Resources for Sage X3 Users

In this blog post, we’ll take a look at what’s new in Sage X3 Finance with the release of 2021R3 (V12P27) last month—including the latest changes to existing functionality. Note: Content for this blog post was originally posted on Sage City by Irfan Chaudhary, September 3, 2021. Back in 2021R2 (V12P26), the prepayment invoice management function (GESPREPI) was added under the A/P-A/R accounting module, on the Invoicing sub-menu. This allowed users to create, post and pay prepayment invoices by setting up customer contract data, with relative amounts and specific invoice types for prepayments and final invoices. The invoices were created in the Customer BP invoice function (GESBIC). Dedicated automatic journals are used when posting the prepayment invoices, linked to a contract, as well as transferring amounts from prepayments to the final invoice. Fast forward 3 months to 2021R3, where there have been further developments to this function; you can now create, manage, and post prepayments invoices linked to a sales order using GESPREPI. Using a standard sales invoice, you can link the invoice to the prepayment management function by setting the PREFUN parameter (TC chapter > INV group) to prepayment invoices for the site. Note, there can only be one contract for each sales order line. Payments are posted to an automatic journal until the contract is settled. The final invoice is a standard sales invoice and when it is posted, the prepayment amounts are reversed so that the open items are settled. This closes the prepayment contract. Other new features include the new parameter CTLCLOPER located in the CPT chapter, under the CLO group. This is the period closing balance control parameter which will be set to No by default. However if set to Yes, balance controls are performed when closing one or a group of periods. There have also been improvements made to the VAT framework. As per the image below, there are new pre-settings included on the accounting code for company on lines 10 and 11, this will determine the account to be used at the company level. Similarly, lines 18 and 19 in the accounting code for site have been added to determine the account to be used at the site level. Another new feature for to the VAT framework is the addition of the VAT box code, in the summary section of the VAT report, when printing the following reports from the VAT return function; DCLVATBOXDEB1, DCLVATBOXDEB2, DCLVATBOXPAY1 and DCLVATBOXPAY2. There has also been a development to the bank reconciliation report, whereby a new parameter for reconciliation date has been added to allow users to search for entry lines that have or have not been reconciled as of the reconciliation date. If the parameter is left blank, the report will only include non-reconciled bank/accounting entry lines within the date range. However when a reconciliation date is entered, the report prints every entry line within the date range that is not reconciled as of the reconciliation date. For more information on these new features and others, please review the release notes or further training on how to use the features, check out the What’s New in Patch 27 training material on Sage University.

Date: Wednesday, October 20, 2021 Time: 2pm EDT / 1pm CDT / 12pm MDT / 11am PDT Register >> Uncover the cost and time benefits of digitally sending and archiving financial documents, all with minimal impact on your IT infrastructure. X3CloudDocs enables remote working with paperless processes and fully traceable document journeys. Join a live product tour on Wednesday, October 20th | 2pm EDT  to learn more about the benefits and functionality of X3CloudDocs for Sage X3 users: Works natively with Sage X3 to provide a seamless cloud-based document management solution for your business Sends documents to the right people automatically via email and stores a copy in the cloud for effortless access anytime anywhere Maintains a database of contact details for your customers and suppliers—regularly synchronizing with Sage X3 so it’s always up-to-date Provides full visibility of business documents via a single cloud portal Reduces paperwork which is better for the environment and better for your business Pre-configured document templates make getting started easy SaaS solution means there is almost no impact on your IT infrastructure Let robots do robot work! Register here or contact us to learn more about how X3CloudDocs can help extend the power of Sage X3.

As featured on the Sage X3 Support channel on YouTube, there is a new video this week that discusses how to use the period closing utility (and some alternatives) in Sage X3 when you open too many periods. Month-end closing and management of periods is a very hot topic for our clients.  The Net at Work Sage X3 Support Team is never busier than at the end of a month. In this short support video from Sage, you can learn: Why it matters if fiscal periods are open What the fiscal period statuses are in Sage X3 How to use the period closing utility (UTICLOPER) Available transaction parameter options for avoiding issues What To Do If You Have Opened Too Many Fiscal Periods In Sage X3 .embed-container { position: relative; padding-bottom: 56.25%; height: 0; overflow: hidden; max-width: 100%; } .embed-container iframe, .embed-container object, .embed-container embed { position: absolute; top: 0; left: 0; width: 100%; height: 100%; } The Net at Work financial team has developed a month close dashboard that is available to any of our clients (charges for installation may apply depending on version). To speak to one of our experts, please contact us.

Passwords are a common form of confirming a user’s identity in the computing industry. Passwords have been around for decades.  The problem with using passwords for authentication is that they can be cracked. Anyone who knows your password can gain access to your systems (with all of your permissions) if there are no other safeguards in place. Reduce Vulnerability with Multi-Factor Authentication In addition to your passwords, Multi-Factor Authentication adds another layer of defense. It requires that a user provides multiple credentials (factors) to validate his or her identity before gaining access to a network or system. Typically, the credentials used to validate identity include: Password Code sent to another device (like a text message sent to your phone) Biometric data (such as a fingerprint) Examples: Martha signs on to her computer using her password and is instantly prompted by her cell phone to approve the log-in attempt. To log on to his computer, David scans his fingerprint and is then asked to enter a time-sensitive code received via an app on his phone. While MFA does need users to take an extra step or two when logging in, these procedures are straightforward and the disruption is usually minor. What Should Be Protected With MFA? Remote network and email access, as well as administrative access, should all be protected using MFA. This stops system hackers from penetrating networks and deploying ransomware, erasing valuable data, or stealing sensitive information for malevolent purposes using phishing or keylogging, for example. MFA Protects Against: Phishing/Spear Phishing Attacks Keyloggers Credential Stuffing Brute Force Attacks Reverse Brute Force Attacks Man-in-the-Middle (MITM) Attacks Why MFA is a requirement to Qualify for Cyber Insurance? Multi-factor authentication is extremely effective. According to Microsoft, “By providing an extra barrier and layer of security that makes it incredibly difficult for attackers to get past, MFA can block over 99.9 percent of account compromise attacks. With MFA, knowing or cracking the password won’t be enough to gain access.” Networks without MFA protections are exposed to much higher levels of risk than networks with MFA protections in place, according to insurance carriers. Because cyberattacks are becoming more common, cyber insurers are now requiring applicants to show that companies have taken precautions to prevent them. Most cyber insurance companies have made MFA a requirement for obtaining and renewing coverage. Implementing MFA with Sage X3 Sage X3 can support Multi-Factor Authentication via Saml2 and Oauth2 authentication methods. You can use these to connect to AzureAD (for example, Office 365), Google, Okta, and other authentication security providers. Integrating with these identity management solutions is a huge advantage—allowing you to use their services to grant access to Sage X3 ERP. Consider upgrading to a more secure authentication mechanism if your firm is still utilizing basic authentication to provide end-users access to your ERP system. For more information about OAuth2 or Saml2 authentication, visit the Sage X3 Online Help Center. For more information about implementing MFA with Sage X3, please contact us.

Does your business sell or purchase goods in foreign markets? Managing multiple currencies can be a daunting task for most global companies. The process typically involves manual exchange rate entries into your ERP system which can be both time-consuming and risky. The good news is…there is a better way! If you are looking for a solution that eliminates costly mistakes and accounting errors while saving time spent on manual exchange rate entry, Net at Work’s Xchange Rate Connector for Sage X3 is the answer. Reliable Exchange Rates & Currency Conversion for your Business Net at Work’s Xchange Rate Connector for Sage X3 uses the Currencylayer API to automate importing of currency exchange spot rates. Over 250,000 companies use the Currencylayer API to access data for 168 world currencies. The exchange rates for all currencies configured in Sage X3 are imported from Currencylayer into Sage X3 daily. Key Features Sage X3 V12 is compatible with the Xchange Rate Connector with the following features: Uses the Currencylayer API* Imports foreign exchange rates into Sage X3 daily Runs as an X3 Batch Server Task Custom flag allows you to retrieve relevant currencies to ‘Get Conversion Rate’ Leverages standard Sage X3 Currency Rate Tables, Rate Types and History Easy to configure and rapid deployment Easy-to-Integrate API The Currencylayer API delivers reliable and accurate currency exchange rates and is accessible through a simple API request. The Net at Work Xchange Rate Connector accesses the data in JSON format. For more information about Xchange Rate Connector for X3, or any other Sage X3 questions, please contact us. * A separate subscription plan from Currencylayer is required. Plans are priced by Frequency & Volume. Visit https://currencylayer.com/product for more information.

Do you have a custom auto journal that you would like to move from your test environment to your production environment? Are you dreading the time-consuming task of manually keying it in production? And do you fear making a mistake? There is an easier way! In this blog post, we will review how to move a custom auto journal into production. We will start by creating a custom auto journal under Setup, Financials, Accounting interface, Automatic journals (GESGAU) in your test environment. We will customize the SIHI Customer invoice (sales). It is good practice not to modify the out-of-the-box auto journals. We will create a new and unique auto journal code that we can modify. To do this, change the Entry code from SIHI to ZSIHI and click Create. The Entry code ZSIHI is unique in both our production and test folders. We are following the naming convention of beginning customized auto journal codes with the letter “Z.” This naming convention also should be followed whenever customizing screens, windows, objects, etc. Business partners may start their customizations with a “Y” when the customization is completed prior to going live. Following this naming convention is a big help when upgrading so that customizations can be easily identified. Once you have created the custom automatic journal ZSIHI, make your changes and click Save. Note that we waited to make changes until after the new auto journal was created to preserve the original. After you have thoroughly vetted the new auto journal in you test environment, it is time to move it to production. There are three alternatives: Manually entering in production—this can be time consuming and it is easy to make keying errors Use the Copy button on the Automatic journals screen—this only works if the test folder and the production folder are under the same X3 reference folder Create a patch on the test folder and apply the patch to the production folder—we will look at this method To create an auto journal patch: Go to Development, Utilities, Patches, Patch Creation (APATCH) Select: Destination type = Client Folder = Production folder (in this example, the folder is SEED) In Objects grid: Type = GAU Object name = drill down and select our custom journal ZSIHI Type of patch = Standard Languages grid = leave the default which is typically ENG and FRA Leave Activity codes blank Click OK You will find the newly created patch file in the Downloads directory of your PC. A few warning notes before you apply the patch to your production folder: The test folder where you created the patch, and the production folder must be on the same product version and product patch level The ZSIHI patch will overwrite any auto journal on the production folder with the same name. This explains why the modified auto journal should have a unique entry code Make sure you have a current usable backup just in case there is an issue with the new auto journal that was missed during the vetting process Don’t forget to enter this customization on your change log with all the details It would be a great idea to store all your patches in one location for safe keeping Ready to move? Copy the patch file from the test folder to the production folder. I will save the file to the Desktop in my production environment. Out next stop is Development, Utilities, Patches, Patch integration on the X3 folder. Select Destination type = Client. Select Patch integration. If Patch integration isn’t selected, the import is like a test and the data won’t be imported. I prefer to clear Deferred validation. Under Folders, we will only be selecting the Production folder which in this example is Seed. Click OK. On the File upload screen, drag the patch file to Select file field. See that our file has been uploaded. Click OK. Click Yes in answer to the Question “Have you read the ADXPATCH.htm file?” When finished processing, a log file will be displayed. Return to Automatic journals on the production folder. Note that the ZSIHI is in the left list now. Outside of moving the new customization to the production folder, you can move custom auto journals from production to a test environment to rework. You can use Patch creation to make patch copies of all your existing custom journals for safe keeping. The entry transactions, bank file definition and the auto journals are not the only items that can be copied to another environment using Patch creation. Refer to the Online help center entry for the Patch creation function to see all the element types that can be patched. For additional questions about moving a custom auto journal, or any other questions about Sage X3, please contact us. Note: Content for this blog post was originally posted on Sage City in Sage X3 Announcements, News, and Alerts by Pam Nightingale, July 23, 2021.

Business expansion into foreign markets is a complex, expensive process with many challenges. From ensuring you have the financial resources not only for initial investment, but for sustainable growth to navigating political and cultural differences, enduring exchange rate fluctuations, and earning consumer trust in the face of local competition. The biggest challenges, however, are compliance challenges and that’s where Sage X3 can help. From tax codes to licensing requirements to labor laws, regulatory rules differ by country. Switching your business models or accounting practices to comply with overseas requirements, also known as multi-legislation, is no small feat. Sage X3 as a multi-legislation ERP Designed for a global economy, Sage X3 makes it easy to share common data and processes between different foreign sites or subsidiaries, while respecting their own specific usages and business rules. Sage X3 supports multiple languages, currencies, companies, sites, and legislations. Users can access the system in their own language wherever they are, sharing the same information and functionality. Country-specific parameters, such as legal and market requirements, are centralized to offer a single, coherent solution worldwide. With Sage ERP X3, you can run a sophisticated multi-site, multi-country business as easily as a single domestic implementation. It is the system of choice for midsized companies looking to manage and develop their business in multiple countries without investing in a complex and costly global management systems. Integrate multiple ledgers into Sage X3—one for each country where the company will operate. Handle an unlimited number of currencies, exchange rates and rate types: daily, monthly, average or budget. Link each currency to the desired sales and business partners allowing each transaction to be loaded according to its own currency. Sage X3 then performs the conversion to the currency of the general ledger to simplify global interactions. Accept and issue invoices and payments in the currencies charged as default for the issuing or receiving entities—eliminating the need to manually switch from one currency to another. Automatically publish exchange rate fluctuations to profit or loss accounts in the appropriate general ledger. Pull financial reports in the desired currency Maintain a tax framework for each legislative environment to comply with the tax laws of each country and adapt to the way in which each territory passes taxes on goods and services traded. Unification of business data is not an option but rather a requirement for companies doing business in foreign markets with varying legal frameworks. For information on configuring multi-legislation in Sage X3, please contact us.

If you regularly run reports in Sage X3 with the same date ranges, creating a default date range for reports and inquiries can save you time and minimize the risk of errors from manual data entry. You can always override the default start and end dates, if need be, at the report level just by typing the desired date over the default date. In this blog, we will look at how to set up a default start and end date for a particular user. Setting Up a Default Date Range at the User Level Go to Setup > Users > Users Select the applicable User Click on the Parameters tab Within the Parameters section, find Chapter = Supervisor and Group = DEF (Default Group) Click the More Options menu and select Detail Update the following parameters to the desired start and end dates: DATEDEBDFT (Default Start Date) DATEFINDFT (Default End Date) DATSTADEB (Statistical start date) DATSTAFIN (Statistical end date) When finished, click OK and save Here is a short video by Sage that walks you through the process: .embed-container { position: relative; padding-bottom: 56.25%; height: 0; overflow: hidden; max-width: 100%; } .embed-container iframe, .embed-container object, .embed-container embed { position: absolute; top: 0; left: 0; width: 100%; height: 100%; } For more information about setting up default start and end dates in Sage X3, or for any other questions about Sages X3, please contact us.

Soon Sage Knowledgebase (Sage KB) will be getting an upgrade. In early September you may notice a new URL when you access Sage Knowledgebase (Sage KB) for Sage X3, and we want to assure you it’s still part of the Sage family of online resources. Any existing personalization you may have set up is not transferable to the new knowledgebase, but all the most frequently used articles will be moving to the new Sage KB platform. You will still be able to find your favorites (and save them) in a search. In addition, you will be able to use your Sage credentials to log in to Sage KB—that’s one less password to remember! What do you need to do to get ready? There is nothing to do now. As soon as the Sage KB move is complete, you will automatically be redirected to the new site. In the meantime, we invite you to check out (and bookmark) the following pages for quick access to all help options: Sage Support Resource Center Accessing the Sage X3 Online Help Center Sage X3 Support on YouTube Sage X3 Training Materials Should you have any questions regarding this upcoming change, or any other questions about Sage X3, please contact us. Note: Content for this blog post was originally posted on Sage City in Sage X3 Announcements, News, and Alerts by Jennifer Fennell, July 14, 2021.