Sage User Group Meeting

November 2009

Agenda

• Greeting and Introductions• Lunch• Year End Processing• bMobile Demonstration• Q&A• Adjournment

Year End Procedures

Backup Your Data• Make a complete backup• Create an archive company• Review Module Setup Options• Exercise Your Data

Year End Procedures

It’s The Order That Counts• Be sure to follow the proper closing order• Period End and Year End processes in one

module often write data to another module.

• Modules not listed may require special considerations for Year End closing. Give us a call to discuss.

Year End ProceduresYear End News, Updates and Tips

• Interim Release Disk• W-2’s and Tax Table Update• Electronic Reporting• 1099 Changes• Where To Buy Forms• Will You Receive Your Updates?

Year End Procedures

General Module Closing Procedures• Process all transactions prior to processing

Year End and prior to making entries for the new year if possible

• Print Reports• The system will complete various

housekeeping tasks in each module to reset PTD and YTD amounts.

Year End ProceduresPURCHASE ORDER

• Can only post to one future period• Failure to close period before end of the

one future period will cause summarized totals not to match transaction detail reports

• Full Period End and Year End Processing sets the PTD and YTD Quantity and Dollars Sold fields to zero

Year End ProceduresPURCHASE ORDER

• Removes completed PO’s according to the number of days designated in the PO Setup Options

• Removes master and repeating orders that have expiration dates on or prior to the period end date from the open PO file

• Advances current period in PO Setup Options to the next period and year

Year End Procedures

SALES ORDER• Versions 4.0 and earlier can only post to one

future period. 4.2 and greater now has 12/13 periods

• Failure to close period before end of the one future period will cause summarized totals not to match transaction detail reports

• Full Period End and Year End resets PTD and YTD Sales, COGS and Quantity Sold fields in the daily and monthly Sales Recap to zero

Year End ProceduresSALES ORDER

• Resets the period for current year, quantity shipped, dollars sold and COGS sold

• Moves current year Quantity Sold to Prior Year Quantity Sold in the SO Customer Sales History file

• Removes master and repeating orders from the open SO file that have expiration dates on or prior to the period end date

• Advances current period on SO Setup Options to the next period

Year End Procedures

INVENTORY MANAGEMENT• Can only post to one future period• Failure to close period before end of the

one future period will cause summarized totals not to match transaction detail reports

• Year End Process after PO and SO Year end but before AR

Year End Procedures• Full Period End and Year End Processing calculates

beginning average cost and average on-hand quantity

• Resets PTD and YTD quantity sold and issued, quantity returned, dollars sold and COGS

• Moves current year information to prior year fields in Item Warehouse Detail file

• Removes any zero quantity costing tiers for LIFO, FIFO, Lot or Serial items

• Advances current period in IM Setup Options to next period and year

Year End Procedures

PAYROLL• Based on a calendar year• No future periods • Cannot post with a check date in a future

period until current quarter is closed• Create an archive company• Full Period End Processing will reset the

QTD and YTD employee fields to zero

Year End Procedures

• Increments the current year to next year• Changes the current quarter from 4 to 1• Resets employee benefit limits according

to Payroll Options setup• Resets Pension Plan, Cafeteria Plan

Deduction, Allocated Tips, Fringe Benefits, Non-qualified Plan and Dependent Care Benefits fields to zero.

Year End Procedures

• Sets all quarterly/ yearly reports to zero• Removes check history and perpetual

history depending upon your systems settings

• Purges terminated employees• Purges standard deductions that have

goals met

eFiling Capability• Certified Forms

– 941, W2, 1099, DE6, NYS 45, forms for all 50 states– 250 Approved Payroll Form Sets (400+ forms)

• Seamless Integration– Forms automated populated with payroll data– Fully Integrated with current payroll software

• Easy to Use– Quick activation, virtually no support needed– On-Screen Editing of the Actual Report– Click and Forget eFiling Option

eFiling CapabilityNo more aligning forms!

• Completed report with data displays

• Review/Edit

eFiling Capability

eFiling Capability• Users are alerted each quarter to update

the forms - (20% change quarterly)• All reports are automatically updated

with a single click - (Fully automated) • Updates all forms via built-in web

communication

• One time eFiling enrollment required• Access enrollment form from within Sage

application• On-screen detailed instructions

eFiling Capability

Year End Procedures

ACCOUNTS RECEIVABLE• Versions 4.0 and earlier can only post to

one future period. 4.2 and greater now has 12/13 periods.

• Failure to close period before end of the one future period will cause summarized totals not to match transaction detail reports

Year End Procedures• Full Period End and Year End Processing

(for versions 4.0 and earlier) will set the PTD and YTD sales, COGS, cash receipts, finance charges in the customer master file to zero and moves current year information to last year fields.

• Purges AR Monthly Cash Receipts file• Purges PTD and YTD COG in AR Analysis by

Salesperson• Moves current year info to prior year

Year End Procedures• Removes all zero balance invoices from

the AR open invoice files.• Purges all temporary customers with zero

balances• Purges paid invoices according to the

number of days to retain history in AR Setup Options

• Sets current fiscal year to next sequential year and current period to 1

Year End ProceduresACCOUNTS PAYABLE

• Versions 4.1 and earlier can only post to one future period. 4.2 and greater now has 12/13 periods.

• Failure to close period before end of the one future period will cause summarized totals not to match transaction detail reports

• You don’t need to print 1099’s before processing Year End

Year End Procedures• Full Period End and Year End Processing

will reset the PTD and YTD purchases, payments and discounts fields to zero in the vendor master file.

• Moves current year information to prior year fields

• Removes all temporary vendors with zero balances

• Purges paid invoices and check history according to the number of days to retain history in the AP Setup Options

• Advances current year and period

Year End ProceduresGENERAL LEDGER

• Full Period End and Year end will set the current fiscal year to the next sequential year and the current period to 1

• Clears all income and expense account balances to zero and posts net profit to Retained Earnings

• Creates next years budget based on setup options

• Transaction history may be purged depending on how Number of Years to Retain GL history is set

Year End ProceduresThings to look out for

• Archive Payroll in new company code• Reinstall 2009 Q4 tax tables prior to

printing W2’s from archive company• Have plenty of 1099 and W2 forms• Install 2010 941 updates from Sage• Don’t wait until the last minute to

process your W2’s and 1099’s• My 1099’s aren’t correct – why?• What happened to my budget?

bMobile Customer Overview

Agenda

• Introduction of Product• Uses of bMobile• Components• Demonstration• Questions and Answers

What is bMobile?• Web browser-based MAS 90 or MAS 200• MAS 90 or MAS 200 on your smartphone• Self-service browser based portal• BIE – Business Intelligence layer• Web-Based MAS 90 and CRM Integration

(Currently to SalesLogix)

Uses of bMobile Mobile Access in the Field (i.e. Salesperson,

etc.) Remote Office Access (Alternative to

Citrix/Terminal Server). Use as Warehouse Inventory Tool (Mobile

Laptop with WiFi in the Warehouse) Allow Close Partners/Customers access to your

system. Executive Level Use of the Application

Components of bMobile

Foundation (Client Based)

Mobile Platform (iPhone/Blackberry)

Self Service

bMobile CRMBIE

Foundation Layer• Runs on web browser (Internet Explorer, Fire

Fox and Safari)• Designed for workstation/notebook/netbook

platforms or any normal form factor screen.• Required component for all bMobile

Applications.• Based on the rich PVXPlus/iNomads application

framework; enabling efficient HTML rendering without the requirement for re-write of application logic and/or screens

• “Zero-Footprint” Client

Smartphone IntegrationOptimized for the Apple iPhone/ Blackberry Storm

Great for Inquiry Type Tasks

Uses Same Modular Security as MAS 90/200

Real Time Connectivity Over your Cell or Wi-Fi Connection

Stateless Connection Capability

Self Service Platform• Enable the ability for end user customers’

data entry into the application.• Application Data will be secured to the

specific customer.• Ability to allow trusted customers/partners

to access order entry and inquiry so that the organizations can work together in a more efficient manner.

BIE• BIE – Business Intelligence Layer• This will provide access to key KPI

details via the bMobile Application Framework.

• This will be deployed to the Foundation and Mobile platform form factors.

bMobile CRMTight Integration with Industry Leading SalesLogix

Web Based Screen with bMobile

Real Time Order Entry and Customer Management

Understanding the TechnologybMobile Application

Framework

Interaction with MAS 90/200• Basic Steps with bMobile

– User Launches Screen (Customer Maintenance)

– Application Processes the Request through Web Server

– Screen is Rendered with HTML/AJAX and other Web Controls back to the client browser.

– The Client interacts to and from the Web Server.

Demonstration

Recorded Demonstrations available online 24/7

• bMobile Introduction• Web SignOn Overview• Launcher Overview• Web A/R Navigation Overview

Go to:http://www.blythecodev.com/bmobile/record.asp

QUESTIONS?