Sage BusinessWorks
Accounting 2017
Getting Started Guide
December 2016
© 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.
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Contents
Chapter 1: Welcome 7
What's in This Guide 7
What is Sage BusinessWorks? 8
Where to Start 8
Chapter 2: Let's Go! 11
Starting Sage BusinessWorks 11
Sage BusinessWorks Launcher 13
Typical Option Window & Commands 20
Exiting Sage BusinessWorks 33
Where to Go from Here 33
Chapter 3: Practicing with Sage BusinessWorks, Overview 34
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Getting Started 35
Using the Sample Company 35
Lesson 1: Setting User Preferences 36
Lesson 2: Using Help and Viewing User Status 41
Lesson 3: Changing Dates 45
Lesson 4: Switching Companies 47
Lesson 5: Exiting Sage BusinessWorks 48
Where to Go from Here 49
Chapter 4: Practicing with Accounts Payable 50
Accounts Payable Menus 51
Lesson 1: Examining A/P Status 52
Lesson 2: Adding a Vendor 54
Lesson 3: Recording an Invoice 63
Lesson 4: Producing an Open Invoice Report 67
Lesson 5: Setting Up a Recurring Invoice 70
Lesson 6: Recording a Credit Memo 74
Lesson 7: Selecting Invoices for Payment 77
Lesson 8: Printing Checks 80
Lesson 9: Defining a File Export Template 84
Lesson 10: Sending Data to Another Program 87
Where to Go from Here 89
Getting Started Guide
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Chapter 5: Practicing with Accounts Receivable 90
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Accounts Receivable Menus 91
Lesson 1: Examining A/R Status 92
Lesson 2: Adding a Customer 94
Lesson 3: Recording an Invoice 102
Lesson 4: Recording a Credit Memo 111
Lesson 5: Recording a Customer Payment 116
Lesson 6: Examining a Detail Report 119
Lesson 7: Calculating Finance Charges 123
Lesson 8: Printing Statements 125
Lesson 9: Defining a File Export Template 129
Lesson 10: Sending Data to Another Program 132
Where to Go from Here 134
Chapter 6: Practicing with General Ledger 135
General Ledger Menus 136
Lesson 1: Examining General Ledger Status 137
Lesson 2: Adding a Department 139
Lesson 3: Adding an Account 141
Lesson 4: Entering Budget Amounts 143
Lesson 5: Posting to the General Journal 147
Lesson 6: Posting to Journals 151
Lesson 7: Setting Up a Recurring Journal Entry 153
Lesson 8: Posting a Recurring Entry 156
Lesson 9: Printing a Budgeted Income Statement 158
Lesson 10: Creating and Printing a Report Group 162
Lesson 11: Defining a File Export Template 166
Lesson 12: Sending Data to Another Program 169
Where to Go from Here 171
Chapter 7: Practicing with Inventory Control 172
Inventory Control Menus 173
Lesson 1: Examining Inventory Status 174
Lesson 2: Adding a Part 175
Lesson 3: Creating a Purchase Order 185
Lesson 4: Recording a Receipt 190
Lesson 5: Examining a Transaction Register 193
Getting Started Guide
5
Lesson 6: Assembling a Part from Components 196
Lesson 7: Defining a File Export Template 199
Lesson 8: Sending Data to Another Program 202
Where to Go from Here 203
Chapter 8: Practicing with Job Cost 204
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Job Cost Menus 205
Lesson 1: Examining Job Cost Status 206
Lesson 2: Setting Up a Job 208
Lesson 3: Printing a Bid 217
Lesson 4: Putting a Job In Progress 221
Lesson 5: Posting Charges to a Job 223
Lesson 6: Completing a Job 225
Lesson 7: Billing a Customer for a Job 226
Lesson 8: Closing a Job 228
Lesson 9: Examining a Cost Variance Report 229
Where to Go from Here 231
Chapter 9: Practicing with Order Entry 232
Order Entry Menus 233
Lesson 1: Examining Order Entry Status 234
Lesson 2: Creating a Quote 235
Lesson 3: Converting a Quote to a Sales Order 243
Lesson 4: Selecting an Order to Invoice 248
Lesson 5: Printing and Posting an Invoice 251
Lesson 6: Examining a Gross Profit Report 255
Lesson 7: Defining a File Export Template 258
Lesson 8: Sending Data to Another Program 261
Where to Go from Here 262
Chapter 10: Practicing with Payroll 263
Payroll Menus 264
Lesson 1: Examining Payroll Status 265
Lesson 2: Adding an Employee 266
Lesson 3: Examining an Employee Master List 277
Lesson 4: Recording Time Card Information 280
Lesson 5: Performing Payroll Calculations 285
Lesson 6: Printing a Paycheck and Check Register 288
Getting Started Guide
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Lesson 7: Examining Your Tax Liabilities 292
Lesson 8: Defining a File Export Template 295
Lesson 9: Sending Data to Another Program 298
Where to Go from Here 299
Chapter 11: Practicing with Custom Reports & Forms 300
The Options 301
The Designer 304
Lesson 1: Creating a Custom Reports Template 305
Lesson 2: Creating a Custom Forms Template 324
Where to Go from Here 329
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Appendix A: How to Produce a Report 330
Producing the Report 330
Using Reports Displayed on the Screen 333
Appendix B: Registering Sage BusinessWorks 334
Glossary 336
Getting Started Guide
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Chapter 1: Welcome
Chapter 1: Welcome
Welcome to Sage BusinessWorks Accounting, a powerful and easy-touse accounting system. This guide contains the basic information that you
need to use Sage BusinessWorks.
This chapter contains the following:
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What's in This Guide (on this page)
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What is Sage BusinessWorks? (page 9)
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Where to Start (page 9)
What's in This Guide
This guide is an introduction. For complete information about specific
options, or an in-depth discussion of any topic, refer to the Sage
BusinessWorks Help system. This guide is arranged as follows:
Chapter 1: Welcome
Introduces this guide, defines Sage
BusinessWorks, and provides some overview
information about installing, learning, and
setting up Sage BusinessWorks.
Chapter 2: Let's Go!
Explains the basic steps of starting, using,
and exiting Sage BusinessWorks.
Chapters 3 through 11
Takes you step-by-step through the common
features of Sage BusinessWorks. These
tutorials include the following:
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Practicing with Sage BusinessWorks,
Overview
Practicing with Accounts Payable
Practicing with Accounts Receivable
Practicing with General Ledger
Practicing with Inventory Control
Practicing with Job Cost
Practicing with Order Entry
Practicing with Payroll
Practicing with Custom Reports & Forms
Appendix A: How to
Produce a Report
Getting Started Guide
Explains the basic procedure for generating
and printing reports.
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Chapter 1: Welcome
What is Sage BusinessWorks?
Sage BusinessWorks is a double-entry accounting system designed
specifically for use with Microsoft Windows. It's ideal for small- to
medium-sized companies that need a full-featured double-entry
accounting system that's easy to learn and use.
Read this guide and complete the tutorials before using Sage
BusinessWorks on a regular basis.
Where to Start
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 Step 1: Verify the Contents of Your Package
You will need the following materials to install and use Sage
BusinessWorks:
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Logon to the Sage Knowledgebase to download the current
version of Sage BusinessWorks. The installation instructions are
located in the Related Resources section of the download article.
•
Setup Preparation Guide: The Setup Preparation Guide is
available in the ELECTRONIC MANUALS section of the Sage
BusinessWorks VIEWER. After installing Sage BusinessWorks,
log into the program. From the VIEWER, select ELECTRONIC
MANUAL and then SETUP PREPARATION GUIDE.
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Upgrade Guide (optional): Lists the changes you can expect to
find in Sage BusinessWorks. You received this guide ONLY if you
are upgrading from a previous version of Sage BusinessWorks.
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If you are missing any of the items listed above, contact your Sage
BusinessWorks business partner.
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Chapter 1: Welcome
 Step 2: Install Sage BusinessWorks
Install your software using the instructions that are appropriate for you:
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If your company is new to Sage BusinessWorks: Follow the
Installation Instructions contained in the Sage BusinessWorks
package.
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If you are upgrading from a previous version, Sage
BusinessWorks v. 12 or earlier: Before beginning the upgrade
process, refer to the Upgrade Guide for special installation
guidelines and instructions. The Upgrade Guide will then direct
you to the Installation Instructions at the appropriate point in the
upgrade process.
 Step 3: Register Your Purchase
Register your Sage BusinessWorks purchase immediately after installing
it. The sooner you register, the sooner you can take advantage of the
award-winning support and online Web resources Sage Software offers.
Registration steps are listed in Appendix B on page 335 (also available in
the Upgrade Guide). Do not register modules that you are upgrading from
Sage BusinessWorks v. 12, only new modules that you are adding to your
Sage BusinessWorks system. If you are upgrading from Sage
BusinessWorks v. 11 or earlier, you must register your upgrade using the
new serial numbers and unlocking keys located on your packing slip.
 Step 4: Practice & Learn with Sage BusinessWorks
After installing and registering Sage BusinessWorks, you are ready to
begin learning how to put your software to work for you. We recommend
the following:
Getting Started Guide
•
Attend a training course: Get one-on-one training from a Sage
BusinessWorks business partner or classroom-style training an
Authorized Training Center. For more information, contact your
Sage BusinessWorks business partner.
•
Practice with tutorials: Complete the tutorials in this guide to learn
basic procedures. The tutorials are designed to work with the
Sample company that is included in Sage BusinessWorks.
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Practice on your own: After you complete the tutorials, if you want
more practice, remain in the Sample company and continue
exploring. You can also create your own fictitious company to use
for practice. (You can create up to 1,000 companies in Sage
BusinessWorks.)
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Chapter 1: Welcome
Additional resources and technical support are available from our Web
site at www.sagebusinessworks.com.
 Step 5: Set Up & Use Sage BusinessWorks
After completing Steps 1-4, you are ready to set up and use your own
company. For optimum use, work closely with your Sage BusinessWorks
business partner to set up your company.
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Prepare for setup: In your Setup Preparation Guide, follow the
instructions in Chapter 2: System and Module Preparation for
each module you purchased. These instructions outline the
information you need to gather before setting up Sage
BusinessWorks.
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Begin the setup: After gathering your information, complete each
step. You can use either the Initial Setup checklists in the
Launcher's Checklists menu or the setup Help topics (under
Getting Started on the Help system Contents tab.) This is an
important part of a successful setup.
After setup is complete for all modules, you are ready to use Sage
BusinessWorks on a daily basis.
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Getting Started Guide
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Chapter 2: Let's Go!
Chapter 2: Let's Go!
This chapter gets you started learning about Sage BusinessWorks. It
presents basic information about the Sage BusinessWorks user interface,
including windows, buttons, commands, keys, and more.
Topics discussed in this chapter include:
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Starting Sage BusinessWorks (on this page)
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Sage BusinessWorks Launcher (page 14)
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Typical Option Window & Commands (page 21)
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Exiting Sage BusinessWorks (page 34)
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Where to Go from Here (page 34)
This guide assumes that you have a basic understanding of Microsoft
Windows. If you need information about Windows, refer to your Microsoft
Windows documentation.
Starting Sage BusinessWorks
You can start Sage BusinessWorks from a shortcut on your desktop or
from the Windows Start menu.
 To launch Sage BusinessWorks, double-click the Sage
BusinessWorks icon on your desktop.
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 Alternately, click Start, Programs, Sage BusinessWorks, Sage
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Getting Started Guide
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Chapter 2: Let's Go!
The Sage BusinessWorks startup window appears.
Log on with a user ID and password.
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Assign all users a system identification (user ID) to control who has
access to the software and to provide convenient custom settings.
 If you have just installed Sage BusinessWorks and have not yet
defined user IDs, at the User ID field, enter MANAGER. If user
IDs have already been set up, use your own ID.
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Passwords protect the confidentiality of your financial information. If you
decide to require passwords, you will need to enter a password each time
you log in. For security reasons, the password does not appear when you
type it. If you have just installed Sage BusinessWorks, passwords are not
yet required and you do not need one to access Sage BusinessWorks for
the first time.
 If passwords have not yet been defined, leave the Password
field empty. If the ID you are using has been assigned a
password, enter the password, and click Log In.
Getting Started Guide
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Chapter 2: Let's Go!
Sage BusinessWorks Launcher
After you log in, the Sage BusinessWorks Launcher appears. The
Launcher provides access to all Sage BusinessWorks companies,
modules, and options. In addition, it allows you to access Sage Software
Web pages, the Help system, and other programs. You will find the
Launcher easy to understand and use.
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Chapter 2: Let's Go!
Launcher Overview
The Launcher is divided into several areas that provide the following
features: the System menu bar, the Module menu/Button bar, the
Resource bar, the Status bar, the Address bar, and the Viewer.
System Menu Bar
The System menu bar is positioned just below the title bar. It provides
several menus that you can use to access Sage BusinessWorks system
utilities, change the Launcher's view, and much more.
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Use the File menu to log in as a
different user, switch to another
company, and check the status
of your computer or network.
Use the View menu to change
the appearance of the Launcher.
(See page 19 and page 20.)
Use the Utilities menu to perform
a variety of system-wide tasks.
From here, you set up new
users and companies, define
system security, create custom
reports and forms, register Sage
BusinessWorks, and more.
Use the Help menu to access the Help system for each module, the Sage
BusinessWorks About window, and the Tips feature.
Module Menu
Use the Modules menu to access modules, menus and options from the
module menus (the second row) just below the Launcher menus.For
information on how to access the modules, see page 19 and page 20.
Getting Started Guide
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Chapter 2: Let's Go!
Resource bar
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The Resource Bar, which appears as
a vertical bar along the left side of
the Launcher window, lists the
available modules, task shortcuts,
and startup tasks. Click a module
button in the Resource Bar to
change the menus and HTML pages
so that they relate to that module.
Click an icon within a group to
access that shortcut or application.
You can hide or show this bar, along
with the Address bar and the Viewer,
by selecting Viewer in the Launcher's
View menu.
The Resource Bar contains the
following groups:
Modules group: Click the buttons in
this group to select a specific
module.
Shortcuts group: Select this group
to view and use tasks that you have added to your Shortcuts menu.
Startup group: Select this group to view and use tasks that you have
added to your Startups menu.
Getting Started Guide
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Chapter 2: Let's Go!
Status bar
The Status bar in the Launcher window provides three buttons that
identify the user, company, and posting date for the current session. Hide
or show this bar by clicking View, Status Bar on the System menu bar.
Initially, the information that appears on these buttons is determined in the
following manner:
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You select the user when you log in. To change users, click the
User button in the Status bar or click File, Login on the System
menu bar.
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SAMPLE is selected as the company the first time you log in.
Thereafter, Sage BusinessWorks remembers the last company
you opened and automatically logs you into that company. To
change the company, click the Company button on the Status bar
or click File, Select Company on the System menu bar.
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When you log in, the posting date is the current system date
(which is the Date/Time Properties defined in Windows). To
change the date, click the Posting Date button on the Status bar
or click Utilities and then Change Posting Date on the System
menu bar. (If you reset the posting date, it appears as the default
date in every option you launch; however, it reverts to the current
system date when you log off.)
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User
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Company
Posting
Date
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Chapter 2: Let's Go!
Viewer & Address bar
Displays pages with information, links to options, and the Sage Software
Web site. You can choose the pages to display from links in the Resource
bar or the from links within the pages themselves. You can even type in
the URL of a Web site on the Internet to display in the Viewer.
Click View and then Viewer on the System menu bar to hide or show the
Viewer along with the Address bar and the Resource bar.
Clicking the Refresh button
refreshes the page you have
been viewing.
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Clicking the Home button
returns you to your main page
(by default, the Start page).
Clicking the
Back and
Forward
buttons moves
through the
pages you have
been viewing.
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The location of
each page
appears in the
address bar. You
can type in an
Internet Web site
address to display
it in the Viewer.
Getting Started Guide
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Chapter 2: Let's Go!
Opening modules, menus, and options
You can display modules in a button bar or in a menu bar. By default, the
Button bar displays (shown below).
Button bar
Note
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When you position
your mouse pointer
over an icon in the
Button bar, a label or
"tooltip" appears. The
tooltip displays the
full name of each
module.
If you are using the Button bar, all modules appear as buttons along a bar
below the System menu bar. Icons and abbreviations on the buttons
identify the modules. Clicking View and then Button Bar on the System
menu bar displays the Button bar.
Click a module button to display its menus in a list.
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Chapter 2: Let's Go!
Module menu
If you are using the Module menu bar, an individual module and its menus
appear along a bar below the System menu bar. Click Modules and the
select the module that you want to use.
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Resource bar
You can also access modules using the modules group in the Resource
bar.
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Chapter 2: Let's Go!
Typical Option Window & Commands
When you launch an option, a window appears in which you can enter,
select, edit, or review information. Throughout Sage BusinessWorks, a
common set of fields, command buttons, and keys make learning to use
the software an easy task. Below is the Maintain Vendors option, which
illustrates a typical Sage BusinessWorks window design.
Enter, select, edit, or review
information in a variety of
fields.
Click a button to execute an action or open
another window where you can define
additional settings or review information.
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Select a check box to
mark it as "on." Or,
highlight a field and
press the Spacebar to
toggle it on and off.
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Use the Status bar to identify the current company, add
this option to your Shortcuts or Startups, quickly launch
other options, and display information about the current
session.
Getting Started Guide
Click toolbar buttons
to Lookup or Save
records, create New
records, display How
Do I Help topics, and
more.
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Chapter 2: Let's Go!
Shortcuts
The Shortcuts group on the resources bar allows you to create links to
options you frequently use and to define a list of startup options. In any
option, click Add to Shortcuts to include that option in your Shortcuts
menu.
The Shortcuts menu is available from any option, from the Shortcuts
group in the Resource bar, and from the Shortcuts menu in the System
menu bar. Click Add to Startups to assign the option to the Startup group
in the Resource bar. Startup options are launched automatically each time
you log in.
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Chapter 2: Let's Go!
Tasks
The Tasks button provides two
submenus. One is a predefined list
of options related to the current
option and the other is a list of
options that are currently running.
Slide the cursor over Related Tasks
and click an option in the menu to
launch a new option. Or, slide the cursor over Running Tasks and click an
option in this menu to switch to an option that you already have open.
Info
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The Info button displays the
company ID, user ID, posting date,
and current (system) date. To
change the user, company, or
posting date, click the appropriate
button on the Launcher's Status bar
(see page 17) and restart the option.
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Note
Keyboard shortcuts,
or hot keys, can
speed up your dataentry process. For
example, you can
use the up and down
arrows on the
keyboard to display
the previous or next
item in fields with
drop-down lists. For
information on hot
keys, see page 32.
Fields
Fields allow you to enter, edit, select, and review information. Sage
BusinessWorks simplifies your accounting tasks by using many of the
same fields throughout. You can select a field by clicking it with the left
mouse button or pressing the TAB key or ENTER key on the keyboard to
move from field to field.
The most commonly used fields include:
Drop-down list
Lets you select from a list of items. Clicking on the arrow to the right of the
field (or pressing ALT plus the down arrow key when the cursor is in the
field) displays a list of selectable items. To make a selection, click an item
in the list. If the list is large, a scroll bar appears on the right.
Getting Started Guide
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Chapter 2: Let's Go!
Show button
Clicking the Show button at a field (or pressing F2 on your keyboard)
displays a lookup (search) window, which lets you search through and
select from a list of items. For more information on using search windows,
see Lookup & Search Windows on page 26.
Date fields & the Calendar
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In date fields, you can either type in a date or click the Calendar button
beside the field to display a pop-up calendar window. For more
information on using the calendar window, see page 46.
Click the single arrow buttons to move the
date back and forth a month at a time.
Click the double arrow buttons to
move the date back and forth a
year at a time.
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The current posting date has
a button-like appearance.
Click another date to make it
the posting date.
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Resets the posting date to the
current system date.
Resets the posting date to a
date you previously set.
Text box
Provides an area for entering text from the keyboard. It is used most often
for descriptions, reference information, and comments.
Getting Started Guide
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Chapter 2: Let's Go!
Option buttons
Option buttons offer a choice of settings, and you must select one. Click a
button to select it (or use the arrow keys to move the selection from one
button to the next).
Check box
Used to "turn on" a setting. Select a check box to respond "yes." Clear a
check box to respond "no."
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Button Commands
There are a number of easily identified buttons that perform specific tasks
such as Save, Lookup, and Undo. Clicking a button executes an action or
opens another window allowing you to access additional information or
settings.
Buttons come in two varieties—toolbar buttons and all other buttons.
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Toolbar buttons have icons on them and appear in a row along
the bottom of the window. Position your cursor over a toolbar
button to display a tooltip showing you the name of the button and
its keyboard shortcut (see also Hot Key Commands on page 32).
Keyboard shortcuts for toolbar buttons always use CTRL.
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Other buttons, such as Notes, display their name right on the
button and can appear anywhere within the option window.
Keyboard shortcuts for these buttons always use ALT.
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The following are common toolbar buttons.
Selection Arrows
and Quick Find
Or
First CTRL+F; Prior CTRL+P;
Click the arrow
Next CTRL+X; Last CTRL+L
buttons to move
forward or
backward through a range of items. The single arrows move to the prior
and next items. The arrow-with-bar buttons move to the first or last item in
the range. Clicking the Prior button or Next button scans backward or
forwards through the list.
Getting Started Guide
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Chapter 2: Let's Go!
Major maintenance and inquiry options, such as Maintain Vendors and
Customer Inquiry, include a Quick Find field to help you locate a record
quickly. Type all or a portion of an ID at the Quick Find field and press
ENTER. For example, in Maintain Vendors, using the Sample vendor
records, type DU and press ENTER to display the record for Duhoff and
Sons.
Lookup and Search Windows
CTRL+K
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Click the Lookup button to find and select an item from a lookup (search)
window. You can also access lookup (search) windows by clicking the
Show button at a field. (For more information, see Show Button on page
page 24).
When the lookup (search) window first appears, the Quick Search tab
presents a list of records that are valid for the current operation. For
example, because only posting accounts are valid selections when
entering a journal transaction in General Ledger, only posting accounts
appear in the lookup (search) window. Examples of both search tabs are
illustrated on page 27.
If you know which record you are looking for, type the first few characters
at the Look for field. The list jumps to the first record that begins with
those characters. If the list is extensive, the Quick Search tab displays the
first 400 records. This does not limit your quick search. The list jumps to
whatever characters you type at the Look for field—even if the
characters are not in the original list of 400.
Use the Power Search tab to further refine your search. You can configure
and save view definitions for use at a later time, in addition to adding,
editing, renaming, deleting, and copying views. For more information, see
Lookup (search) windows in the Help system. Additionally, you can export
the data in the search grid to an Excel worksheet. For more information,
see Export the search list to Excel in the Help system.
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Chapter 2: Let's Go!
Scroll bar
Use the scroll bar along the right side of the search window to view the
records listed. Use the Up and Down arrows on your keyboard to move
through the list. Select a highlighted item by clicking Accept or pressing
ENTER. You can also double-click any record in the list to select it.
Selecting a record closes the lookup (search) window and displays the
record in the task window you were previously using.
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You can change the sort order of data in the search grid on the Quick
Search and Power Search tabs to facilitate your search. Sort the data in
the search grid by selecting a column header. A Down arrow in the
column header indicates that the list is being sorted in ascending order.
An Up arrow indicates that the list is being sorted in descending order. To
reverse the sort order, click the header a second time.
Columns in the search grid can be resized and reorganized. Right-clicking
within the search grid on the Power Search tab allows you to hide or show
columns by selecting or clearing the check mark next to the column
name. For more information, see Customize the search data grid in the
Help system.
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Because your list of records can be quite extensive, you can narrow the
list on the Power Search tab. For example, to find an account in the
general ledger with a description that includes the word "Equipment," you
would:
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1
In the task window, click the Show or Lookup button. The lookup
(search) window appears.
2
Click the Power Search tab.
3
At the Field to search field, select the field to search, such as
Account # or Description. In this example, select Description. (A
green icon at this field indicates that it is faster to search using
this field than those with a yellow or red button.)
4
In the Match section, select how to compare or match the
characters to the selected field. Select Anywhere.
5
In the Show Records section, select whether to show the first
400 records (if you expect a long list) or all records that meet the
criteria (if you expect the list will be small enough to manage). In
this example, the search is not likely to find more than a half
dozen accounts, so leave this unchanged. You can also select
whether to exclude inactive records from the search.
6
At the Search for field, type the characters to find. In this
example, type Equipment.
All the records that match the criteria you defined appear in the list at the
bottom of the Power Search tab. As described for the Quick Search tab,
you can scroll through the list, select a record, and click Accept or doubleclick a record to select it.
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Save
CTRL+S
Saves the information you entered or changed.
Undo
CTRL+U
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Erases all information entered in the window that has not been saved.
Use this button to clear all the information you entered and start over
again.
Help
Or
CTRL+H
Provides access to option-specific information quickly and easily without
hunting through the Help system. Click How Do I or the ? button in most
windows to select from a menu of related Help topics. At the bottom of
each menu is the option's overview Help topic (begins with About...).


Rename
CTRL+R
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Lets you change the ID of an item. With Rename, there is no need to
delete an item and recreate it when you need to change the ID. You can
use Rename to change an item's ID at any time and still maintain
whatever information or history that is associated with the item.
When you want to rename an item, select the item and click Rename.
Enter the new name, and click OK.
Rename changes only the ID of an item, such as a vendor ID or customer
ID. To change other information, make the changes and click Save.
New
CTRL+N
Clears the entries in the window and lets you add a new item or record.
After you enter the new information, click New again or click Save to save
your changes.
Delete
CTRL+D
Deletes the selected item. Select the item and click Delete. You are
prompted to confirm the deletion.
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Chapter 2: Let's Go!
Items such as customers, vendors, and employees can be deleted only if
they have no history for the period of time that you determined to retain
history.
Instant Correspondence
CTRL+M
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If you have Custom Office, you can merge the selected record's
information with a Microsoft Word document, and print or e-mail the
document. For more information, search the Help system for the topic on
Custom Office.
Attachments
CTRL+A

If you have Custom Office, you can view or attach files to the selected
record. For more information, search the Help system for the topic on
Custom Office.
OK, Post,Void...

This button has several similar actions depending on the button label. It
approves the selections displayed in the window and begins processing.
The specific action is indicated by the button label.
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Post
ALT+P
Posts (applies) the transaction
OK
ALT+O
Approves the entries and closes the window
Void
ALT+V
Voids the selected transaction
Cancel
CTRL+C
Cancels whatever operation you are performing and exits from the
window without saving the information you entered. You will not lose
previously saved data.
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Chapter 2: Let's Go!
Drill Down
Buttons with ? on them open windows of information about specific
accounts, vendors, customers, parts, employees, or jobs entered in
transaction windows. For example, the Vendor? button displays
demographic and current account information for the vendor ID you
entered while creating an invoice. One ? button leads to another ? button
so that you can drill down to the source of a related transaction recorded
in the previous 60 months.
Notepad
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Note
Use the System
Preferences option
(on the System menu
bar Utilities menu) to
define the header
information you want
to include in notes
(for example, date,
time, user ID).
The Sage BusinessWorks Notepad allows you to make notes, record
reminders, and communicate business activity throughout each
accounting module. You can create notes for general ledger accounts,
customers, vendors, employees, parts, and jobs.
The Notepad combines two important activities for a business: accounting
and contact management. For example, if you are calling a customer
about a past due invoice, you can check the Notepad for his or her
contact history.
There is no need to limit notes; the Notepad can store the equivalent of 10
single-spaced typewritten pages for each active ID in your system (that is,
10 pages for each customer, 10 for each account, etc.).
Type text in the Notepad just as you do in all other Windows applications.
You can type long notes. Each line of text wraps automatically. You can
also select blocks of text to delete.
By clicking the appropriate button, you can insert a specific header item,
such as the date, time, or current user ID, or the predefined header, which
contains all these items. To find specific instances of a word or number,
click Find. You can repeat the find by clicking Find again. The Notepad
also lets you search and replace text by clicking Replace. Click Print to
print the entry.
For information on the codes to use to define Notepad header text, in
System Preferences, click the How Do I button to display the System
Preferences Help topic. Click the Notepad header text link to display a
Help topic with this information.
You can access the Notepad from most windows that let you select an ID.
You will see the Notes button, or a button that lists the specific type of
note file, such as the Part notes button.
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Chapter 2: Let's Go!
Hot Key & Function Key Commands
Certain keys on the keyboard can help speed data entry and navigation
through the software.
You can select items in the System menu bar and in the module menu bar
by clicking them with your mouse or by pressing keys on your keyboard.
ALT
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You can open a drop-down list box or search window by
pressing ALT and the down arrow key.
CTRL
Press CTRL and the underlined letter on any button in the
toolbar at the bottom of an option window to perform the
same action as clicking the button or selecting the option
(for example, press CTRL+S to save information in the
window and clear the window for continued entry).
Arrow
When entering text or date fields, press the arrow keys to
move the cursor in a field one character at a time. (This
does not apply to numeric fields, such as Net Amount.)


Press the ALT key and the underlined letter on any button
to perform the same action as clicking the button (for
example, pressing ALT+O on the keyboard executes the
OK button in the window).
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In a search window or list box, use the arrow keys to move
to the next item in the list. In a list box, the right arrow
moves in the same direction as the down arrow, and the
left arrow moves in the same direction as the up arrow.
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When selecting option buttons, the arrow keys move from
one option button to the next.
ENTER
Moves the cursor to the next logical selection or entry
field, but not to command buttons (such as Save and
Cancel). When entering text, pressing ENTER accepts the
entry and moves you to the next field.
TAB
Moves the cursor forward to the next logical selection or
entry field. Pressing SHIFT+TAB moves the cursor
backwards.
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Function
keys
Press F2 or ALT + the Down arrow at a field to access a
lookup (search) window to quickly look up records
associated with the field. For more information, see
Lookup (search) window in the Help system.
Function keys F5, F6, F7, and F8 can be assigned to any
application for easy access. For example, the F5 key can
be assigned to the Windows Calculator. Once defined,
within any open window, press F5 to access the
Calculator for simple arithmetic. You can press CTRL+C
to copy the result of your calculations and press CTRL+V
to paste it in the software.
Function keys assignments can be added or changed for
each user in the Maintain Users window, or the currently
logged-on user can add or change their own function key
assignments in the User Preferences window.
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Right-click Menu
The right mouse button provides a menu of shortcuts to useful
commands. Clicking the right mouse button over a field in a window
opens a menu. Click a command in the menu with the left mouse button
or press the respective shortcut key to select the command.
The commands available from a right-click menu include the following
with slight variations:
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Restore
Replaces the data you entered in the selected field
with its previous data. (Not available after you select
another field or button.)
Cut
Moves data from the selected field to the Windows
Clipboard.
Copy
Copies data from the selected field to the Windows
Clipboard.
Paste
Copies current contents of the Windows Clipboard to
the selected field.
Delete
Removes all highlighted data in the selected field.
Select All
Highlights all data in the selected field.
Exiting Sage BusinessWorks
When you want to quit using Sage BusinessWorks, close each open
window to quit and log off.
Always close all Sage BusinessWorks windows before exiting Windows.
Never turn off your computer while running Sage BusinessWorks—you
might lose data.
If you have several windows open, check the Running Tasks group in the
Launcher's Resource bar. Double-click any option listed to bring the
option forward and then close it.
Where to Go from Here
After you have completed this section, you should be familiar with the
basics of Sage BusinessWorks. Proceed to the next chapter to begin
practicing with the software.
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Chapter 3: Practicing with Sage BusinessWorks, Overview
Chapter 3: Practicing with Sage
BusinessWorks, Overview
Now that you have read about some of the major features, it is time to
learn more about how it works. This chapter includes the following
lessons:
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Getting Started (page 36)
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Using the Sample Company (page 36)
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Lesson 1: Setting User Preferences (page 37)
•
Lesson 2: Using Help and Viewing User Status (page 42)
•
Lesson 3: Changing Dates (page 46)
•
Lesson 4: Switching Companies (page 48)
•
Lesson 5: Exiting Sage BusinessWorks (page 49)
•
Where to Go from Here (page 50)
Each boldfaced step in the lessons is the action you should take.
Paragraphs beginning with the arrow () symbol tell you how to complete
the step. All steps can be performed with the mouse or the keyboard.
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Chapter 3: Practicing with Sage BusinessWorks, Overview
Getting Started
If you exited Sage BusinessWorks at the end of the previous chapter,
start up and log in. Because you did not create a new company in the last
chapter, the SAMPLE company automatically opens when you log in. For
more information, see Starting Sage BusinessWorks on page 12.
Using the Sample Company
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Note
Remember as you
experiment that Help
is always available
by clicking the How
Do I button (or the
? button where space
is limited). Using
Help will assist you in
learning the software.
Included with Sage BusinessWorks is sample data for two fictitious
companies. One company is BikeWorks International, a company that
sells and services bicycles and accessories. BikeWorks company ID is
SAMPLE. The other company is a florist business, Dixie Rose Florist,
which uses DEMO as its company ID. Use this sample data to become
familiar with Sage BusinessWorks before you actually start using the
software to do your company's accounting. The lessons in this guide use
the Sample company. Feel free to experiment with each operation while
you are using the sample data.
Before you begin, make sure you have installed the Sage BusinessWorks
programs and the sample data as described in the installation instructions
that came with your software purchase.
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Chapter 3: Practicing with Sage BusinessWorks, Overview
Lesson 1: Setting User Preferences
Purpose:
To become familiar with moving around the menus
To learn how to set your preferences
Time:
15 minutes to complete this lesson
Now that you have logged in, the Launcher is open on your desktop. In
this lesson, you will learn how to access settings that define preferences
for the software.
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Before you produce a report in Sage BusinessWorks, you define the
scope and format of the report by selecting items in a report setup
window. Preferences are already set up to automatically close the report
setup window after a report is generated. If you change this preference,
the setup window remains open so that you can produce another report,
using different settings, perhaps, without reselecting the option from the
menu. Follow these steps.
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Open the Utilities menu
The Utilities menu on the System menu bar provides options for all
users and some options that only users with the appropriate system
security can access.
 On the System menu bar, click Utilities.
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On the Utilities menu, click User Preferences
 Click User Preferences.
When you select a menu option, such as User Preferences, the
window opens. Notice that the window title is the same as the menu
option that opens it.
In the User Preferences window, you can specify whether to close
report setup windows after processing a report, enter the directory
path of applications to associate with function keys, and define
preferences for system messages. Select a check box to enable a
setting. Selections in this window are tied to your user ID.
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Select a setting
The Auto-close report setup options check box is selected by
default. For now, clear the check box.
 Clear the Auto-close report setup options check box.
The check mark disappears from the box. If you closed the Users
Preferences window now, any window used to set up a report
would not close as soon as you processed the report. Instead,
turn this setting back on.
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 Select the Auto-close report setup options check box.
Set your preferences
Now that you are familiar with the settings in the User Preferences
window, you can select the ones you prefer. When you click OK, your
selections are stored with your user ID. Each time you log in, your
preferences are applied to the software.


You can specify the applications that you want to activate by pressing
F5, F6, F7, and F8 in the software. For example, when you press F8,
the present setting activates the Notepad.
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You can also indicate whether you want the software to display
certain messages and reminders. If the Yes or No setting at the
Display? column is in a gray box, it means that the option has been
preset in the System Preferences option and cannot be reassigned
here. If the Yes or No setting appears in a white box, you can click it
to set your personal preferences. For now, leave all messages
selected (set to "Yes") until you are more familiar with the software.
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Accept the settings and close the window
 Click OK to accept your change and close the window.
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Hide or show the Viewer to adjust the Launcher's size
Reduce the area needed for the Launcher
 On the System menu bar, click Viewer on the View menu.
The Viewer disappears along with the Resource bar and the Address
bar. But how do you return the Launcher to the way it appeared at
first?
 On the System menu bar, click Viewer on the View menu again.
The Launcher expands to its full window size. Similarly, you can
switch between the Button bar and the Menu bar on the View menu.
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The remaining lessons in this guide assume that you are starting from the
Button bar in a reduced Launcher window. If you want to use a full size
Launcher window or the Module menu bar, you need to make appropriate
adjustments.
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Lesson 2: Using Help and Viewing User Status
Purpose:
To become familiar with using Help
To view the status of the current user
Time:
15 minutes to complete this lesson
The Launcher provides several status windows that show detailed
information about the software and its users. This status information is
particularly useful when more than one user is accessing the software on
a network.
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
Throughout all modules, the Help system provides the reference
information you need to get up and running quickly. When you access the
Help system, you get immediate information about the operation you are
performing.
In this lesson, you will review one of the status windows and become
familiar with the Help system. Follow these steps using the System menu
bar.
View the System Status Report

 On the System menu bar File menu, click System Status Report.
The System Status Report window appears with general
information about your company.
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For details about this window, refer to the Help system.
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Open the Help window
 Click How Do I to display a menu of
Help topics. Select the topic About
System Status Report.
Each task has an About topic. The
About topic provides overview information for the current task as
described in the following illustration.
How to access this task
from the menus.
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Clicking the Contents tab shows
you Help topics for all modules.
Index and Search tabs provide the
same global access.

How often you can expect to
use this task.
The general ledger
accounts this task
posts to, if any.

The main action
you can
accomplish with
this task.
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A field-by-field
description of the
window.
Also included is
specific
information about
how to perform
tasks.
Other Help topics
related to this topic.
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Click the hyperlink text to view a specific explanation
 In the Help window, click the underlined words Sage
BusinessWorks Version # and date.
Whenever you see underlined text in a Help window, you can click the
text for more information. Field information displays in a pop-up
window.
 Click anywhere to close the pop-up window.
You need to find specific information on using network serial
numbers. See if Help can provide you with the information you need.
 Click the hyperlinked text Network Serial #s.
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Notice that a different Help topic displays.
This Help topic describes serial number information, but how does
that help you find the Network Serial Number window in the software?
Find out how to "get there"
 Click Launch Option near the top of the Help topic.

To launch the Network Serial Number window in the System Status
window, you must click System Status on the File menu on the
System menu bar, and then, click the Network Serial #s button.
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 Click anywhere to close the Launch Option topic. Close the Help
window.
View Information and Field Help
 In the System Status Report window, click the Module Information
button.
The System Status Report/Module Information window displays
specific information about each module for this company.
To get information for all the fields in the System Status
Report/Module Information window, click How Do I.
 Click How Do I in the System Status Report/Module Information
window.
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The Help window describes the System Status Report/Module
Information window specifically. You can click any field name that you
want more information about. Leave this Help window open.
Locate general information about how to use Sage BusinessWorks
Because the Help system provides detailed information, each module
has its own Help. In addition, there is overview Help. You can
navigate from one module's Help system to another and also view
overview information.
 Notice the Contents, Index, and Search tabs at the far left of the
Help window.
 On the Contents tab, click the Book icon next to Getting Started.
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Several Help topics appear below it. Click any of these topics to
display them in the right side of the Help window. These topics
help you set up the Sage BusinessWorks system.

 Click the book icon next to How Do I on the Contents tab to see a
list of topics about how to navigate through the software and use
common features.
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Use Back to return to a Help topic you previously viewed
After making several jumps to new Help topics, you may feel lost. Use
the Back button to find your way back to a Help topic you previously
viewed.
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 Click Back at the top of the Help window.
Each time you click Back, you move backward one Help topic at a
time in the reverse order that you viewed the topics since you opened
this session of the Help system.
Return to the Launcher
Now that you are familiar with using the Help system, you can find out
about the options and fields you are using. Use the Help system
when you want more information about a window.
 After trying out the Help features, close any open Help window
and task windows to return to the Launcher, and proceed to the
next lesson.
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Chapter 3: Practicing with Sage BusinessWorks, Overview
Lesson 3: Changing Dates
Purpose:
To become familiar with changing dates while using the
system
Time:
10 minutes to complete this lesson
Suppose it is near the end of the month. You made some entries for
today, and you now come across some transactions that you want to
enter that are not dated today. These transactions are actually for next
week, but you have time to enter them today. You can enter them with
today's date, but because these transactions are for next month, monthly
totals would not be completely accurate. You can change the date as you
enter each individual transaction, but that is tedious if you have several
with the same date.
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For accurate records, you can change the posting date to the actual date
of these transactions before you enter them. Follow these steps to learn
how to change and use the posting date.

Open the Posting Date calendar
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Clicking the
Calendar
button at a
date field
displays a
pop-up
calendar
window.
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 Move your cursor over the date in the Launcher's Status bar. A
tooltip appears showing that this is the posting date. Click the
Posting Date button to open a calendar window.
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Chapter 3: Practicing with Sage BusinessWorks, Overview
This calendar allows you to change the posting date, which has a
few uses. It appears as the default posting date throughout the
software and as the statement date when printing statements. It
also prints on reports and lists but does not affect the accounting
information displayed in the report.
Note
Select a new posting date
You can also display
the Posting Date
calendar window by
clicking Change
Posting Date on the
Utilities menu on the
System menu bar.
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
Note
The date in windows
displayed in this
guide will not match
the posting date you
entered here.
There are a few ways to select a date in this calendar.
 Click the left double arrows (repeatedly if necessary) at the top of
the calendar window to change the year to 2016. Click either
single arrow (repeatedly if necessary) to change the month to
June. June 2016 should now appear at the top of the calendar
window.
 Click the date 21. Then, click OK to accept June 21, 2016 as the
new posting date.
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Chapter 3: Practicing with Sage BusinessWorks, Overview
Lesson 4: Switching Companies
Purpose:
To learn how to change from one company to another
Time:
2 minutes to complete this lesson
Several users keep financial records for several separate companies. If
you use different companies, you want to be able to switch between them
quickly as you record transactions for one, and then another company.
Another reason for having multiple companies is to keep the Sample
company in addition to any of your own companies. This allows you to
return to the Sample company for such things as additional experience or
training new personnel. Or, if you have a posting question, you can test it
in the Sample company.
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Follow these steps:
Switch from the currently selected company to another company

The software comes with accounting data for two fictitious companies,
Sample and Demo. So far, you have been using the Sample company.

 Move your cursor over the word SAMPLE in the Launcher's
Status bar. A tooltip appears showing that this is the Company
button.
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Note
You can also change
to another company
by clicking Select
Company on the File
menu on the
Launcher's System
menu bar.
Select another company to work with.
 Click the Company button to view a list of available companies.
 Click DEMO, and the word on the Company button has changed
to DEMO. If you open any windows and enter transactions, they
will apply to Demo's company data, not to Sample's company
data.
In the software windows, the company ID always displays on the
Status bar at the bottom of the window. You always know which
company you are working with in the software.
 Before you continue with the lessons, click the Company button
and switch back to SAMPLE.
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Chapter 3: Practicing with Sage BusinessWorks, Overview
Lesson 5: Exiting Sage BusinessWorks
Purpose:
To close Sage BusinessWorks at the end of the day
Time:
2 minutes to complete this lesson
Before shutting down your computer at the end of the day, you must make
sure that you close all windows and the Launcher. If you do not, you may
lose important data. Follow these steps:
Locate all open options
There are different ways to see what windows are running.
 At the bottom of any window, click the Tasks button on the Status
bar and click Running Tasks. Then click each option listed to
bring it forward, and close the options one at a time.
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You can also view the running tasks by selecting File, Network
Status Report to show you the status of your network and the
users and the task currently being accessed.
Warning
Close the Launcher
Never shut down your
computer while Sage
BusinessWorks is
running.
Getting Started Guide
 Close all windows and the Launcher. You can now shut down
your computer.
49
Chapter 3: Practicing with Sage BusinessWorks, Overview
Where to Go from Here
Now that you are familiar with how some of the system-wide features
work, experiment with more of the menus and options. Detailed
instructions on each option are in the Help system.
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Chapter 4: Practicing with Accounts Payable
Chapter 4: Practicing with Accounts Payable
It will take you approximately one hour to complete all the lessons in this
chapter. This section includes:
•
Accounts Payable Menus (page 52)
•
Lesson 1: Examining A/P Status (page 53)
•
Lesson 2: Adding a Vendor (page 55)
•
Lesson 3: Recording an Invoice (page 64)
•
Lesson 4: Producing an Open Invoice Report (page 68)
•
Lesson 5: Setting Up a Recurring Invoice (page 71)
•
Lesson 6: Recording a Credit Memo (page 75)
•
Lesson 7: Selecting Invoices for Payment (page 78)

•
Lesson 8: Printing Checks (page 81)
•
Lesson 9: Defining a File Export Template (page 85)

•
Lesson 10: Sending Data to Another Program (page 88)
•
Where to Go from Here (page 90)
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Chapter 4: Practicing with Accounts Payable
Accounts Payable Menus
Before you can learn Accounts Payable, you need to become familiar with
the Accounts Payable menus.
 To display the Accounts Payable menus, click the Accounts
Payable module button.
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The Accounts Payable menus include:
Invoices
Records invoices and other types of
transactions.
Checks
Selects the invoices you want to pay, prints
checks, and voids checks.
Vendors
Maintains vendors and examines vendor and
invoice information.
Reports
Produces a variety of reports on your payables.
Close
Closes the Accounts Payable module at the
end of each month.
Transfer
Sends data to other programs and transfers
vendor information to the software.
Utilities
Includes several utilities for setting up payment
terms and A/P parameters, creating data files
and list allocation tables, and rebuilding data
files.
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Chapter 4: Practicing with Accounts Payable
Lesson 1: Examining A/P Status
Note
Before starting these
lessons, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Purpose:
To become familiar with moving around the menus
To learn how to use Help
To examine the status of Accounts Payable
Time:
5 minutes to complete this lesson
Follow these steps:
Select the Display A/P Status option
 On the Accounts Payable Utilities menu, click Display A/P Status.
The Display A/P Status window appears.
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Accounts
Payable
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In the Display A/P Status window, you can view the current open
month, the last month of the fiscal year, whether or not the Accounts
Payable module is in setup mode, the number of vendors you have
for this company, the maximum number of invoices you can enter for
each vendor (based on available memory in your computer), and the
number of months you are retaining Accounts Payable transaction
history. The window also displays the Account Payable posting,
discount, and default cash accounts.
Try the Help feature
Or
When space is
limited, the How
Do I button
appears as a large
question mark.
Getting Started Guide
You can get Help at any time. The Help system explains the available
options and the accounting principles involved, and it helps you
decide what to do next.
 Click the How Do I button at the bottom of the window and click
About Display A/P Status.
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Chapter 4: Practicing with Accounts Payable
The Help topic for the Display A/P Status window appears. Spend
some time exploring the items in this window.
When you close the Help window, the Display A/P Status window
returns to the forefront. Close the Display A/P Status window.
 Press ALT+O, or click OK.
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Chapter 4: Practicing with Accounts Payable
Lesson 2: Adding a Vendor
Purpose:
To add a vendor to Accounts Payable
Time:
5 minutes to complete this lesson
Entering vendor information is one of the first steps to set up the Accounts
Payable module.
In this lesson, you will add a bicycle manufacturer, the Skidmore Cycle
Company to the vendor list. Follow these steps to select Maintain Vendors
and create the new vendor record:
 On the Accounts Payable Vendors menu, click Maintain Vendors.
The Maintain Vendors window appears.
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This is how the Maintain Vendors window appears after you complete this
lesson.
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Chapter 4: Practicing with Accounts Payable
Enter vendor ID
Lookup
CTRL+K
Now is a good time to get acquainted with the search feature. Notice
the row of buttons at the bottom of the window shown on the previous
page. The Lookup button, (binoculars), opens a window displaying
the information you want to "look up."
 Click the Lookup button.
 A search window appears and the Quick Search tab lists vendors
already set up in the sample data.
 If the list is extensive, you can click the Power Search tab to enter
search criteria that narrows the list.
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Chapter 4: Practicing with Accounts Payable
Lookup (search) windows appear throughout the software. You
can access a lookup (search) window by clicking the Lookup
button or the Show button at a field.
Click the Show Navigate the vendor list
button to search
As you can see, several vendors have been set up.
through records.
 Experiment by navigating through the list. Select various vendors,
move up and down using the scroll bar, and double-click on a
vendor to display its information in the Maintain Vendors window.
Search for a vendor
Search windows help you find information quickly. For vendors, you
can search by vendor ID, name, telephone number, and other critical
information. On the Quick Search tab, you can locate a vendor with a
few keystrokes. (For an example of how to use the Power Search tab,
see Lookup & Search Windows on page 26).
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
 If you closed the search window, click the Lookup button to open
it.

You will search for all vendor IDs that begin with the letter "P."
 At the Look for field, type P. The list now shows PG&E and
PT&T.
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 Type T. The list now contains only PT&T.
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 Press BACKSPACE to erase the T. The list expands to include
both PG&E and PT&T.
To select a record in the list, click Accept or double-click the record.
Enter a new vendor ID
 Click Cancel or press ESC to exit the search window. In the
Maintain Vendors window, click the New button to create a new
vendor record.
Set up the Skidmore Bicycle Company for a vendor ID derived
from its name. Type SKID and press ENTER.
New
CTRL+N
Enter vendor name
 Type Skidmore Bicycle Company.
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Chapter 4: Practicing with Accounts Payable
Enter vendor address (2nd line is optional)
 Type your address. If the entire address does not fit on line 1,
complete it on line 2. Otherwise, press ENTER to leave line 2
blank.
Enter city and state
You can enter the city name and the two-letter abbreviation for your
state (for example, San Francisco, CA), but leave this field blank. This
information is inserted automatically when you enter the ZIP Code.
 Press ENTER twice to skip the City and State fields.
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Enter ZIP or postal code
 Enter your ZIP Code (use up to ten characters).
The City and State fields are automatically filled in based on the ZIP
Code you entered. If you select the Auto insert city and state check
box in the System Preferences window (accessed on the Utilities
menu on the System menu bar), information currently in the City and
State fields are overwritten based on the ZIP Code you enter.
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If the Auto insert city and state check box is cleared, the City and
State fields are automatically filled in only if they were blank when the
ZIP Code is entered.
Enter "our" account number
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If the vendor assigns an account number to you for their use, enter it.
 Enter 279643.
Select the type of contact to display
Two separate contacts can be maintained, Finance and Sales.
 Use Finance.
Enter name of contact person
 Enter your own name as the primary contact person for
Skidmore.
Enter telephone numbers
 Enter your area code and phone number, or enter the phone
number. For example, if your phone number is (916) 555-4301,
enter 9165554301. The proper punctuation is automatically
inserted for you. Also, enter a fax number using the same format.
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Chapter 4: Practicing with Accounts Payable
Note
The mail merge
features available in
Custom Office use
the address and email address entered
in Maintain Vendors.
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Note
Only vendors with no
transaction history
may be set up as
credit card vendors.

Enter an e-mail address
 Enter an e-mail address for the vendor. For this example, enter
mvincent@skidmore.com.
Enter P.O. name and address
Vendors sometimes use different addresses for remittances and for
purchase orders or returns. The address you enter here is used as
the default vendor address for purchase orders and returns in the
Inventory Control module, it is installed and integrated.
 Click the Copy remit address button at the top right of the window
and press ENTER. This quickly duplicates the address entered a
few steps ago.
Payment hold
 If this vendor is on payment hold, you would select this check
box. Leave the check box cleared.
Credit card vendor
If this is a vendor whose credit card services you use, such as Visa or
Mastercard, to pay other vendors, you would select this check box.
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Note
You can record more
detailed and
extensive notes
about a vendor in the
Sage BusinessWorks
Notepad.
 Leave the check box cleared.
Enter comments or notes for this vendor
Two lines of thirty characters are provided for you to enter notes or
comments about the vendor.
 On the first line, type Second Contact: Alan Skidmore. On the
second line, type Date of last contact: June 1.
Enter Year-to-date purchase information
 Click YTD.
 If you want, you can enter year-to-date purchases from this
vendor in the new window. This figure is automatically updated
when invoices are recorded. For this exercise, enter 300.
YTD Purchases
Enter year-to-date payments to vendor
 Year-to-date payments are entered at this field. This figure is
automatically updated when you produce checks or record
handchecks or instant checks. For this exercise, enter 300.
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Chapter 4: Practicing with Accounts Payable
Enter year-to-date discounts granted by vendor
 You can enter year-to-date discounts at this field. Press ENTER
to accept the default value of 0.00.
Enter 1099 payments to vendor
You can maintain calendar year-to-date payments, if necessary, for
1099 reporting. If the vendor qualifies for 1099 reporting, you can
enter the total payments made to this vendor so far in the calendar
year (regardless of whether your fiscal year is the same as a calendar
year).
 Press ENTER to accept the default value of 0.00.
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Enter month-to-date purchases from vendor
 You can enter month-to-date purchases at this field. Enter 300.
Enter month-to-date payments to vendor
 Enter 300.
Enter month-to-date discounts granted by vendor
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 Press ENTER to accept the default value of 0.00.
Enter last payment to vendor
This area of the window tracks the last payment you made to this
vendor. First, indicate whether the payment was made by check,
cash, credit card, or electronic funds transfer (EFT).
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 Click Check.
Next, enter the date of the payment. Highlight the date field and enter
the date using the MM/DD/YY format. You can also click the Calendar
button at the field and select a new date from the pop-up calendar
window.
 Enter the date 05/21/16. If you enter all six numbers, you do not
need to enter the slash.
 Type 300 for the check amount, and 595 for the check number.
 Click OK to save this information and return to the main window.
Enter Purchase History
 Click History in the main window. A new window appears.
This window allows you to enter general information about the
purchases you made from this vendor over the past 12 months.
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Chapter 4: Practicing with Accounts Payable
 Enter 300 for May and click OK to exit this window and return to
the main window.
Enter "other" information
 Click Other in the main window. A new window appears.
In this window, you can establish defaults for the vendor, such as
posting distribution, payment terms, and other information.
Other
Enter federal ID number (or Social Security Number)
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If Skidmore were to require 1099 reporting, you would enter its
federal ID here. This information is used for vendors who receive
1099 forms.
 Skidmore does not require this information, so leave the field
blank.
1099 required
Indicate here whether this vendor qualifies for 1099 reporting. If 1099
reporting is required, you would specify it and the boxes that
designate the part of the 1099 form that shows what kinds of
payments were made.

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 Select Not required and press ENTER.
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This is how the Maintain Vendors/Other window appears after you
complete this lesson.
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Chapter 4: Practicing with Accounts Payable
Enter General Ledger distribution account number
You can select Distribution, Accounts Payable, and A/P Discounts
accounts.
BikeWorks International purchases items for resale from Skidmore
Bicycle Company, so you want to debit these transactions to an
Inventory account. Select one from a search window.
 Click the Show button at the Distribution field to display the
search window.
 Select account 3020.00, Inventory Purchase Receiving and click
Accept.
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Set General Ledger credit accounts
Default posting accounts for Accounts Payable and A/P Discounts are
set up in the Maintain A/P Parameters window. Most users do not
specify unique general ledger accounts for Accounts Payable and
A/P Discounts for vendors because this makes reconciliation more
complicated. However, you may need payables for certain categories
of vendors to be recorded in a separate general ledger account. You
can specify the account number here.
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Leave the other two accounts blank. By doing so, you are using the
default Accounts Payable and A/P Discounts accounts that have
been set up in the Maintain A/P Parameters window.
 Press ENTER a couple more times to navigate past them.
Enter terms code number
The terms are set up in the Maintain Payment Terms option on the
Accounts Payable Utilities menu.
 Click the drop-down list box to display a list of terms already set
up, and select 3. 2.00%-10/Net 30.
Enter scheduled days to pay
Some vendors allow leeway on timely payment of invoices. The
number entered here determines how old the invoices can be before
they are selected for payment.
 Press ENTER to accept the default of 0.
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Chapter 4: Practicing with Accounts Payable
One check per invoice
Normally, all invoices for a vendor are paid together on one check. If
this check box is selected, a separate check is written for each
invoice.
 Leave this check box cleared.
 Click OK to save this information and return to the main window.
Notes
The Sage BusinessWorks Notepad lets you record notes about the
selected vendor record. To enter a note for a new vendor, you must
first save the vendor and then enter your note.
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 Click the Save button to save this new vendor record. Then, click
Notes in the main window.
A new window appears in which you can enter notes from your last
conversation with this vendor, an upcoming special the vendor is
offering, etc. You can also include the current system date, time, and
user ID.


 Leave it blank for now and click Cancel to return to the Maintain
Vendors window.
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Custom
If custom vendor fields have been defined in Maintain A/P
Parameters, you can click Custom in the Maintain Vendors window to
enter information at the custom fields.
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 Click Custom.
The Maintain Vendor/Custom Fields window appears in which you
can enter information at custom vendor fields. The fields in this
window are disabled because you have not defined custom fields in
the Maintain A/P Parameters window.
 Click Cancel to return to the Maintain Vendors window.
Accept the information
At this point, you can go back and change the information shown in
the window or accept the information you entered.
 Click the Save button.
Save
CTRL+S
The Skidmore Bicycle Company is added to your list of vendors. You can
enter another vendor ID or close the window and return to the Accounts
Payable menu.
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Chapter 4: Practicing with Accounts Payable
Lesson 3: Recording an Invoice
Note
Before starting this
lesson, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
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
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Purpose:
To learn how to record invoices in Accounts Payable
Time:
5 minutes to complete this lesson
Now that you added the Skidmore Bicycle Company to your list of
vendors, you can record business transactions with this company.
Skidmore Bicycle Company sends BikeWorks International an invoice for
some bicycles that BikeWorks purchased on P.O. #1095. The invoice
information is listed below:
Invoice number:
Invoice date:
Reference:
Amount due:
Due date:
SK1020
June 20, 2016
P.O. #1095
$1,230.00
July 20, 2016
In this lesson, you will record this invoice in the Accounts Payable
module. Follow these steps to record the invoice:
Open the Invoice option
 On the Accounts Payable Invoices menu, click Invoices and then
click Enter.
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The Enter Invoices window appears.
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This is how the Enter Invoices window appears after you complete this
lesson.
Enter Vendor ID
 Enter SKID, the ID for Skidmore Bicycle Company. (You can also
click the Show button to select a vendor ID from the search
window.)
Enter Invoice #
If you click the Show button to search through this vendor's invoices,
you will see that there are no invoices on file since Skidmore is a new
vendor.
 Enter SK1020.
Enter Reference
 Type P.O. #1095. The reference provides an audit trail for this
invoice and ties to a purchase order number or another invoice
voucher. If this purchase order was previously created, you could
instead enter the purchase order number at the PO # field.
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Chapter 4: Practicing with Accounts Payable
Enter invoice date
 Click the Calendar button at the Date field. In the calendar that
appears, verify that the month and year is June 2016 and click
the date 20. The selected date is 6/21/16.
Enter amount of the invoice
 Enter 1230.
Enter net invoice amount
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The net amount is the portion of the invoice subject to early pay
discount. In this case, the entire invoice amount qualifies for the
discount.
 Press ENTER to apply the net or proceed to the Terms field by
selecting it.
Select terms
The terms code you assigned to this vendor in the Maintain Vendors
window displays. You can use the default terms, enter a new terms
code, or select a terms code by clicking the drop-down list box and
selecting a new one from the list.


 Since this invoice is due in 30 days, with a 2% discount if paid
within 10 days, accept the default value of 3. 2.00%-10/Net 30 by
pressing ENTER.
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Enter discount amount or percentage
You can enter a discount amount or percentage, or accept the default
value provided (calculated from the selected terms). If the terms code
you entered includes a discount, it is automatically calculated and
provided. If you have negotiated a different discount or terms for this
transaction, you can enter that information. (If you change the
discount amount, discount date, or due date, the payment term
changes to "None.")
 Since the discount is already calculated, press ENTER to accept
it.
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Enter discount date and due date
 Press ENTER to accept the default discount date of 07/01/16,
which is calculated from the invoice date according to the terms
you selected.
 Press ENTER to accept the due date of 07/21/16.
 Press ENTER to skip the Hold check box.
Enter account to be posted to
You must distribute the invoice amount to the appropriate general
ledger accounts. When the invoice is posted, the Accounts Payable
account is credited for the invoice amount. You must balance the
transaction by selecting which accounts to debit.
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 Since you determined that business from this vendor is charged
to account 3020.00, Inventory Purchase Receiving, account
3020.00 appears as the default account. Press ENTER.

Enter amount to be posted
 The total amount of the invoice displays at the Amount field. You
want to charge the $1230 to account 3020.00, so press ENTER
to accept the default value.
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You can distribute the invoice to up to 20 general ledger accounts.
The invoice is complete when the unapplied amount at the bottom of
the window is 0.00.
Note
If at any point you
want to start over and
reenter the invoice
from the beginning,
click the Undo button.
The window is
cleared of all data.
If you want to change the account number or amount, you can
highlight the appropriate transaction line and click Edit at the right of
the line to move it back up to the editing area. Select the field you
want to change and type the new value. If you decide to leave it as it
was originally, click the Clear button to return it unchanged to the
transaction lines area.
Post this invoice
 Make sure the information you entered is correct, and click Post.
The invoice is posted to the Accounts Payable module and the
General Ledger module, and the cursor returns to the Vendor ID
field. To enter another invoice for a different vendor, you can click the
Show button and select one from the search window. Close the Enter
Invoices window and return to the Launcher.
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Lesson 4: Producing an Open Invoice Report
Note
Before starting this
lesson, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Purpose:
To examine the invoice you entered
To learn how to produce Accounts Payable reports
Time:
5 minutes to complete this lesson
Now that you added a vendor and recorded an invoice, in this lesson, you
will examine invoice information in the Open Invoice Report. This report
shows invoice information for all open (unpaid) invoices.
Follow these steps:
Select the Open Invoice Report option
 On the Accounts Payable Reports menu, click Open Invoice
Report. The Open Invoice Report window appears.
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The Open Invoice Report window is a typical report setup window. It allows
you to select specifications to produce the report in the format you need.
Include all vendors
If you wanted to create a complete report, select the Include all
vendors check box. For this lesson, restrict the report to one vendor.
 Clear the Include all vendors box to select a range of vendors
for the report.
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Enter starting Vendor ID
 Click the Show button at the From field. In the search window,
type SK to home in on SKID. Since you want only Skidmore
Bicycle Company's invoices on this report, double-click the SKID
record.
Enter ending Vendor ID
 Again, since you want only Skidmore Bicycle Company's invoices
on this report, you want SKID to appear at the To field. Press
ENTER to accept SKID at this field.
Choose primary sort
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 Many Accounts Payable reports can be sorted in more than one
way. Select the Vendor name option to sort the report by the
vendor name.
Invoices on hold

These options let you decide whether to include invoices on hold,
exclude them, or select only invoices on hold for the report.

 To include invoices on hold; press ENTER to accept it.
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Open 'as of' date
You can include all invoices that are currently open, or select a
particular date when an invoice must have been open in order to be
on the report. You want all currently open invoices, which is the
default.
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Accept report setup
 Click the Preview button.
When all information for the report has been gathered, the first page
of the report appears. In a long report, you can use the up-arrow,
down-arrow, PAGE UP, PAGE DOWN, HOME, or END keys to scroll
through the report, or use the scroll bar on the right side of the
window.
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More on reports
For more information on working with reports, including selecting
fonts, formatting, and saving setup, see Appendix A: How to Produce
a Report on page 331.
If the Auto-close report setup options check box is selected in the
User Preferences window (accessed on the Utilities menu on the
System menu bar), the report setup window closes when you process
the report. Otherwise, the report setup window remains open, making
it convenient for you to produce another report.
 Close the report and return to the Launcher.
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Chapter 4: Practicing with Accounts Payable
Lesson 5: Setting Up a Recurring Invoice
Note
Before starting this
lesson, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Purpose:
To learn how to set up a recurring invoice
Time:
10 minutes to complete this lesson
You can set up recurring invoices for vendors whom you pay the same
amount each month. These recurring invoices post to the Accounts
Payable and General Ledger modules when you close Accounts Payable
at the end of each month. The invoice is then available for selection the
next time you select invoices to pay.
Follow these steps:
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Select the Maintain Recurring Invoices option
 On the Accounts Payable Invoices menu, click Recurring
Invoices, and then click Maintain. The Maintain Recurring
Invoices window appears.
Enter vendor ID
 Click the Show button at the Vendor ID field to select a vendor
from a search window.

 Double-click LEMONDE, the vendor ID for the bicyclist to whom
you pay a monthly retainer for advertising.
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The Maintain Recurring Invoices window expands, and a message
appears prompting you that there are no recurring invoices on file.
Click OK. The Maintain Recurring Invoices window appears and you
are placed in the "new" mode.
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This is how the Maintain Recurring Invoices window appears after you
complete this lesson.
Enter recurring Invoice #
Rather than an invoice number, you may want to enter a descriptive
code, such as PROMO or ADV. When the recurring invoice is posted
each month, a three-character month abbreviation is added to the
end of the invoice number. For example, if PROMO was posted in
June, it is assigned the invoice number PROMOJUN.
 Enter PROMO.
Enter Reference
 You can type a reference or short description for this invoice.
Type Advertising.
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Enter posting day of the month or Last day
You can post this invoice on any specific day of the month or on the
last day.
 Enter 10 to post this invoice on the tenth day of the month. Press
ENTER twice to skip the Last day check box and proceed to the
Days until due field.
Enter number of days until due
 The invoice is due on the twentieth of each month (10 days after
the posting date). Enter 10 at the Days until due field.
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Enter amount of the invoice
 Enter 200.00.
Enter expiration date (if any)
 If the invoice expires at some point, you can enter the expiration
date in MM/DD/YY format. Since our invoice does not expire,
press ENTER and then select the None check box.


Select recurring invoice status
 Since the invoice is to be active immediately, verify that the
Active option is selected and press ENTER.
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The invoice is posted when you perform a month-end close. If you
need to deactivate an invoice for a period of time, you can do so by
selecting the Inactive option.
Enter amount to be applied to this account
 This vendor has a general ledger account set up in the Maintain
Vendors window, so it automatically appears as the default
account. Since 7510.00, Advertising, is the correct account and
you want to post the full invoice amount to it, press ENTER twice
to accept this distribution and again to accept the amount.
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Accept the information
 Review your entries. If they are correct, click the Save button.You
can now enter a recurring invoice for another vendor. Enter
another recurring invoice using the information below. Start by
clicking the Select Vendor button and then the Show button at the
Vendor ID field.
Save
CTRL+S
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Note
The recurring
invoices will post to
the following month,
not the month you
are closing.
Vendor ID:
Invoice Number:
Reference:
Posting day of month:
Number of days until due:
Amount:
Expiration date:
Status:
G/L Distribution account:
Amount to apply:
DUHOFF (Duhoff & Sons)
81726354
Chain Repair
15
10
$50.00
None
Active
1300.00
$50.00
When you are finished, close the window and return to the Launcher.
Remember, the recurring invoices you entered will not post to the
Accounts Payable and General Ledger modules until you close the
current month.
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Chapter 4: Practicing with Accounts Payable
Lesson 6: Recording a Credit Memo
Note
Before starting this
lesson, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
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Purpose:
To learn how to record credit memos and debit memos
Time:
5 minutes to complete this lesson
You purchased bicycle shorts from Remy Clothing Company and
recorded the receipt of invoice number K-393 on 6/7/16. Now, you
discovered that two of the shorts you purchased are defective and you
returned them. Remy has issued you a credit memo for $25.00 (an
adjustment to decrease the money you owe the vendor). You received the
credit memo on June 20. Record this credit memo in the Accounts
Payable module.
Follow these steps:
Select the Credit Memo option
 On the Accounts Payable Invoices menu, click Credit Memos.
The Credit Memos window appears.
Enter vendor ID
 Enter REMY, the ID for Remy Clothing Company, and press TAB.
Apply credit memo to an invoice
You can apply credit memos to open invoices or to open credits. If
you select open credits, you must later apply the open credits to
invoices. You want to apply this credit memo to an invoice.
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 The Invoices option is selected by default. Press TAB to accept
it.
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Enter invoice number
 You may not recall the correct invoice number to use, so click the
Show button to select one from a search window.
 Double-click invoice K-393.
Any available Reference, Date, Amount, and Balance information
displays.
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This is how the Credit Memo window appears after you complete this lesson.
Enter Credit Reference
 Enter Return.
Enter transaction Date
 Enter 8/20/16.
Enter transaction Amount
 Enter 25.
Enter account and amount to be applied
 Press ENTER to accept the default account 3020.00 and again
for the amount of 25.00.
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Post the transaction
 Verify that you entered everything correctly, and click Post.
The credit memo is posted to the Accounts Payable module and the
General Ledger module.
 Close the Credit Memo window.
Recording a debit memo (an adjustment that increases the money
you owe a vendor) is done in the same way as recording a credit
memo. Try recording a debit memo now.
 On the Accounts Payable Invoices menu, click Debit Memos and
enter the following information:
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Vendor ID:
Invoice Number:
Debit reference:
Date:
Amount:

PT&T
A-3932
Undercharged
6/17/16
$22.00
 Press ENTER twice after you enter the amount to accept the
default account and amount for the memo and click Post.

 When you are finished, close the Debit Memo window and return
to the Launcher.
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Chapter 4: Practicing with Accounts Payable
Lesson 7: Selecting Invoices for Payment
Purpose:
To learn one of the ways to select an invoice for payment
Time:
5 minutes to complete this lesson
Now that you added an invoice to the Accounts Payable module, you
need to pay it. There are two ways you can select invoices for payment in
Accounts Payable. The first option on the Checks menu is Automatic
Invoice Selection. Use Automatic Invoice Selection to automatically select
invoices for payment based on the due date, discount date, or scheduled
days to pay you enter. However, in this lesson, you will select Skidmore's
invoice, #SK1020, for payment using Manual Invoice Selection.
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Follow these steps:
Select the Manual Invoice Selection option
 On the Accounts Payable Checks menu, click Invoice Selection,
and then, click Manual. The Manual Invoice Selection window
appears.
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This is how the Manual Invoice Selection window appears after you complete
this lesson.
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Chapter 4: Practicing with Accounts Payable
Enter vendor ID
 Enter SKID.
Skidmore's full name appears in the upper area of the window.
Choose invoice selection method
You can select some invoices, all invoices for this vendor, or if they
are already selected, undo all invoices selected for payment.
To select all open invoices for this vendor, click Select all invoices. To
undo or deselect the selected invoices, click Clear invoice selections.
Clicking Cash balances displays a window that shows your cash
accounts balances.
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 Since you want to select only one invoice for payment, leave the
cursor at the Invoice # field.
Enter invoice number
 Click the Show button to select an invoice from the search
window. If you followed the lessons in this chapter, the window
contains one invoice, SK1020.

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 Double-click invoice SK1020, or highlight it and click Accept.
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Information on the invoice automatically appears in the window
because it is assumed that you plan to pay the full amount of the
invoice. You can change the amount to pay and discounts taken.
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Enter amount to pay
 Since you want to pay the full amount of the invoice, press
ENTER to accept the default amount to pay, less any available
discount. You can also pay a partial amount, if you want, by
overwriting the amount you want to pay.
 Press ENTER again to accept the amount of the discount.
Accept information as shown
Save
CTRL+S
Getting Started Guide
Verify that you entered everything correctly. To correct the amount to
pay or the discount, select the line, click Edit, make the changes, and
click Accept.
 Click the Save button and close the window.
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Chapter 4: Practicing with Accounts Payable
Print Payment Selection Report
You are prompted to print the Payment Selection Report. This report
lists all the invoices you have selected for payment since you last
printed checks.
 Click Yes. A report setup window displays.
 Verify that the report includes all vendors and is sorted by Vendor
ID. Click the Preview button.
The Payment Selection Report appears, showing information about
the invoices selected for payment.
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 Close the report window and, if necessary, close the report setup
window to return to the Launcher.
You have now selected one invoice for payment by the Accounts Payable
module. The next time you print checks, a check for this invoice will be
produced. The next lesson explains how to print checks.
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Chapter 4: Practicing with Accounts Payable
Lesson 8: Printing Checks
Note
You can also use
Enter Payments to
record checks that
you already wrote by
hand or cash
payments you made.
Purpose:
To learn how to produce checks
Time:
5 minutes to complete this lesson
Now that you selected an invoice for payment, it is time to produce a
check on your printer.
In this lesson, you will print a check for Skidmore's invoice, #SK1020.
Follow these steps:
Select the Print Checks option
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 On the Accounts Payable Checks menu, click Print Checks.
Note
When using this
option to print real
checks, make sure
the checks you load
in the printer match
the account you
select.
OK to continue with the check printing option?
A window appears, prompting you to load your checks in the printer.
You can turn off this message later in System Preferences.
 For this exercise, since you will use plain paper, click Yes. The
Print Checks window appears.
Select printer
Your default printer is automatically selected as the print device.
These printer settings are saved for the next time you print checks.
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 If the selected printer is not the one you want to use, select the
correct one at the Printer field.
Select check form
You must select a form template to determine how to format the
check's contents for printing.
 Click Select form to select a form template from the search
window.
 The software comes with several predefined check forms. Later, if
you want, you can create your own custom forms using Maintain
A/P Forms. For this lesson, double-click the first check form
listed. (Since you are printing this for practice, you will print on
plain paper. If you plan to use a dot matrix printer to print real
checks, select a form with Tractor in its name.)
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Note
Select cash account
The accounts listed at this field are set up in the Maintain Cash
Accounts window in the Cash Management module.
Checks cannot be
printed to a file or
previewed.
 Select the appropriate cash account.
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This is how the Print Checks window appears after you complete this lesson.
Starting check #
 If you were using real checks, you would match the number here
to the number on the first check in the printer. Press ENTER to
accept the starting check number shown.
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Check printing date
The date shown is taken from the posting date and appears on all the
checks you produce on this run.
 If it is not already shown, enter 06/21/16.
Print zero amount checks
If you select this check box, checks with an amount of zero will be
printed for vendors who have had only discounts or credits applied.
 Clear this check box.
Print check register
If you select this box, a check register is produced after all the checks
have been printed.
 Select this check box.
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Define check stub information
This item determines how much information prints on each check
stub.
Note
If you did not select a
custom check form
earlier, a message
appears when you
click OK, prompting
you to select a form
by clicking Select
form. After selecting
a form, send the
check to print.
Detailed
Shows all invoices paid with the check. The
detail will print on as many stubs as needed,
voiding any unused checks (when more than
one check and check stub is used).
Summary
Shows only the total amounts paid.
Single
Prints a detailed check stub if all invoices paid
can be listed on a single stub. Otherwise, prints
a summary check stub. This allows you to keep
stubs to a maximum of one per check, while
providing as much detailed information as
possible.
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 Since you are printing only one check for this vendor, there is
room for detail. Select the Detailed option.
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 Click OK.
Do you want to print an alignment test check #nnnn?
A window appears prompting you to print an alignment test (where
nnnn is the next available check number). Normally, you print an
alignment test to make sure your checks will print correctly. For this
lesson, however, an alignment test is not necessary.
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 Click No.
The checks print without further prompting.
Check Printing Summary
A message displays stating how many checks were printed and the
range of check numbers used. You can reprint any check. Make sure
your check printed correctly. If you had a paper jam or some other
problem, you can reprint all, a range, or a specific check by entering
the check numbers to reprint before leaving the window. However,
checks cannot be reprinted after leaving the Print Checks window.
 Do not reprint the check this time. Click OK to close the summary
window without reprinting.
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Reload regular paper
 This is just a reminder, in case you were using preprinted checks.
Click OK. Use System Preferences to turn off this reminder if you
want.
Produce the Check Register
The Check Register report setup window appears. You can preview
this report or send it to a printer. You can also produce it in detailed or
summary format. The register, in summary format, includes the check
or EFT number, vendor, date, and amount of each check or EFT. The
detailed format also includes the invoices paid by each check or EFT.
 Make sure that the report specifications indicate that a Detailed
check register will be produced and click the Preview button. The
Check Register appears.
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 When you are finished viewing it, close the window. If the report
setup window is still open, close it to return to the Launcher.
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Lesson 9: Defining a File Export Template
Note
If you do not need to
use the export
features, skip
Lessons 9 and 10.
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Purpose:
To learn how to transfer data to another software program
To set up an export template to be used for the transfer
Time:
5 minutes to complete this lesson
You can create files accessible by other programs, including a
spreadsheet, a word processor, and various text formats. In this lesson,
you will create a template of purchase information to be used in a
spreadsheet program. In the template, you define a specific format of
data export. You can then export the data based on the template
whenever you need it. Follow these steps:
Select Custom Exports
 On the Accounts Payable Transfer menu, click Custom Exports.
The Custom Exports window appears.
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This is how the Custom Exports window appears after you complete this lesson.
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Start a new template
Normally, this window lists all the Accounts Payable export templates
currently on record. Since you have not yet defined any templates,
the list box is empty. Click New to create a new template, click Edit to
change an existing template, click Delete to permanently remove a
template from the list, or click Copy from to create a new template by
copying an existing one.
Note
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The Custom Exports
window in the Cash
Management module
uses the same data
source and fields
shown in Accounts
Payable.
 Since you do not have any templates, you need to create one.
Click New to open the Create New Template wizard.
Enter template name
 Enter Purchases Study and click Next.
Define this template to export information on month- and year-todate purchases.
Select data source

You can select from a variety of Accounts Payable information to
export with this template, including information on bank charges,
checks, invoices, and vendors.
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 At the Data Source field, select AP Vendors and click Next.
Select fields
The available fields are based on the data source you selected in the
previous window.
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 From the Available list, click <apvendor> ID to highlight it. Then,
click the Add button to move <apvendor> ID to the Selected list.
 Do the same for the following fields in the order shown here.
<apvendor> FinanceContact
<apvendor> FinancePhoneNo
<apvendor> MTDPurchases
<apvendor> YTDPurchases
<apvendor> Balance
 Click Next.
Set sort by
 Select <apvendor> ID from the Sort By list, and click the
Ascending button. Click Next.
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Set filters
Filters allow you to limit the information you export. You can specify a
field and a range of values. Only those items which meet your criteria
will be exported. This template will be used to identify vendors who
have a balance greater than $1000.00. For this lesson, define one
condition to filter out all data related to vendors with balances less
than $1000. For more information on using filters, see the Help
system.
 From the first list under Field Name, select <apvendor>
Balance.
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 Under Operation, select > (the greater than sign).
 Under Values, enter 1000.
Accept information as shown
 Click Done to save the template.

The new template now appears in the Custom Exports window.
You can define another template. When you are done, close the
window to return to the Launcher.
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In the next lesson, you will learn how to use a template to export data to a
file.
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Lesson 10: Sending Data to Another Program
Purpose:
To transfer data to a spreadsheet, a word processor, or
various text formats
Time:
5 minutes to complete this lesson
Now that you have an export template defined (see Lesson 9), you are
ready to send your financial information to a spreadsheet or another
software program. Follow these steps:
Select Custom Exports
 If you closed the Custom Exports window at the end of the last
lesson, on the Accounts Payable Transfer menu, click Custom
Exports.
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Start the export
If more than one template is shown in the list box, select a template in
the list.
Note
 Select Purchases Study, and then click the Export button at the
bottom of the window. The Export Items window appears.
If the View on Screen
option is not
available, the
selected program (for
example, Microsoft
Excel) is not installed
on your computer so
you cannot view the
file. However, Sage
BusinessWorks can
still create the export
file without the
selected program.
The Export Items window allows you to export your data in a variety of formats.
You can send it directly to a file or view it on your computer.
Select the data format
You can export the data to a variety of formats, including HTML,
Microsoft Word and Excel, plain text (.TXT), rich text (.RTF), commadelimited text (.CSV), tab-delimited text, Data Interchange Format
(.DIF), SYLK, and clipboard. You can also export information for use
in another company.
 Select the correct format for the program to which you are
exporting the data. If you are unsure of the kind of files your
program can read, refer to that program's manual. For this
lesson, select Microsoft Excel and click Ok.
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 Select the Export to File option, and then click Ok.
If you selected the View on Screen option, Excel would launch and
your data would display in it. This is a convenient feature if you prefer
to review your data before saving it. For this lesson, you will continue
saving the data to a file.
Enter export file path
You are prompted to name the file and select a directory location for
it. Send the information to the same directory containing the data files
for the Sample company.
 Select the directory location of the Sample data files. If you
accepted all the default settings while installing Sage
BusinessWorks, the directory location is C:\Program
Files\Common Files\Sage BusinessWorks\Sample.
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 Enter PurchJun as the file name. Do not use the same name
each time you export data or you may overwrite valuable
information.
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Accept information as shown
 Click the Save button.
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The data is exported to the file name and directory you specified
(C:\Program Files\Common Files\Sage
BusinessWorks\Sample\PurchJun.xxx) and returns you to the
Custom Exports window. The extension (.xxx) varies, depending on
the type of file created. In this lesson, the extension is .XLS.
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After exporting the data
Start up your spreadsheet program and review the file created.
 To see the file, close the Custom Exports window and use
Windows Explorer to locate the file. Double-click the file
PurchJun.xls to view it in Excel.
When you are finished examining the contents of your export file,
close it and return to the Launcher.
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Chapter 4: Practicing with Accounts Payable
Where to Go from Here
You should now be familiar with the Accounts Payable module. Take the
time to experiment with the sample data. You may want to try every option
on the Accounts Payable menu before setting up your company. Detailed
instructions on each option are in the Help system.
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Chapter 5: Practicing with Accounts Receivable
Chapter 5: Practicing with Accounts
Receivable
It will take you approximately one hour to complete all the lessons in this
chapter. This section includes:
•
Accounts Receivable Menus (page 92)
•
Lesson 1: Examining A/R Status (page 93)
•
Lesson 2: Adding a Customer (page 95)
•
Lesson 3: Recording an Invoice (page 103)
•
Lesson 4: Recording a Credit Memo (page 112)
•
Lesson 5: Recording a Customer Payment (page 117)
•
Lesson 6: Examining a Detail Report (page 120)

•
Lesson 7: Calculating Finance Charges (page 124)

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Lesson 8: Printing Statements (page 126)
•
Lesson 9: Defining a File Export Template (page 130)
•
Lesson 10: Sending Data to Another Program (page 133)
•
Where to Go from Here (page 135)
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Accounts Receivable Menus
Before you can learn Accounts Receivable, you need to be familiar with
the Accounts Receivable menus.
 To display the Accounts Receivable menus, click the AR module
button.
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The Accounts Receivable menus include:
Transactions
Records invoices and adjustments, applies
deposits, posts payments from customers, and
modifies invoice terms.
Statements
Calculates finance charges and prints
customer statements.
Customers
Maintains customer information, prints
customer lists, and makes customer credit and
invoice inquiries.
Reports
Produces a variety of reports on your
receivables.
Close
Closes the Accounts Receivable module at the
end of each month and prints recurring
invoices.
Transfer
Exchanges information with other programs.
Utilities
Includes several utilities for setting up sales tax
jurisdictions, sales accounts, sales
representatives, creating data files, and
rebuilding data files.
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Chapter 5: Practicing with Accounts Receivable
Lesson 1: Examining A/R Status
Note
Before starting these
lessons, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Purpose:
To become familiar with moving around the menus
To examine the status of Accounts Receivable
Time:
5 minutes to complete this lesson
Follow these steps:
Select the Display A/R Status option
 On the Accounts Receivable Utilities menu, click Display A/R
Status. The Display A/R Status window appears.
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Accounts
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The Display A/R Status window shows the current open month, the
last month of the fiscal year, whether the Accounts Receivable
module is in SETUP mode, the number of months you are keeping
accounts receivable transaction history, whether statements have
been printed for the current month, the number of customers you
have for this company, the maximum number of invoices you can
enter for each customer (based on available memory in your
computer), the maximum number of invoices used by any one
customer, the next available invoice number, and the default cash
account.
The window also shows the general ledger accounts to which
Accounts Receivable transactions post. (These were specified in the
Maintain Posting Accounts window accessed on the Accounts
Receivable Utilities menu.) The general ledger account number and
description are listed for each of the posting accounts.
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 To exit the Display A/R Status window, click OK.
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Chapter 5: Practicing with Accounts Receivable
Lesson 2: Adding a Customer
Note
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You can also add
customers "on the
fly" in windows, such
as Invoices, Quick
Invoices, Debit and
Credit Memos, and
Post Receipts. You
can edit customer
information in these
windows and in the
following: Apply
Open Credits, Apply
Deposits, Void
Checks, Modify
Invoice Terms, and
Customer Inquiry.
Purpose:
To add a customer to Accounts Receivable
Time:
10 minutes to complete this lesson
One of the first steps to setting up your Accounts Receivable module is
entering customer information. In this lesson, you will add a customer
called Pedal City Bicycle Store to the customer list.
Follow these steps:
Select the Maintain Customers option
 On the Accounts Receivable Customers menu, click Maintain
Customers.
The Maintain Customers window appears. This window displays
fields for entering information about the customer. Click the Help
button if you need more information about a field.
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This is how the window appears after you complete this lesson.
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Enter customer ID
 Click the Lookup button.
 A search window appears, and the Quick Search tab lists
customers already set up in the sample data.
 If the list is extensive, you can click the Power Search tab to enter
search criteria that narrows the list.
Lookup
CTRL+K
Choose a customer
As you can see, several customers have been set up.
 Experiment with navigating the list. Click various customers,
move up and down using the arrow buttons, and double-click a
customer to place the customer's information in the Maintain
Customers window.
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Enter a new customer ID
You want to enter a new customer, Pedal City Bicycle Store.
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 Click Cancel to exit the search window, if you are in it.
New
CTRL+N
 In the Maintain Customers window, click the New button to create
a new customer record.
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 Assign Pedal City a customer ID derived from its name. Type
PEDAL and press ENTER.
Enter customer name
 Enter Pedal City.
Enter customer address (2nd line is optional)
 Enter your address. If the entire address does not fit on line 1,
complete it on line 2. Otherwise, press ENTER to leave line 2
blank.
Enter city and state
You can enter the city name and the two-letter abbreviation for your
state (for example, San Francisco, CA), but leave this field blank to
see how this information is automatically inserted when you enter the
ZIP Code.
 Press ENTER twice.
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Enter ZIP or postal code
 Enter your ZIP Code (use up to ten characters) and press
ENTER.
Because the City and State fields were left blank, they are filled in
automatically, based on the ZIP Code you entered. If the Auto insert
city and state check box is selected in the System Preferences
window, any information currently at the City and State fields are
overwritten based on the ZIP Code you enter. If the check box is not
selected, information at the City and State fields are automatically
entered only if they are left blank when the ZIP Code is entered.
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Customer's sales tax ID (reseller number)
If this customer is a reseller of your product (that is, this customer is
exempt from paying sales taxes on purchases from you), enter the
sales tax ID or reseller number here.
 Leave this field blank.

Making an entry here does not automatically disable whatever default
sales taxes you have defined for customers in Maintain Sales Tax
Information. When you get to the sales tax area in the
Invoice/Statement window, clear the sales tax field that corresponds
to the applicable state tax.
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Enter customer since date
 Enter the date on which this customer first started doing business
with you. This field defaults to the current posting date. For this
lesson, leave it as 06/21/16.
Select the type of contact to display
Two separate contacts can be maintained, Finance and Purchasing.
 Select Finance.
Enter name of contact person
 Enter your own name as the primary contact person for Pedal
City.
Enter telephone number
 Enter your area code and phone number. For example, if your
phone number is (916) 555-6678, enter 9165556678. The proper
punctuation is automatically inserted.
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Enter Fax number
 Enter a fax number here.
Enter an e-mail address
 Enter an e-mail address for the customer.
Enter ship-to name
The billing name displays as the default ship-to name. If this
customer's ship-to name is different from the billing name, enter the
ship-to name here. For this lesson, however, accept the default.
 Press ENTER.
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 Enter 1st line of address
 All of Pedal City's purchases are shipped to their warehouse
instead of their retail store. Enter 400 Industrial Blvd.
Enter 2nd line of address
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 Enter Warehouse 32-A.
Enter city, state, and ZIP Code
 The city, state, and ZIP Code are the same, so press ENTER at
these fields.
Enter comments or notes for this customer
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Two lines are provided for you to enter notes or comments about this
customer.
 On the first line, enter Second contact: Greg Sterling. On the
second line, enter Date of last contact: June 1.
Place customer on credit hold?
If you want to be warned that the customer is on credit hold before
invoicing them, select the Credit hold check box.
 You do not want to put this customer on credit hold, so clear the
check box.
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Enter Statement/Invoice options
 Click Inv/Stmt. A new window displays in which you can enter
default information about invoices and customer statements,
such as payment terms, sales rep, preferences, etc.
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Enter terms code number
Terms are set up in Maintain Payment Terms on the Accounts
Receivable Utilities menu.
 Select 4. 3.00%-5/Net 30. These terms now become the default
terms that appear when entering invoices for this customer.
Enter sales rep number
Sales reps are set up in Maintain Sales Reps on the Accounts
Receivable Utilities menu.
 Select sales rep #4, Joy Lawrence for this customer. Joy
Lawrence appears as the default sales rep whenever you enter
an invoice for this customer.
Enter sales account number
Sales accounts are set up in the Maintain Sales Accounts option on
the Accounts Receivable Utilities menu.
 Select sales account #1, Schwinn Bikes, for this customer.
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Enter customer note number
Customer notes are set up in Maintain Customer Notes on the
Accounts Receivable Utilities menu.
 Select note #2 for Pedal City. This note appears automatically as
the default note on all invoices for this customer.
Enter customer category
Customer categories are set up in the Maintain A/R Parameters
option on the Accounts Receivable Utilities menu. Categories can be
used to group customers by billing cycle or geographic region. You
can print statements and many reports for selected categories of
customers and include only selected categories of customers in
reports.
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 Leave this customer without a category. Select None from the
drop-down list.
Customer subject to finance charges?
 Select the Subject to finance charges check box to signify that
the customer is subject to such charges.
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Print dunning notes on statements?
 You want dunning messages to appear on statements with past
due balances. Select this check box if it is not already selected.
Print statements for this customer?
 Since you want a statement to be printed for this customer each
month, verify that the check box is selected.
Use balance forward statements?
A balance forward statement summarizes all open balances from
prior statements as one amount.
 Pedal City needs to receive an open item statement, which lists
all invoices separately. Verify that the check box is cleared.
Enter 1st sales tax
 Click the Show button at the 1st sales tax field to display a
search window of the sales tax IDs that have been set up in
Maintain Sales Taxes. Double-click CA (Calif. Sales Tax).
Enter 2nd sales tax ID
 The second and third sales taxes generally accommodate county
or city tax rates. Since neither of these apply to Pedal City, press
ENTER twice to skip these fields.
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Select standard price level
Price levels are set in the Maintain Standard Items option. Each item
you create has three price levels, which you can in turn specify when
you set up customers.
 Price level A should be selected. If it is not, select it.
Enter standard discount rate
 Enter 10. Pedal City receives a standard discount of 10% on all
invoices, on top of any other discounts that might apply on
individual items.
Enter credit limit
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 Press ENTER to accept a zero amount. A credit limit has not yet
been established for Pedal City.
Use individual rate

This feature allows you to assign the customer individual finance
charge information for use when calculating finance charges.
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 Since you do not want to define individual finance charge
information for Pedal City, clear this check box.
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Accept the information
 Click OK to accept the information you entered in the
Invoice/Statement Options window. You are returned to the
Maintain Customers window.
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Enter monthly sales
To enter monthly sales history for this customer, click History and
enter historical information from the past year.
 Since Pedal City is a new customer, there is no history. It is not
necessary to open the window.
Credit Card
To enter credit card information for this customer, click Credit Card
and enter the information.
 Since Pedal City is a new customer, there is no credit card
information. It is not necessary to open the window.
Accept the customer information
Save
CTRL+S
Getting Started Guide
 Click the Save button in the Maintain Customers window to
record this customer's information.
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Notes
After saving the customer record, click Notes to enter lengthy notes
about the customer in a Notepad window.
 Click Notes in the Maintain Customers window. A new window
appears.
When you enter notes on the customer, you can easily insert the
current date, time, and user ID by clicking the appropriate button.
 Since Pedal City is a new customer, there are no notes at this
time. Click Cancel to return to the Maintain Customers window.
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Custom
If custom customer fields have been defined in Maintain A/R
Parameters, you can click Custom in the Maintain Customers window
to enter information at the custom fields.
 Click Custom.

The Maintain Customer/Custom Fields window appears in which you
can enter information at custom customer fields. The fields in this
window are disabled because you have not defined custom fields in
Maintain A/R Parameters.
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 Click Cancel to return to the Maintain Customers window.
Prices
If a customer receives special pricing on parts, you can click Prices in
the Maintain Customers window to enter the pricing information.
 Since Pedal City is a new customer, there is no special pricing at
this time.
Close the option window
The Pedal City Bicycle Store is added to your list of customers.
 Click the Save button again to verify that you saved all the
information.
 Close the Maintain Customers window and return to the
Launcher.
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Lesson 3: Recording an Invoice
Note
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You can enter a new
customer "on the fly"
by entering a new
customer ID. A
window displays in
which you can enter
customer
information. If
existing customer
information has
changed since you
first entered it, click
Edit to make changes
on the fly.
Purpose:
To record a sale (invoice) to a customer
Time:
10 minutes to complete this lesson.
You can record and print invoices for sales to your customers. You can
customize invoice entry by using Maintain Invoice Preferences on the
Accounts Receivable Utilities menu. This lesson assumes that you have
not changed the default invoice preferences; if you have, not all the fields
mentioned here will be accessible.
Pedal City has purchased a 26" boy's bicycle, item #1001, from you at a
price of $250. You need to record the sale. Follow these steps:
Select the Invoices option
 On the Accounts Receivable Transactions menu, click Invoices.
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Enter customer ID
Select Pedal City from a search window.
 Click the Show button at the Customer ID field. When the search
window appears, locate Pedal City and double-click it.
Pedal City's customer ID and name appear.
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This is how the Invoices window appears after you complete this lesson.
Enter invoice number
Sage BusinessWorks keeps track of the invoice numbering for you. If
the Next check box is selected, the Invoice # field displays the next
available number. By selecting the Next check box, you ensure that
you will not accidentally reuse an existing invoice number.
 Make sure that the Next check box is selected and press
ENTER.
Enter invoice date
 The posting date appears as the default value. Press ENTER to
accept it.
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Enter description
Describe the invoice. While the description does not appear on the
printed invoice, it does appear on various reports and customer
statements and is useful for tracking specific invoices.
 Enter 26" boy's bike.
The main window also displays information about the invoice totals
for your reference as you create your invoice. You can change the
other amounts when you enter summary information for the invoice.
But we'll get to that later.
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Once the invoice is entered, you can use this window to verify your
information.
Enter header information
 Click the Header button. You will enter the header information for
the invoice in this window.
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This is how the Invoices/Header window appears after you
complete this lesson.
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Enter customer order date
 The posting date appears as the default value. Press ENTER to
accept it.
Enter our order number
You can enter an internal tracking number.
 BikeWorks does not assign order numbers. Press ENTER to
leave this field blank.
Enter customer purchase order number
 Pedal City has issued P.O. #1210 for this order. Enter 1210.
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Enter terms code number
 The payment terms you assigned to Pedal City,
4. 3.00%-5/Net 30, displays as the default value. Press ENTER to
accept it.
Enter sales rep number
 Sales rep you assigned to Pedal City displays as the default.
Press ENTER to accept it.
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Enter customer note
 The customer note you assigned to Pedal City displays as the
default. Press ENTER to accept it.
Enter shipping instructions
 The bike is being shipped by UPS. At the Ship via field, select
UPS (Blue).
Taxable?
 Since you indicated in the Maintain Customers window that Pedal
City is subject to sales tax (you selected CA), the Taxable check
box is selected. Press ENTER to accept it.
Select F.O.B. point
 Pedal City is paying for the freight. Select Origin.
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Bill to and Ship to addresses
The Bill to and Ship to addresses shown are taken from the
information you entered in Maintain Customers. It is assumed that
you always want to use the addresses entered in Maintain
Customers. If you need to use a different address, enter the address
that is correct.
 Leave the Bill to and Ship to addresses as they are. You have
now completed the header portion of the invoice. Click OK to
return to the Invoices window.
Enter the invoice line item
You can enter the line item detail for this invoice, which comprise the
actual goods or services sold to the customer. The following window
contains the line item detail to include in the invoice.
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 Click Line items.
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Note
The Ordered field is
accessible only if you
select the Order
quantity check box in
the Maintain Invoice
Preferences window.
If the Ordered field is
not available, change
the Order quantity
setting in Maintain
Invoice Preferences.
Select item type
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 Since Item is selected by default, press ENTER to accept it.
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Enter item number
 Click the Show button at the Item # field to see a search window
of existing standard items.
 Select 1001, the part number of the bicycle. The description is
filled in automatically. To move to the next field, press TAB.
Enter quantity ordered
 Pedal City is ordering one bicycle. Since 1 is already displayed at
the Ordered field, press ENTER to accept it.
Enter quantity being shipped
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 The default value for the Shipped field matches the number at
the Ordered field. Press ENTER to accept it.
Note
Line item discounts
do not post to the
general ledger
discounts account,
and they do not
appear on the
invoice. They reduce
the price of the line
item.
Enter unit price
 Since $250.00 is provided as the default value, press ENTER to
accept it. This price is set up in Maintain Standard Items.
Enter unit discount amount or percentage
There are two types of discounts: a line item discount and an overall
invoice discount. The discount you enter here is a line item discount
and applies to this line only. The overall discount is entered in the
invoice summary window.
 Give Pedal City a small discount on this bicycle, on top of the
discount they will receive on the entire invoice. Enter 5%.
Enter sales account number
 The sales account number assigned to this standard item
appears as the default value. Press ENTER to accept it.
Taxable?
Because you indicated in Maintain Customers that Pedal City's
purchases are generally subject to a sales tax, and you indicated in
the invoice header that this invoice is taxable, this item is marked as
taxable. If a specific item should not be taxed, you would clear the
check box.
 For this lesson, verify that the check box is selected.
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Accept the line item
 Make sure you entered everything correctly, then press ENTER
or click Accept.
You can enter an unlimited number of lines of invoice detail on
each invoice. For this lesson, however, there is one line item.
Click OK.
Enter summary information
You completed the entry of the line item detail and now must enter the
summary information.
 Click Summary. The Invoices/Summary window appears.
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Enter invoice miscellaneous charges or percentage
 There are no miscellaneous charges for this invoice. Press
ENTER to accept the default value of 0.00.
Enter invoice discount or percentage
 A discount amount is automatically entered based on the
discount you assigned to this customer in Maintain Customers.
Press ENTER to accept the amount shown and proceed to the
next field.
Enter invoice freight charges or percentage
 Pedal City is paying the $20 freight charge. Enter 20.
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Enter sales tax ID
Because you indicated that Pedal City is subject to California sales
tax, the sales tax ID you assigned to it displays and the amount is
automatically calculated. If you want, you can enter another sales tax
ID or change the amount displayed. However, for this lesson, do not
include any other tax.
 Press ENTER to accept the amount displayed. Then, press
ENTER repeatedly until you reach the Payments received field.
Enter payments received
 Because there has been no prepayment for this order, you do not
need to enter an amount or payment method. Press ENTER to
accept the default value of 0.00.
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
If you recorded a deposit or open credit for Pedal City, you would now
be able to enter amounts from those to apply to this invoice. However,
you have not recorded a deposit or open credit for Pedal City, so you
cannot access those buttons.

 Make sure all the summary information is correct. Click OK to
close the Summary window and return to the Invoices window.
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Post and print the invoice
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Print Invoice window
 In the Invoices window, click Post and Print.
A window appears from which you can print the invoice.
You can click Align Form to print an alignment test before printing the
invoice. The alignment test prints out sample information at key fields
so you can line up your preprinted forms properly. Do not print an
alignment test for this lesson.
You can also select the printer on which the invoice will be produced.
Your choices are limited to the printers you set up in the Windows
Control Panel. For more information, consult your Windows
documentation.
You can click E-mail to send the form to the finance contact defined in
Maintain Customers.
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You must select a form template to use for printing the invoice.
 Click Select form to select a form from a list. The first form in the
list is highlighted. Click Accept. The form template you selected
appears in the Print Invoice window.
 Click Print.
Reprint invoice
 Review the printed invoice to make sure it printed correctly, If it is
correct, close the Reprint Invoice window by clicking OK.
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If the invoice did not print correctly, for example, if it was misaligned,
use the Reprint Invoice window to align the form correctly, and then
click Reprint.
Close the option
You have now completed entering the invoice for Pedal City. If you
want, you can enter another customer ID and record another invoice.

 When you finish, close the window and return to the Launcher.
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Lesson 4: Recording a Credit Memo
Purpose:
To record an adjustment to a customer's account
Time:
5 minutes to complete this lesson
One of your customers, Pedal City, has returned a defective bicycle seat.
You need to issue Pedal City a credit memo for $7.00. Follow these steps:
Open the Credit Memos option
 On the Accounts Receivable Transactions menu, click Credit
Memos. If necessary, click OK when prompted to load forms.
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This is how the Credit Memos window appears after you complete
this lesson.
Enter customer ID
 Click the Show button at the Customer ID field.
 A search window displays a list of customers. Double-click Pedal
to select it.
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Enter transaction reference number
Each credit memo is assigned a reference number that serves as the
audit trail for the memo.
 The Next check box is selected by default. This ensures that you
use the latest unique number for the reference. Press ENTER to
accept it.
Enter transaction date
 Press ENTER to accept the default posting date.
Enter transaction reference
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Each credit memo should have a short description of the transaction
at the Reference field, also serving as part of the memo's audit trail.
 Enter Defective.
Select how to apply the memo

 Select the Apply to field to view the following options for applying
a credit memo:
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Invoice: A credit memo applied to an open invoice decreases
the balance of the invoice you select.
•
Open credits: This increases the customer's open credit
balance, and creates an open credit transaction. You can
later apply the open credit to invoices, finance charges, and
so on, using the Apply Open Credits task.
•
Deposits: This increases the customer's total deposit
balance, and creates a deposit transaction. You can later
apply the deposit to an invoice or enter it as a cash refund
using the Apply Deposits task. However, if a customer sends
a check that needs to be applied to deposits, use Post
Receipts. A deposit recorded through Credit Memos will not
be reflected in the bank reconciliation.
•
Finance charges: This reduces the customer's finance
charge balance (only available if the customer has unpaid
finance charges, which is not currently true of Pedal).
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Cash refund: This has no effect on the customer's balance
(useful if the customer invoice is no longer on file). If you
apply a credit memo as a cash refund and you selected
Multiple Cash Accounts in Maintain A/R Parameters, you can
select the cash account from which the refund is drawn. This
option functions similarly to Cash Refund, but will
automatically open the Instant Checks option to allow you to
issue a check for the refund.
•
Refund check: This has no effect on the customer's balance
(useful if the customer invoice is no longer on file).
 You want to apply the memo to an invoice. Select Invoice.
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Enter invoice number
 Click the Show button at the Invoice # field.
 In the search window, double-click invoice #1036.
Enter amount to apply
 Press ENTER to bypass the Void invoice field. Enter 7 at the
Amount field. When you press ENTER, the new balance is
calculated and displayed.
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Enter description or special note to appear on the memo
You can print a description or note on the memo to indicate the
purpose of the memo.
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 Enter Bicycle seat returned.
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Check the distribution
The memo is automatically distributed to Sales Adjustments.
 Click Distribution.
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The Credit Memos/Distribution window appears. The Sales
adjustment field displays $7.00.
 Click OK to return to the main Credit Memos window.
If you selected sales tax jurisdictions and entered sales tax amounts
in the Distribution window, you can click Tax Reporting to see how the
software calculates taxable and non-taxable amounts for reporting
purposes, and edit the distribution if necessary.
Post and print the adjustment
 Click Post.
A dialog box appears informing you that the original invoice included
a discount and asks if you want to adjust the discount based on the
amount you are now crediting.
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 Click No to leave the original discount unchanged.
A window appears prompting you to print the credit memo.
You can click Align Form to print an alignment test before printing the
memo. The alignment test prints out sample information at key fields
so you can line up preprinted forms properly. Do not print an
alignment test for this lesson.
You can also select the printer on which the credit memo will be
produced.
You must select a form template to use for printing the credit memo.
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 Click Select Form. Select the first form in the list and click Accept.
The form template you selected appears in the Print Credit Memo
window.
 Click Print.
Reprint credit memo?
 Review the printed credit memo. If it is correct, click OK to close
the Reprint Credit Memo window.

If the memo did not print correctly, for example, if it was misaligned,
use the Reprint Credit Memo window to align the form correctly, and
then click Reprint.
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Close the window
 If you want, enter another credit memo. When you are ready,
close the window and return to the Launcher.
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Lesson 5: Recording a Customer Payment
Purpose:
To record a payment from a customer
Time:
5 minutes to complete this lesson
You received a payment from Bikes Et Cetera (ETC), one of your
customers. Here is some information about the payment:
Payment date
Check number
Payment
amount
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June 21, 2016
2355
$100.00
In this lesson, you will enter this payment into the Accounts Receivable
module. Follow these steps:
Open the Post Receipts option
 On the Accounts Receivable Transactions menu, click Post
Receipts.
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This is how the Post Receipts window appears after you complete this
lesson.
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Note
The two Show
buttons at the
Customer ID field, C
and I display search
windows. C allows
you to search
through a list of
customer IDs, and I
allows you locate a
customer ID based
on an invoice
number.
Enter Customer ID
 Click C at the Customer ID field to display a search window
listing customer IDs.
 In the search window, double-click ETC.
Enter check number, cash, or credit card
 Verify that the Check # option is selected and enter 2355 in the
field next to it.
Enter date of payment
 Enter 06/21/16 as the date.
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Enter payment reference
You can use the Reference field to record additional information
about the check. It is especially useful for recording check numbers
that are longer than the Check Number field.
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 There is no additional information to include, so press ENTER to
leave this field blank.
Enter amount of payments
 Enter 100.00 as the amount of the receipt.
Automatically distribute payment (optional)
If you want, you can automatically distribute the payment by clicking
Auto Distribute. The payment is applied to any existing finance
charges, and then, to invoices (oldest invoices first). Any remaining
balance is applied to open credits. For this lesson, you will apply the
payment manually.
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 Do NOT click Auto Distribute.
Distribute payment to an invoice
You want to distribute the payment amount to an invoice and will not
be distributing any of it as an open credit, deposit, or cash refund.
 To move down to the detail line area of the window, press ENTER
repeatedly until the cursor reaches the Invoice # field.
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Enter Invoice number
 Use the Find invoice field to locate a specific invoice to which
this receipt is applied.
All open invoices will appear for this customer. Select invoice #1022.
Enter discount amount
 Since there is no discount available for this invoice, press
ENTER.
Enter amount of invoice to write off
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 You are not writing off this invoice, so you don’t need to enter an
amount.
Post the payment
 Click Post. The transaction is recorded in the Accounts
Receivable module and posts to the Accounts Receivable
Journal in General Ledger.
Enter another transaction or return to the Launcher.
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Lesson 6: Examining a Detail Report
Purpose:
To learn how to produce reports
To see the results of your transactions
Time:
5 minutes to complete this lesson
Now that you added a customer and recorded various transactions, in this
lesson you will run an Accounts Receivable Detail Report to see the effect
of these actions. Follow these steps:
Open the Detail Report option
 On the Accounts Receivable Reports menu, click Detail Report.
The Detail Report window appears.
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This is how the Detail Report window appears after you complete this
lesson.
Include customers
Restrict the scope of the report to Bikes Et Cetera through Pedal City.
 Clear the Include all customers check box. This allows you to
select a range of customers for this report.
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Enter starting customer ID
 Click the Show button at the From field. Double-click ETC in the
search window.
Enter ending customer ID
 Click the Show button at the to field.
In the Search window, type P. The list now includes only PEDAL.
Double-click PEDAL.
Include customer category
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 Since there are no categories established, press ENTER to leave
this item as it is.
Include sales reps
You can include customers in this report that are assigned to a
specific sales rep or a range of sales reps.


 For this lesson, do not specify the sales reps. Press ENTER to
skip this area.
Choose primary sort
 You can sort this report by customer ID, customer name, or
customer sales rep number. If Customer ID has not been
selected, select it.
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Choose detail sort
 You can sort this report by invoice or date. Verify that Invoice is
selected, and press ENTER.
Include what entries
 Click the drop-down list button to see the time frames you can
include in the report. The selections include all current
transactions, all transactions still on file, all transactions for a
specific date range, or all transactions for a specific month and
year. Select All current transactions.
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Accept report setup
 Click the Preview button to view the report.
When all information for the report has been gathered, a portion of
the first page of the report appears.
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Publish the report
Publish
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For a finished look, you can open the report in a word processing
window and enhance the format before you print the report. Microsoft
Word or any other word processor or desktop publisher that can read
files in RTF format is appropriate.
 Click the Publish button. If you want, change the name and
location of the report. Click OK. A window of the default word
processor opens and displays the report.
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More on reports
For more information on working with reports, including selecting
fonts and formatting, and saving the report setup, see Appendix A:
How to Produce a Report on page 331.
Close the option
If the Auto-close report setup options check box is selected in the
User Preferences window, the report setup window closes when you
process the report. Otherwise, the report setup window remains
open, making it convenient for you to produce another report.
 Close the report setup window and return to Launcher.
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Lesson 7: Calculating Finance Charges
Purpose:
To learn how to calculate finance charges that appear on
monthly statements
Time:
5 minutes to complete this lesson
You are now ready to calculate finance charges and print statements for
your customers. Calculate finance charges every month, before you
produce statements.
Follow these steps:
Select the Calculate Finance Charges option
 On the Accounts Receivable Statements menu, click Calculate
Finance Charges.
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A message appears telling you that this option requires more
processing time than other options. You can improve this option's
performance by clicking the Exclusive button. This will prevent other
users from accessing this company's information while you are using
this option and helps the option to complete its processing more
quickly. You can click the Shared button to allow other users to
access the company while you use this option; however, the option
can take longer to complete its processing in Shared mode.
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 Click Exclusive.
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The Calculate Finance Charges window appears.
This is how the Calculate Finance Charges window appears after you
complete this lesson.
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Select customers to include
 The Include all customers check box is selected, indicating that
finance charges for all customers will be calculated at once.
Press ENTER to accept this default selection.
Select customer category
 Because you do not want to restrict this operation to any category
for this lesson, verify that All is selected.
Enter past due date
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 Enter 06/21/16 if it is not already shown as the date. Remember
that this date takes into account the customer's grace period.
Print finance charge report?
 Indicate that you want to produce a Finance Charge Calculation
Report by selecting the check box.

Calculate charges as shown

Print the report
 Click OK.
After the calculations are made, a report window appears that allows
you to print or preview the report.
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 Click the Preview button to view the Finance Charge Calculation
Report.
Close the option
 After examining the report, close it and return to the Launcher.
You are now ready to print statements.
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Lesson 8: Printing Statements
Purpose:
To learn how to produce a statement for a customer
Time:
5 minutes to complete this lesson
Normally, you will produce statements once a month, preferably at the
end of the month and before closing the month. You can print statements
for all the customers you set up to receive statements or for only certain
customers. Follow these steps:
Select the Print Statements option
 On the Accounts Receivable Statements menu, click Print
Statements.
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Load statement forms
Unless you specified otherwise in System Preferences, a window
appears reminding you to load preprinted statement forms or plain
paper in your printer. For this lesson, you will preview the statement.
 Click OK if the message is displayed.
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This is how the Print Statements window appears when you are ready to print
statements.
Include all customers?
The Print Statements window appears. For this lesson, print a
statement for only Bikes Et Cetera (ETC).
 Clear the Include all customers check box. This allows you to
enter a range of customers.
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Enter starting customer ID
 Click the Show button at the From field and select ETC from the
search window.
Enter ending customer ID
 ETC is already selected for you at the to field, so press ENTER to
proceed to the next field.
Select customer category
 Since no customer categories are defined, select All.
Select customers to include
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 Make sure All is selected.
Select customer balances to include
 Print statements for all customers, regardless of a customer's
balance due. Verify that All is selected.
Select minimum balance
 Make sure the Amount option is selected, and enter $1.00 at the
Amount field.
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Enter statement date
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Reprint prior statements?
 Enter 06/21/16 if it is not already displayed as the Statement date.
If a customer wanted a copy of his last statement or if a printer error
occurred, you would select this check box.

For this lesson, clear the check box.
Select type of note to include
You have several choices of the type of note to print on the statement.
Use a note created in the Maintain Customer Notes window.
 Select Customer Note 3. It states "We appreciate your continued
patronage."
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Select form template
You must select a form template to format your statements, even if
you plan to preview it.
 Click Select Form. Press ENTER twice to highlight the first form
template and accept it. The form template you selected appears
in the Print Statements window.
Preview the statement
 Click the Preview button. Verify the report contents, and click the
Print button.
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After you examine the statement, close the window and return to the
Launcher.
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Lesson 9: Defining a File Export Template
Note
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If you do not need to
use the export
features, skip
Lessons 9 and 10.
Purpose:
To learn how to export data to another software program
To set up an export template to be used for the transfer
Time:
5 minutes to complete this lesson
You can create files that are accessible by other programs, including a
spreadsheet, a word processor, and various text formats. In this lesson,
you will create a template of customer information to use in a spreadsheet
application. With templates, you need to define the format of the exported
information only once. You can then export the data any time you want by
selecting the template and creating the file. Follow these steps:
Select Custom Exports
 On the Accounts Receivable Transfer menu, click Custom
Exports. The Custom Exports window appears.
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This is how the Custom Exports window appears after you complete this
lesson.
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Start a new template
Normally, this window lists all the Accounts Receivable export
templates. Because you have not defined any templates, the list box
is empty. You can click New to create a new template, click Edit to
change an existing template, click Delete to permanently remove a
template from the list, or click Copy from to create a new template
based on an existing one.
 Click New to open the Create New Template wizard.
Enter template name
 Enter Current Balances as the template name, and click Next.
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The template is called Current Balances because it will contain
information on current balances for your customers.
Select data source

You can select from a variety of Accounts Receivable information to
export, including information on customers, invoices, debit and credit
memos, and payments.

 Select AR Customers, and click Next.
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Select fields
The available fields are based on the data source you selected in the
previous window.
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 From the Available list, select <arcustomer> ID and then click
the Add button to move <arcustomer> ID to the Selected list.
 Do the same for the following fields in the order shown here.
<arcustomer> Name
<arcustomer> FinanceContact
<arcustomer> FinancePhoneNo
<arcustomer> CurOpenBalance
<arcustomer> LastPaymentDate
 Click Next.
Set sort by
 Select <arcustomer> ID from the Sort By - Primary list, and
click Ascending. Click Next.
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Select filters
The Filters button allows you to limit the information you are
exporting. You can select a field and specify a range of values. Only
items which meet your criteria are exported. This template will be
used to list customers who have an open balance of more than $100.
For this lesson, you will define one condition to filter out all data that
does not meet the criteria. For more information on using filters see
the Help system.
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 On the first line:
Under Field Name, select <arcustomer> CurOpenBalance.
Under Operation, select > (the greater than sign).
Under Values, enter 100.
Accept information as shown
 Click Done to save the template. The new template appears in
the Custom Exports window. You can define another template.
Close the option
 When you are done, close the Custom Exports window and
return to the Launcher.
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In the next lesson, you will learn how to use a template to export data
to a file.
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Lesson 10: Sending Data to Another Program
Purpose:
To transfer data to a spreadsheet, word processor, and
various text formats
Time:
5 minutes to complete this lesson
Now that you defined an export template, you are ready to send your
financial information to a spreadsheet or another software program.
Follow these steps:
Select Custom Exports
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Note
If the View on Screen
option is not
available, the
selected program (for
example, Microsoft
Excel) is not installed
on your computer;
however, you can still
create the export file
without the selected
program.
 On the Accounts Receivable Transfer menu, click Custom
Exports.
Start the export
 Select Current Balances, and click the Export button at the
bottom of the window.
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The Export Items window allows you to send your data in a variety of formats.
You can send it directly to a file or view it on your computer.
Select the data format
You can export the data to a variety of formats, including HTML,
Microsoft Word and Excel, RTF, TXT, CSV, tab-delimited, DIF, SYLK,
and clipboard. You can also export information for use in another
company.
 Select the correct format of the program to which you want to
export the data. If you are unsure of the kind of files your program
can read, refer to that program's documentation. For this lesson,
select Microsoft Excel.
 Select the Export to File option, and click Ok.
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Enter export file path
You are prompted to name the file and select a directory location for
it. Save the information to the same directory containing the data files
for the Sample company.
 Select the directory location of the Sample data files. For
example, if the software is installed in your C:\Program Files
directory, the Sample directory is C:\Program Files\Common
Files\Sage BusinessWorks\Sample.
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 Enter Current as the File name to indicate the file contains current
balance information for the month of June. Be careful not to use
the same name each time you export data or you will overwrite
valuable information.
Accept information as shown
 Click the Save button.
The data is exported to the file name and directory you specified
(for example, C:\Program Files\Common Files\Sage
BusinessWorks\Sample\Current.xxx) and you are returned to the
Custom Exports window. The extension (.xxx) varies, depending
on the type of file you selected to create. In this lesson, the
extension
is .xls.
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After exporting the data
Start your spreadsheet program and review the file you created.
 To view the file, close the Custom Exports window and use
Windows Explorer to open the directory where you saved the file.
Double-click the file Current.xls to view it in Excel.
When you are finished reviewing the contents of your export file,
close it and return to the Launcher.
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Where to Go from Here
Now that you are familiar with the Accounts Receivable module, you can
experiment with more of the menus and options. Practicing with the
different options while using the sample data will improve your knowledge
of the software. Detailed instructions on each option are available in the
Help system.
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Chapter 6: Practicing with General Ledger
It will take you approximately two hours to complete these lessons. This
section includes:
•
General Ledger Menus (page 137)
•
Lesson 1: Examining General Ledger Status (page 138)
•
Lesson 2: Adding a Department (page 140)
•
Lesson 3: Adding an Account (page 142)
•
Lesson 4: Entering Budget Amounts (page 144)
•
Lesson 5: Posting to the General Journal (page 148)
•
Lesson 6: Posting to Journals (page 152)
•
Lesson 7: Setting Up a Recurring Journal Entry (page 154)

•
Lesson 8: Posting a Recurring Entry (page 157)
•
Lesson 9: Printing a Budgeted Income Statement (page 159)

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Lesson 10: Creating and Printing a Report Group (page 163)
•
Lesson 11: Defining a File Export Template (page 167)
•
Lesson 12: Sending Data to Another Program (page 170)
•
Where to Go from Here (page 172)
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General Ledger Menus
Before you can learn the General Ledger module, you need to become
familiar with the General Ledger menus.
 To display the General Ledger menus, click the GL module
button.
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The General Ledger menus include:
Entries
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Posts journal entries, maintains and prints
recurring entries, and prints a working Trial
Balance.
Accounts
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Sets up and maintains your chart of accounts,
enters your initial account information, and
maintains budgets.
Departments
Maintains departments, which you can use for
departmentalized accounting.
Reports
Produces a variety of reports, including your
financial statements.
Close
Closes the General Ledger at the end of each
month.
Transfer
Sends information to and receives it from
other programs.
Utilities
Includes options for maintaining special
journals, customizing reports, creating data
files, and rebuilding data files.
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Lesson 1: Examining General Ledger Status
Note
Before starting these
lessons, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Purpose:
To become familiar with navigating the menus
To examine the status of the General Ledger
To learn how to get Help
Time:
5 minutes to complete this lesson
Follow these steps:
Select the Display G/L Status option
 On the General Ledger Utilities menu, click Display G/L Status.
The Display G/L Status window appears.
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General
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The Display G/L Status window shows the last month of the fiscal
year, the current open month, and indicates whether the audit trail
(detailed Journal Report) has been printed this month. The number of
accounts and departments, the Retained Earnings account, and
journal information.
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Try the Help feature
You can get Help at any time. The Help system explains the available
options and the accounting principles involved, and it helps you
decide what to do next.
or
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When space is
limited, the How
Do I... button
appears as a
large question
mark.
 Click How Do I and select About Display G/L Status.
The Help topic for Display G/L Status appears. Spend some time
exploring the items in this window.
When you close the Help window, the Display G/L Status window
returns to the forefront of your screen. Close the Display G/L Status
window.
 Click OK in the status window.
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Lesson 2: Adding a Department
Purpose:
To add a department to the List of Departments
Time:
5 minutes to complete this lesson
Follow these steps:
Open the Maintain Departments option
 On the General Ledger Departments menu, click Maintain
Departments. The Maintain Departments window appears. This
window displays fields for you to enter information about the
department. If you need more information about any of the fields,
click the Help button.
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Enter department number
 Click the Lookup button.
 A search window appears, and the Quick Search tab lists
departments already set up in the sample data.
Lookup
CTRL+K
 If the list is extensive, you can click the Power Search tab to enter
search criteria that narrows the list.
Choose a department
As you can see, two departments have been set up. Because you
want to enter a new department, exit the search window.
 Click Cancel to exit the search window.
New
CTRL+N
 Click the New button in the Maintain Departments window to
create a new department.
Enter department number
 Enter 30.
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Enter department description
Department #30 is the BikeWorks warehouse.
 At the Description field, enter Warehouse.
Save the new department
Save
CTRL+S
 Verify that you entered the department number and description
correctly. Click the Save button.
Enter another department number or exit
 If you want, add more departments. When you are ready, close
the window and return to the Launcher.
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Lesson 3: Adding an Account
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Purpose:
To add an account to the Chart of Accounts
To attach a department number to the account number
Time:
5 minutes to complete this lesson
After setting up a department, add an account to the chart of accounts.
This is one of the first steps to set up your General Ledger module for
your company. When you create your data files, you can create your chart
of accounts from scratch, copy your chart of accounts from another
company already set up, or use one of the sample chart of accounts
provided. Regardless of which method you use, you will need to add or
change a few accounts.
For this lesson, you will add account 7370, Postage Expense, and assign
it to the Sales Department (010).
Follow these steps:
Open the Maintain Chart of Accounts option
 On the General Ledger Accounts menu, click Maintain Chart of
Accounts. The Maintain Chart of Accounts window appears.
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This is how the Maintain Chart of Accounts window appears after you
complete this lesson.
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Enter account number
 Click the New button and enter 7370.010.
The first four digits, 7370, are the account number. The remaining
digits are the department number. The account number is always
separated from the department number by a period.
New
CTRL+N
Note
Enter description and account type
 Press TAB to move the cursor to the Description field, type
Postage Expense, and press ENTER.
The Account class
field is read only. A
departmental account
is always a posting
account.
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The cursor advances to the Account type field. Expenses is selected
by default.
Save the account
 Review the information you entered to verify that it is correct.
Save
CTRL+S
 When all the information is correct, click the Save button.
Close the option
Account 7370.010, Postage Expense, is added to your chart of accounts.
 If you want, add another account. When you are ready, close the
window and return to the Launcher.
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Lesson 4: Entering Budget Amounts
Purpose:
To learn how to budget revenue and expense accounts
Time:
10 minutes to complete this lesson
You can budget all your revenue and expense accounts for a full year.
You can then produce budgeted income statements to see how well you
are following your budget.
Follow these steps:
Open the Maintain Account Budgets option
 On the General Ledger Accounts menu, click Maintain Account
Budgets. The Maintain Account Budgets window appears.
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This is how the Maintain Accounts Budgets window appears after you
complete this lesson.
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Enter account number
The account information at the top of the Chart of Accounts window
identifies the account you are budgeting, showing the account's
number and description. Below that, you see budgeted amounts for
each month in the current fiscal year, the corresponding percentage,
and, at the bottom, the yearly total. If the account number you entered
has no budget, zeros appear in these fields.
 Click the Lookup button to open a search window listing account
numbers. Type 7.
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Lookup
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Because you typed 7, the list displays the accounts that start with
7. This is useful when you know your expenses are in the 7000
range but are unsure of the exact account number.
 If the list is extensive, click the Power Search tab to enter search
criteria that narrows the list.
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Select the account number
 Double-click 7370.010.
Account 7370.010 is automatically inserted at the Account # field.
The Budgets fields are all 0.00, since this account has not been
budgeted.
You can budget by amounts or by percentages. If you select
Amounts, you can enter a monetary amount for the yearly total and it
will be divided by 12 and monthly amounts are inserted for you. You
can then adjust the individual monthly amounts as necessary. You
can also enter an amount for each month and the software will keep a
running total of the amount for the year.
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If you select Percentages, you can enter monthly percentages. When
you enter a yearly total, the monthly amounts are calculated for you.
You can also select the fiscal year to budget: Prior, Current, or Next.
 Select the Budget by Amounts option and the Fiscal Year
Current option.

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Enter monthly budget amount for January
 At the January amount field, enter 29.00.
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When you press ENTER, the cursor automatically proceeds to the
next field.
Enter monthly budget amount for February
 Enter 58 at the February field.
Enter monthly budget amount for March
 Enter 29 at the March field.
 Continue to enter 29 for each month until you have entered 29 for
December.
Note that the Yearly totals equal 377.00 and that monthly
percentages are automatically inserted.
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Save the account budget
Save
CTRL+S
 If you entered everything correctly, click the Save button. If you
want to change all amounts to 0 and start over, click the Undo
button, make your corrections, and then, save the entries.
Close the option
You have completed budgeting account number 7370.010.
 If you want, enter budgets for other revenue or expense
accounts. When you are ready, close the window and return to
the Launcher.
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Lesson 5: Posting to the General Journal
Purpose:
To learn how to record journal entries
Time:
10 minutes to complete this lesson
After you set up the software, you will use the General Ledger module to
record transactions in one of the five standard journals. This lesson
shows you how to enter a transaction in the General Journal.
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It is June 15 and you want to record the purchase of a roll of stamps from
petty cash for $32. (This will give you a chance to use your new Postage
Expense account.) You will debit your Postage Expense account (number
7370.010) and credit your Petty Cash account. Follow these steps:
Open the Post to Journals option
 On the General Ledger Entries menu, click Post to Journals.
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This is how the Post to Journals window appears after you complete this
lesson.
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Select journal
You can select from these journals:
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General Journal
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Cash Disbursements
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Cash Receipts
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Purchases
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Sales
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Special Journals
 Select General Journal and press ENTER to move to the next
field.
Select entry type: Standard, Recurring, Correcting, Reversing, Void, or
Edit Description
 This is a standard journal entry. Select Standard and press
ENTER.
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•
Enter transaction date
The default posting date is the date for this transaction.
 Enter 6/21/16 if the correct date is not already displayed.
Enter Reference #
A voucher is the paper from which you are recording the entry. Most
general journal entries are written on a sheet of journal paper, while
other types of entries are obtained from checks, invoices, and other
forms. Vouchers should be numbered for easy reference. You may
want to keep vouchers for a certain period of time (at least one month
and possibly several years) in case you need to check an entry.
 This entry is recorded on Voucher 3450. If you pressed ENTER at
the previous field, your cursor should be at the right spot; if not,
place the cursor at the Reference # field and enter JE-3450.
Press TAB.
If you enter any type of number at the end of this field, it is
automatically incremented for you as you add entries in the future.
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Enter journal transaction description
 At the Description field, enter Office Supplies to show the
purchase was for postage.
The header information is now complete. You must enter the
transaction detail.
Enter account number to debit
 At the Account # field, click the Show button to view a list of
accounts in a search window.
Note
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Only valid posting
accounts appear in
the search window.
Consolidation and
subtotal accounts
cannot be used for
posting and are not
included in the list.
You can type a number that you want to locate. For example, you
want to locate account 7340.000.
 Type 7 at the Look for field and the search window displays the
account numbers that begin with 7. Select 7340.000, and click
Accept.
Enter amount to be applied
 Since you want to debit account 7370.010 for $32, enter 32 and
click Accept. Notice that the Unposted balance field displays
32.00.
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Enter account number to credit
Accepting the first line of detail moves your cursor back to the
Account # field. You can select the next account number from the
search window, or if you already know the account number, you can
type it. If you already opened the window to view the account list, click
Cancel and then type in the account number.
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 At the Account # field, enter 1010.000.
The account's description is automatically inserted in the second
line of the transaction detail.
Accept the amount to be applied
32.00 displays as the amount to credit account 1010.
 Click Accept.
The unposted balance is now 0.00. If you need to change an entry
line, select it and click Edit. You can change the account number,
debit amount, or credit amount. Select an entry line and try it. If you
want to clear the line of information and add new data, click Clear.
Click Accept when you are finished.
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Post this journal transaction
 Verify your entries. Review the Unposted balance at the bottom
of the window. If it is 0.00, you entered a balanced transaction;
click Post.
If the unposted balance is not zero, you made a mistake when
entering one or both of the amounts. You must change your entry until
there is no unposted balance. An out-of-balance entry will not be
accepted.
After you accept your entry and it is posted, you can enter another
transaction.
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Print a Journal Entry Batch Report
When you close the window, you are prompted to print a Journal
Entry Batch Report, which is a detailed listing of the entry you just
made.
Close the Post to Journals window.
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 At the prompt, click Yes. A report setup window appears.
Select print parameters
You can preview the report or send it to a printer.
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 Click the Preview button.
More on reports
For more information on working with reports, including selecting
fonts, formatting, and saving a setup, see Appendix A: How to
Produce a Report on page 331.
 Exit the report and the option, and return to the Launcher.
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Lesson 6: Posting to Journals
Purpose:
To learn how to post to journals other than the General
Journal
Time:
10 minutes to complete this lesson
If you are not using other modules, such as Accounts Payable and
Accounts Receivable, you will probably use one of the other General
Ledger journals for posting routine transactions. In this lesson, you will
use the Cash Disbursements Journal to post the payment of $1,395 for a
piece of equipment, a bicycle tube patcher. You wrote check #1055 for
this equipment. Follow these steps:
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Select Post to Journals
 On the General Ledger Entries menu, click Post to Journals.
Select Journal
 Select Cash Disbursements Journal and press ENTER to select
it.
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Select entry type: Standard, Recurring, Correcting, or Reversing
 Select Standard and press TAB.
Enter transaction date
 The posting date displays as the default value. This transaction
occurred on June 13. Type 6/13/16 and press ENTER.
Enter check number as Reference #
After a check number is entered, it is automatically incremented. The
correct check number is 1055.
 Type 1055 and press TAB.
Enter journal transaction description
 Enter Bicycle Tube Patcher. Press TAB to proceed to the
Account # field.
You completed the header information and can now enter the
transaction detail.
Enter account number
 Press F2 to display the search window and select account
number 2100.
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Enter debit amount to be applied
 Enter 1395.00. Because this entry is increasing an asset account,
it is a debit. Press ENTER.
The first half of this transaction, the debit, appears in the list and your
cursor returns to the Account # field. You need to enter the credit
portion of the transaction.
Enter credit amount to be applied
The offsetting account for this transaction is 1050.000, Cash in
Checking.
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 Enter 1050.000 at the Account # field and press ENTER.
The account's description appears at the Description field, and an
offsetting, or credit, amount equal to the debit amount automatically
appears at the Credit field.
Post this journal transaction
 If the entry is correct, click the Post button. You can now enter
another transaction.
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 Close the option.
Print a Journal Entry Batch Report
You are prompted to print the Journal Batch Entry Report.
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 Click Yes.
 Click the Preview button.
 When you are done reviewing the report, close the report window
and the report setup window.
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Lesson 7: Setting Up a Recurring Journal Entry
Purpose:
To learn how to set up a recurring journal entry
Time:
5 minutes to complete this lesson
In this lesson, you will set up a recurring journal entry for recording your
mortgage payment. You make the same payment every month (credit
Cash for $1,500), but the debit amounts (posted to Note Payable and
Interest Expense) vary. Follow these steps:
Select the Maintain Recurring Entries option
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 On the General Ledger Entries menu, click Recurring Entries,
and then click Maintain.
Enter recurring journal entry ID
 Click the New button and enter MORTGAGE at the Recurring ID
field.
New
CTRL+N
Enter journal transaction description
 Enter Mortgage Payment at the Description field.
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If you want, you can change the description when you later post the
recurring entry. For example, you can add the check number or the
month the mortgage payment is being made.
Enter debit account number
 At the Account # field, enter 4000 for Note Payable, Mortgage
and press ENTER.
Enter debit amount to be applied
 Since this amount changes monthly, press ENTER to accept 0.00
as the debit amount. The cursor moves to the Credit field. You
will enter the actual amount when you post the recurring entry.
 Click Accept. The line of detail is added to the list and the cursor
moves back to the Account # field.
Notice that the zero amount appears in the Credit column. Based on
the account type (in this case, liabilities), the zero figure is placed in
the expected balance column. Since liability accounts are normally
credited, the zero amount defaults to the Credit column. This
happens only when you enter a zero amount and will not prevent you
from posting a debit entry to this account. This logic applies to the
following account as well.
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Enter debit account number
 At the Account # field, enter 8700 for Interest Expense.
Enter debit amount to be applied
 Because this amount changes monthly, enter 0 and click Accept.
You will enter the actual amount when you post the recurring entry. Of
course, recurring entries can be completely set up with accounts and
amounts if that information is available.
Enter credit account number
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 Post the credit to the cash account. At the Account # field, enter
1050.
Enter amount to be applied
 Enter 1500 at the Credit field and click Accept.
The Unposted balance is 1500.00. You need to balance this
transaction when you post it.
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Accept the entry
 Click the Save button. You are prompted that the transaction is
out of balance, but click OK. You will balance it later.
Save
CTRL+S
The recurring journal entry is complete. You are now able to balance
and post it whenever you want to using the Post to Journals option.
You can change this recurring entry as necessary.
Close option window
You can enter another recurring journal entry or close the window to
return to the Launcher.
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Lesson 8: Posting a Recurring Entry
Purpose:
To learn how to post a recurring entry to the General Ledger
Time:
5 minutes to complete this lesson
Now that you created an out-of-balance recurring journal entry, it is time
to learn how to balance and post it.
You can use the Batch Post Recurring Entries option to post a group of
recurring entries. For this lesson, however, you will use the Post to
Journals option to post an individual recurring entry. Follow these steps:
Select the Post to Journals option
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 On the General Ledger Entries menu, click Post to Journals. The
Post to Journals window appears.
Select journal
 Verify that General Journal is selected.
Select type of entry: Standard, Recurring, Correcting, Reversing, Void, or
Edit Description
 Because you want to post a recurring journal entry, select
Recurring.
Enter recurring journal entry ID
 At the Recurring ID field, click the Show button and double-click
MORTGAGE in the search window.
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The recurring journal ID header and transaction detail appear in the
Post to Journals window. The Unposted balance of $1500.00
displays.
If necessary, you can change the transaction date, description, or the
transaction lines.
Make a debit entry
The only changes you need to make in the detail are the debit
amounts for accounts 4000 and 8700.
 Click the transaction line for account number 4000.00. Click Edit
to move that line up to the editable fields section of the window.
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Enter amount to be applied
 At the Debit field, enter 500. Click Accept or press ENTER.
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 Notice that the Unposted balance has decreased to $1000.00.
Make a debit entry
 Double-click account number 8700.00 at the transaction lines.
Enter amount to be applied
 At the Debit field, enter 1000 and press ENTER.
There is now no unposted balance.
Post this journal transaction
 When the recurring journal information is correct and in balance,
click Post. Close the window.
Print a Journal Entry Batch Report
You are prompted to print a Journal Entry Batch Report. The creation
of this report was covered in Lesson 5. For more information, see
Lesson 5: Posting to the General Journal on page 148 or the Help
system.
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Lesson 9: Printing a Budgeted Income Statement
Purpose:
To learn how to produce reports
To see the effect your entries have on BikeWorks
Time:
10 minutes to complete this lesson
After posting journal entries and budgeted accounts, you will see the
results in this lesson. Follow these steps:
Select the Income Statement, Budgeted option
 On the General Ledger Reports menu, click Income Statements,
and then click Budgeted.
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The Reporting window appears. This window is a typical report setup
window. It allows you to select a variety of specifications to produce
the report in the format you require.
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Choose included totals
The Include what totals list provides four types of report totals that
can be included in the report:
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Compares actual results with budgeted
amounts for the selected period.
Performance
Compares year-to-date results with the
total yearly budget.
Budgets Only
Shows the budget amounts but no actual
account balances.
Annual Budgets
Only
Shows only the total yearly budget.
 Produce the report with year-to-date variance totals. Select Yearto-Date Variance.
Choose period
 At the For the period ending field, select the current month and
press ENTER.
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Variance
Select type of consolidation: None, Account, or Departmental
You can consolidate the report by account number or department
number, or you can select None for no consolidation.
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None
Uses no consolidation.
Account
Uses the consolidation accounts in your
chart of accounts. Posting accounts within
a consolidation range are totaled. The
resulting total appears as a single line on
the report.
Departmental
All departmental accounts using the same
account number are combined and appear
as a single line on the report.
 Verify that None is selected and press ENTER.
Choose included departments
 Include all departments on the report. Verify that the check box is
selected and press ENTER.
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Print rounded dollars (no pennies included)
 Select the Rounded dollar amounts check box.
Include zero balance accounts
You can omit accounts with zero balances from the report or include
them. Include them.
 Select the Include zero balance accounts check box.
Set up a special note
You can include a note below the heading or at the bottom of the
report. Include a special note.
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 Select the Top option to place the note at the top of the report,
and click anywhere in the field below it.
Enter special note
 For the note, type Unaudited Statement.
Accept report parameters
 To view the report, click the Preview button.
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 Scroll through the report until you see the expenses. Examine the
postage expense. It should show $32 as the actual expense
(unless you posted more than one entry to the account) as
opposed to the budgeted expense of $29.
Copy the report
You are working on a document in a Windows-compatible word
processor in another window, and you want to capture some or all of
the report to your other document.
 Click any line in the report. Notice that line becomes highlighted.
Click and drag the cursor down a few lines. All the lines touched
by the cursor are highlighted, too. Click the Copy to clipboard
button on the toolbar.
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 To place the copied portion of the report into another document,
switch to your word processor application and select Paste on the
Edit menu.
More on reports
For more information on working with reports, including selecting
fonts, formatting, and saving a report setup, see Appendix A: How to
Produce a Report on page 331.
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Close the report window
 Close the report window.
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If the Auto-close report setup options check box is selected in the
User Preferences window, the report setup window closes when you
process the report. Otherwise, the report setup window remains
open, making it convenient for you to produce another report.
 Close the report setup window and return to Launcher.
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Lesson 10: Creating and Printing a Report Group
Purpose:
To learn how to create a group of reports
Time:
5 minutes to complete this lesson
The Report Groups window allows you to define and group frequently
used reports that can be printed whenever needed. It saves you time by
allowing you to print a batch of reports that you have previously selected
and set up. For example, you can print your financial statements at the
end of every month. To create a report group, follow these steps:
Select Report Groups
 On the General Ledger Reports menu, click Report Groups.
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Create a new report group
A message appears stating that no report groups are defined and that
you will be placed in the "new" mode.
 Click OK. If you were not placed in "new" mode, you can click the
New button to create a new report group.
New
CTRL+N
Enter the group ID
 Enter IS-COMP at the Group ID field.
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Use a recognizable group ID. The IS-COMP ID stands for Income
Statements, Comparative.
Enter the group description
 Enter MTD, QTD, YTD to remind you that you are printing
comparative Income Statements that use month-to-date, quarterto-date, and year-to-date totals.
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Add the reports
 Click the Save button. Click Add. A window of available reports
appears. Click Income Statement - Comparative.
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Modify the report setup
 Click the Setup button. A report setup window displays the default
report specifications.
This setup window is almost identical to the report setup window that
appears when you select the Income Statement, Comparative on the
General Ledger Reports menu. The difference is that you do not
select the printer in this window because you are only setting up the
report group, not printing it.
Accept the report
In Report Groups, tailor the report to your specific needs. Accept the
default settings for now.
 Click OK.
The initial Report Groups/New Report window appears.
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Enter the report description
 Type MTD at the Description field. This description reminds you
that this comparative Income Statement includes month-to-date
totals.
 Click OK to return to the Report Groups window.
 Set up the QTD and YTD reports. In each case:
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Click Add and select Income Statement - Comparative, and
click the Setup button.
•
At the Include what totals field, select Quarter-to-Date
Only for the QTD report or Year-to-Date Only for the YTD
report.
•
Click OK to save the report setup and return to the Report
Groups/New Report window.
•
At the Description field, enter QTD or YTD depending on the
report you are setting up.
•
Click OK to return to the Report Groups window.
Your list of reports for the report group IC-COMP now contains three
comparative Income Statement reports, each with a different setup.
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You are not limited to adding the same report with different setups.
You can add an entirely different report to the group, even from
different modules (as long as they are set up on your computer). You
can even add reports to a group or create a new group on the fly
when you set up a report.
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Save the report group setup
Save
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 Click the Save button to save the group IS-COMP.
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Print reports
You can now print all the reports in the group, or specify a group of
reports to print. The check marks indicate which reports are selected
to print. Clear the YTD report, and print only the MTD and QTD
reports.
 Clear the YTD Comparative Income Statement check box.
 Click Print.
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The two reports that are still selected, MTD and QTD, print in the
order that they are listed in the Report Groups window. YTD, of
course, does not print because you cleared the printing check box.
The next time you launch the Report Groups option, all the reports in
the group are selected, including YTD.
More on reports

For more information on working with reports, including selecting
fonts and formatting, and memorizing setup, see Appendix A: How to
Produce a Report on page 331.

 Close the Report Groups window and return to the Launcher.
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Lesson 11: Defining a File Export Template
Note
If you do not need to
use the export
feature in Sage
BusinessWorks, you
can skip Lessons 11
and 12.
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Purpose:
To learn how to transfer data to another software application
To set up an export template to be used during the transfer
Time:
Approximately five minutes to complete this lesson
You can create files accessible by other programs, including a
spreadsheet, a word processor, and various text formats. In this lesson,
you will create a template of account information to be used in a
spreadsheet program for analyzing account activity over the last three
months. With templates, you define a specific format of data export only
once. You can then send the data based on the template whenever you
need it.
Follow these steps:
Select Export Account Information
 On the General Ledger Transfer menu, click Custom Exports.
The Custom Exports window appears.
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This is how the Custom Exports window appears after you complete this
lesson.
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Start a new template
This window lists all the General Ledger export templates that you
currently have. Because you have not defined any templates, the list
box is empty. You can click New to create a new template, click Edit
to change an existing template, click Delete to permanently remove a
template from the list, or click Copy from to create a new template
based on an existing one.
 Click New to open the Create New Template wizard.
Enter template name
 Enter Income/Expense Activity and click Next.
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Define this template to export balance information for the last three
months for all income and expense accounts (the accounts included
on the Income Statement).
Select data source

You can select to export general ledger account information or current
journal information.

 At the Data Source field, select GL Account Balances and click
Next.
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Select fields
The available fields are based on the data source you selected in the
previous window.
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 From the Available list, select <glaccount> GLAccountNumber
and, click Add.
 Do the same for the following fields in the order shown here.
<glaccount> Description
<glaccount> History01
<glaccountbalances> BalanceDate
<glaccountbalances> Balance
 Click Next.
Set sort by
 Select <glaccount> GLAccountNumber from the Sort By Primary list and click the Ascending button. Click Next.
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Set filters
Filters allow you to limit the information you export. You can specify a
field and specify a range of values. Only items which meet your
criteria are exported. This template will be used to view account
balances for the last three months for income and expense accounts
only, which include account number 6000 and above. For this lesson,
you will define one condition to filter out all data related to account
numbers below 6000. For more information on using filters, see the
Help system.
 From the first list under Field Name, select <glaccount>
GLAccountNumber.
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 Under Operation, select = (the equal sign)
 Under Values, enter 6000.
Accept information as shown
 Click Done to save the template.
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The new template appears in the Custom Exports window.
Include Column Headers
Selecting this item puts column titles in the export file, which is useful
when you are using the file in a spreadsheet.
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 Select the Include Column Headers check box.
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You can now define another template or proceed to the next lesson.
Since you will learn how to use a template to export data to a file in
the next lesson, leave the Custom Exports window open.
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Lesson 12: Sending Data to Another Program
Purpose:
To transfer data to a spreadsheet application
Time:
5 minutes to complete this lesson
Now that you have defined an export template in the previous lesson, you
are ready to send your financial information to a spreadsheet or another
software program. Follow these steps:
Select Custom Exports
 On the General Ledger Transfer menu, click Custom Exports.
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Note
Start the export
 Select Income/Expense Activity. Select the Include Column
Headers check box so your export file will include column titles.
Click the Export button. The Export Items window appears.
If the View on Screen
option is not
available, the
selected program (for
example, Microsoft
Excel) is not installed
on your computer;
however, you can still
create the export file
without the selected
program.
The Export Items window allows you to send your data in a variety of formats.
You can send it directly to a file or view it on your computer.
Select the data format
You can export the data to a variety of formats, including HTML,
Microsoft Word and Excel, plain text (.TXT), rich text (.RTF), commadelimited text (.CSV), tab-delimited text, Data Interchange Format
(.DIF), SYLK, and the clipboard. You can also export information for
use in another company.
 Select the correct format for the program to which you will import
the data. If you are unsure of the kind of files your program can
read, refer to that program's manual. For this lesson, select
Microsoft Excel.
 Click the Export to File option, and click Ok.
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Enter export file path
You are prompted to name the file and select a directory location.
Save the information to the same directory containing the data files
for the Sample company.
 Select the directory location of the Sample data files (for
example, C:\Program Files\Common Files\Sage
BusinessWorks\Sample).
 Type Activity as the file name.
Do not to use the same name each time you export data, or you will
overwrite valuable information.
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Accept information as shown
 Click the Save button.
The data is exported to the file name and directory you specified (if
you followed the example, C:\Program Files\Common Files\Sage
BusinessWorks\Sample\Activity.xxx) and you are returned to the
Custom Exports window. The extension (.xxx) varies, depending on
the type of file you selected to create. In this lesson, the extension is
.XLS.
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After exporting the data
Launch your spreadsheet program and review the file you created.
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 To view the file, close the Custom Exports window and use
Windows Explorer to open the directory where you saved the file.
Double-click the file Activity.xls to view it in Excel.
 When you are finished examining the contents of your export file,
close it and return to the Launcher.
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Where to Go from Here
You should now be familiar with the General Ledger module. Take the
time to experiment more with the sample data. Try every option in the
General Ledger menus before setting up your company. Detailed
instructions on each option are in the General Ledger Help system.
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Chapter 7: Practicing with Inventory Control
It will take you approximately one hour to complete the lessons in this
chapter. This section includes:
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Inventory Control Menus (page 174)
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Lesson 1: Examining Inventory Status (page 175)
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Lesson 2: Adding a Part (page 176)
•
Lesson 3: Creating a Purchase Order (page 186)
•
Lesson 4: Recording a Receipt (page 191)
•
Lesson 5: Examining a Transaction Register (page 194)
•
Lesson 6: Assembling a Part from Components (page 197)
•
Lesson 7: Defining a File Export Template (page 200)
•
Lesson 8: Sending Data to Another Program (page 203)
•
Where to Go from Here (page 204)
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Inventory Control Menus
Before you can learn the Inventory Control module, you need to become
familiar with Inventory Control menus.
 To display the Inventory Control menus, click the Inventory
Control module button.
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Inventory Control menus include:
Transactions
Recording receipts, issues, and adjustments;
transferring parts; building subassemblies; and
taking physical inventory.
Purchasing
Recording and tracking purchase orders.
Parts
Maintaining part information, printing parts lists,
and inquiring on parts.
Reports
Producing a variety of reports on your
inventory.
Close
Closing the Inventory Control module at the
end of the month.
Transfer
Exchanging information with other programs.
Utilities
Setting up product categories, product lines,
purchase order preferences, and more.
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Lesson 1: Examining Inventory Status
Note
Before starting these
lessons, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Purpose:
To become familiar with moving around the menus
To examine the status of Inventory
Time:
5 minutes to complete this lesson
Follow these steps:
Select the Display I/C Status option
 On the Inventory Control Utilities menu, click Display I/C Status.
The Display I/C Status window appears.
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Inventory
Control
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The Display I/C Status window identifies the current open month, the
last month of the fiscal year, if the Inventory Control module is in
Setup mode, the number of months you are retaining transaction
history and serial number history, the date of your last physical
inventory, whether the physical inventory is locked or unlocked, the
number of parts in your inventory, and the costing method used.
 Click OK to close the Display I/C Status window.
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Lesson 2: Adding a Part
Purpose:
To add a new part to the Inventory Control module
Time:
Approximately fifteen minutes to complete this lesson
One of the first things you will do when setting up the Inventory Control
module is enter part information. Add a mountain bike to the sample
company's parts list.
Follow these steps:
Select the Maintain Parts option
 On the Inventory Control Parts menu, click Maintain Parts.
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The Maintain Parts window appears, displaying information about the
first part on file.
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This is how the Maintain Parts window appears after you complete
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Enter Part ID
 Click the Lookup button.
Lookup
CTRL+K
The parts already set up in the sample data appear in a search
window.
Choose a part
As you can see, several parts have been set up.
 Experiment with navigating the list.
Enter a new part ID
We want to enter a new part, a mountain bike with a 21" frame.
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 Click Cancel to exit the search window.
New
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 Click the New button to create a new part record.
Enter part number
 The part number can be a number, a string of characters, or a
word. Type MTBIKE and press ENTER.
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Enter status
 The status can be active or inactive. Because Active is already
selected, press ENTER to proceed to the next field.
Enter description
 Type Mountain Bike, 21" frame at the first description line.
Press ENTER twice to leave the next two description fields blank.
Press TAB to leave the long description field blank.
Enter product line ID
When you assign an inventory item to a product line, pricing and
product category information, inventory/non-inventory item status,
and posting instructions are automatically established for the part.
Product lines are set up in Maintain Product Lines.
 To select a product line, click the Show button to see the existing
choices in a search window and double-click the one you want.
 Since STANDARD is already selected, click Cancel to close the
search window. Then, press ENTER to proceed to the next field.
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Enter unit of measure
The unit of measure prints on quotes, sales orders, invoices, and
purchase orders.
 Press ENTER to accept each.
Enter shipping weight
 The shipping weight of this bike is 35 pounds. Type 35.
Is the part taxable?
 The mountain bike is subject to sales tax. Verify that this check
box is selected.
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Allow discounts?
 Verify that this check box is selected.
Allow backorders?
 Select this check box to permit backorders of this part.
Allow fractional quantities?

If this check box is cleared, you are limited to issuing and receiving
whole-number quantities of this part. One part, for example, is
acceptable; one-half the part would not be.
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 Clear this check box and press ENTER.
Allow fractional cost or price?
 Select this check box to allow costs and prices for this part to be
entered with more than two decimal places.
UPS shippable?
 Select this check box to ship this part through the United Parcel
Service.
Track serial numbers?
If this check box is selected, serial numbers are tracked for this part.
 You will not be tracking serial numbers for this part, so clear the
check box.
Enter unit cost
When entering a new part, you can enter the expected unit cost, or
estimate it.
 The cost of the bike is expected to be about $400. Type 400.
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Enter base price
The base price is the retail price, apart from any discounts or
additional charges, for which you sell the part.
 The bike sells for $595. Type 595.
Select sales promotion
Promotions are set up in Maintain Sales Promotions and help you
group pricing and time periods for special sales events.
 Press ENTER to accept None, the default setting.
Warehouse
If you had already set up warehouses, this is where you would select
the warehouse where you intend to store the mountain bike. This field
will be entered later.
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 This field is unavailable because there are no warehouses on file
for this part. Proceed to the next field.
Enter location

The bin/location is the physical place where the part is stored. You
can enter a location ID here, or if you set up locations in the Maintain
Locations option (accessed on the Inventory Control Utilities menu),
you can click the Show button to select a location ID from a list.
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 There are no locations on file yet for this part, so this field is
unavailable. Proceed to the next field.
Enter comments
 You can enter additional information about the part in these
comment fields. For now, press ENTER twice to leave this area
blank.
Warehouses
 Click Warehouses to select a warehouse and location for the part.
 Click the New button.
 Click the Show button at the Warehouse field and select Store 1
from the search window.
 Click the Show button at the Bin/Location field and select Aisle 1
from a search window.
 Click the Accept button.
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 Click OK to return to the Maintain Parts window. Notice that the
Warehouse and Bin/Location fields have been entered
automatically.
Enter quantity information
 Click Quantities. The Quantities window appears. This is where
you enter the committed, backordered, and on order quantities
for the part. The on hand quantity is updated as you enter your
business transactions.
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This is how the Quantities window appears after you complete this
lesson.
Select the warehouse
Because quantities are maintained separately for each warehouse,
select the warehouse for which you are entering quantity information.
 At the Warehouse field, select STORE1.
Enter on order quantity
 You will place an order in the next lesson (Lesson 3: Creating a
Purchase Order). For now, press ENTER to accept 0.
Enter committed quantity
 When you create a sales order for a part, that quantity becomes
committed. We haven't committed any mountain bikes to
customers, so press ENTER to accept 0.
Enter backordered quantity
 There are no mountain bikes on backorder. Press ENTER to
accept 0.
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Enter minimum balance
 To have at least one mountain bike in stock, type 1.
Enter maximum balance
 Having more than five mountain bikes on hand would not be cost
effective, so type 5.
Enter economic order quantity
The EOQ is the most economical quantity of the part for you to buy,
based on factors such as the quantity breaks you may get from the
vendor, overhead, etc.
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 For this lesson, leave the field as 0.
Enter order point
 Because you want to have at least one mountain bike in stock at
all times, type 1 to indicate the point at which you want to reorder
this part.
Accept the information
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 If all the fields are filled in properly, click OK. You are returned to
the Maintain Parts window.
Enter product category information
 Click Categories. The Categories window appears. Product
categories help you group parts logically, which allows you to limit
the range of parts included in reports so you can focus on certain
characteristics. You can use the Maintain I/C Parameters option
to create up to five categories. Currently, three categories are
defined: Style, Size, and Color.
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Enter product "Style"
 Type MT at the Style field to identify this as a mountain bike.
Enter product "Size"
 Type 21" at the Size field.
Enter product "Color"
 Because mountain bikes come in all colors, leave this field blank.
Accept the information
 If all the fields are entered properly, click OK. You are returned to
the Maintain Parts window.
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Enter pricing information
 Click Pricing. The Pricing window appears. You can set inventory
prices in one of five different ways: Absolute, Margin, Markup,
Base, or Line. In addition, you can set three different pricing
levels for each part. For information on setting up pricing for your
parts, see the Help system. Do not make any changes to the
existing information.
Accept the existing information
 To exit the Pricing window without changing anything, click
Cancel.
Enter vendor information
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 Click Vendor. The Vendor window appears. Use this window to
enter specific information about the vendor from whom you
purchased the part.
Note
The Vendor window
is available only if
you created Accounts
Payable data files for
your company.
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This is how the Vendor window appears after you complete
this lesson.
Select a vendor
 Click the Show button and select GATEWAY as the vendor.
Enter manufacturer's part number
 Type GW-00127-10.
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Enter the best cost
This field is useful if the cost of the part fluctuates. It can help you
determine how the cost you are receiving compares with the best cost
you ever received from this vendor. If the current cost is even lower
than the best cost listed, the best cost is automatically updated.
 This information does not come into play until you start ordering
parts from the vendor, which you have not yet done with this part.
Therefore, press ENTER to leave this field at 0 for now.
Note
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Best cost, Last cost,
and Last P.O. are
automatically
updated when you
post a receipt or
purchase order
receipt.
Enter the last cost
 The last cost (the amount you paid the last time you purchased
the part from this vendor) is used as the default price when you
enter new purchase orders. Since this is a new part that you have
not previously purchased, press ENTER to accept 0.
Enter date of last purchase order
 This is the date of the most recent purchase order for this part
from this vendor. Again, since this is a new part, there is no
previous purchase order for it. Press ENTER to proceed to the
next field.
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Enter the minimum balance
 This is the minimum order quantity required by the vendor.
Type 5.
Enter economic order quantity
 You can enter the most economical order quantity for this part
from this particular vendor (based on factors such as overhead,
lead time, or discount quantity breaks offered by this vendor). For
now, press ENTER to accept 0.
Enter lead time
 It generally takes 21 calendar days from the time of order to the
time of receipt. Type 21.
Accept the information
 If all the fields are entered properly, click OK. You are returned to
the Maintain Parts window.
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Enter substitute part information
 Click the Substitute button. The Substitute window appears. If
you have a comparable part in your inventory that you can use as
a substitute when the ordered part is out of stock, specify it here.
 Do not assign any substitute parts. Click OK. You are returned to
the Maintain Parts window.
Enter History, Components, and Notes
In the History window, you can enter month-to-date, year-to-date, and
prior year figures for receipts, issues, adjustments, sales, and cost of
goods sold.
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In the Component window, you can enter information about the
component parts that go into building the mountain bike. (Component
information entered here does not automatically build the part or post
General Ledger entries.) In our example, the mountain bike comes
fully assembled, so this window is not applicable.

In the Notepad window, you can enter detailed comments about the
part. These notes can be viewed or edited whenever you are entering
a transaction for the part. You can even search for a part based on
comments in the Notepad.
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 To view any of these windows, click the appropriate button. Click
Cancel to return to the Maintain Parts window.
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Serial Nums
If you were tracking serial numbers for the mountain bikes, enter the
serial numbers here. You will not track serial numbers for this lesson.
Accept the part information
Save
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 If you have filled in the part information correctly, click the Save
button. The part is added to your records.
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Add a part picture
 Click the Picture On button to look at the Image window. You can
scan in a picture or add it from a file already on your computer.
You will not add a picture of the mountain bike, but review the
window.
 Click the Picture Off button when you are done.
Close the option window
You have just added a mountain bike to your list of parts. Go ahead
and add more parts if you want.
 When you are ready, close the Maintain Parts window and return
to the Launcher.
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Lesson 3: Creating a Purchase Order
Note
This lesson assumes
you have not
changed your P.O.
preferences. If you
have, some fields in
this lesson may not
match your software.
Purpose:
To learn how to create a purchase order
Time:
10 minutes to complete this lesson
With Sage BusinessWorks you can create and print purchase orders for
purchases from your vendors. Purchase orders can be customized with
the Maintain P.O. Preferences option or the Maintain I/C Forms option.
Now that you have added a mountain bike to your Inventory Control, let's
create a purchase order for that part.
Follow these steps:
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Note
Open the Maintain Purchase Orders option
 On the Inventory Control Purchasing menu, click Maintain
Purchase Orders. The Maintain Purchase Orders window
appears.
The Maintain
Purchase Orders
option is available
only if you have
created Accounts
Payable data files for
your company.
 Click the New button to create a new purchase order.
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This is how the Maintain Purchase Orders window appears after
you complete this lesson.
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Enter vendor ID
 Click the Show button at the Vendor ID field. In the search
window that appears, double-click GATEWAY.
Describe the purchase order
 Type 21" Mountain Bike at the Description field.
Enter purchase order date
 The order date defaults to the posting date. Press ENTER to
accept it.
Enter required delivery date
 If there is a date by which you must have delivery, enter it here.
Leave the ASAP check box selected.
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Enter shipping instructions
 This purchase is being shipped through Burlington Express.
Type Burlington Express.

Select freight on board instructions

 You are the receiving party and will pay the freight charges, so
press ENTER to accept Origin, the default setting.
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Any items taxable?
 If anything on this purchase order were taxable, you would select
this check box. Because this purchase is not taxable, clear this
check box.
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Select freight charges payment
 You will pay the freight charges when the bikes are delivered, so
select the Collect option.
Note
Buyer, Confirm to,
and Remarks are
available only if you
selected to include
them in Maintain P.O.
Preferences.
Enter terms code
 The terms code assigned to Gateway (3. 2.00%- 10/net 30)
displays as the default entry. Press ENTER to accept it.
Enter buyer
 Enter your initials to identify yourself as the buyer.
Enter confirm to
 Enter your initials to identify that you are the person to contact
when confirming the order.
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Enter remarks
 Here is where you enter any reminders or notes to the vendor.
Type First purchase.
Confirm addresses
The right side of the window displays the vendor's address and your
ship-to address. Ship-to addresses used here are entered in Maintain
Warehouses. You can also check vital information about the vendor's
status, edit vendor information on the fly, or write or view detailed
notes about the vendor by clicking the appropriate buttons.
 For this lesson, assume that the addresses are correct.
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Select the warehouse to which the part will be delivered
 STORE1 displays as the default. Press ENTER to accept it.
Enter line item information
 Click Line items. The Maintain Purchase Orders/Line Items
window appears.
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Use the Maintain Purchase Orders/Line Items window to enter the actual goods
ordered from this vendor. This is how the window appears after you complete this
lesson.
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Select item type
 Select Part.
Enter part number
 Click the Show button at to the Part # field. In the search window,
double-click MTBIKE.
Enter quantity to order
 You want to order five mountain bikes. Type 5.
Enter unit cost
 Each bike costs $425.00. Type 425. When you press ENTER, the
part is accepted as a line item and is listed in the detail area.
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Accept the line item

Check the summary
 Because you want only one part, you are done. Click OK to return
to the Maintain Purchase Orders window.
 To see a summary of the purchase order, click Summary.

The Summary window appears. It displays information such as the
P.O. number, description, and order date. It also tallies up the line
items and total amounts.
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 When you are finished viewing the summary information, click OK
to return to the Maintain Purchase Orders window.
Accept the purchase order
 If everything is entered correctly, click the Save button. This
places the purchase order in your records and increases the onorder quantity for the part.
Print the purchase order
 Click Print to display the Form Printing setup window.
 If the selected printer is not the one you want to use, select a
different one at the Printer device field.
 You need to select a form template to format the purchase order's
contents for printing. Click Select form to select a form template
from a search window.
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 Several predefined forms are available. Later, you can create
your own custom forms in Maintain I/C Forms. For this lesson,
double-click the Purchase Order Plain Paper form.
 You can click E-mail to send the form to the sales contact defined
in Accounts Payable Maintain Vendors.
 You can click the Align form button to print an alignment test.
Because you are printing on plain paper, do not perform an
alignment test. Click the Print button when the printing setup is
satisfactory.
Close the option window
You have completed creating a purchase order for mountain bikes. If
you view the Parts Inquiry, you will find that the on-order quantity of
mountain bikes (MTBIKE) is 5. If you want, you can enter more
purchase orders using different vendors and line items.
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 When you are done, click the Save button.

 Close the window and return to the Launcher.
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Lesson 4: Recording a Receipt
Purpose:
To learn how to receive items into inventory
Time:
5 minutes to complete this lesson
After adding a mountain bike to your inventory and creating a purchase
order for it, you can record issues, receipts, and adjustments for the part.
Record the receipt of five mountain bikes.
Follow these steps:
Note
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
The Purchase Order
Receipts option is
available only if you
have created
Accounts Payable
data files for your
company.
Open Purchase Order Receipts
You can record receipts with either Receipts or Purchase Order Receipts.
Use Purchase Order Receipts to receive parts recorded in Maintain
Purchase Orders. This reduces the on-order quantity, increases the onhand quantity, and closes the corresponding purchase order. Use
Receipts for parts not connected to a purchase order. This increases the
on-hand quantity only and reduces the on-order quantity. If you ordered
parts with Maintain Purchase Orders, as you did in the last lesson, use
Purchase Order Receipts.
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 On the Inventory Control Purchasing menu, click Purchase Order
Receipts.
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This is how the Purchase Order Receipts window appears after you
complete this lesson.
Enter purchase order ID
 Click the Show button at the P.O. # field to select the purchase
order from a search window. The description you entered when
you created the purchase order (21" Mountain Bike) displays next
to the P.O. number. Look for it and double-click it.
The window displays information about the purchase order and
shows the posting date as the default receipt date. The line items
you ordered also display.
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Receive all the parts
 The entire quantity of mountain bikes arrived in good condition.
Click Full receipt to receive them.
If only some of the parts had arrived, you would highlight each
line item, and at the Rec field, enter the number of parts received.
Post the receipt
 Click Post. If any of the parts that you are receiving are on back
order in Order Entry, you will see a note prompting you to release
them from back order. For this lesson, ignore the message. Click
OK.
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
Add A/P invoice
Each time you post a receipt, you can immediately enter the
corresponding invoice for Accounts Payable, if necessary.
 For this lesson, you will not enter the invoice. Click No.
Post Information to the Job Cost Module
Each time you post a receipt, you can immediately post the
corresponding information to the Job Cost Module.
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 For this lesson, you will not post this information. Click No.
Close the option window
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You have now recorded the full receipt of the mountain bikes on your
purchase order.
 Close the window and return to the Launcher.
In the next lesson, you will examine the receipt of items on an Inventory
report.
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Lesson 5: Examining a Transaction Register
Purpose:
To see the transaction you just made
To learn how to produce Inventory Control reports
Time:
Approximately five minutes to complete this lesson
Now that you have recorded a transaction, you will want to see the effects
of that transaction on an Inventory Control report. In this lesson, you will
review the Transaction Register. Follow these steps:
Select the Transaction Registers/Receipts option
 On the Inventory Control Reports menu, click Transaction
Registers, and then click Receipts. The Receipts Transaction
Register window appears.
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This is how the Receipts Transaction Register window appears after
you complete this lesson.
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Include parts
To create an extensive report, select the Include all parts check box.
For this lesson, restrict the scope of the report to MTBIKE.
 Clear the Include all parts check box. This allows you to enter a
range of parts.
Enter starting part ID
 Type MTBIKE and press ENTER.
Enter ending part ID
 MTBIKE automatically displays at the to field. Press ENTER.
Include product lines
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 Verify that the Include all product lines check box is selected.
Include transaction vendors
 Verify that the Include all transaction vendors check box is
selected.

Include part vendors

 Verify that the Include all part vendors check box is selected.
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Include warehouses
Note
The Include all part
vendors or Include all
transaction vendors
check boxes are
available only when
there are A/P data
files for the company.
 Verify that the Include all warehouses check box is selected.
Select entries
Getting Started Guide
You can select transactions from the current month, any month on
record, all receipts, today's receipts, or transactions from a specific
date range.
 You want to examine the receipt from Lesson 3, so select
Today's receipts.
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Accept report setup
 Click the Preview button.
When all information for the report has been gathered, the first
page of the report appears.
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More on reports
For more information on working with reports, including selecting
fonts, formatting, and saving the setup, see Appendix A: How to
Produce a Report on page 331.
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Close the report window
If the Auto-close report setup options check box is selected in the
User Preferences window, the report setup window closes when you
process the report. Otherwise, the report setup window remains
open, making it convenient for you to produce another report.
 For this lesson, close the report, and if necessary, close the
report setup window and return to the Launcher.
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Lesson 6: Assembling a Part from Components
Purpose:
To learn how to assemble an inventory part from components
Time:
5 minutes to complete this lesson
Subassemblies are defined as parts in Inventory. Each subassembly is
made up of other predefined parts, called components. For instance, you
can record a bicycle as a subassembly and the wheels, frame, and
pedals, as the components that comprise this subassembly.
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Note
If you do not have
subassemblies or
parts assembled from
components, skip this
lesson.
A subassembly can be used to build a part from other parts, move parts
from raw materials to finished goods, and add costs to parts (for example,
freight or labor).
The on-hand quantity of a subassembly is normally increased by using
Preview/Build. This process increases the on-hand quantity of the
subassembly and decreases the on-hand quantity of the components that
make up the subassembly part. When the subassembly is sold, the
invoice shows only the line item for the subassembly; it does not list the
component parts. Only one cost and price (the cost and price of the
subassembly) is associated with the transactions.
In this lesson, you will build a custom bicycle with a 26" frame. Follow
these steps.
Select the Subassemblies option
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 On the Inventory Control Transactions menu, click
Subassemblies.
The two suboptions of the Subassemblies option are
Preview/Build and Unbuild. Preview/Build allows you to go
through the motions of building an inventory part without affecting
your inventory supplies. After you are satisfied with the part, you
can build it. Building an inventory part increases the quantity on
hand for that assembled part and decreases the quantity on hand
for each component comprising it. Unbuild reverses the process.
 Click Preview/Build.
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Enter part number
 Click the Show button at the Part # field to open a search
window. Double-click CUST-26 in the search window.
The window displays the components required to build the
selected bike: a custom racing frame, racing handlebars, a racing
saddle, and a 26" wheel assembly. This information was set up in
the Component window in Maintain Parts when CUST-26 was
first added to your inventory records.
The Part, Edit, and Notes buttons in the window allow you to view
extensive part information, including specific transactions in the
part history; edit part information; and write or edit notes about
the part.
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This is how the Preview and Build Subassemblies window appears after you
complete this lesson.
Select warehouse
 The Warehouse field defaults to the warehouse originally
assigned to this part. Press ENTER to accept it.
Enter transaction date
 The date defaults to the posting date. Accept it as it is.
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Enter quantity to build
 Make sure the quantity to build is 1.
Selecting the Max check box builds the maximum number of
subassemblies possible without causing negative component
quantities. Clear the Max check box for this lesson.
Print a Pick List
 Click Pick List. The Print Pick List window appears.
Select printer device
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 The selected printer is shown. For more information on printing
documents, see Appendix A: How to Produce a Report on
page 331.
Select sort criterion
 The pick list can be sorted by part number, description, or
location. Select Part number.
Select substitute parts

You can build the part completely out of substitute parts, with
substitutes only for parts that are short, or using no substitutes at all.
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 You do not want to use any substitute parts. Select the None
option.
Accept the list
 Click the Preview button view the list or click Print to print a
hardcopy. The Pick List is generated.
Close the Pick List window and return to the Preview and Build
Subassemblies window.
Build the part
 Click Post. The appropriate increases and decreases in inventory
quantities are posted to reflect the building of the part.
Close the option window
 Close the Preview and Build Subassemblies window and return
to the Launcher.
Now that the part has been built, review the Component window available
from the Maintain Parts window for CUST-26. Also, print the
Subassembly List or the Component Use List.
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Lesson 7: Defining a File Export Template
Note
If you do not need to
use the export
feature, skip Lessons
7 and 8.
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Purpose:
To learn how to transfer data to another software program
To set up an export template to be used for the transfer
Time:
5 minutes to complete this lesson
You can create files accessible by other programs, including a
spreadsheet, a word processor, and various text formats. In this lesson,
you will create a template of inventory information for a mail order catalog.
With templates, you define a specific data export format only once. You
can then export the data based on the template whenever you need it.
Follow these steps.
Select Custom Exports
 On the Inventory Control Transfer menu, click Custom Exports.
The Custom Exports window appears.
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This is how the Custom Exports window appears after you complete this
lesson.
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Start a new template
You can click New to create a new template, click Edit to change an
existing template, click Delete to permanently remove a template
from the list, or click Copy from to create a new template by copying
an existing one.
 Click New to open the Create New Template wizard.
Enter template name
 Type Catalog and click Next.
You will define this template to export basic part information.
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Select data source
You can select from a variety of Inventory Control information to
export with this template, including information on parts, purchase
orders, issues, adjustments, and more.
 Select IC Parts, and click Next.
Select fields

The available fields are based on the data source you selected in the
previous window.
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 From the Available list, select <icpart> ID and click Add to move
ID to the Selected list.
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 Do the same for the following fields in the order shown.
<icpart> Description1
<icpart> ProductCategoryDesc1
<icpartactual> Price1_ActAmt1
 Click Next.
Set sort by
 Select <icpart> ID from the Sort By - Primary list and click the
Ascending button. Click Next.
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Set filters
Filters allow you to limit the information you export. You can specify a
field and specify a range of values. Only items which meet your
criteria are exported. This template will be used to identify parts
priced under $5.00. For this lesson, you will define one condition to
filter out all data related to parts priced at $5.00 or higher. For more
information on using filters, see the Help system. From the first list
under Field Name, select <icpartactual> Price1_ActAmt1.
 Under Operation, select < (the less than sign).
 Under Values, enter 5.
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Accept information as shown
 Click Done to save the template. The new template now appears
in the Custom Exports window. You can now define another
template.
In the next lesson, you will learn how to use a template to export data to a
file.
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Lesson 8: Sending Data to Another Program
Purpose:
To transfer data from Sage BusinessWorks to a spreadsheet,
a word processor, and various text formats
Time:
Approximately five minutes to complete this lesson
After defining an export template, you are ready to send your parts
information to a spreadsheet or another software program. This lesson is
designed for a spreadsheet program, but if you do not have one, you can
create the information for another program. Follow these steps:
Select Custom Exports
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Note
If the View on Screen
option is not
available, the
selected program (for
example, Microsoft
Excel) is not installed
on your computer.
You can still create
the export file without
the selected
program.
 On the Inventory Control Transfer menu, click Custom Exports.
Start the export
 Select Catalog, and click the Export button. The Export Items
window appears.
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The Export Items window allows you to send your data in a variety of formats. You
can send it directly to a file or view it on your computer.
Select the data format
You can export the data to a variety of formats, including HTML,
Microsoft Word and Excel, plain text (.TXT), rich text (.RTF), commadelimited text (.CSV), tab-delimited text, Data Interchange Format
(.DIF), SYLK, and clipboard. You can also export information for use
in another company.
 Select the correct format for the program to which you are
importing the data. If you are unsure of the kind of files your
program can read, refer to that program's manual. For this
lesson, select Microsoft Excel.
 Click the Export to File option, and click Ok.
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Enter export file path
You are prompted to name the file and select a directory location for
it. Send the information to the same directory containing the data files
for the Sample company.
 Select the directory location of the Sample data files (for
example, C:\Program Files\Common Files\Sage
BusinessWorks\Sample).
 Enter Catalog1 as the file name. Be careful to not use the same
name each time you export data or you may overwrite valuable
information.
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Accept information as shown
 Click the Save button.
The data is exported to the file name and directory you specified
(C:\Program Files\Common Files\Sage BusinessWorks\
Sample\Catolog1.xxx) and you are returned to the Custom
Exports window. The extension (.xxx) varies, depending on the
type of file you created. If you followed this lesson, the extension
is .XLS.
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After exporting the data
Launch your spreadsheet program and review the file created.
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 To view the file, close the Custom Exports window and use
Windows Explorer to open the directory where you saved the file.
Double-click the file Catalog1.xls to view it in Excel.
 When you are finished examining the contents of your export file,
close it and return to the Launcher.
Where to Go from Here
Now that you are familiar with the Inventory Control module, you can
experiment with more of the menus and options. Trying the options while
using the sample data improves your knowledge of the software's
features. Detailed instructions on each option are in the Help system.
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Chapter 8: Practicing with Job Cost
It will take you approximately one hour to complete the lessons in this
chapter. This section includes:
•
Job Cost Menus (page 206)
•
Lesson 1: Examining Job Cost Status (page 207)
•
Lesson 2: Setting Up a Job (page 209)
•
Lesson 3: Printing a Bid (page 218)
•
Lesson 4: Putting a Job In Progress (page 222)
•
Lesson 5: Posting Charges to a Job (page 224)
•
Lesson 6: Completing a Job (page 226)
•
Lesson 7: Billing a Customer for a Job (page 227)

•
Lesson 8: Closing a Job (page 229)
•
Lesson 9: Examining a Cost Variance Report (page 230)

•
Where to Go from Here (page 232)
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Job Cost Menus
Before you can learn the Job Cost module, you need to be familiar with
the Job Cost menus.
 To display the Job Cost menus, click the JC module button.
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The Job Cost menus include:
Transactions
Used for posting charges, billings, billing
adjustments (debit memos and credit memos),
and payments and payment adjustments (that
is, voiding checks, if necessary). As a
convenience, a Pre-Billing Worksheet is
provided to help you determine whom and what
to bill.
Jobs
Used for entering job information, including
phases within a job and specific job code detail.
This option also lets you change the status of a
job as the job progresses.
Reports
Used to produce a variety of reports on your
jobs.
Transfer
Used to exchange information with other
programs, such as a database or spreadsheet,
importing job codes from a text file, and
merging existing job codes from other modules.
Importing and merging job codes shortens the
time it takes to set up your Job Cost module.
Utilities
Includes several utilities used for setting up
parameters, establishing a list of managers,
and maintaining job codes. Also includes
utilities for creating and rebuilding Job Cost
data files.
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Lesson 1: Examining Job Cost Status
Purpose:
To become familiar with moving around the menus
To learn how to get help
To examine the status of the Job Cost module
Time:
5 minutes to complete this lesson.
Note
Before starting these
lessons, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Follow these steps.
Select the Display Job Cost Status option
 On the Job Cost Utilities menu, click Display Job Cost Status. The
Display Job Cost Status window appears.
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Job Cost
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The Display Job Cost Status window displays the number of jobs
and job codes, the number of customers in your Accounts
Receivable files, and the other modules that post job-related
transactions to the Job Cost module.
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Try the Help feature
You can get Help at any time. The Help feature explains the available
options and accounting principles involved, and it helps you decide
what to do next.
or
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When space is
limited, the How
Do I... button
appears as a
large question
mark.
 Click How Do I and click About Display Job Cost Status.
The Help topic for the Display Job Cost Status window appears. Read
the topic, and spend some time exploring the items in this window.
Click the hyperlinked text for more information. The Help system is
easy to use when you understand how to navigate through it.
When you close the Help, the Display Job Cost Status window returns
to the forefront of your screen.
 Close the Help window. Close the Display Job Cost Status
window.
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Lesson 2: Setting Up a Job
Purpose:
To learn how to set up a job, its phases, and job code detail
Time:
15 minutes to complete this lesson
The basic tracking units of the Job Cost module are jobs, their related
phases (steps to completion), and details (job code charges) of each
phase. Each job can be set up and modified to meet your customers'
specifications, your own changing costs, etc.
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
Bids are the first step to job completion. Customers often request one or
more bids (or estimates) before giving their approval to begin a job. When
you first set up a job, the job is automatically considered to be a bid. Set
up a job for customer Bikes Et Cetera. This job will involve replacing the
rear derailleur on a bike.
Follow these steps:
Select the Maintain Jobs option
 On the Job Cost Jobs menu, click Maintain Jobs. The Maintain
Jobs window appears, displaying fields where you will enter
information about the job.
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This is how the Maintain Jobs window appears when you complete this lesson.
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Enter Job ID
 Click the Lookup button.
 A search window appears, and the Quick Search tab lists the jobs
already set up in the sample data.
Lookup
CTRL+K
 If the list is extensive, click the Power Search tab to enter search
criteria that narrows the list.
As you can see, several jobs have been set up.
 Experiment with navigating the list. Select any job and place its
information in the Maintain Jobs window.
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Enter a new job ID
 If you are in the lookup window, click Cancel.
 In the Maintain Jobs window, click the New button to create a new
job.
New
CTRL+N

 Enter ETC 6/21 at the Job ID field.

The ID for our new job will follow the naming scheme used in the
sample data. It is a combination of customer ID and the date the job is
set up.
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Enter description
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Enter customer ID
 Enter Derailleur Replacement.
The Job Cost module can access your customer's file in the Accounts
Receivable module, or you can create a new customer file. You will
use an existing one.
 The customer ID for Bikes Et Cetera is ETC. Enter ETC.
Enter contact name
The name of the person to contact at ETC is in the customer's file and
appears as the default. You can enter a different one if you want, but
for this lesson accept this one.
 Press ENTER.
Enter telephone number
 Press ENTER to accept the default.
Enter fax number
 Press ENTER to accept the default fax number.
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Chapter 8: Practicing with Job Cost
Enter contract number
At BikeWorks, work orders are used instead of contracts. You can use
whatever similar document your company uses for that purpose.
 Enter 1001.
Enter job location
 Enter On site.
Enter manager
 Click the drop-down arrow to see a list of the managers set up for
BikeWorks.
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 At BikeWorks, Jeffrey Bernstein is responsible for bicycle repairs.
Select his name from the list and press ENTER.
Enter comments
 Type Call if specified brand is unavailable. Press ENTER to skip
the second Comments field.


Look at the status
The job's status is automatically displayed for you in the upper right
area of the window. The status of a newly created job is always Bid.
Bid-status jobs are estimates that are still being prepared or
approved. In progress, Suspended, Completed, and Closed are other
statuses.
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Select pricing method
One of four pricing methods belongs at the Priced by field:
•
None (if no price will be assigned to this job)
•
Fixed price
•
Cost plus profit percentage
•
Cost plus fixed amount
 It is BikeWorks' repair policy to charge a flat rate of $25.00 plus
the cost of parts and labor. Select Cost plus fixed amount.
Enter fixed amount
 Enter 25. The Price field displays this amount and the estimated
cost of the job.
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Enter the retainage to withhold
Retainage is the portion of the job's total price that the customer
withholds until the job is completed.
 BikeWorks allows repairs to be paid for on completion. Press
ENTER to skip this field.
Enter the date the bid is due
 The default date is correct. Skip this field.
Enter the estimated starting date
 This job starts later today, so accept the default date.
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Enter estimated completion date
 BikeWorks usually has a 3-day turnaround time for bicycle
repairs. Change the default to 06/24/16.
Create job phases

We must create at least one phase for the job.
 Click Phases. The Maintain Jobs/Phases window appears.
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This is how the Maintain Jobs/Phases window appears after completing
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Enter phase ID
 At the Phase ID field, enter REPLACEMENT.
Enter description
 Type Rear Derailleur & Cable.
The Status is automatically filled in for you. The status of a newly
created phase is always Bid if the job is in the bid stage. Later, you
will change the status of the phase to In progress.
Include job code detail on this phase
Job codes identify the different types of cost for a phase, including
labor, materials, subcontracting, overhead, etc.
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 You will use job codes to track costs for this job. Leave the Detail
check box selected.
Enter start date

 The default date is the same as the job start date. Press ENTER
to accept the date.

Enter estimated completion date
 The default date is the same as the job completion date. Accept
this date, too.
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Note
If you own the Payroll
module, you can
select the Actual
Payroll Overhead
method to let
automatically update
the overhead with
actual data from your
payroll.
Enter comments
 Type Call if specified brand is unavailable. Press ENTER again to
skip the second Comments line.
Enter overhead method
BikeWorks' overhead for this phase, which includes company-paid
payroll taxes and workers' comp, is 20 percent of labor costs.
 Select Percent of labor cost.
Enter overhead percentage and accept the phase
 Type 20 and press ENTER (or click the Save button).
Because you selected the Percent of labor cost overhead method,
the Suggested price and Estimated cost fields are unavailable. The
phase information you entered now appears on the phase item list.
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Select the phase for adding detail
 In the phase item list, select the line of text you entered and click
Detail. The Maintain Jobs/Detail window appears.
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This is how the Maintain Jobs/Detail window appears after
completing this lesson.
Enter job code ID
Job codes identify the different types of cost for a phase. They can
include labor, materials, subcontracting, equipment, overhead, or
miscellaneous items.
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 Click the Show button at the Job Code ID field and review the job
codes that have been set up in the sample data.
The codes you see in the search window were defined in Maintain
Job Codes. You can also create them "on the fly" in the present
window. The list does not include job codes for the derailleur or for
repair labor. Add them.
 Click Cancel in the search window and enter DERAILLEUR as
the job code ID.
Add this job code ID
 Click Yes when prompted to add this ID. The New Job Code
window appears.
Enter description
 Enter Rear Derailleur.
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Enter job code type
 Select Material and press ENTER.
Enter consolidating job code ID
If you wanted this job code to be grouped under another job code on
consolidated job code reports, and you selected Consolidating as the
job code type, you would enter the required code here.
 For this lesson, you will not consolidate, so press ENTER to
leave the field blank.
Enter unit of measure
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 Enter EACH.
Allow fractional quantities for this job code?
 Leave this check box cleared.
Allow fractional costs/prices for this job code?

 You can track costs and prices to more than two decimal places,
but it is not necessary for this job code. Leave this check box
clear. The number of decimal places for costs and prices is set in
the Maintain Job Cost Parameters option.
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Enter standard cost per unit of measure
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Enter suggested price per unit of measure
 The usual cost of a derailleur is $30.00. Enter 30.
 You normally have a 40 percent markup on parts. Enter 42 (being
30 plus 40%).
Accept the job code information
 If you entered everything correctly, click the Save button. You are
returned to the Maintain Jobs/Detail window.
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Enter priority level
The priority determines the order in which job codes appear on
reports. You can use the priority level in a variety of ways. You can
use them to:
•
Indicate the sequence in which the job codes will be used
•
View your most important costs or prices first
•
Group different kinds of costs together (labor, materials, etc.)
 Leave the default priority level as it is.
Enter quantity
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 Every derailleur replacement job has one derailleur. Accept 1.
Enter unit cost
 Accept the default cost of 30.
Enter unit price
 Accept the default price of 42.
Save the job code information
 Click the Save button.
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Add another job code "on the fly"
 Using the same procedure, create another job code on the fly
with the following information. As you complete each window of
information, click OK to save your entries.
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Job code ID
REPAIR LABOR
Description
Labor for repairs
Type
Labor
Consolidating job code ID
Leave blank
Fractional cost/price?
Yes
Standard cost per unit of
measure
10
Suggested price per unit of
measure
20
Priority level
2
Quantity
2
Unit cost for detail item
10
Unit price for detail item
20
Accept detail items, phase, and job
 Click Done to accept the detail items. You are returned to the
Maintain Jobs/Phases window. Click Done. In the Maintain Jobs
window, click the Save button.
You have now set up a job. If you want, set up another job for a different
customer and with different line items.
 When you are done, close the window and return to the
Launcher.
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Chapter 8: Practicing with Job Cost
Lesson 3: Printing a Bid
Purpose:
To print bids for customers
To examine job information
To learn how to produce Job Cost reports
Time:
5 minutes to complete this lesson
After setting up a job, print a Job List. The Job List shows all the
information for each of your jobs, including customer information, phases,
and job code detail.
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The Job List can be printed for internal or external reporting. For internal
reporting, the list will always include estimated costs as well as estimated
prices. The external report will not include costs if your pricing method
does not rely on costs (for example, a fixed price); this is especially useful
for presenting a formal bid (estimate) to your customers because it only
includes estimated prices. Both versions of this report include
adjustments to the original estimates resulting from changes in the job.
To print a Job List used for external reporting, follow these steps.
Select the Job List option
 On the Job Cost Jobs menu, click Job List. The Job List setup
window appears.
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This is how the Job List window appears after completing this lesson.
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Include all jobs?
Select the Include all jobs check box if you want to create a
complete list. For this lesson, restrict the scope of the list to one job.
 Clear the Include all jobs check box. This allows you to enter a
range of jobs for this list.
Enter job range
 Click the Show button at the From field. Double-click ETC-6/21 in
the Lookup window. This job also appears at the to field. Press
ENTER to accept it.
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
Include all customers?
 Leave this check box selected.
Include all managers?
 Leave this check box selected.
Sort by Job ID
You can sort the list by job ID, customer ID, or Manager number.
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 Job ID is selected by default. Press ENTER to continue.
Select report type
The Job List comes in a detailed or summary format. The detailed
report includes individual job codes for each phase; the summary
report does not.
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 Detail is already selected. Press ENTER to continue.
Select customer category
Customer categories are created in the Accounts Receivable module.
 All is the default selection. Press ENTER to continue.
Select job status
Because you are going to include only one job in your list, you can
select either All or Bid.
 Accept All, the default.
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Chapter 8: Practicing with Job Cost
Internal or external report
Because the pricing method for this job is "cost plus fixed amount", it
makes no difference which type of report you select—both versions
will show costs.
 Accept Internal, the default.
Select consolidation level
For this report, do not consolidate job codes.
 Accept None, the default.
Report extensions only?
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 You do not want to see only extended prices. Leave the check
box clear.
Accept report setup
 Click the Preview button.

When all information for the report has been gathered, a portion of
the first page of the report appears.
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More on reports
For more information on working with reports, including selecting
fonts and formatting, and memorizing setup, see Appendix A: How to
Produce a Report on page 331.
Close the report and return to the Launcher.
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Lesson 4: Putting a Job In Progress
Purpose:
To learn how to change the status of jobs from "bid" to "in
progress"
Time:
5 minutes to complete this lesson
The status of a newly created job is always "bid." Bid-status jobs are
actually estimates that are still being prepared or approved by the
customer. Before you can post a transaction (charges, billings, payments,
or adjustments) against a job, you must change the status of the job to "in
progress."
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To put a job in progress, follow these steps.
Select the Maintain Jobs option
 On the Job Cost Jobs menu, click Maintain Jobs. The Maintain
Jobs window appears.
Enter Job ID
 Click the Lookup button at the bottom of the window and select
ETC 6/21, the job you set up in the previous lesson.
Change the job's status
In the Status area, check the job's current status. It should still be
"Bid."
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 Click In progress. The status will change accordingly (as will the
title of this button). Click the Save button.
Select the phase to update
After changing the job's status, you need to change the phase's
status.
 Click Phases. The Maintain Jobs/Phases window appears.
 In the phase detail area, double-click REPLACEMENT, the only
phase set up for this job.
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Change the phase's status
 At the Status field, select In progress.
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Accept the phase information
 Click Save in the middle-right side of the window to update the
phase detail below. Click Done to return to the Maintain Jobs
window.
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Accept the job information
 Click the Save button.
Your job is now in progress.
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Lesson 5: Posting Charges to a Job
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Purpose:
To learn how to post charges (assign costs) to a job
Time:
10 minutes to complete this lesson
After putting a job "in progress," you can enter the actual charges and
adjustments for each phase of the job. For this lesson, it is assumed that
you are not using other modules in conjunction with the Job Cost module
(even though the Accounts Receivable module is required). Normally,
charges are entered in other modules rather than in the Job Cost module.
Those charges are automatically posted to the appropriate job. If you are
using the Job Cost module as a stand-alone module, you would use the
Charges option described below to post charges to a job.
To post a charge, follow these steps.
Select the Charges option
 On the Job Cost Transactions menu, click Charges.

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Enter Job ID
 Click the Show button at the Job ID field and double-click ETC
6/21, the job you set up previously.
Select phase ID
 In the Phases area, locate REPLACEMENT and double-click it.
Check the phase's status
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 Click Phase to display the Charges/Phase Information window.
The window gives summary information about the phase, such as
estimated and actual cost, estimated and actual overhead, and
total estimated and total actual cost. If charges had been posted
to this phase, you could click Charges to view the detail. Click
OK.
Enter the charge date
 The default date is the posting date. Press ENTER to accept it.
Enter a reference for the charge
 Enter Work order 1001.
Enter job code ID
 Click the Show button to see a Lookup window listing the job
codes defined for this job. Double-click DERAILLEUR.
Enter quantity to charge
 Accept the default quantity of 1.
Enter actual cost per unit of measure
 The default cost of $30.00 that you entered in a previous lesson
displays; however, the vendor has raised the cost of this item to
$33.00. Enter 33.
When you press ENTER, the charge is accepted and the job code
line is moved to the detail area.
 Follow the same steps with the REPAIR LABOR job code,
accepting all the defaults.
Post the charge to the phase
 Click Post.
 Close the window and return to the Launcher.
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Lesson 6: Completing a Job
Purpose:
To learn how to change the status of jobs from "In progress"
to "Completed"
Time:
5 minutes to complete this lesson
After you have finished the job, the status of the job must be changed to
"Completed." You can still post billings and payments to a completed job,
but you can no longer post charges against it.
Follow these steps.
Select the Maintain Jobs option
 On the Job Cost Jobs menu, click Maintain Jobs. The Maintain
Jobs window appears.
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Enter job ID
 Click the Lookup button at the bottom of the window and select
ETC 6/21, the job you set up in the previous lesson.
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Note
Change the job's status
In the "Status" area, check the job's current status. It should still be In
progress.
The status of any
phases in the job will
be changed
automatically to
"Completed" when
you change the
status of the job to
"Completed."
 Click Complete. The status changes accordingly.
Accept the job information
 Click the Save button.
 Your job is now complete. Close the window.
Proceed to the next lesson, where you will enter billings for a job.
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Lesson 7: Billing a Customer for a Job
Purpose:
To learn how to post billings for a job
Time:
10 minutes to complete this lesson
The Billings option on the Transaction menu is used to bill customers for
work completed for jobs. This option can also be used to post customer
payments, which you will do in this lesson. The customer can be billed for
up to the maximum price for the job.The Pre-Billing Worksheet helps you
to determine billing amounts and to assist with the entering of billing
information. While this is a useful feature, you will bypass this step in the
lesson.
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For this exercise, you will also assume that you are not posting from other
modules to the Job Cost module. Normally, billings are entered in
individual modules rather than in the Job Cost module. For example, if
you have the General Ledger module, you would use the Post to Journals
option, using the Sales Journal for billings. If you are using the Job Cost
module as a stand-alone module, then you will use the Billings option
described below to post billings to a job.
Follow these steps.
Select the Billings option
 On the Job Cost Transactions menu, click Billings. The Billings
window appears.
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Enter Job ID
 Click the Show button at the Job ID field and from the Lookup
window double-click ETC 6/21, the job you set up in a previous
lesson.
Enter date of the transaction
The posting date you entered when you started up appears as the
default value.
 Work was completed on June 23, so enter 06/23/16.
Enter a reference for the transaction
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 Enter Work Order 1001.
Enter invoice #
 Enter 5001.
Enter billing amount

Notice that $82.00 appears at the Billing amount field. This is the
price calculated using the pricing method you selected (cost plus
fixed amount).
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 Press ENTER to accept this amount.
Retainage withheld
 Leave this field set at 0.
Enter payment amount
 The customer is paying the entire amount. Enter 82.
Enter payment method
 Select the Check option. At the Check # field, enter 2413.
Accept the job information
 Click Post. Close the window.
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Lesson 8: Closing a Job
Purpose:
To learn how to change the status of jobs from "Completed"
to "Closed"
Time:
5 minutes to complete this lesson
After you have posted all the transactions (charges, billings, payments,
and adjustments) against a job, the status of the job must be changed to
"Closed."
To close a job, follow these steps:
Select the Maintain Jobs option
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 On the Job Cost Jobs menu, click Maintain Jobs. The Maintain
Jobs window appears.
Enter Job ID
 Click the Lookup button at the bottom of the window and select
ETC 6/21, the job you set up in the previous lesson.

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Change the job's status
In the "Status" area, check the job's current status. It should still be
Completed.
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 Click Close. The status changes accordingly.
 Your job is now closed. Close the window.
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Lesson 9: Examining a Cost Variance Report
Purpose:
To see actual costs versus estimated costs for the job you set
up in Lesson 2
To learn how to produce Job Cost reports
Time:
5 minutes to complete this lesson
After completing a job, you may want to see the effects of it on one of the
Job Cost module reports. In this lesson, you will examine the Cost
Variance Report.
Follow these steps.
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Select the Cost Variance Report option
 On the Job Cost Reports menu, click Cost Variance Report. The
Cost Variance Report setup window appears.
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This is how the window appears after completing this lesson.
Include all jobs?
For this exercise, restrict the scope of the report to one job.
 Clear the Include all jobs check box. This allows you to enter a
range of jobs for this report.
Enter job range
 Click the Show button at the From field. Double-click ETC 6/21 in
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the search window. This job also appears at the to field. Press
ENTER to accept it.
Accept report setup
The rest of the report parameters are correct as they stand.
 Click the Preview button.
The report appears. If you have not entered other transactions for this
job, the report on your screen looks like the one below.
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Notice that the Rear Derailleur was 10% more than estimated. Labor
and overhead were both estimated correctly. The variance on the cost
of the job was 5.6%.
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More on reports
For more information on working with reports, including selecting
fonts, formatting, and saving the current setup, see Appendix A: How
to Produce a Report on page 331.
 Close the report. Close the report setup window and return to the
Launcher.
If you want, try producing other Job Cost reports listed on the Reports
menu. For example, the Profit/Loss Report shows you how profitable
your job was, and the Job Transactions Report shows you the
charges, billings, and payments you posted against the job.
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 When you are finished, close any open windows to return to the
Launcher.
Where to Go from Here
You should now be familiar with how the Job Cost module works. Take the
time now to experiment with the sample data. You may want to try each
option on the Job Cost menus before setting up your company. Detailed
instructions on each option are in the Help system.
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Chapter 9: Practicing with Order Entry
It will take approximately one hour to complete the lessons in this chapter.
This section includes:
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Order Entry Menus (page 234)
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Lesson 1: Examining Order Entry Status (page 235)
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Lesson 2: Creating a Quote (page 236)
•
Lesson 3: Converting a Quote to a Sales Order (page 244)
•
Lesson 4: Selecting an Order to Invoice (page 249)
•
Lesson 5: Printing and Posting an Invoice (page 252)
•
Lesson 6: Examining a Gross Profit Report (page 256)
•
Lesson 7: Defining a File Export Template (page 259)
•
Lesson 8: Sending Data to Another Program (page 262)
•
Where to Go from Here (page 263)
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Order Entry Menus
Before you can learn the Order Entry module, you need to become
familiar with the Order Entry menus.
 To display the Order Entry menus, click the OE module button.
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The Order Entry menus include:
Quotes
Enters, prints, and inquires about quotes.
Orders
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Enters, prints, and inquires about sales orders;
prints pick tickets; releases orders on hold.
Invoices
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Invoices; selects orders for invoicing; prints
packing lists and invoices; reprints, voids, or
inquires about invoices; and processes returns.
Reports
Produces a variety of reports on your order
entry data.
Close
Closes the Order Entry module at the end of
the month.
Transfer
Exports information to other programs.
Utilities
Sets up parameters; defines sales order and
quote preferences; maintains kit orders and
shipping and credit card information; initializes
and rebuilds data files.
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Lesson 1: Examining Order Entry Status
Note
Before starting these
lessons, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Purpose:
To become familiar with moving around the menus
To examine the status of the Order Entry module
Time:
2 minutes to complete this lesson
Follow these steps:
Select the Display Order Entry Status option
 On the Order Entry Utilities menu, click Display Order Entry
Status. The Display Order Entry Status window appears.
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Order Entry
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The Display Order Entry Status window shows the current open
month, the number of months you keep transaction history, your next
invoice number, etc. Because the Accounts Receivable and Inventory
Control modules affect Order Entry, status information for those
modules also displays.
 Click OK to exit the Display Order Entry Status window.
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Lesson 2: Creating a Quote
Purpose:
To create a quote
Time:
10 minutes to complete this lesson
You can create and print quotes for your customers. You can customize
the way you enter quotes by using the Maintain Quote Preferences option
on the Order Entry Utilities menu.
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In this lesson, it is assumed that you have not changed the default quote
preferences. If you have changed them, the steps described below might
not exactly match what you see as you proceed. Enter a quote for
customer Bikes Et Cetera. Follow these steps:
Select the Maintain Quotes option
 On the Order Entry Quotes menu, click Maintain Quotes.
Select a customer

 A Customer Selection window appears. Enter ETC at the
Customer ID field. Press ENTER twice or click the Quotes button
to continue.
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The Maintain Quotes window appears. The quote status in
Maintain Quotes may be expired if your system date is after the
dates used in these lessons.
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This is how the Maintain Quotes window appears after you complete this
lesson.
Create a new quote
 Click the New button.
New
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Enter the quote number
 Verify that the Next check box is selected and press ENTER.
Enter the quote date
 The posting date appears as the default quote date. Verify that
the date is 6/21/16 and press ENTER to accept it.
Enter description
The description you enter will help you recognize the quote when you
use the Quote Inquiry window or when you convert the quote to a
sales order or invoice. The description does not print on the quote.
 Bikes Et Cetera wants a custom bicycle. Enter Special Order.
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Enter probability of sale
 The probability of successfully converting this quote to a sales
order is 80%. Enter 80.
Enter required date
 Bikes Et Cetera requests delivery of the custom bicycle on or
before August 1. Enter 08/01/16.
Enter expiration date
 Enter 12/31/16. Verify that you enter a year otherwise the result
can be an expired quote.
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Enter shipping instructions
 Shipping instructions are set up in the Maintain Shipping
Instructions option on the Order Entry Utilities menu. Select UPS.
Enter F.O.B. information
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 You will pay freight charges and retain title to the goods until they
reach their destination. Click the Destination option.
Taxable?
 Clear the Taxable check box.
Examine terms, sales rep, and Note
 The terms code assigned to Bikes Et Cetera in the Accounts
Receivable module displays as the default. Use the default terms
codes. Also, use the defaults at the Sales rep and Note fields.
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Accept bill-to address
 There is no need to change the customer's bill-to address for this
lesson.
Enter ship-to information
 Click Ship to.
In the Ship To Address window, you can select any of the predefined
addresses for this customer that were set up in Maintain Ship To
Addresses. You can also enter a different address for one-time use.
 Accept the default ship-to address. Click Cancel to return to the
Maintain Quotes window.
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Enter line items
 Click Line items. A new window appears in which you can enter
the items requested by Bikes Et Cetera.
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Use this window to record and describe the specific items you are quoting. This
is how the window appears after you finish the lesson.
Select item type
 Part is the default selection, so press ENTER to select Part.
Enter part number
 At the Part # field, click the Show button to display the search
window.
 In the search window, double-click CUST-26.
This is the part number for the custom 26" bicycle.
Enter quote quantity
 Press ENTER to accept the single unit.
Enter unit price
 The current price from the Inventory Control module displays.
Press ENTER.
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Enter unit discount amount or percentage
 Because this is a special order, there is no discount. Press
ENTER to accept 0.00.
Enter sales account number
 The sales account number that is assigned to this customer in the
Accounts Receivable module displays. This account is used to
post the sale of this part to the general ledger. Press ENTER to
accept it.
Select the warehouse and accept the line item
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 Select the warehouse, STORE 1.
 Press ENTER to accept the line item, or click Accept.
Enter a Labor line item
 This bicycle requires labor for assembly. At the Type field, select
Labor and press ENTER.
Enter description
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 Enter Assembly charge, and press ENTER three times to
proceed to the Quote field.
Enter quote quantity
 For Labor, the quantity is expressed in the number of hours
required. Enter 10.
Enter unit price
 Labor is $15 per hour. Enter 15.
Enter unit discount amount or percentage
 No discount is offered for labor. Press ENTER to accept 0.00.
Enter sales account number and accept the line item
 Press ENTER to accept the account number displayed and to
accept the line item.
Add another line item
 Add a specially requested item that is not normally stock. At the
Type field, select Non-stock and press ENTER.
Enter description
 Enter ProRacer Shift Levers and press ENTER a few times until
you arrive at the Quote field.
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Enter quote quantity
 Press ENTER to accept 1.
Enter unit price
 Enter 49.95 and press ENTER.
Accept the line item
 The rest of the information, discount and sales account number,
is correct. Click Accept to accept the line item.
Accept the quote line items
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 Verify that you entered everything correctly, and click OK. The
Maintain Quotes window appears.
Enter summary information
 Click Summary. The Maintain Quotes/Summary window appears.
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Use the Maintain Quotes/Summary window to enter information about the
whole quote, such as miscellaneous charges, discounts, freight charges,
and sales taxes if applicable. This is how the window appears after you
finish the lesson.
Enter miscellaneous charges
Miscellaneous charges can be processing fees, handling charges, or
any other charge that cover the whole quote.
 Press ENTER to skip this field because there are no
miscellaneous charges.
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Enter discount
 Press ENTER again because there are no discounts on custom
orders.
Enter freight charges
 The customer will be charged $35 for freight. Enter 35 and press
ENTER.
Enter sales tax
This customer is not charged for local and state sales taxes; the
information is entered in the Accounts Receivable module. If Bikes Et
Cetera was subject to sales tax, and the order was subject to tax, the
amounts at these fields would be calculated from any taxable line
items you entered. These fields do not apply to Bikes Et Cetera, so no
amounts appear.
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Accept the summary information
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 Click OK. The Maintain Quotes window appears.
Save
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Accept the quote
 Verify the information you entered, and click the Save button.
Print the quote
Print the quote.
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 Click Print.
 Buttons at the upper-right allow you to print an alignment test or
change print device.
 Select a form template to format the quote's contents for printing.
Click Select form to select a form template from a search window.
 Predefined forms are provided. If you want, you can create
custom forms in Maintain O/E Forms. For this lesson, doubleclick the first form listed.
 Click Print.
The quote prints without any further prompting from you, and
(Printed) appears below the Status field.
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Close the option window
You created a quote.
 If you want, enter another quote for another customer with
different line items.
 When you are done, close the window and return to Launcher.
Click OK if you receive a reminder to reload regular paper.
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Lesson 3: Converting a Quote to a Sales Order
Purpose:
To convert a quote to a sales order and add information to the
resulting order
Time:
10 minutes to complete this lesson
You can create sales orders and convert quotes to sales orders. After the
quote is converted, you can make changes to the order as needed.
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You can customize your sales order entry by using Maintain Order
Preferences. It is assumed in this lesson that you have not changed those
preferences. If you have, some of the fields in this lesson may not be
available.
To convert the quote you created in the previous lesson into a sales order,
follow these steps.
Open the Maintain Sales Orders option
 On the Order Entry Orders menu, click Maintain Sales Orders.
Select the customer

 Click the Show button at the Customer ID field. When the search
window appears, double-click ETC, the ID for Bikes Et Cetera.
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The Maintain Sales Orders window appears.
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Use Maintain Sales Orders to record orders for inventory parts and other
items. When you enter a sales order for an inventory part, the committed
quantity for that part automatically increases. This is how the window
appears when you are finished with the lesson.
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Create a new sales order
New
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 Click the New button.
Quotes on File
A Quotes on File window appears prompting you that there are
quotes on record that can be converted to sales orders.
 The window asks if you want to convert a quote to a sales order.
Click Yes.
Select the quote
 A search window appears listing all quotes for Bikes Et Cetera.
Double-click the quote labeled Special Order.
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Assign an order number
 Use the next available order number. Verify that the Next check
box is selected and press ENTER.
The rest of the information in the Maintain Sales Orders window is
picked up from the original quote; you do not have to change it.
If necessary, you can change almost any aspect of the order, such as
the ship-to address, line items, and summary information. For this
lesson, leave the addresses and the line items as they are, and add
some information in the Summary window.
Open the Summary window
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 Click Summary. The Summary window appears.
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The Maintain Sales Orders/Summary window allows you to add
miscellaneous charges, discounts, freight charges, and payment information.
This is how the window appears when you are finished with the lesson.
Enter miscellaneous charges
 There are no miscellaneous charges, so press ENTER to skip the
field.
Enter discount
 You are offering a special 10% discount on this order. Enter 10%.
The discount is calculated on the order subtotal.
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Enter freight charges
 Leave the existing freight charge as it is. Press ENTER a few
times to proceed to the Initial deposit received field.
Enter initial deposit
 Bikes Et Cetera has already placed a 25.00 deposit on this order.
Enter 25.
You can click Deposit Detail to change the deposit number and enter
a description. If you do not click this button, the next deposit number
is used.
Select method of payment
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 You can accept payment in the form of cash, credit, or checks.
Select the Credit card option.

Depending on how you set the Order Entry parameters you can post
credit card payments at the time you place the order or when you post
the invoice.

 Click Credit Card Info to enter more information about the
payment. The Credit Card Information window appears.
Credit Card Information window
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With the exception of the approval code, information on the credit card
can be entered as you set up a customer in Maintain Customers.
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Enter approval code
 Enter your initials. If this were an actual order, you would enter an
approval code given to you.
Accept the credit card information
 Click OK. The Summary window appears.
Accept the summary information
 Click OK. The Maintain Sales Orders window appears.
Accept the sales order
Save
CTRL+S
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 Verify the information you entered, and click the Save button.
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Print the order
 Click the Print button.
You must select a form template to format the contents of the report.
 Click Select form to open a search window, and double-click the
first form in the list. For more information on creating custom
forms with the Maintain Forms option, see the Help system.
Close the option
 Close the window and return to the Launcher.
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You converted the quote you created in the previous lesson. The next
lesson explains how to select this order for invoicing.
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Lesson 4: Selecting an Order to Invoice
Purpose:
To record the shipment of sales-ordered items, thereby
selecting the order for invoicing
Time:
Approximately ten minutes to complete this lesson
In this lesson, you will learn how to select the sales order you created in
the previous lesson for invoicing. Also, you will learn how to use the Print
and Post Invoices option (described in the next lesson) to post the invoice
information to the general ledger and print the invoice.
Follow these steps:
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Select the Select Orders to Invoice option
 On the Order Entry Invoices menu, click Select Orders to Invoice,
and then click Automatic.
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This is how the window appears after you finish the lesson. Although you will
use the window to select one order in this lesson, at other times, you will use this
window to process multiple sales orders and prepare them to be invoiced based
on the original sales order.
Select a range of customers
You need to limit the selection of invoices to the invoice created in the
previous lesson for ETC.
 Clear the Include all customers check box. This allows you to
define the range of customer orders you will invoice.
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Enter beginning customer
 At the From field, enter ETC.
Enter ending customer
 ETC displays at the to field. Press ENTER to accept it.
Select customer category
Customer categories are set up in Maintain A/R Parameters in the
Accounts Receivable module.
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 Because you do not need to limit the selection to a specific
customer category, leave this field as it is. Press ENTER to
continue.
Select orders to invoice
 Select the Include all orders check box and press ENTER.
Print an Order Selection Report

This report displays details of the sales orders that will be posted
when you run the Print and Post Invoices option.
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 Verify that the Print Order Selection Report check box is
selected and press ENTER.
In case of insufficient inventory quantities:
If you want, you can select only the orders for which you have enough
inventory by selecting the Do not select order option. If you select
the Ignore and select option, all applicable sales orders are selected
for invoicing whether there's enough stock or not. If you select the
Backorder and select option, these parts are tagged for
backordering and invoices those items in stock.
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 Select the Do not select order option.
Enter a release date
 To select orders with release dates on or before June 23, enter
06/23/16.
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Accept the information
 Click OK.
Sales orders are selected based on your specifications. A report
setup window appears after you have accepted the information.
Accept the report specifications as they are.
 Click Preview
The report shows several orders, including the order you set up in the
previous lesson.
 When you are finished looking at the report, close the report
window.
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If the Auto-close report setup options check box is selected in the
User Preferences window, the report setup window closes when you
process the report. Otherwise, the report setup window remains
open, making it convenient for you to produce another report.
After selecting a sales order, the next step is to post it as an invoice. You
will do that in the next lesson.
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Lesson 5: Printing and Posting an Invoice
Purpose:
To print an invoice for an order already selected for invoicing
and post it to the general ledger
Time:
10 minutes to complete this lesson
After you select a sales order for invoicing, use Print and Post Invoices to
print a copy of the invoice and post the invoice information. Follow these
steps:
Select the Print and Post Invoices option
 On the Order Entry Invoices menu, click Print and Post Invoices.
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Load forms in your printer
 If this informational message is not disabled in System
Preferences, you are prompted to load invoice forms in your
printer. You will use this option with plain paper for this lesson, so
click OK and continue.
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The Print and Post Invoices window appears.
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This is how the window appears after you complete this lesson. Use this
window to print previously selected invoices and post them to the General
Ledger, Accounts Receivable, and Inventory Control modules.
Select customers
 Clear the Include all customers check box.
Enter beginning customer
 At the From field, type ETC, and press ENTER.
Enter ending customer
ETC automatically displays at the to field.
 Press ENTER at the to field to accept its contents.
Select customer category
Customer categories are set up in Maintain A/R Parameters in the
Accounts Receivable module. You do not need to limit this selection
to a specific customer category.
 Press ENTER to leave this field as it is.
Select customers to include
 Make sure All is selected.
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Select orders to invoice
 Verify that the Include all orders check box is selected.
Sort the invoices
 Select the Sort by Customer ID option.
Assign invoice numbers
 Verify that the Next check box is selected at the Starting invoice
# field.
Select posting date
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 The posting date specified with the Posting Date button in the
Status bar displays. Leave it as it is.
Select a form template
Select a form template to format the purchase order's contents for
printing.

 Click Select form to select a form template from a search window.
Predefined forms are provided. If you want, you can create
custom forms using Maintain I/C Forms. For this lesson, doubleclick the first form listed.
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Accept the information
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Print the invoice
 Click OK.
If you use preprinted forms, you can print one or more alignment tests
to verify that the forms are set up properly in your printer. Unless you
disabled it in System Preferences you will see a message to this
effect.
 Since you are using plain paper for this exercise, click No.
The invoice is printed and posted to the general ledger.
Close the setup window
If the Auto-close report setup options check box is selected in User
Preferences, the report setup window closes when you process the
report. Otherwise, the report setup window remains open, making it
convenient for you to produce another report.
 Close the setup window.
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Reload regular paper
You are prompted to put regular paper back into the printer.
 Click OK if you receive the prompt and return to the Launcher.
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Lesson 6: Examining a Gross Profit Report
Purpose:
To see the profit for the invoice you printed and posted
To learn how to produce Order Entry reports
Time:
5 minutes to complete this lesson
After printing and posting an invoice, you want to see the effects of that
transaction on an Order Entry report. In this lesson, you will review the
Gross Profit Report. Follow these steps:
Select the Gross Profit Report option
 On the Order Entry Reports menu, click the Gross Profit Report.
The Gross Profit Report setup window appears.
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This window is a typical report setup window that allows you to select
from a variety of report setup choices to produce the report in the
format you need.
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This is how the Gross Profit Report window appears after
you complete this lesson.
Include customers
 Clear the Include all customers check box. This allows you to
enter a range of customers.
Enter starting customer
 At the From field, enter ETC and press ENTER.
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Enter ending customer
 Press ENTER to accept ETC at the to field.
Select customer category
 Since you do not need to limit this selection to a specific customer
category, leave this field as it is.
Include invoices
 Verify that the Include all invoices check box is selected.
Include sales reps
 Verify that the Include all sales reps check box is selected.
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Sort the report
 Verify that the Sort by Customer ID option is selected.
Select detail or summary report
You can produce a detailed or summary version of the report. A detail
report lists line item information and the invoice's subtotal,
miscellaneous charges, discount, freight, sales tax, and invoice total.
The summary report lists only the invoice total and other basic
information.
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 Select the Detail option.
Select the reporting period
You can select invoices from the current month, any month on record,
all invoices, or today's invoices.
 You want examine the invoice from Lesson 5, so use the
following date range: 06/21/2016 to 06/21/2016
Accept the report setup
 Click the Preview button.
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When all information for the report has been gathered, a portion of
the first page of the report appears.
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More on reports
For more information on working with reports, including selecting
fonts and formatting, and memorizing setup, see Appendix A: How to
Produce a Report on page 331.
Close the setup window
If the Auto-close report setup options check box is selected in the
User Preferences window, the report setup window closes when you
process the report. Otherwise, the report setup window remains
open, making it convenient for you to produce another report.
 For this exercise, close the report setup window and return to the
Launcher.
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Lesson 7: Defining a File Export Template
Note
If you do not need to
use the export
feature, skip Lessons
7 and 8.
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Note
To export and import
open quotes and
sales orders with an
open or on-hold
status, use the
Export Quotes and
Sales Orders and
Import Quotes and
Sales Orders options.
For more information
about these options,
see the Help system.
Purpose:
To learn how to transfer data to another software program
To set up an export template to be used for the transfer
Time:
5 minutes to complete this lesson
You can create files to import into other programs, including spreadsheets
and word processors. File export templates enable you to define an
export format and use it to create export files when needed.
In this lesson, you will create a template for sales orders that need to be
filled within the next two months. Follow these steps.
Select Custom Exports
 On the Order Entry Transfer menu, click Custom Exports. The
Custom Exports window appears.
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This is how the Custom Exports window appears after you complete this
lesson.
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Start a new template
You can click New to create a new template, click Edit to change an
existing template, click Delete to permanently remove a template
from the list, or click Copy from to create a new template based an
existing one.
 Click New to open the Create New Template wizard.
Enter template name
 Enter Sales Orders and click Next.
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You will define this template to export information that includes
order numbers, required dates, open balances, and customer
contact information.
Select data source
You can select from a variety of Order Entry information to export with
this template, including information on invoices, orders, quotes,
returns, and line items.
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 Select OE Orders and click Next.
Select fields
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The available fields are based on the data source you selected in the
previous window.
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 From the Available list, scroll down and select <oesalesorder>
OrderNo, and click Add to move <oesalesorder> OrderNo to
the Selected list.
 Do the same for the following fields in the order shown here.
<oesalesorder> Description
<oesalesorder> RequiredDate
<oesalesorder> SubtotalAmt
<arcustomer> ID
<arcustomer> FinanceContact
<arcustomer> FinancePhoneNo
 Click Next.
Set sort by
 Select <oesalesorder> RequiredDate from the Sort By Primary list and click the Ascending button. Click Next.
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Set filters
Filters allow you to limit the information you export. You can specify a
field and a range of values. Only items that meet your criteria are
exported. This template will be used to identify sales orders that may
need to be filled over the next two months—between June 21 and
August 21. For this lesson, you will define one condition to filter out all
data related to orders that fall outside those dates. For more
information on using filters, see the Help system.
 From the first list under Field Name, select <oesalesorder>
RequiredDate.
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 Under Operation, select Between.
 Under Values, enter 06/21/16 and 08/21/16.
Accept information as shown
 Click Done to save the template.
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The new template appears in the Custom Exports window. You
can now define another template.
In the next lesson, you will learn how to use a template to export data to a
file.
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Lesson 8: Sending Data to Another Program
Purpose: To transfer data to a spreadsheet, a word processor, and
various text formats
Time: 5 minutes to complete this lesson
After defining an export template in the previous lesson, you are ready to
send your sales order information to a spreadsheet or another software
program. This lesson is designed for a spreadsheet program, but if you do
not have one, you can create the information for another program. Follow
these steps.
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Select Custom Exports
 On the Order Entry Transfer menu, click Custom Exports.
Note
Start the export
 Select Sales Orders, and click the Export button. The Export
Items window appears.
If the View on Screen
option is not
available, the
selected program (for
example, Microsoft
Excel) is not installed
on your computer.
However, you can
still create the export
file without the
selected program.
The Export Items window allows you to send your data in a variety of formats. You
can send it directly to a file or view it on your computer.
Select the data format
You can export the data to a variety of formats, including HTML,
Microsoft Word and Excel, RTF, TXT, CSV, tab-delimited, DIF, SYLK,
and clipboard. You can also export information for use in another
company.
 Select the correct format for the program to which you will export
the data. If you are unsure of the kind of files your program can
read, refer to that program's manual. For this lesson, select
Microsoft Excel.
 Select the Export to File option, and click Ok.
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Enter export file path
You are prompted to name the file and select a directory location for
it. Send the information to the same directory containing the data files
for the Sample company.
 Select the directory location of the Sample data files (for
example, C:\Program Files\Common Files\Sage
BusinessWorks\Sample).
 Enter Orders1 as the file name. Do not use the same name each
time you export data or you may overwrite valuable information.
Accept information as shown
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 Click the Save button.
The data is exported to the file and directory you specified
(C:\Program Files\Common Files\Sage BusinessWorks
\Sample\Orders1.xxx) and you are returned to the Custom
Exports window. The extension (.xxx) varies, depending on the
type of file you created. In this example, the extension is .XLS.
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After exporting the data
Launch your spreadsheet program and review the file created.
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 To view the file, close the Custom Exports window and use
Windows Explorer to open the directory where you saved the file.
Double-click the file Orders1.xls to view it in Excel.
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 When you are finished reviewing the export file, close it and
return to the Launcher.
Where to Go from Here
Now that you are familiar with the Order Entry module, you can
experiment with more of the menus and options. Trying out the different
options while using the sample data improves your knowledge of the
software's features. Detailed instructions on each option are in the Help
system.
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Chapter 10: Practicing with Payroll
It will take approximately one hour to complete the lessons in this chapter.
This section includes:
•
Payroll Menus (page 265)
•
Lesson 1: Examining Payroll Status (page 266)
•
Lesson 2: Adding an Employee (page 267)
•
Lesson 3: Examining an Employee Master List (page 278)
•
Lesson 4: Recording Time Card Information (page 281)
•
Lesson 5: Performing Payroll Calculations (page 286)
•
Lesson 6: Printing a Paycheck and Check Register (page 289)
•
Lesson 7: Examining Your Tax Liabilities (page 293)

•
Lesson 8: Defining a File Export Template (page 296)
•
Lesson 9: Sending Data to Another Program (page 299)
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•
Where to Go from Here (page 300)
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Payroll Menus
Before you can learn the Payroll module, you need to be familiar with the
Payroll menus.
 To display the Payroll menus, click the PR module button.
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The Payroll menus include:
Processing
Recording time cards and producing payroll
checks.
Employees
Maintaining employee information, printing
employee lists, and examining employees'
paychecks.
Taxes
Recording tax deposits, printing W-2 forms and
state and federal worksheets, and maintaining
tax tables.
Reports
Producing a variety of reports on your payroll.
Close
Closing the Payroll module at the end of each
month.
Transfer
Exchanging information with other programs,
creating a file of W-2 information, and
managing direct deposit.
Utilities
Includes several utilities for setting up the
option parameters, posting accounts, task
codes, creating data files, and rebuilding data
files.
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Lesson 1: Examining Payroll Status
Note
Before starting these
lessons, verify that
your posting date is
06/21/16. For more
information, see
Lesson 3: Changing
Dates on page 46.
Purpose:
To become familiar with navigating the menus
To examine the status of the Payroll module
Time:
10 minutes to complete this lesson
Follow these steps:
Select the Display Payroll Status option
 On the Payroll Utilities menu, click Display Payroll Status.
A message displays prompting you that a tax deposit is due. This is
just a reminder. Click OK to continue.
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Payroll
The Display Payroll Status window appears.
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The window shows the current open month, whether the Payroll
module is in setup mode, the number of employees in your system,
whether a tax deposit is currently due, etc.
 To close the Display Payroll Status window, click OK.
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Lesson 2: Adding an Employee
Purpose:
To learn how to add an employee
Time:
15 minutes to complete this lesson
The sample data contains information on several employees. For
practice, add an employee, Jennifer Darnay.
Jennifer was hired on June 22, and will be paid weekly at a rate of $7.35
per hour. Follow these steps:
Select the Maintain Employees option
 On the Payroll Employees menu, click Maintain Employees. The
Maintain Employees window appears. This window displays
fields for entering information about the employee.
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This is how the Maintain Employees window appears after you complete
this lesson.
Enter a new employee ID
New
CTRL+N
In the Maintain Employees window, click the New button to create a
new employee record.
 Enter DARNAY at the Employee ID field.
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Enter employee name
 Enter Jennifer at the First name field, Marie at the Middle field,
Darnay at the Last field, and Mrs at the Suffix field.
Enter employee address (2nd line is optional)
 Enter your address. If the entire address does not fit on line 1,
complete it on line 2. Otherwise, press ENTER to leave line 2
blank.
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You can enter the city name and the two-letter abbreviation for
your state (for example, San Francisco, CA), but leave these
fields blank to see how they are automatically inserted when you
enter the ZIP Code.
Press ENTER twice to skip the City and State fields.
Enter ZIP or postal code
 Enter a ZIP Code for the employee.

Note that the City and State fields are automatically entered based
on the ZIP Code you entered. If you select the Auto insert city and
state check box in the System Preferences window, any information
currently at the City and State fields are overwritten based on the ZIP
Code entered. If this setting is cleared, information is automatically
entered at the City and State fields only if they are left blank when the
ZIP Code is entered.
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Enter telephone number
 Enter your area code and phone number, or just the phone
number. For example, if your phone number is (415) 555-8899,
enter 4155558899. The proper punctuation is automatically
inserted.
Enter social security number
 Enter your social security number. The hyphens are automatically
inserted.
Notice that you skipped the State field and that CA (California) was
filled in as the state in which the employee pays taxes, SUI and SDI.
The sample data has one active state, California, so that abbreviation
was automatically inserted.
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Enter comments
 Whatever notes you enter in these two lines will also appear in
the Employee Master List. Press ENTER twice to leave these
lines blank.
Select employee status
 Because Jennifer is a new employee, her status is Active. Verify
that the Active option is selected and press ENTER.
Enter hire date
 Enter 06/21/16 using the MM/DD/YY format.
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Enter last review date
 Because Jennifer is a new employee, she has not yet had a
review. Press ENTER to proceed to the next field.
Enter next review date
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 Enter 09/21/16.
Employee on Hold?
Select the Employee on Hold check box if Jennifer were taking leave
without pay, so that a payroll check would not be processed for her in
her absence.
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 Clear this check box.
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Enter payment information
 Click Pay info. The Payment Information window appears.
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This is how the window appears after you complete this lesson.
Select pay period
 Jennifer will be paid every week. Select the Weekly option and
press ENTER.
Select pay type
 Jennifer is paid by the hour. Verify that the Hourly option is
selected and press ENTER.
Enter standard rate ID
If you pay several employees at the same rate, you may want to set
up standard rates in Maintain Standard Rates. The sample data has a
few set up already.
 Click the Show button to view the standard rates in a search
window.
 Jennifer does not receive a standard rate, so click Cancel to close
the search window and leave this field blank.
Enter pay rate
 Jennifer is paid $15.00 an hour. Enter 15.00.
Select "per"
 Select the Hour option, making it "15.00 per hour," and press
ENTER.
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Select department
You can assign employees to departments for departmental reporting.
 Enter 1.
Enter shift (1 to 6)
 Jennifer normally works on the first shift, so press ENTER to
accept the default of 1.
Enter standard task code ID
 Jennifer is a bicycle repairer. Click the Show button and select
REPAIR.
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Enter workers' comp code
 If you set up deductions for workers' compensation in Maintain
Deductions, you can use this field to identify the code normally
used by this employee. For now, accept the default, None.
Accept the information
 Click OK. You are returned to the Maintain Employees window.
Enter tax status information
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 Click Status. The Maintain Employees/Status window appears.
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Use the Status window to enter the employee's federal and state filing status
information. This information comes from the employee's W-4 form. This is how
the window appears after you complete this lesson.
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Enter filing status
 Press ENTER to select Single.
FWT, OASDI, Medicare, and FUTA exempt?
 Some employees may be exempt from certain taxes. Jennifer is
not exempt. Clear the FWT, OASDI, Medicare, and FUTA check
boxes.
Enter number of allowances
 Enter 1.
Select EIC status
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 Jennifer is not eligible for earned income credits, so make sure
Not used is selected and press ENTER.
Agricultural employee?
 Agricultural employees pay FICA taxes differently from other
employees. Since Jennifer is not an agricultural employee, make
sure the Ag employee check box is cleared.
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Enter extra withholding amount
 Jennifer wants an extra $20 withheld for federal taxes from each
paycheck. Enter 20.
Use minimum wage makeup?
If you pay certain employees, such as waiters and waitresses, below
minimum wage expecting that they would earn the difference with
tips, the minimum wage makeup feature helps ensure that they will
always be paid at least minimum wage.
 This situation does not apply to Jennifer, so clear the check box.
Enter state tax information
After entering the federal withholding information, you complete the state
tax information side of the window. Depending on the state, you may not
need to enter the information listed here. The items in this lesson pertain
to California requirements.
Enter filing status
 Press ENTER to accept Single.
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SWT, SDI, SUI exempt?
 Since Jennifer is not exempt from any of these, verify that these
check boxes are cleared.
Enter number of allowances
 Enter 1.
Enter extra number of allowances
 Press ENTER to accept the default entry of 0.
Notice that the exemption amount was skipped because it does not
apply to California taxes.
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Enter extra withholding amount
 Jennifer wants an extra $10 withheld for state taxes from each
paycheck. Enter 10.
Accept the information you entered
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 Click OK. The Maintain Employees window appears.
Enter vacation and sick pay information
 Click Vacation.
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Use the Maintain Employees/Vacation window to enter Jennifer's vacation, sick
pay, compensatory time, and other information. This is how the window
appears after you complete this lesson.
Enter vacation accumulation rate
 The rate is expressed in hours per year. BikeWorks gives two
weeks of vacation per year. Since 40 hours is the standard work
week, enter 80.
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Enter vacation hours at start of year
 Because Jennifer is new, she does not have hours accumulated
from previous years. Press ENTER to accept the default of 0.00.
Enter vacation hours earned this year
 Again, because she is new, she has not earned any vacation.
Press ENTER.
Enter vacation hours taken this year
 Press ENTER.
Enter sick pay accumulation rate
 BikeWorks allows one week of sick leave per year. Enter 40.
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Enter sick pay start, earned, and taken
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Enter comp time, advances, and draw
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 Since Jennifer is a new employee, accept the default of 0.00 at
these fields. Press ENTER to advance through the fields.
 Ignore these fields for now.
Accept the information you entered
 Click OK. You are returned the Maintain Employees window.
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Assign deductions
 Click Deductions. The Deductions window appears.
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Deductions are created in the Maintain Deductions option and are assigned to
the employee in the Maintain Employees/Deductions window. This is how the
window appears when you complete this lesson.
Enter deduction ID
Jennifer wants to have her dependent mother's health insurance
premium taken out of her paycheck.
 Click the Show button at the deduction ID field. In the search
window, double-click INSUR.
Select status
 Verify that the Active option is selected, and press ENTER.
Enter amount
 This deduction has been set up as an individual deduction,
meaning that the amounts to be deducted vary with each person.
Jennifer must pay $25 dollars out of every paycheck for the
insurance. Enter 25.
Enter month-, quarter-, and year-to-date deductions
 These fields are not available because Jennifer is a new
employee. Click Accept.
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Accept the deduction
 Click OK.
Assign other pays
Other pays are amounts added to an employee's paycheck during the
calculation of the payroll. With this option you can assign other pays
to each employee. You might use it to award bonuses or reimburse
employee expenses. Other pays are set up in Maintain Other Pays.
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 The Other Pays window functions the same as the Deductions
window. If you want to try it out, click Other pays. When you
finish, click OK or Cancel to return to the Maintain Employees
window.
Enter employee totals
 In the Maintain Employees window, click Totals.
This is where you enter quarter-to-date and year-to-date pay
information. If you are setting up the software for the first time and
entering existing employees, you would enter their payment
history here. After entering, this information is updated for all
employees automatically.
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 Since Jennifer is a new employee, this information does not apply
to her. Click Cancel.
Look at direct deposit
 Click Direct dep to open the Direct Deposit window. The direct
deposit service places employees' paychecks directly into their
bank accounts. The paper "check" they receive is voided. Many
people find it convenient. You will not sign up Jennifer for direct
deposit, but go ahead and review the window. Click Cancel when
you are done.
For more information about direct deposit, see the Help system.
Save this employee's information
 Click the Save button to record this new employee.
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Add notes to the employee's records
Use the Notepad to enter notes about an employee's records. You
can put date and time stamps on your notes and search the file for
words or numbers.
 Click Notes. Click the Insert Date, Insert Time, and Insert User
buttons in succession, pressing the spacebar each time to
separate them. Press ENTER and type Volunteered for company
picnic.
 Save the note by clicking the Save button.
Enter custom fields
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 Click Custom to view the Maintain Employees/Custom Fields
window. If custom employee fields were defined in Maintain
Payroll Parameters, they would appear here and you could enter
information at the custom fields. Click Cancel to return to the
Maintain Employees window.
Add an employee picture
 Click Picture On to view the Image window. You can scan in an
employee picture, or add it from a file already on your computer.
You will not add a picture of Jennifer, but go ahead and review the
window. Click Picture Off when you are done.
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Lesson 3: Examining an Employee Master List
Purpose:
To learn how to produce reports or lists
Time:
5 minutes to complete this lesson
After adding an employee, run a Payroll Employee Master List to see the
effect. A list and a report are not quite the same. A list is an outputting of
data from a record onto a formatted page. A report is interpretive; it reads
data from records and performs calculations on them. The Master
Employee List is an example of a list. An example of a report is the
Employee History Report, which sorts and totals Payroll data
accumulated over time. Lists and reports are generated in the same way.
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Follow these steps.
Open the Employee Master List option
 On the Payroll Employees menu, click Employee Master List. The
Employee Master List window appears.
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This is how the Employee Master List window appears after you complete
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Employee ID
You would select the All check box if you want to create an
exhaustive list. For this lesson, restrict the scope of the list to Brooks
through Jones.
 Clear the Include all employees check box. This allows you to
enter a range of employees for this list.
Enter starting employee ID
 Click the drop-down arrow and select BETWEEN to enter your
range of employees for this list.
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Enter ending employee ID
 Click the Show button at the to field. Instead of highlighting
JONES directly, try the "homing" feature of the search window.
Type J to find JONES. Select Jones and click Accept.
Department
 Since you do not want to restrict the list by department, press
ENTER to leave this box selected.
Pay Period
 If you want to restrict the list to employees based on a specific
pay period (weekly, biweekly, and so on), you could select it here.
For this lesson, press ENTER to select All.
Pay Type
 Press ENTER to select All.
Employment Status
Restrict the list to active employees.
 Select Active.
Include Notepad entries
 In the previous lesson, you wrote a note in the Notepad about
Jennifer. Let's include it in this report. Make sure this box is
selected.
Accept report setup
 Click the Preview button.
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When all information for the report has been gathered, a portion of
the first page of the report appears.
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More on reports
For more information on working with reports, including selecting
fonts and formatting, and memorizing setup, see Appendix A: How to
Produce a Report on page 331.
If the Auto-close report setup options check box is selected in the
User Preferences window, the report setup window closes when you
process the report. Otherwise, the report setup window remains
open, making it convenient for you to produce another report.
 Close the report viewer. If the report setup window is still open,
close it and return to the Launcher.
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Lesson 4: Recording Time Card Information
Purpose:
To learn how to record time card information
Time:
5 minutes to complete this lesson
To pay an employee, you must have employee information and time card
data on file. After adding an employee in a previous lesson, in this lesson
you will record time card information for her. Follow these steps:
Select the Time Card Entry option
 On the Payroll Processing menu, click Time Card Entry. The Time
Card Entry window appears.
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This is how the Time Card Entry window appears after you complete this
lesson.
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Enter employee ID
 Click the Show button and double-click DARNAY.
Jennifer's name displays on the time card. If she had a standard time
card on file, a dialog box would appear, asking if you wanted to use
the standard time card as the basis for the one you are entering.
Standard time cards are useful for employees who are paid the same
amount every pay period. You can save time by setting them up and
using them period after period.
Because Jennifer does not have a standard time card on file, you
must enter all the time card information from scratch.
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Check employee's status
 Click Employee. A window appears showing you how much
vacation, sick leave, and compensation time Jennifer has
available, and how much in advances and draws, if any, she has.
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Jennifer has not been employed long enough to display any history. If she was
employed longer, the window would display a history of her paychecks. This
window shows another employee's paycheck history.
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Check Detail
Select any listed check and then click the Check detail button to view
complete details of that check. It is disabled here because she has no
checks on file.
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Because Jennifer has no checks on file, this window displays check detail from
another employee.
 Close the Check Detail window and return to the Time Card Entry
window.
Deductions/Other pays
This button allows you to activate or deactivate deductions and other
pays that have been identified for this employee in Maintain
Employees.
Employee on hold?
If Jennifer were on a leave of absence, you would click Hold to avoid
processing a payroll check for her.
 Do not click Hold.
Add employee notes
You learned about this feature in a previous lesson. For more
information on using the Notepad, see the Help system.
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Enter earnings type
Earnings types include Regular (the default), Commission, Piece
rate, Sick pay, Overtime, etc.
 Because you want to record regular hours for Jennifer, select
Regular and press ENTER.
Enter shift (1 to 6)
 Enter the shift number that Jennifer worked. Press ENTER to
accept the default value of 1.
Enter task code ID
Task codes help classify certain types of work. Task codes are set up
in Maintain Task Codes and are assigned to employees in Maintain
Employees.
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 Because REPAIR has already been set up for Jennifer, it appears
here. Press ENTER to accept it.
Enter workers' comp code
 If you set up deductions for workers' compensation in Maintain
Deductions and assigned one or more to this employee, you can
use this field to identify the code to use for each earnings entry on
the time card. Press ENTER to accept None.
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Enter standard rate ID
Standard rates are used to classify rates of pay for various types of
duties such as clerical, assembly, sales, etc. They are created and
maintained in Maintain Standard Rates.
 Jennifer is not paid by a standard rate. Press ENTER to leave this
field blank.
Enter hourly rate
 The hourly rate you established for Jennifer in Lesson 2 displays.
Press ENTER to accept it.
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Enter hours
The number of hours in the employee's regular pay period displays.
Because Jennifer is paid weekly and the standard work week at
BikeWorks is 40 hours, 40 displays. Gross pay is calculated by
multiplying this field by the Hourly Rate field.
 Press ENTER to accept 40.
Accept the time card entry
 There are no other types of hours to record for Jennifer this pay
period, click the Save button.
 Close the Time Card Entry window and return to the Launcher.
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Lesson 5: Performing Payroll Calculations
Note
Before you calculate
payroll, you would
normally use the
Print Time Card
Entries or the Print
Time Card
Exceptions options to
verify the time cards.
For this lesson
though, you will go
directly to Automatic
Payroll Calculation.
Purpose:
To calculate wage and tax information based on the time card
information
To produce a Payroll Register
Time:
5 minutes to complete this lesson
Now that you have time card detail on file for Jennifer Darnay, you can
calculate the earnings, taxes, and deductions for her using Automatic
Payroll Calculation.
Open the Automatic Payroll Calculation option
 On the Payroll Processing menu, click Automatic Payroll
Calculation. The Automatic Payroll Calculation window appears.
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This is how the Automatic Payroll Calculation window appears after you
complete this lesson.
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Select employees
Before you can perform payroll calculations, you must select the
employees to be included. You can chance the default setup as you
see fit.
Since you want to do payroll calculations for Jennifer only, you must
change the option's setup.
 Clear the Include all employees check box.
You can now enter a range of employees for this calculation.
Select starting and ending employee IDs
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 Enter DARNAY at the From field and press ENTER. The same
entry appears at the to field. Press ENTER again.
Select departments
 Verify that the Include all departments check box is selected,
and press ENTER to accept it. By selecting all departments, you
can select names regardless of which departments they are
affiliated with.
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Select pay period
 All is selected by default; press ENTER to accept it.
Select pay type
 Press ENTER to accept All.
Print Payroll Register?
 Generate a Payroll Register after the calculations have been
done. Verify that the check box is selected, and press ENTER.
Print Minimum Wage Makeup Report?
 This report is irrelevant to our lesson, so leave this check box
cleared.
Calculate the payroll checks
 Click OK.
Payroll information is processed for all employees with IDs that begin
with a D. The Payroll Register report setup window appears.
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Send the Payroll Register to the screen
 Click OK in the report setup window. The Payroll Register
appears.
Review the Payroll Register. It shows that Jennifer's gross pay is
$294.00. Everything else you see matches what will appear on her
check stub when you print her check.
 When you are finished looking at the Register, close it. If the
Payroll Register report setup window is still open, close it and
return to the Launcher.
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Lesson 6: Printing a Paycheck and Check Register
Note
For this lesson, make
sure that your printer
is turned on.
Purpose:
To learn how to print a payroll check and Check Register
Time:
10 minutes to complete this lesson
After selecting an employee for payment and calculating the necessary
payroll information, you are ready to print a paycheck for Jennifer Darnay.
Follow these steps:
Select the Print Payroll Checks option
 On the Payroll Processing menu, click Print Payroll Checks.
Load check forms
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A window appears reminding you to load preprinted check forms into
your printer. For this lesson, you will use plain paper.
 Click Yes to continue. The Print Payroll Checks window appears.
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This is how the Print Payroll Checks window appears after you complete
this lesson.
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Print checks and direct deposits
 You can select to print checks or direct deposit zero-dollar checks
(pay advices) separately. Leave Both selected.
Include employees
Select the Include all employees check box if you want to create
paychecks for everyone. For this exercise, restrict the scope of the list
to Jennifer Darnay.
 Clear the Include all employees check box. This allows you to
enter a range of employees for this list.
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Enter starting and ending employees
 Enter DARNAY at the From field and press ENTER. The same
entry appears at the to field. Press ENTER again.
Include departments
 Do not restrict paychecks by department, so press ENTER to
leave the Include all departments check box selected.
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Select pay period
 Leave this field as it is. Press ENTER.
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Select pay type
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Sort checks
 Press ENTER.
 You can control the order in which the checks will be printed: by
employee ID, employee name, employees' ZIP Codes, or by
department. Leave this selection as it is for this lesson and press
ENTER.
Print check register
This register should be printed every time you produce checks and
kept at least until the end of the month.
 Verify that the check box is selected and press ENTER.
Enter check details
 For this lesson, accept the default values for starting check
number, last day of the pay period, and check printing date.
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Select a form template
Select a form template to format the check's contents for printing.
 Click Select form to select a form template from a search window.
Predefined forms are provided. If you want, you can create your
own custom forms in Maintain Payroll Forms. For this lesson,
double-click the first form listed to select it.
Print payroll checks as shown
 Click OK.
Print an alignment test
A new window appears. You can print an alignment test to make sure
your check forms are properly loaded in your printer. For this lesson,
an alignment test is not necessary.
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 Click No.
The checks will be printed without further prompting.
Check Summary

When the checks are printed, a new window appears telling you how
many checks were printed and the range of check numbers used. It
also asks if you want to reprint any of them. Make sure your check
printed correctly. If you had a paper jam or another problem, you can
reprint all or a range of checks by entering the check numbers to
reprint.
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 Do not reprint the check this time. Click OK. Another window
appears reminding you to reload regular paper in your printer.
Click OK.
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Produce the Check Register
The Check Register report setup window appears. You can also
produce the report in detailed or summary format.
 Make sure that the report setup indicates that a detailed check
register will be produced. Click the Preview button.
The Check Register now appears. When you are finished reviewing
at it, close all windows to return to the Launcher.
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Lesson 7: Examining Your Tax Liabilities
Purpose:
To see the FICA and FWT tax liabilities incurred from your
check printing
Time:
5 minutes to complete this lesson
The Payroll module tracks your FICA, FWT, FUTA, SDI, SWT, and SUI tax
liabilities and deposits. In this lesson, you will examine the current tax
liabilities for your FICA and FWT taxes using the FICA and FWT (941)
Deposits option. Follow these steps.
Select the FICA and FWT (941) Deposits option
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 On the Payroll Taxes menu, click FICA and FWT (941) Deposits,
and then click Current Quarter.
Load check forms
A message appears prompting you to load the proper checks into
your printer. For this lesson, use plain paper.
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 Click OK. The tax liabilities and deposits window appears.
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Enter IRS address
To pay this check, enter the address of your IRS processing center.
 Click Edit Payee.
 Complete the IRS address as shown in the following window.
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Check the liability period
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The due dates for tax liability depend on how the parameters are set
up in the Maintain Payroll Parameters. They may be semiweekly or
monthly; this example is monthly.
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 Select the period Jun 1st - Jun 30th.
The liability accrued through the month of June is shown in the
Liability column and Unpaid column in the liability area below. If the
tax tables have changed or Jennifer's check does not match the
example exactly, this amount differs from what you see on your
system.
Enter next check number
 Enter 10983 as the check number.
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Accept the deposit and distribution information
Sage BusinessWorks automatically displays the proper deposit period
and calculates the amount. It also distributes it to the proper G/L
accounts.
Since you do not want to change the deposit amount or distribute it
differently, accept the default deposit.
 Click Post.
Select check printing options
You can select the printing device to print the check and print an
alignment test if necessary to help you line up the checks in the
printer.
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 Click No Print to close the Check Deposit Printing window without
printing.
 You are prompted to enter other Federal tax deposits. Click No.
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 At the reload regular paper in the printer prompt, click OK and
close the window.
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Lesson 8: Defining a File Export Template
Purpose:
To learn how to transfer data to another software program
To set up an export template to be used for the transfer
Time:
5 minutes to complete this lesson
You can create files accessible by other programs, including a
spreadsheet, a word processor, and various text formats. In this lesson,
you will create a template of payroll information that can be used in
customized letters to your employees. With templates, you define a
specific data export format only once. You can then export the data based
on the template whenever you need it. Follow these steps.
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Select Custom Exports
 On the Payroll Transfer menu, click Custom Exports. The Custom
Exports window appears.
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This is how the Custom Exports window appears after you complete this
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Start a new template
You can click New to create a new template, click Edit to change an
existing template, click Delete to permanently remove a template
from the list, or click Copy from to create a new template based on an
existing one.
 Click New to open the Create New Template wizard.
Enter template name
 Enter Employee Letter and click Next.
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Name the template Employee Letter because it is going to
contain information used to send customized letters to
employees.
Select data source
You can select from a variety of Payroll information to export with this
template, including information on checks, employees, and time
cards.
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 Select PR Employees and click Next.
Select fields
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The available fields are based on the data source you selected in the
previous window.
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 From the Available list, select <premployee> Name and click
the Add button to move <premployee> Name to the Selected
list.
 Do the same for the following fields in the order shown here.
<premployee> Address1
<premployee> Address2
<premployee> City
<premployee> State
<premployee> ZIPCode
<premployee> DateHire
<premployee> PayType
<premployee> PayRate
 Click Next.
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Set sort by
 Select <premployee> Name from the Sort By - Primary list and
click the Ascending button. Click Next.
Set filters
Filters allow you to limit the information you export. You can specify a
field and specify a range of values. Only items which meet your
criteria are exported. This template will be used to identify employees
who were hired so far this year — between 01/01/16 and 06/21/16.
For this lesson, you will define one condition to filter out all data
related to employees who were hired before that. For more
information on using filters, see the Help system.
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 From the first list under Field Name, select <premployee>
DateHire.
 Under Operation, select Between.
 Under Values, 01/01/16 at the first Values box and 06/21/16 at
the second Values box.
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Accept information as shown
 Click Done to save the template.
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The new template now appears in the Custom Exports
window.You can define another template.
In the next lesson, you will learn how to use a template to export data to a
file.
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Lesson 9: Sending Data to Another Program
Purpose:
To transfer data to a spreadsheet, database, or other
program
Time:
5 minutes to complete this lesson
After defining an export template, you are ready to send your payroll
information to a spreadsheet or another software program. This lesson is
designed to export information to a spreadsheet program, but if you do
not have one, you can create the information for another program. Follow
these steps.
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Select Custom Exports
 On the Payroll Transfer menu, click Custom Exports.
Note
Start the export
 Select Employee Letter, and click Export. The Export Items
window appears.
If the View on Screen
option is not
available, the
selected program (for
example, Microsoft
Excel) is not installed
on your computer.
However, you can
still create the export
file without the
selected program.
The Export Items window allows you to send your data in a variety of
formats. You can send it directly to a file or view it on your computer.
Select the data format
You can export the data to a variety of formats, including HTML,
Microsoft Word and Excel, plain text (.TXT), rich text (.RTF), commadelimited text (.CSV), tab-delimited text, Data Interchange Format
(.DIF), SYLK, and clipboard. You can also export information for use
in another company.
 Select the correct format for the program to which you will export
the data. If you are unsure of the kind of files your program can
read, refer to that program's manual. For this lesson, select
Microsoft Excel.
 Select the Export to File option, and click Ok.
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Enter export file path
You are prompted to name the file and select a directory location for
it. Send the information to the same directory containing the data files
for the Sample company.
 Select the directory location of the Sample data files (for
example, C:\Program Files\Common Files\Sage
BusinessWorks\Sample).
 Enter EmplyJun as the file name. Do not use the same name
each time you export data or you may overwrite valuable
information.
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Accept information as shown
 Click the Save button.
The data is exported to the file name and directory you specified
(C:\Program Files\Common Files\Sage BusinessWorks\
Sample\EmplyJun.xxx) and you are returned to the Custom
Exports window. The extension (.xxx) varies, depending on the
type of file you selected to create. In this example, the extension
is .XLS.
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After exporting the data
Launch your spreadsheet program and review the file created.
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 To view the file, close the Custom Exports window and use
Windows Explorer to open the directory where you saved the file.
Double-click the file EmplyJun.xls to view it in Excel.
 When you are finished examining the contents of the export file,
close it and return to the Launcher.
Where to Go from Here
You are now familiar with the Payroll module. Take the time to experiment
more with the BikeWorks sample data. Try each option in the Payroll
menus before setting up your company. Detailed instructions on each
option are in the Help system.
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Chapter 11: Practicing with Custom Reports &
Forms
Sage BusinessWorks accounting software allows you to create and
customize reports and forms that meet the unique needs of your
business. With the customization features available, you select the data
to include; organize the layout; select the font type, size, and color; and
even add color images. After you create your own custom report or form,
it is available from any company set up in the software.
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It will take you approximately one hour to complete the lessons in this
chapter. This section includes:

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•
The Options (page 302)
•
The Designer (page 305)
•
Lesson 1: Creating a Custom Reports Template (page 306)
•
Lesson 2: Creating a Custom Forms Template (page 325)
•
Where to Go from Here (page 330)
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The Options
To create custom reports and forms, use Custom Reports and Maintain
Forms to first create templates that determine what data to include and
how to display it. You can then print your reports and forms based on the
appropriate template whenever you need it.
Custom Reports
Overview
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Use Custom Reports to create, customize, and print your own reports.
Custom Reports is accessed on the Utilities menu on the System menu
bar and on the Reports menu in the individual modules.
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The Custom Reports window contains a list box and several buttons. As you
create new report templates, they are added to the list. The example above lists
three report templates. When you open Custom Reports for the first time, you
will not have any reports listed since you have not created any.
This window lists all the custom report templates currently on record. The
buttons in the window allow you to create new templates; edit, delete, or
copy existing templates; and use the templates to print reports with actual
data.
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The following buttons are available:
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New...
Displays the Create New Template wizard from
which you select the data to include. The wizard
walks you through the steps of selecting the
module and type of data on which to base the
report; the specific fields to include; the field to
use for sorting the data; and if you want, a
criteria for filtering data out of the report.
Edit...
Displays the selected report in the Editing
Template wizard. This allows you to change
settings you selected when you first created the
template in the Create New Template wizard.
Delete
Permanently removes the selected report from
the list.
Copy from...
Allows you to create a new template for the
current company by copying an existing
template.
Design
After defining the basic content with the wizards,
you can select the template and click Design to
customize its layout in the Designer window
(see page 305).
Print
Prints a custom report with actual data based on
the selected template.
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Maintain Forms
Overview
You can create and customize forms using Maintain Forms. Maintain
Forms is accessed on the Utilities menu on the System menu bar and on
the Utilities menu in most other modules (with names such as Maintain
A/P Forms).
Maintain Forms provides predefined form templates. You can create a
new form template by editing a predefined template and saving it under a
new name. Or you can click New to create a form template from scratch.
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Predefined forms display in the list box. As you create new form templates, they
are added to the list.
Following is more information on the buttons in this window:
Edit...
Displays the selected form template in the
Designer window (see page 305). Click Edit to
modify a predefined form template, and then
save it with a new name.
Delete
Deletes the selected form template from the list.
You can only delete form templates that you
added to the list. Predefined form templates
included with the software cannot be deleted.
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New...
Displays the Create A New Form window in
which you name a new form template and select
the type of data to include.
After clicking OK, the form template appears in
the list in Maintain Forms, and the Designer
window (see page 305) appears, so you can
add fields and customize the template's layout.
After creating a custom form template, you can print it from the
appropriate forms printing option (such as Reprint Credit Memos in the
Accounts Receivable module).
To select a form to print, click Select form in any printing window, select a
form template from the list that appears, and then click Accept. The name
of the form template you selected appears and you can continue with the
printing process.
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
The Designer
Overview

Use the Custom Report Designer to define the presentation of a report or
form. You can add and delete data, create headings and titles, add lines
and shapes, organize the content, and more.
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Click the Design and Preview tabs, to see two views of your report or
form. Use the Design tab to edit the report or form. Use the Preview tab to
see how it will appear when you print it.
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Menu
Tabs
Fields
Format
Band
Layout
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Lesson 1: Creating a Custom Reports Template
Note
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Custom Reports is
also available on the
Reports menu in any
module.
Purpose:
To learn how to set up a custom report template
To set up an Invoices by Sales Rep report
Time:
30 minutes to complete this lesson.
This lesson walks you through creating a new report that lists Accounts
Receivable invoices grouped by sales representative. The following page
shows an example of the finished report. To duplicate the finished report,
follow this lesson using the Sample company. The report is available to
any company when you are finished.
Select Custom Reports
 On the System menu bar Utilities menu, click Custom Reports.
The Custom Reports window appears.
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
To create a custom report template for the completed report, you will
select data, group the data by sales representatives, set up subtotal
amounts, and add graphic elements.
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Start a new template
 Click New to create a new template. The Create New Template
wizard appears
Note
Custom Reports in
the Cash
Management module
uses the same data
source and fields
shown in Accounts
Payable.
Enter template name
 Enter Invoices by Sales Rep and click Next.
Select data source
You can select from a variety of information for this template,
including information on customers, vendors, accounts, invoices,
journals, and much more.
 Select AR Invoices and click Next.
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Select fields
The available fields are based on the data source you selected in the
previous window. The Available list can be long so look through it
carefully to find the fields you want.
 From the Available list, select <arinvoice> SalesRepIDNo. Click
the Add button to move SalesRepIDNo to the Selected list.
 Do the same for the following in the order shown.
<arcustomer> ID
<arinvoice> InvoiceNo
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<arinvoice> InvoiceDate
<arinvoice> OriginalAmount
Note
You can change the
order in which fields
appear on the
template by clicking
and dragging a field
in the Selected list to
a new position.
 Click Next.
Set sort by
 Select <arcustomer> ID from the Sort By - Primary list and click
the Ascending button to make sure it is selected. Click Next.
Set filters
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Filters allow you to limit the information you export. You can specify a
field and specify a range of values. Only items which meet your
criteria are exported. For this lesson, you will define one condition to
filter out all data related to invoices with balances less than $100. For
more information on using filters, see the Help system.
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 From the first list under Field Name, select <arinvoice>
OriginalAmount (about half way down the list).
 Under Operation, select > (the greater than sign).
 Under Values, enter 100.
Accept information as shown
 Click Done to save the template and return to the Custom
Reports window.
Display the Designer
The new template is listed in the Custom Reports window. Next, you
will design the look of the report.
 Select the new report template Invoices by Sales Rep and click
the Design button.
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Adding bands to the report
The template opens in the Designer window. The template's layout
area is divided into sections called bands. Each band has its own
layout area, and a gray resize bar at the bottom of the band
displaying the band's name, such as Header.
As shown in the following window, the report initially contains Header,
Detail, and Footer bands. The ruler along the left margin shows that
each band is about 1/2 inch high. If your rulers are hidden, click
Rulers on the View menu to display top and left margin rulers.
The data you selected in the setup wizard appears in data fields in the
Detail band. The Designer automatically adds Label fields to the
Header band for the report title and column titles.
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Label
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Band
Data fields
This is how the report appears when the Designer first opens. This window
shows a band, label fields, and data fields. The data fields in the Detail band
include actual data. If the data fields in your template do not display actual
data, click Show Data on the View menu.
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Add Title and Summary bands
Add more bands to the report.
 On the Layout menu, click Title.
 On the Layout menu, click Summary.
The report now has a Title band at the top and a Summary band at
the bottom.
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Bands have different properties. Fields in Header, Detail, and Footer
bands print on each page. Fields in a Title band print at the top of the
first page of a report or form. Fields in a Summary band print at the
end of the data on a report or form.
Add Group bands
You can add Group bands that allow you to separate a report into
sub-reports. Separate this report template by sales representative
number.

 On the Layout menu, click Groups.

 In the Groups window, select Data Pipe. SalesRepIDNo and click
Add.
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 You could select the Start new page check box so that each subreport prints on its own page but that requires more paper when
printed. Clear the check box.
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 Verify that the last two check boxes are selected: Keep group
together and Reprint group headers on subsequent pages.
Click OK.
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You added two new bands: a Group Header and a Group Footer, as
shown in the following window.
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The template now includes all the bands you will use in this lesson: Title,
Header, Group Header, Detail, Group Footer, Footer, and Summary.
Resize bands
Note
If the rulers are not
marked in inches,
click Units, and then
Inches, on the Layout
menu.
The size of a band's layout area affects the distance between the
fields in each band, and the distance between the fields and the top
and bottom of each page.
 Place the mouse pointer over the gray resize bar of the Title
band. Click and drag the resize bar down until the ruler at the left
shows that the band's layout area is 3/4 of an inch.
 Resize the Group Header and Group Footer to 1/2 inch of the
layout area.
 You will not add any fields to the Footer area. Resize the Footer
band so that it does not contain any layout area.
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Selecting and moving fields
Select and move individual fields
You can quickly and easily move fields anywhere in the layout area—
even across bands.
Handles appear
around a selected
field.
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 In the Header band, select the Invoices by Sales Rep field.
While holding the left mouse button down, drag the field to the
Title band. Position the field close to the top of the Title band.
You'll notice that black boxes, or handles, appear around the field to
show it is selected. Also, notice that when you drag a field, lines
appear in the rulers to mark the coordinates of the field.
Notice that the <arinvoice> OriginalAmount field in the Header
band and a corresponding field in the Detail band do not line up with
the other fields.
 In the Header band, click the <arinvoice> OriginalAmount field
and drag it to the right of the InvoiceDate field. In the Detail
band, do the same with the data field that corresponds to the
<arinvoice> OriginalAmount field. Do not worry about getting
the fields to line up just right. You will fine tune their alignment
later.
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Select and move multiple fields using the lasso technique
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Note
When you click and
drag across several
fields, an expanding
dotted box, or lasso,
appears, indicating
that you will select all
the fields within the
loop.
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 To select all the Label fields in the Header band, click and hold
the left mouse button anywhere above the <arinvoice>
SalesRepIDNo field. Hold the mouse button down, and drag it
across all the other fields in the Header band and release the
mouse button. Gray handles appear around the fields, indicating
that you selected multiple fields.
 Click and drag the selected fields until they reside at the bottom
of the Header band. Release the mouse button and click an
empty part of the layout area to deselect the fields.
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Select and move multiple fields using the Shift-click technique
 While holding down the SHIFT key, click each of the Data fields in
the Detail band. Release the SHIFT key.
 Click and drag the selected fields until they are near the top of the
Detail band. Release the mouse button and click an empty part of
the layout area to deselect the fields.
Move fields using the arrow keys
Slightly nudge the fields in the Header and Detail bands to see how
they can be moved in small increments.
 In both the Header and Detail bands, select the fields for the
<arcustomer> ID column, the <arinvoice> InvoiceNo column,
the <arinvoice> InvoiceDate column, and the <arinvoice>
OriginalAmount column. Do not select fields for the
SalesRepIDNo column.
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
You should now have four columns selected with the <arcustomer>
ID column as the leftmost selected column.

 Hold down the CTRL key and press the right arrow key. Notice
that the selected fields move slightly to the right.
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 While all the fields are still selected, hold down the SHIFT key
and click the fields in the <arcustomer> ID column to deselect
them.
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You should now have three columns selected with the <arinvoice>
InvoiceNo column as the leftmost column.
 Hold down the CTRL key and press the right arrow key to move
these fields to the right. Click in the layout area away from the
fields to deselect them.
You can also use the up, down, and left arrows on your keyboard to
nudge the selected fields in other directions.
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Editing fields
The column titles that appear in the Label fields in the Header band
need to be changed.
 Select the <arinvoice> SalesRepIDNo field in the Header band.
 Select the Set Value field. This field is in the Format bar near the
top of the Designer window. Delete <arinvoice> SalesRepIDNo
and type Sales Rep Number.
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 Change the other labels in the Header band:
<arcustomer> ID to Customer
<arinvoice> InvoiceNo to Invoice
<arinvoice> InvoiceDate to Date
<arinvoice> OriginalAmount to Amount
The Set Value
field appears
when you select
a Label field.
Save the report
 On the Form menu, click Save.

Adding fields

Add more fields with the buttons in the Fields bar at the top of the
Designer window.
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Label field
First, add a field to act as a title for the sales rep groups.
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 On the Fields bar, click the Label button and click in the Group
Header layout area to make the field appear. Place the field along
the left margin.
 At the Set Value field in the Format bar, select the text and type
Sales Rep, placing a space before and after the words. You are
adding extra spaces so that the text looks nice when you add
color to the background of this field.
 Place another Label field in the Summary band. Position it to the
left of the fields in the Amount column. Rename the new Label
field to Total.
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DBText field
Next, add a field displaying each sales representative's number.
 Since we will be adding a one-line database field, click the
DBText button in the Fields bar.
 Click in the Group Header layout area to make the field appear.
Place the field to the right of the Sales Rep field.
 If the DBText field that you added is not selected, click it again.
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The Data Fields
From the Data Fields drop-down list in the Format bar, select
list appears
SalesRepIDNo.
when you select
a DB field.
Line field
 On the Fields bar, select the Line button.

Click in the Group Footer band below the Amount column and
close to the top of the Group Footer layout area.
You can change the thickness of the line using the Graphic Palette, or
the shape of the line using the Line Types drop-down list in the
Format bar. Leave the line at its present size and shape.


 Place another line in the Summary band, below the line you
already created and close to the top of the Summary layout area.
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 Place a third line in the Title band, below the Invoices by Sales
Rep field.
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Shape field
You can add shapes, such as rectangles, circles, and squares, to
create borders or colored areas.
 On the Fields bar, select the Shape button.
 Click in the Summary band, directly below the line. A rectangle
appears. (If you want a different shape, select one from the
Shape Types field.) If the Shape field covers the Total field,
ignore it for now. You can fix it later.
The Shape
Types list
appears when
you select a
Shape field.
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DBCalc field
DBCalc fields are useful for totaling a column of numbers or any
other calculation. Add a DBCalc field to the Group Footer to subtotal
the amount for each sales rep.
 On the Fields bar, select the DBCalc button and click the Group
Footer band below the Line field.
 At the Data Fields field, select OriginalAmount.
 In the Group Footer band, right-click the DBCalc field. Select
Calculations.
You can change the type of calculation, and, if the field is in a Group
band, the group by which to reset the calculation. The SalesRepIDNo
appears as the default Reset Group.
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 Accept the default. Click OK.
Add another DBCalc field that gives a final total of all the original
amounts.

 Add a DBCalc field to the Summary band, below the line.

 At the Data Fields field, select OriginalAmount.
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 Right-click the field and select Calculations. The Reset Group
field is blank because the field is not in a Group band. Leave it
blank so that the field displays a complete total.
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 Click OK.
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Resizing fields
Sometimes, a field is the wrong size for the data it contains. If the field is
too small, it may display only a portion of the data. If the field is too large,
it can take up too much space and detract from the appearance of the
report. Follow the next steps to resize fields.
Note
Shift-arrow method
 In the Detail band, select the Data field containing the ID
(beneath the Customer column heading).
If you are unsure of a
data field's name,
select it and look at
the Data Fields field
in the Format bar.
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 Hold down the SHIFT key, and press the right-arrow key. You will
notice that the field expands to the right. Continue resizing the
field until its right edge nearly touches the InvoiceNo field.
Handle-drag method
 Select the Shape field in the Summary band (it looks like a box).
Handles appear around the Shape field.

 Move the mouse over the right middle handle until the cursor
turns into a double arrow (see example in margin). Click and hold
the left mouse button down and drag the right edge until it is at
the right margin.
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The cursor
becomes a
double arrow
when over a
handle.
 Use the same method to drag the top edge down to below the
Line field.
 Move the Shape field to the left until the top middle handle is left
of the Line field. Do not worry if it covers the Total label. Resize
and move the Shape field if you want.
 Resize the line in the Title band to the full width of the report.
Previewing the report
Preview your report to view is progress. Verify that all the IDs fit in the
resized field.
Use the Design
tab to edit and
the Preview tab
to view the
results.
 Click the Preview tab.
Depending on how much data you have, it may take a few minutes to
prepare the preview. The page count in the lower-left corner gives you
an idea of the time it will take.
 Select the Page Width button in the Preview tab's toolbar. Scroll
down the page, and verify that all the text appears.
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Use the other toolbar buttons on the Preview tab to see other views
and pages of the report.
 Click the Design tab to continue with this lesson. If you found that
the ID or any of the other fields are too small or too large, resize
and reposition them.
.
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This window shows most of the fields that your template has. As stated
in the lesson, the Total field in the Summary band may be temporarily
hidden by the Shape field.
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Formatting fields
The Designer has word processor capabilities and allows you to reformat
text, shapes, and lines.
Change the font type and the font size
 Select the Invoices by Sales Rep field in the Title band.
 On the Format bar, select Arial at the Font field and 16 at the
Font Size field.
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The Font and
Font Size lists
appear below the
DB fields.
Font
 Select all other fields in the report (using the lasso or SHIFT-click
method, or by clicking Select All on the Edit menu) and change
them to Arial. Click in a clear part of the layout area to deselect
the fields.


Font Size
Change other text formatting
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on the Format bar.
 Select all the fields in the Header band and click the Underline
button.
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 Select the Line and Rectangle fields in the Summary band.
Click the Send to Back button to move them behind the Total
field.
 Select the DBCalc and Total fields in the Summary band and
select the Bold button. Place the Total field about 1/4 inch from
the left edge of the Rectangle field and centered vertically in the
band.
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Changing colors and thickness
Change text
 Select both fields in the Group Header band, and the DBCalc
and Total fields in the Summary band.
 In the Format bar, click the Font Color button to view a color
palette. Select the white color button, at the far left of the bottom
row, to make the text white. This temporarily hides the text.
 Click the Highlight Color button to view another color palette.
Select the blue color button, second from the right in the bottom
row, to fill in the background.
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Change shapes and lines
Fill
Color
Line
Thickness

 Select the Line field in the Title band.
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 On the View menu, click Toolbars. Select the Draw toolbar. This
adds a set of drawing tools to the buttons at the top of the
Designer window. You can use these to change the appearance
of lines and shapes.
Line
Color
Line
Style
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 Click the Line Color button and select the same blue color you
used before.
 Change the line width by selecting the Line Thickness button and
selecting 4 1/2 pt.
 Select the Rectangle field in the Summary band.
 To give the shape a blue background with a black outline, click
the Fill Color arrow and select blue. Then, click the Line Color
arrow and select black.
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Aligning fields
Use the Align or Space toolbar to align fields based on the first field
selected.
 On the View menu, click Toolbars. Select the Align or Space
toolbar. This adds a set of alignment tools to the buttons at the
top of the Designer window. Move your mouse over each button
to see its name in a tooltip.
Align
Center
Align
Left
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Align
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
Align Top
Center Vertically in
Band
Center Horizontally in
Band
 Select all the fields in the Header band. In the Align or Space
toolbar, click the Align Top button. This lines up all the selected
fields, using the first field selected as the reference.
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 Repeat this for the fields in the Group Header band, the Detail
band, and the Summary band, excluding the Line and
Rectangle fields.
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 Select the fields in the Header and Detail bands that make up the
Sales Rep Number column, and click the Align Left button.
Repeat this for the Customer column, the Invoice column, and
the Date column.
 In all the bands, select the fields that make up the Amount
column, including the DBCalc fields in the Group Footer and
Summary bands. Click the Align Right button.
This can cause the selected fields to overlap other fields. If so,
hold down the CTRL key and press the right arrow key to move
the selected fields until they no longer overlap other fields.
 Select the Invoices by Sales Rep field in the Title band and click
the Center Horizontally in Band button.
 Select the Line field in the Title band and click the Center
Vertically in Band button.
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Finishing Touches
Use the buttons and options in the Designer to make your report more
visually pleasing.
DisplayFormat...
 In the Detail band, right-click the InvoiceDate field and click
DisplayFormat. Select the mm/dd/yy format and click OK. This
format displays all dates with the same number of characters so
they will line up in the column.
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 Next, right-click the OriginalAmount field in the Detail band and
select DisplayFormat. Select the -1,234.40 format and click OK.
Do this also for the OriginalAmount field in the Group Footer
band. All these numbers will have two decimal places, making
them line up better in the column.
AutoSize and Justify
 Right-click the OriginalAmount field in the Detail band and
select AutoSize. The field will automatically resize to fit the data it
contains.
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 Starting in the Header band and ending in the Summary band,
select all the fields that make up the OriginalAmount column.
Include the Line fields, but do not include the Total or Rectangle
fields.
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 Click the Right Justify button in the Format bar to right justify the
data within the fields. Click Align Right in the Align or Space
toolbar to line up the fields in a column.
 Select the SalesRepIDNo field in the Group Header band, move
it over until its left edge touches the Sales Rep Label field. You
can do this by holding down the CTRL key while pressing the left
arrow key repeatedly.
 Click the Center button on the Format bar to center the text in the
SalesRepIDNo field.
 Select both fields in the Group Header band and click the Align
Center button on the Align or Space toolbar.
 Use the Preview tab to view your report template.
 If necessary, return to the Design tab to adjust the size and
position of fields.
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For example, the fields in the Amount column may be too far to
the right. Select those fields and move them to the left until their
right edges line up with the right edge of the Rectangle field in
the Summary band. Select the Rectangle field in the Summary
band and stretch its right edge about 1/4 inch to the right.
The other fields and columns in the Header, Group Header, and
Detail bands may still be too far to the left. Select those fields and
nudge them to the right.
 Click the Preview tab again to view the report template. Make any
other necessary adjustments on the Design tab.
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The following window shows how the report template should look
in the Design tab. Compare it to the finished sample at the
beginning of this lesson.
 When you are done, save the report template.
Proceed to the next lesson to learn about creating custom form
templates, which includes more tips on using the Designer
window for both custom report templates and custom form
templates.
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The finished report, displayed on the Design tab.
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Lesson 2: Creating a Custom Forms Template
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Purpose:
To learn how to set up a form template
To set up a custom invoice
Time:
10 minutes to complete this lesson.
Note:
Complete the Custom Reports lesson before starting this
more advanced Custom Forms lesson.
With Maintain Forms, you can create your own custom forms by using a
predefined form template. This lesson walks you through creating a new
form template by customizing one for a plain paper invoice (see the
example on the next page). To duplicate the finished form template,
perform this lesson using the Sample company and use the Invoices
option in the Accounts Receivable module to print it. The form will also be
available to any company when you are finished.
Opening the Maintain Forms option
To begin, open Maintain Forms and select a form.
 On the System menu bar, click Maintain Forms on the Utilities
menu.
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To create the completed form above, start with a predefined form, add a
company logo, change the color of the text and boxes in the heading, and
align the fields for a finished look.
 At the Form Types field, select Accounts Receivable.
 Select Invoice Plain Paper Std from the AR Invoices type, and
click Edit. The form appears in the Designer window.
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Adding a graphic, logo, or picture
You can add your company logo, or another picture or graphic. The
following formats are supported: .bmp, .ico, and .wmf formats.
 Click the Image button at the Fields bar. Click in the top left corner
of the Header band to place the Image field.
 Right-click the Image field and click Picture.
 In the Open window, select bikelogo.bmp located in the \Images
folder in the program directory (for example, C:\Program
Files\Sage BusinessWorks\Images\ bikelogo.bmp). Click Open to
return to the Designer.
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 Right-click the Image field and click AutoSize to make the Image
field resize to fit the picture.
Do not worry if the Image field is covering other fields. You can
rearrange the fields later.
Changing a color in the Graphic Palette
You can modify the colors used in the form. Change the black boxes
in the header band to white boxes with gray outlines and black text.
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 In the lower portion of the Header band, select all the text and the
black and white boxes behind the text, starting with Date and
ending with Amount.
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The selected text above appears in Label fields, which are stacked on
top of black and white Rectangle Shape fields.
 Deselect the black boxes in the back by holding the SHIFT key
and clicking the boxes at the far right edge.
 Click the Font Color button on the Format bar and select the
black color button. Some of the text may disappear. You can fix
that in a later step.
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 Click the Highlight Color button and select None.
Select
these
three
 Deselect the group by clicking in a blank part of the layout area.
Then, select just the three long black boxes behind the text. The
quickest way to do this is to SHIFT-click the right edge of each
box.
 Click the Fill Color button in the Format bar and select No Fill.
 Click the Line Color button and select the light gray color button,
second from the left in the bottom row. Click in a blank part of the
layout area to deselect everything.
This clears the background in the boxes and the outlines gray. On the
Design tab, the text fields still look as if they have outlines. But if you
go to the Preview tab, you will see that only the outlines of the
background boxes appear around the text fields.
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 Select the Preview tab to verify that the text is black and the lines
and boxes are outlined in gray. Return to the Design tab.
Adding additional fields
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The invoice needs to include a field that displays the total quantity
shipped. To do this, add a Label field and a DBCalc field to the
second Group Footer.
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 Select the gray bar along the bottom of the second Group Footer
band (labeled Group Footer (0): INV_NO) and stretch it
downward to add more room.
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 On the Fields bar, click the Label button, and then click in the
layout area of the second Group Footer to make the field
appear.
 With the new Label field selected, at the Set Value field in the
Format bar, highlight the text and type Shipped.
 Place a DBCalc field in this same Group Footer to the right of
the Label field. At the Data Field field on the Format bar, select
Line Item: Shipped.
You can click Calculations on the right-click pop-up menu for the
DBCalc field and select the type of calculation to perform, but since
Sum is the default, you do not need to do that.
 Change the font of both fields to 10, and use the Font Color
button to color the text green.
 In the Header band, change the Font Color of the Invoice field to
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green.
Aligning fields
You need to align the fields added.
 If the alignment buttons are not visible at the top of the Designer
window, on the View menu, click Toolbars > Align or Space.
 In the Header band, select the Billing: Name field, which
contains the text Bill To Information. (You can select a field and
look at the Set Value/Data Fields field in the toolbar to see the
field's name.)
Note
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 Then, SHIFT-click Company: Name and Company: Address
Block at the top of the Header band.
All the selected fields
line up with the first
field you select.
 Click the Align Left button in the alignment buttons. Notice that all
the fields line up with the left edge of the first field selected, in this
case, the Billing: Name field.

 Select the Required field at the bottom of the Header band, the
Line Item: Required field in the Detail band, and the Shipped
field from the second Group Footer.
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 Click the Align Left button to line up the fields on their left edges.
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 Select the Shipped field in the Header band. Select the Line
Item: Shipped field in the Detail band and the Line Item:
Shipped field in the second Group Footer band. (Make sure you
selected Shipped in the Header first so that the other fields align
to it.)
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 Click the Align Right button to line up the fields on their right
edges. Click Right Justify in the Format bar to align the text within
the fields to the right.
 In the Header band, select the Company: Name field, the Image
field, and the Invoice Label field, and click Align Top (make sure
you select Company: Name first).
Saving the modified form
Because you modified a predefined form template, save the changes
under a new name. Always use a descriptive name.
 On the Form menu, click Save As.
 Because this template will be available in all your companies,
select a name, such as Standard Invoice with Logo, that will help
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you distinguish it from the other invoice templates.
 Click OK.
You can preview the form and compare it to the sample shown on
page 326.
When editing forms in the Designer window, the Preview tab displays
filler text to help you layout the fields, not actual data. When you print
a form, actual data from the active company's database prints on the
form.
Where to Go from Here
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You are now familiar with how to create and edit custom reports and
forms. Take the time to experiment more with the BikeWorks sample data.
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Appendix A: How to Produce a Report
Appendix A: How to Produce a Report
Appendix A
Producing the Report
The detailed steps for producing a report are as follows:
1
Set up the printer.
Printer setup is covered in your Windows documentation.
2
Select the report option.
Not all options that produce printed output reside on the Reports
menu. Regardless of the option or menu, the printing process
operates in the same way.
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3
Select the printer.
Every report option includes a Printer area.
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•
The Printer field shows which printer is currently selected.
•
Click Setup to display the Windows Print dialog. You can
specify the printer, the range of pages to print, and the
number of copies to print.
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4
Format the report.
Click Format to display the Formatting window. Click the type of
text you want to format or select it from the drop-down list, and
then select font, font size, alignment, style, and color. Click Page
Setup to change margins, page orientation, or column
adjustment. Click Save to use this formatting whenever you print
this report. You can also click Save as Default to use this
formatting as the system-wide default for all reports.
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5
Filter the report.
Click Filters to open the Filtering Information window, where you
can specify criteria that further defines the data appearing in the
report. Select a data field to filter (for example, Customer ID), the
filtering condition (for example, NOT EQUAL TO), and enter the
value of the filter (for example, ACME).
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6
Add the report to a report group.
Click Add to Group to add the report to a report group for printing
multiple reports at one time.
7
Change the report parameters.
Each report option has a number of user-defined parameters that
determine what data displays in the report. You can change the
initial default parameters by clicking in the fields and entering new
information. For more information, see the Help system.
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8
Save the current settings.
Save Current Settings saves your settings, including filters and
report parameters, for the next time you produce the report.
Select the check box to save the settings you defined. Clear the
check box to return to the default settings the next time you open
this option.
9
Preview the report.
After selecting the report parameters you want, click the Preview
button. Verify the contents of the report.
10 Print the report.
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Click the Print button.
Using Reports Displayed on the Screen
Note
To print a portion of
the report, select the
text in the report and
click the Print button.
When you preview a report, you can take additional actions using the
buttons at the top of the screen.
•
Click the Print button to send the report to a printer.
•
Click the Publish button to send the report to a word processor,
such as Microsoft Word. You can then use all the capabilities of
your word processor to modify, print, and save the report.
•
Click the Copy to Clipboard button to copy text from the report to
the Windows Clipboard. From there you can paste the text into
another application.
•
Click the Find button to locate specific text in the displayed report.
•
Select the Zoom In or Zoom Out buttons to reduce or enlarge the
view.
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Appendix B: Registering Sage BusinessWorks
Appendix B: Registering Sage BusinessWorks
Appendix B
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Registering your purchase with Sage Software helps you get the most out
of Sage BusinessWorks. Part of the registration process, as described in
the following steps, will include entering a registration ID, serial numbers,
and unlocking keys (these should be on your packing slip). You will then
fax, mail, or e-mail a Registration Report to Sage Software.
If you do not have a registration ID or unlocking keys, go ahead and enter
the serial numbers and send the report to Sage Software. We will send
you a registration ID and unlocking keys after receiving your Registration
Report.
Follow these steps to register Sage BusinessWorks.
1
On the Utilities menu in the Launcher, click Registration
Information.

2
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In the window that appears, type your company name at the
Purchaser field.
3
At the Registration ID field, type your registration ID. If you do
not have a registration ID, leave the default entry 000000.
Registration ID, serial numbers, and unlocking keys are listed on
your packing slip. If you do not have a registration ID, you can still
enter your serial numbers and send the Registration Report to
Sage Software. Sage Software will send you a registration ID
(and unlocking keys, if necessary) so you can complete the
registration process.
4
Click More purchaser info. Enter the fields that apply to your
company and click OK.
5
Complete the remaining address, contact, and telephone
information.
6
Click Module registration. Enter your serial numbers and
unlocking keys. Click OK.
7
If you purchased Network User Extensions so that two or more
persons can access the software at the same time on a network,
proceed to Step 8. If you did not purchase Network User
Extensions, proceed to Step 14.
8
Click Network registration.
9
At the Serial # field, type your serial number.
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Appendix B: Registering Sage BusinessWorks
10 At the Number field, type the number of extensions you
purchased.
11 At the Unlocking Key field, type the unlocking key number.
12 Click Accept and the serial number you entered appears in the
list box.
13 Repeat steps 9 through 12 for each Network User Extension
serial number you have. Click OK after entering all Network User
Extension serial numbers.
14 Click Registration report.
15 Select a printer and click Print.
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DO NOT preview this report before you print a hard copy of it. For
the software to recognize that you have completed registration,
you must print this report directly to a printer, not from the report
preview window. You can click E-mail to send your completed
registration information to Sage Software using e-mail either
before or after you print the report.
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16 The Registration Report prints. Click OK. You are prompted to
exit and launch Sage BusinessWorks again for your new Network
User Extensions to take effect.
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17 Fax, mail, or e-mail the Registration Report to Sage Software.
Whether or not you have your unlocking keys, it is important that
you fax, mail, or e-mail the Registration Report to Sage Software
(the address, phone, and fax numbers are included on the
report). Sending your company information to Sage Software
simplifies your future contacts with us and help us serve you
better. Store a copy of the report in case you need to reenter the
information.
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Glossary
Glossary
Absolute
pricing
Pricing based on a fixed dollar amount for each price
level.
Account
A type of record that contains business transactions
affecting the same item, such as a record containing
all changes to Cash or Telephone Expenses.
Account
number
An account's identifying number; in Sage
BusinessWorks, the account number can be between
2 and 99999999 (1 is reserved for use by Sage
BusinessWorks). A departmentalized account also
has a decimal point followed by a three-digit
department number (for example, 11012000.025).
Account type
A group of accounts that are treated similarly for
financial reporting. The five basic account types are
assets, liabilities, capital, revenues, and expenses.
Sage BusinessWorks expands some of these types
(such as current, long term, and other assets) to give
you a total of 14 account types.
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Accounting
cycle
The steps taken to process transactions during an
accounting period. In Sage BusinessWorks, an
accounting period is a month.
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Accounting
equation
Assets = Liabilities + Owners' Equity. The equation
states that what a business has (assets) is owned by
either creditors (liabilities) or owners (equity).
Accounts
payable
Amounts owed to others (a liability) for goods or
services purchased on credit.
Accounts
receivable
Amounts owed to a business (an asset), usually by
customers who purchased your goods or services on
credit.
Actual costs
The total of all costs incurred on a job. Sage
BusinessWorks calculates this figure by totalling all
charges relating to a job.
Adjustments
In the General Ledger module, journal entries
required at the end of an accounting period to record
an internal transaction and to bring the ledger up to
date. Adjustments can also be made to invoices with
credit or debit memos and to inventory quantities.
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Aging
The act of analyzing accounts receivable or payable
and placing them according to various age groupings,
the due date being the base point for determining
age. Many businesses age receivables and payables
in 30-day increments.
Asset
A property or economic resource owned by a
company. Typically, assets include cash, marketable
securities, accounts receivable, inventory, land,
buildings, equipment, and prepaid expenses.
Audit report
A report available on the Utilities menu on the System
menu bar that lists all recent changes made to key
Sage BusinessWorks data files.
Audit trail
A method of tracking transactions through each
sequence of their history so that all financial
information can be traced. Certain reports should be
kept as part of your permanent business record as
the audit trail.
Available
quantity
The quantity on hand minus backordered and
committed quantities.
Backorders
Orders placed by customers that have been at least
partially invoiced but are temporarily unfillable due to
stock shortages. See also Committed.
Bad debt
An uncollectable account receivable.
Balance
forward
In A/R, a method of computing customers' statements
that carries forward the previous month's balance in
total. See also Open item method.
Balance sheet
In General Ledger, a financial statement that takes a
snapshot of your business as of a specific date,
showing a company's assets, liabilities, and capital.
Base pricing
A pricing method that uses a base price (a standard
amount on which you base the actual part prices) and
percentages based on that price.
Bid
An estimate of the steps, price, and schedule to
complete a job. Bids are the first stage in job
completion. Customers often request one or more
bids (estimates) before giving their approval to begin
a job.
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Billings
The amount for which a customer is invoiced for a
job. Billings are based upon the established price of
the job.
Bin ticket
A parts list helpful in returning parts to inventory after
"unbuilding" an assembly.
Book quantity
The quantity of an item you have recorded in your
books as being on hand. A physical inventory count
may reveal shortages or overages.
Budget
In the General Ledger module, projection of income
and expense, usually for each month of the next
fiscal year.
Capital
See Equity.
Change order
Information entered in the Job Cost module about
changes that affect job estimates after work has
begun on a job.
Charges
The actual costs incurred during each phase of a job.
Chart of
Accounts
In the General Ledger module, a list of all of a
business' accounts in numerical order, usually
grouped by account type.
Close
The act of advancing the system to the next month.
Each module has specific close functions. For
example, a close in the General Ledger module posts
all earnings for the month to year-to-date earnings. A
Company Close option is available on the Utilities
menu on the System menu bar to close more than
one module simultaneously.
Committed
Items that have been ordered by your customers, but
have not yet been fully or partially invoiced. See also
Backorders.
Company ID
An eight-character code that identifies a company's
records. In Sage BusinessWorks, the company ID is
also the name of the subdirectory that contains the
data files for the company.
Completed
The status of a job indicating that all charges have
been made against the job.
Components
Parts used to build a subassembly or finished item.
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Cost of Goods
Sold
An account type that tracks the direct costs of
inventory sold.
Costing
method
A method used to compute the value of your
inventory. In the Inventory Control module, four
costing methods are available: LIFO, FIFO, standard,
and weighted average.
Credit
An entry that decreases an asset or expense
account, or increases a liability, capital, or revenue
account.
Credit memo
A method of decreasing a customer's or vendor's
liability; for example, a credit memo is issued if the
vendor overcharged the customer or if the customer
returns merchandise.
Current asset
Assets that are cash or expected to be converted into
cash within a one-year period.
Current
liability
Liabilities that will be due within a one-year period.
Debit
An entry that increases an asset or expense account
or decreases a liability, capital, or revenue account.
Debit memo
A method of increasing a customer's liability to you or
your liability to a vendor. For example, a debit memo
is issued if the vendor undercharged the customer or
forgot to include an item on the invoice.
Detail
The detailed information (quantity, unit cost, unit
price, and priority) assigned to a job code for a phase
of a job. Job codes are used to break down the
charges required to complete a phase.
Direct Deposit
A method of transmitting employees' paychecks
directly to their personal bank accounts.
Discount
A deduction from the invoice price of goods. An early
payment discount is offered for payment made within
a specified time frame. An invoice discount reduces
the charges to the customer for a line item or the total
invoice (such as for quantity purchases). You can
take advantage of discounts offered by other vendors
with Accounts Payable and offer discounts to your
customers with Accounts Receivable.
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Double-entry
accounting
In General Ledger, a system for recording
transactions that requires the accounts to be in
balance at all times, so that debits always equal
credits.
Earnings
The difference between revenues and expenses.
EOQ
The Economic Order Quantity. This is the most
economical quantity of the part for you to buy based
on factors such as quantity breaks you may get from
the vendor, overhead, etc.
Equipment
Tools and machinery used on a job.
Equity
The rights of owners or stockholders to the company.
Estimated
cost
The projected cost of a job based on the quantities of
resources defined as job codes.
Expenses
The amount of assets consumed or services used in
the process of earning revenues.
Expiration
Date
The date upon which a quote will no longer be
honored.
Finance
charge
A charge assessed to a customer's account because
of past due invoices.
Fiscal year
A period of 12 consecutive months used for
accounting. A fiscal year does not necessarily
coincide with the calendar year.
Form feed
The capability of most printers to automatically feed
paper to the top of the next page; used with
continuous-feed paper.
Freight on
Board (F.O.B)
Point
The point at which the title of ownership for items
ordered is transferred. F.O.B. Origin means the
receiving party has title and pays shipping expenses.
F.O.B. Destination means the sending party retains
title and pays shipping expenses.
General
Ledger
The principal ledger containing the accounts of your
business. In Sage BusinessWorks, the General
Ledger module tracks account balances for your
chart of accounts and allows journal entries to be
created and posted.
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Gross pay
In Payroll, the total amount of money earned by an
employee in a given period.
Header
In General Ledger, general information about a
transaction that appears at the top of the window. On
invoices and memos, general information, such as
ship-to addresses and terms.
History
Financial information for your company for previous
months. Each module offers appropriate lengths of
time to store history. For example, General Ledger
can maintain up to nine years of transaction history.
Accounts Payable can maintain up to 60 months of
vendor purchases history.
Hold
A temporary restraint placed on an order that
prevents further action from being taken until the hold
is removed. This is often done to allow time for credit
checks, etc.
ID
A unique identification code you assign to records for
vendors, customers, accounts, etc. The system uses
the ID to keep track of the particular record and its
related data.
Income
statement
A financial statement that reflects sales, expenses,
and the resulting net income or loss for a given
period.
In house
A job set up for internal company use for tracking
expenditures for projects such as product research
and development, marketing campaigns, office
remodeling, etc. In-house jobs do not have a price,
and you cannot post billings and payments against
them.
In progress
A job status indicating that job-related transactions
(change orders, charges, billings, credit/debit
memos, and payments) can be processed.
Invoice
An itemized statement of goods bought and sold, also
called a bill.
Issues
The process of recording decreases of inventory from
fulfilling customer orders.
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A theory of inventory control based on keeping
inventory quantities to a minimum. Just enough
inventory is kept on hand or is scheduled to be
supplied by vendors to fill projected sales orders.
Job
Any task that involves the use of materials, labor,
overhead, or other resources. In the Job Cost
module, a means of gathering information on all the
costs, billings, payments, and other transactions that
are incurred or expended when performing a task.
Job codes
Job codes are used to identify the different types of
costs for a phase, including labor, materials,
subcontracting, equipment, overhead, or
miscellaneous items.
Journal
The place where you originally record transactions.
Detail or summary journal information is posted to the
General Ledger module.
Journal entry
A transaction recorded in a journal.
Kits
Groups of parts, labor, miscellaneous charges, or
comments that are often ordered together.
Launcher
The window that appears after you start up Sage
BusinessWorks, which allows you to access the main
Sage BusinessWorks functions and options.
Labor
Work performed by an employee.
Liability
A debt owed. These usually include accounts
payable, notes payable, income taxes, and dividends
paid to stockholders.
Line pricing
Pricing based on the method (Margin, Markup, or
Base) you have entered in the product line for a part.
Lookup
window
A window that appears when you click the Lookup
button, listing the valid items available for the current
field. For example, a lookup window may contain
account numbers, invoice numbers, user IDs, or
some other item.
Manager
A user with full access to all modules. In Job Cost,
the term also denotes a person who is in charge of a
job.
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Manufacturing levels
A finished item assembled from component parts.
May have several manufacturing levels; that is, it may
be composed of several subassemblies that are
listed as parts in the database and are themselves
made up of component parts.
Margin
pricing
A pricing method based on a percentage of unit cost,
for example,
Cost
Price = ----------------------------------------100%-Margin%
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Markup
pricing
A pricing method based on a percentage of unit cost,
for example,
Price = Cost + (Cost x Markup %)
Net pay
In Payroll, the amount of money paid to an employee
in a given period after withholding taxes and
deductions.
Non-inventory
item
Goods and services sold that are not tracked in the
Inventory Control module. Examples of non-inventory
items are labor or indirect materials such as paint or
glue that are components of another part. See also
Part and Standard item.
Non-stock
item
Items that are not part of your regular inventory. See
also Non-inventory item.
Offsetting
Account
The offsetting account is used in General Ledger to
help you enter transactions quickly. By using an
offsetting account, you need only enter one part of
any transaction, and the balancing portion is
automatically entered for you against the offsetting
account to balance the transaction.
On-hand
quantity
The quantity of a part that is currently available in
your inventory.
On the fly
The ability to add information to the Sage
BusinessWorks database from an option not
exclusively designed for this purpose (for example,
adding part information while invoicing).
Open credit
Credit issued with a credit memo to a customer or
vendor that is not applied to a specific invoice (such
as when all invoices are paid in full or for a deposit).
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Open item
In A/R, a method of producing customer statements
that lists prior month's invoices individually. See also
Balance forward method.
Open period
The month to which you are currently posting
transactions.
Order point
The quantity of an inventory part that, when reached,
marks the point at which you wish to order more.
Owner's
equity
Assets minus liabilities.
Packing list
A list of the items included in a shipment.
Part
Goods and services sold that are tracked in the
Inventory Control module. In the Job Cost module,
you can merge Accounts Receivable standard item
and Inventory Control part detail to quickly create job
codes. See also Standard item and Non-inventory
item.
Password
A security code word used to gain access to
software. Both the network and Sage BusinessWorks
have password protection, which means you must
enter the applicable password before you can access
any of the options within. Passwords are set up in the
Users option available.
Password
access
The Sage BusinessWorks options available to a
particular password.
Payables
The money you owe to vendors for goods and
services purchased on credit.
Payment
Money received from a customer to pay his or her bill.
Period
A span of time in a fiscal year that divides into distinct
segments; in Sage BusinessWorks, the period is
equal to a month.
Phases
Phases are the steps involved in completing a job. A
job must have at least one phase. A phase may
include detail, in which case, you can assign job
codes to break down the charges required to
complete the phase.
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Physical
inventory
count
The process of counting your inventory to compare
actual quantities with the quantities you have
recorded in your books.
Pick list
A list useful for gathering the components needed to
assemble a subassembly.
Pick ticket
A list used for gathering the items needed to fill an
order.
Posting
The act of applying transactions to General Ledger
accounts.
Prenote,
Prenotification
In Payroll, a "dry run" for a direct deposit
transmission, using the bank account, R/T number,
and other information for the employee. A zeroamount paycheck is sent to the employee's bank
account. It is used for checking the system before an
actual deposit is made.
Priority
A whole number between 1 and 999 that you assign
to job code line items. Priority is used by Sage
BusinessWorks to determine the order in which detail
items appear on reports. More than one detail item in
each phase can have the same priority.
Probability
percentage
The likelihood of a quote being converted to an order.
Product line
A grouping of related parts in order to facilitate data
entry, provide enhanced reporting, and control
posting to the General Ledger.
Promotion
Special prices for inventory items that are available
for a limited period of time.
Purchase
order
A business form used to place an order with a vendor.
In Inventory Control, you can create a purchase
order. In Order Entry, you can record an order
received from your customer.
Quote
An estimate of the price of goods or services, usually
requested by a customer. See also Bids.
Recurring
journal entry
In General Ledger, a type of transaction that needs to
be posted on a regular basis, such as rent,
depreciation, etc.
Required date
The date by which an order is needed.
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Retained
earnings
Earnings accrued from prior years' operations. In
General Ledger, Sage BusinessWorks automatically
tracks year-to-date earnings for you and posts them
to the retained earnings account at year end.
Returns
Items that are returned to inventory.
Revenue
Income produced by the company, also called sales.
Sales Order
A customer request for merchandise or services.
Shrinkage
The loss of inventory items due to factors such as
faulty manufacturing or deterioration, or theft during
production, storage, or transit.
Spreadsheet
A software application that allows you to enter and
manipulate rows and columns of information. Sage
BusinessWorks allows you to convert financial
information to spreadsheet format.
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Standard Item
Goods and services sold that are defined in Accounts
Receivable. See also Non-inventory item and Part.
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Sub
assembly
An item listed as a part in your inventory that is made
up of component parts.
Sub
contracting
Hiring a non-employee or company to complete a
portion of a job.
Terms
Payment terms on an invoice. Terms of 2/10, net 30
means that a bill paid within 10 days receives a 2%
discount; otherwise, the undiscounted amount must
be paid within 30 days.
Trial Balance
The General Ledger report that lists the balances of
all accounts in the General Ledger.
Vendor
A company from which you purchase goods or
services.
Write-off
The portion of a customer's unpaid invoice or billing
balance that is forgiven.
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Symbols
Automatic Payroll Calculation 286–288
? button 31
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Numerics
1099 forms 61
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Account(s)
adding 142
consolidation 160
credit 62
distribution 62
types 143
Accounts Payable Menus 52
Accounts Receivable
Menus 92
Module 238, 240
Status 93
Adding a graphic, logo, or picture 327
Adding bands 309
Group bands 310
Summary bands 310
Title bands 310
Adding fields 314
additional 328
DBCalc field 316
DBText field 315
Label field 314
Line field 315
Shape field 315
Addresses
bill to 238
ship to 238
Agricultural employees 272
Aligning fields 329
Alignment test 291
check 83
Allowances 272, 273
Attachments 30
Audit trail 113
Auto distribute button 118
Auto-close report setup options 70, 123,
162, 196, 251, 254, 258, 280
Getting Started Guide
Backorder 250
Balance forward statements 100
Bands 309
Bids 209, 218
BikeWorks International 36
Bill to address 238
Billings 227
Budgeted Income Statement 159
Budgets, entering 144
C
Calculate Finance Charges 124
Calculation, payroll 286
Changing Dates 46
Charges 224
finance 100, 124–125
freight 242
miscellaneous 109, 241
Chart of Accounts 142
Check box 25
Check details 290
Check Register 82, 84, 290
Check Summary 291
Checks 81
per invoice 63
Color, reports 332
Complete button 226
Cost Variance Report 230
Credit cards 247
approval code 247
Credit limits 101
Credit memos 75–116
applying 113
distribution 115
printing 116
Credits 150
Custom Office 30
Custom Reports 302
Customers 95
category 250
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edit button 103
notes 128
selecting 236, 249
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Debits 150
Decimal places 215
Deductions 275–276
button 275
Delete button 29
Departments 271, 279, 287, 290
adding 140
Designer 305
Detail button 214
Detail Report 120
Direct deposit 276
Discounts 66, 101, 108, 119, 240
invoice 109
Display G/L Status 138
Display I/C Status 175
Display Job Cost Status 207
Display Order Entry Status 235
Display Payroll Status 266
Distribution button 115
Drill down button 31
Drop-down list 23
Dunning notes 100
E
Earned Income Credit 272
Earnings types 284
Edit 103
Editing fields 314
Employee Master List 278
Employees 276
adding 267–277
agricultural 272
filing status 272
hire date 269
review date 269
status 269, 279
totals 276
EOQ (Economic Order Quantity) 181
Getting Started Guide
Examining an Employee Master
List 278
Exiting Sage BusinessWorks 34, 49
Export filename 171
Extended prices 220
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F.O.B. 106, 238
Federal ID # 61
FICA
ag employees 272
exemption 272
FICA and FWT (941) Deposits 293–295
File export
outline 167
templates 130
File path 204
Filing status 272
Filter 333
Finance Charge Calculation Report 125
Finance charges 100, 124–125
Finishing touches 322
Fonts for reports 332
Format reports 332
Formatting fields 319
AutoSize and Justify 322
Change font type and size 319
Change other text formatting 319
DisplayFormat 322
Fractional
costs 215
prices 215
Freight charges 242
FUTA exemption 272
FWT exemption 272
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General Ledger 240
Menus 137
Graphic Palette
Change a color 327
Change shapes and lines 320
Change text color 320
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Gross Profit Report 256–258
Group ID 163
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Help 15, 29, 42–45, 53–54, 139, 208
History 60, 184
button 101
Hold
employee 269
payment 59
Hourly rate 284
How Do I 42–45
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In progress 222
Income Statement, Budgeted 159
included totals 160
Instant Correspondence 30
Inv/Stmt button 99
Inventory Control Menus 174
Invoices 64, 78, 103
manual selection 78
payment terms 106
posting 252
preferences 103
printing 110, 252
J
Job codes
consolidation 220
detail 213, 214–217
priority level 216
Job Cost
menus 206
status 207
Job List 218–221
external 218
internal 218
Jobs
completed 226
in progress 222
pricing method 211
Getting Started Guide
setting up 209
status 211, 222, 229
Journal entries
correcting 149
edit description 149
posting 151
recurring 149, 154, 157
reversing 149
standard 149
types 149
voiding 149
Journal Entry Batch Report 151, 153,
158
Journals
Cash Disbursements 149, 152
Cash Receipts 149
General 149
Purchases 149
Sales 149
Special 149
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Line items
button 107
purchase order 188
quote 239
type 239
Lists 278
Lookup
button 26
window 145
M
Mail merge 30
Maintain
account budgets 144
Chart of Accounts 142
customer notes 100, 128
customers 95
deductions 271
departments 140
employees 267
forms 304, 325
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invoice preferences 103
job codes 214
jobs 209, 222, 226, 229
parts 176–185
payment terms 99
purchase orders 186–190
quotes 236–243
recurring entries 154
Report Groups 163
sales accounts 99
sales orders 244–248
sales reps 99
sales taxes 100
ship to addresses 238
shipping instructions 238
standard items 101
standard rates 270
Managers 211
Manual Invoice Selection 78
Margins on reports 332
Memorize report settings 334
Menus
Accounts Payable 52
Accounts Receivable 92
General Ledger 137
Inventory Control 174
Job Cost 206
Order Entry 234
Payroll 265
Microsoft Word 30
Miscellaneous charges 109, 241
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Notepad 31, 277
Notes, adding to employee’s
records 277
O
OASDI
exemption 272
OK button 30
On the fly entry 95, 103
Online Help 15, 29, 42–45, 53–54, 139,
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Open Invoice Report 68
Order Entry
menus 234
status 235
Order Selection Report 250
Other pays 276
Overhead methods 213
P
P.O. name 59
Page orientation, reports 332
Parts
build 197
history 184
substitute 184
unbuild 197
Pay
period 270, 279, 287, 290
rates 270
type 270, 279, 287, 290
Pay info button 270
Paychecks, details 290
Payment
hold 59
terms 66, 238
Payment Selection Report 80
Payroll
Menus 265
Register 287
status 266
Performance 160
Phase status button 225
Phases 212
button 212
job code detail 214
overhead method 213
status 222
Post button 30
Post Receipts option 117
Post to Journals 148, 152, 157
Posting date 254
Pre-Billing Worksheet 227
Previewing reports 317
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Price, unit 239
Pricing
levels 101
methods 211
Print
checks 81
device 331
Payroll Checks 289–292
statements 126
Print and Post Invoices 252
Printer 331
Printing Quotes from Quotes option 242
Priority 216
Probability of sale 238
Product categories 181
Publish reports 334
Purchase Order Receipts 192–193
Q
Quotes
converting to sales orders 244–248
creating 236–243
printing 242
probability of sale 238
summary 241
R
Receipts 117
Recording a Customer Payment 117–
119
Rename button 29
Report setup window 159
Reporting period 257
Reports 120, 194–196, 218–221, 256–
258
copying 162
format 332
formats 257
parameters 333
Payroll Register 287
production of 331
publish 122
Report Groups 163
Getting Started Guide
Resizing
bands 311
fields 317
Resizing fields
Handle-drag method 317
Shift-arrow method 317
Retainage 212
Right mouse button 34
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Sales accounts 240
Sales orders
selecting for invoicing 249–251
summary 246
Sales tax 110, 242
Sample Company 36
Save button 29
Save current settings 334
Saving
modified form 329
reports 314
Scheduled days to pay 62
SDI exemptions 273
Select form button 305
Select Orders to Invoice 249–251
Selecting and moving fields 312
Individual fields 312
Multiple fields
lasso technique 312
Shift-click technique 313
Selection arrows 25
SETUP mode 266
Shifts 271, 284
Shipping instructions 238
Shortcut keys 32
Show button 24
Sick pay 273
accumulation 274
Special keys 32
Standard
items 101, 108
rates 270, 284
Statements
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balance forward 100
printing 126–129
Status 211
bid 209
General Ledger 138
in progress 222
Substitute parts 184
SUI exemptions 273
Summary button 109
Switching Companies 48
SWT exemptions 273
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Task codes 271, 284
Taxes
allowances 272, 273
filing status 272
SDI exemptions 273
SUI exemptions 273
SWT exemptions 273
withholding 272
Terms, payment 238
Text box 24
Time Card Entry 281
Transaction reference number 113
Transaction Registers, receipts 194–
196
Tutorials
Custom Form 325
Custom Report 306
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Undo button 29
Unit price 239
User Preferences, Setting 37–40
View reports 334
Viewing User Status 42
Void 149
Voiding journal entries 149
Voucher 149
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Windows Control Panel 110
Withholding 272
Word 30
Word processor 334
Workers’ compensation 271, 284
Write off 119
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Vacation
accumulation 273
button 273
pay 273
Variance 160
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