Enhancement Pack Help and User Guide
Table of Contents
2. Cash Book
4. Price Book
7. Sales Ledger
11. Enable Module
12. Release Notes
This Help and User Guide will take you through the features and settings for the Sicon Enhancement Pack Sage 200. It looks like any other Sage 200 module, making it easy to use for anyone already familiar with the Sage 200 environment.
What is the Sicon Enhancement Pack?
Sicon have produced a number of small utility products and enhancements for Sage 200 that we do not qualify as a full products. These integrate with the various standard Sage 200 modules and are included in our Enhancement Pack.
The module may be configured to enable/disable utilities (functions) as required using a series of tick-box selections on the Settings screen.
To view a brief description of each function included in this module, please select a Sage module from the menu to the left. Enhancements that integrate with several modules are listed in the Multi-Module Functions section.
1. Common Enhancements
This section includes enhancements that are common accross multiple Sage modules.
1.1. COM001: Sales/Purchase Order Processsing Trader and Stock Item Popup Notes
This function allows maintenance of customer, supplier and stock item specific notes, which will be displayed as a ‘pop-up’ message when the related trader or product is selected during sales order entry or amendment.
These notes are maintained on a new tab shown on the customer, supplier and stock item maintenance screens.
Notes may also be viewed on a new tab on the customer, sales and stock item enquiry screens.
When a customer or stock item is selected during sales order entry/amendment, any pop-up notes will be displayed as informational messages.
When a supplier is selected during purchase order entry/amendment any pop-up notes will be displayed as informational messages.
NB: popup notes fields are limited to a maximum of 4000 characters.
1.2. COM002: Memo Tabs for Sales/Purchase Orders, Returns and Quotations
This function allows memo notes to be maintained against individual sales or purchase orders/returns.
Memos can be entered via the order/return entry, amendment and enquiry screens.
Each memo note can be flagged with a selected Follow Up user and Date/Time.
It is not possible to add a memo to an order/return before it has been saved, should the user attempt this the following message will be shown:
Memo tab functions were added to enter, amend and view SOP quotation screens in v2011.0.19.
1.3. COM003: Multi-Company Transaction Search
This function is used to search for financial transactions across multiple Sage companies.
The ‘+/-’ boxes may be checked to search for both positive and negative matching net or gross values.
NB: it is not possible to ‘drill-down’ or display detailed transaction information from this screen.
Company Configuration: the Configuration button may be pressed to allow selection of which Sage companies should be searched. These company configuration selections are saved for use during further searches and are applicable to all users of the search function.
1.4. COM004: Currency Exchange Rates Applied to Orders and Returns
In this section we will cover Currency Exchange Rates applied to orders and returns.
When exchange rates are changed, this feature will automatically prompt the user to apply the new rates to all current (i.e. live, on-hold or disputed) sales and purchase orders/returns.
If the user clicks OK, exchange rates on all selected orders and returns will be updated with the newly entered rates. Following an update, a confirmation message will be displayed detailing the number of sales and purchase transactions updated for each currency.
If the user clicks Cancel no order or return exchange rates will be amended.
NB: Updating sales order exchange rates using this feature will not result in selling prices being re-calculated from the price book.
1.5. COM005: User Configured Product Groups
This function allows configuration of stock item product groups against each Sage user. Each user will then only have the ability to add stock items in the configured product groups when entering sales orders.
The Maintain User Product Groups screen (accessed from the Enhancement Pack, Common menu) is used to configure which product groups may be selected for each user.When this function/screen is first used, the system will automatically generate settings that allow all users access to all product groups.
Once these defaults settings have been created, user and product group setting may be amended as required.
If the Allow this user to select items from all product groups box is checked, the selected user will have the ability to select items from all existing product groups, along with any new products groups added in the future.
Specific items may be configured for the selected user using the Product Group drop-down list and Add button.
It is possible to remove product groups by right-clicking in the list and using the Delete option, which will appear in the pop-up menu.
Following configuration of user product groups, stock item filters will be applied when adding a new item to an order (or return).
In the event that a user has no product groups configured, the following message will be displayed.
NB: this function only restricts the stock items that a user can add to an order/return.When amending an existing order/return, the user will retain the ability to amend item/lines that relate to other product group.
1.6. COM006: Display URN on Purchase/Sales Invoice & Credit Entry
This function automatically displays a message confirming the transaction unique reference number (URN) when a purchase/sales ledger invoice or credit note is entered.
1.7. COM007: View Order Invoice Items
This function can be applied to both Purchase Ledger and Sales Ledger Transaction Enquiry screens and is used to view Invoice items for Sales or purchase orders.
View Invoice Items: when a row in the list which has a source of SOP/POP is selected, you can then open a view of all the invoice lines associated with that transaction.
In this view you can then drill down to the actual Sales/Purchase order it relates to by double clicking the row or clicking the View Order button.
1.8. COM008: Customer, Supplier, Nominal, Cash Book and Stock Item Entry Prompt
This feature activates a prompt that will appear in the following screens:-
- Sales Ledger / Enter New Account
- Purchase Ledger / Enter New Account
- Nominal Ledger / Enter New Account
- Cash Book / Enter New Bank Account
- Stock Control / Enter New Stock Item
The purpose of this prompt is to display existing values already in the system that match the new code that you’ve entered. This will assist users to avoid entering a duplicate code, or to see what the next available reference would be.
1.9. COM009: Add 2nd Reference to SOP/POP Orders
This feature enables you to add a 2nd reference field to the main order entry screen for sales orders and purchase orders. This field can be edited via either the New or Amend orders screen for both of these order types.
The Enhancement Pack settings screen enable you to specify which sparetext or analysis code field should store this information. Within the Settings screen, found within the main Enhancement Pack menu, there is a button labelled Options.
By editing this setting, you can enter either any of the AnalysisCode1-AnalysisCode20 fields, or alternatively use SpareText1-SpareText3. The same field selected will be used for both sales and purchase orders, so you need to ensure that you select a field that is currently not in use for either sales or purchase orders.
If you have not configured this setting correctly, then you will see the following message in the 2nd Reference field in sales and purchase orders:
1.10. COM010: Extended VAT Analysis On Invoices, Credits & Nominal Journals
For those users not using P/L Authorisation* or Sicon WAP*, at the point of saving an invoice or credit a box will pop up and allow users to enter the breakdown of vat against each nominal code.
* In a future version we plan to make a change to this feature so the vat analysis will be entered in the first screen , which will then allow users who are using p/l authorisation or Sicon WAP top use this feature. Users will then be able to view the additional information through the ledger screen enquiry against the relevant transaction.
This information is populated in Sicon table ‘Sicon Vat Analysis’ for reporting
The setting to switch on is in the Common tab:
For reference only screen shot below:
Extended VAT Analysis On Nominal Journals and Imported Nominal Journals
Nominal Journals & VAT Extended VAT Analysis – How this works
For Journal entries where you wish to record details to the ‘Sicon Vat Analysis’ table, (for custom reporting) when this feature is enabled users will see an additional column on the journal screen labelled ‘Extended Vat Analysis Grouping’
For reporting, users would want to know which vat line, goes with the relevant goods line, so there needs to be a grouping method, the way this is described as below:-
In our example we have added 6 lines in our journal , 3 P & L accounts for goods , and 3 lines of vat, which each are relevant to each of the 3 goods lines
You will see that we have used a number in each of the net goods line , and to group the individual vat line to the correct good lines enter the same number
NB: if your Journal contains no transactions that need to be written to the Sicon Vat Analysis’ table, then users should leave the column Extended Vat Analysis Grouping’ blank.
If you create your journals with tax, using the Import transactions with Tax menu option from within Sicon Enhancement pack then the template, effective release 17 has an additional column in headed ‘ Extended VAT Analysis Grouping)
As per the example template (provided within the import screen) users can see the grouping.
2. Cash Book
This section includes enhancements that are specific to the Sage Cash Book modules.
2.1. CB001: Book Reconciliation Second Reference Tool-Tips
NB: in Sage 200 v.2016, the 2nd reference is on the screen with its own column. Therefore, this feature is not required / valid for Sage 200 v.2016.
This function makes it possible to view the second reference entered on a cash book transaction whilst in the Bank Reconciliation screen.
When you are in the Bank Reconciliation screen, if you hover over the Reference field for a transaction, then the second reference appears.
3. Nominal Ledger
This section includes enhancements that are specific to the Sage Nominal Ledger module.
3.1. NL001: Show Nominal Ledger Transaction Enquiry View Source Button
This function adds a View Source button to the Nominal Ledger Transaction Enquiry screen.
This button can be clicked to display the source details of any Purchase or Sales transaction, which is linked to a customer or supplier account.
3.2. NL002: Additional Nominal Ledger Account Future and Amended Budgets
When this function is activated, two additional (monthly) budgets will be available for maintenance when entering or amending a nominal ledger account. These additional budgets are not used by the core Sage system, but may be maintained for reporting/informational purposes.
The function also includes routines to import budgets and update budgets at year-end.
This routine is used to import ‘next year’ (standard), ‘year 3’ and ‘amended’ budgets by nominal account from a .csv file in a specific format.
A sample of this .csv file format is included with the components of this module.
The additional budgets year end routine can be used (following standard Sage year-end processing) to:
- Copy all nominal account current budgets to amended budgets values.
- Copy ‘year 3’ budgets to ‘next year’ (standard) budget values.
NB: it is not possible to automatically reverse updates made by this year end routine.
3.3. NL003: Show Generate Reversal Journal Button on Detail Transaction Enquiry
When this function is activated a button is included on the Nominal Ledger Transaction Detail Enquiry screen, which allows a reversal journal to be automatically generated.
The reversal journal will post credit/debit values to all nominal accounts in the original journal to reverse the originally posted amounts.
The original journal date, narratives, etc. will be retained in the reversal journal, but the instrument/reference number will be suffixed with ‘R’ (provided it is less than 20 characters in length).
An informational message will be displayed to confirm the reversal journal unique reference number.
The function will not allow more than one reversal to be generated for any journal. If a user attempts to generate a reversal for a previously reversed journal an message will be displayed.
3.4. NL004: Nominal Journal Import with Tax (Import Menu)
This function allows import of Nominal Journals with associated tax items/codes.A new menu item named Nominal Journal Import With Tax can be found on the Sicon Enhancement Pack, Nominal Journal Sage menu.The user will be required to select an import .csv file that must have columns formatted in the following sequence:
- Journal Title
- Posting Date
- Nominal account code
- Nominal account cost centre code
- Nominal account department code
- Nominal narrative
- Tax type (i.e. INPUTGOODS, INPUTTAX, OUTPUTGOODS, OUTPUTTAX)
- Tax code (must exist in Sage)
- Debit amount
- Credit amount
- The import file total debit and credit values must balance
When the Validate button is pressed, all transactions will be validated to ensure that nominal accounts, tax codes, etc. exist in the Sage database. If any errors are found, these must be corrected in the import file and the process re-started.
Following successful import, an informational message will be displayed confirming the journal number.
The import .csv file will be renamed .bak to ensure that the file is not imported multiple times.
A sample/template .csv files is provided with the module installation components and the downloads area of this user guide.
3.5. NL005: Journal Entry 'Post' Button Control by User
This function may be used to control which users are authorized to post nominal ledger journals.When this function is enabled the journal entry ‘Post’ button will be disabled (removed) for all users.
Authorised user must be configured using the Sicon Enhancement Pack, Nominal Ledger, Journal Entry Post Button Control By User, User Settings menu option.
Posting of nominal journals may then be enabled for individual users by ticking the Allow post? box.
3.6. NL006: Forecast Budgets (Budget This Year)
Is a simple method, for reporting , whereby companies can enter forecast (s) of how you expect the budget to be (Manually being added against an account where annual budget exist) , or by importing.
Without this feature enable the screen for budgets are as below (Noting the screen shot below does have an extra column that sage does not have standard, that being cash budget which is showing because we have Sicon Cash flow enabled – please refer to the Sicon Cash Flow Manager Help and User Guide.
When the feature is enabled within Sicon Enhancement Pack settings, then an additional column is shown / available for data entry on the ‘Budget This Year’ tab.
As mentioned previously , there is no standard report within the module , but the data is stored in the table SiNLForecastBudget.
3.7. NL007: Nominal Reconcilliation
When this feature is enabled within Sicon Enhancement Pack features.
customers will be able to reconcile transactions within an nominal account (such as a control account), this is a useful feature for auditing purposes at such times as yearend .
Before you start using this feature consider the following.
If you are using this feature to match off debits and credits on an account (such as wages control) then on the nominal record the account will need to be flagged as such as shown below.
If the reconciliation is on an account where a user just wants to ‘recognise / acknowledge the transactions as being correct and posted to correct account (such as an P & L overhead account) then the reconciliation process does not need to balance, and therefore the relevant nominal account should not be flagged as ‘must balance’ (As below).
You can have a mixture of both, so some nominal ledger accounts can be flagged as ‘Must Balance’ and some others this box left un-ticked’.
New Reconciliation Process
Once you have flagged those accounts that must balance, then he process is carried out through accessing the ‘New Reconciliation menu option within the Nominal ledger section of the enhancement pack).
Select the Nominal Account you wish to reconcile.
Enter a reference (Text) – For example, users name or date.
If the account reconciliation must balance, until it does the reconcile button will be greyed out and it will note this under the account number.
The user then can then (if all transactions are to be reconciled) select all debits / all credits, and reconcile, or select individual transactions (as screen shot below).
In our example above we have simply selected a Debit and credit of the same amount and selected to Reconcile, after which the system confirms.
If the account reconciliation does not needs to balance, (you are just acknowledging the transaction on this account is correct for example) there will be no message to say it must balance and you can select a single transaction if desired, without having a balancing entry and you will see even before you select any transactions the Reconcile button is available to select.
Nominal Reconciliation Transaction Enquiry
Use this menu option if you wish to View a Nominal transactions on an account, and have the option to filter by :-
All Transactions or
Non – Reconciled transactions or
Important Note: When selecting a nominal account, Tab to pull up the account
If you choose to simply display / select ‘Reconciled items only’ the list will filter as example below and show the Reconciliation reference and the date.
Remove a Nominal Reconciliation Transaction
If you wish to ‘un-do’ a previous reconciled transaction, select ‘Remove Reconciliation’ from the Menu.
If you select an account that is flagged ‘Must Balance’ then during this ‘removal process’ you must remove both sides, and the removal must balance and you will be warned.
View Nominal Reconciliation
Use this option to View only previous reconciled transactions, you can select by nominal account and then either by ‘Date’ or ‘Urn’ , or simply by Nominal Account and it would show.
4. Price Book
This section includes enhancements that are specific to the Sage Price Book module.
4.1. PB001: Price Bands by Customer Delivery Address Location
This function allows customer delivery locations to be linked to different price bands or customer discount groups. When a sales order is entered, selling prices will be calculated using the price band (or discount group) associated with the sales order customer delivery address.
The function uses the following Sage sales order (header) ‘spare’ fields.
It should NOT be enabled where other/third-party bespoke functions may also be using these fields.
- SOPOrderReturn.SpareNumber1 Used to store the price band ID associated with this order/return.
- SOPOrderReturn.SpareNumber2 Used to store the discount group ID associated with this order/return.
Price band and/or customer discount groups must be setup for each customer delivery address.
Various pricing methods can be setup for each delivery address, although usually all customer delivery locations will be setup with the same pricing method selected. Using these options, it is possible to specify if selling prices are calculated using the selected price band or discount group for both stocked and miscellaneous stock items.
- Do not override prices for this customer delivery address
- Use price band for both stocked and miscellaneous items
- Use discount group for both stocked and miscellaneous items
- Use discount group for stock items, price band for miscellaneous items
When a sales order (or return) is entered or amended, the customer location override price band and discount group is shown below the delivery address details. These may be amended for the specific order if necessary however, changes made at this point will not affect the defaults selected for the customer delivery address.
If the delivery address Pricing method does not require the use of price band or discount group, these selections will not be available. As stock items are added, the system will automatically calculate unit selling prices based on the price band or discount group shown.
If a customer delivery address is manually entered (or amended), the system may not be able to link this to any delivery location associated with the customer. Should this occur, a warning message will be displayed as each stock item is entered or amended.
NB: Selling prices are calculated as each stock item is added to the order (or return). If the price band or discount group is changed after items have been added, selling prices will not re-calculated for these items. However, amending the quantity on any sales order/return line will result in the selling unit price being re-calculated for that item.
4.2. PB002: Update Prices and Discounts by Percentage
This function allows Price Band (selling) prices and discount prices to be updated by a percentage via two new screens, which are accessed from the Sicon Enhancement Pack, Price Book menu.
Update Prices By Percentage
Select a price band and (optionally) a product group to filter the list of stock item prices to be updated.
When the percentage increase is entered and the List Items button clicked, stock item current prices and new prices will be displayed in the list.
When the Update button is clicked, new prices will be applied to the price book.
If the List zero price items box is ticked, the list will include any stock items that currently have a zero price, however no price changes will be applied to these items.
Update Discounts By Percentage
This screen is used to update discount group prices by a selected percentage.
Discount group prices can be updated for a selected stock item or for all stock items in a selected product group.
A list of stock items, discount group names and current/new prices will be listed on-screen before increased prices are applied.
4.3. PB003: Multiple Price Bands per Customer Account
This function allows configuration of multiple selling price bands for each customer account.Customer related price bands may be maintained via the new Price Bands tab on the sales ledger customer account maintenance screens.The default customer price band cannot be de-selected.
When adding stock items to a sales order, the user may right-click on the unit price box to select the price band applicable to this item.
The unit price will be automatically calculated based on the stock item and selected price band.
If the price stored against an item does not match any of the prices currently configured for any price band, this will be indicated by the Manual selection in the pop-up selection menu.
Price bands may also be selected when amending an existing sales order item.
4.4. PB004: Maintain Customer Special Discounts
This function allows users to update customer stock item discounts via a single maintenance screen.
The maintenance screen is accessed via the Sicon Enhancement Pack, Price Book, menu.
The filter options at the top of the screen will determine the customer and stock item discounts maintained in the list/grid below.
The following entries can be amended for each customer and stock item listed:
- Quantity: This represents the quantity break that the discount is applied.
- Discount %: If the discount type is Percentage, this value will be used to represent the discount. NB: This will be applied to all rows that represent the same stock item discount break in the discount group.
- Discount Amount: If the discount type is Amount or Fixed Price then this value will be used to represent the discount. NB: This will be applied to all rows that represent the same stock item discount break in the discount group.
- Discount Type: Selected from the following (drop-down) options: Percentage, Amount or Fixed Price. NB: This will be applied to all rows for the represented stock item.
The Add button may be used to add special prices for selected stock items and customer discount groups.
The Remove button may be used to delete existing selected discount breaks.
A .csv (Microsoft Excel) spreadsheet detailing the listed customer/stock item discounts can be created by clicking the Export button.
The Import button can be used to update discount.
4.5. PB005: Price Book Import/Export
This module allows stock item selling prices to be export from the Sage Price Book to a .csv file and then re-imported following manual adjustment in Microsoft Excel or similar. Both import and export routines use the same file format.
Import (and Export) File Format
Price book import files must contain columns in the following sequence;
- Sage stock code
- Stock name/description (option, not used by the import process)
- Customer code or price band name (depending on which menu option is selected)
- Standard price
- Customer price
If the customer price varies from the standard price the price book ‘use standard’ flag will automatically be set ‘off’.
Example by customer code:
Example by price band name:
ACS/TOASTER,Toaster,Selling Band 2,215.50000,215.50002
ACS/TOASTER,Toaster,Selling Band 3,215.50000,215.50003
ACS/TOASTER,Toaster,Selling Band 4,260.00000,215.50004
Example for ‘standard’ price band name:
Sample/template .csv files are provided with the installation components of this module.
Import Prices by Customer (or Price Band)
- The Choose File button is used to prompt for selection of a import .csv file.
- When the Import Prices button is pressed details are imported from the chosen file to the item prices list below.
- The Check Codes button must be used to validate stock item, customer and price book codes.
- When codes have been successfully validated the Update Prices button may be pressed to update the Price Book.
The import process will not be allowed to progress if validation errors are found at any stage.
5. Purchase Ledger
This section includes enhancements that are specific to the Sage Purchase Ledger module.
5.1. PL001: Purchase Transaction Reference Duplicate Warning
When entering a purchase invoice or credit note, the system will automatically check to see if the transaction reference exists for the selected supplier. If a transaction with this reference exists, a warning message will be displayed as shown below.
(see Settings, Function Advanced Options)
When this function is activated, if the PLDuplicateCheckAllowBlankReference value on the options screen is set to No, an error message will be displayed if the reference field is left blank when entering a purchase invoice or credit note.
5.2. PL002: Purchase Invoice Authorisee (Initials) Drop-Down (see Options)
When entering a purchase invoice, the user may select the Authorisee Code of the person responsible for authorising the invoice. The selected authorisee code is automatically stored on the invoice in the Query Flag .
NB: the invoice cannot be processed through the Purchase Ledger module until this flag is removed via the standard Sage purchase ledger enquiry screen.
The list of user authorisee codes may be maintained via the Sicon Add-ons, Purchase Ledger, User Authorisee Code Maintenance menu option as shown below.
NB: authorisee codes must be no longer than one character in length.
5.3. PL003: Unauthorised Invoice Reversing Journal
This function generates a nominal ledger self-reversing journal for all postings related to ‘unauthorised’ purchase ledger invoices.
A journal reversal date and title must be entered.
5.4. PL004: Purchase Invoice/Credit Note Tax Inclusive Calculator
When entering a purchase invoice or credit note, this function adds a calculator icon next to the Goods Value field to calculate the VAT from a gross amount. If you click this calculator, then it will recalculate the Goods value and VAT value to split out the VAT amount.
5.5. PL005: Reprint Remittance Advice from Transaction Enquiry (see Options)
This function adds a Reprint Remittance button to the Purchase Ledger Transaction Enquiry screen.
When a ‘payment’ transaction is selected, the button may be used to reprint the related remittance document.
The setting/option PLRemittanceReportFileName can be amended if a customer specific version of the Remittance Advice Report is required. However, any customer specific report/layout must be based on the default/template report provided, as this function expects certain criteria to be enabled.
It is also possible to manually generate the reprint report from the Sicon Enhancement Pack, Purchase Ledger menu.
This menu/feature is linked to the default/template report provided as part of the standard package. If a customer specific report is created, a new feature/menu must be created to call the custom version.
5.6. PL006: Import Supplier Contact Details (Import Menu)
This function allows import of Purchase Ledger supplier account contact telephone numbers, email addresses, etc. It is accessed via the Sicon Enhancement Pack, Import menu.
If a contact already exists matching the first and last names, the contact’s details will be updated.
If no existing contact matches the first and last name a new contact will be added to the supplier.
The user will be required to select an import .csv file, which must have columns formatted in the following sequence:
- Supplier account reference (must already exist in Sage)
- Contact first name
- Contact last name
- Contact type (0 to 3 or 5, see below)
- Contact value (e.g. new phone number, e-mail address, etc.)
- Default flag/indicator (Y = Yes, N = No)
A sample import file can be found in the Downloads section of this user guide, named Import Supplier Contact Details [PL006].
- 0 = Telephone number
- 1 = Fax number
- 2 = E-mail address
- 3 = Website address
- 5 = Mobile number
Telephone and Fax Numbers
Where numbers include country or area codes these should be split using space or ‘-’ characters.
- Telephone number 01-2345-678900 would be stored against the contact as;
- Country code 01, Area code 2345, Subscriber/phone number 678900
- Telephone/fax number 01234 567890 would be stored against the contact as;
- Area code 01234, Subscriber/phone number 567890
If this column value is set to Y this contact will be set as the account Default.
It is not possible to simply deselect an existing default contact by setting the value in this column to N as Sage requires a default contact to be set at all times. The only way to deselect an existing default contact is to include a new/existing contact in the import file, and select by setting the column value to Y.
5.7. PL007 - Display Analysis codes on Invoices & Credits entry screens
This is a feature for reporting purposes only, whereby customers or BP’s could create custom Sage 200 report designer reports reporting using the Sicon Table SiPLTransactionDetail, and the fields AnalysisCode1 to AnalysisCode10
Step one would be to, from within the enhancement pack menu, the purchase ledger sub menu, create the required analysis codes (as standard sage functionality)
In our example we created a ‘drop-down list’ and created selections of either Overhead Bill or Utility Bill:
Other options, are :- Free text ; a numeric value ; a date field or a tick on / off field.
Once analysis codes are created as above when adding an invoice and/or credit note an extra analysis code button appears at the bottom of the screen:
Users can then select or enter as required, the use of this feature is not mandatory, so users will need to know this feature has been enabled and it needs to be used.
In our example screen shot below it is configured as a drop down selection.
When the transaction is saved the details within these fields are recorded within the Sicon Table SiPLTransactionDetail, and the fields InvoiceDateFrom InvoiceDateTo.
Reminder that this is a feature for reporting purposes only, whereby customers or BP’s could create custom Sage 200 report designer reports.
5.8. PL008 – Invoice to and From Dates
On Purchase Invoice and Credit Note Entry Screens.
This is a feature for reporting purposes only, whereby customers or BP’s could create custom Sage 200 report designer reports reporting using the Sicon Table SiPLTransactionDetail, and the fields InvoiceDateFrom InvoiceDateTo
Customers would then look to use such a custom report to report the period of services for example that an invoice covers.
An example would be electricity or phone bill comes in, which is for the Qtr 01/08/2017 to 30/11/2017, and a company wishes to report on this, for invoices added.
Step 1 would be to enable this feature on the purchase ledger tab within enhancement pack settings.
Thereafter when adding invoices and/or credits two additional date fields are visible (Non mandatory).
When the transaction is saved the details within these fields are recorded within the Sicon Table SiPLTransactionDetail, and the fields InvoiceDateFrom InvoiceDateTo.
Reminder that this is a feature for reporting purposes only, whereby customers or BP’s could create custom Sage 200 report designer reports reporting using.
6. Purchase Order Processing
This section includes enhancements that are specific to the Sage Purchase Order Processing (POP) module.
6.1. POP001: Allow Purchase Order Delivery Address Amendment
When entering or amending a purchase order (or return), this function allows the delivery address to be manually amended.
The … button can be used to select the address of any warehouse address, customer account address or sales order/return delivery address. NB: Selection of customer and sales order/return is only available in v2011.0.9 and later.This screen allows selection of the current address stored against any of these items. The purchase delivery address will not be automatically updated if the selected warehouse, customer or sales order/return address is later amended.
If a By default supply to location is selected, the delivery address will automatically be set to the selected location address.If an existing delivery address has been selected/entered the user will be prompted to confirm if the delivery address should be updated.
6.2. POP002: Purchase Order Stock Items Filter by Supplier
When adding a new line to a purchase order, only stock items associated with the selected supplier (on the stock item maintenance ‘suppliers’ tab) will be available for selection in the drop down list.
If a purchase order is entered for a supplier with no stock items configured, an informational message will be shown and all stock items will be available for selection.
6.3. POP003: Allow Multiple Supplier Addresses for Purchase Order
When entering or amending a purchase order, the supplier address can be selected from a list of supplier addresses with the facility to add/edit addresses as required.
When the ‘Change’ button is clicked the supplier delivery address/maintenance screen is displayed.
The user may Add or Edit addresses as required.It is not possible to Delete addresses that are referenced by existing purchase orders.
NB: For reporting purposes, supplier addresses are stored in the SiSupplierAddress and SiPOPSupplerAddress database tables.
6.4. POP004: Accrual Posting with Detailed Order/Return Narratives
When generating POP accruals, this function posts individual nominal journal transactions for each purchase order/return line, which include the POP document number, supplier code and line description.A tick box is included on the Purchase Order and Return Accruals screen, which when checked disables entry of narratives, instead posting with narratives related to each purchase order/return line.
As a default, each narrative will be generated in the following format:
- Document No (space) Supplier Code (space) POP Line Description (truncated as required).
- The maximum allowable length of the nominal transaction narrative is 30 characters, therefore the POP line description will be truncated in most circumstances.[/checklist]
It is possible to configure the format of accrual narratives using the configuration option named POPAccrualPostingWithDetailedNarrativeFormat.
When configuring this option the following ‘mask strings’ should be used:
- dddddddddd is used to define the position and length of the document number in the narrative.
- ssssss is used to define the position and length of the supplier code in the narrative.
- nnnnnnnnnnnnnn is used to define the position and length of the line description in the narrative.
Using a mask string that contains less characters than the expected data field will result in truncation. Document number will be truncated from the left, supplier code and narrative will be truncated from the right.
For example, entering a six character mask string for the document number (i.e. ‘dddddd’) will result in a narrative for purchase order number ’0000012345′ including the document number ’012345′.
Spaces and other characters may be used between each mask strings if required.
Use of the characters ‘d’, ‘s’ and ‘n’ between mask strings may result in unpredictable results.
6.5. POP005: Show Purchase Order Line Stock Item History Button
This feature adds a new button within a purchase order line that shows the purchase order history of that item from the same supplier.
When clicking the Item Order History, you will be presented with the following screen that lists previous purchase orders for the same item from the same supplier.
You can use the View Order button to open the View Purchase Order screen for the selected order.
6.6. POP006: Maintain Purchase Order Line Dates on Single Screen
This feature adds an additional button to the purchase order entry/amendment screens, which can be used to maintain requested delivery dates associated with all of the order lines on single screen.
Any order lines which have been fully received will not be shown on this screen as the requested date cannot be changed once receipt is confirmed. This is a standard restriction of Sage 200.
6.7. POP007: Copy Purchase Order to a Purchase Return
This function can be used to automatically generate a purchase return based on the details of a selected purchase order. You can search for the relevant purchase order using the selection criteria fields at the top of the window, and then use the Create Purchase Return button at the bottom to create a return based on the order highlighted.
Sage users/roles must be authorised to use this feature via the Sicon Add-ons, Purchase Order Processing features group shown within Sage System Administrator. User menus may be edited using standard Sage functionality to move this item if required.
NB: This function is not linked to the Sicon Job Costing module, therefore job numbers will not be replicated between purchase orders and returns.
6.8. POP008: Supplier Price Lists with Quantity Breaks
This function allows supplier buying prices to be setup against each stock item based on multiple quantity breaks.Buying prices may be imported or maintained via the Sicon Add-ons, Purchase Order Processing, Maintain Supplier Price Lists With Quantity Breaks menu option. This feature must be enabled for each user/role via Sage System Administrator. User menus may be edited using standard Sage functionality to move this item if required.
The search options at the top of the screen may be used to filter items by selected supplier or stock item. Once a supplier or stock item is selected, all items with existing buying prices set will be displayed in the list below.
The Add and Edit buttons may be used to enter buying prices for new supplier/stock item combinations or amend buying prices for existing items (see Maintenance below).
The Delete button may be used to remove all buying prices for the selected supplier and stock item.
The upper Export button may be used to generate a .csv file of existing supplier/stock item buying prices currently stored against the items shown in the list.
The lower Export button may be used to generate a .csv file of all supplier/stock item buying prices currency stored in the Sage system.
The Import button may be used to import buying prices from a .csv file. The import file must be formatted with columns in the same sequence as that generated by the export functions (see Import below).
The Clear button may be used to reset supplier and stock item selections. The list will also be cleared.
Add/Edit Buying Prices
When the Add or Edit buttons are used the buying price maintenance screen is displayed.
Buying prices may be entered or amended against each of the units of measure setup for the selected stock item. Individual buying prices may be removed using the Delete button. The Save button must be pressed to store the new values.
Import Buying Prices
When importing buying prices the user will be prompted to select an import (.csv) file before a screen is shown displaying the import file details along with any errors.
If errors are found, the import file should be corrected before being re-selected for import.
The Force import ignoring all records with errors box may be used should you wish to only import valid items. However, this option should be used with caution.
If no errors are found the Import button may be used to complete the import process.
Any existing buying prices for the same supplier, stock item and quantity will be automatically changed during the import. Supplier buying quantities, which are not included in the import file will be retained For example; Item ABC currently have four quantity breaks defined:
- Quantity of 5+ = £10.00 each
- Quantity of 10+ = £9.00 each
- Quantity of 20+ = £8.00 each
If an import file is processed that contains new prices for 5+ (£10.50) and 15+ (£8.50), this will result in the following buying prices being stored:
- Quantity of 5+ = £10.50 each
- Quantity of 10+ = £9.00 each
- Quantity of 15+ = £8.50 each
- Quantity of 20+ = £8.00 each
In this case of the 10+ and/or 20+ quantity breaks are no longer required these should be manually removed.
Stock Item Supplier Maintenance
It is also possible to access supplier buying prices directly from the standard Stock Item, Supplier maintenance screen using the button highlighted below:
Purchase Order Entry/Amendment
When adding/amending a stock item on a purchase order, the system will automatically calculate the order price based on the buying price setup for the supplier and stock item combination.
If no supplier buying price is set for the purchase order line quantity, the module will apply any supplier List Price or Last Buying Price based on the Price Source selected on the standard stock item supplier maintenance screen.
If the purchase order supplier is not setup against the stock item, the system will set the price to the stock item Average Buying Price.
6.9. POP009: Show Quantities as Default in Maintenance/Enquiry
When the following screens are first opened, the Show quantities option will be selected as a default.
- Enter New Order
- Amend Order
- View Purchase Order
6.10. POP010: Maintain Additional Promised Date on POP Order Lines
This feature adds a Promised Date to each Purchase Order line. The new promised date value is held in the SpareDate1 field in the POPOrderReturnLine table, so can easily be utilised in reports and layouts as needed.
6.11. POP011: Default POP Goods Received Bins by Priority
Where you have multiple bins available against a stock item and you are using the POP Confirm Goods Received screen to receive those items, ordinarily Sage will offer you the oldest bin first. With this feature enabled, the Confirm Goods Received screen will instead offer you the bin with the lowest priority number.
The priority number is set on the bin on the Locations tab of the stock item.
The lowest priority bin then becomes the default in the Confirm Goods Received screen.
6.12. POP012: Maintain Purchase Order Header Spare Date 1
When enabled, this feature adds an additional date field to the purchase order header. This date can then be added to reports, as well as being visible in the Amend Order and View Order screens.
This field can be renamed via the Options button in the Settings screen from the Enhancement Pack menu. Edit the value of the option with the description of ‘POPMaintainHeaderSpareDate1FieldLabel’.
Dates entered into this date field are stored in the SpareDate1 field in the POPOrderReturn table.
6.13. POP013: Set Purchase Order Line Dates Based on Header
This feature will display a prompt to update the Delivery Date Requested on purchase order lines when the same field is updated on the purchase order header. If you click Yes, then the header Delivery Requested date will be copied into the same field on each line, overwriting any existing dates.
7. Sales Ledger
This section includes enhancements that are specific to the Sage Sales Ledger module.
7.1. SL001: Maintain Customer Spare Text 1 Field (see Options)
This function allows maintenance of an additional field on the sales ledger customer account entry and maintenance screens.
The spare text field can be up-to 100 characters in length, although field/screen size may not show the entire value for longer entries.
(see Settings, Function Advanced Options)
The field name/label can be amended by changing the SLCustomerSpareText1Label value on the options screen, which is accessible from the main settings screen.
It is also possible to configure this enhancement to maintain the spare number 1 field by changing the SLCustomerSpareNumberMaintained value to Yes.
The SLCustomerSpareNumberFormat option can be adjusted to set the number of decimal places initially shown (e.g. ‘0’, ‘0.00’, ‘0.00000’, etc.)
NB: it is not possible to include both spare text 1 and spare number 1 fields for maintenance using this function.
7.2. SL002: Write Off Small Amounts Select All Button
This function adds a Select All button to the sales ledger Write Off Customer Small Amounts screen.
7.3. SL003: Hold Sales Orders when Customer Account is Put on Hold
This function allows the user to hold all outstanding sales orders when a customer account is placed ‘on-hold’. When the customer account is released, the user may un-hold the related sales orders.
A confirmation message will be displayed before sales orders are held or released.
If no sales orders are affected by the account status change the confirmation message will not be shown.
7.4. SL004: Direct Debit Integration
Sicon Direct Debit Integration Help and User Guide
7.5. SL006: Customer Budgets
This feature adds a customer budgets tab to the Sales Ledger customer account.
Within this tab (accessible via Enter New Account or Amend Account Details in the Sales Ledger), it is possible to enter customer budgets by accounting period for the current and next year.
It’s possible to record a separate budget and target figure for each accounting period, and then the system will record actual sales in the final column (Invoices – Credit Notes).
There are also columns labelled Duration and Duration Start that can be used to record any situations where you have renewing contracts that you need to take into account when reviewing their budgets. The Duration field can hold a decimal value, while the duration start gives you a date field.
These values are stored in a new table called ‘SiconCustomerBudget’, which is available in report designer and can be joined to the SLCustomerAccount table using the SLCustomerAccountID field.
7.6. SL007: Sales Ledger Receipt Payment Method Selection
Content is being added soon.
7.7. SL008: Import Customer Analysis Code Values
Content is being added soon.
7.8. SL009: Import Customer Memos
Content is being added soon.
8. Sales Order Processing
This section includes enhancements that are specific to the Sage Sales Order Processing (SOP) module.
Content is being added soon.
8.2. SOP002: Display Customer Memos on Sales Order Entry/Amendment
8.3. SOP003: Maintain Sales Order Line Dates on a Single Screen
This enhancement adds an additional button to the sales order entry/amendment screens, which can be used to maintain all dates associated with order lines on a single screen.
- Any order lines which have a ‘despatched’ or ‘invoiced’ quantity will not be shown on this screen as the requested/promised dates cannot be changed delivery being confirmed. This is a restriction of the standard Sage system.
- Enhancement Pack v2010.0.26 and later also allows changes to order line quantities using this screen.
8.4. SOP004: Show Sales Order Line Stock Item History Button
When this function is active a new Item Order History… button is displayed on the sales order entry, amendment and enquiry screens.When the button is clicked a screen is displayed, which shows all previous sales orders for the selected customer and stock item.
8.5. SOP005: Copy a Sales Order to a Sales Return
8.6. SOP006: Show Item Description on Despatch List
8.7. SOP007: Hold Sales Orders which Include Zero Value Lines
When enabled, this function will check if a sales order includes any standard stock item or free text lines with a zero price.If zero price lines exist, a warning message will be displayed to confirm that the order will be automatically placed ‘on-hold’. The user may accept this or return to the order to amend the zero priced order line(s).
NB: the warning message will not be displayed if the status of the order is already set to ‘on-hold’.
8.8. SOP008: View Customer Account Enquiry from Order Entry/Amend (see Options)
8.9. SOP009: Customisable Sales Order Status (see Options)
When this function is active an new customisable order status drop-down selection will be added to the sales order entry and amendment screens.
NB: this function does not utilise standard Sage analysis code drop-down values.
Configuring/Maintaining Drop-Down Selections
This list of drop-down selections are maintained using the module Sicon Enhancement Pack, Sales Order Processing, Customisable Order Status menu option.
It is also possible to set the numeric sort sequence of the drop-down entries in the list.
The order status with the lowest sort sequence will be set as the default when entering a new order.
If status selection is optional, a ‘blank’ default order status can be added with a sort sequence of zero.
SOP Analysis Code Configuration
The selected status will automatically be stored in the sales order analysis code in a configuration option named SOPCustomStatusAnalysisCodeIndex (see the Sicon Enhancement Pack, Settings ‘Options…’ button screen).
This option must be set to a value of between 1 and 20 to indicate the analysis code to be used.
It is essential that the selected analysis code is configured in Sage Accounting System Manager, Settings, Maintain Analysis Codes screen with the Enter Free Text check-box ticked.
Sage desktop lists and workspaces can then be amended using standard Sage functions to include the configured analysis code.
8.10. SOP010: Enable Proforma Only Customer Accounts
8.11. SOP011: Print Sales Order Acknowledgements from View Order Screen
8.12. SOP012: Select Sales Return Reason for Credit
This function includes a drop-down Reason for credit selection when entering or amending a sales return.Warning – Use of Sage Sales Return Record ‘Spare’ Fields.
This function uses the following Sage sales return‘spare’ fields to store customer stock codes and descriptions. This module should NOT be installed until checks have been made to ensure that these ‘spare’ fields are not used by other/third-party bespoke functions.
SpareText1 is used to store the reason for credit text.
It is not possible to leave the Reason for credit selection ‘blank’ (i.e. it is a mandatory field) therefore it may be necessary to include an ‘unknown’ selection/option when setting up reason descriptions.For reporting purposes reason text is stored in the SpareText1 field of the SOPOrderReturn record.Return reasons are maintained via the module Sales Order Processing, Maintain Reason For Credit menu option.
8.13. SOP013: Allow Customer Depot Addresses for Sales Orders and Quotes
This feature is different to the sop delivery address function, that being:
- SOP delivery addresses have the function to add sub locations, Depot function does not
- Depot Function appears on a tab on the sales order, so is easily visible
- We do have an import for within our enhancement pack feature, (SOP20) an import for SOP delivery addresses
- There is no link between the 2
Content is being added soon.
8.15. SOP015: Override SOP Order Line Nominal Code Using Warehouse
When a stock item is added to a sales order, the selected nominal account code will be defaulted based on the stock item nominal account and selected warehouse cost centre / department.
8.16. SOP016: Generate Associated Purchase Orders from Sales Order
When a new sales order is saved the user is prompted to create associated purchase order(s).
The purchase order generation process allows selection of the purchase order Delivery Address based on the sales order or warehouse address.Purchase orders are created based on the preferred supplier of each stock item.
Sales order to purchase order Analysis Codes can be translated using Enhancement Pack Option GeneratePOPFromSOPAnalysisTranslate1 (see the ‘Settings’, ‘Options’ maintenance screen).
Generated purchase order document numbers will be written to ‘analysis code 10′ of the sales order (provided this analysis code is configured/enabled).
With the exception of analysis codes 1, 3 and 10 all other analysis codes are copied from the sales order to associated purchase order(s).
The originating sales order SOPOrderReturnID is written to each POPOrderReturn, SpareNumber1 field.
If the Enhancement Pack option ‘BackToBackAutomaticAllocationEnabled’ (shown below) is set to ‘Yes’; items received (via the POP Confirm Goods Received screen) will automatically be allocated to associated sales orders and despatch confirmed.
Sicon’s Generate PO from SO, uses the same method as the Sage 200 ‘From Supplier direct to Customer’ that being the warehouse used for back to back processing is a hidden warehouse (This follows sages back to back processing).
When the goods are booked in on the purchase order, they will not show up in any of the stock modules warehouse’.
Care therefore needs to be taken, if the ‘ auto allocation is set to ‘Yes’ and the Sage 200 system settings are that a sales order is automatically put on hold , if the customer s/l account is on hold , because when booking the goods in within POP, the stock could disappear into the hidden warehouse , and not be allocated to the sales order, (as with Sage 200 back to back process, the only way thereafter to adjust the stock out of the hidden warehouse is using SQL).
When purchase order goods are received a screen will be displayed confirming allocations.
If the Sicon Job Costing module is installed sales/purchase order linked jobs will also be replicated.
NB: unlike other back-to-back order processes, this function will not automatically apply sales order changes to associated purchase orders. For example, if sales order quantities or dates are amended related purchase order details should, if required, be manually amended. Sales and purchase orders can also be manually deleted without any automated process affecting associated transactions. As such, some level of manual control is required.
8.17. SOP017: Customer Stock History Enquiry
A new enquiry screen is available which displays Sales Order information for all stock items ordered by a selected customer between selected dates.
Items in the upper grid may be clicked to show individual order details in the lower list.
8.18. SOP018: Special Prices by Date Range
Sales order selling prices may be configured for selected stock items and date ranges.
Customers may then be linked to these date-specific selling prices for:
- A specific customer
- A range of customers (i.e. from/to customer account reference/code)
- Customer accounts with a specific analysis code (e.g. customer in a specific ‘sales area’).
It is also possible to import stock item, price and date range details from a .csv file.
Content coming soon.
8.20. SOP020: Import SOP Customer Delivery Addresses
This function may be used to import SOP customer delivery addresses from a .csv file in the format described below.Import files must have columns formatted in the following sequence:
- Sage sales ledger customer account reference/code – COMPULSORY
- Delivery address description – COMPULSORY
- Postal name
- Delivery address line 1
- Delivery address line2
- Delivery address line3
- Delivery address line4
- Post code
- Contact name
- Contact telephone number
- Contact fax number
- Contact e-mail address
- Tax number
- Set as the default delivery addrss (1 = yes, = no) – COMPULSORY
A sample/template .csv file is provided with the module installation components and is also available from the Downloads menu below.
To use this function select the Enhancement Pack, Imports, Import SOP Customer Delivery Addresses menu item.
When prompted locate and select the import .csv file, then click the Open button. The import file will be validated to ensure it contains the correct number of columns.
If the Update existing delivery addresses box is ticked, existing delivery addresses that match the import file customer and delivery address description will be updated. If this box is not ticked, a warning message will be shown if existing delivery addresses already exist within the system.
Click the Import button to create new delivery addresses; a message will be displayed confirming the number of address that have been imported.
8.21. SOP021: Despatch Confirmation Configurable Additional Fields
This feature enables you to configure three fields that will then appear on the Confirm Goods Despatched screen in Sales Order Processing. These fields can be configured as either text or numerical fields.
The fields are configured in the Options button, at the bottom of the Enhancement Pack settings screen where you enable the functions.
You can use the Edit button to change the values on any of the three SOPDespatchSpareField entries. The Value is made up of the field label, followed by a colon, and then the type of field (Text or Number).
These three fields are then displayed on the SOP Confirm Goods Despatched screen where they can be edited for each despatch.
For reporting purposes, these values are stored in a table called SiSOPDespatchReceipt which is available in Sage report designer via the standard data model. This can be joined to the SOPDespatchReceipt table using SOPDespatchReceiptID. The fields used in the table will be either Text1, Text2 and Text3 or Number1, Number2 and Number3 depending upon whether the fields are configured to hold text or numbers.
i.e. if you use the first two fields for text, and the third as a number, then the fields to use in any report would be Text1, Text2 and Number3.
8.22. SOP022: Whole Order Shipping
This feature will block the user from dispatching if all lines on an order have not been fully allocated.
One this feature is enabled users can on each sales ledger account enable for chosen account as per screen shot below.
8.23. SOP023: Maintain Sales Order Header Spare Date 1
This feature enables you to configure an additional date field to appear on a Sales Order header in Sales Order Processing.
This field is configured in the Options button, at the bottom of the Enhancement Pack settings screen where you enable the functions.
The option to edit is called SOPMaintainHeaderSpareDate1FieldLabel.
Changing the Value here will rename the date when it appears on the screen.
The date entered here is stored in the SpareDate1 field in the SOPOrderReturn table.
8.24. SOP024: Maintain Sales Order Line Spare Date 1
Content being added soon.
8.25. SOP025: Set Sales Order Line Dates Based on Header
This feature will display a prompt to update the Requested Date or Promised Date on sales order lines when the same field is updated on the sales order header. If you click Yes, then the header Delivery Requested date will be copied into the same field on each line, overwriting any existing dates.
8.26. SOP026: Suppress Discount Percentage on Customer Prices
This feature enables you to put controls in place as to when a customer discount percentage should be applied.
If when entering an item on a sales order, the item selling price does not match the selling price on the standard price band, then no further discount will be applied to that selling price.
Eg. A customer account has been specified as having a 10% line discount in the Sales Ledger. The customer is also on a different price band from the standard price band. An order is then entered for two different stock codes for this customer: one of the stock codes has a non-standard selling price on the customer’s price band. For the item that does match the standard price band price the customer’s 10% line discount will be applied, but in the case of the item with the non-standard selling price then this feature would block the 10% line discount.
8.27. SOP027: Post Selected Invoices and Credit Notes
This feature enables a new screen within the Enhancement Pack menu that gives you different options for posting SOP invoices and credit notes. This new screen has the benefit of showing you what is going to be posted, before it happens.
This new screen can be found within the Sales Order Processing sub menu of the Sicon Enhancement Pack menu group.
Using the filters in this screen, you can filter the unposted invoices and credit notes by type, using the invoice/credit date in a date range or for a single customer, selectable in the drop down. You can use the Clear button to reset the filters, and the Refresh button will update the displayed list of documents if you have changed any of the filters.
You use the checkboxes to the left of the document numbers to confirm which documents you would like to post, before confirming with the Post button in the bottom left hand corner.
New Function post release 17
Post is the original function and is retained, except you can now edit the customer order number per line in-situ (it asks confirmation and reverts if you say no):
The Reprint tab allows you to do the same thing except for orders already posted, meaning you can re-print invoices with a revised order number
8.28. SOP028: Credit Limit Warning on Despatch
This feature will issue a warning screen when saving a confirm goods despatch if a customer on a despatch line is over their credit limit. You can choose to continue or stop the save. Only one warning will be issued per customer for each save.
8.29. SOP029: Save, Allocate and Despatch from Sales Order Screen
This feature adds a button the the SOP Enter New Order screen, which chains together the Saving of the Sales order with stock allocation and finally bringing the user to the standard Sage 200 despatch screen for final confirmation or adjustment.
If automatic printing of SOP Acknowledgements and Picking Lists are enabled in sage, these reports will also be generated as part of the process.
* All Sales Order lines will be fully allocated if stock is available.
* If negative stock is enabled for the Stock Item Group, then then the line will be fully allocated even if stock is not available.
* If there is no sufficient stock to fully allocate a line, then the line will not be allocated and a warning message will be displayed.
This section includes enhancements that are specific to the Sage Stock module.
9.1. STK001: Stock Item Maintenance Enable Country of Origin
This function allows the stock item Country of Origin to be maintained despite the Sage system not being set with a base currency of ‘Euros’.
9.2. STK002: Stock Item Customer Codes
This function allows maintenance of additional customer specific codes and descriptions against stock items.Warning – Use of Sage Sales Order/Return Line Record ‘Spare’ FieldsThis function uses the following Sage sales line ‘spare’ fields to store customer stock codes and descriptions. This module should NOT be installed until checks have been made to ensure that these ‘spare’ fields are not used by other/third-party bespoke functions.
SpareText1 is used to store the stock item customer code
SpareText2 is used to store the stock item customer description (see configuration option below)
SpareNumber1 is used to store the customer stock code record ID
Customer codes and descriptions are also shown on the View Stock Item Details (enquiry) screen.
Customer code details are stored in a bespoke database table named SiStockItemCustomerCode.
The customer code and customer description entries can be up-to 256 characters in length.
Sales Order Processing
When adding a new item to a sales order a button is available to allow selection by customer codes.
For reporting purposes, when a sales order is entered/amended, stock item related customer code and description will be automatically written to the SpareText1 and SpareText2 fields on the standard Sage database table SOPOrderReturnLine.
If a customer code or description is longer than 100 characters, it will be truncated when stored at this point.
This value is stored at the point of the sales order being saved, therefore subsequent changes to customer stock item codes/descriptions will not be applied to this sales order unless the order is edited/re-saved.
The customer code unique record ID (SiStockItemCustomerCodeID) will be stored in the sales order line SpareNumber1 field. This may be used in reports to link to current customer code data should the truncation or code/description update restrictions above cause an issue.
Configuration Option ‘SOPCustomerCodesDontUpdateSpareText2′
This configuration option was added to suppress the stock item customer description being written to the SpareText2 field on the sales order/return line record. This may be useful if the SpareText2 field is used for other reasons. To suppress this field being written/updated, set the option to Yes.
Import Customer Stock Codes
The Sicon Enhancement Pack, Stock, Import Customer Stock Codes can be used to import both customer codes and description from a .csv file in a specified format; i.e. Sage customer code, Sage stock item code, customer stock code, customer stock description.
A sample import file can be found in the Downloads section of this user guide, named Customer Stock Item Codes [STK002].
You will initially be prompted to select the import .csv file and all import file records will be validated with any invalid Sage customer or stock codes shown on-screen as errors.
If errors have been found the Show errors only tick-box is useful in filtering the list to display only invalid records.
The import will add any new customer stock codes and update customer codes for any customer and stock item combinations which already have a code setup.
9.3. STK003: Stocktake Extended to Use .csv Files
NB: it is not possible to use this function with traceable batch/serial controlled stock items.
NB 2: this feature currently takes into consideration any stock Min. Max limits set against stock records and will not import any over / under’s ( We are looking to allow Act Qty to be higher or lower than Min. Max in a release due late 2016)
Part 1 – Stocktake Generation
Before using the extended stocktake function, a new standard stocktake should be created using the Sage Stock Control, Adjustments, Manage Stocktake screen.
Click the New List… button to create a new stocktake list, on the following screen select a warehouse and then click Display. Choose the items to be included in the stock take using the on screen functions/buttons.
The new stocktake must be printed using either the Print List button on the Manage Stocktake screen or the Save & Print… button on the Create New Stocktake List screen.
Once generated and printed, please go to the Enhancement Pack module, sub menu Stock Control. The new stocktake will appear when the Load Stocktakes button is clicked on the Enhancement Pack Extended Stocktake screen.
Select the required stocktake from the list of warehouses and then click the ‘Export’ button to write the details to a .csv file (which will be editable using Microsoft Excel).
If the stocktake has not been printed the message ‘No items have been selected for the stock take, ensure that sheets have been printed’ will be displayed.
Following the export the resulting .csv file may be edited (using Microsoft Excel or similar) to stock item update ‘Actual Quantities’ in stock.
NB: It is essential that only the Actual Quantity column values are updated and columns or rows are not added, removed or re-sequenced. Any such amendments could result in the failure of the import process.
Part 2 – Stocktake Import
Once all actual stock levels have been updated on the .csv file, these values may be imported back into Sage.
Select the Stock update method (see below) and then click the Select button on the Stocktake screen Import tab, then select the updated stocktake file using the file/open screen. The screen list will import all stocktake records from the selected file.
Click the Validate button. The system will check that all stock items and warehouse locations still exist in the Sage database. Once validated, text may be entered in the Narrative: field. This text will be stored against all stock movements associated with the stock take.
When the Import button is clicked, stock movements will be automatically posted to the Sage stock system to adjust stock levels based on recorded and actual stock quantities.
All stock adjustments will be shown on the standard View Stock Item History (enquiry) screen.
Stock Update Methods
Option 1: Based on stock take recorded quantity (default)
When using this method stock levels will be updated based on the actual stock level on the import file and the stock level at the time that the stocktake was recorded. For example:
Stocktake recorded quantity = 12
Actual quantity counted/entered = 8
Current stock level = 11
Result = The stock level will be reduced by four items (i.e. 12 8)
Option 2: Based on current stock quantity
Stock levels will be updated based on the actual stock level on the import file and the current stock level at the time of import. For example:
Stocktake recorded quantity = 12
Actual quantity counted/entered = 8
Current stock level = 11[/checklist]
Result = The stock level will be reduced by three items (i.e. 11 8)
9.4. STK004: Stock Location Wizard
This function may be used to add warehouse and bin locations for multiple stock items. It is also possible to remove unused bin locations using the wizard or add multiple bin locations for all stock items in one process.Select the Enhancement Pack Stock, Stock Location Wizard menu item to start the function. The initial screen is used to specify if warehouse or bin locations should be maintained.
When adding warehouses it is possible to set default reorder and stock levels based on those selected against an existing warehouse.
When adding bin locations a default allocation priority can be set.
It is not possible to remove bin locations which have associated stock movements or levels.
Bin locations may be maintained for a single warehouse if required (available in v2011.0.14 and later)
Filter Affected Stock Items Using Import File
It is possible to filter the stock items that should have the selected warehouse/bin location added (or removed) using a .csv file.
The import file must have a single column which contains a list of valid stock items to be maintained. All stock item codes will be validated against the Sage database before the filter is applied.
Add Multiple Bin Locations To All Stock Items
(see below for description of this option)
Click the Next button to display a list of stock items that will have the selected warehouse or bin location added (or removed).
At this point it is possible to selected/deselect the stock items, which will have the warehouse or bin location added.
The Include stock items flagged as ‘inactive’ box may be ticked if locations should be added (or removed) for inactive stock items. This tick box is not available when stock items have been filtered using a .csv file (as described above).
When the Confirm button is clicked, locations will be added to the checked/ticked stock items and a confirmation message displayed.
Add Multiple Bin Locations To All Stock Items
This option should be used to add several bin locations for all Sage stock items.
It is not possible to apply a stock item filter (.csv) when using this option. However, manual selection/de-selection of stock items may still be made using tick-boxes.
A screen will be displayed allowing entry of multiple bin names or an import of bin names from a.csv file (single column, no header record). A sample of this .csv file format is included with the components of this module.
9.5. STK005: Import Stock Item Supplier Buying Prices
This feature enables an import routine that allows you to import Stock Item Supplier information from a csv file. It is possible to use this routine to import new records, and to update existing ones. There is a sample csv file provided with the installation folder for the enhancement pack.
The required columns in the import file are:
- Stock code
- Supplier Account number
- Buying Price
- Supplier Part code
- Lead Time
- Lead Time Units (Days/Weeks/Months/Years)
- Usual Supplier Order Quantity
- Minimum Supplier Order Quantity
- Pricing Source ( 0 = Last Buying Price, 1 = List Price)
The menu option to perform the import can be found in the Stock Control folder within the Sicon Enhancement Pack menu group. When opening the screen, use the Select File button to open a new window where you can browse to your csv file. Once this has been selected, the screen will refresh to the following:
If you leave the ‘Set preferred supplier by price’ ticked, then when you import the file, any records where there is more than one supplier against that stock item will be updated so that the supplier with the cheapest buying price will then become the preferred supplier. If any errors are reported, then you can filter just onto these using the Show errors only checkbox in the bottom left hand corner.The option in the bottom right hand corner allows you to select either ‘Last Buying Price’ or ‘List Price’ as a default for the rows where this has not been populated in the csv file.
Once you have resolved any reported issues, click the Import button in the bottom left hand corner to import the file.
9.6. STK006: Stock Item Update from .csv
2. Unless you wish to ‘validate only’ un-tick this check-box (see notes below).
3. Click the <Update> button to run the update routine.
Import File Format / First Row Column Headings
The first row of the update .csv file must contain column headings in a format recognised by the application.
Dependant on the details to be updated the column headings must be one of those shown below:
- STOCKITEMCODE,SEARCHCATEGORYNAME, SEARCHCATEGORYVALUE
- STOCKITEMCODE,SPARETEXTx (where x is 1, 2 or 3)
- STOCKITEMCODE,SPARENUMBERx (where x is 1, 2 or 3)
- STOCKITEMCODE,STOCKITEMSTATUS (using values 1 for ‘Active’ or 0 for ‘Inactive’, standard Sage status change rules will apply)
Sample/template .csv files are provided with the module installation components.
Updating Stock Item Nominal Accounts
When updating stock item nominal accounts it is possible to set a nominal account to ‘nothing’ by specifying a nominal account number of ‘*’ (asterisk).
Nominal cost centre and department fields must still be included on the import file. However, these values will be ignored.
9.7. STK007: Stock Item Maintain Spare Text 1 Field (see Options and Maintain Item T)
This feature enables you to add an extra field into the Amend Stock item screen that can have a drop down list maintained for it. This field is stored in the SpareText1 field in the StockItem table.
From within the Enhancement Pack Settings screen, click the Options button.
The setting to rename the field label is called StockItemSpareLabel1
By editing the text in the value box, you can change the label that appears on the Amend Stock Item screen.
A drop-down list of values can also be stored to be selected against this field.
These are maintained via the menu option in the Enhancement Pack menu group, within the Stock Control folder in a screen called ‘Maintain Stock Types’.
9.8. STK008: Record Previous Year Sales Quantities Utility
This routine reads stock transaction history for each stock item, accumulates total sales order (and return) quantity and then writes these quantities to StockItem.SpareNumber1, thereafter which can be added to reports or included within custom workspaces and thereafter send to excel.
Once enabled, this feature is accessed via the enhancement Pack menu, Stock Control, record Previous Years Sales Utility.
When Selected the screen will pre populate with the companies previous year’s start and end date; If this routine has previously been run , it will display in the ‘This routine was last run’ field.
Select Run, whilst preparing progress bar will display.
Once complete the system will confirm how many Stock records have been updated.
9.9. STK009: Retrospective Stock Valuation by Single Warehouse
Use this feature to display, drill down on a stock valuation report for a past date and by a single warehouse
This feature was withdrawn from the module in previous versions when Sage themselves introduced a ‘Retro Stock Valuation’ but Sage’s version does not have the feature to run by single warehouse so it has been re-introduced back into Sicon’s Enhancement Pack for this reason
Select the retrospective stock valuation screen from within the Sicon Enhancement Pack Menu.
Select the previous period end that you wish to display, and the given warehouse and select ‘Display’.
If balances have remain unchanged from current stock Qty and you do not wish to display them select ‘Hide unchanged’.
Other features within this module include:
Double click on a stock code line to bring up stock transactions.
Highlight a stock code, and select View transactions to ‘View Transactions of selected stock code.
Highlight a stock code, and select Stock Item Details to bring up the Stock Record for the selected item.
9.10. STK010: New Stock Item Warehouse/Location Assignment Prompt
When a new stock item is entered, the user will be prompted to automatically assign this item to existing warehouse locations.
If selected the user is given the option to select which warehouse locations should be assigned.
9.11. STK011: Rapid Stock Level Maintenance
9.12. STK012: Hide Bins with No Stock (On View Stock Item Balances Screen)
9.13. STK013: Generate Report Following Stock Transfer (see Options)
This function automatically generates a Stock Transfer Report document following entry of one or more Transfer Stock transactions.When the stock transfer screen is closed, this report will automatically be displayed on-screen.
(see Settings, Options)
Before using this function, it is essential that a report file is set on the Sicon Enhancement Pack, Settings, Options screen.
A sample report file, STK013_StockTransferReport (Sample).report, is included as part of the downloadable package components.
This report file may be amended as required and manually copied to the preferred report file location within the Sage\Reports folder. Once the file is in place, the setting below should be amended to reflect the file location and name.
If no report file is set, a message will be displayed when the stock transfer screen is first displayed.
9.14. STK014: Maintain Stock Item Barcode
This new functionality allows users to enter a barcode against each Sage stock item.
9.15. STK015: Stock Item Analysis Codes
Using this feature, you can assign up to 150 Analysis Codes to Stock items. These codes can be defined as being of the following types:
- Drop-Down List
- Numeric Value
- Tick Box
Each code can be marked as being mandatory when a stock code is created or amended.
The values on the stock codes are then stored in a custom table in the database called SiconStockItemAnalysis, while the field labels are stored in SiconStockItemAnalysisSetup. The stock item values are available in the data model, so can be added to reports using the Sage report designer.
The analysis codes are set up via a menu option in the Enhancement Pack menu group, in the Stock Control folder, called Stock Item Analysis Setup.
Put a tick in the first column for the fields that you want to use, then enter a label against them. The second tick box is to tag the fields that are mandatory, and the next field is a drop down where you can choose from the available data types. If you have selected a Drop-Down list, then click on the small box containing the three dots to open a new screen where you can edit the values for the list.
The fields that you have configured are then available on a new tab in the Create/Amend Stock Item screen called ‘Analysis Codes’.
Any field that has been marked as being mandatory will have an asterisk next to the field label. If you attempt to save the stock item without populating this field, then a warning message will be displayed and it will need amending before the stock item can be saved.
Once configured, the population of analysis codes can be imported.
Before the import can commence, within the Enhancement Pack settings on the Stock Tab, the feature ‘Stock Item Analysis Codes’ needs to be ticked
Then within the Enhancement Pack, Stock Control , ‘Stock Item Analysis Setup’ set up the Analysis Codes required, (up to 150) and specify the Label , whether they are one of the following:
- Drop-Down List (if this option applies create the list)
- ‘Numeric Value
- ‘Tick Box’
Once created the Import template can be populated
NO headers required for this import, headers can’t be set on the import as default as Sicon would not know how you have configured the ‘Stock Analysis Setup’ and therefore cannot provide an example.
First Column will always be the Stock code.
The following columns ( up to 150 off) will be the data you wish to populate the analysis code fields with making sure that for each one it matches the type selected.
- Text – Text
- Date – Column should be formatted to a date format xx/xx/xxxx
- Drop Down List – should be one of those listed within the configured drop down list (and spelt the same otherwise import will fail)
- Numeric – UP to 20
Tick Box Enter True in Column if you want a Tick or False if no Tick
9.16. STK016: Advanced Stock Item Traceable Attributes
This feature provides the facility to import attribute values against traceable items in stock. These attributes can be added to existing traceable items already in stock, or to update them if the information in the import file is more current. The import file must have columns formatted in the following sequence:
- AttributeTitle3 etc
The menu option to run the Import can be found in the Imports folder in the Enhancement Pack menu group. When you select the csv file to import, the file is checked and then any errors are displayed. For example, the attributes must exist on the relevant product groups, and the specified batch/serial numbers must already be in stock.
You can force the import through regardless of the errors using the tick box in the bottom right hand corner of this screen, although the rows with an error will then be ignored.
9.17. STK017: Import Stock Item Traceable Opening Balances
This feature enables you to import batch/serial numbered items into your stock control. Unlike the standard Sage Import Batch/Serial No Opening Balances routine, you can use this routine to import additional quantities of a stock item that has had previous quantities imported.
The menu option for the import screen can be found within the Imports folder in the Sicon Enhancement Pack menu. An example csv file is provided within the Enhancement Pack installation folder.
Any lines that have generated validation errors will be displayed in red. You can use the ‘Show errors only’ checkbox in the bottom left hand corner to only display the red lines if there are lots reported.
Any errors will prevent the Import button in the bottom left hand corner from being available, unless you check the ‘Force import ignoring all records with errors’ box.
As these are expected to be opening balances, there will be no nominal postings generated by this import unless you also check the ‘Update Nominal Ledger’ checkbox in the top left hand corner.
9.18. STK018: View Stocktakes By Stock Item
NB: this feature requires STK019 to be enabled.
This feature enables you to view the current stocktake situation for a particular code across all of the warehouses defined on that stock item.
The screen is accessed via the Stock Control folder in the Enhancement Pack menu group.
9.19. STK019: Stocktake Item History
When standard Sage 200 stock take function is used (StockControl->Adjustments->Manage Stocktake), with this feature enabled once you complete a stocktake the details will be stored within two tables, which can be used for reporting. These tables are as follows:
9.20. STK020: Import/Export Re-Order & Minimum Stock Levels
This enables an import routine that will update the re-order and minimum stock levels figures for existing stock code and warehouse combinations. You can also use this routine to export the same information into an Excel file.
The screen can be found in the Import/Export folder, within the Stock Levels folder in the Enhancement Pack menu group.
You can filter the codes displayed using the Stock Item, Product Group or Warehouse filters at the top of the screen and then clicking the Filter button. The Clear Filters button then reverts you back to the complete list.
To export, select the relevant stock items using the check boxes on the left, or use the Select All or Select None buttons to update these boxes in bulk. Then click the Export button to send the selected items to an Excel spreadsheet. This file can then be easily updated in Excel, saved as a regular Excel file (csv format not required), and then reimported.
To import, click the import button and then browse to the file. A confirmation message will be displayed that the import is complete, and then the values visible in the Stock Levels screen will update to reflect these new values (which have now been applied to those stock items and warehouses).
10. Enhancement Pack Settings
In the current version of Enhancement Pack, the modules settings are collectively for all Sage 200 companies , so beware that if you change a setting within one company, it will apply to all installed Sage 200 Companies.
Sicon Enhancement pack settings are stored in an XML file , and this file (stored in C:\Sage\Logon\Sicon.Sage200.Addons.xml – C if sage was on C: Change C:\ to whichever drive or share the sage folder is) will need to be copied over from the current LIVE sage server to the test server , in order for the EP features and settings to be the same.
To Enable / disable the features detailed in full in sections 1 – 9.20 above , simply tick the relevant feature you wish to enable in each area.
Against each feature, detailed within the help and user guide you will see a feature number such as COM001 – Which enables the Sales/Purchase Order Processing Trader and Stock Item Pop Up Notes , currently on the Settings page as shown above it does not list the feature code.
If however you double click in the ‘Enabled Functions Box’ highlighted above where in screen shot it shows 41 it details functions enabled and the feature code which is handy when you are logging a support call to your Business Partner.
11. Enable Module
Following installation the enhancement will automatically be activated with a single function for a 30-day trial period.
If additional functions are required or this period expires will be necessary to fully activate the module using an enable string provided by the Sicon Customer Services team.
Summary of Sicon Enhancement Pack Enable Module
- Start the Sage 200 application and log-in with a user whose role has access to this feature.
- Open the Settings screen from the Sicon Enhancement Pack menu.
- Click the Change button, which is displayed to the right of the enable string field.
- Enter (or paste) the module enable string provided by Sicon, then click OK.
- Click the Apply button to save and activate the enable string, the expiry date and number of licenses functions should be displayed.
Enable String Expiry Warning Messages
When the module enable string is close to expiry, a warning message will be displayed each time a function is used. These warning messages may be suppressed by adjusting the ModuleEnableStringWarningDays setting in the ..\Logon\ Sicon.Sage200.Addons.xml file.
12. Release Notes
The Release Notes document below shows which release of the Enhancement Pack includes which new features and for which version of Sage these will work.
The version number indicated in the Enhancement Pack Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software. Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list. If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 184.108.40.206.
It is unlikely that these features will be documented in this help and user guide until the end of the development phase.Enhancement Pack Release Notes
13. DownloadsSicon Ltd. Additions Software Licence Agreement