For those of you who liked the convenience of quickly  retrieving a document you recently worked on in Windows XP, you can add it back  to your Start Menu in Windows 7.

Here’s how:

Use Recent Items. To find a file you just worked on, use Recent Items
(called My Recent Documents in Windows XP) in the Start menu. In previous versions of the Windows operating system,    Recent Items showed a list of your recently used files on the right side of the   Start menu. You could open a file from this list by clicking it. In
Windows 7, Recent Items no longer appears on the Start menu by default,
but you can add it. To add Recent Items to the Start menu:

  • Right-click the taskbar, and then click Properties
    to open the Taskbar and Start Menu Properties dialog box.
  • Click the Start Menu tab. Under Privacy,
    select the Store and display recently opened items in the Start menu and the
    taskbar
    check box.
  • Click Customize. In the Customize Start Menu
    dialog box, scroll through the list of options to find the Recent Items
    check box, select it, click OK, and then click OK again.

Thanks to Giselle for this tip

 

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There are now  2 ways to process  physical counts in MAS 90

1) Process a physical count using worksheets

2) Process a physical count using count cards  (V4.40 PU5 or higher)

Expand/Collapse item Before You Begin

Verify all inventory transactions that were received, produced, sold, or issued have been entered and updated. If you have LIFO or FIFO items, all negative tiers must be cleared before performing the physical count. For more information, see Clear Negative Cost Tiers.

To process a physical count using worksheets

  1. Print the Physical Count Worksheet and freeze inventory items.
  1. Select Inventory Management Physical Count menu > Physical Count Worksheet. The Physical Count Worksheet window appears.
  2. In Physical Count Worksheet, select the report settings, print options, and enter the selection criteria for the items, product lines, and warehouses for which you are performing the physical count. For more information, see Physical Count Worksheet – Fields.
  3. At the Report Options field, select Print Worksheet and Freeze Items.
  4. Click Print. Count the actual items in stock and record the information on the worksheets.
  1. Use Physical Count Entry to enter the actual count from the Physical Count Worksheet.
  1. Select Inventory Management Physical Count menu > Physical Count Entry. The Physical Count Entry window appears.
  1. In Physical Count Entry, enter the warehouse to enter counts for. For more information, see Physical Count Entry – Fields.
  2. On the Header tab, select the appropriate options for sorting the physical count, product and procurement types to print, and enter the selection criteria.
  3. On the Lines tab, enter the actual quantities from the physical count.
  4. Click Print. The Physical Count Variance Register window appears.
  1. In Physical Count Variance Register, select the appropriate options for sorting the register, product and procurement types to print, and enter the selection criteria. For more information, see Physical Count Variance Register – Fields.
  2. Click Proceed. Review the results and conduct a recount if necessary. Go to step 5 if no changes need to be made.
  1. When prompted to update the Physical Count Variance Register, click Yes.

The quantities in inventory match the quantities on the Physical Count Worksheet.

To process a physical count using count cards

(This was added in V4.40 Product Update 5)

  1. Freeze inventory items.
  1. Select Inventory Management Physical Count menu > Physical Count Worksheet. The Physical Count Worksheet window appears.
  2. In Physical Count Worksheet, enter the selection criteria for the items, product lines, and warehouses for which you are performing the physical count. For more information, see Physical Count Worksheet – Fields.
  3. At the Report Options field, select Freeze Items Only, and then click Print.
  1. Collect and enter the count information.
  1. Count the actual items in stock and record the information on count cards.
  2. Select Inventory Management Physical Count menu > Count Card Entry. The Count Card Entry window appears.
  3. In Count Card Entry, enter the count card number and item information from each count card. For more information, see Count Card Entry – Fields.
  1. Print and review count card information.
  1. Select Inventory Management Physical Count menu > Missing Count Card Listing. The Missing Count Card Listing window appears.
  2. In Missing Count Card Listing, enter the range of card numbers entered in Count Card Entry, along with any count card number(s) to exclude from the listing. For more information, see Missing Count Card Listing – Fields.
  3. Click Print and review the listing to determine if any count cards are missing. Return to Count Card Entry and enter additional information if needed.
  4. Perform one of the following to print the Count Card Report:
  5. In Count Card Entry, click the Print button.
  6. Select Inventory Management Physical Count menu > Count Card Report.

The Count Card Report window appears.

  1. In Count Card Report, select the appropriate sorting and printing options and enter the selection criteria. For more information, see Count Card Report – Fields.
  2. Click Print. After the report prints, a message dialog box appears asking if you want to print the Count Card Variance Register. Click Yes if you want to print the Register, or click No and proceed to step 4.
  3. If you clicked Yes in step f, the Count Card Variance Register window appears. Select the appropriate sorting and printing options and enter the selection criteria. Click Print.
  1. A message dialog box appears asking if you want to update the Count Card Entry data to Physical Count Entry. If you need to make adjustments to the count data, either return to Count Card Entry, or proceed and make the adjustments in Physical Count Entry. Click Yes to update Physical Count Entry.

Note The records will be cleared from Count Card Entry after they are updated to Physical Count Entry.

  1. Select Inventory Management Physical Count menu > Physical Count Entry. The Physical Count Entry window appears.
  2. In Physical Count Entry, on the Lines tab, review the data from Count Card Entry and make adjustments as needed. For more information, see Physical Count Entry – Fields.
  3. Click Print. The Physical Count Variance Register window appears.
  4. In Physical Count Variance Register, select the appropriate options for sorting the register, product and procurement types to print, and enter the selection criteria. For more information, see Physical Count Variance Register – Fields.
  5. Click Proceed. Review the results and conduct a recount if necessary. Proceed to step 11 if no changes need to be made.
  6. When prompted to update the Physical Count Variance Register, click Yes.

The quantities in inventory match the quantities on the count cards.

If you have any questions please contact our support desk at DSD Business Systems
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Version 4.40 and later:

The Average Inventory YTD is calculated based on the Year and Period/Month selected. The data used in the calculation is stored in the IM_PeriodPostingHistory.m4t file.

The first step is to calculate the Ending Balance for each period. For example: if period 3 was selected you would have the following calculation:

  • BeginningBalQty (Per1) + PeriodChangeQty (Per1) = EndingBalPer1
  • BeginningBalQty (Per1) + PeriodChangeQty (Per1) + PeriodChangeQty (Per2) = EndingBalPer2
  • BeginningBalQty (Per1) + PeriodChangeQty (Per1) + PeriodChangeQty (Per2) + PeriodChangeQty (Per3) = EndingBalPer3

Then, add these Ending Balances together then divide by the number of periods.

(EndingBalPer1 + EndingBalPer2 + EndingBalPer3)  / 3

Here is what those formulas look like with data:

  • Period 1:  0 + 0 = 0
  • Period 2:  0 + 0 + 0 = 0
  • Period 3:  0 + 0 + 0 + 0 = 0
  • Period 4:  0 + 0 + 0 + 0 + 33 = 33
  • Period 5:  0 + 0 + 0 + 0 + 33 + 2642 = 2675
  • Average Inventory Quantity: YTD (0+0+0+33+2675) / 5 = 541.60

Version 3.71 to 4.30

Note: Inventory is perpetual; therefore the quantity on hand may include future transactions.

The Average Inventory is calculated at period end by dividing the running total of the quantity on hand plus the current quantity on hand by the number of periods.

Formula: (A + B) / C = D

  • A = The running total of the quantity on hand
    The quantity on hand for the prior period is added to the accumulated quantities on hand for all the prior periods for the year. The current period is not included.
  • B = The quantity on hand for the period just closed
  • C = The period last closed (in other words, for period 5, C = 5)
  • D = Average inventory

Example:

  1. Inventory is in period 1, and a new item is created. A receipt for 50 of the items is processed.  Then I/M period end is performed. When period end was performed, the quantity on hand was 50. The calculation for Average Inventory is: (0+50)/1=50
    Note: A=0 (Prior total); B = 50 (0 + 50); C = 1; D = 50.
  2. In period 2, another receipt for 75 of the items is processed. Then I/M period 2 is closed. At the time of period end, the item’s quantity on hand is 125. The calculation forAverage Inventory is: (50 + 125) / 2 = 87.5
    Note: A = 50 (0+50); B = 125 (50+75); C = 2; D = 87.5
  3. During period 3, another receipt for 100 of the items is processed, and then period 3 is closed. The current quantity on hand is 225. The calculation for Average Inventory is:  (175 + 225) / 3 = 133.3
    Note: A = 175 (0+50+125); B = 225 (125+100); C = 3; D = 133.3
  4. In period 4, a sales transaction for 150 of the items is processed, and then period 4 is closed. The current quantity on hand is 75. The calculation for Average Inventory is: (400 + 75) / 4  = 118.7
    Note: A = 400 (0+50+125+225); B = 75 (225-150); C =  4; D = 118.7
  5. In period 5, a receipt for 50 of the items is processed, and then period 5 is closed. The current quantity on hand is 125. The calculation for Average Inventory is: (475 + 125) / 5  = 120
    Note: A = 475 (0+50+125+225+75); B = 125 (75+50); C = 5; D = 120

Notes: The Average Inventory is stored in the IM2 file in field 28 (Avg on hand Qty), which is calculated at period end. Each time period end is processed, this field is updated in the following way:
(Avg on Hand Qty in IM2 * Previous Period) + (Current Qty on Hand ) / Current Period.
For step 5 (before running Period End for this period), the Avg Qty on Hand in IM2 was 118.7 (as determined at the end of step 4). When running Period End for period 5, the calculation is as follows:
(118.7 (Avg On Hand Qty) * 4 (Previous Period)) + (125 (Current Qty on Hand)) / 5 (Current Period) =
(474.8 + 125) / 5 = 119.96 (which is rounded to 120)

From the Sage Knowledgebase.  If you have any questions please contact our support team as DSD Business Systems

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We have recently have  had some of our clients ask how to fax from inside MAS90.

Version Reported: 4.30 and 4.4x

Review the following Microsoft knowledge base article for Fax setup

How to enable and configure the fax service in Windows XP
How to enable and configure the fax service in Vista and Window 7
Managing Faxes in Windows Small Business Server 2008


Setting Up Paperless Office in MAS90/MAS200

Special MAS200:    Setup Note with Sage MAS 200, the log on account running the application server service must have access to the fax machine on a network level. If not, the message “Error has occurred during Faxing, please check the default fax setup in Customer Maintenance” occurs when clicking “Send Test Fax” button in Sage MAS 200.

Install Windows fax service on the Sage MAS 200 application server. The modem must be located at the application server. Share the fax with all Sage MAS 200 users, install the fax service on the workstation, and map the workstation to the fax machine on the server.

  • Set up Microsoft fax service, and define the location in Company Maintenance
    1. Set up Microsoft fax service on the workstation, and map to the shared fax on the server.
    2. Expand Library Master and Main. Double-click Company Maintenance.
    3. Click the Fax tab.
    4. In the Default Fax Printer list, select the shared fax.
    5. In the Fax Cover Page field, browse to the cover letter (.cov format).
    6. Click the Send Test Fax button to send a test fax.
    7. Complete all fields, and perform the test fax. Verify that the test was successful by confirming the test fax displays in the Outbox folder in Microsoft Fax.
  • Establish Paperless Office Options for forms
    1. Expand Paperless Office and Setup. Double-click Paperless Office Options.
    2. In the Enable Electronic Delivery and PDF Storage and Load Data on Initial Viewer Access sections, select all check boxes.
    3. Expand Paperless Office and Setup. Double-click Form Maintenance.
    4. Select the company, module, and document.
      Note: We recommend defining a combination of all companies, all modules, all documents initially.
    5. In the PDF Directory field, select a valid directory.
    6. In the Override Password and Confirm Password fields, enter the password.
    7. Click Accept.
  • Set up the customer or vendor for faxing
    1. Open the maintenance window for customers or vendors:
      • Expand Accounts Receivable and Main. Double-click Customer Maintenance.
      • Expand Accounts Payable and Main. Double-click Vendor Maintenance.
    2. Select the customer or vendor record for faxing.
    3. Click the Main tab.
    4. In the Fax field, enter the fax number without dashes or parenthesis (for example, 7145551234).
      Note:
      The parenthesis and dashes are automatically added.
    5. Press ENTER.
    6. Click the Paperless button.
    7. In the Document list, select the appropriate document (for example, select S/O Invoice in Customer Maintenance).
    8. In the PDF Delivery Options section, select the Fax check box.
    9. Click the Fax tab.
    10. In the Fax Options section, select the options, and then click Accept.
      Note: Define at least one option besides the Contact Code field.
  • Fax the form through the printing task
    1. In the transaction window, select the form to fax (for example, Sales Order Invoice), and then click Quick Print.
    2. In the Delivery Options list, select the appropriate delivery option (for testing purposes, select Electronically Deliver Only).
    3. Click the E-mail button.
    4. Select the Fax check box.
    5. In the From Fax Number and From Name fields, enter the sender information. If a message is defined in Electronic Delivery Message Maintenance, select the Use Fax Message check box or enter a subject. The OK button is disabled until all required fields are completed.
    6. Click OK, and then click Print. Notice the fax previews in .pdf format.

Notes:

  • Faxing multiple invoices may require closing the preview window to send the next invoice.
  • In the print window, we recommend selecting the Print Invoices already Printed check box (or its equivalent) to ensure the forms fax.
  • Do not use the standard form code (as the Electronic Delivery Options may not save).

If you have any questions or need assistance please call our help desk at DSD Business Systems

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For those of you  who are  or  have clients who are printing the Quarterly 941  form after installing the 2011 tax tables, make sure you reload the 2010 tax tables or manually change the FICA  Employee rate to 6.2%  from 4.2%   (see image below) when running the 4th Quarter 941.  The 941 uses the rates in the FED tax table to calculate the taxes on the form.  If you don’t then you will end up with the difference in the fractions of cents field .   Important note: Don’t forget to change it back to 4.2 when finished printing . #941 #fractions #error

If you have any questions or need assistance please contact  our support desk at DSD Business Systems

Here is tax table screen

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For those of you interested, here is the last roadmap published by Sage Software  during their August 2010 Partner meeting. It details how Sage is handling the FRX retirement and rollout of Sage MAS Intelligence.  It discusses the upcoming features and rollout schedule for the new versions of MAS 90 and 200.  Additionally it discusses the new MAS200 SQL product that was released during  October 2010.

Thanks to  Wayne Schulz for providing a copy of the Road Map.

Sage MAS 90 and 200 Roadmap – As of August 2010

If you have any question about the  roadmap.  Please contact our support desk at DSD Business Systems

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