Sage Master Builder Product Overview
NOTICE This document and the Sage Master Builder software may be used only in accordance with the accompanying Sage Master Builder End User License Agreement. You may not use, copy, modify, or transfer the Sage Master Builder software or this documentation except as expressly provided in the license agreement. 2010 Sage Software, Inc. All rights reserved. Sage, the Sage logos and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. 03/10 Document Number: 205010020301142
Table of Contents 1. Sage Master Builder Product Overview... 1 Welcome to Sage Master Builder Product Overview... 2 Sage Master Builder - A better way to run your business... 2 About this book... 2 Sage Master Builder Printed & Printable Documentation 3 Sage Master Builder and Your Business... 3 Sage Master Builder Installation & License Administration Guide. 3 Sage Master Builder User Guide... 4 Sage Master Builder Release Notes... 4 Printing Sage Master Builder Documentation... 4 Printing Sage Master Builder printable documentation... 4 Sage Master Builder In-product Help... 5 Using Help... 5 Customer Support Resources... 5 About customer support resources... 5 Training Resources... 8 About training options... 8 Business Partners... 9 About Business Partners... 9 Business Forms... 9 Sage Construction and Real Estate Forms... 9 2. Companies, Security, and Users... 11 Working with Utilities... 12 License Administration Tool... 13 About the License Administration Tool for Sage Master Builder. 13 Security Groups and Users... 15 Security features of Sage Master Builder... 15 About security groups... 16 About setting field properties... 18 Setting up properties for text boxes, lists, check boxes, columns, and the Executive Dashboard... 20 About the 7-3-2 User List window... 21 About the supervisor user... 22 About window and menu-level security... 23 i
Table of Contents About access rights regarding window and menu-level security... 23 About exclusive access... 24 3. General Ledger... 25 Working with General Ledger... 26 Ledger and Subsidiary Accounts... 27 About general ledger accounts... 27 Learning more about ledger accounts... 28 General Ledger Setup... 29 Accounting setup considerations... 29 About general ledger setup... 31 Pre-built chart of accounts... 31 About posting periods... 32 About inventory valuation methods... 34 About starting balances... 34 About dedicated accounts... 35 Working With Ledger Accounts... 36 About account ranges... 36 About controlling accounts... 36 Subsidiary Accounts... 37 About subsidiary accounts... 37 Company Departments... 38 About Company Departments... 38 Checks and Bank Charges... 39 About checks and bank charges... 39 About posting to the period 0 archive... 40 Deposits and Interest... 41 About deposits and interest... 41 About deposits on jobs... 41 Transferring Funds Among Accounts... 42 About transferring funds... 42 About clearing accounts... 42 About suspense accounts... 43 Journal Transactions... 44 About journal transactions... 44 Recurring Transactions... 44 About recurring journal transactions... 44 Examples of recurring transactions... 45 Bank Reconciliation... 45 About bank reconciliation... 45 About clearing outstanding bank transactions... 47 ii
Table of Contents About reconciliation errors... 47 Common reconciliation errors... 47 Changing Periods and Close the Books... 49 About 1-6 Change Period/Close Year... 49 Change Posting Periods... 50 About the Change Period window... 50 Audit the Books... 51 About the Audit Books window and auditing the books... 51 About audit errors... 51 Recalculate Balances... 52 About the Recalculate Balances window & repairing the balances 52 Audit History... 53 About the Audit History window... 53 Close Books for Fiscal Year... 53 About closing the books... 53 What happens when you click Close Fiscal Year?... 59 4. Accounts Receivable... 61 Working with Accounts Receivable... 62 Invoices, Credits, and Statements... 62 About receivable invoices... 62 About receivable credits... 63 About Statements... 64 Accounts Receivable Retention... 64 About accounts receivable retention... 64 Cash Receipts... 65 About cash receipts... 65 Jobs... 66 About 3-5 jobs (Accounts Receivable)... 66 Phases... 67 About job phases... 67 Bid Items... 68 About bid items... 68 Examples of bid items... 69 Paygroups for Jobs... 70 About job-specific paygroups... 70 Receivable Clients... 71 About receivable clients... 71 Tax Districts and Tax Entities... 71 About tax districts and tax entities... 71 iii
Table of Contents Lead Management... 73 About client lead management... 73 Progress Billing... 73 About progress billing for jobs... 73 Loan Draw Requests... 74 About loan draw requests... 74 Unitary Billing... 75 About unitary billing for jobs... 75 Time and Materials... 76 About time and materials billing... 76 Recurring Receivables... 77 About recurring receivables... 77 5. Accounts Payable... 79 Working With Accounts Payable... 80 Payable Invoices/Credits... 81 About payable invoices... 81 About payable credits... 81 Sales and Use Taxes... 82 Using the purchase order sales tax... 82 About use taxes for payable invoices... 83 Work in Progress and Percentage Complete Accounting 83 About work in progress (WIP)... 83 Work in progress accounting... 83 About percentage complete accounting... 84 Vendor Payments... 86 About vendor payments... 86 About the Invoice Selection window... 86 About 4-3-1 Select Invoices to Pay... 87 About 4-3-2 Pay Vendors... 88 Printing vendor payment checks... 89 About vendor payment reports... 89 Lien Waivers and Vouchers... 90 About lien waivers... 90 Printing lien waivers... 91 Paying by vouchers... 91 Vendors (Accounts Payable)... 91 About 4-4 Vendors (Accounts Payable)... 91 About vendor certificates and expiration dates... 92 Setting up Workers Compensation rates for payable invoices... 93 Secondary Payees... 93 iv
Table of Contents About secondary payees... 93 Retention... 96 About accounts payable retention... 96 Batches... 96 About batch totals... 96 Vendor 1099... 97 About Federal 1099 forms... 97 About 1099 types... 97 Recurring Payables... 99 About recurring payables... 99 Credit Card Management... 99 About 4-7 Credit Card Management... 99 6. Payroll... 101 Working with Payroll... 102 Employees... 103 About 5-2-1 Employees... 103 Employee Payroll Calculations... 104 About calculations in employee records... 104 About non-union shops and prevailing-wage jobs... 105 Payroll Records... 107 About 5-2-2 Payroll Records... 107 About payroll record errors... 107 Entering Payroll... 109 About entering payroll records... 109 About payroll advances... 109 About employee loans... 110 Job costing salaried employees... 110 Payroll Bonuses... 111 About bonus checks... 111 Hand-computed Checks... 111 About hand-computed checks... 111 About third-party sick pay... 112 Employee Record Calculations... 112 About calculations in payroll records... 112 Compute Payroll... 113 About computing payroll records... 113 Direct Deposit... 114 About direct deposit... 114 About setting up direct deposit... 115 v
Table of Contents Posting Payroll to the General Ledger... 117 About posting payroll... 117 Payroll Calculations... 118 About payroll calculations... 118 About payroll calculation defaults... 119 About pre-built standard payroll calculations... 121 About tax tables for setting up federal and state tax calculations 122 Calculation Methods and Tax Types and Calculation Types. 123 About calculation methods... 123 Workers Compensation... 126 About Workers Compensation... 126 Workers Compensation for subcontractors... 127 Employee Positions... 128 About employee positions... 128 Paygroups... 128 About paygroups... 128 Local Payroll Tax... 130 About local payroll taxes... 130 Federal and State Filing... 131 About Sage Master Builder integration with Aatrix... 131 About 5-4-1 Federal Tax Forms and efiling by Aatrix... 131 About 5-4-2 State Tax forms and efiling by Aatrix... 132 About state quarterly reports... 133 About the tax file format... 133 About creating electronic files for W-2 forms... 134 7. Project Management... 137 Working with Project Management... 138 Project Work Center... 140 About Project Work Center... 140 Project Work Center job contact and financial information... 142 Project Hot List... 143 About Project Hot List... 143 Budgets... 144 About budgets... 144 Job Costs... 145 About job costs... 145 About job cost reconciliation... 146 Job Cost Distribution... 147 About job cost distribution... 147 vi
Table of Contents Change Orders... 147 About change orders... 147 How change orders affect budgets, proposals, and subcontracts. 150 About entering change orders... 150 About automatic numbering for change orders... 152 About adding change orders to subcontracts... 153 Cost Codes and Divisions... 155 About cost codes and divisions... 155 About Workers Compensation codes... 156 Setting Up A Cost Code Numbering System... 156 About cost code numbering systems... 156 About cost code numbering for general contractors... 157 About cost code numbering for subcontractors... 158 Purchase Orders... 158 About purchase orders... 158 About master purchase orders... 159 Subcontracts... 159 About subcontracts... 159 Job-Complete Tracking... 160 About cost to complete... 160 About hours to complete... 161 About units to complete... 161 Proposals... 162 About proposals... 162 About creating proposals... 162 Exporting and Importing Proposal Files... 162 About exporting and importing files... 162 Unitary Proposals... 163 About unitary proposals... 163 Document Control... 163 About document control... 163 About Requests for Proposal... 164 About file and link Attachments on records... 164 About Requests for Information... 169 About transmittals... 169 About submittals... 170 About plan records... 170 About daily field reports... 170 About punch lists... 171 Correspondence... 171 About correspondence... 171 vii
Table of Contents 8. Reviewing and Reporting... 173 Working with Reviewing and Reporting... 174 Selecting and Creating Reports... 175 GAAP-standard reports... 175 About report selection criteria... 176 Working with Quick Reports... 176 Executive Dashboard Reports... 177 About the Executive Dashboard... 177 About Executive Dashboard security... 180 About Cash Accounts on the Executive Dashboard... 182 About Cash Position on the Executive Dashboard... 182 About Outstanding Change Orders on the Executive Dashboard 182 About Receivables on the Executive Dashboard... 183 About Payables on the Executive Dashboard... 184 About Income from Operations on the Executive Dashboard... 184 About Under-Billed Jobs on the Executive Dashboard... 185 Form/Report Page Design... 186 About 13-5 Form/Report Page Design... 186 Setting object properties... 187 Page Layout... 189 About form and report page design... 189 About fields... 189 Using Report Writer... 190 About Report Writer... 190 Assigning reports to form designs... 191 Saving and naming reports... 191 Report Printing... 193 About report printing... 193 Printing reports to screen - print preview... 193 Report Scheduling... 194 About report scheduling... 194 Emailing and Faxing Reports... 196 About setting up emailing & faxing through Sage Master Builder... 196 Installing the Windows Fax Services component... 197 About email server/fax line access selection... 199 About fax distribution lists... 202 Exporting Data to Microsoft Excel... 205 About exporting to Microsoft Excel... 205 Financial Review... 206 About financial review... 206 viii
Table of Contents Financial Review - Ratios... 207 Financial Review - Trends... 208 Financial Review - Statistics... 210 Project Review... 210 About project review... 210 Index...213 ix
x Table of Contents
Chapter 1 Sage Master Builder Product Overview This chapter provides information about the following: Welcome to Sage Master Builder Product Overview Sage Master Builder Printed and Printable Documentation Sage Master Builder In-product Help Customer Support Resources Training Resources Business Partners Business Forms 1
Chapter 1 Welcome to Sage Master Builder Product Overview Sage Master Builder - A better way to run your business Welcome to Sage Master Builder. Sage Master Builder is an integrated, construction-specific, estimating, accounting, and project management software solution. Whether you are a general contractor, a subcontractor, or service contractor, Sage Master Builder manages your business using one system. Sage Master Builder provides many features that are beneficial for customers with complex environments that may include remote connections, many simultaneous users, and/or multiple companies. Sage Master Builder - a better way to run your construction business. About this book Sage Master Builder Product Overview provides general background information about the functionality of Sage Master Builder s core systems, such as General Ledger, Accounts Receivable, Accounts Payable, Payroll, Project Management, and more. If you are new to Sage Master Builder, then we highly recommend that you read about the specific background information related to the tasks which you will perform. If you are a company owner or administrator, we recommend that you read all the information in this guide. It may help you to know that this guide is not a getting started guide. It does not provide step-by-step procedures for setting up companies or entering information. For step-by-step procedures for the entire Sage Master Builder application, please refer to the in-product Help or the Sage Master Builder User Guide. Sage Master Builder Product Overview is not meant to replace the assistance of your business partner or Sage Master Builder training courses. We recommend that you consult with professional tax accountants and take training before beginning the initial setup for your company. Moreover, this guide does not provide information about every aspect of Sage Master Builder or its add-on modules. Such a complete setup is well beyond the scope of this book. You will notice as you read through the Sage Master Builder initial setup checklist that a complete setup of your company in Sage Master Builder could take up to several weeks to 2
Sage Master Builder Product Overview accomplish, depending on the size and complexity of your business. Nevertheless, reading this guide as an introduction to Sage Master Builder functionality can be a very valuable step in the process of migrating your company into Sage Master Builder. For complete details about any of the setup tasks in this guide, please refer to the in-product Help and the Sage Master Builder User Guide. For example, for setting up Payroll, search the Help or Sage Master Builder User Guide under the 5-Payroll section for all topics about that subject. 3
Chapter 1 Sage Master Builder Printed and Printable Documentation Click Help > Printable Documentation on the main Sage Master Builder window to see a list of printable documentation. Then click a document to open it with Adobe Reader. Sage Master Builder and Your Business Sage Master Builder and Your Business provides basic information about key relationships in your business and how they interact with Sage Master Builder. This book also explores Sage Master Builder s underlying concepts for working with general ledger, accounts payable, accounts receivable, and more. In addition, you will find detailed information about Sage Master Builder general operational features, accounting, analysis, payroll, accounts receivable, accounts payable, and more. If you are new to Sage Master Builder, we highly recommend that you read this book. Sage Master Builder Installation & License Administration Guide Sage Master Builder Installation and License Administration Guide provides explicit information about how to install Sage Master Builder and set up the software in your specific environment. It also provides information on how to set up and administer licensing and manage license reservations. This guide is a must read for all systems administrators and business owners. Sage Master Builder User Guide The Sage Master Builder User Guide is a printable PDF version of the Sage Master Builder Help. You will find that the Sage Master Builder User Guide is the most comprehensive yet. It provides extensive explanation of Sage Master Builder functions and tools as well as hundreds of procedures for completing tasks. Sage Master Builder Release Notes The Release Notes document provides information about enhancements and previously reported issues in the software that have been resolved for the current release. 4
Sage Master Builder Product Overview It also provides, where applicable, information and comments about recently discovered issues that have not yet been resolved before the latest software release. Release Notes are available in PDF format by clicking Help > Printable Documentation > Release Notes on the main Sage Master Builder window. Printing Sage Master Builder Documentation Printing Sage Master Builder printable documentation Links to the printable documentation are located under the Help > Printable Documentation menu on the Sage Master Builder main window. IMPORTANT: You must have the Adobe Reader installed on your computer to view and print Sage Master Builder guides. To download this free software for viewing and printing documents in PDF format, visit http://get.adobe.com/reader/ To print a Sage Master Builder printable document: 1. Click Help > Printable Documentation. 2. From the menu list, select the printable document you want to open. Adobe Reader opens and loads the guide. 3. From the File menu, click Print. 5
Chapter 1 Sage Master Builder In-product Help Using Help The in-product Help system is integrated with Sage Master Builder and is accessible from the Help menu. On the Help menu, you can click Contents and Index, About This Window F1, and Quick Links Shift+F1. Contents and Index opens the Help system to the main page. From this Help window, you have access to the entire Help system. When you are on a Sage Master Builder window, clicking About This Window or pressing the F1 key launches a Help window that provides information about the currently active Sage Master Builder window. Clicking Quick Links or pressing SHIFT+F1 opens a Help window that provides a list of topics directly related to the currently active window. 6
Sage Master Builder Product Overview Customer Support Resources About customer support resources Sage Master Builder offers a variety of customer support resources. In-product Help When you have questions about Sage Master Builder, press the F1 key to launch the in-product Help. You can also access the in-product Help via the Help menu on the menu bar. Sage Knowledgebase Access the Technical Support Knowledgebase 24 hours a day, seven days a week for solutions and answers to frequently asked questions, solutions to issues, as well as software alerts, notices, release guides, and year-end information. This is the same online tool our support staff uses when responding to calls from service plan customers. You have access to this knowledgebase at www.sagecre.com or through the Help menu in the software. On the Sage Master Builder main window, click Help > Customer Resources > Technical Support > Technical Support Web Page. Release Updates To get the latest information about this release, log on to the Customer Portal at: https://customers.sagenorthamerica.com/irj/portal/anonymous/login Click Support > Documents > For Customers > Sage Master Builder > Release Materials. Online Support If you would like assistance with a solution and your service plan provides online technical support, log on to: https://customers.sagenorthamerica.com/irj/portal/anonymous/login Then click Self Service > My Requests > Customer Support Ticket. This sends your request directly to Customer Support. 7
Chapter 1 Phone Support If you need help and your Service Plan provides support assistance, you can call Customer Support at 800-866-8049. Support hours are Monday through Friday from 6 a.m. to 5 p.m. PT (Pacific Time). Remote Assist Tool The Remote Assist Tool allows Sage Customer Support representatives to access your systems and data remotely through your computer to provide support services to you and your company. You can quickly access the Remote Assist Tool from a Help menu link on the Sage Master Builder main page. Point to Help > Customer Resources > Technical Support > Remote Assist Tool. Customer Forums Exchange information with other Sage Master Builder customers. Log on to: https://customers.sagenorthamerica.com/irj/portal/anonymous/login. On the Web page Home tab, find and click Forums. Upgrade Your Service Plan If your service plan does not provide online technical support, you may add or upgrade a service plan by calling 800-858-7098 or by logging on to: https://customers.sagenorthamerica.com/irj/portal/anonymous/login. Then click Self Service > My Requests > Customer Service Request. 8
Sage Master Builder Product Overview Training Resources About training options Learning to use Sage Master Builder software has never been easier! Whether you choose to take online classes from Sage University, participate in classroom training, or work directly with your business partner, you will learn how to use Sage Master Builder to support your business. Contact your business partner to find out about training options or visit: http://www.sageu.com. Overview of customer classes Online classes make learning Sage Master Builder convenient and easy. Each instructor has years of experience using Sage Master Builder and will lead you step-by-step through the class material. Online classes allow you to view the instructor s computer screen as he or she demonstrates Sage Master Builder software. Once you register for your class via Sage University, you will receive email communication that tells you how to access the training. Because the classes are live, you can ask questions and benefit from hearing other students questions. Classes cover all aspects of Sage Master Builder, including project management, estimating, scheduling, and payroll. For more information, visit: http://www.sageu.com. Getting started with training All customers should begin with our New Customer Training (NCT) series, which is included in our Essentials Training Package in recorded format for 24/7 access. These classes include an overview of the Sage Master Builder system and its features. Customers that prefer live online training can register for the Realtime Learning version of these NCT courses. For more information, visit: http://www.sageu.com. 9
Chapter 1 Business Partners About Business Partners To serve you better, Sage Master Builder products and services are available to you through an authorized network of more than 100 business partners. Your business partner is available to serve you, from simple how-to questions and hands-on demonstrations, to installation, implementation, and training. They're fully equipped to help you get where you want to be. For more information please contact your Sage Master Builder business partner. 10
Sage Master Builder Product Overview Business Forms Sage Construction and Real Estate Forms Sage Master Builder is designed to work with generic checks and forms that are available from many sources. There is no single vendor that customers must use; however, you can get a complete portfolio of forms, tax forms, and checks through Sage Construction and Real Estate Forms by calling 800-760-7929 or by visiting http://www.sagecreforms.biz/. 11
Chapter 1 12
Chapter 2 Companies, Security, and Users This chapter provides information about the following: License Administration Tool Security Groups and Users 11
Chapter 2 Working with Utilities The 7-Utilities windows enable you to setup security, create users, create companies, and to perform maintenance functions. The supervisor user with exclusive access rights must perform many of these tasks. List of 7-Utilities Windows 7-1 Create New Company - Create a new blank company or copy selected data from an existing open company to create a new company. 7-2 Company Information - Enter company information into the system, such as address, license numbers, tax numbers, direct deposit information, and more. 7-3 Company Security - Contains two sub-menu windows: 7-3-1 Security Groups - Create security groups and set security for save, delete, void, print checks, and more. 7-3-2 User List - Set up a list of users in the current company. To save time, you can also copy user defaults. 7-4 Rebuild Indexes - Rebuilds the database indexes for the company that is currently open. 7-5 Print Database Format - Opens the Report Printing window so that you can print and review two reports: Database Format or Database Security/User Def. 7-6 Scheduled Report Event Viewer - View and delete events recorded when scheduled reports are executed. 7-7 Repair Database - Opens the Support Password window. This is only need to repair damaged databases. You need to contact Customer Support for assistance. Database damage can be caused by a power failure or hard disk failure. IMPORTANT: The maintenance task carried out in 7-7 Repair Database requires contact with Customer Support. 12
Companies, Security, and Users Note: The topics in this section provide overview information only. For all the details, refer to the Sage Master Builder Help or User Guide, or consult with your Sage business partner. 13
Chapter 2 License Administration Tool About the License Administration Tool for Sage Master Builder It s best to create a separate company for each company for which you keep books. When you create a new company, Sage Master Builder creates a folder for that company on a drive under the \MB7 folder. There are two ways to create a new company: Create a new company containing no existing company information Create a new company based on an existing company s information New company containing no existing company information As a first step, Sage Master Builder creates a database for the new company. In the case of a new company containing no existing company information, Sage Master Builder creates a company database with table headings, but no other information. After creating a new company with no references to an existing company s information, the next step is to enter new company information on the 7-2 Company Information window. When you enter company information, you will find it helpful to have the following: Complete company address License number. Federal tax identification number. State tax identification number. Resale number Telephone and fax numbers Email address Direct deposit information, which is the account number, routing number, and the account type. New company based on an existing company s information Setting up new blank companies is labor-intensive. That is why Sage Master Builder provides a utility that can create a new company from an existing company s data. Using this utility will save you a lot of time and 14
Companies, Security, and Users effort when creating new companies. Before you start, however, it is important to determine that you have an existing company that is a good match for your new company. In using this method, selected information from the existing company populates the database tables in the new company. The existing information consists of list information (clients, accounts, employees, etc.) and external files (with no existing job information). No transactions are part of the transferred information. When you choose to create a new company based on an existing company s information, it contains the following: Type Includes, but not limited to List data Clients Accounts Employees Cost Codes Parts Vendors External files with Takeoff template files no job reference Takeoff grid files Bitmap images for clients, employees, etc. Attachments 15
Chapter 2 If a field within a table contains transactional data, it is not copied. Type Transactional data directly related to jobs Transactional data contained in a field within a table Includes, but not limited to Accounts receivable Field reports Inventory allocations Payroll records Accounts payable - beginning balance and ending balance Employees - Qtr1 gross, Qtr2 gross, etc. Ledger accounts - beginning balance and ending balance Keep in mind that each new company requires a minimum of 50 megabytes of hard disk space, and as you enter information for each company, it requires more space. The number of company folders you can retain on your hard disk is only limited by the amount of available hard disk space. A company database can be created on any local or network drive; however, you must have been given the rights to write to that selected drive by your network administrator. Tip: For more detailed information about the License Administration Tool for Sage software, see the Sage Master Builder Installation and License Administration Guide. 16
Companies, Security, and Users Security Groups and Users Security features of Sage Master Builder Sage Master Builder provides a variety of security features that allow you to restrict access to data in each company. You can do the following: Create a list of users and passwords for each company. This list provides the means to restrict access to individual companies. Restricting access to a company also restricts access to its archive. Create groups of users. Security groups provide a way to collect users together in meaningful sets such as project managers, payables clerks, or payroll clerks. With groups established, you can then assign each user to up to five security groups. Control the admission of users to windows through security groups. Moreover, you can assign access rights to each security group. Control items within windows such as text boxes, lists, check boxes, and grid columns. By limiting what information a security group can enter or view in a window, you also restrict access to that same information in queries and reports. For example, you might not want to allow the payroll clerks security group access to salaries and wage rates in the employee files. The payroll clerks will not be able to view salaries and wage rates in the employee files, or while entering timecards, or by running any payroll reports. Each company in Sage Master Builder can use different user names, passwords, security groups, and access rights. You only have to set up security groups and access rights one time for each company. As you add or remove users from the User List, you can simply assign or reassign users to the proper security groups. Important: Many actions in Sage Master Builder can only be performed when logged on as supervisor. When setting up security, it is critical that you add a password for the user name, supervisor. 17
Chapter 2 About security groups You use the 7-3-1 Security Groups window to set up security groups for your company s employees. Security groups let you control users ability to open windows as well as perform specific actions within a window. The 7-3-1 Security Groups window contains a grid with numbered rows on the left and eight columns: Group# (User input is required to save the record.) Group Name (User input is required to save the record.) Save Delete Void Chg Period Print Checks Notes When you set up user groups, you type a group number and group name. Then you determine whether or not that group will have rights to Save, Delete, and Void records, as well as to change the accounting period and print checks. You may use the Notes column to add any pertinent information about each group. While you might create security groups for specific employees, it is a good idea to build each security group for the tasks performed by the employee. This allows you to add or remove employees from security groups rather than having to build new security groups for each new employee. As a company s size increases, the need for additional security groups increases. For example, a large company has an office staff that includes several accounts payable clerks, an accounts receivables clerk, a payroll clerk, a controller, project managers, and estimators. In this company, six different security groups are set up to accommodate the specific needs of the employees engaged in six different task areas. In addition to creating task-oriented security groups, it is a good idea to create one security group with full access to the entire program. This allows owners or managers to log in with full access, but prevents unau- 18
Companies, Security, and Users thorized access to program features that only a user logged in as supervisor can use. It is important to consider the scope of tasks performed by users as well as the number of users that access Sage Master Builder. Before designing security groups, examine which users need access to specific windows in Sage Master Builder. After you set up the security groups, you can then set up window and menu-level security. For example, a small company has three clerks: a general accounting clerk, an accounts payable and accounts receivable clerk, and a payroll clerk. For this company, it is only necessary to create three security groups. The first group, titled Payroll Clerk, only provides access to payroll operations. The second group, titled A/P A/R Clerk, provides access to accounts payable and accounts receivable operations. The third group, titled General Ledger Clerk, provides access to general ledger operations not covered by accounts payable and accounts receivable. Consider the following before setting up security groups: Do you need to create separate security groups for employees who perform specific tasks? For example, does your company have a payables clerk who only enters payables data? Do you need to create separate security groups for accounts payable, accounts receivable, and payroll supervisors, or can you just create one group for the supervisors? Do estimators perform different tasks than project managers? Do you need to provide differing levels of access to owners, controllers, or managers? Are you going to use the Sage Master Builder API to integrate with other programs? If so, create a security group named API with a group number such as 51. Important: To use the Sage Master Builder API program, you must create an API security group that is named exactly API. At least one user must be added to the API security group. You have to set rights to save, void, etc. 19
Chapter 2 About setting field properties You launch the Field Properties window by pressing the F7 key when in another data entry window, for example, 4-2 Payable Invoices/Credits. In the Field Properties window, you can set up the default properties for almost any text box, check box, grid cell, or column within a window. You can set the following options: Default Entry to: Provides a list of entries from which you can select the default. Enter the default data, or click the item in the list you want to appear as the default entry. Permit Access to: Lets you select which user groups have access to a window, text box, list, or grid column. If no user groups are selected, then all user groups have access. If the user groups appear shaded, then you cannot restrict access. When a user group is not granted access to a window, that user group cannot open the window. In addition, the user group cannot access the information by printing documents or reports. When a user group is not granted access to a text box or list, that user group cannot enter or access information in that text box or list, or access the information using a query, quick list, or Lookup window. In addition, the user group cannot access the information by printing documents or reports. When a user group is not granted access to a grid column, that grid column is hidden from view and is not accessible by the user group. In addition, the user group cannot access the information by printing documents or reports. Skip During Entry: During data entry, Sage Master Builder skips over the field or list. You can still enter data when you select it. Require Entry: Requires an entry, or Sage Master Builder will not save the record. Require List Match: Requires that the entry match an item on the Quick List. Require Unique: Prevents users from entering duplicate information. This is available for indexed text boxes that let you enter character-based information. 20
Companies, Security, and Users When you select this property for the Invoice# box in 3-2 Receivable Invoices, 6-6-1 Purchase Orders, or 6-7-1 Subcontracts, Sage Master Builder ignores records that have status 5-Void. When you select this property for the Work Order and Invoice# boxes in 11-2 Work Orders/Invoices/Credits, Sage Master Builder ignores records that have status 5-Void. When you select this property for the Invoice# box in 4-2 Payable Invoices, Sage Master Builder ignores records that have status 5- Void for a given vendor. You can set up a vendor to use duplicate invoice numbers. Lock After Save: Prevents users from editing the information after saving the record. Only users logged in as supervisor can edit the information. Lock Quick List: Prevents users from editing a Quick List. Only users logged in as supervisor can edit the information. Check Spelling: Checks the spelling when you move to another text box or cell. If Sage Master Builder finds a misspelled word, it displays the Spelling dialog box. Mixed Case: Allows text entry in upper and lower case. Upper Case: Displays text only in upper case. Lower Case: Converts entry to lower case text. User Defined Field Type: Lets you select the type of information the field accepts. System Description: Displays the default description of the field. User Description: Lets you change the description of the field. To display the system description again, delete the user description. System Prompt: Displays the default prompt that appears in the status bar at the bottom of the window. User Prompt: Allows you to change the default prompt in the status bar at the bottom of the window. When the user prompt is deleted, the system prompt is restored. 21
Chapter 2 Setting up properties for text boxes, lists, check boxes, columns, and the Executive Dashboard Using the F7 key, you can set up the default properties for almost any text box, list, check box, grid cell, or column within a window. Important: Access to set up these properties is limited to the supervisor user. You cannot restrict access to system-required fields. For example, you may want to automatically populate certain fields in a window to speed up the work. In some cases, it is essential for certain fields to be hidden from view for business purposes. About the 7-3-2 User List window The 7-3-2 User List window controls major features dealing with users, program security, and license groups. Reserved license uses are set up in the License Administration Tool by naming groups and reserving a number of license uses for that group. The information entered in the License Administration Tool is read by the License Groups column Sage Master Builder 7-3-2 User List window. When you click the down arrow in a cell in the License Group column, you see the list of groups and reservations that have been set up using the License Administration Tool. Important: You must have Administrator rights in the License Administration Tool to reserve license uses. To reserve license uses, launch the License Administration Tool. Click the row with the License Type Floating Use to reveal the Manage Reservations tools located at the bottom left of the window. For more details, see the License Administration Tool Help. For example, let s say you launch the License Administration Tool, click the Manage Reservations button, name a group Estimators, and reserve two license uses. When you open the 7-3-2 User List window 22
Companies, Security, and Users and click the down-arrow in a cell in the License Groups column, you see the license group, Estimators, in the Quick List window. If you are a supervisor user, you use the grid in this window to set up a list of user names for each company folder to help control access to Sage Master Builder. By setting up security groups and assigning the groups to user names, you can further limit access to certain modules or windows, and text boxes, lists, and columns within windows. Because Sage Master Builder determines access through the user names, a user can log on to Sage Master Builder from any workstation in a network environment. By selecting the Display Passwords check box, a supervisor user can view, set and/or change users passwords. Note: Any user can be a member of the API security group; however, we recommend that you create a specific user to use the API, for example, APIUser. About the supervisor user When you log on to Sage Master Builder as supervisor, you have access rights to the entire Sage Master Builder application. Important: To maintain security, we strongly recommend that you set up a password for the supervisor user. Be sure to write it down and keep it in a safe place. The following list describes the actions only a supervisor can perform: Create security groups in 7-3-1 Security Groups. Grant access rights to security groups for windows and items within windows such as text boxes, lists, and grid columns in 7-3-1 Security Groups. Use the F7 key to display the Field Properties dialog box to set the individual security properties for a text box, list, check box, or grid column, as well as set security for certain menu commands from the 23
Chapter 2 main menus. You can also customize the window, set defaults in specific fields, and set system user prompts. Create user names and passwords, and assign user names to security groups in 7-3-1 User List. Create new companies in 7-1 Create New Company. Make and save changes to the General Ledger in 1-8 General Ledger Setup. Close the accounting at the fiscal year-end in 1-6 Change Period/ Close Year. Close payroll at the calendar year-end, which starts on 5-3-8 Close Payroll Year. Restrict posting to specific accounting posting periods, for example, 4-2 Payable Invoices/Credits and other windows. About window and menu-level security Window-level security lets you limit a security group s ability to open specific windows within Sage Master Builder. You can set up windowlevel security on a menu command that opens a window or sub-level window. Suppose a small company has three security groups: General Ledger Clerk, A/P A/R Clerk, and Payroll Clerk. Using the window and menu-level security, you can allow only members of the General Ledger Clerk group access to windows related to general ledger operations; the A/P A/R Clerk group to accounts payable and accounts receivable operations; and the Payroll Clerk group to payroll operations. For menu commands that open a window, Sage Master Builder only allows access by users in the selected security groups and applies the access rights. For menu commands that open a different menu item, Sage Master Builder only allows access by users in the selected security groups. For example, you can provide the General Ledger Clerk group access through menu 1-General Ledger. However, this does not apply the access rights to the items under menu 1-General Ledger. 24
Companies, Security, and Users About access rights regarding window and menu-level security Caution! Without window and menu-level security set up, Sage Master Builder gives all access rights to the user opening the window. When you assign a user to a security group, that user gains the access rights associated with its security group. Sage Master Builder applies the access rights only when you have set up window-level land menu-level security on a menu command that opens a window. Suppose a security group titled General Ledger Clerk has been assigned only the right to save and delete records. Each window under the general ledger 1-1 Checks/Bank Charges, 1-2 Deposits/Interest, 1-3 Journal Transactions, 1-4 Recurring Journal Transactions, 1-5 Bank Reconciliation, 1-6 Audit/Close Books, 1-7 Ledger Accounts, 1-8 General Ledger Setup, and 1-9 Company Departments is then set up with window and menu-level security. Only the General Ledger Clerk group has the ability to open those windows. For example, when Gerald (in the General Ledger Clerk group) opens the 1-1 Checks/Bank Charges window, the access rights only permit him to save and delete records. Next, suppose a security group titled Payroll Clerk has been assigned the rights to save records, change posting periods, print checks, and void or delete records. Each window under payroll is set up with window and menu-level security. Only the Payroll security group has the ability to open those windows. In another example, when Dianna (in both the General Ledger Clerk and Payroll Clerk groups) opens any of the payroll windows, she has the access rights assigned to the Payroll Clerk group. And when Dianna opens any of the general ledger windows, she has the access rights assigned to the General Ledger Clerk group. About exclusive access While users in a network environment can simultaneously work in the same company s data, some operations require access to a company be restricted to a single user. For example, exclusive access is required when rebuilding indexes, copying a company to create a new one, or 25
Chapter 2 closing the accounting at the fiscal year-end. To protect the data, limit the access of a company to a single workstation during rebuilding indexes and closing the fiscal year. 26
Chapter 3 General Ledger This chapter provides information about the following: Ledger and Subsidiary Accounts Company Departments Checks and Bank Charges Deposits and Interest Journal Transactions Recurring Transactions Bank Reconciliation Changing Periods and Close the Books 25
Chapter 3 Working with General Ledger As the backbone of the accounting system, General Ledger pulls together information from Payroll, Accounts Receivable, Accounts Payable, Inventory, Service Receivables, Equipment Management, and other features. You can also make direct entries for cash, checks, deposits, journal transactions, and recurring transactions. A tight audit trail creates a well-protected system from accounting to job costs and automatically audits all stored balances back to their original entries. General Ledger maintains true subsidiary ledgers with lookup windows for each controlling account to simplify data entry to all 12 accounting periods for the current fiscal year, and you can control posting to any period. Entries made to the prior year automatically update the prior year s ending balances as well as the current year s beginning balances. 1-General Ledger contains nine subsections. 1-1 Checks/Bank Charges 1-2 Deposits/Interest 1-3 Journal Transactions 1-4 Recurring Journal Transactions 1-5 Bank Reconciliation 1-6 Change Period/Close Year 1-7 General Ledger Accounts 1-8 General Ledger Setup 1-9 Company Departments Tip: Sage Master Builder devotes an entire program section to major accounting reports in 2-Account Reports. 26
General Ledger Note: The topics in this section provide overview information only. For all the details, refer to the Sage Master Builder Help or Sage Master Builder User Guide, or consult with your Sage business partner. 27
Chapter 3 Ledger and Subsidiary Accounts About general ledger accounts In the 1-7 General Ledger Accounts window, you can view a summary of activity for an account broken down by fiscal periods. As an aid to organizing the financial data, you can use subsidiary accounts or departments. You can manually enter a budget for each ledger account that takes into consideration the activity of each period within the fiscal year. Over the course of the fiscal year, you can generate reports detailing the budget versus actual account activity. Sage Master Builder also stores period balances for the previous fiscal year. When you close the books at the fiscal year-end, Sage Master Builder transfers the period balances from the This Year column to the Last Year column. Comparisons between the account activity of the current year and the budget or account activity for the prior year are powerful tools that allow you to analyze the company finances. The comparisons enable you to create budgets with greater accuracy, determine areas in the company that are over or under budget, and compare projections to the actual activity. Because the 1-7 General Ledger Accounts window only displays account activity, you cannot enter adjusting entries in this window. If you need to correct a period balance, you can enter the transaction using the 1-3 Journal Transactions window. In ledger accounts, you can organize data using departments or subsidiary accounts. Departments allow you to group data across the income and expense accounts, whereas subsidiary accounts allow you to divide data under a single, controlling ledger account. Sage Master Builder also allows you to set up summary accounts, which allow you to combine ledger accounts for financial reports. Learning more about ledger accounts Ledger accounts are divided into two categories: permanent accounts (also called balance sheet accounts) and temporary accounts (also called profit and loss or income statements). Assets, liabilities, and equity accounts are referred to as permanent accounts. With permanent accounts, a period s ending balance carries forward to become the begin- 28
General Ledger ning balance for the following period. Therefore, the period balances provide you with a running total over the course of a fiscal year. The income and expense accounts are referred to as temporary accounts. With temporary accounts, the balance for each period is recorded separately. When a period closes, the following period starts with a zero balance. Temporary accounts only provide the activity for each individual period and not the year to date. When you choose a pre-built chart of accounts, Sage Master Builder creates the ledger accounts. You can then edit the ledgers to create the type of accounts needed. When you post the first transaction to a company s books, Sage Master Builder locks the system of ledger account ranges. To change the account number for a ledger account after having posted a transaction to it, create a new ledger account manually and transfer the balance through an adjusting journal entry. You can rename a ledger account at any time. Sage Master Builder uses the short name for Picklists and most accounting reports, and uses the long name for the Balance Sheet, Financial Report, and Income Statement reports. Subsidiary: If an account uses departments or subsidiary accounts, the departments or subsidiary accounts must be set up before posting transactions. In the Subsidiary list, click departments or subsidiary accounts. Summary Account: Using summary accounts, you can combine multiple ledgers into a single ledger for generating a financial report in 2-8 Financial Reports. When you generate a financial report, Sage Master Builder looks to the Summary Account box in each ledger. If Sage Master Builder finds an account number, it combines the balance of that account into the indicated summary account. For more details, see the Help topic Creating summary accounts. Account Type: Displays the account range to which an account belongs and whether the account maintains a debit or credit balance. Ledger accounts that fall within specific account ranges are assigned certain properties: Ledgers in the Cash Accounts range cannot use subsidiary accounts. When posting to WIP Assets or Direct Expense ranges, Sage Master Builder requires you to create job costs before posting transactions. 29