Sage BusinessWorks Accounting

Transcription

1 Sage BusinessWorks Accounting Product Digest December 2016

2 2016 The Sage Group plc or its licensors. All rights reserved. Sage, Sage logos, and Sage product and service names mentioned herein are the trademarks of The Sage Group plc or its licensors. All other trademarks are the property of their respective owners. The Sage BusinessWorks 2011 installation file utilizes parts of the 7-Zip program for compression and conversion to the.exe format. 7-Zip is licensed under the GNU LGPL license. Full text of the GNU LPGL license can be found at The source code for 7-Zip can be found at

3 Table of Contents Chapter 1: Introduction... 1 Sage BusinessWorks... 1 The Product Digest... 1 Chapter 2: The Sage BusinessWorks System... 3 System-Wide Features... 4 Overview of Features & Benefits... 4 Specifications (Maximum Limit)... 5 Standard Reports... 6 Audit Report... 7 Registration Information Report... 8 Security Report... 9 Customized Reports & Forms Integrating with Third-Party Products Custom Office Module Financial Reporting Chapter 3: Sage BusinessWorks Modules General Ledger Overview of Features & Benefits Specifications (Maximum Limit) Sample Charts of Accounts Sample Reports Account Detail Report Account Reports, List of GL Accounts Account Reports, List of GL Accounts - Master Balance Sheet, Comparative Balance Sheet, Standard Budgets Worksheet Business Graphics Reports Chart of Accounts Flash Report Income Statement, Standard Income Statement, Budgeted Income Statement, Comparative Income Statement, Date Range Journal Report List of Account Balances List of Account Budgets List of Departments List of Recurring Journal Entries Statement of Cash Flows Trial Balance Reports Working Trial Balance Cash Management...53 Overview of Features & Benefits Product Digest i

4 Specifications (Maximum Limit)...54 Sample Reports...55 Bank Deposits Report...56 Bank Transactions Report...56 Cash Account Register...57 Check Register...58 Check Register (cont.)...59 Consolidated Cash Flow Report...60 G/L Distribution Reports, Bank Transactions...63 G/L Distribution Reports, Instant Checks...63 Reconciliation Report...64 Accounts Payable...67 Overview of Features & Benefits...67 Specifications (Maximum Limit)...69 Sample Reports Worksheet...71 Aging Report...72 Business Graphics Reports...73 Cash Flow Report...74 Cash Requirements Report...75 Check and Check Stub...76 Check Register...77 Detail Report...79 Discount Analysis Report...81 Flash Report...83 G/L Distribution Report, Invoice...85 List of Recurring Invoices...86 Monthly Activity Report...87 Open Invoice Report...88 Payment Selection Report...89 Purchases/Adjustments Journals...90 Vendor History Report...92 Vendor List...93 Vendor Name List...94 Vendor Reports, Vendor List...95 Vendor Reports, Vendor List - Master...96 Accounts Receivable...97 Overview of Features & Benefits...97 Specifications (Maximum Limit) Sample Reports Aging Report Bank Deposit Report Business Graphics Reports Cash Flow Report Credit Limit Report Credit Memo Customer Deposit Report ii Sage BusinessWorks

5 Customer History Report Customer List Customer Name List Customer Price List Customer Reports, Customer List Customer Reports, Customer List - Master Customer Statement (Plain Paper) Customer Statement (Preprinted Form) Customer Worksheet Debit Memo Delinquent Accounts Report Detail Report Finance Charge Calculation Report Flash Report Invoice (Plain Paper) Invoice (Preprinted Form: 11" Service) Invoice (Preprinted Form: 11" Standard) Invoice Detail Report Item Sales by Customer Report List of Recurring Invoices Monthly Activity Report Open Credit Report Open Invoice Report Payment Analysis Report Sales Account List Sales Analysis Report by Customer Sales Analysis Report by Sales Account Sales Analysis Report by Sales Rep Sales Rep List Sales Tax List Sales Tax Report Standard Items List Transaction Registers Inventory Control Overview of Features & Benefits Specifications (Maximum Limit) Sample Reports ABC Analysis Report Bin Ticket Business Graphics Reports Component Use List Cost List Flash Report Inventory Low Stock Report Inventory Overstock Report Inventory Performance Report Location List Product Digest iii

6 Margin Analysis Report Master Parts List On Hand Detail Report Part Reports, Part List Part Reports, Part List - Master Pick List Physical Inventory Variance Report Physical Inventory Worksheet Price List Product Line List Sales Promotions List Serialized Inventory Reports Stock Status Report Subassembly Detail Report Subassembly List Substitute Parts List Transaction Detail Report Transaction Register, Adjustments Transaction Register, Issues Transaction Register, Receipts Transaction Register, Returns Transaction Register, Transfers Transaction Summary Vendor Supply List Warehouse List Warehouse Stock Report Work Outstanding Report Purchase Order Features Overview of Features & Benefits Specifications (Maximum Limit) Sample Reports Inventory Low Stock Report Inventory Overstock Report Inventory Performance Report On Order Report Order Recommendation Report Purchase Order (Preprinted Form) Purchase Order Reconciliation Report Purchase Order Report, Closed Purchase Order Report, Open Purchase Order Report, Past Due Serialized Inventory Receipts Report Transaction Register, Receipts Transaction Register, Receipt Adjustments Order Entry Overview of Features & Benefits Specifications (Maximum Limit) iv Sage BusinessWorks

7 Sample Reports Back Order Fill Report Back Order Report Business Graphics Reports Credit Memo Flash Report Gross Profit Report Invoice Detail Report Invoice (Plain Paper) Invoice (Preprinted Form) Kit Orders List On Order Report Order Reports, Sales Order Report Order Reports, Sales Order Report - Master Order Selection Report Packing List Part Back Order Report Part Sales by Customer Report Pick Ticket Quote (Plain Paper) Quote (Preprinted Form) Quote Reports Return Reports, Invoice Return Reports, Part Sales Analysis Report Sales Order (Plain Paper) Sales Order (Preprinted Form) Sales Order Report Ship To Address List Payroll Overview of Features & Benefits Specifications (Maximum Limit) Sample Reports Check Register Commission Reports, List Commission Reports, Period Activity Commission Reports, Totals Company Totals Report Deduction Reports, List Deduction Reports, Period Activity Deduction Reports, Totals Deduction Reports, Worker's Compensation Direct Deposit Distribution Report Employee Direct Deposit List Employee Master List Employee Name List Employee Phone List Product Digest v

8 Employee Review List Employee Reports, Advance Pay Employee Reports, Earnings Employee Reports, Employee List Employee Reports, Employee List - Master Employee Reports, History Employee Reports, Overtime Employee Reports, Vacation/Sick Pay Employee Totals Verification Flash Report Form 941 Worksheet Minimum Wage Adjustment Report Other Pay Reports, List Other Pay Reports, Period Activity Other Pay Reports, Totals Paycheck and Check Stub Payroll Information Verification Report Payroll Register Piece Rate Reports, List Piece Rate Reports, Period Activity Piece Rate Reports, Totals Standard Rates List State Tax Information Reports Task Code Reports, List Task Code Reports, Period Activity Task Code Reports, Totals Tax Deposits Register Tax Table Time Card Entries List Time Card Exceptions Report Time Card Worksheet Unemployment Worksheet Job Cost Overview of Features & Benefits Specifications (Maximum Limit) Sample Reports Billings Report Cash Posting Report Change Order Report Charges Report Cost Variance Report Flash Report Job Code Activity Report Job Code List Job Lists Job Reports, Job List vi Sage BusinessWorks

9 Job Reports, Job List - Master Job Status Report Job Transactions Report Labor Analysis Report Manager List Pre-Billing Worksheet Profit/Loss Report Request for Payment Report Work Completed Report Work Outstanding Report Appendix: General Ledger Flash Report Ratios Balance Sheet Ratios Income Statement Ratios Product Digest vii

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11 Chapter 1: Introduction Sage Software, Inc., is a world leader in accounting and business management software and services since We are committed to bringing our customers the highest quality products, complemented by unparalleled support and service ensuring you the best business solution value available anywhere. Our products are backed by the largest channel in the industry, including authorized resellers, consultants, and CPAs who are dedicated to bringing you the very best in installation, product support, and systems integration services. Our comprehensive support plans ensure that you have every resource at your fingertips to maximize the power of your Sage BusinessWorks 50 Accounting system. Sage BusinessWorks training programs give you the knowledge and skills to maximize your software investment. Sage BusinessWorks Sage BusinessWorks accounting software is the result of more than a decade of development and product enhancements. It provides the tools you need to manage your business more effectively today, allowing you to build a more profitable tomorrow. Sage BusinessWorks is a powerful, easy-to-use accounting solution designed for small- to medium-sized businesses with one to 50 employees and $500K to $5M in revenue that have outgrown basic off-the-shelf accounting packages. Offering features usually found in systems costing thousands of dollars more, Sage BusinessWorks puts information vital to the success of your business at your fingertips. It combines robust features and high-level performance through fully integrated modules and multi-user networking capabilities to give you the power to run your growing business with maximum efficiency. Sage BusinessWorks integrates with many industry-leading, third-party products to increase your productivity even further. And Sage BusinessWorks is so easy to learn that virtually anyone, even those with little or no accounting experience, can use the software. If you are looking for an accounting solution that provides extensive reporting capabilities, unmatched ease of use, and the ability to grow with your business, then Sage BusinessWorks is the accounting software for you. The Product Digest The Product Digest provides an overview of the modules in the Sage BusinessWorks product line. Organized by module, each chapter of this digest contains an overview, list of key features, and report samples. Each section also contains technical specifications to help you accurately assess how Sage BusinessWorks can meet your business needs. While this digest does not explain every Sage BusinessWorks feature, it does provide a sampling of the powerful, yet easy-to-use, capabilities that Sage BusinessWorks can bring to your business. The following chapters are included: Chapter 2: Overview of Features & Benefits Chapter 3: Sage BusinessWorks Modules Appendix: General Ledger Flash Report Ratios Provides an overview of the Sage BusinessWorks system, including a list of the modules, system-wide features, and integration with third-party products. Provides an overview of each Sage BusinessWorks module, including features, reporting capabilities, technical specifications, and sample reports. Describes formulas used to calculate industry standard financial ratios. For more information on the Sage BusinessWorks product line, contact your Sage BusinessWorks Consultant or visit our Web site at Product Digest 1

12 Introduction Although Aisha, our student volunteer bookkeeper, was only 15 and had no accounting experience, she was able very quickly to post transactions and learn how to run reports. That's because BusinessWorks has a very intuitive interface. BusinessWorks is very straightforward and bulletproof. Bob Grove, Co-founder ZUMIX We're always trying to look at our money what we're spending, what we're bringing in and why. BusinessWorks helps us do this so we can run our company smarter and more strategically. Cathy Shackelford Diversifolia, Inc. Our accounting requirements can get complicated but BusinessWorks handles our needs with ease. Catherine Dichey Intermedia Arts 2 Sage BusinessWorks

13 Chapter 2: The Sage BusinessWorks System Sage BusinessWorks' award-winning features simplify virtually every area of business accounting. The Sage BusinessWorks system offers a comprehensive set of accounting modules that include the following: Accounts Payable Accounts Receivable Cash Management Custom Office (Microsoft Office integration) General Ledger Inventory Control & Purchasing Job Cost Order Entry Payroll System Manager (for system-wide features and Launcher functionality) Sage BusinessWorks offers over 200 built-in, presentation-quality, management reports; customized forms and reports; and complete audit trails. Its robust inventory control features include serial number tracking, multiple warehouses, and multiple costing and pricing methods. Sage BusinessWorks features built-in access to the Web. Its networking capabilities support up to 45 concurrent users, and its fully integrated modules can provide the flexibility to build a system that fits any business. Additionally, Sage BusinessWorks provides seamless integration with many leading industry business applications to provide you with a complete business solution. Whether your business is in service, wholesale, distribution, light manufacturing, retail, or contracting, Sage BusinessWorks has the flexibility and functionality to make you more profitable today and the product depth to meet your needs tomorrow. Product Digest 3

14 The Sage BusinessWorks System System-Wide Features Ultimately, it is the software's easy navigation and workflow that draws the appreciation of customers. With a familiar Microsoft Windows look and feel, moving from task to task is easy, and you can access data with a simple keystroke or mouse click. By operating with such a high degree of efficiency, your company can achieve its financial goals. Many of the time-saving features listed here and on the following page are unique to Sage BusinessWorks. As a world leader in accounting and business management software, Sage Software takes pride in being an industry innovator. By investing in Sage BusinessWorks, you can rest assured that your company will be utilizing some of the most advanced accounting technology available. Overview of Features & Benefits General Features The Launcher, a Web-enabled main window, provides quick access to Microsoft Office applications, the Sage Software Web site for technical support, and the Sage BusinessWorks Services Center for information on loans, credit reports, and much more. Every window includes status bars, menus, and shortcuts, providing intuitive navigation functionality. User-defined startup groups automatically launch the tasks that you use most often. Every time you log on to Sage BusinessWorks, you will instantly be in your preferred work area, saving you time and increasing efficiency. End-of-month close for multiple modules can be processed with a single keystroke. Handy online checklists are great training tools that walk you through all the steps in a process. A convenient Notepad feature provides instant information about accounts, customers, vendors, employees, parts, and jobs. An online ZIP Code list is included, along with a built-in editor. City and state abbreviations are inserted automatically upon ZIP Code entry to save you time. Any record can be located in seconds from maintenance options in several Sage BusinessWorks modules. Enter all or a portion of an ID at a Quick Find field to immediately jump to a record. Customize and save search definitions for future use, as well as export the data in the search grid to a Microsoft Excel worksheet. Information can be exported to other Sage BusinessWorks companies or into other programs for analysis, forecasting, presentations, reports, and more. Exportable formats include recent versions of HTML, Word, Excel, RTF, TXT, CSV, tab-delimited, DIF, SYLK, and clipboard. Built-in Backup and Restore features allow you to quickly and easily back up important financial data to a CD-ROM, zip drive, or your hard drive. A powerful How Do I? function provides access to option-specific Help topics, ending tedious, timeconsuming searches. Each user has access to electronic manuals in PDF format available from the Sage BusinessWorks Launcher. 4 Sage BusinessWorks

15 System-Wide Features Multiple Users & Security Features Extensive task-specific security features protect your vital company information. Complete control is in your hands as you set up security on a user-by-user basis, granting access to one option at a time or to an entire menu or module with just one click. Sage BusinessWorks allows full locking and simultaneous data access when running on a network. An audit log consisting of recent changes to data files maintains and dates important information including added or deleted customers, vendors, and parts. Reporting & Form Capabilities Presentation quality reports provide the flexibility of user-defined font types, sizes, colors, and styles (for example, bold, underline, italic, and all caps). An easy-to-use, intuitive, built-in report writer helps you create reports to meet your unique needs. More than 25 graphical reports display financial data in bar, line, and pie graphs, giving you key information needed to make important financial decisions. A series of reports can be set up in groups, allowing you to print them on command, saving valuable time. On-screen reports can be easily attached to an for distribution. Filters can be used for reports and data exporting to further specify the selection criteria. All forms in Sage BusinessWorks, such as checks, invoices, quotes, sales orders, etc., can be customized to meet your needs. You can even insert your own company logo. Save money by reducing postage expense and minimize the need for pre-printed forms by ing forms. Shorten sales cycles and close more business. Present your quote to a prospect while the lead is hot! Increase revenue quickly collect receivables by submitting your invoice directly to the accounting department in a matter of seconds. Ensure the timely delivery of key inventory items by e- mailing purchase orders. Specifications (Maximum Limit) Number of companies Number of simultaneous users on Sage BusinessWorks Client Server Edition 45 Number of simultaneous users on Sage BusinessWorks Standard Edition 4 Number of report groups 1000 Number of reports in each group 50 1 This number is the practical limit. It is to be used as a guideline only and does not necessarily reflect the actual limitation. Individual requirements may vary based on the system you are using. Product Digest 5

16 The Sage BusinessWorks System Standard Reports The Reports menu in each Sage BusinessWorks module offers a variety of reports to help you track and analyze your data, make better business decisions, and plan for the future. In addition, many options throughout Sage BusinessWorks produce lists or other output. Regardless of the option or menu, all such reports are produced in much the same way. With Sage BusinessWorks, you determine what data goes into a report. In report setup windows, like the one shown on this page, Sage BusinessWorks provides the initial default parameters, but you can change them to focus the report on the data you need. You can set up how you want a report to print, select the data to include, select how to sort the data, or use the filtering feature to define additional criteria for selecting the data to include. This Accounts Receivable Cash Flow Report is set up to include all customers and a range of sales reps (reps 1 through 3), sort the report by customer ID, base the payment date on the discount date, and include data for the last 30 days. You can then format the font in the title, subtitle, or body of the report. Choose a new font type, font size, alignment, style, and color, change the margins and page orientation, or adjust the columns. You can set up a format for a specific report to use when you print that report in any company. Or you can save the format to use as the system-wide default for all reports. Finally, you can send the report to a printer or preview it in a report viewer. From the report viewer, you can send the report as an attachment in an message or send it to any word processor that works with rich text format (RTF) files, such as Microsoft Word. Publishing a report to a word processor enables you to work with the report just as you would work with any other document in your word processing software. 6 Sage BusinessWorks

17 System-Wide Features Audit Report The Audit Report, available from the Launcher's Utilities menu, allows you to monitor changes made to important system and business information. It is a useful management tool because it provides an audit trail for those changes that do not appear on the standard financial reports. The report shows the most recent changes (the last 1000) made to key Sage BusinessWorks data files. The types of changes recorded include adding new records (vendors, customers, etc.), deleting existing records, renaming records, performing closes, and rebuilding data files. Field-level changes, such as changing a customer address, are not recorded. Some of the files that Sage BusinessWorks monitors include: system preferences and users; General Ledger accounts; Accounts Payable vendors, parameters, and terms; Accounts Receivable customers, parameters, terms, and sales reps; and Payroll employees. The company you were logged onto when you ran this report, in this case, BikeWorks International. The file and item changed, plus other information about the change, such as the ID affected by a rename action. In this example, the second item shows that employee ID YUAN was renamed YUAN2. This column identifies the action performed on one line. Or, if existing information changed, it shows the new information. This can help you identify the exact change that was made. The user (or All users) you selected to include. These are the users who made the changes. The date and time the change was made. The date refers to the actual (system) date the change was made, not the posting date entered in Sage BusinessWorks. The entries in the Audit Report are listed in date order, from the most recent to the oldest change. Product Digest 7

18 The Sage BusinessWorks System Registration Information Report To get the most out of your Sage BusinessWorks purchase, register your modules and Network User Extensions within 30 days from the date of installation. After you register your Sage BusinessWorks purchase, you can enjoy the benefits of registered ownership. Included with your purchase of Sage BusinessWorks is a 12-month ClientCare Plan providing online support, maintenance updates, and upgrades. After registering, you can maximize your Sage BusinessWorks purchase by taking advantage of the ClientCare Plan. To register, enter information about your company and your Sage BusinessWorks purchase in the Registration Information window (available on the Launcher's Utilities menu). Then fax, mail, or the completed Registration Information Report to Sage Software. Complete steps for registering are available in the Getting Started Guide, in the Upgrade Guide, and online in the Sage BusinessWorks Help system. Product Name: BikeWorks International Registration Information Report Sage BusinessWorks 20 The version of Sage BusinessWorks that is installed. Registration ID: Registration Name: BikeWorks International Address: Bicycle Products Div Golden Gate Drive San Jose, CA Phone #: (510) Fax #: (510) Contact: Bill Thixton Modules: Serial Number Unlocking Key SM GL AP AR PR IC OE JC CO System Manager General Ledger Accounts Payable Accounts Receivable Payroll Inventory Control Order Entry Job Cost Custom Office Network Extensions: Serial Number Unlocking Key Type of business: Retail Trade Approximate sales volume: $500K-$1M Number of employees: 0-25 Title of decision maker: Bookkeeper First heard of Sage BusinessWorks CPA Reseller contact: Diana Smith Did you see a working demo of the software? Yes Did you seek advice from an outside accounting firm? Yes How many workstations are used for accounting? 03 Are you using a consultant or dealer to help install your software? Yes Have you previously owned another computer accounting system? Yes Brand: Peachtree Information Sage Software can use to contact you. The registration ID is a unique number that remains the same regardless of the number of modules you install and register in the future. Serial numbers and unlocking keys will be printed in these columns after the modules are entered in the Registration Information window. 8 Sage BusinessWorks

19 System-Wide Features Security Report The Security Report is a Comprehensive Report in the new report system. The report is grouped by User ID and Company ID. It contains a detailed listing of the tasks contained in the BusinessWorks product as well as whether the user has access to the specific task for the company. This report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. The report is grouped by the User and Company. Access rights for the specific task is listed. Product Digest 9

20 The Sage BusinessWorks System Customized Reports & Forms The intuitive Custom Reports and Maintain Forms options, available throughout Sage BusinessWorks, allow you to create reports and forms tailored to your business needs. You will find these options a valuable asset when you want data that is not available in any of the standard reports or you want your reports and forms to fit the way you do business. The built-in wizards walk you through the process of creating or editing a report or form, step-by-step. Select the information to include from a list of available data fields. Then design the layout, repositioning each field of data with just a click and drag. You can also add graphic lines and shapes, titles and footnotes, and preview the custom report or form at any time during the design process (see example below). To help you start, Sage BusinessWorks comes with default templates of common forms, like the one shown on this page. Here is an Accounts Payable Check Top Stub form in the Designer window. You can print this form as is, or if you save it to a new name, customize it on the Design tab add new data fields, delete the fields you do not want, reposition the fields for a balanced look, and add your company logo or a note for your customer. At any time during the design process, click the Preview tab to see how it looks. 10 Sage BusinessWorks

21 Integrating with Third-Party Products Integrating with Third-Party Products Accounting and business productivity software that work together smoothly give you maximum power and efficiency. Through seamless integration with Microsoft Office, Crystal Reports, and many other third-party products, Sage BusinessWorks gives you the tools you need for a highly productive, comprehensive business solution. Custom Office Module When integrated with Microsoft Office, the Sage BusinessWorks Custom Office module can significantly increase your company's productivity. Sage BusinessWorks provides small businesses with an award-winning accounting solution. Microsoft Office is the industry leader in business productivity tools. Integrating these two software solutions through the Custom Office module allows you to take advantage of the extensive features in both products. Custom Office offers capabilities that put your Sage BusinessWorks information to work for you. It closely integrates Microsoft Office with Sage BusinessWorks accounting data to create mail merge mailings, customized worksheets, and attachments. With Custom Office, you can generate the spreadsheets, documents, s, and mailings that you need to increase productivity. This allows your employees to perform their jobs more efficiently and can lead to increased revenue. Note: Custom Office has the same system requirements as those for Microsoft Office. With the sophisticated mail merge feature of Custom Office, my clients can create and send new customer welcome letters as soon as they have been entered into Accounts Receivable. What used to take several steps, can now be done in seconds. Kenneth Saxe Stambaugh-Ness, CPAs, p.c. Product Digest 11

22 The Sage BusinessWorks System Mail Merge The intuitive mail merge wizard makes creating mailings effortless. Its mail merge capabilities provide a simple method for creating customized letters to customers, vendors, and employees. Using the power of Microsoft Word's advanced word processing features, you can create and edit documents to merge with Sage BusinessWorks data. You can set up professional templates once and modify them as needed. You can generate merged letters to print or send in an message. This feature includes Targeted Mail Merge and Instant Correspondence (see example below). Targeted Mail Merge includes built-in sort and filter functionality and allows you to generate batch mailings for groups of Sage BusinessWorks records based on the criteria you specify. Instant Correspondence provides a quick and easy method to generate mailings for a specific customer, vendor, or employee. You can launch Instant Correspondence in the maintenance option in each module (for example, Maintain Customers) or launch it while processing a transaction. Targeted Mail Merge and Instant Correspondence make creating professional welcome letters, delinquent notifications, and marketing campaigns fast and easy. The Sage BusinessWorks Custom Office module provides two easy ways to send correspondence and messages. With Targeted Mail Merge, you can quickly and easily merge a Microsoft Word document with Sage BusinessWorks transaction data and contact information for multiple customers, vendors, or employees. This option is available on the Reports menus in the Accounts Payable, Accounts Receivable, and Payroll modules. With Instant Correspondence, you can merge Sage BusinessWorks transaction data in a Word document for an individual customer, vendor, or employee from most maintenance, inquiry, and drill-down options. Custom Worksheets The Custom Worksheets option allows you to create customized worksheets using Sage BusinessWorks data and Microsoft Excel. The intuitive, built-in wizard allows you to extract Sage BusinessWorks data to Excel. When in Excel, your options are limitless. Data from multiple Sage BusinessWorks companies can be compiled into a single Excel workbook to create multi-company consolidation reports. In addition, you can create reports that use data from multiple modules, such as a statement of cash flow, insert graphs and charts, and perform additional calculations to save and use for future reporting. 12 Sage BusinessWorks

23 Integrating with Third-Party Products Attachment Manager The Attachment Manager option creates a paperless office by allowing you to attach OLE objects, such as Microsoft Word documents, Excel spreadsheets, Web pages, bitmaps, and WAV files, directly to Sage BusinessWorks records of customers, vendors, parts, employees, jobs, and general ledger accounts. You can attach existing objects or create new OLE objects to attach to a record, view a list of documents attached to a record (see example below), and launch applications to view or edit an attachment from within Sage BusinessWorks. You can link a Sage BusinessWorks record to an OLE object in another directory, or you can embed an object directly in the Sage BusinessWorks record. Any changes you make to a linked object are automatically reflected in the attachment viewed in Sage BusinessWorks. There are hundreds of creative and powerful ways to use the Attachment Manager. In the Accounts Receivable module, you can maintain customer correspondences by attaching delinquent account and welcome letters to each customer record. In the Job Cost module, you can track job permits and blueprints by scanning in and attaching these documents to the job. In the Payroll module, you can track requests for vacation, leaves of absence, maternity leaves, and overtime approval by scanning and attaching completed and signed copies of the forms to employee records. The Attachment Manager is so flexible, you are limited only by your imagination. OLE objects attached to the selected record appear in a list. In this example, the record is customer ETC with three attachments two Word documents and one bitmap picture. The Attachment Manager displays either an image of the attachment or an icon to represent the attachment. Launch the Custom Office Attachment Manager by clicking the paper clip (sometimes Attach...) button in Sage BusinessWorks maintenance and inquiry windows. Product Digest 13

24 The Sage BusinessWorks System Financial Reporting Sage BusinessWorks uses the Pervasive database to provide an open 32-bit database that can be used by thirdparty report writers to give you powerful financial reporting features. The ODBC (open database connectivity) driver, included with the application, provides read-only access to your Sage BusinessWorks data for automatic transfer of your accounting information into other applications and report writers, including SAP Crystal Reports, and Microsoft Word, Excel, and Access. For a complete list of financial reporting products that integrate with Sage BusinessWorks, visit our website at 14 Sage BusinessWorks

25 Chapter 3: Sage BusinessWorks Modules As your business develops, your needs change. Sage BusinessWorks was built to grow with your business by offering a wide range of valuable accounting modules that you can add to your Sage BusinessWorks system as you need them. This chapter, which comprises the bulk of the Product Digest, provides an overview of each Sage BusinessWorks accounting module, including features, reporting capabilities, technical specifications, and sample reports. General Ledger (page 16) Cash Management (page 53) Accounts Payable (page 67) Accounts Receivable (page 97) Inventory Control (page 153) Purchase Order Features (in Inventory Control) (page 193) Order Entry (page 209) Payroll (page 251) Job Cost (page 307) Product Digest 15

26 Sage BusinessWorks Modules General Ledger The General Ledger module is the heart of the business accounting solution and is the most powerful module. The General Ledger module combines flexibility with ease of use, to give you the critical information you need to make timely and informed business decisions and to manage your company more effectively. The General Ledger module maintains current financial information, as well as transaction history and budget information for up to nine fiscal years. This module also allows a virtually unlimited number of accounts in the chart of accounts, each with up to 999 departments. The General Ledger module not only organizes all of your financial information from other modules, it also combines information from multiple companies into a single consolidation company for financial reports. Accurate financial statements and associated reports generated by a general ledger system are critical for timely decision making; therefore, it is imperative that a general ledger system be powerful, flexible and informative to management, yet still be easy to use and operate. With the General Ledger module, you can rest assured that your crucial accounting information is precise and accessible whenever and wherever you need it. Overview of Features & Benefits General Features Maintains complete audit trails of all transactions and adjustments made to transactions. Provides extensive inquiry capability to examine account status, including the ability to drill down to the source of the original postings, balance history, budgets, and transactions. Imports account information and journal entries from a text file. Maintenance Features Combines data from multiple companies to create a consolidated financial statement. Enables departmentalized accounting with up to 999 departments. Allows renaming and renumbering of chart of account numbers to accommodate your company as it grows. Add new accounts on the fly during journal entry to save time and minimize workflow interruptions. Adds departmentalized accounts automatically for faster setup of the chart of accounts. This General Ledger inquiry window shows the selected account's monthly balances for the past 24 months. It also shows that the usual balance for this account is a debit amount and that amounts for this account are usually entered as positive amounts. 16 Sage BusinessWorks

27 General Ledger Budget Features Calculates budgets automatically for faster budget setup. Calculates budgets automatically based on actual expense and income information for the prior or current year, saving valuable time. Budgets can also be created based on budget information for other periods. Tracks budget history for up to nine fiscal years, providing detailed budgeted income statements. Enables you to edit budgets either by fixed amounts or by percentages at any time. Provides financial reports to keep management informed and on track to meet budget goals. Journal Features Sage BusinessWorks allows you to edit budgets either by fixed amounts or by percentages. Includes system date and posting date for all journal entries, creating a more complete audit trail and increasing accuracy. Provides five standard and four special journals for custom use. Maintains journals for the Accounts Payable, Accounts Receivable, Inventory Control, and Payroll modules separately for streamlined report generation. Maintains recurring journal entries to save data entry time. Allows batch posting for recurring entries. Prevents out-of-balance entries in the general ledger to help maintain the accuracy and integrity of your financial information. Allows you to include detailed descriptions for journal entries providing increased accuracy. Allows you to easily transfer journal entries to or from your CPA. Reporting Capabilities You can sort and print a variety of reports by department to understand your company's financial allocations. Product Digest 17

28 Sage BusinessWorks Modules You can format standard reports to create a professional look. Customize your financial statements with different sections headings, page breaks, font styles, sizes, and colors (see example on this page). A partial close-up of the standard report designer is shown here. You can choose the font type, size, color, and more. Allows subtotaling and consolidation accounts for custom financial statements. Provides flexible financial statement set up that includes period selection, rounded dollar amounts, customized notes, and more. Produces monthly, quarterly, yearly, and data-range financial statements. Flash reports are available to provide the business manager with a clear overview of the financial strengths and opportunities of the organization. 18 Sage BusinessWorks

29 General Ledger Specifications (Maximum Limit) Number of accounts virtually unlimited Account balance $999,999, Number of digits in account number 8 Number of digits in department number 3 Number of general ledger accounts 99,999, Number of characters in account description 40 Number of departments 999 Number of monthly journal entries 1,000,000 1 Number of characters in a journal entry description 250 Number of lines in a standard journal entry 999 Number of lines in a recurring journal entry 30 Journal entry amount $9,999, Number of special journals virtually unlimited Number of fiscal years history is maintained 9 Number of subsidiary companies 99 Number of months to post into the past 24 Number of months to post into the future 12 1 This number is the practical limit. It is to be used as a guideline only and does not necessarily reflect the actual limitation. Individual requirements may vary based on the system you are using. Product Digest 19

30 Sage BusinessWorks Modules Sample Charts of Accounts Sage BusinessWorks comes with more than 30 modifiable, industry-specific, sample charts of accounts. To save time and avoid having to create your chart of accounts from scratch, you may prefer to start with one of the charts provided. You can select from a number of different business types, including manufacturing, retail, service, medical, legal, farming, non-profit, or other sample companies. You can print any sample to review before choosing a chart. After you have selected a sample chart to use for your own general ledger, edit the accounts in your chart to the needs of your business. Sample charts for the following businesses and organizations are included: Accounting/Bookkeeping Auto Repair Chamber of Commerce Church Consulting Construction Contractor Day Care Center Distribution Eating and Drinking Establishment Engineering Firm Farm Florist Funeral Home Generic Law Office Manufacturing Medical Office Night Club Non-profit Organization Partnership Printing Shop Property Management Repair Service Restaurant Retail Pro (third-party integration) Retailer School Service Timeslips (available for accounting, consulting, law office, or service company) Video Rental Sage BusinessWorks comes with more than 30 modifiable, industry-specific, sample charts of accounts. You can review the available charts in Create G/L Data Files. First, select Sample charts and select a chart from the list. Then, click Print Sample Charts to review the chart. 20 Sage BusinessWorks

31 General Ledger Sample Reports Understanding your reports is crucial to managing your business well. We encourage you to discuss the reports with your accountant or Sage BusinessWorks Consultant for a more thorough explanation of their meaning and implications. You may also find it useful to compare your financial statements with those of other companies in your industry. Industry averages are available in several reference books such as Standard and Poor's Industry Surveys. This section contains samples of the following General Ledger reports and lists. Each sample presents a description of its use, an explanation of important features, and general layout and content.* Account Detail Report (page 22) Account Reports (pages 23-24) Balance Sheet, Comparative (pages 25-26) Balance Sheet, Standard (pages 27-28) Budgets Worksheet (page 29) Business Graphics Reports (page 30) Chart of Accounts (page 31) Flash Report (pages 32-35) Income Statement, Standard (pages 36-37) Income Statement, Budgeted (pages 38-39) Income Statement, Comparative (page 40) Income Statement, Date Range (page 41) Journal Report (pages 42-43) List of Account Balances (page 44) List of Account Budgets (page 45) List of Departments (page 46) List of Recurring Journal Entries (page 46) Statement of Cash Flows (pages 47-48) Trial Balance Reports (pages 49-51) Working Trial Balance (page 52) *The purpose of these sample reports is to present the type of information they will contain and how they will appear. These sample reports were produced using data from a fictitious company, BikeWorks International. Because the data is not from a real company, you may sometimes find that it is not accurate nor in balance. Product Digest 21

32 Sage BusinessWorks Modules Account Detail Report The Account Detail Report lists all transactions affecting the balance of a specified general ledger account, including transactions performed in other modules (for example, Accounts Payable and Accounts Receivable). The report lists beginning balance, debits and credits, and ending balance. This information is also on a detailed Trial Balance Report for an account. Because the information in the two reports is so similar, the Account Detail Report is not part of period-end reports. Use the Account Detail Report primarily when you need to research account activity for a specific general ledger account. The sample below shows the report for account 6020, Service Sales. 22 Sage BusinessWorks

33 General Ledger Account Reports, List of GL Accounts The List of GL Accounts is a Quick Report in the new report system. It contains a single row of account related information including the account number, account description, account type, subtype, and account class for each account. This report is customizable using the Quick Report Wizard which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International List of GL Accounts Account Description Type Sub-Type Class End Acct OUT-OF-BALANCE ERROR Current Assets Posting Cash Current Assets Consolidation Petty Cash Current Assets Cash Posting Cash in Checking Current Assets Cash Posting Cash in Savings Current Assets Cash Posting Accounts Receivable Current Assets Consolidation Trade Receivables Current Assets A/R Posting Allowance for Bad Debt Current Assets A/R Posting Employee Receivables Current Assets Posting Inventory Current Assets I/C Posting Non inventory - Service Current Assets Posting Prepayments Current Assets Posting Property and Equipment (net) Fixed Assets Consolidation Equipment Fixed Assets Posting Accum. Deprec., Equipment Fixed Assets Posting Buildings Fixed Assets Posting Accum. Deprec., Buildings Fixed Assets Posting Land Fixed Assets Posting Accounts Payable Current Liabilities Consolidation Trade Payables Current Liabilities A/P Posting Inventory Purchase Receiving Current Liabilities A/P Posting Customer Deposits Current Liabilities Posting Sales Tax Payable Current Liabilities Posting Payroll Taxes Payable Current Liabilities Start Subtotal Federal Payroll Taxes Payable Current Liabilities Consolidation Federal Tax Withheld Current Liabilities Posting Social Security Withheld Current Liabilities Posting Social Security, Employer Current Liabilities Posting Federal Unemployment Current Liabilities Posting State Payroll Taxes Payable Current Liabilities Consolidation State Tax Withheld Current Liabilities Posting State Disability Current Liabilities Posting State Unemployment Current Liabilities Posting Payroll Taxes Payable Current Liabilities End Subtotal Other Employee Withholding Current Liabilities Posting Direct Deposit Holding Account Current Liabilities Posting /15/2009 9:45:54 AM List of GL Accounts Page 1 Product Digest 23

34 Sage BusinessWorks Modules Account Reports, List of GL Accounts - Master The List of GL Accounts - Master is a Comprehensive Report in the new report system. It contains a drill down to the GL Account Inquiry as well as an extensive amount of account related information including the details of the account, the monthly beginning balance, monthly activity and the monthly ending balance. This report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International List of GL Accounts - Master Account Description Clicking the account number hyperlink will launch the Account Inquiry task for that account number Cash Account type Current Assets Sub-Type: None Class: Consolidation End Acct: Petty Cash Account type Current Assets Sub-Type: Cash Class: Posting End Acct: n/a Cash in Checking Account type Current Assets Sub-Type: Cash Class: Posting End Acct: n/a Cash in Savings Account type Current Assets Sub-Type: Cash Class: Posting End Acct: n/a Accounts Receivable Account type Current Assets Sub-Type: None Class: Consolidation End Acct: Department: Begin Balance: Debits: Credits: 0.00 Ending Balance: 0.00 Department: 0 Begin Balance: Debits: Credits: 0.00 Ending Balance: Department: 0 Begin Balance: 16, Debits: 20, Credits: -32, Ending Balance: 3, Department: 0 Begin Balance: 35, Debits: 5, Credits: 0.00 Ending Balance: 40, Department: 0 Begin Balance: 0.00 Debits: 0.00 Credits: 0.00 Ending Balance: Trade Receivables Account type Current Assets Sub-Type: Accounts Receivable Class: Posting End Acct: n/a Department: 0 Begin Balance: 25, Debits: 35, Credits: -18, Ending Balance: 42, The accounts beginning balance, total debits and credits along with the ending balance are displayed. 9/15/2009 9:47:59 AM List of GL Accounts - Master Page 1 24 Sage BusinessWorks

35 General Ledger Balance Sheet, Comparative The comparative Balance Sheet compares data for two different periods, showing the variance amount and percentage of increase or decrease. While any two periods can be used, this report is most useful when comparing the current month to the same month last year (as shown on this report). Because the accounts listed on the Balance Sheet are always cumulative totals, a comparison between the current month and a year ago can show significant changes. You may also find it useful to compare the current month to the previous month, or to six months back. The sample below is consolidated by account number and rounds the dollar amounts. It includes only the first page of the report. You can customize the section headings and title of this report in Customize Income Statement available on the General Ledger Utilities menu. The second month you designated in the report setup. This should be the older period. The first month you designate in the report setup. This should be the most current period. The increase or decrease between the two months. A decrease, indicated by brackets, is not necessarily unfavorable. For example, a decrease in a liability account is favorable because the amount of money owed has decreased. The percent of variance is calculated as: (Most Recent Period - Older Period) Absolute Value of Older Period Product Digest 25

36 Sage BusinessWorks Modules Balance Sheet, Comparative (cont.) The Balance Sheet helps you determine the solvency of your business and your ability to meet your financial obligations as they become due. When studied with the other financial statements, it can provide important information about the profitability of your business. Several ratios can be applied to the figures on the balance sheet to help you analyze your business. For example, the current ratio can help test the short term liquidity of a business. It is calculated as follows: Current Assets Current Liabilities The liberal rule is that the current ratio should be at least 1:1. In other words, current assets should equal or exceed current liabilities. As you can see (current assets shown on page 27 and current liabilities shown on page 28), BikeWorks' current ratio is 3.6:1 a very good position to be in! You should discuss ratios with your accountant if you are unfamiliar with them. 26 Sage BusinessWorks

37 General Ledger Balance Sheet, Standard The sample below is a detailed Balance Sheet as of the last day of the current month. It lists total assets, total liabilities, and equity. You can customize the section headings and title of this report in Customize Balance Sheet available on the General Ledger Utilities menu. Note that Total Assets = Total Liabilities + Equity (on the following pages). Product Digest 27

38 Sage BusinessWorks Modules Balance Sheet, Standard (cont.) The first column lists individual accounts that are subtotaled. The second column lists subtotals and individual accounts that are not subtotaled. The third column lists the grand totals. Sage BusinessWorks calculates the Year-to-Date Earnings automatically. It is not necessary to set up a Year-to-Date Earnings account in your chart of accounts. This amount should equal the year-to-date net revenue from your Income Statement. 28 Sage BusinessWorks

39 General Ledger Budgets Worksheet The Budgets Worksheet helps you plan your budget. Use it to plan your budget for next year or when you revise budget amounts for the current year. Remember to enter your budget figures for revenue accounts (such as sales) as credit amounts (preceded with a minus sign). The account number and description of the account to be budgeted. Enter the budget amounts here for each month in the fiscal year. To divide a yearly total by 12, record it on the Yearly total line. Sage BusinessWorks performs the necessary calculations for you when you enter the yearly amount in the Maintain Account Budgets window available on the General Ledger Accounts menu. The account type of the account to be budgeted. Only Sales, Sales Adjustments, Cost of Goods Sold, Expenses, Other Income and Expenses, and Income Tax Expenses accounts can be budgeted. To budget by monthly percentages, enter the budget percentages here for each month in the fiscal year. Then, enter the total for the year. Sage BusinessWorks performs the necessary monthly amount calculations for you when you enter them in the Maintain Account Budgets window. Product Digest 29

40 Sage BusinessWorks Modules Business Graphics Reports Business Graphics presents data similar to the Flash Reports in graphical format. You can view these reports in a variety of chart formats, including area, bar, line, and pie charts. Each chart appears in color in the Viewer. You can view and print charts for the following aspects of your general ledger finances: Quick & Current Ratios Cash & A/R to Assets Profit Revenue (this year vs. last year) Expenses (this year vs. last year) Balance Sheet History Income Statement History Displays assets and liabilities for two full years plus the current year. Quick Ratio shows cash, accounts receivable, and current liabilities. Current Ratio shows current assets and current liabilities. Displays assets for two full years plus the current year. Current Assets shows cash, accounts receivable, and other current assets. Total Assets shows cash, accounts receivable, and all other assets. Compares monthly profit from the current year and the previous year. Compares monthly revenue from the current year and the previous year. Compares monthly expenses from the current year and the previous year. Compares monthly assets and liabilities from the current year and the previous year. Compares monthly profit, expenses, and revenue from the current year and the previous year. 30 Sage BusinessWorks

41 General Ledger Chart of Accounts The Chart of Accounts lists the account number, account description, account type, subtype, and account class for each account. An asterisk appears next to each inactive account. Each account belongs to one of 14 account types based on the function of the account. For example, Petty Cash is a current asset; a current asset is further defined as a subtype to determine whether it is a cash account. (Subtypes provide essential information for certain sections of the G/L Flash Report and Statement of Cash Flows.) Both pieces of information enable the financial reports to be structured. BikeWorks International Chart of Accounts Accounts to All Departments Sub Account # Account Description Account Type Type PSC-ThroughAcct Cash Current Assets C Petty Cash Current Asset-Cash Cash P Cash in Checking Current Asset-Cash Cash P Cash in Savings Current Asset-Cash Cash P Accounts Receivable Current Assets C * Trade Receivables Current Assets A/R P Allowance for Bad Debt Current Assets A/R P Employee Receivables Current Assets P Inventory Current Assets Inv P Prepayments Current Assets P Property and Equipment (net) Fixed Assets C * Equipment Fixed Assets P Accum. Deprec., Equipment Fixed Assets P Buildings Fixed Assets P Accum. Deprec., Buildings Fixed Assets P Land Fixed Assets P Accounts Payable Current Liab. C Trade Payables Current Liab. A/P P Inventory Purchase Receiving Current Liab. A/P P Customer Deposits Current Liab. P Sales Tax Payable Current Liab. P Payroll Taxes Payable Current Liab. S Federal Payroll Taxes Payable Current Liab.. C Federal Tax Withheld Current Liab. P Social Security Withheld Current Liab. P Social Security, Employer Current Liab. P Federal Unemployment Current Liab. P State Payroll Taxes Payable Current Liab.. C State Tax Withheld Current Liab. P State Disability Current Liab. P State Unemployment Current Liab. P Payroll Taxes Payable Current Liab. S Other Employee Withholding Current Liab. P Union Dues Current Liab. P Workers' Compensation Payable Current Liab. P Note Payable, Mortgage Long-Term Liab. ShLn P Capital Stock Equity P Retained Earnings Retained Earnings P * NOTE: These accounts are currently marked as inactive. Page 1 These letters identify the account types and always appear in this column in the same three subcolumn positions. Posting accounts are indicated by a P, beginning and ending subtotal accounts by an S, and consolidation accounts by a C. Accounts included in subtotal range are identified by a period (.) in the S subcolumn. Similarly, accounts included in a consolidation are indicated by a period (.) in the C subcolumn. Posting accounts that are part of consolidation within a subtotal range are indicated by a P... This note appears on the report if there are inactive accounts. Product Digest 31

42 Sage BusinessWorks Modules Flash Report The General Ledger Flash Report provides management with financial ratios and summary history reports. These figures can help signal trends and provide a basis for industry comparison and competitor analysis. The sample on this page and the next few pages shows pages 1 through 4 of the report. See the Appendix in this digest for a description of the formulas used to calculate each of these ratios. The Balance Sheet Ratios section lists the current yearto-date ratios (in the last column) along with the ratios for the end of each of the previous two fiscal years. Under Income Statement Ratios, each ratio is computed as of the end of the prior year and current year-todate. Year-to-date figures are annualized where appropriate. 32 Sage BusinessWorks

43 General Ledger Flash Report (cont.) The Summary Balance Sheet History section shows assets, liabilities, and equity totals as of the end of each month for the current month and previous 24 months. This twoyear list provides a quick balance sheet summary. Product Digest 33

44 Sage BusinessWorks Modules Flash Report (cont.) The Summary Income Statement History section summarizes the income statement totals for the current month and the previous 24 months. This summary provides a concise picture of your company's growth. 34 Sage BusinessWorks

45 General Ledger Flash Report (cont.) The Source Figures for Ratios are used to calculate the ratios on the first page of the report. The Appendix in this digest explains how these figures are used in the ratio calculations. Product Digest 35

46 Sage BusinessWorks Modules Income Statement, Standard The Income Statement helps you evaluate the profitability of your business. The sample below includes periodto-date and quarter-to-date totals for the current period, without zero balance accounts, rounding, or consolidation. You can customize the section headings and title of this report in Customize Income Statement available on the Utilities menu. This line of text is a special note that was typed in the report setup window. The cumulative year-to-date results. The number of months varies depending on how far along you are in the year. This column contains the actual results for the month you selected. The percent of each line item compared to net income. The year-to-date percent of each line item compared to year-to-date net income. Income minus adjustments. The percentages for all lines of the Income Statement are based on this percentage, which is always 100 percent. Our sample shows subtotals for each category of cost of goods sold. These accounts have been set up as subtotal accounts in the chart of accounts. Net income minus total cost of goods sold. The actual cost of all merchandise sold during the period. Inventory adjustments, freight, and purchases discounts are also included, because they have an account type of Cost of Goods Sold. Some businesses prefer these accounts to be called Expense accounts. 36 Sage BusinessWorks

47 General Ledger Income Statement, Standard (cont.) According to this example, the month's expenses were up in comparison to the quarter's total. Total expenses for the month represent only 37.8 percent of net sales, compared to 32.9 percent for the quarter-to-date figure. Gross profit minus total expenses. Revenue from other sources, such as interest income and gains from the sale of fixed assets, are reported here, along with other expenses that are not associated with operations, such as finance charges or interest expense. Income from operations plus or minus other income and expenses minus taxes. If this figure is positive, it represents the net profit or increase in equity resulting from your business activity for the period. If it is negative, it represents a net loss. If you do not set up accounts for taxes, this figure and your net profit figure will be the same. Product Digest 37

48 Sage BusinessWorks Modules Income Statement, Budgeted The budgeted Income Statement is similar to the comparative Income Statement (see page 40), except that it produces a comparison between actual and budgeted data. Two formats are available: variance and performance. A variance report compares actual account balances with budget amounts for the selected period. A performance report compares actual account balances with the total yearly or monthly budget, showing you the percent of budget already consumed or satisfied. Both reports help you determine whether you are meeting your established goals for the year and alert you to unexpected increases or decreases in income and expenses. The sample below is a variance report and is consolidated by account. Amounts are rounded to the nearest dollar. The first page of the report is shown. You can customize the section headings and title of this report in Customize Income Statement available on the General Ledger Utilities menu. This is the total budget for the selected period (1 month) as entered in the Maintain Account Budgets window on the General Ledger Accounts menu. The actual data for the period you specify. This report compares yearto-date figures. The variance is the difference in the amounts on each line for the two periods and can be either favorable or unfavorable (shown in brackets). For example, an increase in sales and a decrease in expenses are both favorable variances. The percentage of variance is calculated as follows: (Actual - Budget) Absolute Value of Budget A minus sign indicates an unfavorable variance. 38 Sage BusinessWorks

49 General Ledger Income Statement, Budgeted (cont.) Our second sample is a performance report and is consolidated by account. Amounts are rounded to the nearest dollar. Only page 1 is shown. The total annual budget, as entered in the Maintain Account Budgets window on the General Ledger Accounts menu. The unused portion of the total yearly budget. The actual data for the period you specify. This report compares year-to-date figures with the annual budget. The percentage of the total yearly budget already used: Actual Absolute Value of Budget Product Digest 39

50 Sage BusinessWorks Modules Income Statement, Comparative The comparative Income Statement compares the income and expenses for two months, and includes the variance and the percentage of variance between the two. A comparative Income Statement can be especially useful in spotting trends and helping you take corrective action when necessary. The sample below is a consolidated report with rounded dollar amounts, a special note at the top of the page, and no zero balance. You can customize the section headings and title of this report in Customize Income Statement available on the General Ledger Utilities menu. The second month you specify appears here. It should be the later of the two periods. The first month you designate in the report setup appears in the first column. This sample shows activity for the month, but you can also select quarter and year-to-date comparisons. This report is consolidated by account number as originally set up in the chart of accounts. Note that Bicycle Sales and Service Sales are combined under a general Sales heading. The variance is the difference in the amounts on each line for the two months and can be either favorable or unfavorable. For example, an increase in sales and a decrease in expenses are both favorable variances. Unfavorable variances are surrounded by brackets. The percentage of variance is calculated as: (Most Recent Period - Older Period) Absolute Value of Older Period A minus sign indicates an unfavorable variance. 40 Sage BusinessWorks

51 General Ledger Income Statement, Date Range The date range Income Statement displays income for a specific time period. This report is useful for comparing income between months, allowing you to bypass the issue that months have varying lengths. The date range Income Statement provides notes informing you if journal detail is missing or if the date range selected extends into a future period. The sample below is consolidated by account number, and has rounded dollar amounts and no zero balances. You can customize the section headings and title of this report in Customize Income Statement available on the General Ledger Utilities menu. Income minus adjustments. The percentages for all lines of the Income Statement are based on this percentage, which is always 100 percent. Net income minus total cost of goods sold. Total expenses for the month represent 37.8 percent of net income. Gross profit minus total expenses. Revenue from other sources, such as interest income and gains from the sale of fixed assets along with other expenses that are not associated with operations, such as finance charges or interest expense. If you do not set up accounts for taxes, this figure and your Net Profit figure will be the same. Income from operations + or - other income and expenses - taxes. If this figure is positive, it represents the net profit or increase in equity resulting from your business activity for the period. If it is negative, it represents a net loss. Product Digest 41

52 Sage BusinessWorks Modules Journal Report The Journal Report lists all the transactions for the journal entries specified. The sample below shows the first and last pages of a complete detail Journal Report. Journal codes identify the journals used to post the transactions: GEN - General Journal A/P - Accounts Payable C/D - Cash Disbursements A/R - Accounts Receivable C/R - Cash Receipts I/C - Inventory Control P/J - Purchases Journal PAY - Payroll S/J - Sales Journal UJ1- UJ4 - Special Journals (The IDs and descriptions of each special journal can be customized.) Except for the Cash Management module, transactions entered in other modules post to their respective journals. From the Cash Management module, checks and bank transactions (for transfers, withdrawals, and charges) post to the Cash Disbursements Journal. Deposits and bank transactions (for credits) post to the Cash Receipts Journal. The reference number you assigned to a journal entry, or the check, invoice, debit or credit memo numbers (Accounts Receivable and Account Payable). The reference number for recurring journal entries is the ID you assigned to each recurring journal. You can choose how the entries in the report are sorted. The default for the Journal Detail Report is to sort by journal ID, posting date, and reference number, in ascending order. BikeWorks International Journal Detail Report Sorted By: Journal ID, Posting Date, Reference Number Post/Sys Date Jnl Ref. No / Description / Accounts Debits Credits 06/08/00 A/P OTHERCHK--Check: CK Office Mart Cash in Checking Miscellaneous Expense Page 1 06/09/00 A/P OTHERCHK--Check: CK Tony's Pizza Cash in Checking Entertainment /15/00 A/P Tfr 1--Transfer funds Cash in Checking 5, Cash in Savings 5, /18/00 A/P Tfr 2--Transfer to Petty Cash Petty Cash Cash in Checking /21/00 A/P AKENS--Check: CK John Akens Cash in Checking Travel /21/00 A/P GARCIA--Check: CK Renee Garcia Travel Cash in Checking /25/00 A/P METFAB--Handcheck: CK Cash in Checking Trade Payables /25/00 A/P METFAB--Invoice: mf Trade Payables 3, Inventory Purchase Receivi 3, /27/00 A/P GATEWAY--Invoice: Trade Payables Inventory Purchase Receivi /30/00 A/P BROOKS--Check: CK Michael Brooks Cash in Checking Travel /30/00 A/P GATEWAY--Handcheck: CK Trade Payables 1, Cash in Checking 1, Sage BusinessWorks

53 General Ledger Journal Report (cont.) BikeWorks International Journal Detail Report Sorted By: Journal ID, Posting Date, Reference Number Page 12 Post/Sys Date Jnl Ref. No / Description / Accounts Debits Credits Each account in the transaction is listed on a separate line that includes account number, description, and debit or credit amount State Unemployment State Disability State Tax Withheld Federal Unemployment Social Security Withheld Social Security, Employer Social Security Withheld Social Security, Employer Federal Tax Withheld Cash in Checking Uniform Allowance 5.00 ***** Report Total 53, , The debit and credit totals of all current month transactions in the report. This sample is not a complete report. * NOTE: These journal transactions were posted either to prior or to future months --- these transaction amounts are not reflected in the account ending balances or report totals Product Digest 43

54 Sage BusinessWorks Modules List of Account Balances This report lists account balances for 25 months (including the current month), all history, the current fiscal year, and the prior fiscal year. When you first set up your general ledger, you enter these balances using Enter Initial Account Balances available on the General Ledger Accounts menu. As you close the general ledger at the end of each month, Sage BusinessWorks updates the account balances for the current month. This list can be used to confirm that you have entered your initial balances correctly. This list printed in the current month of June 2004, so it lists account balances for the past 25 months beginning with the current month (June 2004) and ending with the oldest month (June 2002). As each month is closed, the oldest month will drop off and the latest month will be added. This sample has been produced for all accounts. You can also produce it for other ranges or for all accounts. BikeWorks International Account Balances for the Last 24 Months All Accounts All Departments Page 1 Account # Account Description / Account Type / Account Balances The amounts for income and expense accounts are always year-to-date account balances. Amounts for all other accounts are cumulative. Credit balance amounts have a minus sign in front of them Petty Cash Current Assets Jun/04: Jun/03: 0.00 May/04: May/03: 0.00 Apr/04: Apr/03: 0.00 Mar/04: Mar/03: 0.00 Feb/04: Feb/03: 0.00 Jan/04: Jan/03: 0.00 Dec/03: 0.00 Dec/02: 0.00 Nov/03: 0.00 Nov/02: 0.00 Oct/03: 0.0 Oct/02: 0.00 Sep/03: 0.00 Sep/02: 0.00 Aug/03: 0.00 Aug/02: 0.00 Jul/03: 0.00 Jul/02: 0.00 Jun/02: Cash in Checking Current Assets Jun/04: Jun/03: 0.00 May/04: May/03: 0.00 Apr/04: Apr/03: 0.00 Mar/04: Mar/03: 0.00 Feb/04: Feb/03: 0.00 Jan/04: Jan/03: 0.00 Dec/03: 0.00 Dec/02: 0.00 Nov/03: 0.00 Nov/02: 0.00 Oct/03: 0.00 Oct/02: 0.00 Sep/03: 0.00 Sep/02: 0.00 Aug/03: 0.00 Aug/02: 0.00 Jul/03: 0.00 Jul/02: 0.00 Jun/02: Cash in Savings Current Assets Jun/04: Jun/03: 0.00 May/04: May/03: 0.00 Apr/04: Apr/03: 0.00 Mar/04: Mar/03: 0.00 Feb/04: Feb/03: 0.00 Jan/04: Jan/03: 0.00 Dec/03: 0.00 Dec/02: 0.00 Nov/03: 0.00 Nov/02: 0.00 Oct/03: 0.00 Oct/02: 0.00 Sep/03: 0.00 Sep/02: 0.00 Aug/03: 0.00 Aug/02: 0.00 Jul/03: 0.00 Jul/02: 0.00 Jun/02: Trade Receivables Current Assets Jun/04: Jun/03: 0.00 May/04: May/03: 0.00 Apr/04: Apr/03: Sage BusinessWorks

55 General Ledger List of Account Budgets The List of Account Budgets lists revenue (Sales) and expense accounts (Cost of Goods Sold) with their budget amounts for each month. Use this list to confirm the accuracy of your budget entries after they are entered in the Maintain Account Budgets window available on the General Ledger Accounts menu. These figures are used to produce budgeted Income Statements. The sample below is a partial list. Only accounts that have been budgeted are included in the report. To access this report, click Print Account Budgets on the General Ledger Accounts menu. Identifies the accounts included in this list. The amount budgeted for each month of the fiscal year. Revenues are credits, so they have a minus sign preceding the amount. Indicates the total yearly budget for the account. Account # BikeWorks International List of Account Budgets All Accounts Budgets for Current Fiscal Year (Ending December 20 ) Account Description / Account Type / Account Budgets Sales Sales Jan: (6.1%) Jul: (10.1%) Feb: (6.1%) Aug: (10.1%) Mar: (6.2%) Sep: (7.9%) Apr: (7.7%) Oct: (6.4%) May: (9.0%) Nov: (10.3%) Jun: (9.8%) Dec: (10.3%) Yearly Total: (100.0%) Sales Returns & Allowances Sales Adjustments Jan: (6.2%) Jul: (9.2%) Feb: (6.0%) Aug: (9.2%) Mar: (6.0%) Sep: (7.7%) Apr: (7.6%) Oct: (7.7%) May: (9.1%) Nov: (10.6%) Jun: (9.2%) Dec: (11.5%) Yearly Total: (100.0%) Cost of Goods Sold Cost of Goods Sold Jan: (5.3%) Jul: (10.4%) Feb: (5.9%) Aug: (10.4%) Mar: (6.9%) Sep: (6.8%) Apr: (7.8%) Oct: (6.8%) May: (8.2%) Nov: (10.6%) Jun: (10.4%) Dec: (10.6%) Yearly Total: (100.0%) Freight Cost of Goods Sold Jan: (4.0%) Jul: (10.2%) Feb: (5.1%) Aug: (8.6%) Mar: (6.4%) Sep: (8.6%) Apr: (8.0%) Oct: (10.7%) May: (9.1%) Nov: (10.7%) Jun: (10.2%) Dec: (8.6%) Yearly Total: (100.0%) Payroll Expense Expenses Jan: (8.3%) Jul: (8.3%) Feb: (8.3%) Aug: (8.3%) Mar: (8.3%) Sep: (8.3%) Apr: (8.3%) Oct: (8.3%) May: (8.3%) Nov: (8.3%) Jun: (8.3%) Dec: (8.3%) Yearly Total: (100.0%) Uniform Allowance Expenses Jan: (8.3%) Jul: (8.3%) Feb: (8.3%) Aug: (8.3%) Mar: (8.3%) Sep: (8.3%) Page 1 The percent of the yearly total budgeted for each month. Product Digest 45

56 Sage BusinessWorks Modules List of Departments This is a list of the departments you entered using Maintain Departments available on the General Ledger Departments menu. It is useful when you set up or add to your chart of accounts. Departments are designated by numbers between 1 and 999. The description appears on the heading of Departmental Income Statements. List of Recurring Journal Entries Recurring journal entries are posted regularly for such things as depreciation, rent, or lease payments. While most are posted monthly, they can be posted at any interval you choose, such as weekly or quarterly. Use this list to confirm the accuracy of your recurring entries. You can access this list by clicking Recurring Entries, and then, clicking Print on the General Ledger Entries menu. A unique identifier that you assigned to the recurring entry when you defined it in Maintain Recurring Entries. You should use an ID that makes the entry easy to recognize. Indicates whether you have posted this entry in the current month. Produce this list at the end of each month to confirm that you posted all appropriate recurring entries for the month. If one of your recurring journal entries is not in balance, a warning message will appear immediately following the journal entry. You must balance this journal entry when you post it using one of the posting options. 46 Sage BusinessWorks

57 General Ledger Statement of Cash Flows The Statement of Cash Flows summarizes the significant financial actions that have occurred during the period and identifies major changes in the financial position of your company. While the Balance Sheet can be used to determine the amount of cash and cash equivalents for a given period, it does not show how the increase (or decrease) in cash and cash equivalents occurred. The Statement of Cash Flows supplies that information. You can customize the section headings and title of this report in Customize Cash Flows available on the General Ledger Utilities menu. This sample Statement of Cash Flows compares figures for the current period against the same period a year ago. Although you can compare any two periods in the current and prior fiscal years, you will normally produce it at the end of each fiscal year. The increase or decrease in each category for the selected period. Earnings in the period plus changes in year-to-date earnings, current assets (noncash only), and current liabilities. Changes in current assets (noncash only) and current liabilities. Examining cash flows from financing and investing (usually changes in assets and liabilities that are not current) can reveal the source and use of cash and cash equivalents (working capital). The sum of net cash flows from operations and cash flows from financing and investing. Product Digest 47

58 Sage BusinessWorks Modules Statement of Cash Flows (cont.) Accounts you designated as 'cash' accounts when you set up your chart of accounts in Maintain Chart of Accounts available on the General Ledger Accounts menu. This report shows the total of cash and cash equivalents at the beginning and end of the selected period. A detailed schedule of the current balances of your cash accounts. Note that the total matches the amount shown for CASH and CASH EQUIVALENTS Current. 48 Sage BusinessWorks

59 General Ledger Trial Balance Reports Use the Trial Balance to determine whether the general ledger is accurate before producing your financial statements and closing the ledger for the period. Depending on how you run your business, you may need to print a Trial Balance several times during the period. Trial Balance Report, Detailed You should at least produce a detailed Trial Balance before closing the current period to keep as part of a permanent audit trail because some transaction detail is erased during the close. You can access this report by clicking Trial Balance on the General Ledger Reports menu and selecting Detailed as the Type of report in the report setup window. Transactions are listed according to the sorting criteria you select. The default is by posting date, reference number, and description, in ascending order. BikeWorks International Trial Balance (For the month of June 20 ) Sorted By: Posting Date, Reference Number, Description Page 1 The actual transactions that have been recorded during the current period. The report shows the date of the transaction, a description, and the amounts. Account # / Reference No. / Description Date Debits Credits Balance Petty Cash A/P Tfr 2 Transfer to Petty Cash 06/ **** Ending Balance Cash in Checking A/P OTHERCHK Check: CK / Office Mart A/P OTHERCHK Check: CK / Tony's Pizza A/P Tfr 1 Transfer funds 06/ A/P Tfr 2 Transfer to Petty Cash 06/ A/P AKENS Check: CK / John Akens A/P GARCIA Check: CK / Renee Garcia A/P METFAB Handcheck: CK / A/P BROOKS Check: CK / Michael Brooks A/P GATEWAY Handcheck: CK / A/R STANS Payment, chk#1 06/ A/R IBS Payment, chk#1 06/ A/R CASH Invoice: / GEN 1 June Accounts Receivable 06/ GEN 2 June Payroll 06/ GEN 2 June Payroll 06/ P/R AKENS Check: / P/R AKENS Void Check: / P/R BARSTOW Check: / P/R BARSTOW Void Check: / P/R BROOKS Check: / P/R BROOKS Void Check: / P/R HARPER Check: / P/R HARPER Void Check: / P/R JONES Check: / P/R JONES Void Check: / P/R WRIGHT Check: / P/R WRIGHT Void Check: / P/R AKENS Check: / P/R ANTHONY Check: / P/R BARSTOW Check: / P/R BERNSTEI Check: / P/R BROOKS Check: / P/R GARCIA Check: / P/R HARPER Check: / P/R JONES Check: / P/R WRIGHT Check: / P/R WRIGHT Check: / The beginning balance is listed on the same line as the account number and description. Debits and credits for the month are added to or subtracted from this balance. The beginning balance is shown only if you select the Last day check box in the Trial Balance window. Product Digest 49

60 Sage BusinessWorks Modules Trial Balance Report, Detailed (cont.) BikeWorks International Trial Balance (For the month of June 20 ) Sorted By: Posting Date, Reference Number, Description Page 13 Account # / Reference No. / Description Date Debits Credits Balance GEN 2 June Payroll 06/ P/R JONES Check: / P/R JONES Void Check: / P/R WRIGHT Check: / P/R WRIGHT Void Check: / P/R JONES Check: / P/R WRIGHT Check: / P/R WRIGHT Check: / The beginning balance plus or minus the transaction activity during the period. Ending balances are used on financial statements. **** Ending Balance Bad Debt 0.00 A/R IBS Payment, chk#1 06/ **** Ending Balance Entertainment A/P OTHERCHK Check: CK / Tony's Pizza P/R ANTHONY Check: / **** Ending Balance Travel A/P AKENS Check: CK / John Akens A/P GARCIA Check: CK / Renee Garcia A/P BROOKS Check: CK / Michael Brooks GEN 2 June Payroll 06/ P/R ANTHONY Check: / The total of debits and credits for the report. Normally, on a report that includes all accounts, the total for debits and credits should be equal, indicating that your Trial Balance is in balance. Because this is a Trial Balance for selected accounts only, the debits and credits are not equal. **** Ending Balance Finance Charge Income 0.00 GEN 1 June Accounts Receivable 06/ **** Ending Balance Miscellaneous Income Miscellaneous Expense 0.00 A/P OTHERCHK Check: CK / Office Mart **** Ending Balance ***** Report Total Sage BusinessWorks

61 General Ledger Trial Balance Report, Summary Print a summary Trial Balance Report for studies that do not require transaction detail. The sample below shows only the first page of the report. You can access this report by clicking Trial Balance on the General Ledger Reports menu and selecting Summary as the Type of Report in the report setup window. For each account, this report lists the account number and description, the beginning balance, the total of debits and credits applied by the selected period's transactions, and an ending balance. BikeWorks International Trial Balance (For the month of June 20 ) Sorted By: Posting Date, Reference Number, Description Account # / Reference No. / Description Date Debits Credits Balance GEN 2 June Payroll 06/ P/R JONES Check: / P/R JONES Void Check: / P/R WRIGHT Check: / P/R WRIGHT Void Check: / P/R JONES Check: / P/R WRIGHT Check: / P/R WRIGHT Check: / Page 13 **** Ending Balance Bad Debt 0.00 A/R IBS Payment, chk#1 06/ **** Ending Balance Entertainment A/P OTHERCHK Check: CK / Tony's Pizza P/R ANTHONY Check: / **** Ending Balance Travel A/P AKENS Check: CK / John Akens A/P GARCIA Check: CK / Renee Garcia A/P BROOKS Check: CK / Michael Brooks GEN 2 June Payroll 06/ P/R ANTHONY Check: / **** Ending Balance Finance Charge Income 0.00 GEN 1 June Accounts Receivable 06/ **** Ending Balance Miscellaneous Income Miscellaneous Expense 0.00 A/P OTHERCHK Check: CK / Office Mart **** Ending Balance ***** Report Total Product Digest 51

62 Sage BusinessWorks Modules Working Trial Balance Use this report when preparing adjusting entries at the end of each month prior to closing. You can also use this report as a worksheet when entering initial balances. It lists account number, description, and current balance for each account on the report. Space is provided to write in adjustments and the adjusted balance. The sample below shows only the first page of the report. You can print this report by clicking Print Working Trial Balance on the General Ledger Entries menu. The current balance of the account. Debits are listed on the left and credits on the right. Write in adjusting entries, such as recording the changes in prepaid insurance, inventory (if you are not using the Inventory Control module), and other needed adjustments. Use this space to write in the adjusted balance after the adjustment has been recorded. The adjusted balance should match the Trial Balance Report you produce after you record the adjusting entries. BikeWorks International Working Trial Balance Page 1 BALANCE ADJUSTMENTS ADJUSTED BALANCE Acct No/Description Debit Credit Debit Credit Debit Credit Petty Cash Cash in Checking Cash in Savings Trade Receivables Allowance for Bad Debt Employee Receivables Inventory Prepayments Equipment Accum. Deprec., Equipment Sage BusinessWorks

63 Cash Management Section 0: Sage BusinessWorks Modules Cash Management The Cash Management module provides superior management capabilities for your company's transaction processing and reconciliation needs. This module fully integrates with the Accounts Payable, Account Receivable, Payroll, and General Ledger modules to offer a total accounting software solution. Among the most important time-saving features of the Cash Management module is its full bank reconciliation capabilities. This includes the ability to reconcile bank transactions from the General Ledger, Accounts Receivable, Payroll, and Accounts Payable modules with your organization's bank statements. The Cash Management module is also capable of generating checks to payees not defined in the Accounts Payable or Payroll module. Increased profit is a paramount goal of any size business. Achieving that goal means making more informed decisions and more effectively managing your company's finances. The Cash Management module provides current balances and calculated future balances for all cash accounts through a variety of customizable detailed reports. Reconciliation reports include summary information for deposits, consolidation of all check register information, and General Ledger distribution bank transaction information. With the Cash Management module, you can make better business decisions and drive your company to increased profit. Overview of Features & Benefits General Features Maintains complete audit trails of all transactions and adjustments for better financial control. Provides current and future calculated balances for all cash accounts. Provides extensive inquiry capabilities, including drill downs to the source of original transactions and instant check information. Exports account information, including checks, charges, credits, and deposits, into other programs for analysis, forecasting, presentations, reports, and more. Maintenance Features Maintains transaction information for up to nine cash accounts used by the Cash Management, Accounts Payable, and Payroll modules when generating checks and recording deposits and bank transactions. Posting accounts can be individually defined for each cash account. Provides the flexibility to choose, on a transaction-by-transaction basis, whether to post deposits and other bank transactions to the general ledger. Product Digest 53

64 Sage BusinessWorks Modules Bank Reconciliation Provides full bank reconciliation, which conveniently includes the ability to clear a range of checks, saving you time. Allows you to reconcile all cash accounts maintained in the Cash Management module. Maintains information about Accounts Receivable deposits for bank reconciliation. Supports the following bank transaction types: deposit, charge, credit, withdrawal, and transfer. Check Features Allows entry of handwritten checks (nonprinted checks) for faster, more accurate record keeping. Permits check printing for payees that do not require an invoice. Gives you peace of mind with a complete audit trail, tracking voided, damaged, or nonprocessed checks. When reconciling a cash account, check off each transaction Allows checks to be voided shown on your bank statement. Click the Range button to define individually or as part of a range. a series of checks to clear in one step. Reporting Capabilities Allows you to specify the cash account you want included in a report for specific cash analysis. Provides information on bank transactions entered in the Accounts Receivable, Accounts Payable, General Ledger, and Payroll modules to help you reconcile your bank statements. Gives information on bank transactions and checks entered in the Cash Management module to help you reconcile the General Ledger module. Sends Instant Check amounts for vendors to the Accounts Payable module for 1099 reporting. Specifications (Maximum Limit) Number of months to keep history 60 General Ledger distribution accounts per transaction 20 Number of cash accounts 9 Number of digits in check number 6 Number of General Ledger distribution accounts on an Instant Check 20 Amount per check $9,999, Sage BusinessWorks

65 Cash Management Sample Reports This section contains samples of the following Cash Management reports. Each sample presents a description of its use, an explanation of important features, and general layout and content.* Bank Deposits Report (page 56) Bank Transactions Report (page 56) Cash Account Register (page 57) Check Register (pages 58-59) Consolidated Cash Flow Report (pages 60-62) G/L Distribution Reports, Bank Transactions (page 63) G/L Distribution Reports, Instant Checks (page 63) Reconciliation Report (pages 64-65) *The purpose of these sample reports is to give you an idea of the type of information they will contain and how they will look. These sample reports were produced using data from a fictitious company, BikeWorks International. Because the data is not from a real company, you may sometimes find that it is not accurate nor in balance. Product Digest 55

66 Sage BusinessWorks Modules Bank Deposits Report The Bank Deposits Report provides information on bank deposits recorded in the Bank Deposits window in the Accounts Receivable module and in the Enter Bank Transactions window in the Cash Management module. Compare this report to your bank statement to verify that you have entered all bank deposits into Sage BusinessWorks. This report lists deposits by payment type. A summary report lists each deposit made within the selected time frame, and includes the date, type of deposit, and amount, along with a total for all deposits. A detailed report also lists the individual checks that make up Accounts Receivable deposits, cash receipts, and credit card payments, and includes the date, customer ID, check number, and amount. Both formats provide only summary information on deposits made in Enter Bank Transactions. You can print a similar report from Accounts Receivable Bank Deposits at the time you record a deposit; however, that report will include Accounts Receivable deposits only. Bank Transactions Report The Bank Transactions Report lists each bank transaction you have entered with the Enter Bank Transactions option and all deposits recorded in the Accounts Receivable module. Use this report to compare deposits, withdrawals, charges, and credits on your bank statement against those entered in Sage BusinessWorks to help you locate unrecorded bank transactions, errors, or differences. The number and description of the Cash Management cash account. The total amount of deposits, withdrawals, charges, and credits. Where transfers appear in this report depends on which cash account you choose when printing this report. If you choose the cash account into which you deposited a transferred amount, the transferred amount will appear in the Deposits column. If you choose the cash account from which you withdrew a transferred amount, the transferred amount will appear in the Charges column. 56 Sage BusinessWorks

67 Cash Management Cash Account Register The Cash Account Register provides information about all the transactions that impact the selected cash account. You should produce a Cash Account Register at the end of each month, before the month-end close. Retain it as part of your permanent business records. The information is listed in order by date. You can select to print one or all cash accounts. You can also include all transactions or transactions from a specific month in the report. The type of transaction for the selected cash account. The transaction date. The check number or reference number of the transaction. The amount of any credits applied to the cash account. Product Digest 57

68 Sage BusinessWorks Modules Check Register The Check Register consolidates the summary information from Cash Management, Accounts Payable, and Payroll check registers into one report. You should produce a Check Register after you print each batch of checks and also at the end of each month, before the month-end close. Retain it as part of your permanent business records. The information is listed in order by check or electronic funds transfer (EFT) number, or by date. You can print either a detailed or summary report and include or exclude cleared, outstanding, voided, or other checks. You can also include or exclude outstanding, cleared, or voided EFTs, and EFT numbers. The summary report includes the check or EFT number, vendor, and amount for each check or EFT. The detailed report adds all invoices paid by each check or EFT. The invoice amount satisfied by this check or EFT. In a summary report, this is the amount paid by this check for the total of the vendor's invoices. The amount of any credits applied to the invoice since the last payment made for this invoice. The balance of the invoice before the check or EFT. The amount of the discounts taken for this check or EFT's invoice. In a summary report, it is the discount taken on all the vendor's invoices included in the check or EFT. The amount of the invoice paid with this check or EFT less discounts. If you print a summary report, this is the total amount of the check or EFT. 58 Sage BusinessWorks

69 Cash Management Check Register (cont.) Voided checks or EFTs are included if you selected to track them in Maintain Cash Accounts, and then selected the Include voided checks and Include other checks check boxes, or the Include voided EFTs check box in this report's setup window. The total amount paid, discount total, credit total, and net amount charged to this Cash Management cash account. The total amount paid, discount total, and net amount for all cash accounts. Product Digest 59

70 Sage BusinessWorks Modules Consolidated Cash Flow Report The Consolidated Cash Flow Report consolidates total cash flow information into a single, concise report. The Cash Flow Report includes customer receivable invoices, payable vendor invoices, and General Ledger cash balances for a selected period. Information can be sorted by customer ID or customer name and vendor ID or vendor name. Invoice amounts are displayed based on the number of days defined for each period of time. This report lets you examine how receivables and payable invoices affect the in flow and out flow of cash within your business. It provides a powerful analysis tool in projecting the total cash flow for your business and assists with predicting future cash requirements. This report is available in either detail or summary format. The following report is shown in detail format. Each Ending column displays the amount of each invoice you can expect to receive from customers and what you can expect to pay vendors at the end of each period assuming that cash is received or invoices are paid by the last possible date. This report displays each ending period for both customer invoices and vendor invoices in increments of seven days. Displays the balance of invoices with due dates after the date in the last Ending column. BikeWorks International Consolidated Cash Flow Report Displays customer invoice information based on due date, average days to pay, or discount date. Inv/Dis Ending Ending Ending Ending After Invoice No. Date Date 06/02/04 06/09/04 06/16/04 06/21/04 06/21/04 ETC Bikes Et Cetera 7 06/04 05/ /18 06/ *** Customer Invoices, based on Due Date *** Customer Total Cumulative Plus Finance Charges 9.64 Net Balance Due Displays the total of all customer invoices due at the end of each time period specified. GOLDEN Golden Gate Rentals /15 06/ Customer Total Cumulative IBS Inter. Bicycle Sales /02 04/ /14 06/ Customer Total Cumulative Less Open Credits Plus Finance Charges Net Balance Due SHARPE Sharpe Wheels 1 04/18 04/ /18 04/ Customer Total Cumulative Plus Finance Charges Net Balance Due STANS Stan's Cyclery 5 05/11 05/ /08 06/ Customer Total Cumulative Plus Finance Charges Net Balance Due Sage BusinessWorks

71 Cash Management Consolidated Cash Flow Report (cont.) Jun 21, 2004 BikeWorks International 8:43 am Consolidated Cash Flow Report Displays the report total of all customer invoices due at the end of each time period. If customers have open credits or finance charges, they are listed here and then combined with the invoice total to arrive at the net balance due. Inv/Dis Ending Ending Ending Ending After Invoice No. Date Date 06/02/04 06/09/04 06/16/04 06/23/04 06/21/04 YATES Yates Bike Shop 2 05/10 04/ /27 04/ /31 05/ /18 06/ Customer Total Cumulative Plus Finance Charges Net Balance Due Report Total Cumulative Less Open Credits Plus Finance Charges Net Balance Due Displays vendor invoice information based on due date, discount date, or scheduled days to pay. This report displays vendor invoices based on due date. GATEWAY Gateway Manufacturing / / / * / / *** Vendor Invoices, based on Due Date *** Vendor Total Cumulative METFAB Metal Fab & Welding mf / Vendor Total Cumulative REMY Remy Clothing Co / Vendor Total Cumulative Report Total Cumulative Product Digest 61

72 Sage BusinessWorks Modules Consolidated Cash Flow Report (cont.) If a vendor's invoice is on hold, an asterisk (*) appears next to its invoice number as shown on the previous page, and a note is displayed to indicate that the vendor's invoice is on hold. Displays the total of all customer and vendor invoices due at the end of each time period. Displays general ledger cash account information not including future entries. Only general ledger accounts set up with a subtype of Cash are displayed. Jun 21, 2004 BikeWorks International 8:43 am Consolidated Cash Flow Report Inv/Dis Ending Ending Ending Ending After Invoice No. Date Date 06/02/04 06/09/04 06/16/04 06/21/04 06/21/04 * NOTE: These invoices are currently on hold. *** TOTALS *** Total AR per period Total AP per period Per period excess/short Net Cumulative excess/short Net Anticipated Cash from transactions Less AR Open Credits Plus AR Finance Charges Total Anticipated Cash from transactions *** G/L Cash Accounts *** Account # Description Balance Petty Cash Cash in Checking Cash in Savings Total Cash on hand Total Anticipated Cash from transactions Total Anticipated Cash Available/Required Sage BusinessWorks

73 Cash Management G/L Distribution Reports, Bank Transactions This report allows you to examine how bank transactions entered in the Cash Management Enter Bank Transactions window for a specific cash account posted to the general ledger. It lists the reference number, date, general ledger accounts, and the debits and credits posted to general ledger accounts. This report does not include Accounts Receivable deposits. G/L Distribution Reports, Instant Checks This report displays the general ledger distribution for each check recorded in the Cash Management Instant Checks window. It shows the payee and the check number, the check date and the affected general ledger accounts, and the amounts for each instant check. It does not include checks from other modules. Product Digest 63

74 Sage BusinessWorks Modules Reconciliation Report Use the Reconciliation Report with Reconcile Checking Account to reconcile your Cash Management cash accounts to your bank statement. Print a separate report for each cash account. This report includes checks, EFTs, bank transactions, and deposits entered in the Cash Management, Accounts Payable, Accounts Receivable, and Payroll modules. To access this report, select Print Reconciliation Report on the Cash Management Transactions menu. The number of the Cash Management cash account you are currently balancing. The dates you entered as the statement and reconciliation dates. CHECKS BikeWorks International Reconciliation Report Cash Account #1 [Sunset Bank ], Sorted by Check Date Statement date: 06/05/10 Reconciliation date: 06/05/10 Page 1 Check# Date Vendor Name Cleared Outstanding The check number, date, payee, amount, and status of each check posted since the last reconciliation. The transaction number, date, description, amount, and status (cleared or outstanding) of each deposit recorded in Enter Bank Transactions or in the Accounts Receivable module. The transaction number, date, description, amount, and status (cleared or outstanding) of each deposit recorded in Enter Bank Transactions in the Cash Management module /01/10 PAYROLL US Tax Deposit 2, /01/10 PAYROLL John Akens /01/10 PAYROLL Janet Barstow /01/10 PAYROLL Michael Brooks /01/10 PAYROLL Mark W. Harper /01/10 PAYROLL Susan Jones /01/10 PAYROLL William Wright /02/10 AMER American Fastener 5.00 DEPOSITS Total 3, Txn# Date Description Cleared Outstanding 5 06/02/10 A/R cash receipts /04/10 A/R cash receipts CHARGES Total Txn# Date Description Cleared Outstanding EFTS 3 06/02/10 NSF Charge Total Date Vendor Name / EFT # Cleared Outstanding 06/02/10 GATEWAY Gateway Manufacturing Total The EFT number, date, payee, amount, and status (cleared or outstanding) of each EFT posted since the last reconciliation. 64 Sage BusinessWorks

75 Cash Management Reconciliation Report (cont.) The last page of the Reconciliation Report provides the following information: The statement balance is calculated by subtracting all cleared checks, EFTs, and bank charges and adding cleared deposits and credits to the statement beginning balance. This calculated balance is compared to the bank statement's ending balance. Your account is balanced when the difference is zero. Jun 2, 2010 BikeWorks International Page 2 4:28 pm Reconciliation Report Cash Account #1 [Sunset Bank ], Sorted by Check Date Statement date: 06/05/10 Reconciliation date: 06/05/10 Statement beginning balance 30, Cleared deposits Cleared charges 0.00 Cleared credits 0.00 Cleared withdrawals 0.00 Cleared checks -3, Cleared EFTs 0.00 Calculated statement balance 27, Statement ending balance 20, Difference 7, If your bank statement is in balance, then the Calculated statement balance will equal the Statement ending balance. The adjusted statement balance is calculated by adding all outstanding checks, EFTs, and bank charges and subtracting outstanding deposits and credits to the statement ending balance. The adjusted statement balance is compared to the general ledger balance for the Cash Management cash account you are reconciling. Your bank statement is in balance with the general ledger when the difference is zero. Statement ending balance 20, Outstanding deposits 0.00 Outstanding charges Outstanding credits 0.00 Outstanding withdrawals 0.00 Outstanding checks Outstanding EFTs Adjusted statement balance 19, General Ledger account balance as of 06/05/10 30, Difference -11, If your bank statement is in balance with your General Ledger, then the Adjusted statement balance will equal the General Ledger account balance. The balance shown as the general ledger account balance might not match the actual account balance when you look at it in the general ledger. All future postings are added to the account balance to determine the general ledger balance for this report. For example, if the current cash management month is July and the current open general ledger month is June, and you entered a July date as the reconciliation date, the transactions entered in July that have not yet been posted to the general ledger are included. Product Digest 65

76 Sage BusinessWorks Modules 66 Sage BusinessWorks

77 Accounts Payable Section 3: Sage BusinessWorks Modules Accounts Payable The Accounts Payable module efficiently manages your company's expenditures, saving you time and money. This advanced module stores, sorts, and organizes vendor information and transactions. The Accounts Payable module then uses the information to produce a wide range of reports including the new Business Graphics reports, which present three dimensional representations of your purchase history and much more. In addition, the Accounts Payable module saves you valuable time by dating your open invoices so you can easily discern how old they are, displaying the amount of cash needed to pay the invoices, and suggesting the best day to pay each invoice. You can also use the Accounts Payable module to take advantage of any earlypayment discounts offered to your company. The module can be set up to make automated invoice payments prior to the discount expiration dates saving you money. Aside from operating seamlessly with General Ledger, the Accounts Payable module also integrates with other modules for a smoother transition of information. For example, when used with the Job Cost module, Accounts Payable provides effortless tracking of project opportunities. For example, when you set up cash accounts in Cash Management, the Accounts Payable module updates these accounts with check information so you can accurately reconcile your cash accounts to your bank statements. You can also post invoices to the Accounts Payable module from Inventory Control when receiving purchase orders, and purchase orders can be sent to a vendor by , saving time and money. Additionally, this seamless information flow between modules eliminates double entry and suits the unique needs of today's widely-varying companies with a series of profitincreasing accounting capabilities. Take control of your company's purchasing power and outflow with the Accounts Payable module. Overview of Features & Benefits General Features Provides access to current and calculated balances for all cash accounts, providing greater control over cash flow. Provides instant inquiry of vendor information, including invoices, debit memos, credit memos, and application of open credits while in any processing option. You will avoid running lengthy reports, which will save you significant time. Allows quick location of vendors, based on a variety of information, with a powerful search feature. Saves data entry time by allowing you to import vendor information, invoices, and adjustments from a text file. Maintenance Features In Accounts Payable, click Cash Balances? when you need immediate information on your cash account Maintains complete vendor information, balances. including remit and purchase order addresses; month- and year-to-date purchase totals; year-to-date 1099 purchases; and more. Allows you to define Accounts Payable posting accounts on a vendor-by-vendor basis. Adds new vendors and general ledger accounts on the fly during transaction entry. Tracks information for the finance and purchasing contact, including phone, fax, and . The contact type determines the recipient when sending forms by . Product Digest 67

78 Sage BusinessWorks Modules Allows global changes to multiple vendor records at the same time to expedite updates. Allows you to define user-defined vendor fields, allowing you to customize Accounts Payable to meet your business needs. Optionally prints one check for each invoice for vendors who may prefer invoices to be paid individually. Allows flexible payment terms, including number of days, day of month, end of month, and end of next month. Processing Features Tracks credit card purchases and history for more accurate expense tracking. Allows you to place specific vendors and invoices on payment hold so you can immediately defer payments until all issues are resolved. Allows automatic distribution of invoices to multiple accounts using expense allocation tables to reduce data entry time. Tracks discount dates, amounts, and due dates to help you save by paying invoices within an optimum time frame. Provides ability to set up recurring invoices that post automatically to minimize the task of entering invoices that reoccur each month. Allows invoices to be automatically or manually selected for payment. Check Features Permits partial payment of invoices. Allocation tables help you quickly distribute amounts when entering transactions. You name the table, select the accounts, and enter the percentage breakdown. Then, when processing a transaction, select an allocation table to distribute the amount to multiple accounts in just one easy step. Allows handwritten checks to be entered so you can easily track all checks along with checks printed in Sage BusinessWorks. This provides the option of handwriting checks if printing is not convenient. Allows you to enter a manual check as voided in one step. Generates checks with either detailed or summary payment stubs. Enables you to print checks for vendors and nonvendors without posting an invoice. Checks can be voided individually or as part of a range, saving you valuable time. Allows you to quickly print a single check to a vendor. 68 Sage BusinessWorks

79 Accounts Payable Reporting Capabilities Prints 1099 MISC forms to help you fulfill government requirements. Allows you to define aging periods for more concise reporting. Produces aging and open invoice reports as of any date. Prints the Aging Report by invoice date or due date. Specifications (Maximum Limit) Number of vendors virtually unlimited 1 Vendor balance $99,999, Number of characters in vendor ID 12 Number of custom fields 5 Number of invoices per vendor 12,000 2 Number of recurring invoices per vendor 100 Number of characters in vendor name 40 Amount per invoice $9,999, Number of characters (alphanumeric) in invoice number 20 Number of characters in invoice reference 20 Number of months to keep history 60 General Ledger distribution accounts per invoice 999 General Ledger distribution accounts per transaction 20 Number of expense allocation tables 99 Number of payment terms 99 Number of cash accounts 9 Number of checks per month virtually unlimited 1 Number of digits in check number 6 Number of invoices per check Amount per check $9,999, This number is limited only by disk space. 2 This number represents the total number of all invoices per vendor, not only open invoices. 3 This number is the practical limit. It is to be used as a guideline only and does not necessarily reflect the actual limitation. Individual requirements may vary based on the system you are using. Product Digest 69

80 Sage BusinessWorks Modules Sample Reports This section contains samples of the following Accounts Payable reports and lists. Each sample presents a description of its use, an explanation of important features, and general layout and content.* 1099 Worksheet (page 71) Aging Report (page 72) Business Graphics Reports (page 73) Cash Flow Report (page 74) Cash Requirements Report (page 75) Check and Check Stub (page 76) Check Register (pages 77-78) Detail Report (pages 79-80) Discount Analysis Report (pages 81-82) Flash Report (pages 83-84) G/L Distribution Report, Invoice (page 85) List of Recurring Invoices (page 86) Monthly Activity Report (page 87) Open Invoice Report (page 88) Payment Selection Report (page 89) Purchases/Adjustments Journals (pages 90-91) Vendor History Report (page 92) Vendor List (page 93) Vendor Name List (page 94) Vendor Reports (page 95-96) *The purpose of these sample reports is to give you an idea of the type of information they will contain and how they will look. These sample reports were produced using data from a fictitious company, BikeWorks International. Because the data is not from a real company, you may sometimes find that it is not accurate nor in balance. 70 Sage BusinessWorks

81 Accounts Payable 1099 Worksheet The federal government requires 1099 forms for independent contractors who were paid more than a specified amount. The 1099 Worksheet shows all vendors who qualify for 1099 reporting. Use it to verify 1099 information before printing 1099 forms at the end of the calendar year. You can select this worksheet from the Accounts Payable Vendors menu. Sage BusinessWorks prints 1099-MISC forms directly through the Print 1099 Forms option on the Vendors menu. The 1099 Worksheet option is generally used only if you produce the 1099 forms by hand, you are using an outside service to prepare them, or the information maintained in Sage BusinessWorks is not the complete information needed to produce them with your computer. The total amount of payments you paid this vendor in the calendar year. If your fiscal year is the same as the calendar year, the year-to-date payments will equal the 1099 payments (shown in the Maintain Vendors option). Check off this field after you have printed the 1099 form for this vendor. This number is required on 1099 forms. If you entered a federal ID number or social security number for this vendor in the Maintain Vendors window, that number appears here. If you did not enter the number, a blank line is provided for you to write in the number for the vendor. Indicates the box on the 1099 form specified when the vendor was entered in the Maintain Vendors window. Each box number corresponds to a different type of payment. Product Digest 71

82 Sage BusinessWorks Modules Aging Report The Accounts Payable Aging Report displays how old your open invoices are. You can print either a detailed report or a summary report. The detailed report lists each invoice for the vendor. The summary report displays the total of all the vendor's invoices. You can also age the report either by due date (the default) or by invoice date. The report shown below is a detailed report and displays only the first page. Amount not yet due, or due today, for each invoice. Overdue amounts for each invoice. The numbers represent the days past due based on the invoice due date. The increments in aging periods are set in Maintain A/P Parameters. The total of all the columns from Current through Over 90. This is the total amount due on each invoice. The sum of the figures in each column, with each sum's percentage of the vendor's total. If the vendor has no open credits, this is also the net balance due. If the vendor has open credits, the total of open credits is subtracted from the vendor total to derive the net balance due. 72 Sage BusinessWorks

83 Accounts Payable Business Graphics Reports Business Graphics presents data similar to the Flash Reports in graphical format. You can view these reports in a variety of chart formats, including area, bar, line, and pie charts. Each chart appears in color in the Viewer. You can view and print charts for the following aspects of your Accounts Payable finances: Aging Displays aging information based on aging periods established in Maintain A/P Parameters. Purchase History Displays the total amount of purchases for each of the 12 preceding months. This information is entered for the vendor in SETUP mode or when entering a new vendor in the Accounts Payable module. Sage BusinessWorks then updates the information. Vendor Purchase Highlight Vendor Balance Highlight Based on year-to-date purchases, the top three to ten vendors are highlighted individually and all others as one group. Based on highest current balance, the top three to ten vendors are highlighted individually and all others as one group. Product Digest 73

84 Sage BusinessWorks Modules Cash Flow Report The Cash Flow Report displays the cash needed to pay invoices at the end of five periods of time. You can sort the report by vendor ID or vendor name. You can produce it based on due date, discount date, or scheduled days to pay. The sample shown below is based on due date. To view the Cash Flow Report with receivable payables and General Ledger cash account balances, see the Cash Management Cash Flow Report. Each Ending column represents an equal period of time. You define how many days are included in a period when setting up this report. The date in the column heading is the last day of each period. For each invoice, the report shows the balance of the invoice in the appropriate column based on the invoice's due date. Sage BusinessWorks assumes you want to pay the invoice at the last possible date. The balance of invoices with due dates after the date in the last Ending column. The total of all invoices from this vendor due in each time period. The total of all invoices from this vendor due in this time period and all prior time periods. For example, the amount in the second time period column is the amount required for both the first and second time periods. If the vendor has any open credits or invoice credits, Sage BusinessWorks subtracts the total of the credits from the cumulative total to derive the net balance due. 74 Sage BusinessWorks

85 Accounts Payable Cash Requirements Report The Cash Requirements Report displays the best day to pay each of your invoices. It can also help you determine which date to use for automatic payment selection. The report information appears in chronological order by pay date, with a blank line between each pay date. You can sort the report by the due date, the discount date, or the scheduled days to pay. The sample shown below is based on due date. If based on due date, the pay date will be the invoice's due date. If based on discount date, the pay date will be the last date the discount is available, or, if no discount is available, the due date. If based on the scheduled days to pay, Sage BusinessWorks adds the number of days specified for individual vendors to the invoice dates to arrive at the pay date. The total of all invoices for one pay date. For example, on February 14 you will need $ to pay all the invoices due that day. A running total of the invoices listed on the report up to this point. This column shows you how much money is required to pay all invoices due on or before any selected date. For example, if you normally pay invoices at the end of the month, you would need $ to pay all invoices due on or before June 30th. An asterisk (*) indicates an invoice or vendor is on payment hold. These invoices are not included in the Daily or Cumulative Total columns. Product Digest 75

86 Sage BusinessWorks Modules Check and Check Stub When you make a payment, the Accounts Payable module prints a check and a check stub. The check stub can have either a detailed or a summary level of information. The detailed stub, which is shown below, contains information about the check and each invoice included in the payment. It also includes credit information, if any. The summary check stub contains only the total payment made by the check. You can change the format of the check body by using Maintain A/P Forms available on the Accounts Payable Utilities menu. Sage BusinessWorks accommodates standard check forms available from most forms supply companies. If you purchase preprinted checks, make sure you create a form that excludes information that already appears on the preprinted check, such as company name or check number. The balance of the invoice before the check was printed. The amount of the invoice that was satisfied by the check. The discount amount deducted from the invoice. The credits that have been applied to this invoice since the last time you made a payment. Vendor ID: SKID Vendor Name: Skidmore Bicycle Company 2052 Invoice No. Inv Date Inv Amt Amt Paid Disc Taken Cred Taken Net Amt SK /20/ Net Check BikeWorks International Bicycle Products Division 1278 Golden Gate Drive San Francisco, CA **********One Thousand Two Hundred Five & 40/100 Dollars Date Amount 08/25/04 ****1, The total amount of the invoice paid by this check (amount paid minus discount taken). The total amount of the check. It equals the total net amounts for all invoices satisfied by the check. A check can pay an unlimited number of invoices or pay them one by one depending on how you set the One check per invoice check box in the Maintain Vendors window. PAY TO THE ORDER OF Skidmore Bicycle Company Geary Blvd. San Francisco, CA VOID fff 76 Sage BusinessWorks

87 Accounts Payable Check Register The Check Register consolidates information from the separate check registers into one report. You should produce a Check Register after you print each batch of checks and also at the end of each month, before the month-end close. Retain it as part of your permanent business records. The information is listed in order by check or EFT number, or by date. You can print either a detailed or summary report and include or exclude cleared, outstanding, voided, or other checks. You can also include or exclude outstanding, cleared, or voided EFTs, and EFT numbers. The summary report includes the check or EFT number, vendor, and amount for each check or EFT. The detailed report adds all invoices paid by each check or EFT. The invoice amount satisfied by this check or EFT. In a summary report, this is the amount paid by this check for the total of the vendor's invoices. The amount of any credits applied to the invoice since the last payment made for this invoice. The balance of the invoice before the check or EFT. The amount of the discounts taken for this check or EFT's invoice. In a summary report, it is the discount taken on all the vendor's invoices included in the check or EFT. The amount of the invoice paid with this check or EFT less discounts. If you print a summary report, this is the total amount of the check or EFT. Product Digest 77

88 Sage BusinessWorks Modules Check Register (cont.) Voided checks or EFTs are included if you selected to track them in Maintain Cash Accounts, and then selected the Include voided checks and Include other checks check boxes, or the Include voided EFTs check box in this report's setup window. The total amount paid, discount total, credit total, and net amount charged to this Cash Management cash account. The total amount paid, discount total, and net amount for all cash accounts. 78 Sage BusinessWorks

89 Accounts Payable Detail Report The Accounts Payable Detail Report displays invoice information and all Accounts Payable transactions for the selected time frame. It lists all invoices and invoice credits in date order, followed by payments in date order. Other transactions (credit and debit memos) are listed immediately following the invoice to which they were applied. The sample report shown here and on the following page includes only the first and last pages of the report. A reference to the invoice, such as the purchase order number, and the sales representative. The amount of each transaction (debit memos, credit memos, and payments). Credit amounts appear as negative amounts. The date each invoice is due. The word Close appears if the invoice is closed (paid in full or voided). The date the transaction was recorded. The original balance of the invoice or invoice credit without taking adjustments. The balance owed on the invoice at the time you produced the report. Sage BusinessWorks subtracts payments, discounts, and credits from the original balance, and then, adds debit memos. If the invoice has been voided or paid in full, Sage BusinessWorks displays the method of closure (such as check number, paid by credit, voided, or prepaid) in this column instead of a balance, and the word Close appears in the Due Date column. Product Digest 79

90 Sage BusinessWorks Modules Detail Report (cont.) The vendor balance, which is the total balance for all invoices for this vendor (not including open credits). If this vendor has an open credit balance, the report lists it and subtracts the credit balance from the vendor total to derive the net balance due. The total Accounts Payable balance at the time of the report. Any open credits and the net balance due are also shown. 80 Sage BusinessWorks

91 Accounts Payable Discount Analysis Report The Discount Analysis Report displays what happens if you paid all invoices on a date you specify. You can see how your payment selection date might affect any available discounts. The report shown below is sorted by vendor ID and includes only the first page. We recommend that you print this report after selecting a payment date (from the Cash Requirements Report) to determine whether that date allows you to take advantage of available discounts. The date you specified to make the payment. The number of days remaining before the discount, if any, expires, based on the anticipated payment date. The amount of any available discount for this invoice, based on the anticipated payment date. The amount of the lost discount if the discount date, based on anticipated payment date, has passed. Check this column to see if large discounts will be lost. The number of days that have passed since the discount, if any, expired (based on the anticipated payment date). If a discount is not available for this invoice or the discount date has passed, this amount will be the same as the current balance. If a discount is still available, Sage BusinessWorks calculates this amount by subtracting the discount from the current balance. Product Digest 81

92 Sage BusinessWorks Modules Discount Analysis Report (cont.) After you examine this report, you may want to adjust your payment schedule. For example, you could adjust your schedule to take advantage of one or more large discounts that were lost by only a few days. In our example, the payment date could be moved forward by 16 days and still take advantage of the $47.38 discount available from Gateway Manufacturing (see page 1 of this report on the previous page). The totals of each of the columns. If there are open credits for the vendor, the total open credits are subtracted from the vendor total. 82 Sage BusinessWorks

93 Accounts Payable Flash Report The Accounts Payable Flash Report is a summary of important Accounts Payable data. This report lets management identify your company's most important vendors, analyze information on these vendors, and get an overall idea of how the company has handled its payables. It provides an overview of information found in other reports and is ideal for those who do not have time to read a lot of reports, but who have a pressing need for critical information. The Flash Report is divided into six sections, and is generally one to three pages long. You can produce this report for any or all of your vendors. If you want to analyze your total payables, include all vendors. This report is intended as a summary. Do not use it for reconciling your Accounts Payable module. Use the Accounts Payable Detail Report or Aging Report (current month) for reconciling. Displays current balance, open credit balance, year-todate information, the balance for invoices on hold, and aging information compiled from statistics on all Accounts Payable transactions for the specified vendors. Displays month-to-date information compiled from statistics on all Accounts Payable transactions for the specified vendors. Shows purchases history for the twelve preceding months. Product Digest 83

94 Sage BusinessWorks Modules Flash Report (cont.) Displays information on your top vendors based on their total year-todate purchases. (Information limited to 10 percent of your vendors, up to a maximum of 20 vendors.) Includes information on your top vendors based on the current balance owed to each one. (Information limited to 10 percent of your vendors, up to a maximum of 20 vendors.) Includes information on your top vendors with nonzero balances, based on the oldest date of unpaid invoices. It shows the date and balance of the oldest unpaid invoice for each one. Use this information to locate vendors whom you forgot to pay. (Information limited to 10 percent of your vendors, up to a maximum of 20 vendors.) 84 Sage BusinessWorks

95 Accounts Payable G/L Distribution Report, Invoice This report displays the general ledger accounts to which invoice amounts were distributed. It displays the vendor, invoice number, affected accounts, and amounts for each invoice. This report is especially useful if you choose to use nondefault Accounts Payable and A/P Discount accounts for certain vendors. The postings to those accounts can be totaled and tracked in the General Ledger Distribution Report. Product Digest 85

96 Sage BusinessWorks Modules List of Recurring Invoices The List of Recurring Accounts Payable Invoices displays recurring invoice information entered in the Maintain Recurring Invoices window. You can access this list by clicking Recurring Invoices on the Accounts Payable Invoices menu, and then, clicking Print List. The vendor and invoice number ID for each recurring invoice. When Sage BusinessWorks posts a recurring invoice, a three-character abbreviation for the month in which it is posted is appended to the end of the number. For example, if you post LEGAL in August, the Detail Report will list the invoice number as LEGALAUG. The general ledger account number and amount to use for posting the invoice to the general ledger. You can distribute a recurring invoice to up to five general ledger accounts. Shows whether the invoice is currently active or inactive. Active invoices will be posted during month-end close; inactive invoices are not posted. The number of days until due for the recurring invoice. If the invoice is due and payable on the posting day, enter 0 for the number of days until due. The day of the month or Last (the last day of the month) on which the invoice will be posted. 86 Sage BusinessWorks

97 Accounts Payable Monthly Activity Report The Monthly Activity Report summarizes the activity for a selected month in the Accounts Payable module and compares it to the Accounts Payable activity in the General Ledger module. This report is intended as a general view of accounts payable activity; do not use it for reconciling your Accounts Payable module. Use the Accounts Payable Detail Report or Aging Report (current month) for reconciling. The month's beginning balances for both Accounts Payable and the Accounts Payable General Ledger account. The monthly activity shows amounts for invoices, debit memos, credit memos, and payments, with ending balances for the month. Total Transactions is the total amount of the invoices, debit memos, credit memos, and payments, excluding the beginning and ending balances. Product Digest 87

98 Sage BusinessWorks Modules Open Invoice Report The Accounts Payable Open Invoice Report displays each vendor's open invoices and open credits as of the date you specify in the report setup window. The sample below shows only the first page of the report. The invoice reference, such as the purchase order number, or sales representative. All changes to the invoice balance. Payment and credit amounts (those that reduce the invoice balance) are displayed as negative amounts. The original amount of the invoice. The balance owed on the invoice as of the date you specify in the report setup window. Sage BusinessWorks subtracts payments and credits from the original amount and then adds debit memos to arrive at this figure. These amounts represent the sum of the figures in each column. The vendor total less any open credits and discounts available. It is only displayed if there are open credits or available discounts for any of the vendor's invoices. 88 Sage BusinessWorks

99 Accounts Payable Payment Selection Report The Payment Selection Report displays the invoices you selected to pay using Automatic Payment Selection or Manual Payment Selection on the Accounts Payable Checks menu. You can sort the report by vendor ID or vendor name. The current balance of each invoice or invoice credit. The amount of the invoice or invoice credit you told Sage BusinessWorks you wanted to pay, or that was automatically calculated for you. If a discount is available for this invoice and you selected to take all or a portion of the discount, this is the amount that will be taken. The amount of any credits applied to this invoice. The amount of cash you will need to have to pay the invoice. This figure is calculated by subtracting the discount taken from the amount to pay. The total amount of cash you need to have to pay all the selected invoices. If you do not have this much cash on hand, you may want to undo some of the invoices selected for payment. Product Digest 89

100 Sage BusinessWorks Modules Purchases/Adjustments Journals Use these two journals to examine information in date order on all purchases or adjustments to your accounts. Because all purchase information is displayed in one report, you can quickly tell if the volume of your purchases is above or below average for a given period. Purchases Journal The Purchases Journal displays information on all purchases made during the time frame you specify (you can go back as many months as you have selected to keep history). It lists invoice date, invoice number, vendor ID and name, reference, and the original invoice amount. At minimum, this report, along with the Adjustments Journal (page 91), should be printed at the end of each month, before the month-end close. Keep it as part of your permanent business records. The report is sorted by invoice date. The date entered when recording each invoice (not the posting date). The report is sorted in date order. The invoice with the oldest date is listed first. The reference to the invoice, such as the purchase order number, or sales representative. The original amount of the invoice, before discounts were taken or payments applied. 90 Sage BusinessWorks

101 Accounts Payable Adjustments Journal The Adjustments Journal displays all the adjustments made during the time frame you specified in the report setup window. It lists date, type of transaction (credit, debit, or application of open credits), reference, vendor, amount, and to what it was applied. Like the Purchases Journal (page 90), at minimum, the Adjustments Journal should be printed at the end of each month, before the month-end close. Keep the Adjustments Journal, too, as part of your permanent business records. The sample report below is sorted by adjustment date. Whether the adjustment was made with a debit memo or credit memo. The reason for the adjustment, such as return, or overpayment. The amount of the adjustment. The posting date of each adjustment. The report is sorted by adjustment date, with the oldest adjustment first. The invoice number (if any) to which the adjustment was applied. Product Digest 91

102 Sage BusinessWorks Modules Vendor History Report This report displays month- and year-to-date information for your vendors. This information is initially entered for each vendor in the Maintain Vendors window when you set up your Accounts Payable module. As you record transactions, Sage BusinessWorks automatically tracks this information for you. You may want to produce this report before you start using Accounts Payable to verify you entered all purchase and payment history correctly. After you begin using the Accounts Payable module, you can use the Vendor History Report to review your active vendors and review to whom you make the most payments. You can also use it to determine which vendors are inactive and need to be removed from Sage BusinessWorks. You can access this report from the Accounts Payable Vendors menu. The first line in this column is the monthto-date purchases and the second line is year-to-date purchases from the vendor. The last payment date and amount paid to the vendor. Twelve months of purchases history are shown for each vendor. The month-to-date payments and the year-to-date payments made to the vendor. The month-to-date discounts and the year-to-date discounts taken from this vendor. 92 Sage BusinessWorks

103 Accounts Payable Vendor List The Vendor List displays the vendor information maintained in Sage BusinessWorks. You can sort the report information by vendor ID, vendor name, or ZIP Code. You can access this list from the Accounts Payable Vendors menu. Vendors currently on Payment Hold are indicated as shown. Invoices for these vendors are not selected for payment when you use the Automatic Invoice Selection option. Inactive vendors are indicated as shown. These lines show the date you last paid this vendor, the amount you paid, and the check number. BikeWorks International Vendor List Vendor IDs AMER to AMER The balance you owe this vendor and any open credit balance you have with this vendor. The year-to-date total purchases, payments, Page and 1discounts taken for this vendor. If the vendor uses a separate address for remittances and orders, the P.O. Box address is shown here, as set up in the Maintain Vendors option. Custom fields for the vendor appear. Vendor Name/Address/Phone/Fax Vendor Information AMER (INACTIVE) American Fastener Paid: 06/15/04 Balance: P.O. Box 7733 Amt: Open Cr: ********* Niles, IL Chk #: 2037 YTD Purch: PAYMENT Pmts: HOLD Fed ID: Disc: ********* 1099: No 1099 Pmts: American Fastener Terms: %- 5 / Net 30 P.O. Box 7733 Sched: 0 days Niles, IL One Ck: No Posting Accounts: GL: Inventory Purchase Receiving AP: Acct: Disc: Phone: (312) Fax: (312) Comments: On week turn around on most Will Wright orders. Custom: Contract #: Contract exp: 04/01/05 Negtd disc/mar: 5% Vendor since: 1984 Vendor category: Manufacturing The general ledger accounts to which items from this vendor are usually posted. Contact name and information displayed is for the finance contact. Contact information for a sales contact is also tracked. Product Digest 93

104 Sage BusinessWorks Modules Vendor Name List The Vendor Name List includes the vendor ID, name, address, contact name, address, phone number, and fax number. The report can include all or a range of vendors and any Notepad entries you have on vendors. Contact information for the finance contact is displayed for each vendor. 94 Sage BusinessWorks

105 Accounts Payable Vendor Reports, Vendor List The Vendor List is a Quick Report in the new report system. It contains a single row of vendor related information including the vendor ID, vendor name, address, city, state and ZIP code for each vendor. This report is customizable using the Quick Report Wizard which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Vendor List ID Name Address 1 Address 2 City State Zip AMER American Fastener P.O. Box 7733 Niles IL AMRICAN EXP American Express P.O. Box 1542 Denver CO DONALD Donaldson Advertising 78 Van Ness Blvd. San Francisco CA DUHOFF Duhoff & Sons 8123 James Street Shreveport LA GATEWAY Gateway Manufacturing 5967 Stinson Ave. Suite 200 San Francisco CA JAMES James Hardware 4595 S. Laurel Ave. Berkeley CA LEMONDE Janet LeMonde 25 Hillsborough Dr. Berkeley CA MASTER CARD First Bankcard Center P.O. Box 2436 Omaha NE METFAB Metal Fab & Welding Foothill Blvd. San Martin CA PACIFIC Pacific Management, Inc Civic Center Dr. Hollister CA PG&E PG&E 25 W. Third St. San Francisco CA PT&T Pacific Telephone 4321 N. Main St. San Francisco CA REMY Remy Clothing Co Market St. San Francisco CA SHELL Shell Oil Co Tellson St. Atlanta GA SPORTS Sports Retailer Magazine 9090 W. 72nd St. New York NY SUNSET Sunset Bank 29 W. Lincoln Ave. San Francisco CA UPS United Parcel Service 7895 Tower St. San Carlos CA US U.S. Seat Manufacturing Building # Sterling Dr. Roanoke VA WILSON Wilson and Peabody, Inc California St. Ste. 400 San Francisco CA /15/ :41:03 PM Vendor List Page 1 Product Digest 95

106 Sage BusinessWorks Modules Vendor Reports, Vendor List - Master The Vendor List - Master is a Comprehensive Report in the new report system. It contains a drill down to the AP Vendor Inquiry as well as an extensive amount of vendor related information including the vendor contact information, default posting accounts, YTD information and the details of the last payment. This report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Vendor List - Master DONALD Clicking the vendor ID hyperlink will launch the Vendor Inquiry task for that vendor. Name: Address 1: Address 2: City: State ZIP: Donaldson Advertising 78 Van Ness Blvd. San Francisco CA Terms: 1. Prepaid Scheduled days to pay: 0 Our Account #: BW-78 GL Distribution Acct: Advertising AP Posting Acct: Trade Payables Discount Posting Acct: Purchases Discounts Print 1099's: No Comments: Contact #2 Cindy Shoemaker Contact #3 Dawn Holiday Custom 1: Custom 2: Finance Contact: Jane Donaldson Phone: (415) Fax: (415) Sales Contact: Tiffany Thomas Phone: (415) Fax: (415) Current Balance: Open Credits: YTD Purchases: YTD Discounts: YTD Payments: 1099 Payments: , , , Last Payment EFT #: 235DEOP9835 Date: 3/29/2010 Amount: 1, The last payment information for the vendor will appear with either Cash, Credit Card, EFT or Check information. DUHOFF Custom field labels will only print if they are setup as Active in the AP Parameters. Name: Address 1: Address 2: City: State ZIP: Duhoff & Sons 8123 James Street Shreveport LA Terms: 8. Net 30 Scheduled days to pay: 0 Our Account #: GL Distribution Acct: Inventory Purchase Receiving AP Posting Acct: Trade Payables Discount Posting Acct: Purchases Discounts Print 1099's: No Comments: Custom 1: Custom 2: Finance Contact: Deborah Jones Phone: (504) Fax: (504) Sales Contact: Deborah Jones Phone: (504) Fax: (504) ***ON PAYMENT HOLD*** Current Balance: Open Credits: YTD Purchases: YTD Discounts: YTD Payments: 1099 Payments: Last Payment Check #: None Date: Amount: /15/ :44:51 PM Vendor List - Master Page 1 96 Sage BusinessWorks

107 Accounts Receivable Section 3: Sage BusinessWorks Modules Accounts Receivable The Accounts Receivable module provides an efficient and reliable means of managing your entire receivables process. From credit management to sales analysis, this powerful module provides your organization with extensive information and reporting features to make quicker business decisions. The Accounts Receivable module also provides an effective and organized system for maintaining customer information, and, in turn, can lead to improved customer service and profitability. The easy-to-use, yet comprehensive customer maintenance features allow you to maintain your customers' address, bill-to and ship-to addresses, month- and year-to-date totals, current balance, open credits, deposits, and last payment information. You can also automatically prepare customer statements on demand. In addition, with a series of additional time-saving features and reporting options, the Accounts Receivables module streamlines your entire receivable process. In addition to working with the General Ledger module, the Accounts Receivable module integrates with the Order Entry, Job Cost, Custom Office, and Cash Management modules. This module makes the accounting process efficient, saving your company time and money. Overview of Features & Benefits General Features Locates a customer based on an invoice number in Post Receipts and Invoice Inquiry. This is particularly beneficial when you receive a payment and the check does not match the customer's account name. Saves valuable data entry time by importing customer information, customer prices, standard items, and invoices from a text file. Allows export of the Accounts Receivable information for analysis, forecasting, presentations, reports, and more. Exportable formats include recent versions of HTML, Word, Excel, RTF, TXT, CSV, tab-delimited, DIF, SYLK, and clipboard. Allows posting to the Job Cost module on a transaction-by-transaction basis, providing better management of the billing process. Maintenance Features Maintains complete customer information, including bill-to and ship-to addresses, month- and year-to-date totals, 24-month sales history, current balance, highest balance, open credits, deposits, and last payment. Tracks information for the sales and finance contact, including phone, fax, and . The contact type determines the recipient when sending forms using e- mail. Keep detailed information on all your Accounts Receivable customers. For example, in Maintain Customers, you can maintain two lines of address information and an address, set up invoice and statement preferences for this customer, and look up history on this customer's previous balances. Tracks customers' open credits and deposits as individual transactions. This allows application of specific open credits and deposits to invoices. It also allows application of specific deposits to sales orders. Product Digest 97

108 Sage BusinessWorks Modules Model customer enables fast creation of default information for new customer records. Allows global changes to multiple customer records simultaneously, expediting the record updating process. Allows you to define user-defined customer fields, allowing you to customize Accounts Receivable to meet your business needs. Allows you to define up to five part pricing levels for each customer. This customer-specific pricing can use the margin, markup, or absolute pricing methods. Customer categories permit classification of customers for more precise reporting. Allows you to place customers on immediate credit hold until all outstanding issues are resolved. Tracks cash sales and one-time customers. Allows quick location of customers, standard items, and general ledger accounts with flexible search features. Tracks invoice discount dates, discount amounts, and due dates. Tracks sales by customer, sales representative, and sales account for detailed revenue reporting. Allows you to add new customers on the fly during invoice and transaction entry to minimize interruptions during data entry. Alerts you when a customer exceeds a credit limit to help you control the customer's liability to you. Alerts you when you try to delete a customer who has an open quote or order in Order Entry. Optionally provides warning of duplicate invoice numbers for each customer. Allows you to assign flexible finance charge rates on a customer-by-customer basis or globally. Allows you to assign 1 of 3 standard item price levels and 1 of 25 Inventory Control part price levels. The assigned price level determines the default price when the customer is invoiced. Allows you to define up to 999 sales accounts, and you can use 999 sales accounts on line items for quotes, orders, and invoices. Form Features Prints invoices, credit memos, debit memos, and statements on plain paper or preprinted forms. Supports several invoice formats. You choose the format, and if needed, customize it for your business. Allows you to disable specific invoice fields to customize and simplify invoice entry. Allows you to send forms (for example, invoices and credit memos) using to your customer, saving time and reducing postage and forms expenses. 98 Sage BusinessWorks

109 Accounts Receivable Processing Features Offers instant customer history inquiry on the fly during data entry for easy access to all transactions affecting an invoice as well as the sales account to which the invoice was posted. Allows you to group individual payments into bank deposits for bank reconciliation. Accepts payments, deposit applications, and open credit applications at time of invoicing. Allows you to write off balances during cash posting. Allows you to void previously One of the many flexible features of Sage entered payments. BusinessWorks allows you to write off a portion of an Posts recurring invoices on a invoice while posting a receipt for the invoice. monthly, bimonthly, quarterly, semi-annual, or annual basis. Allows comments, miscellaneous charges, and labor charges on invoices. Allows discounts and sales tax application on a line-by-line basis. Allows you to override calculated tax amounts during invoice entry. Allows you to exclude tax and freight amounts during early payment discount calculation. Tracks when a payment is received from a customer using a credit card. Provides automatic calculation of sales tax on credit memos. Calculates finance charges and allows recalculation later in the same month. Product Digest 99

110 Sage BusinessWorks Modules Provides both balance forward and open item statement formats on a customer-bycustomer basis with optional aging information. Allows you to process customer statements on the screen at any time. Optionally prints shipping and billing labels for a customer during invoice entry. Offers the ability to print and reprint credit memos and debit memos. Allows you to easily modify invoice description and terms at any time. Open credits and deposits can be applied to invoices, finance charges, or as cash refunds. Reporting Capabilities Provides user-defined aging periods. Prints the Aging Report by invoice date or due date. Allows the Aging and Open Invoice reports to be run as of a particular date. In Maintain A/R Parameters, you can define the number of days in each aging period that will be used for printing the Aging Report. By comparing aging reports from different periods, you can easily tell which accounts are consistently overdue. Payment Analysis Report shows history of average days to pay. Base sales analysis (commission) report on paid invoices. Sorts many reports by customer ID, customer name, or sales representative. Provides cash flow projections based on customers' payment history. 100 Sage BusinessWorks

111 Accounts Receivable Specifications (Maximum Limit) Number of customers virtually unlimited 1 Number of standard items virtually unlimited 1 Customer balance $99,999, Number of characters (alphanumeric) in customer ID 12 Number of characters in customer name 40 Number of custom fields 5 Number of current invoices per customer 12,000 2 Number of recurring invoices per customer 100 Number of payment terms 99 Number of cash accounts 9 Number of sales representatives 250 Number of sales accounts 999 Standard item price $999, Number of sales tax jurisdictions 10,000 3 Amount per invoice $9,999, Number of line items per invoice virtually unlimited 1 Number of sales accounts per invoice 999 Number of sales taxes jurisdictions per invoice 3 Number of digits in invoice number 9 Number of characters in invoice description (reference) 20 Number of characters in a standard invoice line item description 950 Number of characters in a standard item description 84 (3 lines, 28 characters each) Number of characters in receipts reference field 20 Number of months to keep history 60 1 This number is limited only by disk space. 2 This number represents the total number of all invoices per customer, not only open invoices. 3 This number is the practical limit. It is to be used as a guideline only and does not necessarily reflect the actual limitation. Individual requirements may vary based on the system you are using. Product Digest 101

112 Sage BusinessWorks Modules Sample Reports This section contains samples of the following Accounts Receivable reports and lists. Each sample presents a description of its use, an explanation of important features, and general layout and content.* Aging Report (pages ) Bank Deposit Report (page 105) Business Graphics Reports (page 106) Cash Flow Report (pages ) Credit Limit Report (page 109) Credit Memo (page 110) Customer Deposit Report (page 111) Customer History Report (page 112) Customer List (page 113) Customer Name List (page 114) Customer Price List (page 115) Customer Reports (page ) Customer Statement (Plain Paper) (page 118) Customer Statement (Preprinted Form) (page 119) Customer Worksheet (page 120) Debit Memo (page 121) Delinquent Accounts Report (page 122) Detail Report (pages ) Finance Charge Calculation Report (page 125) Flash Report (pages ) Invoice (Plain Paper) (page 130) Invoice (Preprinted Form: 11" Service) (page 131) Invoice (Preprinted Form: 11" Standard) (page 132) Invoice Detail Report (page 133) Item Sales by Customer Report (page 134) List of Recurring Invoices (page 135) Monthly Activity Report (page 136) Open Credit Report (page 137) Open Invoice Report (page 138) Payment Analysis Report (page 139) Sales Account List (page 140) Sales Analysis Report by Customer (pages ) Sales Analysis Report by Sales Account (page 143) Sales Analysis Report by Sales Rep (page 144) Sales Rep List (page 145) Sales Tax List (page 146) Sales Tax Report (page 147) Standard Items List (page 148) Transaction Registers (pages ) *The purpose of these sample reports is to give you an idea of the type of information they will contain and how they will look. These sample reports were produced using data from a fictitious company, BikeWorks International. Because the data is not from a real company, you may sometimes find that it is not accurate nor in balance. 102 Sage BusinessWorks

113 Accounts Receivable Aging Report The Accounts Receivable Aging Report displays the age of your customers' open invoices. It can be arranged by customer ID, customer name, or assigned sales rep number. This report can be aged by due date or invoice date. You can print a detailed or summary report. The detailed report lists each invoice; the summary report lists the total of all invoices for each customer. The report shown here is a detailed report sorted by customer ID and due date. The invoice amounts that are not yet due or that are due today. These columns sort overdue amounts by the number of days each is past due. The length of each aging period is set in the Maintain A/R Parameters window. The total amount due for each invoice. Account contact information prints if the Include contact information check box was selected during report setup. The detailed report lists each invoice number, the due date, and the aged amounts. This information is not included on the summary aging report. The totals of each column. They summarize the customer's Accounts Receivable activity. Beneath the dollar amount is the percentage owed in each aging category. If the customer has open credits or finance charges, they are listed here and then combined with the balance to arrive at the net balance due (or net open credits). The customer's deposit balance, if any, is also shown. Product Digest 103

114 Sage BusinessWorks Modules Aging Report (cont.) These amounts summarize the status of your Accounts Receivable. Beneath each dollar amount is the percentage owed in each category. The total open credits and finance charges are combined with the total balance to arrive at the net balance due, which is the total of your Accounts Receivable. 104 Sage BusinessWorks

115 Accounts Receivable Bank Deposit Report The Bank Deposit Report is generated by Sage BusinessWorks, in your choice of summary or detailed format, after you have created a deposit in the Bank Deposits option. The report lists each item being deposited and summarizes the deposit by payment type. You can access this report by recording a deposit in the Bank Deposits window available on the Accounts Receivable Transactions menu and clicking Yes when prompted to print the report. You can also access a similar report, in summary format only, from the Cash Management Reports menu. This column displays the check number, if the payment you are depositing was made in the form of a check. If the payment was in cash, the report specifies Cash ; if by credit card, CrCard. The summary area tells you the total amount being deposited in each type of payment: cash, check, or credit card. If applicable, it also tells you how much cash back you have entered and any additional deposits you are making. Product Digest 105

116 Sage BusinessWorks Modules Business Graphics Reports Business Graphics presents data similar to the Flash Reports in graphical format. You can view these reports in a variety of chart formats, including area, bar, line, and pie charts. Each chart appears in color in the Viewer. You can view and print charts for the following aspects of your Accounts Receivable finances: Aging Displays aging information based on the aging periods you established in Maintain A/R Parameters. Sales History Displays the total amount of sales for each of the 12 preceding months. This information is entered for the customer in SETUP mode or when entering a new customer in the system. Sage BusinessWorks then updates the information. Customer Sales Highlights Customer Current Balance Customer Deposits Sales Representatives Highlights Evaluates up to 10 percent of the top customers based on year-to-date or month-todate purchases. Displays customer share of business transactions based on current balance. Displays customer share of deposits based on deposits. Evaluates up to 10 percent of the top sales representatives based on yearly and monthly sales. 106 Sage BusinessWorks

117 Accounts Receivable Cash Flow Report The Cash Flow Report projects the amount of cash you should receive from your customers over a given period of time. To make this projection, Sage BusinessWorks makes two assumptions: Your customers will pay their invoices on the last possible date. They will not take advantage of discounts. Sage BusinessWorks displays information for five periods of equal length (you specify the length of the periods). The first period begins today and ends after the specified number of days. On the report shown here, we specified the length of the time periods to be seven days. Our sample, sorted by customer ID, is not a complete report. To view the Cash Flow Report with payable invoices and General Ledger cash balances, see the Cash Management Cash Flow Report. The date the invoice was recorded. The Ending columns sort the invoices according to the dates the payments are expected. The date the invoice is due, based on the date the invoice was recorded and the customer's payment terms. The totals of all the customer's invoices due in each time period. Each amount represents the total of the customer's invoices due on or before the date at the top of the column. Product Digest 107

118 Sage BusinessWorks Modules Cash Flow Report (cont.) The totals of all customer invoices due in each time period. If the customers have open credits or finance charges, they are listed here and then combined with the invoice total to arrive at the net balance due. The total of all customer invoices and finance charges, less any open credits. 108 Sage BusinessWorks

119 Accounts Receivable Credit Limit Report The Credit Limit Report displays the credit used by each customer and the customers who have used a specific percentage of their credit. It can be arranged by customer ID, customer name, or sales rep number. The sample report here shows all customers who have used 10 percent or more of their credit. The percentage of credit each customer has used. The amount of credit still available to each customer. The highest balance this customer has ever had with you. This information is useful when responding to credit inquiries. Highest Balance does not include finance charges or open credits. The amount of credit you have granted each customer. The date of each customer's last payment. The amount each customer owes you (including finance charges and open credits). The amount of each customer's last payment. Product Digest 109

120 Sage BusinessWorks Modules Credit Memo With Sage BusinessWorks, you can use your preprinted invoice forms for credit memos or you can print them on plain paper. The last line on the credit memo shown on this page is a message we entered before printing the memo. Sage BusinessWorks allows you up to 60 characters for such a message, which can be used to explain the reason for the credit to your customer. Credit memos can be sent to the finance contact using either individually or as a batch. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA (916) ******************************** * * * C R E D I T M E M O * * * ******************************** IBS To avoid confusion, the words CREDIT MEMO appear in the top-right corner. Inter. Bicycle Sales 1238 Federal Bldg. Avenue of the Americas New York, NY Credit Memo, # /21/04 Invoice # Credit total Return of #1002, 24" bicycle, girl s The last line on the credit memo shown on this page is a message we entered before printing the memo. Sage BusinessWorks allows you up to 60 characters for such a message, which can be used to explain the reason for the credit to your customer. 110 Sage BusinessWorks

121 Accounts Receivable Customer Deposit Report The Deposit Report lists all customers who currently have deposits. If you select Detail in this report's setup window, the report lists all deposits, as shown in the sample below. If you select Summary, the report lists only the total amount of deposits. Run this report regularly to monitor any deposit balances. Included on the report are the customer contact name and telephone and fax number. The telephone number is useful if you want to call the customer to discuss the application of deposits. Contact information for each customer. The customer's current invoice balance, if any. The customer's current deposit balance. If the customer has a deposit balance, you might want to apply all or a part of the deposit to existing invoices. Product Digest 111

122 Sage BusinessWorks Modules Customer History Report The Customer History Report shows month- and year-to-date information about your customers. You can use it to review your active customers to see who makes the most sales. You may want to produce this report before you start using your Accounts Receivable module to verify you entered all sales and payment history correctly. It can also be used to determine which customers are inactive and need to be removed from Sage BusinessWorks. You can access this report on the Customers menu. This information is initially entered for each customer in the Maintain Customers window when you set up the Accounts Receivable module. After you start recording transactions, Sage BusinessWorks automatically tracks this information for you. The report can be sorted by customer ID, customer name, or assigned sales rep number. The customer's current balance, highest balance, last payment amount, average days to pay invoices, last order date (invoice date) and statement date, and customer since date. The customer's sales history for the previous twelve months. The month-to-date and year-to-date sales to the customer, the monthto-date and year-todate adjustments (credits and debits) to this customer's account, and the month-to-date and year-to-date finance charges applied to this customer's account. The customer's tax ID and the comments you have entered for this customer in the Maintain Customers or Customer Inquiry window. 112 Sage BusinessWorks

123 Accounts Receivable Customer List The Customer List displays the maintained customer information arranged by customer ID. Most items are set up in the Maintain Customers window. You can access this report on the Accounts Receivable Customers menu. Yes indicates you are using the Balance Forward format for this customer's statements. No indicates you are using the Open Item format. Whether finance charges will be applied to the customer's past due invoices. Most of the information in this column is automatically maintained and includes the customer's credit limit, highest balance, current balance, open credits, finance charges, and deposits. Inactive customers are indicated as shown. The percentage discount normally granted to the customer on the invoice total. If the customer's purchases are normally subject to sales tax, the applicable sales tax jurisdictions are listed. The sales account number normally used for sales to this customer. Contact name and information displayed is for the finance contact. Information for a purchasing contact is also tracked. Customer/Name/Address/Phone/FAX BikeWorks International Customer List Customer IDs ETC to GOLDEN Customer Information ETC (INACTIVE) Bikes Et Cetera FinChgs: Yes CrLimit: Dundee Ave. Dunning: Yes HighBal: Elgin, IL Stments: Yes Balance: Bal/Fwd: No Open Cr: 0.00 Note: 3 FinChgs: 9.64 Disc: 0.000% Deposit: 0.00 StdPrcLv: A GOLDEN ICPrcLv: 1. A SalesTax: None Resale #: Sls Acct: 2. Raleigh bikes Rep: 1. Mark W. Harper Since: 05/05/88 Terms: 7. Net 30 Phone: (312) Cat: None FAX: (312) Comments: Says inc. #1032 incorrect. Martin Spencer Refuses payment. 6/14 Special Margins: Customer Discount Expires 12/2005 Last Contacted: May 5th Delivery Zone: 3 Warranty Plan: No Follow up?: Yes Golden Gate Rentals FinChgs: Yes CrLimit: Haight St. Dunning: Yes HighBal: San Francisco, CA Stments: Yes Balance: Bal/Fwd: No Open Cr: 0.00 Note: 3 FinChgs: 0.00 Disc: 0.000% Deposit: Golden Gate Rentals StdPrcLv: A 8812 Haight ST. ICPrcLv: 1. A San Francisco, CA SalesTax: CITY, CA Resale #: Sls Acct: 4. Service Rep: 2. Jeffrey P. Bernstein Since: 04/25/91 Terms: 8. Net 15 Phone: (415) Cat: None FAX: (415) Comments: Dorothy Meade Page 1 Custom fields for customers appear. Special Margins: Last Contacted: Delivery Zone: Warranty Plan: Follow up?: Product Digest 113

124 Sage BusinessWorks Modules Customer Name List The Customer Name List includes customer name, address, and telephone and fax numbers. It provides customer information to staff in your office who need a list of customers, but who do not need all the information contained on the master list. Information for the finance contact is displayed for each customer. 114 Sage BusinessWorks

125 Accounts Receivable Customer Price List The Customer Price List includes parts with customer-specific pricing, and the price breaks for the parts. It provides price information to staff in your office who need a list of pricing levels for specific customers. Price information is displayed for each customer. Product Digest 115

126 Sage BusinessWorks Modules Customer Reports, Customer List The Customer List is a Quick Report in the new report system. It contains a single row of customer related information including the customer ID, customer name, address, city, state and ZIP code for each customer. This report is customizable using the Quick Report Wizard which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Customer List ID Name Address 1 Address 2 City State ZIP ETC Bikes Et Cetera 357 Dundee Ave. Elgin IL GOLDEN Golden Gate Rentals 8812 Haight St. San Francisco CA IBS Inter. Bicycle Sales 1238 Federal Bldg. Avenue of the Americas New York NY RODEBYKE Rodebyke Bikes & Mopeds 5887 Santa Teresa Blvd. San Jose CA SHARPE Sharpe Wheels 459 Union St. San Francisco CA STANS Stan's Cyclery 2356 Hawthorne Blvd. Hawthorne CA YATES Yates Bike Shop 94 W. Buttercup Way San Francisco CA /15/ :45:48 PM Customer List Page Sage BusinessWorks

127 Accounts Receivable Customer Reports, Customer List - Master The Customer List - Master is a Comprehensive Report in the new report system. It contains an extensive amount of customer related information including the customer contact information, default invoice preferences and balances. The ability to drill down to the AR Customer Inquiry from the report preview screen is available by clicking the Customer ID. This report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Test ETC Clicking the customer ID hyperlink will launch the Customer Inquiry task for that customer. Name: Address 1: Address 2: City: State ZIP: Bikes Et Cetera 357 Dundee Ave. Elgin IL Terms: 7. Net 30 Sales Rep: 1. Mark W. Harper Sales Acct: 2. Raleigh bikes Sales Tax 1: Tax 2: Tax 3: A 11. ETC ONLY Discount % : Std. Item Price Level: IC Part Price Level: Sales tax ID: Customer since: 5/5/1998 Customer Category: None Finance Contact: Martin Spencer Phone: (312) Fax: (312) Purchasing Contact: Laura Spencer Phone: (312) Fax: (312) Credit Limit: Current Balance: High Balance: 10, , , Deposits: 0.00 Open Credits: 0.00 Finance Charges: 9.64 Referred by: Newspaper promotional ad campaign GOLDEN Name: Address 1: Address 2: City: State ZIP: Golden Gate Rentals 8812 Haight St. San Francisco CA Terms: 8. Net 15 Sales Rep: 2. Jeffrey P. Bernstein Sales Acct: 4. Service Sales Tax 1: CITY Tax 2: CA Tax 3: Std. Item Price Level: A IC Part Price Level: 6. WS3 Discount % : Sales tax ID: Customer since: 4/25/2001 Customer Category: None Custom field Referred by: Website labels will only print if they are setup as Active in AR Parameters. Finance Contact: Dorothy Meade Phone: (415) Fax: (415) Purchasing Contact: Patti Hansen Phone: (415) Fax: (415) ***ON CREDIT HOLD*** Credit Limit: Current Balance: High Balance: 1, , , Deposits: Open Credits: 0.00 Finance Charges: 0.00 If a customer is on credit hold, a red notification appears. 9/15/ :49:18 PM Test Page 1 Product Digest 117

128 Sage BusinessWorks Modules Customer Statement (Plain Paper) This statement is similar to that produced on a preprinted form. The major differences are its size (8 1/2" x 11"), and its lack of a tear-off portion for returning with the payment. Notice that a note appears on this sample. In addition to the standard or customer note you can select, you can also print a dunning note if the customer is eligible to receive them and has past due invoices. Customer statements can be sent to the finance contact using either individually or as a batch. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA Inter. Bicycle Sales 1238 Federal Bldg. Avenue of the Americas New York, NY Statement of Account STATEMENT DATE 06/21/10 ACCOUNT NO. DATE INVOICE DESCRIPTION CHARGES CREDITS AMOUNT DUE BALANCE 04/02/ Raleigh bikes /21/10 3 T-Shirts /25/10 Payment, chk# /11/10 Payment, chk# /11/10 Write off, chk# /14/ /15/10 Credit memo, # /15/ /15/10 Payment, chk# OpenCr Unapplied Open Credits IBS The remaining amount due (or remaining credit) for each line on the statement. A running total of all the items on the statement. The balance shown on the last line of the statement equals the customer's current balance. We appreciate your continued patronage. Current 1 to to to 90 Over TOTAL Sage BusinessWorks

129 Accounts Receivable Customer Statement (Preprinted Form) If you use preprinted statement forms similar to the one shown below, Sage BusinessWorks can quickly produce customer statements for you. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA Page 1 of 1 06/21/10 YATES 06/21/10 YATES Yates Bike Shop 94 W. Buttercup Way San Francisco, CA OpenCr Prior Open Credit Balance OpenCr / Misc. parts / bikes /03 Payment, chk# / " Racing Bike /21 Payment, chk# FinChg Current, 1.5% / Month FinChg 7.46 European racing bikes on special through August. Current 1 to to to 90 Over Product Digest 119

130 Sage BusinessWorks Modules Customer Worksheet The Customer Worksheet provides a quick summary of information that is helpful to have on hand for telephone solicitations or when you contact a customer regarding payments. It can be sorted by customer ID, customer name, or assigned sales rep number. You may find it helpful to use this report with the Delinquent Accounts Report when contacting customers regarding payments. The total amount the customer owes, the customer s highest balance, and the amount and date of the customer s last payment. This column provides space for you to write brief notes. 120 Sage BusinessWorks

131 Accounts Receivable Debit Memo You can use your preprinted invoice forms for debit memos or print them on plain paper. Debit memos can be sent to the finance contact using either individually or as a batch. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA (916) ******************************** * * * D E B I T M E M O * * * ******************************** ETC To avoid confusion, the words DEBIT MEMO appear in the top-right corner. Bikes Et Cetera 357 Dundee Ave. Elgin, IL Debit Memo, # /21/04 Invoice # Debit total " bicycle, boy s (omitted from invoice #1042) Similar to the Credit Memo, Sage BusinessWorks allows you to enter a message before printing this Debit Memo, which can be used to explain the reason for the debit to your customer. Product Digest 121

132 Sage BusinessWorks Modules Delinquent Accounts Report The Delinquent Accounts Report lists information regarding customers who owe you money. You select customers based on their past due criteria (1 to 30, 31 to 60, and so on). The report can be arranged by customer ID, customer name, or sales rep number. Used together with the Customer Worksheet, this report is useful when contacting customers about past due balances. Each aging category (that is, current, 1 to 30 days, or whatever aging periods you set up in the Maintain A/R Parameters window) in which the customers have invoices plus the past due balance in each aging category. The net total amount the customer owes you, including finance charges and open credits. The customer name, customer contact person, and telephone and fax numbers. The date and amount of the customer's last payment. The customer's invoices are listed separately, grouped by aging period (that is, 1-30 days, and so on) with the oldest invoice listed first. The invoice number, due date, purchase order number, description, and balance are included. 122 Sage BusinessWorks

133 Accounts Receivable Detail Report The Accounts Receivable Detail Report displays detailed information about all your receivables, including all accounts receivable transactions entered during the selected period. The information in our example is arranged by customer ID. Invoices and payments that were distributed to more than one invoice are listed in chronological order, while debit memos, credit memos, and payments applied to only one invoice follow the invoices to which they were applied. This sample includes only the first and last page of the report. The description of the invoice or adjustment, entered in the header of the document. If the transaction is a payment or adjustment, the report shows invoices, finance charges, open credits, deposits, or refunds to which this transaction was applied. The dollar amount of the transaction (for distribution lines, it is the amount applied to the listed invoice). The original invoice amount. The current balance of the invoice. The invoice number or reference assigned to the transaction. The reference types are: PAY (payment) CR (credit memo) DEP (deposits applied) DR (debit memo) O/C (open credits applied) Payments and prepaid invoices are followed by the check number (or CASH). All other transactions are followed by the adjustment reference number. Product Digest 123

134 Sage BusinessWorks Modules Detail Report (cont.) The sums of the Original Balance and Current Balance columns. They summarize the customer's accounts receivable activity. If the customer has open credits or finance charges, they are listed here and then added to or subtracted from the original balance to arrive at the current balance. The customer's deposit balance, if any, is also shown. A summary of Accounts Receivable activity. The total open credits and finance charges are combined with the original balance total to arrive at the Current Balance, which is the total of your Accounts Receivable. 124 Sage BusinessWorks

135 Accounts Receivable Finance Charge Calculation Report Sage BusinessWorks prints the report either when you click Finance Charge Report or after you run Calculate Finance Charges, both available on the Accounts Receivable Statements menu. Each customer subject to finance charges who has past due invoices will appear on the report. The report is arranged by customer ID. The amount of any finance charges at the start of the current month minus any payments or credits applied to the finance charges this month. The total amount of each customer's past due invoices, taking into account the grace period. The total amount each customer owed you before finance charges were calculated (that is, invoice total plus existing finance charges minus any open credits). The finance charge just calculated by Sage BusinessWorks. This amount is based on the amount of a customer's past due invoices and the percent interest you charge. The amount of the finance charge that will be added to the customer's balance. If the calculated amount in the previous column was less than the amount you have defined as your minimum finance charge, the minimum finance charge will appear here. This amount will replace any prior finance charges added this month for the customer. The finance charge balance (prior balance plus finance charges charged). Product Digest 125

136 Sage BusinessWorks Modules Flash Report The Accounts Receivable Flash Report is a summary of receivables information maintained by Sage BusinessWorks. This concise report is often used by management to identify the company's most important customers, sales reps, and accounts, and to get an overall idea of how the company has handled its receivables. The report provides an overview of information found in other reports and is ideal for those who don't have time to read a lot of reports, but who have a critical need for information. Each section of the report summarizes important information about different facets of your receivables. The report is never more than six pages long, making it useful to view a summary of accounts receivable activity. This report is accurate only for the time it is run. It is intended as a general view of your accounts receivable. Do not use it for reconciling your Accounts Receivable module. Summarizes all Accounts Receivable transactions so far this year for all customers included in the report. The aging information shows amounts owed to you in each aging category, and the percentage owed for each category. Summarizes all Accounts Receivable transactions so far this month for all customers included in the report. 126 Sage BusinessWorks

137 Accounts Receivable Flash Report (cont.) Summarizes the total monthly sales for each sales account. This section also provides a sales history for the past 12 months. Summarizes total sales for the past 12 months. Lists total sales, taxable sales, and sales tax collected for each sales tax jurisdiction in the current month. Lists total sales, taxable sales, and sales tax collected for each sales tax jurisdiction in the current calendar quarter. Lists total sales, taxable sales, and sales tax collected for each sales tax jurisdiction for the year. Product Digest 127

138 Sage BusinessWorks Modules Flash Report (cont.) The Customer highlight section of the Flash Report includes 10 percent of your customers, but not more than 20 of them. For example, if customer ETC has a balance of $1 for 60 days, ETC's average monthly delinquency is $2. If Customer STANS has a balance of $100 for 15 days, STANS' average monthly delinquency is $50. Even though ETC has owed money for a longer period of time, STANS' overdue balance is more important to you because the dollar amount is so much greater. Displays the top customers among the range you selected in the report setup, based on year-to-date sales. Customers are listed according to the amounts they have purchased so far this year. Lists top customers among those selected in the report setup, based on month-todate sales. Customers are listed according to the amounts they have purchased so far this month. Lists those customers among those selected in report setup who owe you the most money, based on current net balance including finance charges and open credits. Customers are listed according to their balances. Displays who owes the most money for the longest period of time. It lists the most delinquent customers based on average monthly delinquency. The average monthly delinquency is calculated by multiplying each delinquent invoice times the number of days delinquent, then dividing the sum of all delinquent accounts by 30. Lists the top customers among those selected in report setup, based on their credit limits. Yearly sales and current balance are also included. 128 Sage BusinessWorks

139 Accounts Receivable Flash Report (cont.) Displays who your most productive sales representatives are, based on total sales this year. Adjustments to those sales and the payments received are included. Displays your most productive sales representatives, based on total sales for the month. Adjustments to those sales and the payments received are included. Product Digest 129

140 Sage BusinessWorks Modules Invoice (Plain Paper) This invoice was printed on plain paper, so it includes the column headings as well as the invoice information. This example includes all possible fields of information. Certain fields may not appear on the invoice depending on how you set your invoice preferences. For example, some of the fields you can leave off the header portion of the invoice include ship-to address, purchase order number, order date, and sales rep. You can also exclude order quantity or discount from the line item information. Invoices can be sent to the finance contact using either individually or as a batch. 130 Sage BusinessWorks

141 Accounts Receivable Invoice (Preprinted Form: 11" Service) Use service invoice forms for billing labor. If you use preprinted 11" service format forms, Sage BusinessWorks prints invoices similar to the one shown here. (You can also use other forms, including the 7" service format, available from Sage Software.) The form itself explains each item on the invoice. The last line on the invoice, We appreciate your continued patronage, is one of the customer notes created in the Maintain Customer Notes window and included on this form in the Invoices window. For information on ordering preprinted forms, see the forms catalog that came with your Sage BusinessWorks purchase or visit the Sage Software Web site (in the Launcher's Resource Bar, click Order Forms under User Assistance) Pg.1 BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA Yates Bike Shop 94 W. Buttercup Way San Francisco, CA YATES 06/21/04 Net 30 Joy Lawrence 5 For the repair of 100 bicycle rims Miscellaneous parts for rim repairs The rims are for the 27" x 1 1/4" 10 speed bicycles sent in on June 15. Invoice subtotal Sales 1.000% 0.15 Sales 5.000% Invoice total We appreciate your continued patronage. Product Digest 131

142 Sage BusinessWorks Modules Invoice (Preprinted Form: 11" Standard) If you use preprinted forms, Sage BusinessWorks prints invoices similar to the one shown here. (You can also use other forms, including 7" and 11" standard, and 7" and 11" service formats, all available from Sage Software.) The form itself explains each item on the invoice. The last line on the invoice, This month only All bicycle repairs 20% off, is one of the customer notes included in the sample data that was created in the Maintain Customer Notes window and included on this form in the Invoices window. For information on ordering preprinted forms, contact Sage Software, Inc. at (800) BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA Pg.1 SHARPE Sharpe Wheels 459 Union Street San Francisco, CA Sharpe Wheels 459 Union Street San Francisco, CA /21/04 Consolidated Origin Net 15th /21/04 Jeffrey P. Bernstein " inch bicycle, boy s " inch bicycle, girl s " inch racing bicycle Tire, 26" inch Tire, 24" inch Repair gears maintenance Invoice subtotal Freight charges Sales 1.000% Sales 5.000% Invoice total This month only - All bicycle repairs 20% off 132 Sage BusinessWorks

143 Accounts Receivable Invoice Detail Report The Accounts Receivable Invoice Detail Report displays line item detail for invoices based on the sort method selected. If the report is sorted by customer ID, customer name, or sales representative, the information displayed is grouped by the sort method selected; however, when the report is sorted by invoice number, a group header or group total is not included. Credit card information associated with invoices can also be displayed. Invoices entered in the Order Entry module do not appear on this report. The following report is sorted by customer name and displays invoice line item detail for this customer. Jun 21, 2004 BikeWorks International 3:30 pm Accounts Receivable Invoice Detail Report Customer IDs ETC to ETC, Invoices 1023 to 1026, Sorted by Customer name June 2004 Invoices Displays the group heading for the sort method (Customer name) selected and the name (Bikes Et Cetera) of the customer. Displays line item detail for products and services invoiced for this company. Inv. # Customer ID Name/Invoice Description Invoice Information *** Customer: Bikes Et Cetera *** 1023 ETC Bikes Et Cetera Bikes Inv date: 06/01/04 Rep: 1 Order #: Ord date: 10/31/02 Item/Description SA Qty Price Amount inch bicycle, girl's inch bicycle, boy's. Customized: Horn Basket Custom Paint Invoice subtotal Displays Misc. Charge as the description for any Quick Invoices and Recurring Invoices included on this report because these invoices do not contain line item detail. Displays credit card information if you select to include it on the report. Displays a group total for the customer name associated with the selected sort order. Invoice Total ETC Bikes Et Cetera Bike Services Inv date: 06/16/04 Rep: 1 Order #: Ord date: 06/16/04 Item/Description SA Qty Price Amount Misc. charge Credit Card: Visa Invoice subtotal Type: Corporate Sales 5.000% Cardholder: John Smith Acct: Invoice Total Expires: 12/04 Approval: Total for Bikes Et Cetera Report Total Product Digest 133

144 Sage BusinessWorks Modules Item Sales by Customer Report The Item Sales by Customer Report is a Comprehensive Report in the new report system. The report is grouped by Customer ID and by AR Standard Items. Under each item it lists the invoices that the item were invoiced on along with the quantity and price information. The ability to drill down to the AR Customer Inquiry from the report preview screen is available by clicking the Customer ID. The report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Item Sales by Customer Report ETC Bikes Et Cetera Clicking the customer ID hyperlink will launch the Customer Inquiry task for that customer. Item Description inch bicycle, boy's inch bicycle, girl's Tire, 26 inch Tire, 24 inch Tire, 20 inch IBS Inter. Bicycle Sales Invoice # Invoice Date Quantity Unit Price Discount Price /15/ /03/ /15/ /15/ /03/ /15/ Item Description Invoice # Invoice Date Quantity Unit Price Discount Price inch bicycle, boy's /15/ Tire, 26 inch /15/ RODEBYKE Rodebyke Bikes & Mopeds Item Description inch bicycle, boy's Tire, 20 inch STANS Stan's Cyclery Item Description inch bicycle, boy's Tire, 20 inch Invoice # Invoice Date Quantity Unit Price Discount Price /12/ /12/ Invoice # Invoice Date Quantity Unit Price Discount Price /05/ /05/ Price is calculated by taking Unit Price less Discount. The Quantity is not used for the calculation and is just listed as a reference. 9/15/ :54:21 PM Item Sales by Customer Report Page Sage BusinessWorks

145 Accounts Receivable List of Recurring Invoices The List of Recurring Accounts Receivable Invoices displays recurring invoice information entered in the Maintain Recurring Invoices window. If a customer has more than one recurring invoice, the report lists information for each one. The recurring invoice ID you assigned to this invoice. We recommend you use an ID that is easy to recognize. The distribution of the invoice to up to six sales accounts, and the invoice total. Includes the invoice number ( Next indicates using the next available invoice number), the posting date and the number of days until the invoice is due. If sales tax should be applied to the invoice, it will be specified in this column. The expiration date, if any, and the invoice's status (active, inactive, or expired) are displayed here. The cycle indicates how frequently the recurring invoice will be posted: monthly, bimonthly, etc. The description you entered for this recurring invoice. Notice that the description, Bike Service! ends with an exclamation mark. This tells Sage BusinessWorks to append a date to the description when it posts the recurring invoice. For example, when Sage BusinessWorks posts the service invoice in December, the description will become Bike Service Dec/04. Product Digest 135

146 Sage BusinessWorks Modules Monthly Activity Report The Monthly Activity Report summarizes the activity for a selected month in the Accounts Receivable module and compares it to the Accounts Receivable activity in the General Ledger module. This report is intended as a general view of accounts receivable activity. Do not use it for reconciling your Accounts Receivable module. Use the Accounts Receivable Detail Report or Aging Report (current month) for reconciling. The month's beginning balances for both Accounts Receivable and the Accounts Receivable General Ledger account. The monthly activity shows amounts for invoices, debit memos, finance charges, credit memos, payments, early payment discounts, and application of deposits with ending balances for the month. Total Transactions provides the net amount of the invoices, debit memos, finance charges, credit memos, payments, early payment discounts, and application of deposits, excluding the beginning and ending balances. 136 Sage BusinessWorks

147 Accounts Receivable Open Credit Report The Open Credit Report lists all customers with open credits. If you select Detail in this report's setup window, the report lists all open credits, as shown in the sample below. If you select Summary, the report lists only the total amount of open credits. Run this report regularly and apply open credits to any existing balances. Contact information for each customer. The amount of the open credits. The customer's current invoice balance, if any. If the customer has a balance, you may want to apply the open credits to it. The customer's outstanding finance charges, if any. If the customer has a balance and finance charges, you will probably want to apply the open credits to the finance charges first. Product Digest 137

148 Sage BusinessWorks Modules Open Invoice Report The Accounts Receivable Open Invoice Report displays open invoices and open credits for each customer, arranged by customer ID, customer name, or assigned sales rep number. Our sample includes only the first page of the report. The description you entered on the invoice header or the recurring invoice description. The date the invoice is due according to the payment terms you have set up for this customer. The original balance of the invoice. The total of all payments, debits, and credits applied thus far to the invoice. The balance of the invoice at the time you print the report. The total of each column; they summarize the Accounts Receivable activity affecting the customer's open invoices. If the customer has open credits or finance charges, they are listed here and then combined with the current balance to arrive at the net balance due (or net open credits). The customer's deposit balance, if any is also shown. 138 Sage BusinessWorks

149 Accounts Receivable Payment Analysis Report The Payment Analysis Report lists aging and payment information for your customers. If you select Detail in this report's setup window, Sage BusinessWorks lists all current transactions, as shown in the sample below. If you select Summary, Sage BusinessWorks calculates the average number of days to pay for each customer on a month-by-month basis and for all invoice payments for the customer. It calculates the balance on open invoices and the total age for that balance. Total amount for invoices the customer has paid in full for the report period. If the invoice has no payment or has been paid in full, this is the invoice's payment amount. If the invoice has been partially paid, this is the invoice's balance due. Days customer took to pay. Open invoices are followed by an asterisk (*). The days available for a discount (taken from payment terms) and whether or not the customer took the discount. Product Digest 139

150 Sage BusinessWorks Modules Sales Account List The Sales Account List displays information for each sales account that you entered in the Maintain Sales Accounts window. You can define up to 999 sales accounts. These accounts are used by Sage BusinessWorks to post sales when a customer is invoiced. Use this list to verify that sales account information was entered correctly, or any time you need a list of sales accounts.you can access this list by clicking Sales Account > Print List on the Accounts Receivable Utilities menu. The Sales Account List displays each sales account that you defined and the description assigned to each sales account. The list also includes the general ledger account number assigned to the sales account. 140 Sage BusinessWorks

151 Accounts Receivable Sales Analysis Report by Customer The Sales Analysis Report provides information on each sale. Both detailed and summary formats are available. The detailed format includes information for individual invoices posted during the selected period and the totals for each customer. The summary format displays only the totals for each customer. When sorted by customer, the detailed report information is arranged first by customer ID and then by date. The sample shown here and on the next page includes the first and last page of the detailed report. A detailed report sorted by sales representative is shown on page 144; a detailed report sorted by sales account is shown on page 143. The invoice description entered on the Invoice Header window or, if a recurring invoice, the recurring invoice description. The date of the invoice. The number of the sales representative who gets credit for the sale. If there is no sales representative number listed, the invoice was recorded without a sales representative number assigned. The subtotal of the goods and services sold for each invoice (that is, total of invoice line items). The amount of any discount granted to the customer at the time of the sale, recorded on the Invoice Summary window (this does not include line-item discounts). The total of miscellaneous charges, sales taxes, and shipping charges added to each invoice. The total amount of each invoice. Product Digest 141

152 Sage BusinessWorks Modules Sales Analysis by Customer (cont.) The Customer Total section: Lists the sums of each column for the customer. Itemizes how much was billed for miscellaneous charges, sales taxes, and freight. Lists the amount of any adjustments (debits and credits), early payment discounts, applied open credits, and deposits made for the customer. Also included are any payments received so far and any amount taken as a write-off. The Report Total section includes: The totals of each column for all customers. The total amount billed for miscellaneous charges, sales taxes, and freight. The total adjustments, payments, early payment discounts, applied open credits, applied deposits and write-offs made for all customers. 142 Sage BusinessWorks

153 Accounts Receivable Sales Analysis Report by Sales Account The Sales Analysis Report by Sales Account provides information on each sale made during the selected period. Both detailed and summary formats are available. The detailed format includes information on individual invoices posted during the selected period, the totals for each sales account, and adjustments to sales accounts made by credit and debit memos. The summary format displays the totals for each sales account and adjustments. The detailed report is sorted first by sales account, then by invoice, customer ID, and date. The invoice description entered in the Invoice Header or the recurring invoice description. The subtotal of the goods and services sold for each invoice. This figure does not include discounts, freight charges, and sales taxes. The number of the sales representative who made the sale. The portion of the invoice subtotal distributed to this sales account. The customer ID to which the sale was made. The percentage of this invoice subtotal distributed to this sales account. The sales account to which the listed invoices were distributed. Sales for each account are listed on a separate page. The total amount of sales distributed to the sales account. Product Digest 143

154 Sage BusinessWorks Modules Sales Analysis Report by Sales Rep The Sales Analysis Report by Sales Rep provides information for each sale made during the selected period. Both detailed and summary formats are available. The detailed format includes information for individual invoices posted during the selected period as well as the totals for each sales representative. The summary format displays only the totals for each sales representative. The detailed report is arranged first by sales representative, then by invoice, customer ID, and finally by date. This sample includes only page one of the detailed report. Sales posted without a sales rep are not included on this report. The customer ID to whom the sale was made. The invoice description entered in the invoice header or the recurring invoice description. The subtotal of the goods and services sold for each invoice (that is, total of invoice line items). The amount of any discounts granted to customers at the time of the sale on the Invoice Summary window. The sales representative responsible for the sales listed. Sales for each representative are listed on a separate page. The total amount of the invoice. This section first lists the sums of each column for each representative. It then lists the amount of any adjustments (debits and credits) and any payments, early payment discounts, open credits, deposits, and write-offs applied so far to invoices credited to the sales representative. 144 Sage BusinessWorks

155 Accounts Receivable Sales Rep List The Sales Rep List displays all the information for the sales representatives that you entered in the Maintain Sales Reps window. Use this list to verify that the information was entered correctly or any time you need a list of sales representatives. You can access this list on the Accounts Receivable Utilities menu. Month- and year-to-date sales for the invoices assigned to the sales representative. Month- and year-to-date adjustments (credits and debits) applied to invoices assigned to the sales representative. Month- and year-to-date payments received on invoices assigned to the sales representative. Product Digest 145

156 Sage BusinessWorks Modules Sales Tax List The Sales Tax List displays all the information for each sales tax jurisdiction you entered in the Maintain Sales Taxes window. Use this list when you want to verify that sales tax information was entered correctly or any time you need a list of sales taxes. It includes the general ledger account number to which sales taxes are posted, the sales tax rate, and the maximum sales amount that is subject to tax (the cutoff amount), and shows whether freight is taxable. It also shows month-to-date, quarter-to-date, and year-to-date sales, taxable sales, and sales taxes collected. You can access this list on the Accounts Receivable Utilities menu. The general ledger account to which the sales tax receipts are posted. Frt tells you whether freight costs are taxable for this jurisdiction. The sales tax ID entered in the Maintain Sales Taxes window. Rate is the percentage of the sales total charged as tax. Cutoff is the maximum sales amount subject to tax. Month-, quarter-, and year-to-date totals for each sales tax jurisdiction. The totals include amounts from invoices designated as taxable in the applicable sales tax jurisdictions. The totals shown are: Total Sales is the subtotal for all invoices taxable in the jurisdiction. Taxable Sales is the subtotal of all taxable line items on the invoices. Taxes Collected is the amount of tax collected on the invoices. 146 Sage BusinessWorks

157 Accounts Receivable Sales Tax Report The Sales Tax Report provides you with the amounts of sales, adjustments, nontaxable sales, taxable sales, and sales tax you paid during a selected period of time to any or all of the tax jurisdictions. You can select to include the amounts for each transaction or only the totals. The ID for the tax jurisdiction. Taxes are set up in the Maintain Sales Taxes window. The portion of the transaction subject to sales tax. This amount might not agree with the sales amount if, in the Maintain Sales Taxes option, you have selected to charge sales tax on freight charges. Total adjusted taxable and nontaxable sales. Product Digest 147

158 Sage BusinessWorks Modules Standard Items List The Standard Items List displays all the information for the standard items that you entered in the Maintain Standard Items window. Use this list to verify that the information was entered correctly or any time you need a list of standard item information. You can access this list on the Accounts Receivable Utilities menu. Whether the item is normally taxable. The sales account number to which the sale of each item is normally posted. Whether you can discount the item. The unit price at each price level. 148 Sage BusinessWorks

159 Accounts Receivable Transaction Registers You can produce a transaction register that includes your choice of invoices (page 151), cash receipts (page 150), or adjustments (see below) recorded during the selected period. Adjustments Register The Adjustments Register lists each adjustment (debit memos, credits memos, applied open credits, and applied deposits) recorded in Sage BusinessWorks in date order. You can include all adjustments on file, all current adjustments (that is, all adjustments posted since you last closed the month), today's entries, or only those adjustments posted in a specified time frame. You can access this report by clicking Transaction Registers on the Accounts Receivable Reports menu, and then selecting Adjustments as the Type of register. The type of adjustment (debit, credit, open credit or application of deposit). The ID number of the sales representative who was credited with the invoice to which the adjustment was applied. The customer ID. The date of the adjustment. The amount of the adjustment. The reference number entered for this transaction. The invoice number affected by each adjustment, or Open Cr, FinChg, Deposits, or Refund if the adjustment was not applied to an invoice. The totals for each type of adjustment. The total amount applied to open credits, finance charges, cash refunds, deposits, and invoices. Product Digest 149

160 Sage BusinessWorks Modules Cash Receipts Register The Cash Receipts Register lists information for each receipt (payment or prepaid invoice), in date order. You can include all receipts, all current receipts (that is, all payments received since you last closed the month), today's payments, or only those payments received in a specified time frame. You can access this report by clicking Transaction Registers on the Accounts Receivable Reports menu, and then selecting Cash receipts as the Type of register. The invoice number for prepaid invoices or the reference field for payments. The cash account (1-9) to which the payment was distributed. If you are not using multiple cash accounts, the cash account will always be 1. The total amount of each transaction. The check number of the payment, Cash for cash payments, or CrCard for credit card payments. How the payments were applied. If the payment was applied to an invoice, the invoice number and amount are shown. If the payment was applied to finance charges, the word FinChg and the amount are shown. If the payment was recorded as an open credit, OpenCr and the amount are shown. If the payment was recorded as a deposit, Deposits and the amount are shown. The total amount of cash received in the selected period. 150 Sage BusinessWorks

161 Accounts Receivable Invoice Register The Invoice Register is one of three choices available to you in the Transaction Registers option on the Reports menu. It lists all invoices in date order. You can include all invoices on file, all current invoices (that is, all invoices posted since you last closed the month), today's invoices, or only those invoices posted in a specified time frame. You can access this report by clicking Transaction Registers on the Accounts Receivable Reports menu, and then, selecting Invoice as the Type of Register. The description of the invoice you entered in the Invoice Header. The total amount of the invoice. The amount of sales tax added to the invoice. The number of the sales representatives who were responsible for the sale. The amount of any freight charges added to the invoice. The totals of each column, followed by the sales tax amounts for each jurisdiction. Product Digest 151

162 Sage BusinessWorks Modules 152 Sage BusinessWorks

163 Inventory Control Inventory Control Section 3: Sa ge BusinessWor ks Modules Successful, well-organized businesses rely heavily on their inventory management system to make certain they have adequate inventory levels to satisfy their customers. The Inventory Control module provides this level of control by offering high-end features normally reserved for large companies, including light manufacturing capabilities, serial number tracking, and multi-warehouse support. The module even includes an image library feature, which allows you to attach a picture to each part. Improved customer service leads to increased profitability. And, when integrated with our Accounts Receivable and Order Entry modules, Inventory Control can significantly boost your customer service levels while operating as the cornerstone of an effective manufacturing or distribution solution. For more complex project management, Inventory Control can be coupled with the Job Cost module to track all inventory related expenses for a project. Inventory tracking is enhanced even more when integrated with the Custom Office module, which creates detailed spreadsheets to provide further analysis of inventory performance. The Inventory Control system offers comprehensive reporting capabilities to inventory status. It can help bring about the creation of new or improved purchasing policies, sales policies, pricing methods, and even enhanced customer service. By using Sage BusinessWorks, you will have the tools to create an inventory system with the depth to meet your company's needs for years to come. Overview of Features & Benefits General Features Tracks back orders and sales promotions when used with the Order Entry module. Provides complete physical inventory capabilities and makes inventory tracking easy with worksheets and variance reports. Provides instant inquiry of part information, including receipts, issues, returns, and adjustments. Imports standard items from the Accounts Receivable module or parts from a text file to minimize data entry time. Actual prices for the imported parts are calculated and updated, and the associated price levels are automatically activated. Tracks your expenses and creates more accurate billings. Tracks minimum, maximum, and order point stocking levels for each part to help you keep your stock quantities at their optimum levels. Clicking Part? while processing a transaction on any part lets you know the current status of the part how much is committed or backordered, how much is available in each warehouse, and more. Product Digest 153

164 Sage BusinessWorks Modules Maintenance Features Tracks quantities and history for up to 99 user-defined warehouses and provides a transfer option that allows parts to be easily moved between warehouses. Tracks serial numbers for parts and indicates when parts are received, reserved, or issued. Stores and displays images of your parts, allowing you to see a part and verify its description when talking to a vendor or customer. Allows you to enter up to three lines of brief description plus a long description for each part. Provides four costing methods: Standard, Average, FIFO, and LIFO. Maintains complete information for each inventory part, including on-hand, backorder, and on-order quantities, vendors, substitute items, components, and transaction history for up to 60 months. Provides model parts for easy addition of new parts to inventory. Supports fractional costs, prices, and quantities for stock and non-stock items. Provides five pricing methods (Absolute, Margin, Markup, Base, and Line) for each part and allows price differences by customer type as well as quantity price breaks. Allows you to use up to 25 price levels in five quantity break ranges for flexibility in pricing. Locates parts, product lines, purchase orders, Accounts Payable vendors, and General Ledger accounts quickly with a search feature. Allows classification of parts on inventory reports and the general ledger posting. Allows five user-defined product categories to be assigned to parts to further describe parts (for example, by size, style, and color). You can define quantities for each part to help you maintain the right amounts of inventory at all times. For example, the order point is the quantity at which you want to place an order (usually greater than the minimum balance to allow for lead time). This number is used to calculate the Order Recommendations Report. Allows you to assign up to five substitute parts for each inventory part so you and your customers will not have to wait when a specific part is unavailable. Allows global changes to multiple part records at the same time to expedite record updates. Permits parts pricing information to be updated automatically through the global price change option. Allows you to create new parts by copying a similar part. 154 Sage BusinessWorks

165 Inventory Control Processing Features Builds components into finished items with the subassembly option, which automatically adds built parts to inventory and removes components from stock. Unbuilds or unpacks assembled parts into components or individual items. Allows entry of receipts, issues, returns, and adjustments. Allows adjustment of inventory costs after parts are received. Reporting Capabilities The Order Recommendation Report provides the information you need to maintain adequate stock levels. Sorts reports by part number, part description, vendor, product line, or bin location. Provides numerous inventory reports to analyze inventory performance and control your inventory investment. Purchase Order Module Packaged to provide your business with an abundance of features at an affordable price, Purchase Order is included with the Inventory Control module at no additional charge. For more information on how the Purchase Order module can help your business operate more smoothly, review the Purchase Order Features section that begins on page 193. Specifications (Maximum Limit) Number of parts virtually unlimited 1 Number of characters (alphanumeric) in part ID 20 Number of substitutes per part 5 Number of costing methods 4 Number of price levels (by customer type) 3 Number of quantity price break levels 5 Number of product categories 5 Quantity per part 9,999,999 Cost per part $999, Price per part $9,999, Decimal places in part quantities 3 Decimal places for costs 4 Decimal places for prices 4 Number of product lines virtually unlimited 1 Number of warehouses 99 Number of months to keep history 60 Number of characters in serial number 26 Number of serial numbers per part 5000 Number of characters in transaction description 20 Number of characters in bin location 10 1 This number is limited only by disk space. Product Digest 155

166 Sage BusinessWorks Modules Sample Reports This section contains samples of the following Inventory Control and Purchasing reports and lists. Each sample presents a description of its use, an explanation of important features, and general layout and content.* ABC Analysis Report (page 157) Bin Ticket (page 158) Business Graphics Reports (page 159) Component Use List (page 160) Cost List (page 161) Flash Report (pages ) Inventory Low Stock Report (page 165) Inventory Overstock Report (page 166) Inventory Performance Report (page 167) Location List (page 168) Margin Analysis Report (page 169) Master Parts List (page 170) On Hand Detail Report (page 171) Part Reports (pages ) Pick List (page 174) Physical Inventory Variance Report (page 175) Physical Inventory Worksheet (page 176) Price List (page 177) Product Line List (page 178) Sales Promotions List (page 179) Serialized Inventory Reports (page 180) Stock Status Report (page 181) Subassembly Detail Report (page 182) Subassembly List (page 183) Substitute Parts List (page 184) Transaction Detail Report (page 185) Transaction Registers (pages ) Transaction Summary (page 189) Vendor Supply List (page 190) Warehouse List (page 191) Warehouse Stock Report (page 191) *The purpose of these sample reports is to give you an idea of the type of information they will contain and how they will look. These sample reports were produced using data from a fictitious company, BikeWorks International. Because the data is not from a real company, you may sometimes find that it is not accurate nor in balance. 156 Sage BusinessWorks

167 Inventory Control ABC Analysis Report The ABC Analysis Report can assist you in determining your critical inventory parts so you can set proper inventory procedures and controls. This report lists parts in order of their year-to-date cost of goods sold, with the highest value listed first. The cost of goods sold of that part expressed as a percentage of the total cost of goods sold for all parts listed. The year-to-date cost of goods sold for the part. The total year-to-date cost of goods sold value for parts to this point in the report. The percent of parts listed to this point in the report. For example, if the ABC Analysis Report includes 20 parts, this column will increase by 5 percent for each part listed. The percentage of total value listed to this point on the report. Sage BusinessWorks calculates this by dividing the year-todate cost of goods sold to this point on the report by the total value of all parts included in the report. For example, when the percent of value is 80, the report has listed those parts which constitute 80 percent of your inventory investment. According to the rule, many businesses will have the cumulative value close to 80 percent when just 20 percent of the parts (percentage of Items) are listed. The report inserts a line every time the % of value column reaches the next 10 percent level. Product Digest 157

168 Sage BusinessWorks Modules Bin Ticket The Bin Ticket helps you return component parts to inventory after disassembly. You can print the list by clicking Bin Ticket in the Unbuild Subassemblies window (accessed by clicking Subassemblies > Unbuild on the Inventory Control Transactions menu). The list shows the items that need to be returned, the quantity to be returned, and allows space for you to enter the actual quantity returned. You can sort the list by part number, description, or location. Sage BusinessWorks calculates the quantity to return by multiplying the quantity required for each subassembly by the number of units disassembled. For example, if two tires are required for each bicycle and you disassemble 20 bicycles, the quantity to return would be Sage BusinessWorks

169 Inventory Control Business Graphics Reports Business Graphics presents data similar to the Flash Reports in graphical format. You can view these reports in a variety of chart formats, including area, bar, line, and pie charts. Each chart appears in color in the Viewer. You can view and print charts for the following aspects of your Inventory Control accounting: On Hand Value Displays the on-hand value of your inventory based on cost and price. Shows the average margin at good, better, and best prices. Cost and Profit Displays the cost of goods sold as a percentage of your gross profit, based on year-todate and month-to-date activity. On Hand Value Highlight Y-T-D Cost of Goods Highlight Y-T-D Sales Highlight Itemizes the top ten percent (showing between three and ten parts) of your parts as a percentage of the total on-hand value at cost of your inventory. Itemizes the cost of goods sold of the top three to ten parts as a percentage of the total cost of goods sold. Itemizes the year-to-date sales of the top three to ten parts as a percentage of the total year-to-date sales. Product Digest 159

170 Sage BusinessWorks Modules Component Use List The Component Use List shows the subassemblies that are built from these component parts. You can access this report on the Inventory Control Parts menu. The component part number with the part number of the subassemblies the part is used to build. You can use the same component for many subassemblies. The required number of components per subassembly. 160 Sage BusinessWorks

171 Inventory Control Cost List The Cost List shows each part's part number, description, unit of measure, product line, primary vendor, and unit cost. You can access this report on the Inventory Control Parts menu. Product Digest 161

172 Sage BusinessWorks Modules Flash Report The Inventory Flash Report summarizes important information for use by management when studying inventory activity. The report provides an overview of information found in other reports and is ideal for those who don't have time to read a lot of reports, but who have a critical need for information. This section summarizes important information for your entire Inventory Control system. It shows the total on-hand value of your inventory based on cost and price. It also shows the total value of all parts on order, price levels and margins for each level, the actual profit margin of your inventory, and turnover information. This section shows the financial impact of all inventory transactions this month. It lists the beginning on-hand value, the total receipts, issues, returns and adjustments with the net change in inventory, and the ending on-hand value. Month-todate sales, costs of goods sold, and actual margin are also shown. This section lists up to 20 inventory parts (depending on the total number of parts you have in inventory) in order of their on-hand value. This information lets you see at a glance your top parts based on the on-hand value. 162 Sage BusinessWorks

173 Inventory Control Flash Report (cont.) This portion of the report is divided into five sections. Each section lists the top 10 percent of inventory parts up to a maximum of 20 parts (depending on the total number of parts you have in inventory). Lists parts in order of their year-to-date cost of goods sold. Similar to the ABC Analysis Report, this information allows you to see at a glance, your top parts based on year-to-date cost of goods sold. Lists parts in order of yearto-date sales. Allows you to see at a glance your bestselling parts. Lists parts in order of profit margin. Profit margin is calculated for all parts based on price level A. Those with the highest margins are listed on the report. This helps you determine your most profitable parts. Lists parts in order of profit margin. Profit margin is calculated for all parts; those with the lowest margins are listed on the report. This helps you determine your least profitable parts. Lists parts in order of approximate on-order value (approximate, because it is based on the last cost for each part). Sage BusinessWorks looks at all parts on order and sorts them according to the highest on-order value. Product Digest 163

174 Sage BusinessWorks Modules Flash Report (cont.) This section lists the approximate value of your inventory at each warehouse using the active price levels (which we labeled A, B, C, and D in Maintain I/C Parameters). 164 Sage BusinessWorks

175 Inventory Control Inventory Low Stock Report Use this report to determine which items you need to order in the near future. Parts are included in the Inventory Low Stock Report if the on-hand quantity (On Hand/On Order column) is less than the minimum balance or the order point (Order Pt/Min Bal column) is less than or equal to the on-hand quantity. You may want to produce this report, along with the Order Recommendations Report, to see if there are additional items you need to order. Unlike the Order Recommendations Report, the Inventory Low Stock Report does not take on-order quantities into account when determining which parts to list but it does list the quantities on order, if any. The on-hand quantity is listed first followed by the units on order. The quantity at which an order is recommended is listed first and beneath that is the least amount of this part you want on hand. The number of units on hand less any committed to customers or back ordered plus any on order with vendors, that is: On Hand - Committed + On Order with Vendors The unit cost is listed first followed by the stock value, which is the unit cost times the available quantity. Provides unit information for warehouses. Displays the total stock value for the available quantity of the parts listed. Product Digest 165

176 Sage BusinessWorks Modules Inventory Overstock Report The Overstock Report lists all parts that are currently stocked at a level greater than the specified maximum stocking level. This report is useful in examining the effectiveness of your purchasing system. Listed first is the quantity available, that is, the quantity on hand less the number of this part already committed or back ordered plus any on order with vendors, or: On Hand - Committed + On Order with Vendors Beneath that is the maximum stocking level you specified in the Maintain Parts window on the Parts menu. The quantity on hand for the part followed by the quantity currently on order. The amount overstocked, which is the difference between the available quantity and maximum balance. Sage BusinessWorks first lists the unit cost and then the overage value, which is the cost of the extra parts. This is the cost times the amount overstocked. This is the total amount of dollars spent on overstocked parts. 166 Sage BusinessWorks

177 Inventory Control Inventory Performance Report The Inventory Performance Report provides important information about the performance and turnover of each part. Sage BusinessWorks lists month-to-date, year-to-date, and prior year information for each receipt, issue, adjustment, return, sale, cost of goods sold, margin amount, margin percentage, and average price. The margin amount is calculated by subtracting the cost of goods sold from the sales. The margin percentage is calculated as follows: Margin% = (Sales - Cost of Goods Sold) Sales x 100% The average price is calculated by dividing the sales dollars by the number of issues (sales). The information in this column can help you to evaluate the effectiveness of your inventory. The average on hand quantity is determined by adding the current quantity to the quantity on hand at the beginning of the year and dividing by two. Sage BusinessWorks uses the yearto-date issues amount to estimate the annualized issues figure, which is the sales you will have at the end of the year if you continue at the present rate. The annualized figure is then divided by the quantity on hand and the result is the number of inventory turns per year for that part. The number of days per turn is also shown. Product Digest 167

178 Sage BusinessWorks Modules Location List The Location List displays each location ID and its description as you defined them in the Maintain Locations option (on the Inventory Control Utilities menu). You can print this list by clicking Locations > Print List on the Inventory Control Utilities menu when you update location information. 168 Sage BusinessWorks

179 Inventory Control Margin Analysis Report The Margin Analysis Report calculates your profit margin at each active price level and provides the actual, or true, margin for each part and for all parts. You can easily evaluate your pricing strategy when you compare your true margin for a part to the true margin for all parts. The true margin is calculated as follows: True Margin = (YTD Sales - YTD Cost of Goods Sold) YTD Sales x 100% The profit margin for each price level. Sage BusinessWorks calculates margin as follows: Margin = Unit Price - Unit Cost x 100% For example, if the unit cost of a part is $4.00 and the price is $10.00, the margin is 60%. The unit cost is shown first, followed by the price at each of the three pricing levels. The total cost of goods sold followed by the total sales for the year. Product Digest 169

180 Sage BusinessWorks Modules Master Parts List The Master Parts List displays most of the information maintained in the Maintain Parts window. You can access this list on the Inventory Control Parts menu. The report shown below is a detail report. A summary report is also available. Inactive parts are indicated as shown. BikeWorks International Detail Master Parts List Parts 1001 to 1001 Page 1 Part info : inch bicycle, boy's Bin/Location : (INACTIVE) Product line : STANDARD Wheels with heat-treated aluminum alloy frame. Includes extra brake pads. Mfg part # : b-26 Vendor ID : GATEWAY On hand : 8 Unit cost : On order : 4 Unit price : Back ordered : 0 Inventory item : Yes Promotion on : No Committed : 4 Unit of measure : each Last receipt : 06/10/04 Min balance : 0 Fractional qty : No Last issue : 06/24/04 Max balance : 10 Discounts : Yes Date added : 06/16/04 EOQ : 0 Back orders : Yes UPS shippable : Yes Order point : 1 Taxable : Yes Ship weight : 0.00 Pricing method : Margin (Product line) Substitute : None For all costing methods except Standard, displays the average cost for the part. For the Standard costing method, the cost is determined manually. Month-to-Date Year-to-Date Prior Year Receipts : Style : boy's Issues : Size : 26" Adjusts : Color : Sales : COGS : Comments : We're running low - we need to check stock (3/5) Warehouse On Hand MTD Receipts MTD Issues YTD Receipt YTD Issues STORE STORE Sage BusinessWorks

181 Inventory Control On Hand Detail Report The On Hand Detail Report shows how Sage BusinessWorks determines the stock value and is useful if you are using LIFO or FIFO costing. If you are using Standard or Average Costing, you may not need this report; for those methods, the Stock Status Report contains the same information. The sample shown below uses the LIFO method. The number currently on hand for each part is listed first, and underneath that is the quantity left, which is the quantity remaining for each receipt, return, or positive adjustment according to the costing method. If FIFO is used, those items received first (oldest) are presumed issued first. If LIFO is used, those items received last (newest) are presumed issued first. The unit cost for each transaction. The inventory value of the items on hand. The total value of this part in your inventory. Product Digest 171

182 Sage BusinessWorks Modules Part Reports, Part List The Part List is a Quick Report in the new report system. It contains a single row of part related information including the part ID, descriptions, bin location and on hand quantities for each part. This report is customizable using the Quick Report Wizard which can be accessed by clicking the Customize button in the report setup BikeWorks International Part List ID Description 1 Description 2 Description 3 Bin/Location On Hand inch bicycle, boy's inch bicycle, girl's AISLE inch bicycle, boy's AISLE inch racing bicycle AISLE inch racing bicycle AISLE Tire, 26 inch AISLE Tire, 24 inch AISLE Tire, 20 inch AISLE 2 20 CUST-26 Custom 26" bicycle AISLE 5-2 FRAME, SP Custom racing frame AISLE 5 11 HP-26 Racing handlebars AISLE 4 12 LABOR Labor Costs RIM, 26" Wheel rim, 26" AISLE 3 52 SHORTS-BLUE Blue cycling shorts AISLE 4 27 SHORTS-RED Red cycling shorts AISLE 4 25 SPOKE EA Spoke, 24 inch Boys Bike 72 SPOKE, 26" 26" wheel spoke AISLE SPOKE,26,SUB Replacement 26" spoke AISLE SPOKES CS Case of 24 inch spokes 22 SR-26 Racing saddle AISLE 2 16 T-SHIRT BikeWorks Custom T-Shirt AISLE TUBE Rubber Tube, 26 in 12 WHEEL,26 26" wheel assembly AISLE /16/2009 1:45:39 PM Part List Page Sage BusinessWorks

183 Inventory Control Part Reports, Part List - Master The Part List - Master is a Comprehensive Report in the new report system. It contains an extensive amount of part related information including the part descriptions, quantity information, MTD and YTD transaction history as well as detailed warehouse history. The ability to drill down to the IC Part Inquiry from the report preview screen is available by clicking the Part ID. This report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Part List - Master inch bicycle, boy's 26 inch boys bicycle, custom metallic blue paint, 10 speed off road, upgraded to custom bike kit which includes seat, brakes and handlebars. Clicking the part ID hyperlink will launch the Part Inquiry for that part. On hand: On order: Back ordered: Committed: Mfg part #: b Unit cost: Unit price: Inventory item: Unit of measure: Vendor ID: GATEWAY Yes each Promotion on: No Last receipt: 6/20/2010 Last issue: 7/25/2010 Date added: 6/16/2010 Min balance: 5 Fractional qty: No UPS shippable: Yes Max balance: 20 Discounts: Yes Ship weight: 0.00 EOQ: 8 Back orders: Yes Bin/Location: Order point: 7 Taxable: Yes Product line: STANDARD Pricing method: Markup Substitute: None Comments: We're running low - we need to check stock (3/5) Categories that are setup in IC Parameters will be listed. Month-to-Date Year-to-Date Prior Year Category Receipts: Style: boy's Issues: Size: 26" Adjusts: Color: Sales: 4, , COGS: 1, , Warehouse On Hand MTD Receipts MTD Issues YTD Receipts YTD Issues STORE STORE TRUCK On Hand and both MTD and YTD transaction history listed out by warehouse. 9/16/2009 1:47:16 PM Part List - Master Page 1 Product Digest 173

184 Sage BusinessWorks Modules Pick List The Pick List helps you collect inventory component parts before assembling them into a finished part. You can print the list by clicking Pick List in the Preview and Build Subassemblies window (accessed by clicking Subassemblies > Preview/Build on the Transactions menu). The list displays which items need to be pulled, the number to pull, and allows space for you to enter the actual quantity pulled. You can sort the list by part number, description, or location. Sage BusinessWorks calculates the quantity to pull by multiplying the quantity required for each subassembly by the number of subassemblies desired. For example, if 36 spokes are required for each bicycle, and 10 bicycles are needed, the quantity to pull would be Sage BusinessWorks

185 Inventory Control Physical Inventory Variance Report Print the Physical Inventory Variance Report after you update your inventory quantities with the results of your physical inventory count. This report lists only the parts whose physical count did not match the book quantity. In addition to the usual part information, the report displays the variance quantity (the difference between the book quantity and the actual counted quantity), the unit cost, and the dollar amount of the variance. This report only contains valid data after you update your physical count and before an end of month close. You can access this report by clicking Physical Inventory > Variance on the Inventory Control Transactions menu. The variance quantity multiplied by the unit cost. This represents the monetary difference between the book quantity and the physical quantity. The on-hand quantity of the part before you performed the inventory update. The quantity of the part you entered as the result of the inventory count. The difference between the physical quantity and the book quantity. If the physical quantity is greater than the book quantity, the variance will be a positive number. If the physical quantity is less than the book quantity, the variance will be a negative number. Product Digest 175

186 Sage BusinessWorks Modules Physical Inventory Worksheet The Physical Inventory Worksheet is provided as a tool to assist you in taking a physical count of your inventory. It lists the part number, description, unit of measure, location, and book quantity, and provides space to write in the actual count of each part. You can print one by clicking Physical Inventory > Worksheet on the Inventory Control Transactions menu. The current on-hand quantity of the part according to the Inventory Control module. You can optionally omit the book quantity when you print worksheets. This prevents inventory takers from knowing the expected value of the inventory, possibly prejudicing the outcome of the count. This column provides space for you to write in the actual quantity for each part as you perform the physical inventory count. You use this information when you record the results of the inventory. 176 Sage BusinessWorks

187 Inventory Control Price List The Price List shows the price schedules for each part, by pricing level and by quantity range. Print this for your sales representatives regularly. You can access this list on the Inventory Control Parts menu. These five columns show the prices for your active price levels for each quantity range. The price level descriptions are set up in Maintain I/C Parameters. Product Digest 177

188 Sage BusinessWorks Modules Product Line List The Product Line List displays information for each of your product lines. Use this list to verify that product line information was entered correctly or any time you need a list of product lines. You can access this list on the Inventory Control Utilities menu. BikeWorks International Product Line List Lines ACCESSRY to FOREIGN Page 1 ProdLine Description General Information ACCESSRY Accessories Allow discounts: Yes Method: Margin Inventory item: Yes Allow back orders: Yes Rounding: Penny Unit of measure: each Taxable item: Yes Adjust: 0.00 Fractional qty: No UPS shippable: Yes Quantity Range From: Pricing To: Not Used 1. A % % % % 2. B % % % % 3. C % % % % 4. D % % % % Posting Accounts Acct Description Cost of goods sold COGS, Bicycles, Domestic Inventory Inventory Inventory purchase receiving Inventory Purchase Receiving Inventory purchase price variance Inventory Adjustments Inventory adjustments Inventory Adjustments Sales account - undefined - FOREIGN Foreign Bicycle Allow discounts: Yes Method: Margin Inventory item: Yes Allow back orders: Yes Rounding: Dollar Unit of measure: each Taxable item: Yes Adjust: 0.00 Fractional qty: No UPS shippable: Yes Quantity Range From: 0 Pricing To: Not Used Not Used Not Used Not Used 1. A % 2. B % 3. C % Posting Accounts Acct Description Cost of goods sold COGS, Bicycles, Foreign Inventory Inventory Inventory purchase receiving Inventory Purchase Receiving Inventory purchase price variance COGS, Bicycles, Foreign Inventory adjustments COGS, Bicycles, Foreign Sales account - undefined Sage BusinessWorks

189 Inventory Control Sales Promotions List The Sales Promotions List displays information for each sales promotion defined in the Maintain Sales Promotions window on the Inventory Control Utilities menu. You can print this report when you update sales promotion information. Product Digest 179

190 Sage BusinessWorks Modules Serialized Inventory Reports The Serialized Inventory Reports display detail for one of four serialized part statuses: on hand, receipts, issues, or returns. The sample shown here is for on-hand inventory. 180 Sage BusinessWorks

191 Inventory Control Stock Status Report The Stock Status Report displays the quantities on hand and on order, the unit cost, and the stock value based on the unit cost. This information is useful in studying the value of your inventory. This column lists the following quantities in this order: On hand, on order (from Maintain Parts), committed (sales order), and back ordered. This is the inventory value based on unit cost. If you are using LIFO or FIFO, the stock value (which is accurate) may not equal the unit cost shown times the on-hand quantity because the unit cost figure may have been rounded. The total stock value of your inventory. This figure should match the Inventory account balance in the general ledger. Product Digest 181

192 Sage BusinessWorks Modules Subassembly Detail Report The Subassembly Detail Report, shown below, provides detailed information for each component used to build a subassembly, including a description, the quantity needed, the quantity you have on hand, the quantity you are short, and estimated costs. You can print this report by clicking Detail Report in the Preview and Build Subassemblies window (accessed by clicking Subassemblies > Preview/Build on the Transactions menu). 182 Sage BusinessWorks

193 Inventory Control Subassembly List The Subassembly List identifies components used to build each subassembly. You can access this list on the Inventory Control Parts menu. The assembled part number with the components' part numbers listed underneath. The required number of components per subassembly. This cost information is based on the current average cost for the component part regardless of costing method. For LIFO or FIFO, the cost that actually posted when you built a subassembly may differ from the cost shown here. Product Digest 183

194 Sage BusinessWorks Modules Substitute Parts List The Substitute Parts List displays the parts designated in the Maintain Parts window as substitutes for each part. The location of the substitutes and the unit cost for each is also listed. 184 Sage BusinessWorks

195 Inventory Control Transaction Detail Report The Transaction Detail Report lists all transactions for the specified report period: today, a specific month, a specific date range, or all transactions on file. Unlike the Transaction Registers, this report is sorted by part number and lists all transactions: receipts, issues, adjustments, returns, and transfers. Type of transaction: Issue (Iss), Receipt (Rec), Adjustment (Adj), Receipt Adjustment (RAdj), or Return (Ret). The quantity for each transaction; negative quantities (issues and adjustments) reduce the on-hand quantity. The unit cost to inventory for each transaction. BikeWorks International Transaction Detail Report Parts 1001 to 1005 June 2004 transactions Page 1 The total cost to inventory for each transaction. Unit Extended Part Number Description / Transaction Date Quantity Cost Cost inch bicycle, boy's Rec: Initial on-hand qty 06/ Rec: PO Number: / Iss: Invoice: / Ret: Return - Inv# / inch bicycle, girl's Rec: Initial on-hand qty 06/ Rec: PO Number: / Rec: PO Number: / inch bicycle, boy's Rec: Initial on-hand qty 06/ Iss: Invoice: / inch racing bicycle Rec: PO Number: / Iss: Invoice: / inch racing bicycle Iss: Invoice: / Iss: Invoice: / Report Total Product Digest 185

196 Sage BusinessWorks Modules Transaction Register, Adjustments The Adjustments Transaction Register displays quantity adjustment detail in date order. You can list transactions of the specified type for today, a specific month, all transactions, or for a specific date range. You can list transactions for today, for a specific month, for all transactions, or for a specific date range. 186 Sage BusinessWorks

197 Inventory Control Transaction Register, Issues The Issues Transaction Register displays issue detail in date order. You can list transactions of the specified type for today, a specific month, all transactions, or for a specific date range. You can list transactions for today, for a specific month, for all transactions, or for a specific date range. Transaction Register, Receipts The Receipts Transaction Register displays detail for receipts in date order. You can list transactions of the specified type for today, a specific month, all transactions, or for a specific date range. The sample shown below is for receipts for June. Product Digest 187

198 Sage BusinessWorks Modules Transaction Register, Returns The Returns Transaction Register displays detail for receipts, issues, returns, adjustments, receipt adjustments, or transfers. You can list transactions of the specified type for today, a specific month, all transactions, or for a specific date range. Transactions are listed in date order. The Returns Transaction Register shows the detail of vendor returns. You can list transactions for today, for a specific month, for all transactions, or for a specific date range. Transaction Register, Transfers The Transfers Transaction Register displays detail of part transfer between warehouses in date order. You can list transactions of the specified type for today, a specific month, all transactions, or for a specific date range. The report includes the part numbers, quantity, and date of the transfer. 188 Sage BusinessWorks

199 Inventory Control Transaction Summary The Transaction Summary Report summarizes your inventory transactions for the number of months you selected to keep transaction detail in Maintain I/C Parameters. It totals all receipts, issues, adjustments, returns, and transfers for each month and lists a net figure. Product Digest 189

200 Sage BusinessWorks Modules Vendor Supply List The Vendor Supply List lists the vendors you identify as your suppliers for each part in Maintain Parts. You can access this list on the Inventory Control Parts menu. The part description with the vendor descriptions and vendor s part number underneath. The vendor level: 1=primary, 2=second, 3=third. The part number with the product line and vendor names listed underneath. The lowest cost you have paid on this part from this vendor and the most recent cost. 190 Sage BusinessWorks

201 Inventory Control Warehouse List The Warehouse List displays each warehouse and its description, contact, and phone numbers as you defined them in the Maintain Warehouses window. You can access this list on the Inventory Control Utilities menu. You should print this list and save it when you update warehouse information. Warehouse Stock Report The Warehouse Stock Report displays your on-hand quantity, unit cost, and stock value for each warehouse assigned to a part. Sage BusinessWorks calculates the stock value of each warehouse to a part. The Warehouse Stock Report can also print the total stock value for each warehouse and the total stock value for all the selected warehouses on the report. Product Digest 191

202 Sage BusinessWorks Modules Work Outstanding Report The Work Outstanding Report allows you to see what portion of a job is currently unfinished. This report also lets you see the estimated costs remaining to complete a job. The summary report provides totals for each phase of a job, and the detailed format, shown below, breaks out amounts for each job code. Including category totals for labor, material, subcontracting, equipment, overhead, and miscellaneous items is optional. You can nest consolidating job codes up to nine levels. This report can include only those jobs that are in progress, suspended, completed, or closed, which is helpful if you don't want to see all jobs and would rather focus on a particular kind of job. The estimated quantity per unit of measure for this job code that remains to be charged to the phase. The average cost of each remaining job code determined by dividing the total cost by the quantity. The estimated total of charges that remains to be posted to the job code for this phase. 192 Sage BusinessWorks

203 Purchase Order Features Section 3: Sa ge BusinessWor ks Modules Purchase Order Features (provided through the Inventory Control module) Managing inventory cycles and maintaining adequate stock levels can be a complex process without the right management tools. When used with the Accounts Payable module, Inventory Control contains extensive purchase order features designed to help you maintain accurate inventory records and streamline your purchasing processes. Built to save you time and ensure that you never run out of key items, purchase orders can be automatically generated when your on-hand quantity falls below a specified minimum level. Numerous reports are available to help you make informed purchasing decisions including an Order Recommendation Report. Receipt of goods will automatically adjust inventory quantities, producing a Back Order Fill Report that can be printed in Order Entry, and aiding you in making informed sales order fulfillment decisions. Furthermore, purchase order receipts can optionally produce an Accounts Payable invoice to save data entry time and increase invoicing accuracy. Sage BusinessWorks offers proven features that help you gain a competitive edge. By taking advantage of the Purchase Order features, you'll always know what items are in high demand and the proper order quantity needed to satisfy your customers without tying up your cash flow on seasonal or low performing items. Overview of Features & Benefits General Features Tracks purchase orders from entry to fulfillment, providing a complete detailed history for better purchasing decisions. Maintains purchase order history, including ordered and received items, while automatically updating Inventory Control for precise inventory tracking. Allows you to add comments and nonstock items to purchase orders, providing better communication with your vendor and facilitating more accurate purchase order receipts. Allows you to create new purchase orders by copying a purchase order for a similar order for the same vendor or a different vendor. Allows you to edit open purchase orders, cancel line items, and reprint the order to accommodate your purchasing needs. The Purchase Order Inquiry task (on the Inventory Control Purchasing menu) displays the current status of the selected purchase order. It includes the vendor, the items included on the order, the cost of each item, and more. Permits you to cancel or delete specific line items of a purchase order while leaving the rest of the purchase order intact. Ensures that you always have enough stock on hand to satisfy your customers' needs without overstocking. Purchase orders can be automatically generated for the primary vendor based on order points you define. Accounts Payable vendors and inventory parts can be added on the fly during purchase order entry to save time. Product Digest 193

204 Sage BusinessWorks Modules Easily accommodates purchase order returns and the cost adjustment of items already received into inventory. Processes zero cost purchase orders to accommodate internal requisition of inventory items. Allows you to customize purchase order forms to meet your needs. Sage BusinessWorks can even simultaneously maintain various different purchase order styles to accommodate the needs of your larger vendors. You can print the vendor's part number on the purchase order for more accurate inventory fulfillment. Tracks as much or as little purchase order information as desired. Maintain Purchase Order can be customized to exclude certain fields you may not use, expediting data entry. Records and tracks purchase orders by warehouse or location, providing more detailed records. Ensures timely delivery of key inventory items and reduces postage and forms costs by sending purchase orders using . Allows you to avoid running lengthy reports when you need specific information about a particular purchase order. Purchase Order Inquiry provides a wealth of information about the purchase order and is particularly useful when following up on the status of a purchase order with your vendor. Purchase Order Inquiry can even display a picture of the part being ordered. Performs vendor inquiries and part inquiries on the fly during purchase order entry. This convenient feature is especially helpful when negotiating a price with your vendor. Allows comments and non-stock items to be added to purchase orders, providing better communication with your vendor and facilitating more accurate purchase order receipts. Automatically accesses vendor information in the Accounts Payable module, so you can use information you already have on file. In addition, the module lets you add new vendors on the fly so you can avoid entering the same information twice. Purchase Order Receipts Accommodates partial shipments during purchase order receipts. Items not received can be left open or can be cancelled on the fly. Corrects data entry errors by allowing the line item cost of an item to be overridden during purchase order receipt. Saves time and increases invoice accuracy by automatically posting Accounts Payable invoices when purchase orders are received. Records notes for a vendor on the fly during purchase order entry. Reporting Capabilities Keeps you informed by providing various reports concerning the status of a purchase order. Allows you to make informed purchasing decisions without overstocking slow moving items with the Order Recommendation Report. Displays your profit margin for each item and purchase order information for your vendors on various inventory management reports. Aids you in creating straightforward reports with an intuitive, wizard driven Custom Reports option that is automatically available with the Inventory Control module. Additional report writing tools are available for more complex reporting needs. Saves valuable time by allowing user-defined Report Groups to be set up to batch print a group of reports. 194 Sage BusinessWorks

205 Purchase Order Features Inventory Control Module Packaged to provide your business the maximum amount of features at an affordable price, Purchase Order is automatically included with the Inventory Control module at no additional charge. For more information on how the Inventory Control module can help your business operate more smoothly, review the Inventory Control section that begins on page 153. Specifications (Maximum Limit) Number of characters (alphanumeric) in part number 20 Number of predefined vendors assigned per part 3 Decimal places in part quantities 3 Decimal places for costs 4 Number of purchase orders virtually unlimited 1 Number of characters in purchase order number 15 Number of characters in purchase order description 30 Number of lines on purchase order virtually unlimited 1 Number of months to keep history 60 Number of characters in manufacturer's part number 20 1 This number is limited only by disk space. Sample Reports This section contains samples of the following reports and lists produced by the Inventory Control & Purchasing module. Each sample presents a description of its use, an explanation of important features, and general layout and content.* Inventory Low Stock Report (page 196) Inventory Overstock Report (page 197) Inventory Performance Report (page 198) On Order Report (page 199) Order Recommendation Report (page 200) Purchase Order (Preprinted Form) (page 201) Purchase Order Reconciliation Report (pages ) Purchase Order Report, Closed (page 204) Purchase Order Report, Open (page 205) Purchase Order Report, Past Due (page 206) Serialized Inventory Receipts Report (page 207) Transaction Registers (page 208) *The purpose of these sample reports is to give you an idea of the type of information they will contain and how they will look. These sample reports were produced using data from a fictitious company, BikeWorks International. Because the data is not from a real company, you may sometimes find that it is not accurate nor in balance. Product Digest 195

206 Sage BusinessWorks Modules Inventory Low Stock Report Use this report to determine which items you need to order in the near future. Parts are included in the Inventory Low Stock Report if the on-hand quantity (On Hand/On Order column) is less than the minimum balance or the order point (Order Pt/Min Bal column) is less than or equal to the on-hand quantity. You may want to produce this report, along with the Order Recommendations Report, to see if there are additional items you need to order. Unlike the Order Recommendations Report, the Inventory Low Stock Report does not take on-order quantities into account when determining which parts to list but it does list the quantities on order, if any. The on-hand quantity is listed first followed by the units on order. The quantity at which an order is recommended is listed first and beneath that is the least amount of this part you want on hand. The number of units on hand less any committed to customers or back ordered plus any on order with vendors, that is: On Hand - Committed + On Order with Vendors The unit cost is listed first followed by the stock value, which is the unit cost times the available quantity. Shows the total stock value for the available quantity of the parts listed. 196 Sage BusinessWorks

207 Purchase Order Features Inventory Overstock Report The Overstock Report lists all parts that are currently stocked at a level greater than the specified maximum stocking level. This report is useful in examining the effectiveness of your purchasing system. Listed first is the quantity available, that is, the quantity on hand less the number of this part already committed or back ordered plus any on order with vendors, or: On Hand - Committed + On Order with Vendors Beneath that is the maximum stocking level you specified in the Maintain Parts window on the Parts menu. The quantity on hand for the part followed by the quantity currently on order. The amount overstocked, which is the difference between the available quantity and maximum balance. Sage BusinessWorks first lists the unit cost and then the overage value, which is the cost of the extra parts. This is the cost times the amount overstocked. This is the total amount of dollars spent on overstocked parts. Product Digest 197

208 Sage BusinessWorks Modules Inventory Performance Report The Inventory Performance Report provides important information about the performance and turnover of each part. Sage BusinessWorks lists month-to-date, year-to-date, and prior year information for each receipt, issue, adjustment, return, sale, cost of goods sold, margin amount, margin percentage, and average price. The margin amount is calculated by subtracting the cost of goods sold from the sales. The margin percentage is calculated as follows: Margin% = (Sales - Cost of Goods Sold) Sales x 100% The average price is calculated by dividing the sales dollars by the number of issues (sales). The information in this column can help you to evaluate the effectiveness of your inventory. The average on-hand quantity is determined by adding the current quantity to the quantity on-hand at the beginning of the year and dividing by two. Sage BusinessWorks uses the year-to-date issues amount to estimate the annualized issues figure, which is the sales you will have at the end of the year if you continue at the present rate. The annualized figure is then divided by the quantity on hand and the result is the number of inventory turns per year for that part. The number of days per turnover is also shown. 198 Sage BusinessWorks

209 Purchase Order Features On Order Report The On Order Report shows parts on order that have not been received. This report shows how much money you need to pay for the items you have on order. You can access this report on the Inventory Control Purchasing menu. The quantity still on order. The date the order was, or is, due. The date the purchase order was entered. BikeWorks International On Order Report The cost of the part the last time it was received. This cost is calculated by multiplying the cost entered on the Page order 1 by the order quantity. Part Number/ Purchase Order/ Order Required Order Vend/Cust ID Sales Order Date Date Quantity Last Cost Order Cost inch bicycle, boy's GATEWAY /01/ GATEWAY /01/04 07/01/ inch bicycle, girl's GATEWAY /01/ GATEWAY /01/04 07/01/ This line shows the customer ID and sales order number if this purchase order was created from a sales order inch bicycle, boy's GATEWAY /01/04 07/01/ inch racing bicycle GATEWAY /01/ Tire, 26 inch JAMES /15/04 06/29/ GOLDEN 4 JAMES /01/ Tire, 20 inch JAMES /01/ FRAME, SP Custom racing frame METFAB /01/04 06/05/ METFAB /01/04 05/01/ , HP-26 Racing handlebars US /01/04 06/01/ SHORTS-BLUE Blue cycling shorts REMY /01/04 06/15/ SHORTS-RED Red cycling shorts REMY /01/04 06/15/ SR-26 Racing saddle US /01/04 06/01/ Report Total 2, The amount of cash needed to pay for all items on order. Product Digest 199

210 Sage BusinessWorks Modules Order Recommendation Report The Order Recommendation Report lists all parts whose on-hand quantity plus on-order quantity total is less than the order point entered in Maintain Parts. Print this report regularly to help you place orders. We recommend that you produce this report before you issue purchase orders. You can access this report on the Inventory Control Purchasing menu. The greater of either: Order Point - Available - On Order Or The minimum order for the part's primary vendor. (To define this amount, select the part in Maintain Parts and click Vendor. Then, select Primary and enter the amount at the Minimum field.) The minimum quantity you want on hand, followed by the current available quantity (on-hand quantity minus quantities committed and quantities back ordered). The amount you paid for the part the last time you purchased it, and underneath that is the total value of the order, which is the last cost multiplied by the quantity required. The most economical order quantity for the part followed by the quantity at which you want to be reminded to make an order (zero is not recognized). You enter these quantities in the Maintain Parts / Quantities window. This is an estimate of the amount you will need to pay if you placed orders for all the recommended items. 200 Sage BusinessWorks

211 Purchase Order Features Purchase Order (Preprinted Form) If you use the correct type of preprinted form, your purchase orders will appear similar to the example below. You can see in this example, that the form itself explains most of the items listed. With Sage BusinessWorks, you can control how the purchase order prints using Maintain P.O. Preferences on the Inventory Control Utilities menu. Plain paper forms are very similar to the preprinted forms. You can print purchase orders from Maintain Purchase Orders available on the Inventory Control Purchasing menu. Purchase orders can be sent using to sales contacts who are set up in Accounts Receivable. BikeWorks International 2120 Bicycle Products Div Golden Gate Drive REMY San Francisco, CA Remy Clothing Co. BikeWorks International 1300 Market St. Bicycle Products Div. San Francisco, CA Golden Gate Drive San Francisco, CA /21/04 Courier Origin Net 30 WPA Prepaid ASAP Rosie Y 24 SHORTS-BLUE Blue cycling shorts * 24 SHORTS-RED Red cycling shorts * 48 T-SHIRT BikeWorks Custom T-Shirt * The last line on the sample is a comment. Taxable item * Product Digest 201

212 Sage BusinessWorks Modules Purchase Order Reconciliation Report The Purchase Order Reconciliation Report lists all inventory control and accounts payable transactions that relate to each purchase order. Print this report to reconcile inventory purchase orders to accounts payable invoices. You can access this report on the Inventory Control Purchasing menu. You can generate this report in summary or in detail. Below is a summary report. The purchase order numbers. These lines show the transactions that relate to the purchase order. 202 Sage BusinessWorks

213 Purchase Order Features Purchase Order Reconciliation Report (Cont.) The detailed report provides general ledger account information for each transaction, in addition to the information found on the summary report. Below is a detailed report. The detailed report shows the general ledger account numbers and descriptions for each transaction. Product Digest 203

214 Sage BusinessWorks Modules Purchase Order Report, Closed The Closed Purchase Order Report lists all purchase orders whose items have been received or cancelled. You can access this report by selecting Purchase Order Reports > Closed on the Inventory Control Purchasing menu. The date the final item on the purchase order was received and, underneath that, the date the order was closed. The total original amount of the purchase order based on the unit cost of each ordered item and, underneath that, the amount of the order received. BikeWorks International Closed Purchase Order Report Sorted by Vendor ID June 2010 purchase orders Page 1 Purchase Last Rec Orig. Amount Order Closed Vendor/Customer Remarks/Terms/SO # Recvd Amount *** Vendor ID: GATEWAY *** These lines show the detail of the purchase order. Each ordered item is listed, along with the original order quantity, the quantity received, the unit cost of the part, and its received value. If the part is drop shipped, the address from the sales order is used as the ship-to address. If the part is not drop shipped, the warehouse address is used. This line shows the customer information and sales order number if this purchase order was created from a sales order /10/10 GATEWAY /10/10 Gateway Manufacturing STORE 1 San Francisco Store Part Number / Description Order Qty Recvd Qty Unit Cost Recvd Value inch racing bicycle inch bicycle, girl's inch bicycle, boy's Received Amount /25/10 GATEWAY confirm via /25/10 Gateway Manufacturing STORE 1 San Francisco Store Part Number / Description Order Qty Recvd Qty Unit Cost Recvd Value inch bicycle, girl's *** Vendor ID: JAMES *** Received Amount Vendor ID Total /10/10 JAMES 7.90 ** Drop Ship ** 06/10/10 James Hardware STORE 1 San Francisco Store GOLDEN Sales order: 4 ** Ship to ** Golden Gate Rentals 8812 Haight St. San Francisco, CA The total dollar amount of items received for this purchase order. 204 Sage BusinessWorks

215 Purchase Order Features Purchase Order Report, Open The Open Purchase Order Report lists all open purchase orders. An open purchase order is one whose items have not been received. You can access this report by selecting Purchase Order Reports > Open on the Inventory Control Purchasing menu. The date the purchase order was entered and, underneath that, the date the items are due. The total original amount of the purchase order (inventory and noninventory items only) based on the last unit cost of each ordered item and, underneath that, the amount of the order still not received. If the part is drop shipped, the address from the sales order is used as the ship-to address. If the part is not drop shipped, the warehouse address is used. Jun 10, 2010 BikeWorks International Page 2 4:16 pm Open Purchase Order Report Sorted by Vendor ID Purchase Ordered Orig. Amount Order Required Vendor/Customer Remarks/Terms/SO # Open Amount /10/10 GATEWAY ** Drop Ship ** ASAP Gateway Manufacturing %-10 / Net 30 STORE 1 San Francisco Store GOLDEN Sales order: 10 ** Ship to ** Golden Gate Rentals 8812 Haight St. San Francisco, CA This line shows the customer information and sales order number if this purchase order was created from a sales order. Part Number / Description Order Qty Open Qty Unit Cost Open Value inch bicycle, boy's Open Amount Vendor ID Total *** Vendor ID: JAMES *** These lines show the detail of the purchase order. Each ordered item is listed, along with the original order quantity, the quantity still open, the unit cost of the part, and its open value /01/10 JAMES ASAP James Hardware 7. Net 10 STORE 1 San Francisco Store Part Number / Description Order Qty Open Qty Unit Cost Open Value Tire, 26 inch Tire, 20 inch Open Amount Vendor ID Total The total dollar amount of items on this purchase order not yet received. Product Digest 205

216 Sage BusinessWorks Modules Purchase Order Report, Past Due The Past Due Purchase Order Report lists purchase orders that are past due, that is, those whose due date is before today's date. It lists much of the same information as the Open Purchase Order Report (page 205) along with the number of days overdue. This allows you to contact the listed vendors and find out the reason for the delay. If a vendor is repeatedly late, revise the lead time you entered in the Maintain Parts window. You can access this report by selecting Purchase Order Reports > Past Due on the Inventory Control Purchasing menu. The date the purchase order was entered and, underneath that, the date the items were due. In addition to remarks, indicates the number of calendar days past due. The number of days from the due date to the posting date is calculated. The total amount of the line item and the amount not received. BikeWorks International Past Due Purchase Order Report Sorted by Vendor ID Page 1 Purchase Ordered Orig. Amount Order Required Vendor/Customer Remarks/Terms/SO # Open Amount These lines show the detail of the purchase order. Each ordered item is listed, along with the original order quantity, the quantity still open, the unit cost of the part, and its open value. If the part is drop shipped, the address from the sales order is used as the ship-to address. If the part is not drop shipped, the warehouse address is used. This line shows the customer information and sales order number if this purchase order was created from a sales order. *** Vendor ID: GATEWAY *** /01/10 GATEWAY confirmation ** Drop Ship ** 06/07/10 Gateway Manufacturing 3 days overdue STORE 1 San Francisco Store ** Ship to ** Bike Works International 1278 Golden Gate Drive San Francisco, CA Part Number / Description Order Qty Open Qty Unit Cost Open Value inch bicycle, boy's inch bicycle, girl's inch racing bicycle Open Amount /02/10 GATEWAY ** Drop Ship ** 06/07/10 Gateway Manufacturing 3 days overdue STORE 1 San Francisco Store GOLDEN Sales order: 10 ** Ship to ** Golden Gate Rentals 8812 Haight St. San Francisco, CA Part Number / Description Order Qty Open Qty Unit Cost Open Value inch bicycle, boy's Open Amount Vendor ID Total The total dollar amount of all line items not yet received for this purchase order. 206 Sage BusinessWorks

217 Purchase Order Features Serialized Inventory Receipts Report The Serialized Inventory Receipts Report shows parts received into inventory with their corresponding serial numbers. The information in this report is useful for tracking serial number information. The sample below is for all receipts and includes vendors, part descriptions, purchase order numbers, and warehouse information. Product Digest 207

218 Sage BusinessWorks Modules Transaction Register, Receipts The Receipts Transaction Register displays detail for receipts in date order. You can list transactions of the specified type for today, a specific month, all transactions, or for a specific date range. The sample shown below is for receipts for June. Transaction Register, Receipt Adjustments The Receipt Adjustments Transaction Register displays receipt adjustment detail in date order. You can list transactions of the specified type for today, a specific month, all transactions, or for a specific date range. You can list transactions for today, for a specific month, for all transactions, or for a specific date range. The date and number of units and the cost per unit of the actual (updated) receipt. This receipt reflects the latest information received from your vendor. The date and number of units and the cost per unit of the original receipt. The quantity of the units that were issued prior to posting the receipt adjustment. The change in inventory value based on the original cost, the new cost, and the number of units still remaining in inventory. (If the cost is changed on a part that has been issued, Sage BusinessWorks adjusts cost of goods sold rather than inventory.) 208 Sage BusinessWorks

219 Order Entry Section 3: Sage BusinessWorks Modules Order Entry With the Order Entry module, your company's sales staff can easily access a variety of useful customer information, including past purchase histories, shipping addresses, credit card information, and much more. In addition, the Order Entry module can be set up to alert your sales staff when a credit limit has been exceeded. A hold can then be put on the order, until the customer's standing with your organization improves. All this while processing quotes, sales orders, and invoices! The Order Entry module can increase sales efficiency and, in turn, lead to greater profitability. When you integrate Order Entry with the Inventory Control module, Sage BusinessWorks becomes a complete distribution solution. Your staff can view the status of parts, including the on-hand, on-order, and committed quantities. With all this information at their fingertips, your sales force can close deals more effectively leading to increased profitability. In addition, if there is not a sufficient quantity on hand, the software recommends a substitute. It even displays a picture of the part or item for improved order accuracy. Integrate Order Entry with the Inventory Control module and boost your sales performance. Note: The Accounts Receivable module is required when using Order Entry, and the Inventory Control module is strongly recommended. Overview of Features & Benefits General Features Allows you to easily add new customers and parts on the fly during quote, sales order, and invoice entry. Provides a Gross Profit Report that can be based on paid invoices and used as a commissions report. Quickly locates customers, parts, product lines, and kits with flexible search features, increasing sales efficiency. Sorts reports by customer, part, Enter a new customer ID in Maintain Quotes and Sage product line, or sales order number. BusinessWorks adds the new customer. Afterwards, Sage BusinessWorks automatically takes you back to Maintain Saves data entry time by allowing Quotes to finish recording this new customer's quote. you to import ship-to addresses from a text file. Allows you to assign sales tax IDs for a customer's ship-to address. Maintenance Features Allows you to easily look up a customer's part purchase history while entering quotes, sales orders, and invoices. Alerts you when a customer credit limit has been exceeded. Furthermore, the Order Entry module allows sales orders to be placed automatically on hold so you can immediately stop further shipments while the customer improves his standing with you. Tracks sales by customer, part, product line, and sales representative. Maintains a template of parts, labor, and comments that normally appear together on a quote, sales order, or invoice. Provides instant inquiry for customers, parts, quotes, sales orders, and invoices. Processing Features Generates quotes for customers and tracks the probability of success for the quote. Product Digest 209

220 Sage BusinessWorks Modules Quotes, sales orders, and invoices can be copied from another customer for rapid data entry, saving you time and effort. Converts quotes to sales orders or invoices, and sales orders to invoices instantly. Invoices can be created independently or converted directly from a sales order. Provides online or batch printing of quotes, sales orders, and invoices. Prints invoices without the prices or with extended prices so they can be used as packing lists. Prints pick tickets and packing lists to help your staff quickly and easily assemble and ship the orders you have entered. Handles modifications of ship-to addresses while entering quotes, sales orders, and invoices so ship-to addresses are always up to date. Recommends substitutions for out-ofstock items and allows you to easily select substitute parts while processing quotes, orders, and invoice. This means your shipments will not have to wait when a part is unavailable. Allows you to override calculated sales tax amounts during quote, order, or invoice entry. Allows comments, miscellaneous charges, and labor charges to appear on quotes, sales orders, and invoices. Allows you to enter up to three lines of brief description plus a long description for each line item. Accepts payments and deposits at the time of sales order or invoice entry. Allows prepaid sales orders. Can automatically select sales orders to be invoiced by release date, saving you valuable time. When setting up a part, assign another part to act as its substitute when stock is unavailable. You do not have to waste time checking to see how much stock is on hand before you enter an order. Sage BusinessWorks automatically does that for you and prompts you to use the substitute part instead. Allows partial shipment of sales orders so you can begin invoicing customers at the earliest opportunity. Processes returns to inventory and returns damaged merchandise without returning them to inventory. Saves money by reducing postage expense and minimizes the need for preprinted forms by sending forms using . Shortens sales cycles and closes more business. Allows you to present your quote to a prospect while the lead is hot! Increases revenue you can quickly collect receivables by submitting your invoice directly to the Accounting Department in a matter of seconds. Easily transfers quotes and orders between two disconnected Sage BusinessWorks sites, such as a laptop user in the field and the main office. Saves time, shortens your sales cycle, and improves your bottom line by using remote salespeople to export orders and quotes from Sage BusinessWorks and then sending the export file by to the main office for importing. This feature can also be used to import orders from a third-party application. 210 Sage BusinessWorks

221 Order Entry Specifications (Maximum Limit) Number of total quotes per customer 3,000 1 Number of total orders per customer 6,000 2 Number of total invoices per customer 12,000 3 Number of total kits 50,000 Number of line items in a kit virtually unlimited 4 Number of ship-to addresses per customer 500 Number of line items per quote, order, or invoice virtually unlimited 4 Number of unique sales accounts per quote, order, or invoice 999 Number of sales taxes per quote, order, or invoice 3 Number of characters in invoice description 20 Amount per quote, order, or invoice $9,999, Number of months to keep detail 60 1 This number represents the total number of all quotes, not only open quotes. 2 This number represents the total number of all orders, not only open orders. 3 This number represents the total number of all invoices, not only open invoices. 4 This number is limited only by disk space. Product Digest 211

222 Sage BusinessWorks Modules Sample Reports This section contains samples of the following Order Entry reports and lists. Each sample presents a description of its use, an explanation of important features, and general layout and content.* Back Order Fill Report (page 213) Back Order Report (page 214) Business Graphics Reports (page 215) Credit Memo (page 216) Flash Report (pages ) Gross Profit Report (page 220) Invoice Detail Report (page 221) Invoice (Plain Paper) (page 222) Invoice (Preprinted Form) (page 223) Kit Orders List (page 224) On Order Report (page 225) Order Reports (pages ) Order Selection Report (page 228) Packing List (page 229) Part Back Order Report (page 230) Part Sales by Customer (page 231) Pick Ticket (page 232) Quote (Plain Paper) (page 233) Quote (Preprinted Form) (page 234) Quote Reports (pages ) Return Reports, Invoice (page 239) Return Reports, Part (page 240) Sales Analysis Report (page 241) Sales Order (Plain Paper) (page 242) Sales Order (Preprinted Form) (page 243) Sales Order Reports (pages ) Ship To Address List (page 249) *The purpose of these sample reports is to give you an idea of the type of information they will contain and how they will look. These sample reports were produced using data from a fictitious company, BikeWorks International. Because the data is not from a real company, you may sometimes find that it is not accurate nor in balance. 212 Sage BusinessWorks

223 Order Entry Back Order Fill Report The Back Order Fill Report displays which orders containing backordered parts can now be filled due to the receipt of parts into inventory. Below are two Back Order Fill Reports. The first Back Order Fill Report is sorted by sales order number. The second Back Order Fill Report is sorted by part number. The quantity of the item now available. The quantity of the item originally ordered. The quantity of the item now backordered. The quantity of the item currently on hand. The quantity of the item committed to new orders. The quantity of the item now backordered. The number of the sales order on which this part was backordered. The quantity of the item on order with your company s vendors. The quantity of the item on hand minus quantities backordered. Product Digest 213

224 Sage BusinessWorks Modules Back Order Report The Back Order Report displays open orders with backordered parts. You can generate reports based on customer ID or order number. The date the order was entered. The date the order must be received. The quantity of the item still backordered. 214 Sage BusinessWorks

225 Order Entry Business Graphics Reports Business Graphics presents data similar to the Flash Reports in graphical format. You can view these reports in a variety of chart formats, including area, bar, line, and pie charts. Each chart appears in color in the Viewer. You can view and print charts for the following aspects of your Order Entry accounting: Open Orders/ Displays summarized information on open orders and projected sales. Projected Sales Customer Highlight Sales Representative Highlight Sales Order Highlight Lists up to 10 customers (and displays an aggregate of all other customers) based on Cumulative Orders. Lists up to 10 of the top Sales Representatives based on year-to-date purchases. Lists up to 10 (+ other) of the top Sales Orders based on the Largest Sales Orders. Product Digest 215

226 Sage BusinessWorks Modules Credit Memo You can print credit memos on either preprinted forms or on plain paper. In either case, Sage BusinessWorks prints the words CREDIT MEMO in a box near the top right-hand corner. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA ETC ******************************** * * * C R E D I T M E M O * * * ******************************** Bikes Et Cetera 357 Dundee Ave. Elgin, IL Credit Memo, # /21/ inch bicycle, boy s Invoice total Credit total Returned 1 bike # defective item The last line on the credit memo is a comment. The comment can explain the reason for the credit to your customer. 216 Sage BusinessWorks

227 Order Entry Flash Report Print the Order Entry Flash Report when you need a concise summary of your order activity for use. The report provides an overview of information found in other reports and is ideal for managers who often don't have time to read a lot of reports, but who have a critical need for information. This report contains a summary and a customer highlight section. The items it contains depends on the type of transactions you have processed (whether you have entered quotes and orders, processed returns, and so on). The highlight sections list the top 10 percent (up to a maximum of 20) of the customers and sales representatives for each highlight section. The number of open sales orders, sales orders on backorder, open quotes, and expired quotes. The projected sales for the current month, month-todate quotes and sales orders, and sales orders on hold are shown with the total number of quotes and sales orders and their total dollar amounts. The sales projection section shows how long your sales orders have been open, along with projected sales (the probability percentage for each quote multiplied by the quote subtotal). The customer ID, customer name, number of orders placed, and total amount of orders placed. The customer ID, customer name, number of quotes placed, and total amount of quotes placed. Product Digest 217

228 Sage BusinessWorks Modules Flash Report (cont.) The customer ID, customer name, number of returns*, and total amount* of returns. The sales rep code, sales rep name, number of orders placed, and total amount of orders placed. The sales rep code, sales rep name, number of quotes entered, and total amount of quotes entered. The sales rep code, sales rep name, number of returns*, and total amount* of returns. The sales rep code, sales rep name, and total number of orders, quotes, and returns*. * Does not include voids. 218 Sage BusinessWorks

229 Order Entry Flash Report (cont.) The sales orders from largest to smallest, including customer ID, sales rep name, order number, description, and amount. Sales orders invoiced in the current month, including the month the sales order was entered, the number of orders converted, and the total invoiced amount for these converted orders. Quotes from largest to smallest, including customer ID, sales rep name, quote number, description, and amount. Product Digest 219

230 Sage BusinessWorks Modules Gross Profit Report Print the Gross Profit Report to review sales and profit information on an invoice-by-invoice basis. This information is useful in determining which inventory items and customers are the most profitable and which sales people produce the most profit on sales. The actual unit cost of the item multiplied by the quantity. The unit price multiplied by the quantity. Price, cost, profit, and margin for the entire invoice. Price, cost, profit, and margin for the customer. The difference between the price and the cost in dollars for the invoice item. The percentage of the selling price that is profit for the invoice item. Price, cost, profit, and margin for the report. 220 Sage BusinessWorks

231 Order Entry Invoice Detail Report This report displays detailed information about the invoices from a specified period. The date invoiced. The date the sales order was entered. The sales representative for this order/invoice. BikeWorks International Order Entry Invoice Detail Report Customers YATES to YATES June 2004 invoices Page 1 Inv. # Customer ID Name/Invoice Description Invoice Information *** Customer ID: YATES *** 1020 YATES Yates Bike Shop Inv date: 06/25/04 Rep: 5 Ord Date: Order #: Item Description SA Qty Price Amount inch racing bicycle RB Pertinent information about this invoice, including subtotal, miscellaneous charges, discounts, freight, sales tax, invoice total, initial deposit, and net balance due. Invoice subtotal Freight charges Sales 1.000% 4.11 Sales 5.000% Invoice Total YATES Yates Bike Shop Inv date: 06/20/04 Rep: 4 Custom Bike Ord Date: 06/14/04 Order #: 15 Item Description SA Qty Price Amount CUST-26 Custom 26" bicycle Light-weight with less rolling resistance. Includes tubular repair kit with multiple orders. Invoice subtotal Sales 1.000% 8.57 Sales 5.000% The invoice totals for this customer. Invoice Total Total for YATES Report Total The total dollar amount of all invoices included in the report. Product Digest 221

232 Sage BusinessWorks Modules Invoice (Plain Paper) This invoice was printed on plain paper. It includes the item titles as well as the invoice information. Some of the invoice preferences are obtained from Maintain Invoice Preferences available on the Accounts Receivable Utilities menu; therefore, certain fields may not appear on the invoice depending on how you set your invoice preferences. For more information, see Maintain Invoice Preferences in the Help system. Invoices can be sent to the finance contact using either individually or as a batch. 222 Sage BusinessWorks

233 Order Entry Invoice (Preprinted Form) If you use preprinted forms (7" and 11" standard and service format invoices are available from Sage Software), Sage BusinessWorks prints invoices similar to the one shown below. Some of the invoice preferences are obtained from Maintain Invoice Preferences available on the Accounts Receivable Utilities menu. Therefore, certain fields may not appear on the invoice depending on how you set your invoice preferences. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA Pg. 1 SHARPE BILL TO: SHIP TO: Sharpe Wheels 459 Union St. San Francisco, CA Sharpe Wheels 459 Union St. San Francisco, CA /21/04 UPS Origin 15th Net 06/21/04 Jeffrey P. Bernstein inch bicycle, girl s inch bicycle, boy s assembly Invoice subtotal Sales 1.000% 2.36 Sales 5.000% Invoice total This month only - All bicycle repairs 20% off Product Digest 223

234 Sage BusinessWorks Modules Kit Orders List The Kit Orders List displays the information on the kits you entered in the Maintain Kit Orders window on the Order Entry Utilities menu. Use this list to verify that the information was entered correctly or any time you need a list of kits. The quantity of each item contained in the kit. The unit price of each item. The sales account number to which the sale of each item will normally be posted. This field displays na if you choose not to retain sales accounts. Whether the item is normally taxable. 224 Sage BusinessWorks

235 Order Entry On Order Report The On Order Report displays current on-hand and on-order quantities for parts on open orders. It also provides a detailed listing of all sales orders that have open quantities for a particular part. The description for the part. The quantity of the item now on hand. The total ordered quantity of this part and its total value. The quantity of the item currently on order with your company s vendors. The total dollar value of all orders on the report. The key for the order amounts: H for orders currently on hold, B for items currently on backorder, and I for insufficient quantities on hand for orders. These notations appear beside each affected amount. Product Digest 225

236 Sage BusinessWorks Modules Order Reports, Sales Order Report The Sales Order Report is a Quick Report in the new report system. It contains a single row of order related information including the order #, customer ID, description, status and dates for each order. This report is customizable using the Quick Report Wizard which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Sales Order Report Order # Customer Description Status Date Req. Date Rel. Date 1 SHARPE Closed 04/03/ /03/ /03/ YATES restocking Closed 04/10/ /10/ /10/ SHARPE Needs some tires Open 04/12/ /12/ /15/ GOLDEN 2 Tires Open 04/20/ /20/ /20/ IBS Closed 04/20/ /20/ /21/ YATES Restocking Closed 04/26/ /26/ /27/ GOLDEN Boy's Bike Open 04/28/ /28/ /30/ STANS Clothing Closed 04/28/ /28/ /01/ YATES 4 bikes Closed 05/01/ /01/ /01/ GOLDEN Racing Bikes Open 06/02/ /02/ /30/ ETC Restocking Closed 05/05/ /05/ /05/ IBS Racing Bikes Open 05/08/ /08/ /14/ STANS Tires Open 05/20/ /20/ /09/ RODEBYKE Custom Bike Open 05/27/ /27/ /30/ YATES Custom Bike Open 06/14/ /14/ /14/ SHARPE Tires Open 06/20/ /20/ /30/ GOLDEN Needs New Bikes now Open 06/21/ /21/ /21/ RODEBYKE Boys Bikes Open 06/22/ /22/ /24/ ETC Racing Bikes Open 06/22/ /22/ /25/ YATES Custom Bike Open 06/22/ /22/ /30/ SHARPE Racing Shorts Open 06/22/ /22/ /30/ GOLDEN Girl's bike Open 06/22/ /22/ /30/ IBS Closed 06/08/ /14/ /14/ GOLDEN Closed 06/21/ /30/ /30/ RODEBYKE Closed 06/22/ /24/ /24/ GOLDEN Early Summer Special Closed 07/03/ /25/ /20/ YATES Summer Order Open 05/20/ /24/ /22/ SHARPE Special Closed 06/15/ /20/ /20/ IBS Custom Job Closed 07/01/ /15/ /15/2010 9/16/2009 1:47:44 PM Sales Order Report Page Sage BusinessWorks

237 Order Entry Order Reports, Sales Order Report - Master The Sales Order Report - Master is a Comprehensive Report in the new report system. It contains an extensive amount of order related information including the customer, order status, order dates and line item detail including quantities,. warehouses and prices.. The ability to drill down to the AR Customer Inquiry, OE Order Inquiry or IC Part Inquiry from the report preview screen is available by clicking the Customer ID, Order Number or Part ID. This report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Sales Order Report - Master Customer: ETC Bikes Et Cetera Clicking the customer ID, order # or part ID hyperlink will launch the appropriate inquiry task. Order No: 11 Status: Closed Description: Restocking Customer PO #: Order Date: Required Date: Release Date: 5/5/2010 5/5/2010 5/5/2010 Line Item Ordered Shipped Cancelled Warehouse Unit Price Discount Extended Price inch bicycle, boy's inch bicycle, girl's inch bicycle, boy's STORE STORE STORE Order Subtotal: Order No: 19 Status: Open Description: Racing Bikes Customer PO #: Order Date: Required Date: Release Date: 6/22/2010 6/22/2010 6/25/2010 Line Item Ordered Shipped Cancelled Warehouse Unit Price Discount Extended Price inch racing bicycle inch racing bicycle STORE STORE , Amount remaining: 1, Order No: 2272 Status: Open Description: Needs New Bikes now Customer PO #: Order Date: Required Date: Release Date: 9/14/2009 6/15/2010 6/15/2010 Line Item Ordered Shipped Cancelled Warehouse Unit Price Discount Extended Price inch bicycle, boy's FRAME, SP Custom racing frame inch bicycle, boy's SR-26 Racing saddle STORE STORE STORE STORE Sales orders with a status of Closed shows an Order Subtotal which is the total of all line items shipped on an order. Sales orders with a status of Open shows an Amount Remaining which is the remaining amount of the line items on the order Amount remaining: /16/2009 1:50:15 PM Sales Order Report - Master Page 1 Product Digest 227

238 Sage BusinessWorks Modules Order Selection Report This report can be generated after selecting orders to invoice or by using Order Selection Report. It displays which orders are currently selected for invoicing using the Select Orders to Invoice window. The date the order was selected for invoicing. The date the order was entered. The purchase order number. BikeWorks International Order Selection Report Customers ETC to ETC Page 1 Order# Customer Name/Invoice Description Invoice Information *** Customer ID: ETC *** 19 ETC Bikes Et Cetera Ord: 06/02/04 CustPO: Racing Bikes Sel: 06/21/04 Rep: 1 Pertinent information about the invoice that will be generated from the order is shown, including subtotal, miscellaneous charges, discounts, freight, sales tax, invoice total, initial deposit, and net balance due. Item Description Qty Price Amount inch racing bicycle Aluminum frame tubing with carbon fiber fork. Leather seat with carbon seat post. Free water bottle holder for each bike with multiple orders inch racing bicycle Invoice subtotal Invoice total Invoice totals for ETC Total due Report Totals Total due The sales representative for this order/invoice. Pertinent totals for this customer including invoice totals, total deposits, and total due. Pertinent totals for this report, including report totals, total deposits, and total due. 228 Sage BusinessWorks

239 Order Entry Packing List The Print Packing List produces a packing list for orders that have been selected to be invoiced. Print this list from the Order Entry Invoices menu after selecting sales orders to invoice but before posting and printing invoices. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA Packing List Customer No.: IBS Ship To: Inter. Bicycle Sales 1238 Federal Bldg. Avenue of the Americas New York, NY Bill To: Inter. Bicycle Sales 1238 Federal Bldg. Avenue of the Americas New York, NY Date Ship Via F.O.B. Terms 08/30/02 UPS Origin 3.00%- 5 / Net 30 Purchase Order Number Order Date Sales Person Our Order Number /08/00 Mildred Anthony 12 Quantity Req Shipped B.O. U/M Item Number Description Serial Number 2 2 each inch racing bicycle RB RB each inch racing bicycle RB This item appears only on packing lists that originated with an order (that is, if you chose to use an order as the starting point for an invoice in the Invoices window). Product Digest 229

240 Sage BusinessWorks Modules Part Back Order Report This report provides a detailed listing of all the backorders on file for each part. The backordered quantity for each order. The part number and its description. The total backordered quantity for a part from all orders listed. 230 Sage BusinessWorks

241 Order Entry Part Sales by Customer Report The Part Sales by Customer Report is a Comprehensive Report in the new report system. The report is grouped by Customer ID and by Parts. Under each part it lists the invoices that the part wasere invoiced on along with the quantity and price information. The ability to drill down to the AR Customer Inquiry from the report preview screen is available by clicking the Customer ID. The report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Part Sales by Customer Report ETC Bikes Et Cetera Clicking the customer ID hyperlink will launch the Customer Inquiry for that customer. Part inch bicycle, boy's inch bicycle, girl's inch bicycle, boy's LABOR - Labor Costs GOLDEN Golden Gate Rentals Part inch bicycle, boy's inch bicycle, girl's inch bicycle, boy's Tire, 24 inch IBS Inter. Bicycle Sales Part inch bicycle, boy's inch racing bicycle inch racing bicycle FRAME, SP - Custom racing frame RIM, 26" - Wheel rim, 26" SPOKE,26,SUB - Replacement 26" spoke T-SHIRT - BikeWorks Custom T-Shirt WHEEL,26-26" wheel assembly Invoice # Invoice Date Quantity Unit Price Discount Price /16/ /05/ /30/ /05/ /16/ /05/ /30/ Invoice # Invoice Date Quantity Unit Price Discount Price /15/ /20/ /15/ /30/ /20/ Invoice # Invoice Date Quantity Unit Price Discount Price /25/ /14/ /14/ /15/ /15/ /15/ /21/ /15/ /17/2009 2:01:51 PM Part Sales by Customer Report Page 1 Price is calculated by taking Unit Price less Discount. Quantity is not used in the calculation. Product Digest 231

242 Sage BusinessWorks Modules Pick Ticket The Pick Ticket helps you collect inventory parts before shipping them. Print the list with Print Pick Tickets available on the Order Entry Orders menu. The list displays which items need to be pulled, the number to pull, and allows space for you to enter the actual quantity pulled. You can sort the list by part number or bin location. The number of each item required for the order. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA Pick Ticket Customer No.: STANS Ship To: Stan's Cyclery 2356 Hawthorne Blvd. Hawthorne, CA Bill To: Stan's Cyclery 2356 Hawthorne Blvd. Hawthorne, CA Date Ship Via F.O.B. Terms 05/20/00 UPS Origin Net 10 Purchase Order Number Required Date Sales Person Our Order Number 05/20/00 Mildred Anthony 13 Quantity Item Number Description Serial Number U/M Location/Bin Req Pulled Short Write in this space the actual quantity of an item you remove from stock Tire, 26 inch each STORE 1 AISLE Tire, 24 inch each STORE 1 AISLE Tire, 20 inch each STORE 1 AISLE The unit of measure for this item. Thank You 232 Sage BusinessWorks

243 Order Entry Quote (Plain Paper) This quote on plain paper includes item titles along with the quote information. To avoid confusion, Sage BusinessWorks prints the word QUOTE near the top right-hand corner. Certain aspects of your quotes can be set using Maintain Quote Preferences. Also, because of the close relationship between quotes (and orders) and invoices, the settings in Accounts Receivable Maintain Invoice Preferences govern some quote preferences. Therefore, certain fields may not appear on the quote depending on how you set up your invoice preferences in the Accounts Receivable module. For more information, see Maintain Invoice Preferences in the Help system. Quotes can be sent to the finance contact using either individually or as a batch. Product Digest 233

244 Sage BusinessWorks Modules Quote (Preprinted Form) If you use preprinted forms available from Sage Software, Sage BusinessWorks prints quotes similar to the one shown here. Quotes do not require a specific form you can use either Sales Order or Invoice forms. To avoid confusion, Sage BusinessWorks prints the word QUOTE in a box near the top right-hand corner. Certain aspects of your quotes can be set using Maintain Quote Preferences. Also, because of the close relationship between quotes (and orders) and invoices, the settings in Accounts Receivable Maintain Invoice Preferences determine some quote preferences. Therefore, certain fields may not appear on the quote depending on how you set up your invoice preferences in the Accounts Receivable window. For more information, see Maintain Invoice Preferences in the Help system. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA ETC ******************************** * * * QUOTE * * * ******************************** 32 Pg. 1 QUOTE TO: Bikes Et Cetera 357 Dundee Ave. Elgin, IL Bikes Et Cetera 357 Dundee Ave. Elgin, IL /21/04 UPS Origin Net 30 Mark W. Harper Required 06/21/ inch racing bicycle SHORTS-BLUE Blue cycling shorts T-SHIRT BikeWorks Custom T-Shirt Shorts & T-Shirt are 50% off Quote subtotal Miscellaneous charges 5.00 Discount Freight charges Sales 5.000% Sales 1.000% Quote total We appreciate your continued patronage This quote expires on 07/22/ Sage BusinessWorks

245 Order Entry Quote Reports The Quote Report allows you to print reports on quotes that are open, ordered, or expired. You can also print a report that includes all quotes, whatever their status. A sample of the All Quotes Report is shown below. Examples of the Open Quote Report, Ordered Quote Report, and Expired Quote Report are provided on the following pages. All Quote Reports The All Quotes Report, shown here, lists all open, ordered, cancelled, and expired quotes together in one report. It also includes header information and each line item contained in each quote. The current status of each quote (Open), (Ordered), (Cancelled), or (Expired). Quote date Expiration date BikeWorks International All Quotes Report Quotes 24 to June 2004 quotes Page 1 Quote# Customer ID Name / Quote Description Quote Information *** Customer ID: GOLDEN *** 26 GOLDEN Golden Gate Rentals Qte: 06/16/04 (Expired) Exp: 07/21/04 Item Description Qty Price Amount inch bicycle, girl's Wheels with heat-treated aluminum alloy frame. Does not includes extra brake pads. 28 GOLDEN Golden Gate Rentals Qte: 06/21/04 (Expired) Exp: 07/21/04 Quote Subtotal The total of all line items in the quote. Item Description Qty Price Amount inch bicycle, boy's Double steel chainguard standard. Wheels with heat-treated aluminum alloy frame. Does not include extra brake pads. Quote Subtotal *** Customer ID: IBS *** 24 IBS Inter. Bicycle Sales Qte: 06/07/04 (Expired) Exp: 06/20/04 Item Description Qty Price Amount inch racing bicycle Aluminum frame tubing with carbon fiber fork. Leather seat with carbon seat post. Free water bottle holder for each bike with multiple orders inch racing bicycle Quote Subtotal Product Digest 235

246 Sage BusinessWorks Modules Open Quote Report This report gives detailed information about open quotes including header information and each line item contained in the quote. Quote date Required date The percentage you entered to estimate the chance of the quote becoming a sale. Expiration date The total of all line items in the quote. The probability percentage multiplied by the quote total. 236 Sage BusinessWorks

247 Order Entry Ordered Quote Report This report gives detailed information about quotes that have become orders. The date the quote became an order. The date the quote was entered. Product Digest 237

248 Sage BusinessWorks Modules Expired Quote Report This report gives detailed information about expired quotes. The date the quote was entered. The date the quote expired. 238 Sage BusinessWorks

249 Order Entry Return Reports, Invoice This report shows the invoices from which items have been returned from customers. The full name of the customer returning the merchandise, followed by detailed part information. The invoice ID on which the parts are being returned. The total amount of the returns for the customer. The total dollar amount of the returns on the report. Product Digest 239

250 Sage BusinessWorks Modules Return Reports, Part This report shows returns of parts from your customers. The part number of the item being returned, followed by its description. The invoice number of a part returned after invoicing. The total dollar amount of the returns of the part. The total dollar amount of all returns included on this report. 240 Sage BusinessWorks

251 Order Entry Sales Analysis Report Print the Sales Analysis Report to review sales performance from a part-by-part perspective. The actual unit cost multiplied by the quantity. The unit price multiplied by the quantity. The part being analyzed. The difference between the price and the cost in dollars. The invoices the part was included on, along with the cost, price, and margin information for each part. The marginal percentage difference between the price and the cost. The price and cost totals for this part. Product Digest 241

252 Sage BusinessWorks Modules Sales Order (Plain Paper) This sales order was printed on plain paper. It includes the item titles as well as the order information. To avoid confusion, Sage BusinessWorks prints the words SALES ORDER near the top right-hand corner. Certain aspects of your sales orders are set in Maintain Order Preferences. Also, because of the close relationship between orders and invoices, the settings in Accounts Receivable Maintain Invoice Preferences govern some sales order preferences. Therefore, certain fields may not appear on the sales order depending on how you set your invoice preferences in the Accounts Receivable module. 242 Sage BusinessWorks

253 Order Entry Sales Order (Preprinted Form) If you use preprinted forms (available from Sage Software), Sage BusinessWorks will print sales orders similar to the one shown below. Certain aspects of your sales orders are set in Maintain Order Preferences. Also, because of the close relationship between orders and invoices, the settings in Accounts Receivable Maintain Invoice Preferences govern some sales order preferences. Therefore, certain fields may not appear on the sales order depending on how you set your invoice preferences in the Accounts Receivable module. BikeWorks International Bicycle Products Div Golden Gate Drive San Francisco, CA SALES ORDER GOLDEN 19 Pg. 1 Golden Gate Rentals 8812 Haight St. San Francisco, CA Golden Gate Rentals 8812 Haight St. San Francisco, CA /21/04 UPS Origin Net 15th 06/21/04 Jeffrey P. Bernstein Required 06/21/ inch bicycle, boy s Order subtotal Freight charges 5.00 Sales 1.000% 0.96 Sales 5.000% Order total We appreciate your continued patronage Product Digest 243

254 Sage BusinessWorks Modules Sales Order Report Sales Order Report allows you to print reports on orders that are open, on hold, closed, or not selected for invoicing. You can also produce a report that includes all sales orders, regardless of the order status. A sample of the All Sales Orders Report is shown below. Examples of the Open, On Hold, Closed, and Not Selected for Invoicing reports are provided on the following pages. All Sales Orders Report The All Sales Orders Report, shown here, lists all orders that are open, on hold, closed, cancelled, and those on automatic hold together in one report. It also includes header information and each line item contained in each sales order. The current status of each sales order: (Open), (On hold), (Closed), (Cancelled), or (Auto hold). The number of units ordered. The date the sales order was entered. Jun 21, 2004 BikeWorks International Page 1 5:15 pm All Sales orders Report Customers GOLDEN to GOLDEN, Orders 4 to 10 All sales orders Customer/ Sales Order Information / Order# Vendor ID Customer / Vendor Name Our Purchase Order Information *** Customer ID: GOLDEN *** 4 GOLDEN Golden Gate Rentals Ord date: 04/20/04 (Open) 2 Tires Req date: 04/20/04 Drop-> JAMES James Hardware Our PO#: 2125 The date the order must be received by the customer. This line shows the vendor and purchase order information if a purchase order was created from this sales order. Item / Description Order Ship Cancel Price Amount Tire, 26 inch Light-weight with less rolling resistance. Includes tubular repair kit with multiple orders. Order Subtotal The number of units shipped. These lines show the detail of the sales order. Each ordered item is listed, along with the original order quantity, the quantity shipped, the quantity cancelled, and the unit price and extended amount of the line item. The description appears below the inventory part number. 7 GOLDEN Golden Gate Rentals Ord date: 04/28/04 (Open) Boy's Bike Req date: 04/28/04 Item / Description Order Ship Cancel Price Amount inch bicycle, boy's Double steel chainguard standard. Wheels with heat-treated aluminum alloy frame. Does not include extra brake pads. BB GOLDEN Golden Gate Rentals Ord date: 06/02/04 (Open) Racing Bikes Req date: 06/02/04 Order Subtotal Item / Description Order Ship Cancel Price Amount inch bicycle, boy's Wheels with heat-treated aluminum alloy frame. Includes extra brake pads. BB BB inch bicycle, girl's The number of units cancelled. The total of all the line items in the sales order. 244 Sage BusinessWorks

255 Order Entry Open Sales Order Report A sample of the Open Sales Order Report is shown below. The Open Sales Order Report lists all sales orders that are still open (sales orders with items that have not been shipped or invoiced). The number of units ordered. The date the sales order was entered. BikeWorks International Open Sales Order Report All sales orders Page 1 Customer/ Sales Order Information / Order# Vendor ID Customer / Vendor Name Our Purchase Order Information *** Customer ID: ETC *** 19 ETC Bikes Et Cetera Ord date: 06/20/04 Racing Bikes Req date: 06/22/04 The date the order must be received. Item / Description Order Ship Cancel Price Amount These lines show the detail of the sales order. Each ordered item is listed, along with the original order quantity, the quantity shipped, the quantity cancelled, and the unit price and extended amount of the line item inch racing bicycle RB RB inch racing bicycle RB RB RB *** Customer ID: GOLDEN *** 4 GOLDEN Golden Gate Rentals Ord date: 04/20/04 2 Tires Req date: 04/20/04 Order Subtotal Total for ETC The number of units shipped. The number of units cancelled. Drop-> JAMES James Hardware Our PO#: 2122 This line shows the vendor and purchase order information if a purchase order was created from this sales order. Item / Description Order Ship Cancel Price Amount Tire, 26 inch 7 GOLDEN Golden Gate Rentals Ord date: 04/28/04 Boy's Bike Req date: 04/28/04 Order Subtotal Item / Description Order Ship Cancel Price Amount inch bicycle, boy's BB Product Digest 245

256 Sage BusinessWorks Modules Sales Order on Hold Report The Sales Orders on Hold Report lists all sales orders now on hold. The reason given for the order being placed on hold. BikeWorks International On Hold Sales Order Report All sales orders Customer/ Sales Order Information / Order# Vendor ID Customer / Vendor Name Our Purchase Order Information *** Customer ID: GOLDEN *** 4 GOLDEN Golden Gate Rentals Ord date: 04/20/04 2 Tires Req date: 04/20/04 Reason for Hold: late payment Drop-> JAMES James Hardware Our PO#: 2125 Page 1 The date the sales order was entered. The date the order must be received. This line shows the vendor and purchase order information if a purchase order was created from this sales order. Item / Description Order Ship Cancel Price Amount Tire, 26 inch Light-weight with less rolling resistance. Includes tubular repair kit with multiple orders. Order Subtotal Total for GOLDEN Report Total The number of units cancelled. The number of units shipped. The number of units ordered. 246 Sage BusinessWorks

257 Order Entry Closed Sales Order Report The Closed Sales Order Report lists all sales orders whose items have been invoiced and, presumably, shipped. Each ordered item is listed, along with the original order quantity, the quantity shipped, the quantity cancelled, and the unit price and extended amount of the line item. The number of units ordered. The date the sales order was entered. BikeWorks International Closed Sales Order Report Orders 1 to 23 June 2004 sales orders Page 1 Customer/ Sales Order Information / Order# Vendor ID Customer / Vendor Name Our Purchase Order Information *** Customer ID: IBS *** 23 IBS Inter. Bicycle Sales Ord date: 06/08/04 Shp date: 06/14/04 Item / Description Order Ship Cancel Price Amount inch racing bicycle RB RB inch racing bicycle RB The last date an item was shipped from this order. The number of units cancelled. Order Subtotal Total for IBS *** Customer ID: YATES *** 15 YATES Yates Bike Shop Ord date: 06/14/04 Custom Bike Shp date: 06/20/04 Drop-> GATEWAY Gateway Manufacturing Our PO#: 2126 Item / Description Order Ship Cancel Price Amount CUST Custom 26" bicycle Light-weight with less rolling resistance. Includes tubular repair kit with multiple orders. Order Subtotal Total for YATES Report Total The number of units shipped. Product Digest 247

258 Sage BusinessWorks Modules Orders Not Selected to Invoice Report The Orders Not Selected to Invoice Report lists all sales orders not currently selected for invoicing using Order Selection Report. This report is useful if one or more orders could not be selected for invoicing due to insufficient inventory quantities. The report shown below is a detail report. A summary report is also available. This line shows the vendor and purchase order information if a purchase order was created from this sales order. The number of units ordered. The date the sales order was entered. BikeWorks International Not Selected Sales Order Report Customers YATES to YATES June 2004 sales orders Page 1 Customer/ Sales Order Information / Order# Vendor ID Customer / Vendor Name Our Purchase Order Information *** Customer ID: YATES *** 15 YATES Yates Bike Shop Ord date: 06/14/04 Custom Bike Req date: 06/14/04 Drop-> GATEWAY Gateway Manufacturing Our PO#: 2123 The date the order is required. Item / Description Order Ship Cancel Price Amount CUST Custom 26" bicycle 20 YATES Yates Bike Shop Ord date: 06/20/04 Custom Bike Req date: 06/22/04 Order Subtotal Item / Description Order Ship Cancel Price Amount CUST Custom 26" bicycle Each ordered item is listed, along with the original order quantity, the quantity shipped, the quantity cancelled, and the unit price and extended amount of the line item. Order Subtotal Total for YATES Report Total The number of units shipped. The number of units cancelled. 248 Sage BusinessWorks

259 Order Entry Ship To Address List The Ship To Address List shows the shipping information entered in the Maintain Ship To Addresses window. Use this list to verify that the information was entered correctly or any time you need a list of ship-to addresses. The number assigned to each shipping location. Ship To Number 1 is the customer's primary shipping location from the Accounts Receivable module. The address for each shipping location. The customer's billing address from the Accounts Receivable module. The shipping instructions for each shipping location. The description that you entered at the Description field appears only when you use a Lookup window to select a ship-to address. It allows you to quickly find each shipping location. The sales tax ID defined for each shipping location. Product Digest 249

260 Sage BusinessWorks Modules 250 Sage BusinessWorks

261 Section 3: Sage BusinessWorks Modules Payroll Payroll Preparing payroll by hand can be a tiresome and time-consuming task. By taking advantage of the power of the Payroll module, your in-house payroll tasks can be completed quickly and accurately. Add minutes to your day and hours to your week with the time-saving features of the Payroll module. At the core of the Payroll module is a database containing extensive employee information. This includes: pay rates, shifts, filing statuses, accrued vacation hours, sick hours, dates of hire, review dates, termination information, earnings totals, deductions, taxes, comments, and more. Your accounting and human resources staff can quickly access this information and compile paychecks, W-2s, and both federal and state government reports. The result is a cohesive, streamlined payroll system that frees up valuable time. Another important time-saving benefit of the Payroll module is the ease of processing payroll taxes. The Payroll module includes current tax tables for the federal government, all 50 states, and the District of Columbia. With an active ClientCare plan, you will continue to receive important tax table updates from Sage Software to help you save valuable time and ensure that your tax tables remain compliant. Overview of Features & Benefits General Features Allows global changes to multiple employee records at the same time to expedite global record updates. Maintains task codes to allocate Payroll expense to multiple general ledger accounts simultaneously. Allows instant inquiry of paychecks and the breakdown of each check for the calendar year. Tracks total dollars and hours on time card reports. Imports employee information and time card information from a text file. Uses Cash Management cash accounts to generate Payroll checks. Maintenance Features Maintains complete employee You can quickly and easily view an instant breakdown on a information, including pay rates, specific employee paycheck with the Employee Inquiry option shifts, filing statuses, accrued in Payroll. vacation hours, sick hours, dates of hire, review dates, termination information, earnings totals, deductions, taxes, comments, and more. Stores and displays images of your employees. Most standard graphic file types are supported. Allows you to pay hourly, salaried, commissioned, and piece-rate employees. Provides weekly, biweekly, semimonthly, and monthly pay cycles. Provides predefined pay types, including overtime, holiday pay, employee advances, draws, base pay, miscellaneous earnings, and more. Tracks employee compensation (comp) time. Product Digest 251

262 Sage BusinessWorks Modules Allows SUI/SDI for an employee to be in a state different than the employee's SWT state. Maintains payroll information for up to five years. Allows you to define custom employee fields. Deductions and Other Pays Supports user-defined deductions, such as pension plans, deferred compensation plans, and dependent care benefits. Allows for both employee-paid and company-paid deductions, providing maximum flexibility. Calculates workers' compensation deductions using the base hourly pay, ignoring overtime and shift differentials. Activates deductions and other pays for specific time periods, saving your payroll department valuable time. Calculates deductions, commissions, and piece rates. Provides additional pay types for employee allowances, reimbursements, and bonuses. Accumulates allocated tips as an other pay for reporting on W-2 forms. Processing Features You can set up a wide variety of deductions, including medical insurance, pension plan contributions, union dues, workers' compensation, and so on. Sage BusinessWorks calculates an employee's time card using only the deductions specifically assigned to that employee. Provides standard time cards for employees who are paid the same amount each pay period, saving valuable time. Adjusts pay if tips do not bring an employee up to the minimum wage level. Allows after-the-fact payroll recording by using handchecks. Tracks cash and charged tips for a complete comparison solution. Generates checks with fully detailed check stubs. Allows users to customize the body portion of payroll checks. Lists company-paid deductions and salaried hours on payroll check stubs. Electronically deposits payroll to employees' bank accounts, saving your employees trips to the bank. (Produces an ACH compliant file and does not require a third party add on software application.) Time cards for voided checks can be restored, saving you time and reducing data entry errors. 252 Sage BusinessWorks

263 Payroll Tax Features Includes tax tables for the federal government, all 50 states, and the District of Columbia, which can be modified as needed. Calculates all federal and state taxes automatically. Tracks state and federal tax liabilities and deposits. Tracks tax deposits by generating a tax deposit register for a given month or payroll run. Allows tax deposits to include penalty and overpayment amounts. Alerts you when a tax deposit liability is due to ensure that you will not overlook a tax deposit payment. Prepares summary information for government reports (such as W-3, 940, and 941). Prints specific state tax reports for California and New Jersey. Prints tax deposit checks for 941, 940, SUI, and SDI. Prints W-2 forms after the close of the year so you can quickly mail them to your employees. Creates a magnetic media file of W-2 information as required by the Social Security Administration and most states. efile tax forms and tax deposits. 1 Print signature ready tax forms with the Enhanced Tax Reporting feature. 2 1 Available through Aatrix efile Center. For more information, see: 2 Requires an active ClientCare agreement. Product Digest 253

264 Sage BusinessWorks Modules Specifications (Maximum Limit) Number of employees 10,000 1 Number of characters (alphanumeric) in employee ID 12 Number of custom fields 5 Number of vacation or sick pay hours per employee Number of standard pay cycles 4 Number of departments 999 Number of overtime rates 3 Number of shift differentials 6 Number of standard rates virtually unlimited 2 Number of deductions virtually unlimited 2 Number of workers' compensation codes 99 Number of deductions and other pays per employee 30 [in addition to standard federal and state tax calculations] Number of deduction calculation methods 16 Number of other pay types virtually unlimited 2 Number of commission types, piece rates, and job codes 800 Hourly pay rate $ Number of entries on a time card 40 Number of time card earnings types 23 Check amount $9,999, Deduction amount $99, Number of months to keep checks 60 Supported tax forms See list at sagebusinessworks 1 This number is the practical limit. It is to be used as a guideline only and does not necessarily reflect the actual limitation. Individual requirements may vary based on the system you are using. 2 This number is limited only by disk space. 254 Sage BusinessWorks

265 Payroll Sample Reports This section contains samples of the following Payroll reports and lists. Each sample presents a description of its use, an explanation of important features, and general layout and content. Sage BusinessWorks allows you to select whether to view your Payroll reports using a first-name-first or last-name-first format. The reports on the following pages display information using the first-name-first format.* Check Register (page 257) Commission Reports, List (page 258) Commission Reports, Period Activity (page 259) Commission Reports, Totals (page 260) Company Totals Report (page 261) Deduction Reports, List (pages ) Deduction Reports, Period Activity (page 264) Deduction Reports, Totals (page 265) Deduction Reports, Worker's Compensation (page 266) Employee Direct Deposit List (page 267) Employee Master List (page 269) Employee Name List (page 270) Employee Phone List (page 271) Employee Review List (page 272) Employee Reports, Advance Pay (page 273) Employee Reports, Earnings (page 274) Employee Reports, Employee Lists (pages ) Employee Reports, History (page 277) Employee Reports, Overtime (page 278) Employee Reports, Vacation/Sick Pay (page 279) Employee Totals Verification (page 280) Flash Report (pages ) Form 941 Worksheet (pages ) Minimum Wage Adjustment Report (page 285) Other Pay Reports, List (page 286) Other Pay Reports, Period Activity (page 287) Other Pay Reports, Totals (page 288) Paycheck and Check Stub (page 289) Payroll Information Verification Report (page 290) Payroll Register (page 291) Piece Rate Reports, List (page 292) Product Digest 255

266 Sage BusinessWorks Modules Piece Rate Reports, Period Activity (page 293)Piece Rate Reports, Totals (page 294) Standard Rates List (page 295) State Tax Information Reports (pages ) Task Code Reports, List (page 298) Task Code Reports, Period Activity (page 299) Task Code Reports, Totals (page 300) Tax Deposits Register (page 301) Tax Table (page 302) Time Card Entries List (page 303) Time Card Exceptions Report (page 304) Time Card Worksheet (page 305) Unemployment Worksheet (page 306) *The purpose of these sample reports is to give you an idea of the type of information they will contain and how they will look. These sample reports were produced using data from a fictitious company, BikeWorks International. Because the data is not from a real company, you may sometimes find that it is not accurate nor in balance. 256 Sage BusinessWorks

267 Payroll Check Register The Check Register lists check information in check number order. Print the register each time you print checks and keep it until the end of the month. Before month-end close you should print a Check Register for all checks printed in the month and keep it as part of your audit trail. You can also print this report for a specific month or for all checks in the Payroll module. The Check Register comes in summary and detailed formats. The summary register lists the check number, date, gross pay, and net pay. The detailed register also includes earnings and taxes. Our sample is a detailed register for the current pay period. The total amount of wages being paid to the employee. The check amount. This is equal to gross pay plus other pay less taxes and deductions. The earnings recorded on the time card and the total amount of taxes (FUTA, SUI, and so on) being withheld from the employee's paycheck or recorded as an employer liability. The hours, sales (for commissions paid), and number of pieces (for piece rates paid) are also shown, along with deductions and other pays. This information appears only on a detailed Check Register. An asterisk (*) denotes a paycheck paid through direct deposit. Product Digest 257

268 Sage BusinessWorks Modules Commission Reports, List This report lists each commission set up in Maintain Commissions and includes the ID, description, and the compensation schedule, if any. You should produce this report after you enter your commissions to verify that they are correct. You can access this report from the Payroll Reports menu. In the sample SALES commission list shown below, an employee with sales of $700 would receive $25 for the first $500 of sales (5% of $500), and $20 for the remaining $200 of sales (10% of amount over $500), for a total commission of $ Sage BusinessWorks

269 Payroll Commission Reports, Period Activity The Commission Period Activity Report lists each commission paid in the current pay period, a specific month, or the entire year. The current period includes all checks printed on the most recent day you printed checks. This period information is available until the next day you print paychecks. The report is available in both summary and detailed formats. The summary report lists only each commission's total sales and commission paid. The detail report also shows the name of each employee who received a commission and the amount. The report shown below is a year-to-date report in detailed format. The employee who gets credit for the sale. This information is first entered in the Time Card Entry window and compiled when you run the Automatic or Manual Payroll Calculations options. The payroll check number with which the employee was paid the commission. The commission ID created in the Maintain Commissions window. The date the check was issued. Product Digest 259

270 Sage BusinessWorks Modules Commission Reports, Totals This report lists the month-, quarter-, and year-to-date sales and the commissions paid on those sales for each commission. Use this report to see paid commissions for the month, quarter, or year, and to see the amount of sales on which the commissions were calculated. Commissions paid appear on this report after paychecks are printed. 260 Sage BusinessWorks

271 Payroll Company Totals Report The Company Totals Report displays quarter-to-date and year-to-date totals for taxes and wages paid to all employees in the company. If you pay wages in more than one state, the tax totals for each state you selected for use will be included. These totals are originally entered in the Maintain Company Totals window, and must equal the totals for all employees entered in other options. After you begin processing payroll, these totals are automatically updated by Sage BusinessWorks. You can use this report to verify that your payroll is in balance before you leave SETUP mode and begin processing payroll checks. When you leave SETUP, Sage BusinessWorks verifies that the company totals shown here equal the sum of the employee totals you entered in the Maintain Employees window. BikeWorks International Company Totals Report Page 1 Account Description Q-T-D Y-T-D If you pay wages in more than one state, the state taxes for all applicable states are listed here. In this sample, only California is applicable. Net pay Gross pay FWT taxable pay OASDI taxable pay Under limit ($94, ) Medicare taxable pay FUTA taxable pay Under limit ( $7, ) FWT Company OASDI Employee OASDI Company Medicare Employee Medicare FUTA Advance EIC Cash tips Charged tips California SWT taxable pay California SDI taxable pay Under limit ($79, ) California SUI taxable pay Under limit ( $7, ) California SWT California Employee SDI California Company SUI Product Digest 261

272 Sage BusinessWorks Modules Deduction Reports, List This report lists each deduction set up in Maintain Deductions. You should print this report after you enter your deductions to verify all information is correct. The category of deduction indicates how it is applied to employees. Three categories are available: System-wide - The deduction affects all employees in the same way (the same rate or amount). Individual - The deduction will affect each employee separately. Company contribution - Applied system-wide or to individual employees, the company is paying the entire amount. The method selected to calculate the deduction amount. Fifteen methods are available. BikeWorks International Deduction List Page 1 Deduction Description Calculation Method INSUR Health Insurance Fixed amount per pay period The general ledger account numbers to use when posting this deduction to the general ledger. You may want to set up all deduction accounts individually in your chart of accounts and then consolidate them into a Total Deductions account. For information on setting up consolidation accounts, refer to the Help system. Category: Individual FWT taxable: Yes Credit account: OASDI taxable: Yes Other Employee Withholding MED taxable: Yes Debit account: FUTA taxable: Yes SWT taxable: Yes SDI taxable: Yes Departmental posting: No SUI taxable: Yes Amount or rate: n/a Limit, if any: No limit Tax category: None Base exemption amt: n/a WorkComp code: n/a Amount per exemption: n/a Include regular hrs: n/a Retirement plan: No Include overtime hrs: n/a Deferred comp: No Include vacation hrs: n/a Form box no.: n/a Include sick hrs: n/a Form box ID: n/a MEALS Charges for Meals Variable, entered on time card Category: Individual FWT taxable: Yes Credit account: OASDI taxable: Yes Other Employee Withholding MED taxable: Yes Debit account: FUTA taxable: Yes SWT taxable: Yes SDI taxable: Yes Departmental posting: No SUI taxable: Yes Amount or rate: n/a Limit, if any: No limit Tax category: None Base exemption amt: n/a WorkComp code: n/a Amount per exemption: n/a Include regular hrs: n/a Retirement plan: No Include overtime hrs: n/a Deferred comp: No Include vacation hrs: n/a Form box no.: n/a Include sick hrs: n/a Form box ID: n/a 262 Sage BusinessWorks

273 Payroll Deduction Reports, List (cont.) Displays whether the deduction is subject to the taxes listed and which tax category it falls under. A local tax appears on the W-2 form. Jun 21, 2004 BikeWorks International Page 3 4:36 pm Deduction List Deduction Description Calculation Method STOCK Stock Purchase Plan Variable, entered on time card Displays the amount or percentage of the deduction if it is a system-wide deduction. Other deductions are figured differently, so this field is not applicable to all of them. Variable deductions are entered on time cards and individual deductions are assigned in Maintain Employees. Displays the limit placed on this deduction in Maintain Deductions. If a limit is used, the deduction is not taken when the limit is reached. Category: Individual FWT taxable: Yes Credit account: OASDI taxable: Yes Other Employee Withholding MED taxable: Yes Debit account: FUTA taxable: Yes SWT taxable: Yes SDI taxable: Yes Departmental posting: No SUI taxable: Yes Amount or rate: n/a Limit, if any: No limit Tax category: None Base exemption amt: n/a WorkComp code: n/a Amount per exemption: n/a Include regular hrs: n/a Retirement plan: No Include overtime hrs: n/a Deferred comp: No Include vacation hrs: n/a Form box no.: n/a Include sick hrs: n/a Form box ID: n/a UNION Union Dues Fixed amount per hour Category: System FWT taxable: Yes Credit account: OASDI taxable: Yes Union Dues MED taxable: Yes Debit account: FUTA taxable: Yes SWT taxable: Yes SDI taxable: Yes Departmental posting: No SUI taxable: Yes Amount or rate: 0.25 Limit, if any: /Year Tax category: None Base exemption amt: n/a WorkComp code: None Amount per exemption: n/a Include regular hrs: Yes Retirement plan: No Include overtime hrs: Yes Deferred comp: No Include vacation hrs: Yes Form box no.: n/a Include sick hrs: Yes Form box ID: n/a Displays how the deduction appears on the employees' W-2 forms. Table-driven deductions may use a base exemption amount and an amount per exemption to arrive at a figure to use in the table. Product Digest 263

274 Sage BusinessWorks Modules Deduction Reports, Period Activity The Deduction Period Activity Report lists each deduction, description, and dollar amount used in the current pay period, a specific month in the current year, or the year-to-date. The current pay period includes all checks printed the last time you printed checks, and is available until the next time you print checks. The report is available in summary and detailed formats. The summary report shows only the deductions and dollar amounts withheld. The detail report also shows each employee taking the deduction and the amount taken. The employee taking the deduction. This information is compiled when you run Automatic or Manual Payroll Calculations. The number of the payroll check from which the deduction was taken. The deduction ID created in the Maintain Deductions window. The date the check was issued. 264 Sage BusinessWorks

275 Payroll Deduction Reports, Totals This report shows the month-, quarter-, and year-to-date amounts for each deduction. It also includes the month-, quarter-, and year-to-date hours for deductions that are paid according to a fixed amount per hour. Use this report when you need to verify the deductions taken this month, quarter, or year. Deductions appear on this report after paychecks are printed. Product Digest 265

276 Sage BusinessWorks Modules Deduction Reports, Worker's Compensation The Worker's Compensation Report lists hours, wages, and amounts taken for deductions assigned a workers' compensation code. You can print this report by clicking Deduction Reports > Worker's Compensation on the Payroll Reports menu. The employee for whom the contribution is processed. Enter this information first in the Deductions window of Maintain Employees for each employee. Then, enter it in the Time Card Entry window and compile it when you run Automatic or Manual Payroll Calculations. The wages subject to the workers' compensation contribution. The deduction ID created in the Maintain Deductions window. The amount of the workers' compensation contribution. The number of payroll checks for which the workers' compensation was paid. The hours on which the payment is based (will be zero if deduction is based on a percentage of gross pay). 266 Sage BusinessWorks

277 Payroll Direct Deposit Distribution Report This report lists the Direct Deposit Paychecks by employee. It includes details such as Employee ID, Name, Check Number, Check Date as well as the bank account information and distribution amounts used in posting the paychecks. Displays the routing and account numbers where the direct deposits were posted to. Product Digest 267

278 Sage BusinessWorks Modules Employee Direct Deposit List This report indicates the status of your employees with regard to direct deposit: the status of their prenote, if applicable, the bank accounts to which their paychecks will be deposited, and so on. You can access this list on the Payroll Employees menu. The employee's bank routing and account numbers to which payroll checks will be deposited. The type of bank account to which the paycheck will be deposited: Checking or Savings. The distribution information is provided here. Distribution Type: Fixed Amount or Percent of Net Pay. Distribution Amount: If the distribution type is set to Fixed Amount, displays the dollar amount specified for each specific account. If the distribution type is set to Percent of Net Pay, displays the percentage of the net pay specified for each specific account. 268 Sage BusinessWorks

279 Payroll Employee Master List This list includes payroll information for all employees. It is useful if you need to review static payroll information for a specific employee, such as name and address, and payroll information, including quarter-todate and year-to-date wages and taxes. You can access this list from the Payroll Employees menu. Our sample shows page 1 only. The hire date, last and next review dates, and termination date. If you maintain these dates regularly in Maintain Employees, the Employee Review List helps you determine who is up for review. Any comments you entered for this employee in Maintain Employees. Custom fields for employees. The filing statuses and exemptions for federal and state taxes. The rate at which the employee earns vacation and sick pay, the beginning balance, how much the employee has earned so far this year, how much has been taken so far this year, and the ending balance. Inactive employees are indicated as shown. Terminated employees are indicated with Terminated. BikeWorks International Employee Master List Employees AKENS to AKENS Employee ID: AKENS (INACTIVE) State: California John Akens Department: 20 Shift: Prospect Place Task code: REPAIR San Jose, CA WorkComp code: 2 Pay period: Weekly Pay type: Hourly Telephone no.: (408) Pay rate: / Hour Social Security no.: Standard rate: Hire date: 10/10/03 Comp time: 0.00 Last review date: 01/01/10 Advances: 0.00 Next review date: 01/01/11 Draw: 0.00 Termination date: Comments: Requested raise on 5/15/10. Custom: Emergency Name: MaryLou Akens, wife Emergency #: (800) Manager: Michael Last Raise: 4/15/09 Custom5Label: Federal State Filing status: Single Filing status: Single FWT exempt: No SWT exempt: No OASDI exempt: No SDI exempt: No Medicare exempt: No SUI exempt: No FUTA exempt: No FUTA rate: n/a Allowances: 1 Allowances: 1 EIC status: Not used Extra allowances: 0 Ag employee: No Exemption amount: n/a Extra W/H amount: 0.00 Extra W/H amount: 0.00 Vacation Sick pay Rate: hrs/year Rate: hrs/year Start: 0.00 Start: 0.00 Earned: Earned: Taken: Taken: Balance: Balance: 0.45 The state in which the employee pays taxes. Page 1 The balance of compensation time available for this employee, in hours. The cash advance balance paid to an employee and the draw balance paid to a commission employee in Time Card Entries are also listed. Product Digest 269

280 Sage BusinessWorks Modules Employee Name List This list includes employee names, addresses, and phone numbers. It can be produced for all or a specific range of employees, and can be broken down by department, pay period, or pay type. It can be distributed to those departments that need employee lists. You can access this list on the Payroll Employees menu. You can produce labels for employees with Maintain Forms included in most Sage BusinessWorks modules. For more information, refer to the Help system. The employee ID created in Maintain Employees. 270 Sage BusinessWorks

281 Payroll Employee Phone List This list includes employee names and their telephone numbers. You can restrict it to employees of a particular department, pay period, pay type, or employment status. You can access this list on the Payroll Employees menu. The employee ID created in the Maintain Employees window. The department assigned to the employee in the Maintain Employees window. This department is user-defined and not tracked in any other module of Sage BusinessWorks with the following exception. Maintain Deductions and Maintain Other Pays have a Dept. posting check box that ties posting to a general ledger account based on the department assigned to the employee. Product Digest 271

282 Sage BusinessWorks Modules Employee Review List This list identifies all employees review date in a specified month. For the report to be effective, you must update last review dates and next review dates in Maintain Employees on the Payroll Employees menu. The date of the review, as specified in the Maintain Employees window. Shift assigned to the employee in the Maintain Employees window. An asterisk (*) indicates a review that is overdue. 272 Sage BusinessWorks

283 Payroll Employee Reports, Advance Pay The Advance Pay Report is a comprehensive report in the new report system. It lists by check number, a breakdown of the Advance Pay and Repay amounts. It also lists the Vacaction Earned and Taken, Sick Pay Earned and Taken, Comp Time Earned and Taken as well as any Draw or Draw Repays by check number. The ability to drill down to the PR Employee Inquiry from the report preview screen is available by clicking the Employee. This report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. AKENS - John Akens BikeWorks International Employee Advanced Pay and Hours Taken Report Vacation Vacation Sick Sick Comp Comp Holiday Advance Advance Draw Check Date Earned Taken Earned Taken Earned Taken Taken Pay Repay Draw Repay /30/ /30/ /29/ /25/ /22/ /22/ /15/ /08/ /01/ /25/ /18/ /11/ /04/ /27/ /20/ /13/ /06/ /30/ /23/ /16/ /09/ /02/ Each check is listed with a breakdown of the various earned and taken times. Report totals are displayed as well as the balances on the employee. Totals Balances Click the Employee ID hyperlink to launch the employee inquiry task for that employee. 9/16/2009 1:52:54 PM Employee Advanced Pay and Hours Taken Report Page 1 Product Digest 273

284 Sage BusinessWorks Modules Employee Reports, Earnings This summary report lists the employee's name, social security number, department, and gross wages paid for the quarter and year. This information is often needed for government reports, pension plans, and profit sharing plans. The department assigned to the employee in the Maintain Employees window. These departments are user-defined with the following exception. Maintain Deductions and Maintain Other Pays have a Dept. posting check box that ties posting to a general ledger account based on the department assigned to the employee. The total amount earned by the employee, before taxes are withheld. 274 Sage BusinessWorks

285 Payroll Employee Reports, Employee List The Employee List is a Quick Report in the new report system. It contains a single row of employee related information including the employee ID, employee name, address, city, state, ZIP code and phone for each employee. This report is customizable using the Quick Report Wizard which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Employee List ID Name Address1 Address2 City State ZIP Phone AKENS John Akens 4321 Prospect Place San Jose CA (408) ANTHONY Mildred Anthony 9812 North 17th St Apt. 7C San Francisco CA (415) BARSTOW Janet Barstow 1221 Peasant Way Stockton CA (215) BERNSTEIN Jeffrey P Bernstein 1227 Shattuck Ave Berkeley CA (415) BROOKS Michael Brooks 1323 Magnolia Street San Mateo CA (415) GARCIA Renee Garcia 112 Telegraph Ave Berkeley CA (415) HARPER Mark W Harper 541 Rose Ave. Belmont CA (415) JONES Susan Jones 5764 Lakeshore Blvd Apt. 6-B Oakland CA (415) WRIGHT William Wright Stevens Creek Blvd Cupertino CA (408) /16/2009 1:50:42 PM Employee List Page 1 Product Digest 275

286 Sage BusinessWorks Modules Employee Reports, Employee List - Master The Employee List - Master is a Comprehensive Report in the new report system. It contains an extensive amount of employee related information including the employee contact information, tax statuses, vacation and sick hours as well as QTD and YTD payroll amounts. The ability to drill down to the PR Employee Inquiry from the report preview screen is available by clicking the Employee ID. This report is customizable using the Report Designer which can be accessed by clicking the Customize button in the report setup screen. BikeWorks International Employee List - Master AKENS Clicking the employee ID hyperlink will launch the Employee Inquiry task for that employee. Name: Address 1: Address 2: City: State ZIP: Phone: John Akens 4321 Prospect Place San Jose CA (408) SSN: Pay period: Weekly Pay type: Hourly Pay rate: per hour Standard rate: Department: 20 Shift: 1 Task code: REPAIR WorkComp code: 2 Federal Filing status: Single FWT exempt: No OASDI exempt: No Medicare exempt: No FUTA exempt: No Allowances: 1 EIC status: N/A Ag employee: No Extra witholding: 0.00 State (CA) Filing status: Single SWT exempt: No SDI exempt: No SUI exempt: No FUTA rate: N/A Allowances: 1 Extra allowances: 0 Exemption amount: 0.00 Extra witholding: 0.00 Comments: Requested raise on 5/15/10. Hire date: Last review date: Next review date: 10/10/ /01/ /01/2011 Rate per year: Start: 0 0 Earned: Taken: Balance: Net pay: Gross pay: FWT taxable pay: FWT: OASDI taxable pay: Company OASDI: Employee OASDI: Medicare taxable pay: Company Medicare: Employee Medicare: FUTA taxable pay: FUTA: SWT taxable pay: SWT: SDI taxable pay: Company SDI: Employee SDI: SUI taxable pay: Company SUI: Employee SUI: Advance EIC: Cash tips: Charge tips: Regular hours: Overtime hours: Vacation Hours Sick Pay Hours QTD YTD 4, , , , , , , , , , , , , , , , , , , , Custom field labels will only print if they are setup as Active in Payroll Parameters. Emergency Name: Emergency #: Manager: Last Raise: MaryLou Akens, wife (800) Michael 4/15/09 All the employees QTD and YTD totals are listed. 9/16/2009 1:51:33 PM Employee List - Master Page Sage BusinessWorks

287 Payroll Employee Reports, History This report lists all paycheck detail in check number order for each employee. The report can be broken down by department, pay period, or pay type. Our sample shows page 1 of the report. Gross pay less all taxes may not equal net pay, since deductions and other pays are not included on this report. The amount withheld from the employee's paycheck for federal income taxes. The amount withheld from the employee's paycheck for state income taxes. The amount withheld from the employee's paycheck for social security contributions. The company is also required to make FICA contributions based on the employee's earnings. The amount withheld from the employee's paycheck for state disability insurance. The company might also be required to make SDI contributions based on the employee's earnings. The amount withheld from the employee's paycheck for state unemployment taxes. The company might also be required to pay SUI taxes based on the employee's earnings. The total wages, miscellaneous pay, charged tips, and commission pay added to gross pay earned by this employee. The amount actually paid to the employee after all taxes and deductions have been subtracted and other pays added. Product Digest 277

288 Sage BusinessWorks Modules Employee Reports, Overtime This report lists the quarter-to-date and year-to-date hours worked for each employee, showing both regular and overtime hours. The overtime hours shown here are the totals of overtime rates 1, 2, and 3. You can use this report to determine the amount of overtime being taken by each employee. The totals of overtime rates 1, 2, and Sage BusinessWorks

289 Payroll Employee Reports, Vacation/Sick Pay This report shows the amount of vacation and sick pay each employee had available at the beginning of the year, the amount earned so far this year, the amount taken so far this year, and the current balance available. The report also shows the balance of any compensation time hours. You can use this report to alert you to employees who have vacation time coming, to evaluate the amount of sick leave being taken, or to target employees who are accruing too much compensation time. An asterisk (*) appears in the far right column if the balance is greater than the maximum accrued hours you entered in the Maintain Payroll Parameters window. The number of hours the employee has earned so far this year. You set the rate at which an employee earns vacation and sick pay in the Maintain Employees window. The number of hours the employee had available at the beginning of the year. This number is carried forward from the balance at the end of the previous year. You can change vacation and sick pay balances in the Maintain Employees window. The number of vacation and sick pay hours the employee has taken this year. This number is taken from the time cards. The number of vacation and sick pay hours still available to the employee this year, or the actual number of hours of compensation time available. A negative number indicates that the employee has taken more than his or her allotted hours for these purposes. Product Digest 279

290 Sage BusinessWorks Modules Employee Totals Verification This report shows employees with totals that do not match check totals. You can use this report to determine if calculated values of check totals for employees are equal to employee totals. The report only lists pay and withholding amounts that appear on W-2 forms for employees for which there is a discrepancy. You should print this report before you print W-2 forms to ensure the correct information is reported to the IRS. BikeWorks International Employee Totals Verification Year-to-date Page 1 Difference(s) for: AKENS (John Akens) Y-T-D Net pay Check total: Employee total: Y-T-D Gross pay Check total: Employee total: Y-T-D FWT taxable pay Check total: Employee total: Y-T-D OASDI taxable pay Check total: Employee total: Y-T-D Medicare taxable pay Check total: Employee total: Y-T-D FUTA taxable pay Check total: Employee total: Y-T-D FWT Check total: Employee total: Difference(s) for: ANTHONY (Mildred Anthony) Y-T-D Net pay Check total: Employee total: Sage BusinessWorks

291 Payroll Flash Report The Payroll Flash Report provides a concise summary of your payroll activity and highlights information on employees. It can be used by management to get an overall idea of how the company has handled its payroll. The report provides an overview of information found in other reports and is ideal for those who need information, but who do not have time to read a lot of reports. Total number of employees in each category. Quarter- and year-todate gross wages for active, inactive and terminated employees, as well as total amounts. Total regular and overtime hours taken in sick pay, vacation pay, and overtime so far this quarter and year. Quarter- and year-todate figures for federal and state payroll taxes. If you pay taxes in more than one state, all states will be included. The current balances of each of your tax liabilities for both state and federal taxes. Product Digest 281

292 Sage BusinessWorks Modules Flash Report (cont.) Between 3 and 20 items will be listed in these areas, depending on the number of employees you have. Employees who have received the greatest amounts of gross wages. The percent of the total gross wages is shown for each employee included on this report. The task codes with the highest dollars attributed to them for the current quarter. The task codes with the highest dollars attributed to them for the year. 282 Sage BusinessWorks

293 Payroll Form 941 Worksheet The Form 941 Worksheet provides the information you need to complete Form 941. You must produce it before you close the month at the end of each quarter. You can print this worksheet from the Payroll Taxes menu. The line numbers on the worksheet correspond to lines on the form, and space is provided for you to record any adjustments. Refer to the instructions that accompany the 941 form for a better understanding of how to complete it. The lower portion of the 941 worksheet is a monthly summary of FWT and FICA tax deposits made for the selected quarter. Product Digest 283

294 Sage BusinessWorks Modules Form 941 Worksheet (cont.) Schedule B of the Form 941 Worksheet is produced if you are a semiweekly depositor. It supplies daily tax liability information required by the federal government. 284 Sage BusinessWorks

295 Payroll Minimum Wage Adjustment Report The Minimum Wage Adjustment Report allows you to see which employees have had their paychecks adjusted to bring them up to the level of federal minimum wage. For those who have received adjustments, it shows the amounts of those adjustments. This report is produced only if: At least one employee is set up for minimum wage makeup. At least one employee has had payroll adjusted for minimum wage. The Print Minimum Wage Adjustment Report check box in the Automatic Payroll Calculation window is selected. The minimum dollar amount required by federal law for payment of the hours worked (set up in Maintain Tax Tables on the Payroll Taxes menu). The amount paid to the employee according to the hours worked and the wage assigned. The amount of tips used to make up the employee's minimum wage. The tips paid to the employee. The difference between the employee's wages and tip credits and the required total. If no difference exists, the adjustment is zero. If a difference exists, the employer pays the adjusted total to the employee. Product Digest 285

296 Sage BusinessWorks Modules Other Pay Reports, List This report lists other pays set up in Maintain Other Pays on the Payroll Utilities menu. It lists information such as the ID, description, calculation method, and category. It also displays whether the other pay is added to gross pay for tax purposes. You should produce this list after you enter your other pays to verify all information is correct. Indicates how the other pay is applied to employees, in either of two categories: System-wide - Affects all employees in the same way, by rate or amount. Individual - Affects each employee separately. The method selected to calculate the other pay amount. Four methods are available: Variable, entered on time card; Fixed amount per pay period; Fixed amount per hour; and Percent of base hourly pay. The account number to use when posting this other pay to the general ledger. The amount of the other pay if the calculation method is a system-wide fixed amount. The limit placed on this other pay in Maintain Other Pays. If a limit is used, the other pay is not added when the limit is reached. BikeWorks International Other Pay List Other Pay Description Calculation Method ENTER Entertainment Variable, entered on time card Category: n/a FWT taxable: No Debit account: OASDI taxable: No Entertainment MED taxable: No FUTA taxable: No SWT taxable: No SDI taxable: No Departmental posting: No SUI taxable: No Amount or rate: n/a Add to gross: No Limit, if any: No limit WorkComp code: n/a Include regular hrs: n/a Retirement plan: No Include overtime hrs: n/a Deferred comp: No Include vacation hrs: n/a Form box no.: n/a Include sick hrs: n/a Form box ID: n/a TRAVEL Travel Allowance Variable, entered on time card Category: n/a FWT taxable: No Debit account: OASDI taxable: No Travel MED taxable: No FUTA taxable: No SWT taxable: No SDI taxable: No Departmental posting: No SUI taxable: No Amount or rate: n/a Add to gross: No Limit, if any: No limit WorkComp code: n/a Include regular hrs: n/a Retirement plan: No Include overtime hrs: n/a Deferred comp: No Include vacation hrs: n/a Form box no.: n/a Include sick hrs: n/a Form box ID: n/a UNIFORM Uniform Allowance Fixed amount per pay period Category: System FWT taxable: Yes Debit account: OASDI taxable: Yes Uniform Allowance MED taxable: Yes FUTA taxable: Yes SWT taxable: Yes SDI taxable: Yes Departmental posting: No SUI taxable: Yes Amount or rate: 5.00 Add to gross: No Limit, if any: No limit WorkComp code: n/a Include regular hrs: n/a Retirement plan: No Include overtime hrs: n/a Deferred comp: No Include vacation hrs: n/a Form box no.: n/a Include sick hrs: n/a Form box ID: n/a Displays whether the other pay is Page 1 subject to the taxes listed, or added to gross pay for tax calculation purposes, and whether a worker's compensation code has been assigned. Displays how the other pays appear on the employees' W-2 forms. 286 Sage BusinessWorks

297 Payroll Other Pay Reports, Period Activity The Other Pay Period Activity Report lists each other pay ID, description, and dollar amount paid in the current pay period, a specific month in the current year, or the year to date. The current pay period includes all checks printed the last time you printed checks, and is available until the next time you print checks. The report is available in summary and detailed formats. The summary report lists only the other pay and total amount. The detail report also shows each employee who is receiving other pay and the amount. The other pay ID created in the Maintain Other Pays window. The employee who receives the other pay. This information is compiled when you run the Automatic or Manual Payroll Calculations options. The payroll check number with which the employee received the other pay. The date the check was issued. Product Digest 287

298 Sage BusinessWorks Modules Other Pay Reports, Totals This report shows the month-to-date, quarter-to-date, and year-to-date dollars paid for each other pay; it also shows the quarter-to-date and year-to-date hours for other pays that are paid according to a fixed amount per hour. Use this report when you need to verify the other pay paid so far this quarter or year. 288 Sage BusinessWorks

299 Payroll Paycheck and Check Stub The paycheck and check stub can be produced on preprinted check forms and used as a negotiable instrument. The check stub is identical to the information on the Payroll Register, except that year-to-date totals are also included. You can also print direct deposit zero-dollar checks (pay advices). Check stubs can be printed above, below, or both above and below laser-printed checks. For more information, see Maintain Payroll Parameters in the Help system. Product Digest 289

300 Sage BusinessWorks Modules Payroll Information Verification Report If you set up Payroll correctly, this report will tell you that the verification has been completed successfully. If the verification finds problems or inconsistencies in your data, it lists them on this report. Besides being accessed directly from the Utilities menu at any time, this report is also automatically produced as you leave the SETUP mode after you have set up your Payroll module. Do not leave the SETUP mode until this report states that all data is correct, or the inconsistencies are only a few cents, the result of rounding differences. You can run the verification and produce this report as many times as is necessary. Sage BusinessWorks checks the tax information you entered for each employee in the Maintain Employees window. The actual tax amounts should be equal to the calculated amount based on the taxable pay amounts (for example, FICA Taxable) and the tax rates from the tax tables. The tax rates Sage BusinessWorks uses to perform these calculations are also shown. Errors of a few cents are acceptable. If you have not defined all your posting accounts, each undefined account is listed. We recommend you enter account numbers for all posting accounts prior to leaving SETUP mode. Sage BusinessWorks sums all the employee totals you entered in the Maintain Employees and compares them to the totals you entered in the Maintain Company Totals window. These figures must be exact. You may need to print the Company Totals Report and the Employee Master List to find the errors. 290 Sage BusinessWorks

301 Payroll Payroll Register The Payroll Register lists each employee's earnings, taxes, deductions, and other pay, exactly as they will appear on the check stub the next time you print payroll checks. Produce this register after you calculate payroll but before you print checks to verify correct payroll calculation. At the end of the register is a total for all employees on the register. The sample below shows the first page. Gross: The gross wages as entered on the time card. This amount corresponds to the total listed in the Earnings column. Other: Other pay that is not added to gross wages. This amount corresponds to the other pay not added to gross listed in the Deductions and Other Pay column. Other pay also includes advances. Tips: Charged tips that were recorded on the time card. CashTips: If cash tips are recorded, an asterisk (*) will appear before the word Cash, indicating the amount is not included in the total wages. Types of earnings from the time card: regular hours, overtime 1, and so on. An amount for Other indicates other pay that is included in gross wages. It corresponds to other pay from the Deductions & Other Pay column. Dir Dep: The amount deposited to the employee's bank account as a direct deposit. Employees paid through direct deposit receive paychecks with a zerodollar amount. Taxes: The total amount of state and federal taxes being withheld from the paycheck. This total corresponds to the total in the TAXES column. Deducts: The total deductions from the Deductions & Other Pay column are subtracted from Gross Pay. Product Digest 291

302 Sage BusinessWorks Modules Piece Rate Reports, List This list includes each piece rate set up in the Maintain Piece Rates window, and includes the ID, description, and compensation schedule, if any. You should produce this report after you enter your piece rates to verify that they are correct. The piece rate schedule is very flexible and can be set up in several different ways. You can calculate the piece rate based on different rates for different units completed, and you can pay a base rate plus piece rate, if needed. As you can see in the sample, the rate for Bicycle Tune-up is $20 each, regardless of the number of pieces produced. 292 Sage BusinessWorks

303 Payroll Piece Rate Reports, Period Activity The Piece Rate Period Activity Report, available in detail or summary format, lists each piece rate paid in the current pay period, a specific month, or the entire year. The summary report shows the total pieces and amount paid for each piece rate. The detail report also shows each employee's name who received a piece rate and the amount. Use this report any time you want to see the current period's activity for a piece rate. The current period includes all checks printed on the last day you printed checks. This period information will be available until the next day you print paychecks. The piece rate ID created in the Maintain Piece Rates window. The employee who gets credit for the work. This information is first entered in the Time Card Entry window and compiled when you run the Automatic or Manual Payroll Calculation options. The payroll check number used to pay the employee for the piece work. The date the check was issued. Product Digest 293

304 Sage BusinessWorks Modules Piece Rate Reports, Totals This report lists the month-, quarter-, and year-to-date number of pieces, and the amounts paid on those pieces for each piece rate. Use this report to see how much you have paid in piece rates so far this month, quarter, or year, and to see the number of pieces on which the amounts were computed. Piece rates paid appear on this report after paychecks have been printed. The piece rate ID created in the Maintain Piece Rates window. The quantity of pieces produced in the month-, quarter-, and year-to-date. The amount paid for the piece rate. The total number of pieces and the amount paid for all piece rates. 294 Sage BusinessWorks

305 Payroll Standard Rates List This list presents the standard rates set up in the Maintain Standard Rates window. It includes the ID, description, and hourly amount. You can use standard rates to simplify your payroll if you pay several employees at the same rate. The standard rate ID created in the Maintain Standard Rates window. The specific amount paid per hour. It can be used for both hourly and salaried employees. Product Digest 295

306 Sage BusinessWorks Modules State Tax Information Reports The State Tax Information Report lists the liability and deposit amounts for state withholding and disability insurance. This information may be required by your state taxation authority. The State Tax Information Reports are produced in Print State Tax Reports on the Payroll Taxes menu. Monthly and quarterly totals are included as well as deposit dates. The State Tax Information Report worksheet is the same for all states. California and New Jersey also have specific reports. 296 Sage BusinessWorks

307 Payroll State Tax Information Reports (cont.) The second page of the State Tax Information Report is provided only if the report is printed for the current quarter. Product Digest 297

308 Sage BusinessWorks Modules Task Code Reports, List This report lists each task ID and description that have been set up in the Maintain Task Codes window. The general ledger account numbers assigned for payroll expense and payroll tax expense are also shown. If you have assigned account numbers to task codes, the account numbers shown here are used when posting payroll checks instead of the expense accounts you entered through Posting Accounts in the Maintain Payroll Parameters window. You may want to have a copy of this list on hand when you record task costs in the Time Card Entry window. The name assigned the task code in the Maintain Task Code window. The General Ledger account to which this task code entry will be posted. 298 Sage BusinessWorks

309 Payroll Task Code Reports, Period Activity The Task Code Period Activity Report lists each task code ID, description, amount and hours being paid for the current pay period, a specific month in the current year, or this year to date. You can access this report on the Payroll Reports menu by clicking Task Code Reports > Period Activity. The report is available in summary and detail formats. The summary report includes only total amounts and hours for each task code. The detail report also lists each employee who worked each task, the employee's hours, and the dollar amount. The current period includes all checks printed on the most recent day you printed checks. This period information is available until the next day you print paychecks. The identifying characters or numbers assigned to the task code created in the Maintain Task Codes window. The employee who worked under that task code. This information is first entered in the Time Card Entry window and compiled when you run the Automatic or Manual Payroll Calculations options. The payroll check number with which the employee was paid for the work done under the task code. The date the check was issued. Product Digest 299

310 Sage BusinessWorks Modules Task Code Reports, Totals This report lists accumulated regular and overtime hours and wages for each task code for the month-, quarter-, and year-to-date. Use this report to determine the cost and number of hours worked for each task code during the selected period. The ID assigned to this task code in the Maintain Task Codes window. The employee's regular pay that was assigned to this task code. The employee's overtime pay that was assigned to this task code. Total regular and overtime hours and wages are the sums of the hours and wages for all task codes listed in the report. 300 Sage BusinessWorks

311 Payroll Tax Deposits Register The Tax Deposits Register lists the tax deposits you have made so far this year. You should produce this report at the end of each month and keep it as part of your audit trail. You can print this register from the Payroll Reports menu. The register includes federal and all state tax deposits. Tax deposits recorded while in SETUP mode are not included on this register. If any portion of a tax deposit check or EFT was applied to penalties, the penalty amount is listed on a separate line underneath the check or EFT. The amounts paid for OASDI and state disability insurance. The amounts paid for Medicare. The amounts paid for federal withholding tax and state withholding tax. The amounts paid for federal unemployment tax and state unemployment tax. Indicates the quarter and year to which the deposit was applied. BikeWorks International 4:44 pm Payroll Tax Deposits Register (Checks and EFTs) Year-to-date Jun 2, 2010 Page 1 EFT # / Chk No Date Q/Yr FWT/SWT OASDI/SDI MED FUTA/SUI EIC Total US - Federal /08/10 1/ /15/10 1/ /31/10 1/ /31/10 1/ /03/10 2/ /01/10 2/ /21/10 2/ Federal totals The total amount of federal and state tax deposits paid by the check or EFT. Indicates whether the deposit was a federal tax deposit or a specific state deposit (the state name is shown). CA - California /08/10 1/ /15/10 1/ /31/10 1/ /31/10 1/ /04/10 2/10 Voided /01/10 2/10 Voided California totals Product Digest 301

312 Sage BusinessWorks Modules Tax Table Tax tables are provided for the federal government, District of Columbia, and all 50 states. You should use the Print Tax Tables option on the Payroll Taxes menu to print the federal and state tax tables you need when setting up Payroll. Compare the tables to the annual tables in your employer's tax guides. After the tables are correct, you should check them whenever you receive updated guides. The sample below is the federal tax table. If you produce a state tax table, the information on the report will vary from state to state. 302 Sage BusinessWorks

313 Payroll Time Card Entries List Both the Current Time Card Entries and the Standard Time Card Entries show time card information on file. These lists should be produced before you calculate payroll and should be checked carefully to make sure all of the information is correct. You can print this list from the Payroll Processing menu. The shift number the employee worked and the worker's comp code assigned to the entry. If you assign a shift differential (defined in Maintain Payroll Parameters) other that I on the time card, the pay rate for the employee automatically increases by the differential amount. Workers' comp codes correspond to special deductions (or other pays) set up in Maintain Deductions or Maintain Other Pays. The task code assigned to these earnings. The rate at which this employee is paid. If you assigned a rate in the Maintain Employees option, it appears automatically on the time card. The hours worked for this earnings type. If you are recording commissions, this is the total sales dollars on which to calculate the commission. If you are recording a piece rate, this is the number of pieces completed. The type of earnings being paid this employee: regular, overtime, and charged tips. If the earnings type is an advance, job cost, cash tips, or other pay not added to gross, an asterisk (*) following the amount indicates the earnings are not included in the total. The amount being paid for this earnings type. An asterisk (*) in front of an amount indicates the amount is not included in the total (as with cash tips, etc.). Product Digest 303

314 Sage BusinessWorks Modules Time Card Exceptions Report The Time Card Exceptions Report lists the differences between the current period time cards and the standard time cards (that is, the hours/earnings recorded on the current period time card that are different from the hours/earnings on the standard time card). An employee will appear on this report only if both a current time card and standard time card are on file for the employee. Use this report to compare standard time cards against current period time cards to verify that all non-standard entries are correct. If you do not have standard time cards set up, nothing will be listed on this report. The number of hours recorded, the amount of sales (for commission earnings), or the number of pieces completed (for piece rate earnings) recorded on the standard and current period time cards. For example, Susan Jones has 40 regular hours on her standard time card, but her current time card shows 32 regular hours and eight hours of sick pay. The dollar amount of wages being paid, calculated from the hours/sales/pieces recorded in the previous column. For example, based on her current time card, Susan Jones is being paid $ for her regular hours and $32.00 for her sick pay hours. 304 Sage BusinessWorks

315 Payroll Time Card Worksheet This worksheet helps you gather time card information for your employees and increase data entry efficiency. The worksheet lists the employee ID and has blanks for all relevant time card lines, such as earnings type, job, shift, workers comp code, rate, hours/dollars/pieces, and amounts earned. Workers' compensation codes correspond to special deductions (or Other Pays) set up in Maintain Deductions and/or Maintain Other Pays. Depending on the earnings type, the hours worked, the sales dollars from which commissions are figured, or the number of pieces completed for piece rates. The shift number the employee worked. You can assign a default shift in Maintain Employees (on the Payroll Employees menu) or assign it directly on the time card. Total of the specified earning type. Product Digest 305

316 Sage BusinessWorks Modules Unemployment Worksheet The Unemployment Worksheet gives you information on FUTA totals to complete Form 940 at the end of the calendar year. You can also review the SUI totals for the state unemployment tax insurance totals. When you click Print Unemployment Worksheet on the Taxes menu, you can select all jurisdictions, which include federal and all active states, or you can select federal only or a specific active state only. Produce the report before you perform the month-end close for December. The sections on the report correspond to sections on the form, making it easy for you to copy the information onto the form. Refer to the instructions that accompany the 940 form for a better understanding of how to complete it. 306 Sage BusinessWorks

317 Job Cost Section 0: Sage BusinessWorks Modules Job Cost The Job Cost module tracks labor, materials, equipment, overhead, subcontracting, and miscellaneous costs for jobs or projects. A wide variety of reports budget, control, and manage projects to help you optimize your profit potential. Job Cost is fully integrated with several other modules providing you with detailed costs associated with projects. Overview of Features & Benefits General Features Provides instant inquiry of job information, including billings, credit memos, debit memos, and payments. Provides instant inquiry for customers, including billings, credit memos, debit memos, and payments. Imports job codes from a text file or from current Payroll task codes, Inventory Control parts, and Accounts Receivable standard items. Imports billings, credits, debits, payments, and charges from a text file. Exports job information, based on the status of the job, which you can import into other Sage BusinessWorks companies or into other programs for analysis, forecasting, presentations, reports, and more. Exportable formats include recent versions of HTML, Word, Excel, RTF, TXT, CSV, tab-delimited, DIF, SYLK, and clipboard. Maintenance Features Allows you to assign jobs a fixed price or calculated based on cost plus profit percentage or cost plus fixed amount. Easily converts a bid to a job in progress. Calculates estimated cost and price of a job based on estimates assigned to a phase. Converting a job from a bid to in progress is just as simple as clicking In progress in Maintain Jobs. In the same way, you can easily convert in progress jobs to suspended or completed. Automatically calculates estimated cost of phases based on job code detail. Allows you to categorize job codes as labor, material, equipment, subcontracting, overhead, miscellaneous, or as a consolidating type. Tracks estimated costs, actual costs, and changes in estimated costs from change orders for jobs, phases, and job code detail. Calculates overhead based on fixed amounts, percentage of costs, actual costs incurred, or based on your actual payroll overhead. Allows you to enter phases of jobs without detail. Allows automatic activation of all phases of a job in progress. Allows you to enter retainage percentage for each job. Tracks customer retainage withheld through its release during a job's cycle. Product Digest 307