Tax / Financial Software

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The tax and financial software topic covers both personal and organizational software, ranging from checkbook managers and tax calculation systems to sophisticated general ledger, accounts receivable and payable, payroll, inventory and planning packages. Two of the most common titles are Quickbooks and Microsoft Dynamics.

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As an accountant it is essential that I am able to provide accurate and timely information to management and staff.  One of the challenges that I have faced is the need to report on a time period, whether it be a month, quarter, or year, and wanting to make sure that the data doesn’t get changed in my financial system after the fact.
 
Some data change can be caused by receiving bills that still need to be paid or finding a data entry error that must be corrected during the time period that you are striving to report on.  As the person responsible for keeping the books in order I want to be able to ensure accuracy in my reporting.  This can be especially important at the end of a fiscal year or for any time period that I need to officially report on.  I want to make sure that the recipient of my reporting gets completely accurate information.
 
While this process varies depending on what financial systems a person is using, it is important to develop procedures that will keep you data accurate.
 
In my case the financial system is Quickbooks Accountant 2012.  In order to ensure that my period remains unchanged I utilize the following two tools.
 
Tool #1- Closing a fiscal period.
 
I accomplished this by utilizing the following steps:
 
  1. Verify that I am logged in as the administrator.
  2. Verify that I am in “single user” mode.  If I am in “multi-user” I am able to tell this by looking at the header at the top of my screen.  Here is
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Free Tool: Path Explorer
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Free Tool: Path Explorer

An intuitive utility to help find the CSS path to UI elements on a webpage. These paths are used frequently in a variety of front-end development and QA automation tasks.

One of a set of tools we're offering as a way of saying thank you for being a part of the community.

If you need to import sales transactions from another system into Microsoft Dynamics GP as Sales Order Invoices, you may need to store some additional data related to the customer, the transaction, or the line items.  Even if your company is manually entering transactions in Dynamics GP, you may want to populate a few extra fields in the Dynamics GP Sales Order Invoice.

What are the options for storing additional data elements that are not natively supported by Dynamics GP SOP fields?

Here are some of the common options and some pros and cons.

First, let's start with the additional transaction, or header level fields that are available.

Additional SOP Transaction Fields
Document Number:  While Dynamics GP normally defaults the next document number, you do have the option of overriding the number.  In my case, I have imported a transaction ID into the SOP Document Number field that will allow the customer to trace transactions between both systems by using the same number.  Just make sure that the GP document numbering uses a different sequence or prefix so that the numbers never collide.

SOP GL Reference
GL Reference:  If you click on the blue arrow next to the Document Number field, you can specify a GL reference for the transaction that can flow through to the GL.  While this may not necessarily be a great place to store "extra" data, it's an option for folks who would like to trace and reconcile transactions in their GL.

Batch ID:  If …
2
 

Expert Comment

by:Kevin Hewitt
Comment Utility
Thank you , this has helped me a lot.
0
Hi,

I've just fixed a problem with Sage 50 Accounts 2011 crashing when creating a new Company.  I've wasted several hours on it so I thought I'd share the solution with others.  Remarkably, the same laptop had what appears to be exactly the same issue with Sage 50 Accounts 2010 but the solution that I wrote in  EE Article 3313 didn't seem to be the cause with the new Sage version.

Issue:

When a user creates a new Company in Sage 50 Accounts 2011 (and possibly other versions), it will progress through the process of copying layouts, copying the directory and creating data files.  However, just as it starts to copy nominal data, Sage 50 Accounts 2011 will crash with a Blue Screen Of Death (BSOD) error screen (STOP error 0x000050). Depending on the Windows environment settings, the computer might automatically reboot.

Test Environment:

Windows 7 Professional (might not be relevant), Sage 50 Accounts 2011 (might not be version-specific), creating a new Company on a network drive, which is on a Small Business Server 2008 computer (might not be version-specific), user has full permissions to destination folder.  The process completes successfully when the client computer is started in 'Safe Mode With Networking' mode.  Other client computers of the same model and a similar model on the network with apparently the same configuration do not experience the problem.

Cause:
0
Getting data out of MAS90 doesn’t have to be tedious or time consuming.  With any version of Excel using the included Microsoft Query function, you can access just about any data set or combination of data sets stored in your MAS90 MAS200 Software.

To accomplish this task, you need two things, a valid and working connection to your MAS90 MAS200 Software and your user ID and Password to log in.  

When your MAS90 MAS200 software was installed on your workstation, the MAS90 ODBC "SOTAMAS90" driver was also installed.

Some data may not be accessible to every user, if you encounter a problem, please verify your access with the person charged with administering your MAS90 MAS200 Security.

With the inclusion of the ALE Lookup Engine in the later versions of the software, V3.71 and up, some of these tasks can be accomplished using that built in functionality.  But, sometimes, you may just want to see what else hanging out in your data files.

Tasks that I have used this for:
  •  Analyzing Customer and Vendor Data
  •  Troubleshooting Errors and File Corruption
  •  A snapshot of what is in the file -- helpful if you are doing imports using Visual Integrator

The list goes on.

This functionality works with both the legacy version, 3.71 and below, and the new “NORMALIZED” program structure, V4.0 and above.  You will need to have a general understanding of how the files relate to each other in order to make this little trick useful.

Customers are in one file, …
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Expert Comment

by:H-SC
Comment Utility
SageMas90_200guy:

I have a friend that runs a small business and I stand in as their technology support. They are moving from SAGE MAS 90 (4.40.0.1) to Quickbooks Premier Contractor 2012 to take care of all of their billing and payroll.

I am attempting to help them with their migration. Currently they only use SAGE MAS 90 for payroll, and would like to export the employee information such as SSN, address, hire date, etc. (they are not concerned with gross pay, taxes, etc as they will begin with Quickbooks Jan 1, with a clean slate). I read the above article and assume that this method is the best way to export the employee data? Are you familiar with what table this data is stored in?

I don't know anything about SAGE to be honest...

Any help is appreciated!

SD
0
 
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Author Comment

by:SageMas90_200guy
Comment Utility
The Employee Master File is PR1XXX.soa  (xxx=Company Code)  You will need a Mas90 Login to access this or any table.
0
Hi,

I've just fixed a problem with Sage 50 Accounts 2010 crashing when creating a new Company.  I've spent nearly 4 hours on it including three calls to the Sage helpdesk (they didn't work it out in the end - I did!) ... so I thought I'd share the solution with others.

Issue:

When a user creates a new Company in Sage 50 Accounts 2010 (and possibly other versions), it will progress through the process of copying files from the installation folder to the destination folder but, before the copying process completes, Sage 50 Accounts 2010 will crash with a Blue Screen Of Death (BSOD) error screen (STOP error 0x000050). Depending on the Windows environment settings, the computer might automatically reboot.

Test Environment:

Windows 7 Professional (might not be relevant), Sage 50 Accounts 2010 (might not be version-specific), Norton Internet Security 2010 (or Norton Anti-Virus 2010), creating a new Company on a network drive (problem does not occur when working locally) and the network drive is on a Small Business Server 2008 computer (might not be version-specific), user has full permissions to source and destination folders.  User is able to create a new Company on a local drive but not a network drive.

Cause:

Norton Internet Security 2010 conflicts with Sage 50 Accounts 2010 when copying files for a new Company from the local installation folder to a shared network location.  Auto-protect must be configured to ignore the shared network location.

Fix:
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A frequent question here in the MAS90 Zone is, How do you get data out of MAS90 for analysis, reporting or using the data on your web pages?  

This is an introductory level tutorial to getting data out of MAS90 using ODBC. Data can be accessed by programs like Excel, Crystal Reports, SQL and VBScript among others. I will provide an example using VBScript. Everyone using Windows versions 2000 and later will have this resource available.

So, you have installed MAS90/200 and have been using it for some time. Now you need to access the data and ask “How do I get the data?” I will address that question in a moment. But first some background.

First, MAS90’s ODBC limitations. The ODBC driver as shipped from Sage is Read-Only. You can find workarounds on the Internet, although these workarounds can and do cause errors when used with MAS90 and are not recommended.

MAS90’s ODBC driver is available on every computer that can login to MAS90. If a computer can login to MAS90, the ODBC driver is already installed and working. MAS90 itself does not use ODBC for data access, but its reporting sub-system does. The standard DSN is called SOTAMAS90. It can be viewed using Windows ODBC Administrator.

MAS90’s ODBC driver enforces the standard MAS90 user login security. Login by the ODBC driver is always required. All MAS90’s standard company and module rules apply. The login requires a company code, user code and password. Your MAS90 administrator can supply you with these. Login …
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Author Comment

by:rr_miles
Comment Utility
As far as I am concerned, please delete this article. I will take my business elsewhere.
0
 
LVL 6

Author Comment

by:rr_miles
Comment Utility
Sure, lets give it a try.

rm
0

Tax / Financial Software

1K

Solutions

6

Articles & Videos

2K

Contributors

The tax and financial software topic covers both personal and organizational software, ranging from checkbook managers and tax calculation systems to sophisticated general ledger, accounts receivable and payable, payroll, inventory and planning packages. Two of the most common titles are Quickbooks and Microsoft Dynamics.

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