Employee Management – How to adjust Leave Balances for Employees

This guide will help you to adjust an employee’s leave balances within the Sage 300 People system.

Employee’s Leave Balances for the current period can be adjusted manually on the employee’s Leave Detail screen or by means of a batch.

From the Main Navigation pane:

Expand Employee Management, Double click on Employees, Select applicable Employee and Click on Leave Detail. When you need to adjust the leave balances, click in the Adjustment column and enter the applicable value. A positive value will increase the leave balance carried forward and a negative value will decrease the leave balance carried forward.



Balance Brought Forward + Adjustment + Accrued this Period – Taken this Period = Balance Carried Forward

If you refer to the print screen above MD Annual leave balance this period is 5.25 + 2.00 + 1.75 – 0.00 = 9.00

Click on Save.

You can run a User Defined Batch should you need to update leave balances in bulk. This is a time-saving utility that allows you to do leave adjustment input for a number of employees without going to each employee’s screen individually.

From the Main Navigation pane:

Expand Employee Leave
Expand the applicable Leave Definition
Double click on Adjustment



If you have doubts or need help, get in touch with us today.

Scheduled Downtime | 11 December 2021-12 December 2021

Sage Business Cloud Accounting and all integrated Independent Software Vendor solutions will not be available for use on Saturday, 11 December 2021, at 17.00. This migration will take a maximum of 24 hours, and we will be moving on to Amazon Web Services during this planned downtime. The software will be accessible again after 08.00 on Sunday, 12 December 2021.

Please plan your workload accordingly. For more information, contact us on hello@evomatiq.com

Sage 300 People; how to take SQL database backup?

Here is a step by step checklist to help you take the DB backup of your Sage 300 People installation. Please note, you will need access to SQL login credentials for this. Also, if this is your first time, keep our contact details handy, just in case.

Step 1: Open SQL Server Management Studio.

Step 2: Complete SQL Login credentials.

Step 3: Expand Databases and select the database that you want to backup.

Step 4: Right-click on the Database you wish to backup

Step 5: Select Tasks, make sure the backup type is set to full, set to disk and then Back Up

























Step 6: Click Remove and then Add.










Step 7: Click the Browse button to select a required backup location and add a Backup name.

Step 8: Complete the backup by pressing the Ok button

If the backup is successful, you will see the notification.

How to properly stop the Batch server and Accounting Tasks?

This post lays down the steps needed for a proper batch server restart process. Follow these steps for an easy, incident less server start.

This post assumes that you have a recent and viable and recent backup in place. If not, you should first prep your back up.

To stop the Sage X3 server, we first stop the Accounting tasks and then deactivate the Batch Server. Starting the Sage X3 server is the same process but in reverse. First, we start the batch server and then start the Accounting tasks.

Stopping Server Steps

To stop the Accounting Tasks:

  • Go to Usage, BATCH SERVER, Accounting Tasks (VALPCE) and select Stop, then Yes and Close page

To deactivate the Batch Server:

  • Go to Usage, BATCH SERVER, Server Deactivation (BATCHSTOP), click Yes and then Ok
  • If you are on V11 or higher, go to Administration, Administration, Endpoints, Batch Server.
    • Select the three dots and select Stop All.

Starting Server Steps

To reactivate the batch server:

  • Go to Usage, BATCH SERVER, Server activation (BATCHSTART), click Yes and then Ok
  • If you are on V11 or higher, go to Administration, Administration, Endpoints, Batch Server.
    • Select the three dots and select Start.

To restart Accounting Task:

  • Go to Usage, BATCH SERVER, Accounting Tasks (VALPCE) and select Run now, then Yes and Close page

If this helps, please like us and follow us on Instagram

We are a business management IT advisory based in Dubai. Our specialization is matching efficiency-oriented business processes with intelligent implementations of ERPs, Business Intelligence Suites and CRMs.

Sage X3: AIOBENCH

Preventive maintenance is the best form of maintenance.

Efficiency is vital for critical processes handled by Sage X3. Using the AIOBENCH tool, you can measure and keep track of Sage X3’s performance on your infrastructure.

Scheduled checks like this are crucial to maintaining a high quality of service to all departments of your organisation.

AIOBENCH simulates increased load on the deployment environment by running an increased volume of test databases and tables queries. At the end of the load simulation, the tool will generate a rating score representing the current performance state.


Running the AIOBENCH

A quick word of caution, please make sure you have necessary backups in place before you follow this post any further. The rule of thumb is; if you aren’t confident running a process then don’t run it. If you need any assistance in this, consider contacting us. Now let’s continue.

This benchmark tool needs to be executed against the “X3” folder.

  • It’s better to run this tool on a quiet system (e.g. no interactive users or batch jobs running) in order to get a meaningful result
  • This tool tests X3 core between runtime and DB only, there is no interaction with Syracuse, MongoDB nor Elastic Search or any other SAGE X3 Component

Version 6, 7, 8, 9 and 11

  • Note: ZX3IOBENCH_V2 is for V6 or older. ZX3IOBENCH_V2.6 Is for V7 and later
  • You can comment out the adxftl = line if you are in a V6 environment prior to P29 where adxftl is forced.
  1. Attached is the performance measurement tool for Sage X3.
  2. Copy the attached file to your X3\TRT directory.
  3. Switch to X3 folder.
  4. Open (ADOTRT) Development, Scripts dictionary, Scripts, Script editor.
  5. Open the script.
  6. Click Compile.
  7. Open (EXETRT) Development, Utilities, Miscellaneous, Run processes.
  8. Enter the script name.
  9. Click OK.
  10. The script would run and you can compare the legacy timing at the end of the produced log.


Version 12 up to and including patch 24

  1. Login as an ADMIN user and connect to X3 folder
  2. Navigate to Development, Miscellaneous, Run Processes
  3. Script: enter “AIOBENCH” and “OK” to continue
  4. A report will be presented once the process has completed

Version 12 patch 25 and above

  1. Login as an ADMIN user
  2. Navigate to Development, Utilities, Verifications, Performance Index (AIOBENCH)
  3. Click “Execution” and “Yes” to continue
  4. A report will be presented once the process has completed

Version 12 patch 26 (2021R2)

See the Related Resources for Hotfixes to install on v12 patch 26 (2021R2)

  • Download Hotfix for Sage X3 v12.0.26 Performance Measurement Tool (AIOBENCH)
  • Download Hotfix for Sage X3 Warehousing v12.0.26 Performance Measurement Tool (AIOBENCH)


Sage 300 Cloud; error 40960

Is the user not able to ‘connect to database’ in Sage 300 Cloud?

Error 40960 occurs when the data source name is pointing to an incorrect server. 

 Here is how you can resolve this. As always, we recommend that have a functional backup in place.

To set the correct data source name, you’ll need to:

  1. Open data sources (ODBC), you must use 32-bit ODBC even on a 64-bit system.
  2. Update settings with the appropriate data source name.
  3. And we are done.

If this helps, please like us and follow us on Instagram

We are a business management IT advisory based in Dubai. Our specialization is matching efficiency-oriented business processes with intelligent implementations of ERPs, Business Intelligence Suites and CRMs.

Year-end tips for Sage X3 Business Cloud

As 2021 draws to an end, many companies will start looking at closing the financial year too. If you are a Sage X3 Business Cloud user, here is an overview of the Year-End Closing function in the product.

The Fiscal Year End function FIYEND (Financials > Period Processing > Fiscal Year End) closes a Company’s fiscal year and generates the corresponding accounting entries with the document type “NEW”. The fiscal year-end processing is done on a single screen. To get started, you’ll have to specify the company for which the fiscal year will be closed, the document type, and the journal on which the new journal/document/invoices must be generated. The start date for the new fiscal year is automatically displayed. After the process is launched, a log file will trace all processed operations.

The Year-End Simulation function should be run for the ‘new year’ before closing a fiscal year for the ‘current year’. 

The Year-End Simulation (SIMULFINEX – Financials > Utilities > Year-End Simulation) can be run to simulate what the Fiscal Year-end function will do. 

It would be best to use the year-end simulator for cases where the previous fiscal year must remain open for a period into the current year. Please note, there are no journals created, nor is the fiscal year closed, but it will roll the balances forward for any asset or liability accounts. Performing a year-end simulation allows you to run a trial balance for the new year without formally ‘closing’ the current year.

A few Preliminary Setups  

  • Verify that NEWPR Document Type is created. 

 

 

 

 

 

 

 

 

 

 

 

  • Verify that NEWPR Journal Code is created.

 

 

 

 

 

  • Sequence Numbers

 

 

 

 

 

 

 

 

 

 

 

  • Account classes must be set up correctly, and subsequently, each General Ledger account is classified correctly. These steps are essential in determining whether or not to carry forward opening balances into a new year.

 

 

 

 

 

 

 

 

Checklist for closing the year:

  1. Set SUP General Parameter ENDDAT to 12/31/xx, where xx is a couple of years in the future.
  2. You must open the next fiscal year before closing the current fiscal year.
  3. Execute the Dimension Balance Recovery function if necessary; you need only to run the Dimension Balance Recovery function if the dimension views have changed or new dimension views have been added.
  4. Validate all invoices.
  5. Validate all receipts and payments (Batch Posting).
  6. All recurring journal entries must be generated and posted.
  7. Validate all journals before closing. Take note that if the company is using Simulation journals, there may be other functions to execute before Final Validation, such as changing the status of Simulated journals to Actual journals.
  8. Must enter price updates for the following year.
  9. Cost transfers/cost calculations must be entered/updated for the next fiscal year.
  10. Must close all periods for the Current Fiscal Year.
  11. All users must be out of Sage ERP X3.

It would be best if you ran CLOPER, a Pre-Closing verification report, before the year-end closing procedure. This report will list out any open items that you may have missed before a successful year-end close.

Year-End Process

The Year-End Process will shut down the Journal Status Monitor. Therefore, when executing Year-End, the log displays two journals with NEWNP document types. The first entry closes out the current fiscal year (Rolls forward Balance Sheet account balances and posts the Net Income/Loss to the New Period Suspense account – ANOUVO). The second entry clears out the New Period Suspense account and DR/CR the Retained Earnings account. To view the closing journals, restart the Journal Status Monitor.

Please take note: the ‘Closing Document’ field should be blank.

 

 

 

 

 

 

 

 

 

The two sample closing journals are referenced below:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Year-End Simulation

Year-End Simulation function can be run for cases where the previous fiscal year must remain open for at least a month into the current year. This function will roll forward the ending balances for the Balance Sheet accounts without creating the closing journal entries or permanently closing the Fiscal Year. By simulating the close, the monthly statements will include the correct opening balances until the previous Fiscal Year is ready to be closed and retained earnings calculated.

Prerequisites

Before you get started, please make sure of the following to ensure correct balances:

  • All users are logged off the system

  • Journal monitor, EDI monitor, and ADC monitor are stopped since they are considered a user.

General parameters 

Setup, General parameters, Parameter values/CPT chapter (Accounting), FIY group (FY end)

 The following general parameters may change the way the function is working:

  • FRWANA (defined at level Folder): Analytic Balance Forward

    • Option: Yes or No

  • FRWGAC (specified at level Folder): General Balance Forward

    • Option: Yes or No

Accounts 

Setup, Financials, Account Classes (GESCLS)

Account classes must be set up for “carry forward” amounts. 

  • Yes: The carry-forward amount is carried to the following fiscal year, either in a simulated manner if the fiscal year under progress is not closed or via the carry-forward entry when starting the fiscal year closure. 

  • No: The closing of the accounts is globalized in the results of the following fiscal year, either in a simulated manner if the fiscal year under progress is not closed or via the carry-forward entry when starting the fiscal year closure.

If any account carries a balance, that shouldn’t check the account class associated with the GL account.

Periods 

Common Data, GL Accounting Tables, (Fiscal) Periods (GESPER)

  • All the accounting fiscal year periods should be closed, but this isn’t required for the year-end simulation function.

  • It would be best if you opened the new fiscal year before running the year-end simulation.

Users 

Development, Utilities, Verifications, System monitor, Users (PSADX)

  • All users must be logged off the system

  • The journal and EDI monitor and ADC monitor must be stopped since they are considered a user.

  • Having users logged off will ensure balances are reflected correctly.

Have queries? Is the process stuck somewhere? Contact us today for expert support.

What are the changes in Web services in Sage X3 Product Update 9 and later?

Sage X3 Business Cloud product update brought 9 with it significant changes to web services, here is an overview

  • Generic SOAP web services are based on classic clients and act exactly like it did previously

  • The license now controls the data volume consumed through web service and there is no control on the count of clients defined in the pool

  • Web services are managed within the Syracuse administration, there is no more Console configuration

  • All setups and tests of web services will now be carried out in the new Sage X3 Web methodology (You can no longer use the “old” web tester)

Entities

  • hosts (Administration, ADMINISTRATION, Servers, Hosts): Defines the number of Web Service child processes. By default this is set to 0, so it must be configured. This allows you to work with the Sage X3 web load balancer mode

  • soapClassicPools (Administration>ADMINISTRATION, Web Services, Classic SOAP pools configuration): : Defines pools, count of clients to be initialized during pool setup, maximum count of clients allowed by pool (to avoid overload)
    Note: If you set two child processes and two clients per pool, you will have four clients started. (Nb of clients=Nb of child processes*Nb of clients per child processes)

  • soapGenerics (Administration, ADMINISTRATION, Web Services, Classic SOAP Web services): Retrieve WSDL description and is the internal tester for every operation (save, read, query, delete…)

  • restWebServices (Administration, ADMINISTRATION, Web Services, Rest web services):Declares outgoing rest web services to be used from the SAFE X3 dedicated API.

  • licenseViews: (Administration, USAGE, Session management, License follow up) Allows view into Web services consumption

License Parameters

  • WSGRACELIMIT: (%) defines the oversize percentage allowed (typically 10%) if the maximum size is fixed at 1MB / day, this means that:

    • 1 MB per DAY without speed limitation

    • The next 10% (100Kb) at a lower speed

    • The web service does not respond when the 1.1 MB limit is reached

  • WSGRACESLOWDOWN: indicates the rate used to decrease the speed of the Web services when the grace limit is reached

  • WSPERIOD: determines the period on which the size limitation applies (DAY/MONTH/YEAR)

  • WSSIZELIMIT: size, in MB, of the license for the web services

Sage X3 V11 Architecture and System Requirements Guide

Hardware specifications for Sage X3 V11 and Architecture / Architectural and System Requirements Guide

Once an architecture guide is released there is no further testing to certify any updates beyond that point. The architecture guides do not get updated. To see updated information, refer to online help, preferably from the latest version of Sage X3 available.

For example, under v12, this is found by going into Technical help, Upgrade, public technical help, and Prerequisites overview. This will show updated information for v12, as well as prior versions. If you have access to other lower versions of Sage EM, the information may not be up to date, and will be titled differently, but can generally be found under the Technical help area.

v12 example screenshot (up to date as of January 9, 2019)






















Click here for downloading the Architecture guide for Sage X3 V11