WAP Help and User Guide – Add-On for Sage 200


Table of Contents

Product overview

Help and User Guide maintained for WAP Add-on version v201x.200.0.2 and upwards


Product overview

The WAP Add-on Help and User Guide will take you through the features and settings for this module.  The WAP Add-on provides an additional set of features for Sage 200 to provide some additional analysis and processing functionality for invoices and month end routines in Sage 200, when used in conjunction Sicon WAP.


1. Overview

The WAP Add-on allows for extra functionality when processing invoices; for example, to add additional notes or select a specific approver or to specify that some nominal codes do not require approval.  A self-reversing journal and additional reports can also be found within this module.

The WAP Add-on must be installed if a site is to be using WAP.


1.1. Sage Admin Features

The WAP Add-on is installed via Sage 200 System Administration.  Once installed, features will need to be added to the User Roles in order for these to be visible in the Sage 200 menus.

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Reports – POP Order Return Accrual (by Order):  this will allow access to this report.

Reports – POP Order Return Accrual (by Nominal):  this will allow access to this report.

Reports – POP Order Return Accrual – Disputes (by Order):  this will allow access to this report.

Reports – POP Order Return Accrual – Disputes (by Nominal):  this will allow access to this report.

Authorised Nominal Accounts:  this permission will allow users to set which nominal codes do not require authorisation in WAP.

POP Staged Nominal Accrual Settings:  this permission will allow users to access the nominal accrual settings.

Self-Reversing Journals:  this permission will allow users to access the self-reversing journal.  Usually this would be only allocated to Finance users.

Settings:  this will allow access to the main WAP Add-on settings.


1.2. WAP Add-On Functionality

Once the WAP Add-On has been installed, it will be mandatory when recording a purchase invoice against a PO to enter a reference number and a goods value.  If an invoice is entered without either of these the user will see a warning preventing them from proceeding.

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1.3. WAP Add-On Functionality - Invoice Variance Checks

If using WAP for checking PO invoice variance; i.e. if an invoice is entered against a PO, it will only require approval in WAP if the invoice values do not match the purchase order values or the invoiced quantities do not match the goods received quantities, the WAP Add-on will show additional popup windows explaining the variance and will require an explanation.

Purchase Order Invoice approval settings in WAP –

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Example 1 (Invoice entered that matches PO and GRN)

If an invoice for £250 is entered against a PO for 1 x £250 where one has been goods received, the user will see the below variance checking message.

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As the invoice matches the PO, no comments are required although they can be added before this popup is saved.

The WAP Add-on can be configured so if the invoice variance matches, this message box does not show POP Invoice Variance Form when there is no variance.

Example 2 (Invoice entered that does not match PO value).

If an invoice is entered for £300 against a PO for 1 x £250 where one has been goods received, the user will see the below variance checking message.

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It is mandatory for comments to be entered as the invoice value does not match the PO value; these comments will then show in WAP to the invoice approver both on the yellow post-it note and the Notes tab.

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Example 3 (Invoice entered that does not match GRN)

If an invoice with a quantity of 2 is entered against a PO of 2 x £75 where no items have been goods received, the user will see the below variance checking message.

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It is mandatory for comments to be entered as the invoiced quantity does not match the amount goods received; these comments will then show in WAP to the invoice approver both on the yellow post-it note and the Notes tab.

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Example 4 (Goods received after requested delivery date)

If an order has been goods received later than the requested delivery date, a warning will show when the invoice is recorded to flag this.  No additional approval would be required due to this, it is simply highlighting this to the user entering the invoice.

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1.4. WAP Add-On Functionality - Valid Nominal Code Check

The WAP Add-on will check the nominal accounts selected on invoice entry are valid nominal codes; the invoice cannot be saved if lines contain an invalid nominal code.

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1.5. WAP Add-On Functionality - Pending WAP Invoices Tab

If using WAP with a site that has no Sage Commercials so invoices are entered directly into WAP, these can show in Sage under this tab.

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2. Settings

There are a number of configuration options within the main WAP Add-on Settings.  These settings are unique per Sage Company so make sure configuration is copied across applicable companies.

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2.1. Connection String

The connection string should be entered automatically which will then enable the WAP Add-on features such as recording notes on an invoice and the ability to see pending invoices on a Purchase Ledger Supplier enquiry.  The Test button can be used to ensure the string is in the correct format for WAP to connect to.  If a connection string has not been entered, users may see a warning banner appear in Sage advising certain functionality may not be possible until this string has been entered.

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The ability to see pending invoices is only available if invoices are input into WAP rather than Sage (i.e. if Sage Commercials has not been installed):

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2.2. Allow Requires Authorisation check box to be overridden

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This setting refers to the Purchase Ledger setting ‘Use Authorisation’ which will in turn enable a ‘Requires Authorisation’ box on invoice entry within Sage.  By standard, it is advised to set the value as below.  This setting will be off by default; once switched on, any invoices entered with a value greater than the amount entered here will have the require authorisation box ticked and it cannot be unticked.

However, the WAP Add-on setting may be configured to allow for Purchase Ledger clerks to determine which invoices should be entered into WAP for approval.  It may be that a company is rolling out invoice approval per department so all invoices should not be ticked as requiring authorisation.  Once the company is fully live, the WAP Add-on setting should be switched off so all invoices are set to require authorisation and get pulled through to WAP for approval correctly.

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If the value is set to a higher amount, the user will be able to untick the invoice to require authorisation so long as the amount of the invoice does not exceed the amount in the settings – if higher, the box is ticked and cannot be unticked.

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If the setting is on in the Add-on to allow the ‘Requires Authorisation’ box to be overridden, when entering an invoice, the box will not be ticked but can be ticked.

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2.3. Invoices imported using the standard Sage transaction import do not require authorisation

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If importing invoices into Sage using the Standard Sage supplier transaction import, determine whether these invoices should require approval in WAP.  Some companies will approve these invoices outside of WAP or Sage before importing and therefore should not require authorisation again.  However other sites will require imported invoices to be authorised in WAP.

Invoices imported through other methods outside of the standard Sage supplier transaction import will not be affected by this setting and therefore will require authorisation in WAP.

Ticking this setting will mean that any invoices imported using the standard Sage supplier transaction import will not be marked as Unauthorised and therefore will not be pulled through to WAP for approval.

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The invoice will be visible in WAP (it will be Completed) and it will show as being approved in Sage.

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If the setting is not ticked, invoices imported will be marked as Unauthorised and then be pulled into WAP for approval.

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2.4. Select WAP approver and record additional notes after invoice/credit note entry

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This setting will be on by default and when an invoice is saved (either a PL or POP invoice), a pop-up will appear showing the below extra options (additional explanations provided further down) –

  • Invoice Approver
  • Business Unit
  • Urgent
  • Notes

If none of these options will be relevant, this setting can be switched off.

Please note, this is not compatible with the Rapid or Batched Transactions invoice entry screens in Sage and only apply to individual invoices and credit notes.

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Invoice Approver

If a different invoice approver is selected from the list, the pre-configured approval route will not be used and the invoice will only be sent to the one user from the selected drop down list.  Please ensure the user selected has appropriate invoice approval value to approve the invoice.  Any users marked as mandatory in the standard approval route will not have visibility of this invoice to approve.  Only users who have permission to approve invoices will be able to be selected from the drop-down list.

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Business Unit

If a Business Unit is selected the invoice will then be able to be viewed in WAP by all users in that business unit, rather than just the approver or users with permission to view all invoices.  Appropriate User Type permissions must be configured in WAP to allow for users to view business unit invoices.

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Urgent

If the user inputting the invoice marks this as urgent, it will be pulled through to WAP with the urgent flag and will send an email to approvers immediately informing there is an invoice awaiting their approval.

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Notes

Any notes added when inputting the invoice will show through to the approver in WAP.

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2.5. Check the Authorised Nominal Accounts on Invoice/Credit note entry (if not its only checked by WAP)

This setting will work in conjunction with the ‘Authorised Nominal Accounts’

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When ticked, if an invoice is entered for a nominal code on the list, the invoice will not be flagged as unauthorised and will not appear in WAP for approval.  In the example below, the nominal code 89200-ADM-ADM does not require authorisation.

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When the invoice is saved, it will automatically be marked as authorised without going through WAP or showing in the Unauthorised Nominal account.  The invoice cannot then be viewed in WAP in the Completed tab.

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If the setting is not ticked, the invoice will still be authorised automatically but by WAP; this means the invoice will temporarily sit in the Unauthorised Nominal account until WAP has fully processed the invoice.

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Within WAP, the approval history of the invoice will show that it has been approved due to the nominal account not requiring authorisation.

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2.6. Use Extended POP Invoice Narrative (Adds Nominal Analysis Items and Narrative from POP Order Lines)

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This setting will be on by default so when recording an invoice against a PO, the text from the POP line will be added to the invoice narrative.  Changes can still be made to the narrative if required.  If Job Costing is installed this setting will be greyed out as Job Costing will automatically add the PO line information to the narrative.

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2.7. Show POP Invoice Variance Form when there is no variance (to confirm variance checks performed)

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If this setting is on, the message popup will show if an invoice is put on which fully matches the PO value and quantity goods received.  The popup can be saved without entering any comments.  If the users do not want to see a message that the invoice matches, they only require a warning if there is a variance, ensure this setting is switched off.

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2.8. Stop Supplier Transactions being approved when not approved in WAP

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This setting will be on by default and will prevent invoices being authorised directly in Sage if the invoice is awaiting approval in WAP.

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If invoices should be able to be authorised directly in Sage even if the invoice is awaiting approval in WAP, switch this setting off.

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If an invoice is then authorised in Sage, it will move to Completed in WAP and the approval history will show it has been approved in Sage.

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2.9. Reset Warnings

This will re-enable any warning notifications users have dismissed.

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3. Authorised Nominal Accounts

If invoices entered against certain nominal codes do not require approval in WAP, these nominal codes can be added under Authorised Nominal Accounts.

This menu item works in conjunction with the WAP Add-on setting ‘Check the authorised nominal account on invoice/credit note entry’.

Add in any nominal codes that do not require authorisation and then process invoices as standard in Sage.  Depending on the setting configuration, invoices will either post straight to the nominal or be flagged as Unauthorised and then automatically approved in WAP.

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If an invoice is input with multiple lines and some of the nominal codes are marked as Authorised, all lines will be pulled into WAP and will require approval.

If Authorised Nominal Accounts are to be configured, all users inputting invoices onto Sage will need the WAP Add-on – Authorised Nominal Accounts feature enabled on their Sage role.


4. Self-Reversing Journal - for Unauthorised Invoices

When using Sicon WAP for invoice approval, the Purchase Ledger setting for invoices to require approval will have been switched on and these invoices will be posted to the Unauthorised Nominal account until fully approved, regardless of the nominal coding entered.

This is done so that amendments to the nominal codes, or additional nominal code splitting can be carried out during the invoice approval process.  At month end this can leave a significant value on the balance sheet that typically needs to be moved to the profit and loss or balance sheet accounts that the invoice was originally coded to.

The self-reversing journal routine picks up all unauthorised invoices up to a specified date and allows them to be posted to the nominal code they were originally coded to.  A self-reversing journal is automatically created for the following period to enable the authorisation process to clear the invoices automatically.

The self-reversing journal created is put on hold by default so that it can be amended by the Finance team before posting to the nominal ledger.

Our expectation is that the self-reversing journal is run only once a month as the last thing that is done before the month is closed; it can be back dated (e.g. journal date would be 31/07/2020 and reversal date as 01/08/2020 but the journal would be processed on 16/07/2020).

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5. POP Staged Nominal Accrual Settings

This functionality will automatically generate nominal journal accruals for outstanding purchase orders.

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The staged accrual process is enabled or disabled as required and an outstanding purchase accrual nominal account selected.  Nominal accrual journals will be written to this account to the value of the purchase orders which have not yet been invoiced (or even goods received, if configured as such).

It is possible to enable postings to a separate accrual nominal account for GRNI (goods received, not invoiced) purchase order values.  When this is enabled, the system will generate nominal accrual journals between the outstanding purchases accrual account and the GRNI accrual account when goods are received.

If Job Costing is installed, nominal accruals and reversals will be linked to jobs selected for each purchase order line.  The Job Costing Enquiry screen will show all accrued purchase order values as ‘actual’ – not ‘committed’.

When an order has been created in WAP, the journal is created.  If the order is subsequently cancelled, the journal will be reversed.

Generate Missing Accruals:  this can be run when you first install to update any existing orders to make sure accrual journals have posted.

Generate Missing Nominal/Job Links:  this can be run similar as above, if Job Costing has been installed.

Example 1 (without a separate GRNI accrual account configured)

Following purchase order entry, ‘stock’ (e.g. 13103-ADM-ADM) is debited and the configured ‘outstanding’ purchases accrual account (99910) is credited.

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Once the invoice has been recorded against the PO, ‘stock’ is credited and the configured ‘outstanding’ purchases accrual account is debited.

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Example 2 (with a separate GRNI accrual account configured)

As per example 1 above, following purchase order entry, ‘stock’ (e.g. 13103-BIR-ADM) is debited and the configured ‘outstanding’ purchases accrual account (99910) is credited.

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Once goods have been received, the ‘outstanding’ purchases accrual account is debited and the configured ‘GRNI’ accrual account (99920) is credited.  Stock account postings are shown for information only.

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Once the invoice has been recorded against the PO and the GRN, the ‘stock’ is credited and the configured ‘GRNI’ accrual account is debited.

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When the process is complete, zero balances will exist on all configured accrual nominal accounts.


6. Reports

There are four additional reports to allow the accruals to be analysed and grouped by Nominal Code or Purchases Order.  Two reports cover disputed invoices and two cover standard purchase order accruals.

  • POP Order Return Accrual – Disputes (by Order)
  • POP Order Return Accrual – Disputes (by Nominal)
  • POP Order Return Accrual (by Nominal)
  • POP Order Return Accrual (by Order)

An example of the Purchase Order Accrual by Nominal is shown below.

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7. WAP Invoice Module - Approving Suggested Payments

If using WAP Invoice approval, once the WAP Add-on has been installed configure which payment groups will require authorisation in WAP – if using WAP to approve suggested payments.  Within Purchase Ledger – Utilities – Ledger Set Up – Ledger Settings – Payment Groups, tick the groups that require approval.  Some companies will not require direct debit payments to need authorisation in WAP.

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10. New Features & Important Information