BTerrell Group Blog

Sage 300 ERP: Inventory Costing Automation and Day End Processing

Posted by Chris Firra on Tue, Oct 15, 2013

Businesses that use Sage 300 ERP for managing their inventory and sales orders face a question of how and when to process the costing aspects of their inventory transactions.  In Sage 300 ERP, inventory quantities (on-hand, on P/O, on S/O, and committed) are updated as soon as a transaction is posted, however, costing has typically been aggregated into a once-a-day batch process. The application has always had a user interface called DAY END PROCESSING residing within the Inventory Control Periodic Processing collection that is used to perform a large number of processing functions.  Those functions include:

  • Calculating costing data for all inventory-related transactions that have occurred since the last Day End Processing.
  • Producing G/L journal entries from the transactions processed.
  • Updating Inventory Control Posting Journal.
  • Updating Inventory Control Statistics
  • Activating and posting future sales and purchase orders that have reached their order date.
  • Removing quotes and purchase requisitions with expiration dates that have been reached.
  • Updating sales commissions
  • Creating Accounts Receivable invoice batches from posted Order Entry transactions.
  • Updating statistics and history in Order Entry and Purchase Orders.

Sage 300 ERP Day End Processing

As the name implies, Day End Processing was designed to be run at the end of a business day.  However, many companies require access to inventory values on a more frequent basis, and consequently run Day End Processing two or more times a day.  This is particularly true for companies with 24-hour operations.  In response, Sage introduced the option of performing the costing function upon posting each inventory transaction.  They managed to do this without locking up or negatively impacting other users that were entering and posting inventory transactions. The option is configured within the Inventory Control Options Costing Tab, which also allows for the option of concurrently creating the related subledger transactions.

Sage 300 ERP: Day End Processing with each inventory transaction

When costing during posting is enabled and the G/L Integration configurations are configured to create G/L Transactions by “Creating and Posting a New Batch”, the General Ledger inventory balances are effectively maintained in real time.

Sage cautions that if you cost inventory during posting, sales order and purchase order posting will naturally take longer.  On the flip side, Sage development guru, Stephen Smith, argued in a 2011 blog article that the delay during posting is minor.  Nevertheless, for many users whose primary function is to enter or process sales orders, the additional delay is not acceptable. 

The impact of the “Cost on Posting” performance penalty is a function of the number of order entry users and the number of inventory transactions processed.  I believe that companies should at least try out the “Cost on Posting” option to determine whether posting times are acceptable.  If the option is found to be inefficient, companies can revert to costing during day end processing.  There are other alternatives to obtaining frequent inventory value updates.

One such excellent alternative is to utilize Process Scheduler, an application from 3rd party developer, Orchid Systems.  Process Scheduler can be configured to automatically run Day End Processing at pre-set intervals, multiple times per day. 

Orchid Systems Process Scheduler with Sage 300 ERP

Additionally, Process Scheduler can automate other system processes, such as posting all subledger and General Ledger batches, so that G/L balances are completely up-to-date upon completion.  Even further, after Day End Processing and posting of all batches is completed, Process Scheduler can kick-off daily reports.  The amount of labor and frustration saved each day can be enormous.

If you would like to learn more, let us know.  We’d be happy to help you decide what’s best for your company.

Free Consultation

Tags: process scheduler, day end processing, Orchid Systems, Sage 300 ERP, inventory costing

Day End Processing and Costing During Posting for Sage ERP Accpac

Posted by Meredith Gooch on Wed, Apr 27, 2011

Sage ERP Accpac Day End Processing is a simple form in IC Periodic Processing. It only has Process and Cancel buttons, and you are expected to run it after the close of business every day. But what does it do? The online help states:

Use this dialog box to:

  • Update costing data for all transactions (unless you chose the option to update costing during posting).
  • Produce general ledger journal entries from the transactions that were posted during the day (unless you do item costing during posting or create GL transactions using the Create GL Batch icon).
  • Produce a posting journal for each type of transaction that was posted.
  • Update Inventory Control statistics and transaction history.

Day End Processing also performs processing tasks for the Order Entry and Purchase Orders modules, if you have them:

  • Processing transactions that were posted during the day in Order Entry and Purchase Orders.
  • Activating and posting future sales orders and purchase orders that have reached their order date, and updating quantities on sales order and on purchase order.
  • Removing quotes and purchase requisitions with expiration dates up to and including the session date for day-end processing.
  • Updating sales commissions.
  • Creating batches of Accounts Receivable summary invoices and credit notes from posted Order Entry transactions.
  • Deleting completed transaction details if you do not keep transaction history.
  • Updating statistics and history in Order Entry and Purchase Orders.

The main purpose of Day End is to move a lot of processing away from data entry. Generally if you have a large Accpac installation, you might have hundreds of people entering Orders, Invoices, POs, etc. They need to get their work done in the most efficient way possible, and a person entering Orders from the CRM system doesn’t want to have to wait for AR and GL transactions to be created every time. What they care about is entering their Orders as quickly as possible. As a side benefit, Day End can batch all the transactions together, so rather than each Order creating a single GL Batch, these can all be combined reducing the number of documents downstream.

In version 5.5A, Sage introduced the feature of “Costing during Posting.” When you post an IC, OE, or PO document utilizing this feature, you can run the Costing part of Day End, but not all the other parts. This doesn't noticeably slow down document posting and doesn’t introduce more multi-user conflicts. Now you can keep your Costing data up-to-date without frequently running Day End. You do still need to run the Day End processing function at night to create all the sub-ledger documents, create audit history, and other miscellaneous functions.

Thanks to Stephen Smith for the great information.

Tags: day end processing, costing during posting, sage erp accpac, accpac day end processing

Live Webcast: Orchid Systems' EFT Processing and Process Scheduler

Posted by Meredith Gooch on Tue, Jul 21, 2009

EFT Processing allows you to process both AR Receipts and AP Payments via Electronic Funds Transfer with your bank, thereby reducing your payment processing costs, eliminating errors, and saving you time.
**New ACH standards for cross border payments required by September 18, 2009 are supported.

Process Scheduler allows you to automate repetitive Accpac tasks such as data integrity, data dumps, day end processing, batch posting, schedules, Crystal and financial reports (in conjunction with Information Manager), loading databases, and much more!

Join us for a live Webcast on July 22, 2009 from 4:00 p.m. to 5:00 p.m. CST.

Space is limited, so reserve your seat now at:
https://www2.gotomeeting.com/register/119017186.

After registering, you will recieve a confirmation email containing information about joining the Webcast.

- Meredith Gooch, Marketing Manager

Tags: Sage Accpac ERP, automate Accpac tasks, data integrity, Orchid Systems, webcast, Webinar, automation, Information Manager, EFT Processing, process scheduler, data dump, batch, day end processing, databases, batch posting