860 Prospect Hill Rd.
Windsor, CT 06095
Phone: 860-688-8088, email address: info@preferredlogic.com
website: www.preferredlogic.com
Version compatibility Charts
Are you wondering if your option products are compatible with the current version? The new compatibility charts show you what option products are currently running with the latest 5.4. Visit the following link
to view compatibility charts for other version as well. http://www.sageaccpac.com/products/options/compatability/
How to Check for the latest Service Packs
At the top of your ACCPAC window, click Help, then System Information. This will list the ACCPAC modules, versions and service packs that are currently installed on the
workstation. Note which modules have a red checkmark to the left, along with which versions and service packs are listed to the right. These are the modules that are active for the company you are logged into. From this screen, also note
the path of your “Shared Data Directory”. You will save downloaded service packs to subfolders of this directory.
Caution – Please check with our office before installing any service packs. There may be situations when a patch may cause a conflict with other modules or if you
have installed ACCPAC-related software, programs developed by ACCPAC Developer Partners such as UniDevCo or MISys, ACCPAC Options products, or other "non-core" modules.
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Understanding Error Messages
Error messages are one of the types of messages that appear in message dialogs in ACCPAC. The other types are Warnings and Confirmations.
Warnings alert the user to possible problems or situations that require action or decisions. Warnings contain OK and help buttons. You must choose OK to acknowledge the warning.
Confirmations ask the user to make choice before the program can proceed. Confirmation contain Yes, No, Cancel and Help buttons.
Error messages identify conditions that prevent the program from proceeding. In most cases error messages start with a phrase (a category) such as "System error" or "Incorrect procedure", followed by a sentence
that describes the problem more specifically. In some cases, suggestions for action to take are included in the dialog box.
Here are some examples of these types of messages and how to might work around them.
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Operating System limit Reached
Problem: There are not enough free file handles or too many locks to open another file or start another applications.
Solution:
Write down the error message in case you need to consult technical support.
Leave ACCPAC and Windows and go to the system prompt.
- Change the number of files and locks as needed for your database configuration. If the message indicates that you do not have enough file handles, increase the value of FILES= in your CONFIG.SYS
file. If the message indicates you have too many locks, edit the SHARE parameters in AUTOEXEC.BAT. If you are using a Pervasive.SQL database, see "Pervasive.SQL Client Engine Configurations," in Appendix E of the Systems Manager
Administrator Guide.
- Reset the computer by pressing the Ctrl,Alt and Del keys simultaneously, then start ACCPAC again and retry the operation.
If the message does not recur, you have solved the problem by changing the number of files and locks. If the message reappears then contact one of our support technician.
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System Error
Problem: An unexpected error has occurred and the system cannot continue. Memory may be corrupted.
Network Users: If you are on a network, the error message can also mean that there is a network problem. Ask your system administrator whether you should follow these instructions and whether you shave
the correct access rights.
Solution:
- Write down the message in case you need to consult a technician.
- Leave ACCPAC and Windows, then restart and try the task again.
If the message does not recur, you likely have solved the problem by restarting. You may want to check your hard drive for errors. If your disk does not contain errors, you can resume normal processing and
ignore the balance of these steps. If the message reappears, go the next step.
- Check your hard drive for errors. (refer to your operating system manual for instructions to use CHKDSK OR SCANDISK). If no errors go to the next step. If disk errors are reported, fix the problem
and proceed to the next step.
- Reset the computer by pressing Ctrl, Alt, and Del keys simultaneously, then start Database Set up and verify the entries in the data dictionaries for your system and company database. Log the errors
to an error file. For more information, see "Verifying Databases," in chapter 4 of the systems manager administrator guide.
- Leave Database Setup and restart ACCPAC, selecting the company you were working with when the problem occurred. Check the integrity of all your accounting data. For more information see "Checking
Data Integrity" in chapter 11 of your System Manager Guide.
If no errors are reported, the problem may have been resolved. Try the task again. If the error reappears contact one of our technicians.
To read more about error messages. Refer to A-1 in your Systems Manager User Guide.
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Using Keyboard Functions instead of the Mouse
If you’ve done heads down data entry in the past, then you can understand the downfalls of leaving the keyboard for the mouse. Taking your fingers off the keys for that split second to click
the mouse can really slow down your data entry process.
This technical tip contains some basic techniques for using ACCPAC, and describes how to select options and work with records and columns of data, using a keyboard instead of the mouse.
Using Function Keys - The following function keys or "Hot Keys" provide you with shortcuts when working within ACCPAC
F1 Key - Displays online help. Available anywhere in ACCPAC.
F5 Key - Displays a finder window to select records from.
F7 Key - Displays the information for a record (go button)
F9 Key - Enlarge the selected record to display more information about the record (zoom Button)
Using Menu Commands & Buttons
Data entry forms display similar menus (for example, file and help menus) Thus you need to become familiar with only a few commands and buttons to work with ACCPAC data entry forms.
Alt/S - Use to save changes made to the displayed record.
Alt/D - Use to delete the displayed records.
Page Up - Navigation buttons
Page Down - Navigation buttons
Ctrl/Page Up - Navigation buttons
Ctrl/Page Down - Navigation buttons
Alt/E - Use to set criteria to specify records to display in the finder
Working with Columns of Data
- Insert - insert a blank row to add a new record.
- Delete - remove a selected row.
- Tab or Enter - Go to the next or previous column in a list.
- #or $Arrows -
Go up or down one row.
- "or!Arrows
- Go right or left in a column.
- Page up - Go to the top row in a view.
- Page Down - Go to the bottom row in a view.
- Home - Go to the first row in a list.
- End - Go to the last row in a list.
We hope you've found this technical tip helpful.
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Scheduling Recurring Transactions
Sticky Notes Be Gone! Now you can automatically schedule your processes using the ACCPAC Scheduling feature found in Common Services. This tip will explain how to use
this powerful feature currently found in your ACCPAC Accounting System.
Schedules can be set up for a particular user to process or for any user to process. Each user must have authorizations.
The scheduling folder contains two icons, "Reminder List," and "Schedules." You set up schedules for recurring transactions in the schedule form, then process schedules from the reminder list. You can also set
up schedules that can be processed only from sub ledgers (these schedules will not appear in the reminder list).
Creating Schedules
You can create daily, weekly, semi-monthly, monthly or yearly schedules to process any number of recurring transactions from any or all of your sub ledgers.
Schedules are usually created in the Schedule Window in Common Services. You can also create schedule while you are creating recurring transactions in sub ledgers. (See your application guide for
information about recurring transactions.)
To avoid confusion, give schedules unique codes and descriptions that reflect how they will be used, for example:
MONTHEND. This 8 character code shows the type of transaction being processed.
Reminder List
When schedules are due to be processed, the Reminder List opens. The Reminder List includes a drop down list field and schedule code, description, processed, run date, last run date, and remind columns, as
described below.
- List Field - The schedule types that a user can view are determined by their user group security rights, and include: Due Personal Schedules, All Personal Schedules, Due Assigned Schedules, All
Assigned Schedules.
- Schedule Code/Description - Schedule codes and their description appear in these two columns.
- Reminders - User IDs in this column identify the users who have been assigned to process the displayed schedules.
- Processed - Indicates whether due schedules have been processed. After a schedule is processed, "YES" appears in this column, and the Last Run Date column displays the current session date.
- Run Date - This column displays the date that unprocessed schedules are to be processed based on the choices set in the schedule.
- Last Run Date - Displays the most recent processing date of a schedule. This field will be blank if the schedule has never been run. The last run date also appears on the Schedules Details
Window, in a read-only field.
- Schedule Button - To view details about a highlighted schedule, click the schedule button. The schedule form opens. (You can then click the Details button on the Schedule window to view all
transactions attached to the Highlighted schedule).
Processing Schedules
The Reminder List appears if schedules are set to "All Users" or "Specific Users" are due to be processed on the session date or if the user is being reminded of upcoming processing dates.
To process schedules from the Reminder List.
- Highlight a Schedule in Reminder List.
- Choose the Process button. All transactions attached to that schedule are immediately processed. The Schedule Last Run Date Field (read-only) in the Schedule Details window is updated to the current
session date. The last Run Date Column (for the processed schedule) in the Reminder List is updated to the current session date.
- Choose the Close button to exit from the Reminder List.
We hope this tip is helpful.
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Recording a USE Tax
How do you record an AP invoice for a purchase that’s subject to ‘USE Tax’ when the invoice from the vendor/supplier does not include the tax? You must record the ‘USE Tax’ liability for
subsequent payment to the state without overstating the vendors’ invoice.
It can be easily done in ACCPAC, but some setup is needed in advance to accommodate those types of transactions. All of the setup needed is done in ‘Tax Services’.
Click here for step by step instructions complete with diagrams.
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Customizing the desktop You've hired a new employee, but looking at the ACCPAC
screen boggles her mind. Why not create a folder that only shows her the tasks that she needs to complete on a daily basis? Desktop customization is a feature that is available in all versions of ACCPAC Advantage Series.
This feature allows you to create a desktop specific for each user.
In addition to the functions they perform daily you can include reports, macros and outside programs such as email, Excell, MS Word. Each time this user launches ACCPAC
with his/her password they will be given their unique desktop view.
This document will give you a quick overview on how to set this up. For more details please refer to your Systems Manager User Guide on page 5-1.
Creating a New Folder
You can create new folders to contain the applications that you use frequently. The folder can contain program icons, macros, or reports. You can create as many folders as you wish.
To create a Folder
- From the object menu on the company desktop choose New, then choose folder.
- In the title field, type a name for the new folder. (you can change the Icon by clicking change Icon)
- Click Finish. The new folder appears on the ACCPAC Desktop.
You can now drag and drop or copy items into that folder.
Adding a Macro to a Folder
- Highlight the folder you want to add the macro to.
- From the object menu, choose new, then select macro.
- In the title field, type a name for the macro.
- Click Next.
- Enter the name of the macro file, including the patch and the extension, or click the browse button to select from the default macro directory.
- Select the macro file name (from the default or from another directory), then select Open, then click finish to add the macro to the highlighted folder on the ACCPAC desktop.
Adding a Report to a Folder
- Highlight the folder you want to add report to.
- From the object menu, choose new, then choose report.
- In the title field, type the name for the report.
- Choose Next to proceed to the following screen
- To select a report, choose the browse button. Select the report file name, Select open.
- Click finish
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ACCPAC Help on the Web 
Are you taking full advantage of your support plus benefits? Many clients are not aware of all the useful tools in the client center on the ACCPAC website. Besides product
information, you can log in with your client ID and password and gain access to the following:
My Products and Services
- Update contact and address information
- Review registered products and activation codes
- Download products and request CDs
- Download US Payroll Tax Table and, if current on your PR tax update plan (PUP), review activation code
- Renew your Support Plus
Communicate via the Forum
On the ACCPAC User Forum you can review previously posted questions and answers or post your own questions.
Technical Center
If you are current on Support Plus, you can download service packs as they become available. If you have a technical support agreement with ACCPAC, you can also request online support and access the ACCPAC
Knowledge Base.
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Using UI (User Interface) Profiles
The concept
of User Interface (UI) Profiles was introduced in Version 5.0 of Accpac Advantage Series. It works the same way in versions 5.1 and 5.2. This article assumes version 5.2 is in use.
UI Profiles allows the ACCPAC Administrator to customize the User Interface screens for a given ACCPAC user. The administrator can remove unnecessary or unwanted fields and buttons.
By way of
example:
The administrator
might want to prevent the Order Entry clerk(s) from ever deleting orders. Customizing the Order Entry screen and removing the 'Delete' button would do the trick. Here's how it would be done:
1) Start by logging into the
company as ADMIN (Only the ADMIN can make these changes).
2) Go to Administrative
Services >> UI Profile Maintenance and create a new UI profile. Lets call it OECLERK
with a description of Order Entry Clerk.
3) Next we
need to assign the
OECLERK UI Profile to a user. Go to Administrative Services >> Assign UI Profiles and add an entry that assigns OECLERK to one of your users. You can even assign it to
ADMIN for now if you don't have any other users setup and want to see how it works.
4) Now go to
Order Entry >> O/E Transactions >> Order Entry (Order/Invoice Entry in prior versions). Once the Order Entry screen is open, in the upper left hand corner of the OE Screen choose File >> Customize.
5) On the Customize Screen choose
OECLERK as the working profile. (You can also create a new profile from this screen)
6) In the
center of the Customize Screen you will see a long list of items that can be removed from the Order Entry Screen. They are removed by unchecking the items check box. Find the Delete Button on the list and remove its check mark.
7) Save and accept the Customize
Screen and you're done. The User assigned to the OECLERK UI Profile will no longer have a delete button!!
8) If you had assigned the OECLERK to ADMIN you will see the change immediately because you're currently in ACCPAC as ADMIN. Otherwise you will
need to log into ACCPAC as the assigned user to see the change.
Summary: You can easily hide fields and control buttons on any user interface form to prevent users from changing certain default information or to restrict certain functions. This gives the administrator an additional level
of control beyond what is available in “Security Groups”. In fact, UI profiles can be implemented even if you haven’t implemented Accpac User Security.
Please note: we strongly recommend that all clients protect their valuable and confidential accounting information through a full implementation of Accpac User Security.
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What You Should Know About the Mydoom and Doomjuice Worm Variants
Variants of the Mydoom worm, known as Doomjuice.A and Doomjuice.B, are currently spreading to computers that were already infected with Mydoom.A. Customers who have successfully removed Mydoom.A from their
computers are not at risk for infection by Doomjuice.
The Mydoom.A worm installs a "back door" on infected computers, which virus writers can use to gain access to your PC. Microsoft urges you to take action to remove these worms and help keep your computer safe from malicious intrusions.
The following link will assist you in the detection and removal of the mydoom & doomjuice worm vairiants http://www.microsoft.com/security/antivirus/mydoom.asp
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Is there a
W2 update for 2004 tax year submissions?
Answer: An update has been made available to provide new report files that will print the 2004 W2 forms for laser printer. Note: This update does not contain
any tax table changes for the 2005 tax year.
As of January 1, 2005, tax table updates for Advantage Series Payroll 4.2 will no longer be supported. This means that there will be no January
1, 2005 tax table update for Advantage Series Payroll 4.2. This also means that there will be no technical support for Advantage Series Payroll 4.2 as of January 1, 2005.
Contact us to obtain this update.
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