Thursday, April 02, 2015

Sage UBS 2015 - Housekeeping in progress, not allow to proceed

Encounter the message “Housekeeping in Progress” message when accessing Sage UBS

Click on the refresh button at the select application screen, after that you should be able to access the system normally.
Note: This fix is only available from Sage UBS 2015 version 9.9.1.14 onwards.

Wednesday, April 01, 2015

UBS Utility

Some utility functions in UBS system will be learned in this section 
  1. Enter journal entry via quick entry. 
  2. Maintain and process recurring journal entries 
  3. Recode master data codes. 
  4. Maintain and apply user-defined fields. 
  5. Customize report templates. 
  6. How to check out & check in mobile license. 
  7. How to set up connected services. 



I would like to enter journal entries via quick entry


I have entries that repeat every month, e.g. asset depreciation journal entry, I would like to maintain recurring journal entries
 


I would like to change the code of come master data, e.g. GL account, Item, Supplier, Customer etc
 


 I need extra informations on my billing, I would like to use user-defined fields to enter those extra information


I would like to customized some document template, e.g. order, invoice etc to suite my business


I need to work outside the office, I need to install mobile license into my mobile workstation


I would like to receive updates on business via SMS, email etc using connected services
      

Tuesday, March 17, 2015

E-learninig on UBS Inventory

Record the key steps in the inventory management will be learned in this section
  1. Add / Update item.
  2. Add / Update location
  3. Understand various costing methods available in the system.
  4. Enter opening stock.
  5. Perform inventory adjustment, inventory transfer & inventory issue.
  6. Enter item assembly.
  7. Learn how to keep track inventory movement, inventory aging etc.

I would like to add new item / update existing item
 


I would like to add new location / update existing location 
 


 I would like to understand various costing methods available and set it up accordingly


I would like to enter opening stock


I found descrepancy between the quantity in the system and my physical stock, I would like to make inventory adjustment
 


I would like to issue out goods for internal use, for display purpose, loan item to staff etc.
 

  
   I would like to perform the production of assembly goods.
 


I would like to keep track of my inventory movement, inventory aging etc

Monday, March 16, 2015

Banking & Cash flow E-learning

Record the key steps in the banking & cash flow will be explained in this section
  1. Maintain bank / cash / credit card account.
  2. Explore the banking task flow.
  3. Enter sundry expenses transaction via payment entry.
  4. Enter fund transfer & reimbursement transaction.
  5. Enter payment & print cheque.
  6. Perform bank reconciliation.
I would like to add new bank / cash / credit card account or update existing bank / cash / credit card account


I would like to manage my cash flow via the banking task flow 


I would like to enter sundry expenses and payment transaction


I would like to transfer cash from bank to cash or cash to bank, as well as bank to bank


I would like to enter payment & print cheque


I would like to match the transactions in system against my bank statement via the bank reconciliation





Wednesday, March 11, 2015

SAGE UBS Customer & Sales

Record the key steps in the sales cycle will be explained in this section,

  1. Maintain customer profile.
  2. Maintain sales control, such as allow / not allow zero price, allow / not allow selling above credit limit etc.
  3. Issue quotation to customer and record a sales order from customer.
  4. Create delivery order for goods delivery and record a return when customer returned the goods
  5. Issue invoices and make adjustments via credit note and debit note.
  6. Enter receipt transaction when customer make payment. Create prepayment entry when you collect advance payment from customer.
  7. How to claim back the output tax if customer outstanding is more than 6 months and how to return the output tax to JKDM when customer settled the outstanding.
I would like to add new customer or update existing customer Profile


I would like to setup sales control in the system


My customer asked for a quotation


I received an order from my customer


I collect payment in advance from my customer


I would like to fulfil my customer’s order / My customer returned faulty goods


I would like to issue an invoice to my customer / I would like to make adjustment using credit note or debit note


My customer made payment


My customer’s outstanding is more than 6 months, now I want to claim back the output tax that I have paid

Tuesday, March 10, 2015

Release Notes for Sage UBS



This note is explaining the progressive enhancement of Sage UBS as well as issues have been addressed by the system
Content
This release notes covers two sections:
1. Progressive Enhancement (if any)
2. Issues that have been addressed


Version 9.9.1.12
Progressive Enhancements
Release date: 2nd March 2015

Purchase Debit Note & Purchase Credit Note

     Previously, purchase debit note and purchase credit note are entered in Sage UBS accounting only as double entries.

     Malaysia GST requires purchase debit note and purchase credit note must be linked to at least 1 supplier invoice. So, Sage UBS Inventory & Billing has been enhanced to provide the purchase debit note and purchase credit note entry screens. You can also print the purchase debit note and purchase credit note after saved.
Default GST Tax Code in Purchases and Sales entry screens
     For purchases entry screen, the default GST tax code checking is via the hierarchy below: 
 Supplier item --> Item group --> Tax Code Setting in Administrative

     For sales entry screen, the default GST tax code checking is via the hierarchy below :
 Address --> Customer item --> Item group--> Tax Code Setting in Administrative Tools

     Please note that, due to the delivery address is using remark 0 – 4 at the header, and the remarks can used for any other purposes other than delivery address. So, you must always select the [With delivery address] to indicate that there is delivery address, before you click [Body] or select [Update from…].

Self billed invoice – Supplier listing
Now, only suppliers with RMCD approval number maintained will be shown in the Supplier list.

21 days rule
     When run the GST Return wizard (GST-03), system will check for any un-invoice delivery order.                        You are given the options to
          a) Exit from the wizard and generate the invoice accordingly for those delivery orders
          b) GST Return wizard will calculate the output tax for the delivery orders.
     
To make sure the financial entries are generated and posted to the correct GL account, you must create the Accrued debtor & Invoice to be issued GL accounts and do the mapping in Accounting > GST Settings. If the mapping is not available, system will inform you to do the mapping accordingly when do posting of invoice from Sage UBS Inventory & Billing.

Import from CSV
     If you are using other Billing system, and using Sage UBS Accounting for GST reporting, now, you can import billing transactions into Sage UBS Accounting with CSV format, for GAF’s section [P] and [S] purpose.

     If you would like to understand the structure of the CSV file, in Sage UBS Inventory & Billing, go to Periodic > Export / Import > E.I. Housekeeping, select 9. LIST STRUCTURE – ARTRAN.DBF, 59. LIST STRUCTURE – ICTRAN.DBF and 40. LIST STRUCTURE – GLPOST9.DBF, click apply to view or print structure.

     To do posting of journal entries from the Billing system into Sage UBS Accounting, go to Periodic > Export / Import > Import from CSV, select 1. IMPORT FROM GLPOST9.CSV.

     To import the billing transactions into Sage UBS Accounting, go to Periodic > Export / Import > Import from CSV, select 5. IMPORT FROM ARTRAN9 CSV and ICTRAN9.CSV. These 2 files must be imported together.


Issues that have been addressed

Case ID
                                    Brief Description
-
Unable to delete tax code in ACC and I&B
-
Hide Allow edit exported bill in Settings
281-119645
If tick "Update average cost" will pop up the error message Alias 'initfile' is not found’
-
Error in I&B Reports Converter
-
Click Sage Connect Status Ole Error if using trial version
-
Generate GAF -> Go to reports -> View Ledger -> Ok (Error encounter)
-
Error if invalid date entered in GST-03 report wizard example 01/01/1010
241-120543
Incorrect stock value at Item status and value

Alt-key feature is hidden in Accounting

-
Disable GST -> Create CN transaction -> Print Receipt [OK] -> Enable GST -> Same transaction -> Pint Receipt [Error Encountered]



               
Known Issues
     GST tax report, GST Return wizard (GST-03) and GAF generator are still undergoing major enhancement to cater for additional new GST features.
     Sometimes, you may encounter some issues when testing these 3 reports. Please rest assured that these reports will be stabilized before Malaysia GST effective.

Version 9.9.1.11
Progressive Enhancements
Release date: 06th February 2015

Major Industry Code Maintenance – Edit button
Edit button is now made available in Major Industry Code Maintenance screen to allow you to modify the description of existing major industry code.


GST-03 Wizard – Part 5
The Nationality field is now enhanced to be a drop-down list selection. It is a mandatory field. a) If Nationality is Malaysia, Identity card no is required. b) If Nationality is non-Malaysia, Passport no is required.


Sundry Expenses
Sundry Expenses is now made available ONLY if Malaysia GST setting is ON.



Issues that have been addressed

A)    Accounting
Case ID
Brief Description
-
GST Registration No. missing after click on [Add] button at Major industry Code field
-
RTE when click on the [X] button at GST setting tab
B)     Billing

Case ID
Brief Description
-
Generate Invoice from GRN in dashboard will create double entries in stock card
-
Truncated decimal figure in default format INV and CN (Report alignment show incorrectly)





Version 9.9.1.10
Issues that have been addressed
Release date: 30th January 2015

Important Note:

If you are uninstalling your current application, we highly recommend you to use the latest installer version 9.9.1.8 and above. This is to address the backward compatibility issue which result to OLE error.

C)    Accounting
Case ID
Brief Description
-
Validation on the license registration
-
In GST Return Wizard, it does not capture the reporting date properly. The Next button could not be enabled unless clicking first the refresh button.
-
New button in the GST settings in order to perform the mapping automatically via GST Wizard.
-
Modified the message prompt when Accounting data structure is old. Display message “Please run accounting system to allow system to upgrade the data file.”
-
Error encounter in CustNoI and IDI when indexes is corrupted
-
New message box will prompt when the refresh button is click. Display Message “Updating may take some time to complete depending on your data size. Do you want to update?”
-
No refresh of GST dashboard upon user Login or startup.
-
When license is Accounting + Billing only, then access the Billing system inside accounting GST dashboard should display the Billing.
D)    Billing
93-118970
Enable “Change currency to USD” tick box in General Setup with Accounting + Billing license only
E)     Inventory & Billing
-
User Defined Formula – Quantity and Price
F)     Sage UBS license test
-
When testing using UBS nine or UBS one license o For Accounting – daccount.exe and daccountone.exe must be updated. o For Billing or Inventory & Billing – vstk.exe, vstkBilling.exe, vstkone.exe must be updated. If one Sage cover license is valid, then all exe file will be updated

Version 9.9.1.9
Release date: 19th January 2015
Progressive Enhancements
ECE Control Board

ECE Control Board will be shown if country setting is NOT Malaysia (MY), either in Accounting or Inventory & Billing.


Major Industry Code
Major Industry Code setting is now made available ONLY if country setting is Malaysia (MY)


Issues that have been addressed
G)    Accounting

Case ID
Brief Description
-
Major Industry Code – Add button disabled no matter GST setting is ON or OFF


Version 9.9.1.8
Progressive Enhancements
Release date: 16th January 2015
GST Wizard – Tax Code and Major Industry Code
     You can now maintain the tax code to General Ledger Accounts in GST Wizard – General Ledger Accounts. Mapping the major industry code to the Item Group & individual items also made available in the GST Wizard, Item Maintenance and Group Maintenance as well.

Important Note:
     Currently, mapping Tax Code and Major Industry Code is ONLY ready for setup purposes. Enhancement to the transactions entry screen for handling both of these functions will be made available in the next release. Enhancement for the GST Return to properly display the amount with different major industry code will also made available in next release.

Pricing Strategy – Inclusive and Exclusive handling
     Tax-Inclusive and Tax- Exclusive handling for the transaction is now made available in Inventory & Billing. You can now set the option in Company Profile to apply in your business.

      Tax – inclusive
Meaning: the amount of tax paid is already included in the base price Example:
Product Price      GST          Tax- Inclusive computation     Selling Price
RM100.00            6%                   RM94.34 + 5.66                = RM100.00

     Tax – exclusive
Meaning: the amount of tax paid is on top of the base price Example:
 Product Price       GST           Tax- Inclusive computation       Selling Price
RM100.00              6%                      RM100 + 6.00                  = RM106.00

Sundry Expenses – Goods and Service Tax Report & GST Audit File (GAF)
Goods and Service Tax report & GST Audit File (GAF) is now enhanced to properly display the sundry expenses transaction.

Foreign Currency Tax Invoice, Credit Note & Debit Note
New report template for foreign currency transaction is now made available in Invoice, Credit Note, Debit Note and Cash Sale entries screen.

Simplified Tax Invoice
Simplified Tax Invoice is now made available in Cash Sale entry screen.

General Ledger Accounts
General Ledger Accounts in the GST Wizard is now change label name to GST – General Ledger Accounts.

Sage Connect – On & Off
You can now enable or disable Sage Connect by clicking on [Sage Connect Status].



Issues that have been addressed
H)    Landing Page
Case ID
Brief Description
187-113376
Unable to disable the pop-up message for data migration



I)       Accounting
Case ID
Brief Description
281-108282
Variable WQ formula is not found
93-117936
Cannot access previous year data
93-116206
Unable to restore data
-
OLE error code 0x80040154.
-
-
-
Passport is not mandatory field in GST Returns
GST Returns Wizard click Back or Cancel button then only can click Next.
Upgrading to Sage UBS 2015 and encounter problem with User ID when there is space and period

J)      Inventory & Billing
Case ID
Brief Description
240-114137
No option for update from PO
-
Remark Setup Wrong Place



Version 9.9.1.7
Issues that have been addressed     
Release date: 15th December 2014
K)    Accounting
Case ID
Brief Description
-
GST wizard form size issue when resolution is 1024x768
241-115242
Message “Alias 'DBTOUTDOCS' is not found” is shown in multi-users environment.






Version 9.9.1.6
Progressive Enhancements
Release date: 09th December 2014
Sundry Expenses

You can now enter sundry expenses via the Payment entry screen.

      For example, you made the payment of water, electricity and sewerage bills at POS Malaysia.

      Even though the payment is made to POS Malaysia but you can specify the supplier, invoice
number, invoice date etc for each expense via the [GST details] button.

      Goods and Service Tax report & GST Audit File (GAF) will be enhanced to properly display the sundry expenses transaction in the next release.


Version 9.9.1.5
Progressive Enhancements
Release date: 09th December 2014
GST Dashboard – 21 Days Rule

New GST dashboard is now made available in Inventory & Billing system. It will display the list of un-invoice delivery orders and un-invoice goods receive note. You can select the delivery order / goods receive note and generate the respective invoice.

The GST Dashboard in Accounting has been enhanced to display the list on un-invoiced Delivery orders as well.

GST handling for un-invoice delivery orders more than 21 days in GST Return wizard with proper GST output tax reversal entries when an invoice is being issued will be made available in the next release.

Supplier Invoice, Supplier Invoice + GRN

Supplier Invoice entry screen has been enhanced to be able to update from GRN. Supplier Invoice + GRN entry also has been enhanced to be able to update from Purchase Order.


Issues that have been addressed
L)     Landing Page
Case ID
Brief Description
-
“Do you want to migrate data from previous version?” message box still shown even after set the “Do not show again”.


M)   Accounting
Case ID
Brief Description
-
Bad debt management (AR & AP) entry screen - Error message shown
-
Partial exemption apportionment – Error message shown
-
Capital Goods – always showing 1st record
-
Performance issue on GST Dashboard when there are more than 10,000 invoices

N)    Inventory & Billing
Case ID
Brief Description
-
Purchase Order – GST Tax code not shown by default
-
Invoice – GST Tax code not shown by default if update from DO


Version 9.9.1.4
Progressive Enhancements
Release date: 20th November 2014
Tax Code Maintenance – Edit Button

Edit button is now made available in Tax Code Maintenance screen. With the Edit button, you can easily maintain all essential data elements such as Description of the Tax Code, Tax Percentage, Transaction Type, Tax Method, A/C No and Status of the Tax code.


Known Issue
Data Migration Tool
For system version 9.1 to 9.2sr2.
     Currently, when performing data migration process, if registry is not found, system will prompt a screen with available options to allow user to select and search for the previous version data folder. These options includes:

For
     1. Search for data folder in this drive : (This will check all local drives only)
     2. Search for data folder in this locations:

After select one of the options above, both Accounting and Inventory & Billing data folder must be selected in order to let system to search for the old company data folder. However, for the current version, migration will not be started if user :
     1. Select only Accounting data folder without Inventory & Billing data folder. OR
     2. Select only Inventory & Billing data folder without Accounting data folder.

Current Solution:
 User can still migrate the old version data to new version of Sage UBS 2015 by using existing feature, which is Create new company à Copy from existing data.

The enhancement will be available in the next release update.



Issues that have been addressed
a)      Landing Page
Case ID
Brief Description
299-108336
Add company logo with one step process
301-110525
User ID not found

b)      Accounting
Case ID
Brief Description
301-106644
GAF Value show incorrect
258-105298
Error prompt when close menu
258-110158
Alias user is not found
301-111434
Unable to select Debtor in search screen
301-111437
Tax Code Maintenance Status column

c)       Inventory & Billing
Case ID
Brief Description
301-108149
Debtor and Creditor not found.
301-108386
Item show - value after issue GRN
301-110528
Label for GRN report display incorrectly
301-110532
Print button at GRN body is not funtion
301-110550
Incorrect Trace Item Cost & Value report
301-111462
PT code and ST code in Item Maintenance
293-111352
tax code maintenance
93-111869
Year End - Alias 'INITFILE'
299-111691
I&B - Click Add in Tax Code prompted RTE





Version 9.9.1.3
Progressive Enhancements
Release date: 10th November 2014
Post to Accounting – 1 step posting
Previously, you will need to manually export the transactions, after that import into Daccount. For GST Audit file generation purpose, you will only need to export the billing data and import into accounting as well.

Now, Sage UBS 2015 has been enhanced to consolidate all these functions into 1 step posting.

Default User ID and Password
For 1st time installation, you may not know the default User ID and Password to login to the system.

Now, the default User ID and Password is shown on the login page. For security purpose, you are encourage to change the password after 1st time login.

Remember last login ID
Sage UBS 2015 has been enhanced to remember user last login ID. You will just need to click on the MySageID /User Name field and a list of login ID will be shown for you to select.

Data Migration from previous version (9.1 to 9.9.0.x)
A new data migration function is made available in this version to help you to migrate data from previous version (9.1 to 9.9.0.x). Company setting and user login details will be migrated as well.

If the Inventory & Billing data folder and Accounting data already linked, those data folder will be auto linked after the data migration. If the Inventory & Billing data folder and Accounting data are not linked, you will be able to link them during data migration as well.

Data migration from version 8.x will be in the next phase.

Change Company Logo
“Update Logo” link is now made available in Select Company screen to provide you a faster way to change the company logo.

GST Setup Wizard
GST Made Simple – With the GST Setup Wizard, you easily maintain all essential data elements such as GL accounts, Tax Codes, Customer, Supplier, Item group and Item for proper GST reporting.

Issues that have been addressed
a)      Landing Page
Case ID
Brief Description
301-107991
Error when editing Company directory

b)      Accounting
Case ID
Brief Description
134-21545
Add Project & Job code in Print Ledger

Inventory & Billing   
Case ID
Brief Description
241-78758
Item disc amount round inconsistence
301-108252
Unable to view next transaction record
301-108263
Show incorrect transaction record
301-108286
Prompted error message after click Body




Version 9.9.1.2
Progressive Enhancements
Release date: 15th October 2014
Remove GST Verification Report and GAF Verification Report
Currently, GST Verification Report and GAF Verification Report Menu is meant for Singapore users. Thus, remove both features from Malaysia GST Report menu.

Change Password Button
Change Password” Button is now made available in user management screen to address the following requirements:
 1. Allow Administrator to change password for user.
 2. If Sage ID is not activated, show [Change Password] button for Administrator to change password.
3. If Sage ID is activated, disable [Change Password] button and unable change password for the user.

Update from DO
Update from DO option is now enabled for user to link DO to the invoice.

Folder Directory Enhancement
This enhancement provides flexibility in allowing users to map different network drives to respective Accounting folder and Inventory & Billing folder. Now the information in Accounting and Inventory & Billing are able to be linked, even with both folders saved in different network locations.
                                                 
Issues that have been addressed
a)      Accounting
Case ID
Brief Description
241-104076
Command is missing required clause
241-104702
UBS 2015 Print GST Return having error
258-104573
Wrong data folder for new company
93-101922
Knock Off-Variable'LCTTYPE' is not found
241-103814
One day password expired
b)      Inventory & Billing
Case ID
Brief Description
258-104573
Wrong data folder for new company
93-102180
Credit Note is shown OUT qty
241-103814
One day password expired
301-107204
Unable to select Tax Code




Version 9.9.1.1
Progressive Enhancements
Release date: 15th September 2014
Malaysia & Singapore GST – Only body discount & body tax
To fulfill the requirement of GST Audit file to display the taxable amount (after discount) and GST amount for every item line in the invoice / credit note / debit note, when Malaysia or Singapore GST is enabled, only body discount & body tax are available.
Issues that have been addressed                       
Accounting
Case ID
Brief Description
93-100748
Due to the GST Audit file requirement, transactions posted from Inventory & Billing will have transaction description like “Sales of Item X, Item Y…” or “Purchase of Item X, Item Y…” However, due to ledger reports, aging reports are also referring to the transaction description, causing the reports difficult to be understand. Now, the transaction description has been changed back to the old method. The transaction description meant for GST Audit file is stored in a separate field.
93-101922
Error message shown when knock-off debtor/creditor bills
187-101933
Error message shown when generate GST Audit file

Error message shown when generate GST return report
Inventory & Billing
Case ID
Brief Description
93-102180
For credit note issued, the quantity amount is shown at quantity out in stock card report.

Credit Note & Debit Note – details in the body is not shown after saved






Version 9.9.1.0
Progressive Enhancements
Release date: 07th August 2014
Malaysia GST compliance
Sage UBS 2015 version 9.9.1.0 is compliance with Malaysia GST requirements. Please visit sageubs.sage.my for details.