information: Net 30 Days as the payment term and NTX for the tax rule. 11. Click Create and close the window. 12. Select the BPs task and search for BP code XYZ. 13. What information was entered in the Supplier record that is not visible on the BP window? Page 52 Certified Student Course Curriculum - Version 2.0

56 Products Products are defined in Common data. These product records are used in stock movement transactions, sales and purchases, and manufacturing. Because products can be used in multiple applications and sites, common information is stored in the Products task of Common data. The Products window defines default settings for the product, including: Product information such as descriptions, dimensions, units of measure Preferred supplier and customer information Controls to define whether the product is stock managed or non-stock The information on the Product window itself is defaulted from the Category of the product. Product Category Product Categories must be defined before products can be created. Product categories provide specific attributes to products, including the type of product that it is: Bought Manufactured Sold This impacts transaction flow and where the product is used on transaction entry. Product-Site In order for products to be entered on transactions, they must be associated with a stock management site. This allows for inventory tracking at the site level. The Product-site can be added once the product is defined. Certified Student Course Curriculum - Version 2.0 Page 53

57 Products (continued) Reviewing Product Setup In this Practice, view information for a specific product. 1. From the Common data > Products menu, select Products. 2. Do a left list search for a product with description that includes the words Wagon. 3. Select the WA101 product from the list. Is it stock managed? Is it lot managed? What is the default stock unit of measure? Which supplier is this product bought from? 4. Tunnel to the product category for this product. What types of transaction flow are allowed for products in this category? 5. Close the Product category window. 6. In the Products task, click on the Product-site button to open the Product-site task. What sites have this product assigned? Page 54 Certified Student Course Curriculum - Version 2.0

58 Lesson 6 Transaction Setup & Flow In the following topics, you will gain a basic understanding of what needs to be established first in order to enter transactions in Sage ERP X3. This includes an overview of transaction setup and flow. The topics in this lesson include: Overview of Transaction Setup Overview of Transaction Flow Purchase Processing Sales Processing Certified Student Course Curriculum - Version 2.0 Page 55

59 Overview of Transaction Setup When entering transactions in Sage ERP X3, there are several elements that come together to define: How the user interface is laid out for transaction entry The type of document that is being entered The way in which the transaction flows through to the ledger The document sequence number The individual elements that are necessary to be defined for transaction entry are: Page 56 Certified Student Course Curriculum - Version 2.0

60 Overview of Transaction Setup (continued) Entry Transaction Entry transactions are used to manage the parameters for the customization of the entry screens. It is possible to have multiple entry transactions for the same entry in other words, you have the ability to modify the same data entry window for different ways to enter and view transactions. The setup of entry transactions is found under the Parameters tasks for each specific application and transaction. If multiple entry transactions exist for the same task, you are prompted for the appropriate entry transaction when accessing the specific data entry task. For example, when selecting the task to enter a sales invoice, the following window displays before the data entry window. This allows a user to select the entry transaction (i.e. screen ) the user sees to enter the sales invoice transaction. Note that if there is only one entry transaction for a data entry window, you can define settings so that the pop-up window does not display. - Also, you can define specific entry transactions per user so they do not need to select an entry transaction when accessing a specific data entry task. In establishing entry transactions, in addition to defining user interface options, you are also able to define the default report form that used for the specific transaction. Certified Student Course Curriculum - Version 2.0 Page 57

61 Overview of Transaction Setup (continued) Transaction Type Transaction types are specific to the transaction entered, and are used on the header of their related transaction. For example, when entering a sales invoice, you must enter the Sales Invoice Type in the appropriate field on the header of the sales invoice window. The transaction type defines the processing that is applied to the entered transaction. Transaction types define: - How the transaction is processed through to the ledger - The type of journal (document type) that is used for the transaction Page 58 Certified Student Course Curriculum - Version 2.0

62 Overview of Transaction Setup (continued) The following is an example of a sales invoice type. The Auto journal fields reference the automatic journal used to route the transaction through to the appropriate general ledger accounts and ledgers. The Document type field references the type of journal entry created. Certified Student Course Curriculum - Version 2.0 Page 59

63 Overview of Transaction Setup (continued) Document Type As with all ERP systems, Sage ERP X3 has all transactions ending with a journal entry. The specific transaction type for the transaction determines how this journal entry is moved through the system, but the document type determines specific aspects of the journal entry. Document types are defined under the Parameters tasks for Financials. This is because they are used in the generation of the journal entry. Document types are referenced under Transaction types for specific application transactions (e.g. sales invoices, receipts, etc.). The following is an example of a document type for a sales invoice. Page 60 Certified Student Course Curriculum - Version 2.0

64 Overview of Transaction Setup (continued) In addition to defining authorizations for journals and ledgers to control transaction flow, a critical component of the document type is identification. The Identification area allows you to define a document number sequence for the transaction. When entering a transaction, the document number applied on the original entry is flowed through the system to the journal entry. In fact, it is the document type that defines the journal entry that also defines document numbers such as invoice numbers, receipt numbers, etc. Document numbers are defined as sequence counter codes which are defined in the Structures task on the Parameter > General parameters > Sequence number definition menu. Certified Student Course Curriculum - Version 2.0 Page 61

65 Overview of Transaction Setup (continued) Sequence Counter Sequence counter codes can be used on multiple Document Types and will allow for greater control of sequence numbers. Sequence numbers can also be built to include multiple segments and references to specific pieces of information. There are also settings to define whether sequence numbers are to be reset to zero at a specific point in time. Understanding Transaction Entry Setup In this Practice, you will view information for Purchase Order and Sales Invoice transactions. 1. From the Parameters > Purchasing > Entry transactions menu, select Orders. 2. Select the STD transaction from the left list. What is the default document type for this transaction? How many entry transactions are there for purchase orders? 3. On the Header tab, change the Reference field to be Displayed only. 4. Save changes and close the window. 5. From the Purchasing > Orders menu, select Orders. 6. Click New to create a new purchase order. Note that the Reference field is visible but does not allow for data entry. 7. Cancel the modification and close the window. 8. From the Parameters > Sales > Entry transactions menu, select Invoices. 9. Select the STD transaction from the left list. What is the default document type for this transaction? How many Entry Transactions are there for Sales Invoices? 10. Close the window. 11. From the Sales > Invoices menu, select Invoices. 12. Note the Transaction Selection window that displays. Why does this window display? 13. Close the window. 14. From the Parameters > Sales menu, select Sales invoice types. Page 62 Certified Student Course Curriculum - Version 2.0

66 Overview of Transaction Setup (continued) 15. Select the INV invoice type. What Sales auto journal is this invoice type using? What Document type is this invoice type using? 16. Tunnel to the Document type. What sequence counter is this document type using? 17. Close the window. 18. Click New to create a new purchase order. Note that the Reference field is visible but does not allow for data entry. 19. Close the window. Certified Student Course Curriculum - Version 2.0 Page 63

67 Overview of Transaction Flow For the majority of transactions in Sage ERP X3, there is a direct and real-time flow to the ledgers. This means that once a transaction is entered and posted, it creates a journal entry immediately. This journal entry can be referred to as the accounting document related to the transaction. In order for this transaction flow to happen, there are a few system tasks that must be performed and as highlighted in the previous topic, certain transaction setup elements must be in place: Batch Server and Journal Status Monitor Two system utilities must be active and running at all times for transaction flow to happen in Sage ERP X3. The Batch server must be active this would only need to be restarted if the server is reset The Journal status monitor must be running this allows for accounting documents to be generated from posted transactions Both of these tasks can be found in the Usage menu. Page 64 Certified Student Course Curriculum - Version 2.0

68 Overview of Transaction Flow (continued) Server Activation The Server activation task would be used to start the Batch Server. Once selected, the following window appears: Selecting Yes initiates the Batch Server. Accounting Tasks The Accounting tasks task allows for the Journal status monitor to be started. The Journal status monitor can be started by clicking on the Run now button. - If there are unprocessed transactions, you will be able to view the number of Journals on hold to identify the number of transactions waiting to be processed. Certified Student Course Curriculum - Version 2.0 Page 65

69 Overview of Transaction Flow (continued) The Journal status monitor provides a helpful utility for managing and maintaining period end and financial reconciliation tasks. - This allows for the stopping and starting of all transaction flow through to the ledgers. - In order for the system to operate as real-time however, the Journal Status Monitor should always be running. Activating System Utilities for Posting In this Practice, you will start the necessary system utilities for transaction flow. 1. From the Usage > Batch server menu, select Server activation. 2. On the Server Activation window, click Yes. 3. Close the confirmation window. 4. From the Usage > Batch server menu, select Accounting tasks. 5. On the Journal status monitor window, click the Run now button. 6. When prompted, click Yes. 7. Close the Journal status monitor window. Page 66 Certified Student Course Curriculum - Version 2.0

70 Purchase Processing This demonstration process map provides the typical flow of purchase transactions in Sage ERP X3: While it does indicate in the title Accounts Payable, it should be noted that in comparison to other ERP systems the functions included in this process map include elements of traditional Purchase Order Entry and Accounts Payable systems. The top line in the process map (Purchase Orders, Receiving, and Purchase Invoices) represents tasks found in the navigation menu under Purchasing. The second line in the process map (Supplier Invoices) and functions relating to managing Open Items, Payments and Checks can be found in the navigation menu under A/P-A/R Accounting. Certified Student Course Curriculum - Version 2.0 Page 67

71 Purchase Processing (continued) Following the Purchasing Process In this Practice, you will walk through a typical purchasing process. 1. Click the My Dashboard tab. 2. Enlarge the Accounts Payable Process so you can see all of the options available in this workflow. 3. Select the Purchase Orders option. 4. Click the New button to create a new order. Enter a new purchase order with the following details: Site = D22 Supplier = S2104 Product = (Select OK when the warning appears and close the Requirements to Consider window.) Quantity = Click the Create button to generate the purchase order and follow the prompts to print the purchase order form. 6. Click End to exit the window (do not click Close). 7. On the process map click the button for Receiving. 8. Enter a new receipt for the purchase order just entered with the following steps: Site = D22 Supplier = S2104 Once the supplier is entered, use the Left List selection for Order selection to select the order you created. 9. Click the Create button to generate the receipt. 10. Click End to exit the window (do not click Close). 11. On the process map click the button for Purchase Invoices. 12. Enter a new purchase invoice for the receipt just entered with the following steps: Site = D22 Invoice Type = INV Supplier = S2104 Once the supplier is entered, use the left list selection for Receipt selection to select the available receipt Page 68 Certified Student Course Curriculum - Version 2.0

72 On the Controls tab, enter 255 as the supplier document number and enter $6, in the Invoice Lines-Tax field Certified Student Course Curriculum - Version 2.0 Page 69

73 Purchase Processing (continued) 13. Click the Create button to generate the invoice. 14. Click the Post button to post the invoice and review the confirmation windows. 15. On the Purchase invoices entry window, select the Zooms menu and select Accounting document to review the journal entry generated for this transaction. 16. Close the Journal Entry window. 17. Close the Purchase Invoices window. Page 70 Certified Student Course Curriculum - Version 2.0

74 Sales Processing This demonstration process map provides the typical flow of sales transactions in Sage ERP X3: While it does indicate in the title Accounts Receivable, it should be noted that in comparison to other ERP systems the functions included in this process map include elements of traditional Order Entry and Accounts Receivable systems. The middle line in the process map (Sales Orders, Shipments, and Sales Invoices) represents tasks that can be found in the navigation menu under Sales tasks. The top line in the process map (Customer Invoices) and functions relating to managing Open Items and Cash Applications can be found in the navigation menu under A/P-A/R Accounting tasks. Following the Sales Process In this Practice, you will walk through a typical sales invoice entry process. 1. From the desktop dashboard, select the My Dashboard tab. 2. Enlarge the Accounts Receivable Process workflow. 3. On the process map click the button for Sales Orders. Certified Student Course Curriculum - Version 2.0 Page 71

75 Sales Processing (continued) 4. Enter a new sales order with the following details: Site = P21 Customer C2201 Product = Quantity = 2 5. Click the Create button to generate the sales order. 6. Click End to exit the window (do not click Close). 7. On the process map click the button for Shipments. 8. Enter a new shipment for the sales order just entered with the following steps: Shipping Site/Sales Site = P21 Customer = C2201 Once the customer is entered, use the left list selection for Order Selection to select the available order 9. Click the Create button to generate the shipment. 10. Click the Validation button to validate the shipment. 11. Click End to exit the window. 12. On the process map click the button for Sales Invoices. 13. Enter a new sales invoice for the shipment just entered with the following steps: Site = P21 Customer = C2201 Once the customer is entered, use the left list selection for Select shipments to select the available shipment 14. Click the Create button to generate the invoice. 15. Click the Post button to post the invoice. 16. On the Invoices entry window, select the Zooms menu and select Accounting document to review the journal entry generated for this transaction. 17. Close the Journal Entry window. 18. Close the Invoices window. Page 72 Certified Student Course Curriculum - Version 2.0

76 Summary You have learned: The Sage ERP X3 architecture and terminology. How to log onto the program and understand how to navigate, search for information, and design your own flow charts. Basic setup requirements for companies and sites. Working knowledge of the role parameters play in setup. Transaction setup and flow of information as it is entered in the system. Certified Student Course Curriculum - Version 2.0 Page 73

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