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 30 Minute Consultation

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

What's New With Orchid Systems?

Posted by Meredith Gooch on Fri, Mar 05, 2010

As a strong supporter of Orchid Systems products for Sage Accpac ERP, we are pleased to announce the newest 5.6 version features of Orchid's Process Scheduler, Info-Explorer, RMA, Inter-Entity Transactions, Information Manager, and Bin Tracking, which have already been released.

Process Scheduler - Version 5.6:

  • New action of "Clear Data Integrity Logs" that enables the clearing down of old integrity logs. All logs will be cleared which are older than "x" days - which is entered on the action.
  • New F9 zoom screen to facilitate quicker setup time
  • New schedules report to enable Schedules to be printed
  • Clear button on the Audit logs screen will only clear the filtered tasks

 Info-Explorer - Version 5.6:

  • Ability to export to HTML - and from there to email or print.

RMA - Version 5.6:

  • Compatibility with the new IC Version 5.6 Serial and Lot Tracking

Inter-Entity Transactions - Version 5.6:

  • Sage Accpac ERP Version 5.6 compatibility

Information Manager - Version 5.6:

  • Sage Accpac ERP Version 5.6 compatibility

Bin Tracking - Version 5.6:

  • Compatibility with the new IC v5.6 Serial and Lot Tracking
  • Sage Accpac ERP Version 5.6 compatibility
- Brian Terrell, CPA and Managing Partner

Tags: Sage Accpac ERP, Bin Tracking, Orchid Systems, process scheduler, Info-Explorer, Information Manager, Inter Entity Transactions, v5.6, version 5.6, Info, RMA, integrity, schedule, audit logs, serial and lot tracking

Webcast: What's New in Orchid Systems Version 5.6

Posted by Meredith Gooch on Mon, Jan 18, 2010

Want to see what new features Orchid Systems' modules have in version 5.6? Join this Webcast to see what's new in:

  • Bin Tracking
  • Info-Explorer
  • EFT Processing
  • Process Scheduler
  • Information Manager
  • Inter Entity Transactions
  • Return Material Authorizations
Reserve your seat now as space is limited at this Webcast: https://www2.gotomeeting.com/register/120669659

Title: "What is New in Orchid's V5.6 Modules?"
Date: Wednesday, January 20, 2010
Time: 4:00 PM - 5:30 PM CST

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

- Brian Terrell, CPA and Managing Partner

Tags: EFT Processing, Return Material Authorizations, Bin Tracking, Orchid Systems, process scheduler, webcast, Info-Explorer, Information Manager, Inter Entity Transactions, v5.6, version 5.6, Webinar

Live Webcast: Want to Learn More About Process Scheduler?

Posted by Meredith Gooch on Thu, Nov 26, 2009

Were you recently at our Accpac Thanksgiving event and lucky enough to listen in on one of Rob Lavery's sessions? I was fortunate enough to hear him describe Orchid Systems' Process Scheduler and how it can help automate mundane processes. For example, instead of having to run data integrity checks at nights on weekends (unfortunately, the only time that others aren't in the system), you can run an automated schedule to run integrity checks for you instead by using Process Scheduler! Your Friday nights are yours again!

To catch a live Webcast on the Process Scheduler as well as on Bin Tracking in warehouses for inventory control, join this Webcast on Monday, November 30, 2009.

Title: Orchid Systems' Bin Tracking and Process Scheduler

Date: Monday, November 30, 2009

Time: 6:00pm - 7:00pm CST

Webcast: https://www2.gotomeeting.com/register/160325346

Space is limited so register now!

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

System Requirements:

PC-based attendees:

Required: Windows 2000, XP Home, XP Pro, 2003 Server, Vista

Macintosh-based attendees:

Required: MAC OS x 10.4 (Tiger) or newer

- Brian Terrell, CPA and Managing Partner

Tags: Sage Accpac ERP, Rob Lavery, Bin Tracking, Orchid Systems, process scheduler, webcast, accpac thanksgiving, Webinar

Live Webcast: Orchid Systems' Bin Tracking, Process Scheduler

Posted by Chuck Reeves on Wed, Oct 28, 2009

Join us today for a live Webcast on Orchid Systems’ Bin Tracking and Process Scheduler!

Developed by Orchid Systems, Bin Tracking allows Sage Accpac ERP users to track inventory items stored in multiple bins within a warehouse or Sage Accpac ERP Inventory Control location.
Benefits include:
- Improved management of your warehouse with less work and complexity
- Pinpointing exactly where your inventory is at any point in time
- Processing warehouse activity more efficiently, resulting in faster turnaround times, improved customer satisfaction, lower inventory write-off, and lower costs
- All information contained within your Accpac database so there is no need to maintain and reconcile multiple applications and databases

Developed by Orchid Systems, Process Scheduler allows you to automate repetitive Accpac tasks such as:
- Data Integrity
- Data Dumps
- Day End Processing
- Batch Posting
- Scheduling Crystal and Financial Reports - in conjunction with Information Manager
- Scheduling refresh of data cubes in Info Explorer
- Loading databases
- And much more!

Join us for the live Webcast on Wednesday, October 28, 2009 as we show you how Bin Tracking and Process Scheduler from Orchid Systems can help your firm.

Link: https://www2.gotomeeting.com/register/511604746
Title: Orchid Systems’ Bin Tracking and Process Scheduler
Date: Wednesday, October 28, 2009
Time: 4:00 pm - 5:00 pm CST

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

System Requirements:
PC-based attendees:
Required: Windows 2000, XP Home, XP Pro, 2003 Server, Vista

Macintosh-based attendees:
Required: Mac OS x 10.4 (Tiger) or newer

- Brian Terrell, CPA and Managing Partner

Tags: Sage Accpac ERP, automate Accpac tasks, Bin Tracking, customization, data dumps, data integrity, inventory, inventory control, Orchid Systems, process scheduler, warehouse, webcast