Financials Workshop

Sage ERP X3 version 7

The Financials Workshop is intended to provide you with experience setting up and defining information using
what you have learned about Sage ERP X3 version 7. The activities in this workshop are to be completed
independently with specific check points throughout the workshop.
• There are 6 activities to be completed in this workshop.
• An instructor is available if you have questions and will provide instructions on how to raise questions or
interact during the workshop.
• A specific virtual machine will be assigned to you to complete the workshop and you will be given
instructions for connecting to the image at the start of the workshop.
• As you work through activities, there will be checkpoints at various times where you are required to call
into a conference call to share experiences etc.

Scenario
NA Discrete is a manufacturer and distributor of top quality computer products and bike and toy products. The
company has had several years of tremendous growth and success, and is in the process of adding a new site
and further expanding their business. They presently acquire component parts and raw materials from suppliers
around the globe, and sell products and finished goods to other businesses.
The company has recently gone through a successful implementation of Sage ERP X3 version 7 with your
consulting firm, and has been using Standard Edition for approximately 1 year. Because of your proven
expertise and tactful consulting skills, they have asked you to work with them to enhance their existing system.
• They have identified 6 specific requirements that need to be addressed – these relate to the new site that they
are opening, or to enhance or modify existing functionality based on their experiences over the past year.
• For some of the requirements, they have provided the necessary scoping documents from your
implementation toolkit.

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Requirement #1 – Establishing a New Site

NA Discrete has added a new site for sales, purchase, and stock transactions, and should also be considered
financial site.
• A specific requirement of this site is that all sales and journal entry transactions relating to this site need to
include a dimension value for Entities (ENT) – 60 (NA Corportate).
- This value should override all other values on records when recording sales transactions or journal
entries.
• Once the site has been established, the controller would like you to assist in entering a journal entry for an
inter-site transfer of petty cash in the amount of $500.00.
- This money was transferred from site NA011 to the new site. They use an inter-site clearing account
(G/L Account #22100)
From Scoping Document EC002 – General Structure
The following additional information has been provided for this requirement:
Specify the sites of each company.

Site list for the company:
Max.
Headings Site 1
Len.
Site code 5 NA013
Code of company 5 NA10
it belongs to
Site description 35 NA Distribution Site
Site short title 5 Irvine
Country US
Siret Registration 20
no.
Business Code 10
(NAF/SIC)
Financial site Yes/No Yes
1099 site Yes/No Yes
Production Site Yes/No Yes
Sales Site Yes/No Yes
Purchase Site Yes/No Yes
Warehouse site Yes/No Yes

Do you manage information about inventory (in accounting) that does not belong to any of the above-mentioned sites? No

Do you have inventory that you do not have to post in the accounts? No

Do you have inventory which you do not want to make available for sale or production for reasons other than its quality? No

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Does your sales organization require a field definition? YES – ENT: 60 NA Corporate

Specify the address of each site

Max.
Headings Site 1
Len.
Address Name 10 CORP
Address, Line 1 6561 Irvine Center Drive
Address, Line 2

Address, Line 3

Postcode 92618
Town/City Irvine, CA
Country US

What are the days worked for each site?

In the example below, all sites are open from Monday to Friday and closed on weekends.
Day Site 1
Site code NA013
Monday Yes
Tuesday Yes
Wednesday Yes
Thursday Yes
Friday Yes
Saturday No
Sunday No

(From Scoping Document EC005 – General Accounting Common Data)

Do you manage multi-site accounting postings?

Yes

To determine the general accounts to be used as link accounts, please complete the table below.

Site 1 Site 2 General Account Comments

NA011 NA013 22100

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Requirement #2 – Working with New Suppliers

NA Discrete has found a new group of suppliers with deeply discounted prices on components and accessories
that they use and distribute. The controller wants to track these suppliers separately from their main purchasing
suppliers in order to view the savings at the end of the year.
• The controller wants you to assist in establishing a new collective, and ensuring the new account code is
used when posting transactions for these suppliers.
• Additionally, they have asked whether it is possible to filter the left list quickly to view only these suppliers
while on the supplier window.
• Additional security measures should be put in place so that the other company in the current Sage ERP X3
version 7 endpoint (NA Process) cannot use these specific business partners.
Supplier Information
To help you test out that the new configurations work, the controller has given you a new supplier record to
enter:
Code E1001

Eco-Friendly Computer Parts Inc.

400 South Main Street

Suite 600

Waynesfield, Ohio

45896

From Scoping Document EC017 – BP Common Data

The following additional information has been provided for this requirement:
Do you use different BP collective general accounts to differentiate your suppliers?
1.1 Please complete the table below.
SUPPLIER ACCOUNTING CODE

Code Invoice
Invoice Invoice
Invoice to Credit to payable on
(10 digits Purchases Services Fixed asset payable on payable on
be received be received fixed
max.) purchase B&S
assets

LC

(Lower 20101 12500

Cost
Supplier)

From Scoping Document EC004 – BP Repository

Describe the setup options of each supplier category

Headings Category 1

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Category Code LC

Category Description Lower Cost Supliers

Counter

ABC Class Class A

Supplier Group

Minimum Order Amount

Price List Structure

Inv. Elt: Sales Discount

Inv. Elt: Freight

Inv. Elt: Insurances Costs

Inv. Elt: Tax Excl. Discount

Inv. Elt: Customs Duties

Delivery Method GRN

Freight Terms FOB

Open Item Origin (receipt

Invoice Date
date, invoice date)

Stat Group 1:

Stat Group 2:

Stat Group 3:

Stat Group 4:

Stat Group 5:

Group Supplier

Accounting Code LC

1099 file Misc Box 7

Tax Rule NTX

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Payment Condition NET30

Dimension Type 1

Dimension Type 2

STOP - Checkpoint
Instructions for checkpoint

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Requirement #3 – New Sales Transaction Details

In addition to the new sales site, NA Discrete would like to use a different document numbering sequence for
sales transactions entered at the new site.
• The document sequence number should include the site reference for verification, followed by a 6-character
sequential number.
- This should only be used on invoices raised from this site, and should not affect the standard invoice
numbering sequence used by default.
• The controller has also had frustrations with dimensions not being properly flagged in customer records for
transactions. She would like to see the Department dimension on customer records to default values, and to
ensure that this value is defaulted on sales invoice headers and customer BP invoice headers.
• Finally, specifically for sales invoice transactions, the controller would like to include a pop-up message for
Leisure Sports Inc. (customer NA004) to ensure the data entry staff placing orders and invoices knows this
is a preferred client.

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Requirement #4 – Check Printing

After years of manually writing out checks, the controller has finally decided to allow check printing through
Sage ERP X3 version 7 for supplier invoices. They have given the following checkbook information:
• Checks are check-stub-stub for the CHASE bank account (NA1US)
• The numbers start from 10001 and there are 10000 checks in stock
• The controller has attempted to set this up on their own, but would like you to verify it works and run
through manual and printed check processing to verify the numbers in the check book are being recorded
properly.
- Of course once the check function has been verified, she would like you to perform accounting
cancellations on the test entries and void all check numbers used.
• Finally, in the initial implementation the controller did not include remit-to addresses. She has now
provided a file with remit-to addresses that needs to be imported to update supplier records.
- She would like you to verify that the remit-to addresses are printing correctly on the printed checks.

STOP - Checkpoint
Instructions for checkpoint

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Requirement #5 – Expense Reimbursements

As part of the new check printing process that NA Discrete is having you implement, they would also like to
start recording employee expense reimbursements in Sage ERP X3 version 7.
• To start, the Sales Manager (ERPUS) has $535.00 in telephone expenses they would like reimbursed in the
current month.
• The controller wants you to use this expense to implement and test the expenses functionality.
• They would like to define business partner records with names that match the employees making the claims
– thus would require one business partner per user.
From Scoping Document ECO26 – Expense Report Processing
The following additional information has been provided for this requirement:
Please complete the table below.

EXPENSE CODE

"Group of
Expense General Mandatory
Title sites / Unit Tax code
code account comment
companies

PHONE Phone UN 71600

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Requirement #6 – Making Sense of Periodic Processing

The controller has finally asked you for some assistance with simplifying the period end process.
• First, they would like a new financial data extraction to assist them with month-end reporting. They would
like to occasionally transfer the report to Excel:
- The report should include the following rows summarized and totaled:

All A/R collectives

All A/P collectives

All revenue accounts

All expenses accounts
- The report should include the following columns summarized and totaled:

Actual MTD

Prior Year MTD

Variance
• Next, they would like to establish a process for working with open items to have a quick export to Excel of
all open item sales invoices with the following information:
- Fields to export

Document Number

Bill-To

Due Date

Currency

Amount

Account

Site

BP Name
• Finally, they would like to see an inquiry screen that allows them to view dimension balances, and detailed
transactions related to dimension values.
- Specifically, they would like to see all transactions in the current year posted to the NA Corporate value
of the Entities dimension.
- They would again like this to be exported to Excel for further analysis.

STOP - Checkpoint
End of session instructions

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