Resources for Sage X3 Users

In its commitment to enhancing user experience, Sage recently introduce a Self-Service Password Reset feature in Sage X3. This new functionality empowers users by allowing them to independently reset their account passwords, reducing dependence on IT support teams and streamlining the overall process. NOTE: This password reset functionality is for the basic authentication method which should not be used in production. For more information, please refer to Security Best Practices in the Sage X3 Online Help Center. KEY FEATURES User Empowerment: Users can now manage their password resets, providing them with a sense of autonomy and control over their accounts. Operational Efficiency: The Self-Service Password Reset feature reduces the burden on IT support teams, enhancing overall operational efficiency. Quick Resolutions: Users experience quick resolutions when it comes to account access, minimizing downtime and promoting continuous workflow. CONFIGURATION STEPS To make the most of this feature, follow these configuration steps: Notification Server Configuration: Ensure the Notification Server is configured in global settings for seamless email relay to your mail server. NOTE: The password reset functionality utilizes the Sage X3 Notification server. This blog post will not cover how to configure the Notification Server. You can find more information here: Notification Servers Sage X3 Online helpNew Feature “Using Notification Server with Workflow” in 2022R2 Allow Website Domains Parameter: Safelist authorized domains in the “Allow Website Domains” parameter to control where password reset emails can be sent. Token Validity Duration: Set the password token validity duration in minutes, determining how long the reset link will remain valid. Email Verification: Users must have a valid email address associated with a Sage X3 User and the email domain must be in the allowed website domains list. Authentication Method: Set the user authentication method to ‘standard’ (basic) for password reset emails to be generated. INITIATE PASSWORD RESET To reset your password: Click on the ‘Forgot password’ link on the main login page. Provide your email address associated with your user account. Receive notification confirming the email has been sent if the address is valid. Important Notes: Password reset emails are sent if the provided address is associated with a Sage X3 User. The user’s email domain must be included in the allowed website domains specified in global settings (if configured) for the email to be sent. After meeting the verification and domain criteria, the user will receive an email containing a link to reset their password. When setting a new password, it must adhere to the requirements established by the specified password policy in global settings. If the chosen password does not meet the minimum requirements, the screen will display the specified minimum criteria to guide the user in creating a compliant password. Additional Considerations: Validity Period Expiry: Users should be aware that if they click the reset link after the validity period (as specified in global settings and mentioned in the email), an expired message will be displayed. It’s important to complete the password reset within the designated timeframe. Mail Server Specification: In case no mail server is specified in global settings, users clicking ‘forgot password’ will encounter a message indicating that the feature is not enabled. Ensure that the mail server is properly configured for the password reset functionality to be operational. We hope this Self-Service Password Reset feature adds convenience to your Sage X3 experience. As a reminder, adhere to security best practices and avoid using basic/standard authentication methods in a production environment. Feel free to share your feedback or reach out for further assistance. Unlock the convenience of self-service password management with Sage X3!

Effective cash flow forecasting holds immense importance for every business, offering insights into the ongoing viability and overall health of the enterprise. It stands as a fundamental financial document that every business should possess. The good news is that integrating cash flow forecasting into your business operations doesn’t have to be a time-consuming endeavor. Sage X3 allows you to translate transactions (e.g., sales/purchase orders, receipts/deliveries, invoices, returns, and journal entries) into future incoming and outgoing cash events.  Once the forecast is generated, it is possible to simulate future bank position, at a daily, weekly, or monthly level. In this blog post, we will explore how to set up and generate your cash forecast in Sage X3. SETUP Set the default bank in the parameters to allow for non-cash specific transactions to be pulled into the forecast. (Setup > General Parameters > Parameter Values) You can exclude a BP from being included in the forecast by setting Cash Excluded to ‘Yes’ on the BP record.  A setting of ‘No’ will be included. This field defaults to ‘No’, meaning the BP is taken into account in the forecast management. Define which forecast types are used for each company and define the behavior used in the forecast generation. (Setup > AP-AR Accounting > Cash Forecast Type) PROCESSING Generate the forecast to create the bank movements these documents will create in the future.  Every time that the process is launched, the previous cash forecasts are deleted, and they are calculated again. Therefore, you always have a current image of the forecast taking into account all the Sage X3 documents. (Setup > AP-AR Accounting > Open Items > Cash Forecast Generation) Manage the documents that were generated in the forecast.  You can manually add new documents to be considered and delete or change the value of the documents to be considered. (AP-AR Accounting > Open Items > Cash Forecast Management) Use the Banking Position Inquiry to see the balances.  You can select the detail level (Total, Forecast Type, Document) as well as the periodic processing (Day, Week, Month). Similar results to the inquiry can be seen by running the BANPOSANY report. For more information on cash forecasting in Sage X3, or for any other Sage X3 questions, please contact us.

We’re happy to let you know that the Sage X3 Ideas Portal has moved to Aha! Aha! makes it easy to: Make suggestions to improve or add functionality to Sage X3. Vote up or down others’ suggestions. While the Ideas portal is relocating to Aha!, there is no change to the Sage X3 General Discussion forum or Announcements forum on Community Hub—you can still get the latest Sage X3 announcements, keep the conversations going, and continue to share your great tips and suggestions. You’ll still be able to access the new ideas area from Community Hub by clicking on the “Submit an idea” link under Quick Links. Please note that ideas previously submitted will be imported into the new site in early 2024. Why not head on over to the Aha! Ideas portal now and post your next idea. Hope to see you there! For more information about the Sage X3 Ideas portal, or for any other questions about Sage X3, please contact us. NOTE: Portions of this content originally appeared on Sage City on December 20, 2023.

In today’s blog post, we will illustrate methods to achieve improved segregation of duties, thereby enhancing security and control in the payment processing workflow within Sage X3. The goal is to minimize errors and ensure a more robust payment management system. GETTING STARTED The first thing we need to do is to identify users that are authorized to approve payments: Go to Setup/Users /Users. Select the user from the left list. Select the Parameters tab. Go to Acc Payable/Acc Receivable/ AUZ. Select Detail from the action Item. Set the PAYAPP – Payment Authorization to Yes for users who will allowed to approve payments. Next, we need to identify payment types that require approvals: Go to Setup/AP-AR Accounting  /Payment Entry Transactions. Select the payment entry type from the left list. Select the Steps tab. Select Authorization. PROCESSING A payment starts off as unapproved: A user with approval rights can approve the payment by clicking the Approve button: On a payment remittance, a user with approval security can “Approve All” or “Remove unapproved”.  You can also approve individual payments from the action button on the line. Unless all payments are approved, the remittance is not available for posting or bank file generation. When generating an automatic remittance, you can select to only include approved payments: For more information on payment approvals in Sage X3, or for any other Sage X3 questions, please contact us.

Reduce time spent on analysis and reporting, and make faster, better-informed decisions. The tight and secure integration of Sage Data & Analytics (SD&A) with Sage ERP† ensures the reliability of critical business information, provides business users with coherent insight on enterprise data, supports clear decision-making and fosters continuous cross functional improvement. KEY FEATURES: Installation and Configuration of SD&A in the ZAP Cloud Installation of templates available with the SD&A model Deployment of pre-defined analytics and dashboards with the SD&A model Connection to 1 live company and 1 test company for Sage ERP† 2 seats for remote training sessions with Net at Work Consulting on strategic approach to the product roll-out Up to 8 hours of remote consulting on report design and development to aid customers in creating their own reports. Custom reports created by Net at Work will be provided for an additional fee QUICK START PROCESS: Step 1 – ZAP Cloud provisions SD&A on ZAP Cloud Step 2 – Net at Work validates and installs Gateway to connect to ZAP Cloud Step 3 – Net at Work models your GL and data to configure all the available SD&A templates Step 4 – You attend SD&A training sessions remotely (2 seats) Step 5 – You gain instant insight into all your data †Sage Data & Analytics (SD&A) integrates with Sage X3, Sage Intacct, Sage 300, and Sage 100 ERPs. PRICING INFORMATION: $9,995.00 Fixed Fee For more information, click here or contact us. DOWNLOAD BROCHURE

In Sage X3, there are fields you set at the customer level to govern the credit you allow them when ordering.  There are also parameters that govern whether the credit limit will be a warning or a block – meaning that the transaction will not be allowed – and if it is across the board or by user.  In this blog post, we will review these options. CUSTOMER SETUP On the management tab of the customer screen, you can assign whether credit checking will happen for the specific customer. Check – if a customer’s open credit exposure (open orders + open invoices) exceeds the credit line, then the customer’s open orders will be placed on hold (unless the Release button has previously been set on the order). No Check – All orders are set to credit status of OK regardless of credit exposure. (If your customer is initially set up with “Check” and you wish for them not be “No Check”.  You can reset this flag, but that will not change the status on orders that already have a Hold or Limit Exceeded status.  To change the status on those orders to OK you can check the “Release” box on the Delivery tab of the sales order. Hold – Places customer and all their open sales orders on hold (if the release flag hasn’t been set on the order). Assign the amount of authorized credit, blank is zero, not unlimited. PROCESSING X3 can be set up at the folder level to warn if a customer is over their credit limit or prevent the shipment from happening. Go to Setup/General Parameters /Parameter Values Go to VEN / AUZ / SCDUNTL Yes – User will be warned if a customer exceeds but not prevented from shipping. No – User will be warned if a customer exceeds and prevented from shipping. If the folder level is set to No, a user can be given permission to override the credit status on an order. Go to Setup/Users /Users Select the user from the left list Select the Parameters tab Go to Sales / AUZ Select Detail from the action Item When the Credit Status on an order is “Limit Exceeded” The user will be able to select the lock next to the Credit status field and release it from credit hold. For more information on credit limit checking in Sage X3, or for any other Sage X3 questions, please contact us.

Now’s the time of year we frequently get calls from our Sage Enterprise Intelligence (SEI) users about balance sheet items lacking the carry-forward balances. If this is happening to you, it’s entirely possible that the accounting team is not ready to close the fiscal year in Sage X3. To allow for this, we employ a simple procedure in SEI: the year-end simulation; performing the year-end simulation allows SEI to create a Period 0 to hold the balance-forward values. When using the Data Model GL Transaction Details with Year-End Simulation you must Calculate the opening balance in Sage Enterprise Intelligence (SEI) as this Data Model does NOT use opening balances from Sage X3 but only uses the calculated balances in SEI.  This procedure must be run anytime a change is made to the prior year in order to update beginning balances in SEI if using this data model. CALCULATING THE OPENING BALANCE IN SAGE X3 To process year-end simulation in Sage Enterprise Intelligence, perform the following steps: Expand the Finance folders. Right-click GL Transaction Details with Year-End Simulationand select View Info Pages. Specify the Fiscal Periodusing the prompt buttons to select the period range or by entering it manually. Click on the button Calculate Open Balance (SQL Server Only).   After the procedure has run successfully you will see the Success message in the bottom right-hand corner. Close the window and re-run or re-calculate your balance sheet or trial balance worksheet. Lastly, when using the SEI Excel add-in, be sure to enter Period zero (0) as the BEGINNING of the range of periods. If you have further questions about year-end simulations in Sage Enterprise Intelligence or making sure your balance sheet items have the correct carry-forward balances, please contact us.

Sometimes it can be difficult to see patterns and trends when you look at raw data. Visualizing your data with tools like conditional formatting can help make patterns and trends more obvious and make your data easier to understand. Conditional formatting allows you to create rules that determine the format of cells based on their values. In this blog post, we will show you how to conditionally format fields throughout Sage X3, based on the criteria we set up. CONDITIONAL FORMATTING IN SAGE X3 Step 1 Define the criteria and the style. Enter a unique code, enter a description, and fill out the lines accordingly. In this example, we have the following logic: Line 1: If the margin is greater than zero, then the gross price will appear in a green shade. Line 2: If the margin is less than or equal to zero, then the gross price will appear in a red shade and larger text. Step 2 There are other styles that you can choose from. Select the lookup to try out other examples. Alternatively, you can go to Setup > General parameters > Presentation styles Step 3 Assign the style to the field. Go to Setup > General parameters > Personalization > Screen > Screen personalization. Enter the screen code. Assign the style to the field. Step 4 View the style in action. In our example, the gross price will be green if the margin is greater than zero, otherwise, the gross price field will be red. For more information on using conditional formatting in Sage X3, or for any other Sage X3 questions, please contact us.

Visual Process Maps are visual representations of typical workflows in Sage X3. They make it easier to navigate through the application to the relevant functions and tasks (instead of relying on the extensive menus and lists of tasks).  While you can create your own process maps, Net at Work offers a number of pre-built, custom dashboards (see options below). If you are interested in adding any of these dashboards to your system, please contact your Net at Work Account Manager or Team Manager. Once available in your system, the process maps can be further customized to better suit your individual business needs. ADMINISTRATION PROCESS MAPS OPTION 1 OPTION 2 OPTION 3 FINANCE PROCESS MAPS GENERAL LEDGER ACCOUNTS PAYABLE ACCOUNTS RECEIVABLE CLOSING FIXED ASSETS 1099 OPERATIONS PROCESS MAPS INVENTORY PURCHASING SALES MANUFACTURING