DIFFERENCE BETWEEN BALANCE VALUE ON AP-AR MAINTENANCE GRID AND BALANCE ON AP-AR ENQUIRIES or REMITTANCE ADVICE-STATEMENT

DIFFERENCE BETWEEN BALANCE VALUE ON AP-AR MAINTENANCE GRID AND BALANCE ON AP-AR ENQUIRIES or REMITTANCE ADVICE-STATEMENT

Article credit: Sage 

Article Outline Difference between balance value on AP – AR Maintenance grid and balance on AP – AR Enquiries or Remittance Advice-statement
Article Date Article Date 2017/06/08
Knowledge Type Solving an unknown issue
Knowledge Activity Reporting/Printing
Application Version V7.20.4.000
Application Edition Evolution Standard / Sage 100 Evolution
Evolution Premium / Sage 200 Evolution
Primary Module Accounts Receivable
Secondary Module Accounts Payable
Incident Reference Number n/a
Knowledge Source Incoming Customer Query

Description of the Issue:
This article explains how to resolve differences found between the AP/AR Maintenance grid | Balance column,

and the Balance value on the AP/AR Enquiries screen (and AP Remittance Advice/AR Statement report) as can be seen below:

Diagnosing the Issue
The issue has been diagnosed to occur continuously\\intermittently\\once off and can be replicated in the following scenarios;

  • occurs on all users/workstations/branches on a company database
  • occurs on the same company database in a different environment

Solution / Details
Firstly notice the following about the above discussed differences:

  1. This may simply be due to rounding issues that become especially apparent when allocating the AR/AP account’s debits and credits (e.g. invoices and payments) that then get displayed on the AP/AR Enquiries screen as the Balance value.
  2. Also note the same Balance amount on the AR/AP Enquiries screen should also be similar with the Amount Due value on the Customer Statement/Remittance Advice.

ALSO NOTE THE FOLLOWING:
  • On the cAllocs field on the POSTAP and POSTAR tables, the full value (including a number of decimal values) is stored for most debit and credit amounts. In the front end of Evolution you obviously notice the 2 decimal values.
  • So why does Evolution cater for a number of decimal values on the cAllocs field?This is to cater for more correct VAT/TAX inclusive values when tax is calculated (in addition to point 3 below). For example: 14.2357 X 14 % VAT = 16.228698
  • Note that Evolution allows users to setup up their own number of decimal values on Selling and Cost prices on the Inventory Defaults screen. The more decimals used here, the more important the need becomes to store the decimal values in the cAllocs field.
  • When allocations are performed the cAllocs column is populated. The final AP (AR) Enquiry balance that gets finally calculated and displayed on the Enquiries screen, is subject to the full effect of summing all debit/credit values as stored in the cAllocs column.

To explain further we’ll be specifically referring to Accounts Payable (with the same logic also applicable to Accounts Receivable differences).

  • The AP Enquires screen displays the debit and credit values as per point 3 and 4 above, but finally rounded to 2 decimals. But the AP Maintenance grid Balance value displays the total of all debits less all credit values (without considering allocations) as shown on the various AP processing screens (e.g. Supplier Invoice screen). The sum of all credits / invoice document totals (e.g. as seen on the various SINV docs) less all debits (e.g. payment transactions) is what you’ll see on the AP Maintenance screen on the Balance column.
  • When a supplier has a significant number of transactions and many with considerable amounts as well, it can therefore be expected that the AP Maintenance Balance value could grow further apart from the AP Enquiries screen balance.
  • Refer to one of two options that can be applied below to resolve this issue, by making use of a specific scenario:

Option 1: Short Method

  1. After fully un-allocating and reallocating all transactions, note the $0.28 value appearing for the transaction below on the Supplier Allocation screen.
  2. On the AP Enquiries screen notice the value of $10.95 above appearing as 10.94 below, and the $0.28 Outstanding balance.
  3. Backup the company
  4. Run the following script (filtered on the identified AP transaction above within the relevant company)
    update postap
    set credit = 10.67 where AutoIdx = 64417
  5. The 10.67 value below is the result of 10.95 – 0.28 (the amount not being able to be allocated), with the result looking like this:
  6. The whole idea of this solution strategy is to identify and amend at least one transaction in order to resolve this query, and we have therefore applied this on the transaction above.
  7. Un-allocate All / Reallocate all transactions for this AP account and now notice a zero balance.
  8. Notice however on the AP Maintenance screen the balance still should display as$0.08 as expected.
  9. Therefore simply post a AP journal transaction on the supplier account to reduce the balance by 0.08 in this case.

 

Option 2: Long Method

  1. On the AP account Allocation screen, sort the grid by Reference top to bottom
  2. On the bottom part of the screen, sort the grid by Debit – smallest to largest amounts
  3. Now start allocating the bottom transaction to the top, reference the corresponding transaction. Repeat this process for all transactions below until they are all fully allocated.
  4. Remember to always work in strictly smaller-to-larger debit amount order as you keep on manually allocating each transaction.
  5. Exceptions:
    When you can’t find a similar reference on the top that correspondents with the reference below, then allocate it to a transaction with a similar date at least, or with the transaction with the same credit amount and the debit amount to be allocated.
  6. When done allocating all transactions, the AP Enquiries and Remittance Advice should now balance with the AP Maintenance grid Balance value.

Disclaimer: These articles refer to possible solutions and a platform to share information. Each article describes a method that solved a query (knowledge gathered from previous sites) and how Sage Evolution should operate. These articles make reference to a specific Sage Evolution version, however the thought process can be generalised. Please note the information contained in these articles should be treated as guidelines and adapted to accommodate differences in business processes and IT environments. Articles may not be applicable to all environments. If this article did not resolve your query please contact Kiteview Technologies Support Department on:  (+27) 010 005 6678.

About Us
Kiteview Technologies (Pty) Ltd was founded in May 2010 to provide the Sage Evolution Business Management solution to the SME market. The management team of Kiteview have combined +30 years of experience in the delivery of small to mid-market Financial & Business Management solutions. This experience, combined with a sound project implementation methodology has helped in Kiteview’s growth, becoming a Platinum status partner for SAGE Pastel within just 1 year.

Contact Us

For An Obligation Free Quote

Top Trends Shaping Africa’s Small Business Landscape This Decade

Top Trends Shaping Africa’s Small Business Landscape This Decade

Article credit: Sage 

The World Bank has forecast economic growth of 3.6% in sub-Saharan Africa for 2019-20, making Africa home to some of the fastest growing economies in the world. Rapid development, a growing middle class, and business-friendly market reforms are generating welcome opportunities for regional small and medium-sized businesses (SMBs).

Here are some of the emerging trends, and a look at how businesses can benefit:

 

1. The ease of doing business is set to improve

As governments across Africa see the economic growth and job creation potential of the SMB sector, they are making it easier for entrepreneurs to register and operate their companies. According to the World Bank Group’s Doing Business study, both Nigeria and Togo have shown remarkable improvements when it comes to ease of doing business.

A pilot portal, allowing business owners to register a company online in a single day, also recently launched in South Africa.

While many African countries have a long way to go in terms of minimising red tape and upgrading infrastructure, they are certainly taking steps in the right direction.

What business owners can do: Get acquainted with the digital tools available in your area of operation that can help you to streamline processes like business registrations, filing tax submissions, and opening business bank accounts.

 

2. Admin loads are lightened by automated software

Tools that were previously too complex and expensive for smaller businesses are becoming more affordable and accessible. These days, most businesses in Africa have the budget to automate their payroll and accounting with a business software solutions.

Small businesses are even considering advanced tools such as artificial intelligence (AI) to automate processes like:

  • Email marketing
  • Data entry
  • Accounting
  • Customer service

What business owners can do: Look for automated software solutions for manual processes, like making calculations and keeping records. The hours you free up can then be used to focus on sales or billable work.

 

3. Connected customers are information seekers

Modern customers use their mobile phones as portals to knowledge and information. Whether they are researching big-ticket purchases, making inquiries, posting complaints on social media, or providing user reviews on Google platforms, consumers use digital channels to access what they desire from companies of all sizes.

With over 525 million Internet users in Africa – approximately 40% of the population – small businesses cannot afford to ignore this trend.

What business owners can do: Use digital technologies for marketing and customer services. Chatbots can answer customer queries in real time; you can create interesting web content using tools like Piktochart; and you can use a Google My Business Account to create a free online listing, which makes your business searchable.

 

4. Trade to expand

With the Continental Free Trade Area (CFTA) intending to simplify importing and exporting across the continent, Africa is set to experience more intra-Africa trade. Over 40 countries have signed the agreement, and those not yet part of it are still likely to join. This could aid continent-wide economic growth while reducing costs as we start to use products from neighbouring countries as opposed to ones from other continents.

What business owners can do: Consider the opportunities of cross-border trade and how it will affect your supply chain. Look to build relationships with suppliers and customers in other countries, and contact their chambers of commerce and international trade departments to take advantage of any opportunities they might present.

 

5. Fourth Industrial Revolution – why the hype?

There has been much hype around the “Fourth Industrial Revolution”, also known as “Industry 4.0” or “4IR”. This industrial revolution is driven by connected devices and sensors, known as the Internet of Things (IoT), advanced robotics, intelligent software, AI, virtual and augmented reality, 5G, 3D printing, and a host of other technologies.  

While some African cities still face challenges with reliable electricity supply or fibre access, technologies are becoming more and more affordable and accessible to small businesses, allowing them to compete effectively with larger companies. Knowing when to come on board is where the trick lies – not too soon for your customers, but not so late as to miss the wave.

What business owners can do: Investigate how small businesses in Africa are using technology. What kind of opportunities could AI and business solutions offer you? Could robots enable new manufacturing options for your company? And most importantly, what effect could this have on your customers and workforce?

Leading Africa’s growth

Small and medium-sized businesses in sub-Saharan Africa are known to be resilient, making this time of fluctuating economic and social trends, changing consumer behavior, and evolving technology burst with opportunity for your small business.

With Africa on the rise, it’s a great time to be an entrepreneur.

About Us
Kiteview Technologies (Pty) Ltd was founded in May 2010 to provide the Sage Evolution Business Management solution to the SME market. The management team of Kiteview have combined +30 years of experience in the delivery of small to mid-market Financial & Business Management solutions. This experience, combined with a sound project implementation methodology has helped in Kiteview’s growth, becoming a Platinum status partner for SAGE Pastel within just 1 year.

Contact Us

For An Obligation Free Quote

Control Has No Parent Window – Message on AP Or AR Enquiries

Control Has No Parent Window – Message on AP Or AR Enquiries

Article credit: Sage 

The following error may appear when opening the AR or AP Enquiry screen:

SOLUTION:

Delete the relevant agent registry key on the local PC where the above is a problem, as follow:
a) Completely close Evolution on the specific PC where this problem occurs on;
b) Open the PC’s Registry by going to Start | Run (or the text field just on top of the Start button),
insert the text: regedit and Enter on the keyboard;

For a Windows 8 PC, on the desktop of the PC, select the Windows key on the keyboard together with R on the keyboard to open the screen below, enter regedit below and enter on the keyboard to open the Registry Editor

c) In the Registry Editor, go to:
• For AR Enquiries screen:
HKEY_CURRENT_USER\Software\Softline\Evolution\Agents\*XXX*\ TfrmAREnquiries
• For AP Enquiries screen:
HKEY_CURRENT_USER\Software\Softline\Evolution\Agents\*XXX*\ TfrmAPEnquiries
d) Right click on the TfrmAREnquiries / TfrmAPEnquiries folder and then delete it
e) Repeat the same step on any other folder with a very similar name e.g. TfrmAPEnquiries002
f) Log back into the company with that same agent on the same PC and test if the query has now
been resolved.
g) If not, close Evolution again on the local PC and delete the complete agent in the local PC’s
Registry e.g. HKEY_CURRENT_USER\Software\Softline\Evolution\Agents\*XXX*
h) Again Log back into the company with that same agent on the same PC and test if the query has
now been resolved.
*XXX* above depends on the specific relevant agent name that encounters the problem on
that specific PC.

Disclaimer: These articles refer to possible solutions and a platform to share information. Each article describes a method that solved a query (knowledge gathered from previous sites) and how Sage Evolution should operate. These articles make reference to a specific Sage Evolution version, however the thought process can be generalised. Please note the information contained in these articles should be treated as guidelines and adapted to accommodate differences in business processes and IT environments. Articles may not be applicable to all environments. If this article did not resolve your query please contact Kiteview Technologies Support Department on:  (+27) 010 005 6678.

About Us
Kiteview Technologies (Pty) Ltd was founded in May 2010 to provide the Sage Evolution Business Management solution to the SME market. The management team of Kiteview have combined +30 years of experience in the delivery of small to mid-market Financial & Business Management solutions. This experience, combined with a sound project implementation methodology has helped in Kiteview’s growth, becoming a Platinum status partner for SAGE Pastel within just 1 year.

Contact Us

For An Obligation Free Quote

7 Reasons Why Sage 200 Evolution CRM Is The Ideal Choice

7 Reasons Why Sage 200 Evolution CRM Is The Ideal Choice

Article credit: Sage 

Sage 200 Evolution’s CRM is meeting the needs of over 15,000 companies around the world by being affordable, easy to use and adaptable. Using Sage 200 Evolution’s CRM our customers save time, increase productivity and gain greater visibility across the business for actionable decision making. Whether you’re just starting out or have grown to several hundred employees, Sage CRM can help accelerate your business success.

1. Intuitive CRM your teams will want to use

At Sage, we believe modern software shouldn’t be difficult to learn, hard to update or challenging to use. This is the approach we took when we created Sage CRM. It’s an intuitive CRM solution for growing companies, and one which you and your team can get started with and experience within minutes. And because Sage CRM offers a cloud-based solution, you don’t need to worry about patches or updates; it all happens automatically.

2. Give your teams the tools they need to succeed

Sage CRM supports your business by giving your staff, whether they work in sales, marketing, or customer service, a tool that can help them get their job done quickly and efficiently. Your sales team can sell proactively, identifying cross-sell and up-sell opportunities, progressing opportunities from lead to close. Your customer service team can manage customer cases effectively, while your marketing team can easily manage their campaigns and generate a quicker return on investment.

3. Sell smarter and accelerate sales team performance

Your sales team drives the growth of your business, and they need to know they are working on the right leads at the right time. Using Sage CRM, you and your teams can review the stages of various sales deals, shorten the length of sales cycles and increase revenue opportunities. With access to a wealth of information about their sales pipeline, key opportunities and account activity, your salespeople are equipped to sell smarter and more efficiently, accelerating your sales performance.

4. Gain valuable business insight

As the owner or manager of a successful business, you depend on up-to-date information and analysis about your sales, marketing and customer services activities and performance. Sage CRM supports management with access to important information about their business KPIs in real-time so you can see how your business is performing and take corrective action when needed.

5. Work anywhere, anytime with mobile CRM

Modern business takes place inside and outside the office and beyond the nine to five. Using mobile CRM, you can access up-to-date customer information and prepare for important meetings while on the road. Salespeople can easily manage sales activities and follow-up actions and identify sales issues in real-time on any mobile device. And, your customer service team can act on key customer information while on-site visits.

6. Collaborate effectively across teams

Employees shouldn’t have to spend time updating various databases, stitching together information systems and ensuring their files are up to date. With Sage CRM, you and your team can collaborate on and share up to date business information and put processes in place that help everyone become more productive and efficient.

7. Adapt Sage CRM to suit the needs of your business

Sage CRM is a highly flexible and adaptable solution designed to meet the needs of your business today and adapt to your business as you grow. Sage CRM
is an ideal solution for companies looking to manage multiple areas of their business. Using Sage CRM you can plan events, oversee business projects, track competitors and more. With Sage CRM you can easily establish standard workflows around key business processes and base follow-up activities on your unique business needs. This way, you can ensure your business is running as efficiently and effectively as possible. The adaptability of Sage CRM helps ensure you get the most from your CRM investment.

About Us
Kiteview Technologies (Pty) Ltd was founded in May 2010 to provide the Sage Evolution Business Management solution to the SME market. The management team of Kiteview have combined +30 years of experience in the delivery of small to mid-market Financial & Business Management solutions. This experience, combined with a sound project implementation methodology has helped in Kiteview’s growth, becoming a Platinum status partner for SAGE Pastel within just 1 year.

Contact Us

For An Obligation Free Quote

5 Ways Your Accountancy Practice Can Change For The Better

5 Ways Your Accountancy Practice Can Change For The Better

Article credit: Sage 

What do you think an accountancy practice will look like in 2030? That might sound like a long time away but it will be here before you know it.

To create a reference point, you might look back at how you worked 10 years ago. By comparing things then to the way they are now, you might feel you can determine the rate of change moving forward.

Back in 2009, Barack Obama was the US president. The big news event was the ditching of Flight 1549 in New York’s Hudson River, while James Cameron’s Avatar was delighting movie goers.

See, 2009 doesn’t feel like very long ago. So, you might think that the rate of change moving forward is likely to be gentle.

In the Practice of Now report, where Sage surveyed more than 3,000 accountants worldwide, we found that 90% believe a cultural or evolutionary change is occurring within their profession right now. This can’t help but have a profound effect in the coming decade.

Put simply, things are changing.

The cause is a perfect storm of external influences converging on the profession of accountancy at the same time – everything from increasing client demands and legislative burdens to generational changes.

The business landscape is changing too, in response to the same factors. Millennials and Gen-Z for example, are coming increasingly to the fore as business owners. They bring with them a unique set of values.

Is your practice ready for this?

Based on the research in the report, we were able to make five predictions about how a practice is likely to look in 2030. Here they are – and how your practice can change for the better.

1. Say goodbye to manual data entry

Data will flow automatically from clients and their bank accounts into the systems of their accountants. Manually keying data will become rare. Of course, for some more progressive accountancy practices, this is already turning into a reality.

There are perhaps two factors driving it.

The first is the aforementioned millennial and Gen-Z business owners and operators, who are digitally native. Technology is their lifelong companion – and using it is second nature.

Their process of forming a business starts with technology and they’re as likely to create a Facebook page as they are to incorporate their business with the relevant authorities. As a result, they also implicitly understand that accounting is best done digitally.

Another factor driving this prediction is down to the increasing demands that legislation places on businesses, such as the digitisation of tax and payroll.

It can seem as if governments worldwide woke up one day and realised that technology was a useful way to enforce compliance and avoid tax shortfalls.

So, in several countries around the world, businesses have no choice but to use accounting software for certain aspects of their accounting. They generate the necessary data whether they like it or not.

What you can do to prepare

You need to ensure your half of the equation – the software you use in your practice – is ready to hook into the panoply of data sources that businesses will increasingly offer.

2. Build real-time relationships

The relationship between an accountant and their client will be near-instant. The accountant will have a real-time view of their client’s business and will be able to interact with that client in real-time.

The accountant will be a trusted adviser or even a constantly present companion.

Considered in hindsight, accountancy has until this point been prone to incredibly annoying delays. If a business operator wanted to see a list of aged debtors over 120 days, for example, then they might ask their accountant to create a report.

That might take a few hours to complete in a busy practice, or perhaps even a day or two.

As such, businesses lack the ability to respond to events in an agile way, while accountants lack the opportunity to be truly responsive and helpful.

With the liberated, instant flow of data between client and accountant systems due to the initial prediction above, the relationship between a business and its accountant can’t help but fundamentally change.

From an accountant’s perspective, this visibility can drive a whole host of new service offerings that will start to erode the perception that the role of an accountant is simply for tasks such as compliance or auditing.

A whole new world will be out there waiting for accountants – provided they’re ready to take advantage.

What you can do to prepare

Ensure your practice has the correct range of skills and experience to be able to build these kinds of relationships. You might look at training your existing staff, or look for these skills when recruiting.

Indeed, a finding within the Practice of Now was that 82% of accountants say they are considering recruiting from a non-traditional background. Furthermore, 43% of respondents say new accountants joining the profession should have industry experience outside of accounting.

Don’t leave preparations until too late. Start considering the necessary changes to your practice now.

About Us
Kiteview Technologies (Pty) Ltd was founded in May 2010 to provide the Sage Evolution Business Management solution to the SME market. The management team of Kiteview have combined +30 years of experience in the delivery of small to mid-market Financial & Business Management solutions. This experience, combined with a sound project implementation methodology has helped in Kiteview’s growth, becoming a Platinum status partner for SAGE Pastel within just 1 year.

Contact Us

For An Obligation Free Quote

Subscribe To Our Newsletter

Join our mailing list to receive the latest news and updates from our team.

You have Successfully Subscribed!