Sage X3 – Tips, Tricks and Components

Sage X3 gives us functionality where we can set default location and location type at product category level. If a particular category of product is available at multiple locations of sites, we can set a default location in this case and also if there is multiple categories of location (Receipt, stock, picking etc.) we can set the default location type and default location for each location category. We have already seen how to set default location at product site but in this blog we will check how we can apply this on product category.

Steps

To set default location and location type at product category we should follow the below steps.

Navigate: Common data-> Products-> Product Category

We will be able to see a default location grid here this grid remains disabled until the location management checkbox is not checked. Therefore we need to mark on the location management checkbox as shown in the below image. Once this is marked the gird gets enable.

We can see though the dedicated location grid is enabled but still we are not able to select the location or location type in the grid. This is because there is no site defined in the product category and location and location type are created for each site. Therefore, we need to define a site for the product category so that we can select the location type and location created for that particular site.

We can find field on the header named ‘storage site’, here we can set the site for the product category and then we can set the default location and location type available for the site.

Once we enter the storage site sage X3 creates a new category record with same category name and different site which means we can set multiple sites for a single category of product as shown in below figure.

Now we should be able to select the location and location site in the grid and can set them as default location for that product category. If still you don’t get any selection pop-up for selection location you need to check if there is any location available for that particular storage site.

To check if locations available navigate: COMMON DATA -> PRODUCT TABLES -> LOCATION

To check if locations type available navigate: COMMON DATA -> PRODUCT TABLES -> LOCATION TYPE

You need to find if your site has any location and if not you need to create the location for that site according to the location type.

Hence if we mark the location management check box checked and enter the storage site we will be able to set default location on product category.

About Us

Greytrix – a globally recognized and one of the oldest Sage Development Partner is a one-stop solution provider for Sage ERP and Sage CRM organizational needs. Being acknowledged and rewarded for multi-man years of experience, we bring complete end-to-end assistance for your technical consultations, product customizations, data migration, system integrations, third-party add-on development and implementation competence.

Greytrix caters to a wide range of Sage X3, a Sage Business Cloud Solution, offerings. Our unique GUMU integrations include Sage X3 for Sage CRM, Salesforce.com, Dynamics 365 CRM and Magento eCommerce along with Implementation and Technical Support worldwide for Sage X3. Currently we are Sage X3 Implementation Partner in East Africa, Middle East, Australia, Asia, US, UK. We also offer best-in-class Sage X3 customization and development services, integrated applications such as POS | WMS | Payment Gateway | Shipping System | Business Intelligence | eCommerce and have developed add-ons such as Catch – Weight and Letter of Credit and India Legislation for Sage X3 to Sage business partners, end users and Sage PSG worldwide.

Greytrix is a recognized Sage champion ISV Partner for GUMU Sage X3 – Sage CRM integration also listed on Sage Marketplace; GUMU integration for Sage X3 – Salesforce is a 5-star rated app listed on Salesforce AppExchange and GUMU integration for Dynamics 365 CRM – Sage ERP listed on Microsoft AppSource.

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

The posting of the payment of invoices coming from the Purchase, Sales or AP-AR Accounting modules is the payments generation.

When you enter a Supplier Invoice there a Pay Approval selection box on the Header of the record.

Only when the Invoice is marked as “Authorized to Pay” can it be selected by the Payment Proposal function.

By following the steps below, you can setup a default pay approval status during invoice entry which adds additional controls when creating and paying invoices.

During Invoice entry the user can setup the pay approval status to default to one of the following:

Authorized to Pay: This option allows payments to be made.
Not Approved: This option only allows payments on or beyond the due date. When running a payment proposal, you will not see the invoices – they do not display in the left lists.
Conflict: This option allows you to hold payment of this invoice. A dispute code can also be entered.
Delayed: This option is used when you do not want to make a payment.

Users can change the default setting as needed during invoice entry or later in the open item edit function.

Payment Approval controls can be setup in the general parameters for the folder and user level.

Go to Setup > General Parameters > Parameter values
Chapter = TC, Group = PAP
FLGPAZ (Payment Approval management) – This parameter is used to activate or deactivate the payment approval management. Set to “Yes”. If it is set to “No”, user cannot select the ‘Pay approval’ selections.

DEFBONPAY (Payment approval default value) – Used to define the default approval at the user level. This must be consistent with the maximum level of the user parameter settings and must be smaller than or equal to this level. This is available at the folder and user level.
NIVBONPAYE (Approval Level) – The maximum level for payment approval that the user is authorized to enter. This is available at the folder and user level
- If you have this set to ‘Authorized to pay’, then the user has access to all the rest of the authorizations.

Once a Supplier invoice has been created the pay approval can be modified using the Open Item Edit function:

A/P-A/R Accounting > Open Items > Open Item Edit
Select type (ex. SPINV for Supplier Invoice)
Select the invoice number (Document no)
Scroll over and change the Payment Approval and Save.

This blog helps to Setup a Default Payment Approval Status in Sage X3.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

In sage x3, Sometimes there may be a requirement that not all the user should be able to post sales and purchase invoice, We can allow the restriction for the user for posting of sales and purchase invoice. With the steps provided below extra security can be set up in Sage X3 that will prohibit users from posting Sales and Purchase invoices.

To allow restriction follow the below steps:

Navigate to > Setup > Users > Setup Users

Select the user for which posting should not be allowed. Here we will check for the user USR1.
We can see here the fields function profile, jump to the ‘Function profile’ for the selected user. Refer the below screenshot.

Functional profile:

This function is used to attach to a predefined function profile code, a group of functions authorized with additional privileges, if required.
To define functional authorizations, enter the profile codes and function codes combinations.

The restrictions can either be:

either restrictions by site (in this case each line defines authorizations for one or several sites).
or additional options (one or several lines can thus be entered depending on whether the authorizations are defined by site).

3. From the right column, click on the ‘Authorization’ link for the Functional profile. Refer the below screen shot.

4. As here we are looking to prevent posting of sales and purchase invoices. Enter the name of the function i.e GESSIH for Sales Invoices or GESPIH for Purchase Invoices in the field named as ‘Function’

Here we have a grid, go to the column named as option where we provide the security option i.e. either this user can create, delete,modify,post etc.

Click the ‘Options’ action box to view the details of each security option available.
we have the options such as create,delete,modify,post,open items, unblock matching error etc.

Since we have to remove the posting functionality Remove the Letter “V” to prevent the ability to post for any user in this functional profile.

Now create a sales invoice or purchase invoice

Navigate to > Purchase > Purchase invoice

The user will face the below error it wont allow the user to post invoices. Refer below screen shot.

Here we have created a purchase invoice and we can see that the posting is not allowed.

In this way we can prevent the user from posting sales invoice and purchase invoice.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

Labeling is one of the influential parts of the packaging of the product. The label includes the information of inventory/product and which helps the customer to communicate with the company and greatest advantage identify the product and provide necessary information for the same.

There are different kinds of labels such as Rejection, Approved, etc. which we have seen in our previous blogs – Rejection Label and Approved Label

In this blog, we will discuss about the Quarantine Label which we had developed for one of our client.

Quarantine Label displayed container-wise data means the number of labels displayed based on the Quantity received at the Purchase receipt entry and all those data displayed from the purchase Receipt screen and Quality Control. For products managed in stock, you can include all the information relating to stock management.

Before proceeding further, let’s understand, how Quality analysis requests create based on the Purchase Receipt entry.

According to setup once the user creates a Receipt entry from the PO then the Analysis request gets created automatically. (Refer below screenshot for more Clarification)

New Stuff: How to Prevent Users from Posting Sales Invoices and Purchase Invoices in Sage X3

Quality Control Screen

If you can see above the Quality control screen, the Analysis request was successfully created based on the Purchase Receipt entry also we have highlighted the same Receipt number with blue Border and the Analysis request with Red Border.

Now as per the current client current requirement the Quarantine label will be print-based on the Qty present in the Purchase Receipt screen, in case there will be 10 Qty present then 10 labels will be print respectively for each Product.

Below is the Quarantine Label format as per requirement:

Quarantine Label

Here is some Fields mapping that we have used in the Quarantine label.

QUARANTINE: Hardcoded Text.
Item Name: All –Purchasing—Receipt—detail level Description field.
Container No: Analysis request gets created automatically Once the user creates a Receipt entry so Lines Quantity displayed based on Qty present in the Receipt entry screen.
GRN No: Analysis request gets created automatically Once the user creates a Receipt entry so GRN number should be displayed from the Purchase Receipt screen.
Total Qty: Analysis request gets created automatically Once the user creates a Receipt entry so Total Qty should be displayed from the Purchase Receipt screen.

Using the Quarantine label, a user can print labels product-wise based on the Qty present in the Purchase Receipt screen along with mentioned above details.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

Whenever we add a new field in any screen of the Sage X3, we should keep in mind that the data entered in the field should be saved in the backend, if data is not getting saved in the backend then generally we handle this situation by adding lines of code into the script, but for order pre-receipt screen the scenario is different.

If you have added a field in order pre-receipt screen and the data entered in the field is not getting saved in the database then we can handle this scenario by following the below mentioned steps.

Navigate to All -> Development -> Data and parameters -> Tables

New Stuff: Quarantine Label in Sage X3

Table Dictionary

Navigate to All -> Development -> Script dictionary -> Screens
We will add these two fields in the Order pre-receipt screen and validate the screen.

Screen Dictionary

Navigate to All -> Development -> Script dictionary -> Windows. Validate the window. After Global validation, Navigate to Development -> Data and parameters -> Classes

Path for Classes

The class code will be the name of table where you have added the fields .

Now add ZLRD and ZVECN field in the property tab of classes.
Then validate the same.

Classes

After this, navigate to Purchasing -> Receipt -> order pre-receipt
Enter data into the Vehicle No and LR Date Field and save. You can see, now data is getting saved properly.

In this way, we can handle the issue if the data entered in any field is not getting saved in the order -re-receipt screen using classes concept.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

Report:

A report is a document that presents information in an organized format for a specific purpose.

Crystal Report:

Crystal Reports is an application used to create custom reports from a variety of data sources.

It includes the major features for an application to create database reporting environments, such as data access, report design/formatting, report viewing, and application integration.

Crystal Reports is a popular Windows-based report that allows a developer to create reports and dashboards from a variety of data sources with a minimum of code to write.

Crystal Reports is designed to produce reports from virtually any data source. Formulas, cross-tabs, sub-reports, and conditional formatting.

The main purpose of Crystal Reports is to allow users to pull their desired data from a data source, such as an Oracle or MS SQL Server database, and present the data in an organized way. Crystal Reports provides you with a powerful, dynamic, and actionable reporting solution that helps to design, explore, visualize, and deliver reports embedding in enterprise applications.

Reports in X3:

X3 have an option of integrating the Crystal Reports in their applications. Following steps to include crystal report on X3 and adding those reports on customized window

STEP 1: Create the Report in x3 with Crystal Report.

Note: .rpt is an output file created by Crystal Reports. Place the .rpt file on sage ENG\Report Folder

Navigate to: All -> Development -> Script dictionary -> Reports

Report Code Field: Enter User defined name for the Report

Active: Checkbox checked

Characteristics of departure: Type: Normal

Crystal report: Crystal report name which is in Sage ENG\Report folder

Orientation:landscape

Paper size: A4 or Default. Refer Fig1.1

Report Dictionary, Parameter Tab, enter the parameter if added on crystal report input parameters.

The report can be directly printed from x3 menu More->Reports->Reports->Reports

STEP 2: Create the Print Codes.

Navigate to: Setup->Destination->Print Codes

The print codes are entered in mass in a grid. Each grid line is used to associate an internal code to a print.

Same internal codes can be entered in order to trigger a different report on print. Refer Fig 2.1

STEP 3: Assign Report to Function:

Navigate to :Development->Script Dictionary->Functions

Select the Function of the Customized window, under the miscellaneous section/printing field enter the internal code created for print codes as shown in STEP 2. Refer 3.1

STEP 4: Set Report default Values:

Navigate to: Setup->Destination->Default Values

Default values can be set if parameters defined on Report Dictionary>Parameters Tab

STEP 5: Customized Window buttons Setting

This blog helps us to understand how to add custom reports to the printer icon on customized action-based window.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

In Sage X3, version 12, as we already aware that Project module in newly introduced.Project management has the capacity for services and manufacturing sectors to manage planning and quotations, manage budgets and control costs, organize and allocate resources, and raise external documents. Sage X3 Project management provides the functionality to plan, to develop estimates and manage resources and to track projects to achieve the desired results.

Sage X3 provides this functionality wherein we can create and refer the projects in sales transactions. By default, we can not use the same for different customers if it is defined for a particular. Refer below screenshot.

For this, Navigate to: Projects > Projects > Project management

Below, the project “AO0112106000041” is created having customer “AO001”.

And by default we are not allowed to utilize the same project for another customers unlike older versions of X3. Now, if we use the same project for different customer while creating sales quote then we may receive below error regarding BP incompatibility.

To overcome this, we need to do some changes at screen level for data type of Project.

Navigate to: Development > Screen dictionary > Screens > Enter screen name (SQH1) > Go to “fields” tab -> “Project” field (PJT) -> datatype ‘PJT’ > Click on action buttons > Choose ‘parameters’.

Refer below screenshot for the same.

Here, while creating quote with reference of the project when you enter project in project field, it checks the customer referred in quote header and that of set up in projects. If both are different, it displays the incompatible error.

To overcome this, we can make “BPR” parameter values as blank. Refer below screenshot.

Save the changes and perform window validation and entry transaction validation to reflect this. The standard will now allow to use the same project for different customers.

Thus, by making parameter value blank we can allow the same project to be referred by different customers throughout the sales cycle.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

Now days Every company wants to upgrade the system or data with newly functionality on the higher version. In Some industries the company wants to migrate the data from lower version to higher version in Sage X3. For those needs to done some steps in Sage X3 i.e., Execution of Pre-migration and Post-migration script in the source and destination system. After post-migration process user needs to delete the U tables (Temporary tables) which are created at the time of pre-migration process. This phase is manual It will be triggered by the execution of the TRTMIGDEL processing from the processing execution function. Its execution will provoke the deletion of all the tables bearing the activity code MIG.

As this phase is irreversible, it is important to have made sure, previously, that the migration processing routines have been carried out properly.

Since keeping temporary tables in the folder does not prevent from resuming operations (this supposes of course that there is enough space on the disk), it is possible to keep these tables in line during several weeks after resuming operations. Therefore, should any problem rise in the weeks following the migration, it will be possible to have some original data available for comparison or analysis.

This phase is manual It will be triggered by the execution of the TRTMIGDEL processing from the processing execution function. Its execution will provoke the deletion of all the tables bearing the activity code MIG.

As this phase is irreversible, it is important to have made sure, previously, that the migration processing routines have been carried out properly.

Follow the below steps:

After migrated folder validation process one log will be generated with the below message as shown in below figure,

If the folder validation process is not successfully completed, we cannot proceed for further process, as shown in below figure,

After the folder validation process run the post-migration utility through a sequencing monitor screen from X3.
Once post-migration script process is successfully done, then we need to check the data are successfully transferred into the original tables.
Once your upgrade has been validated, you may drop the temporary U* tables which have the MIG activity code by launching the TRTMIGDEL program from process execution function.

Navigate to: Development> Utilities > Miscellaneous > Run process

Enter the TRTMIGDEL in a script file field and click on Ok button, as shown in below fig,

Now select the folder in which folder you want to run this script, as shown in below figure.

Clicking on the OK button the process will run and one log file will be generated.

With the help of above process, you can delete the Temporary tables (i.e., U tables) after post-migration process.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

In Sage X3, screens play a very important role and their layouts too. Sometimes, customer wants little more different layout or responsive than the standard screens of Sage X3. One exciting feature in Sage X3 is that it allows the user to change or modify with few possible options for customized screen layout for better user experience.

It may happen when the client requires the patch file and also wants the changed page design with its customization. The page design layout component of any screen cannot get added in the patch as X3 does not allow this during patch creation, also after patch integration the responsive page design does not get reflected with its effect and cannot create page design manually every time the client requires it. This can be solved using Export and Import of pages.

Consider a Test screen with few fields and default page design layout as shown below.

We can add new responsive page design layout to this test screen which will look like as shown below figure.

So, to export this responsive page design layout,

Navigate to All -> Administration -> Utilities -> Exports -> Customization management

Click on “Action” button in top right corner of screen and click on “New Customization” option and create a new customization in which the responsive page design screen is present in the system. In representation option, enter the “window code” (here it “ZOTEST”) of that screen in which responsive page design is present and click on “Action” button in the top right corner of the screen and then click on “Export customization” option as shown in below figure.

This will export the responsive page design layout of which cannot be included in patch.

After clicking on “Export customization” button, the below screen appears.

Select Target type as “Direct download”(where the file will get downloaded) and tick the checkbox of “Beautify output”.

After clicking on “OK” button, the below screen appears, click on the download button as shown in below figure.

The “JSON” file for the responsive page design will get downloaded.

It can be imported in the system after the integration of the project in which the layout was needed to be added but cannot get included in the patch file.

Navigate to All -> Administration -> Utilities -> Imports -> Import tool

Select the source as “Client JSON file”, select the downloaded “JSON” file in client file option and click on “Action” button in top right corner of the screen and then click on “Import” option as shown in below figure.

After clicking on “Import” button, the responsive page design layout will get added into the respective screen as designed in the existing system.

This blog helps us to solve problem when responsive page design of a screen cannot be included in the patch and the user does not need to create the page design manually, we can add that responsive page design using above steps.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

Project module which is completely new in v12 and many new features are been added in every new update. This Projects function is used to manage the elements often denominated under different terms: Business, Projects, and Opportunities. These translate to the same basic concept. Their objective is to manage the characteristics and stages in a sales cycle.

We can say this is the extension to “Projects” from Customer relation module in older versions of X3. This new module involves new elements along with older ones in “Project Management” such as financial status, revenues, assigned employees details etc

Navigate to All > Project > Project management

A new invoicing process – Progress billing – has been introduced for companies working in a Project management context needing to bill a project according to its progress. Progress billing uses the estimated progress percentage or quantity tracked at the project level, budget level or task level for scheduled invoices to determine the amount to bill customers.

The Progress billing functionality is available from the Project management function (GESPJM). A new Progress billing check box identifies a project element where a billing plan can be defined. For those elements, if a sales order line is linked with a non-deliverable product, a billing plan can be created on the project level. Scheduled invoices associated with the sales order line are submitted according to the estimated progress status of the billing plan until the project is complete. The billing plan is available from the Progress billing icon in the General section > Customer block.

The scheduled invoices become invoiceable when the corresponding progress status is validated and ready to be invoiced, and when the invoice date is reached. Invoices are then generated manually or automatically which correspond to the progress percentage of a single, or a group of projects. It is important, therefore, that during the life of the project and spanning the billing periods, progress is calculated, adjusted, and validated for the project, budget, and the tasks. A new ESTBILINIT – Progress status percentage initialization parameter (TC chapter, PJM group) has been introduced to determine the source for the estimated progress status of the billing plan. This can be the estimated progress of the project, budget level or task level, or the next scheduled invoice.

Hope this blog helps you in tracking your project more efficiently.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

Payment is the transfer of money or goods and services in exchange for a product or service. A payment can be made in the form of cash, check, credit card and debit card.

Payments can be done against invoices that are generated from Sales/Purchase Invoice and Customer/Supplier BP invoice from the AP-AR accounting module. Payments transactions are created bank-wise as per the selected supplier/vendor. Payments are also done against multiple invoices and users can create the remittance entry against multiple payments. The purpose of Remittance entry is to provide the payment transactions to a particular bank in proper format with cash settlement, bill exchange issues, collections, check payments, discounts, etc.

Purchase Invoice: A Purchase Invoice is a bill which we receive from Suppliers against which we need to make the payment.

Sales Invoice: A sales invoice is a document sent by a provider of a product or service to the purchaser that shows the items or services provided and the amount owed. The invoice establishes an obligation on the part of the purchaser to pay.

The posting of the payment of invoices coming from the Purchase, Sales or AP-AR Accounting modules is the payments generation.

In Sage X3, we may face difficulty while creating the payment of the Sales / Purchase and Customer/ Supplier BP invoices. So for resolving such errors. There is an inbuild functionality for solving the same. Kindly follow below steps:

Step1: Replicate the error in sage X3. Let us take an example.

Create Sales/Purchase Invoice or Customer/Supplier BP Invoices.
Now posted it.
Check the journals are created of this invoices.
Check the accounting task is in the running mode.
Now open the Payment screen.

Navigate to : AP/AR Accounting -> Payments -> Payment/Receipt entry

Now select and open the payment entry type which is defined in the invoices.
Enter all the mandatory data in the screen.
Now select the invoice from the left list panel which you have created above.
As you can see in the below screen shot user is not able to select the invoice, as system is giving below error message.

Now for solving this error , follow below Step 2:

Step2:

Navigate to: Setup -> A/P-A/R Accounting -> Payment Entry Types

Select respective payment type .
Under this ,check is any payment attribute is define.
As in the above screen shot you can see system is showing PAYIS which is a payment attribute.
First check PAYIS is defined in the payment attribute screen in Sage x3 .
If not , then remove this payment attribute (PAYIS) from the respective payment entry type and select the new one which is already present or defined.

Refer below screen shot:

Now check in the payment screen user is able to select the invoice or not. Refer below screen shot:

Note: The payment attributes must be set up. They define the account structures to be used, for example, as a payment attribute of type Cash receipt that acts on a bank account and a BP account.

In this way, we can solve the accounting destination issue while making the payment of an invoices in Sage X3.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

As per the standard functionality of Sage X3, Accounting Document (Journal) will be created immediately once the invoice is posted and “Accounting Cancellation” button automatically gets enabled. And any user can click on this button and reverse the posted invoice transaction. But sometimes, that accounting cancellation option remains disable even after posting the invoice.

As you can see in the below screenshot, Purchase Invoice – 1012106PINV00046 is posted but accounting cancellation option is not enabled for that entry.

New Stuff: How to solve ‘Accounting destination’ error while creating payments in Sage X3

[Accounting Cancellation option]

Now we will see, how to enable the accounting cancellation option for the posted invoices?

STEP 1: Navigate to Setup -> Parameter Values

[Parameter Values path]

STEP 2: In TC Common Data, click on the action button of Invoicing Rules and select “Detail” option, as shown in the below screenshot.

[Invoicing Rules]

STEP 3: After that, change the values of the below highlighted parameters i.e. INVCAN and POSTINVSUP to “YES” and click on “OK” button.

[Invoice accounting cancellation parameters]

STEP 4: Click on “Save” button to save the changes.

[Save button]

Now, check the same invoice – 1012106PINV00046 on the Purchase Invoice screen, accounting cancellation option will be enabled for that entry.

[Accounting cancellation option – enabled]

Hence by changing the parameter values in Setup, you can enable the “Accounting Cancellation” option on Purchase Invoice screen.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

As we know in Purchase Invoice screen, Supplier Document No and Supplier Invoice Date fields are mandatory. In Sage X3, while creating Purchase Invoice transaction, user can enter same No and Date for different invoice numbers. But one of our client requested to add a validation for the Purchase Invoice where, if the Supplier, Supplier Invoice date and Gross amount (Invoice-tax) are same but supplier doc number is different then an alert notification should be displayed on the screen.

For Example: – A purchase Invoice is created against the vendor: V03941 with supplier invoice no(Doc number): CHNCNT208-2021 and invoice Date: 09/08/20, and having gross amount: 168000

Consider below screenshot for reference:

New Stuff: How to enable “Accounting Cancellation” option on Purchase Invoice Screen

[PI 1 – Supplier Doc No and Date]

[PI 1 – (Invoice-tax)]

If the user is trying to create new purchase invoice with the same supplier invoice date: 09/08/20, gross amount: 168000 but different invoice number: CHICNT390-2021 then the system should show a pop-up/warning regarding the same.

Consider below screenshot for reference:

[PI 2 – Supplier Doc No and Date]

[PI 2 – (Invoice-tax)]

For this purpose, we did a customization on Purchase Invoice screen. Refer below code:

######################################################################

If !clalev([ZPIH]) : Local File PINVOICE[ZPIH] : Endif
FOR [F:ZPIH] WHERE [F:ZPIH]NUM<>[M:PIH0]NUM and [F:ZPIH]BPRVCR<>”” and [F:ZPIH]BPRVCR=[M:PIH1]BPRVCR and [F:ZPIH]BPRDAT=[M:PIH1]BPRDAT AND [F:ZPIH]AMTNOT=[M:PIH4]TOTLINAMT

if [M:PIH1]BPRVCR = [F:ZPIH]BPRVCR AND [M:PIH0]BPR = [F:ZPIH]BPR and [F:ZPIH]BPRDAT=[M:PIH1]BPRDAT AND [F:ZPIH]AMTNOT=[M:PIH4]TOTLINAMT

INFBOX “Supplier Document Number, Supplier Inv Date and Amount already exist for Invoice No : ” + [F:ZPIH]NUM
OK = 0
GOK = 0
GPE = 1
mkstat=2
break

endif

######################################################################

Add the above code in VERIF_MOD and VERIF_CRE events on SPEPIH script.

After adding the above code if user try to create new purchase invoice with the same supplier invoice date, gross amount but different supplier doc number then the system will show a pop-up/warning regarding the same and It will restrict user to create purchase invoice.

Warning message]

Hence with the help of this customization, we can restrict a Purchase Invoice creation on the basis of Supplier Document No, Supplier Invoice Date and Gross Amount.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

In Sage X3, only posted transactions will be considered for accounting effects. Here in this blog we had a requirment from a client that , there should be a field on the header of purchase invoice screen, in which total transaction amount of the Supplier should be displayed for current fiscal year according to the PAN No of the Supplier.

For e.g., if a supplier 1 has XYZ PAN No. and supplier 2 also has XYZ PAN No., then same total transaction amount will be displayed in the Purchase invoice screen for supplier 1 as well as supplier 2.

To fullfil user’s requirment follow below steps:

Step 1: Add “Total invoice Amt for current fiscal yr “(ZINVAMT) field into (PINVOICE)table and (header) screen

New Stuff: Validation on Purchase Invoice screen

[Table]

[Screen]

Step 2: Add below code into SPEPIH script

####################################################################################

Local DECIMAL A
Local DECIMAL B
Local DECIMAL C

Local Char REQUEST1(255)(8)
REQUEST1(0) = ” SELECT SUM(AMTATI_0) FROM “+nomap+”.PINVOICE P “
REQUEST1(1) = ” LEFT OUTER JOIN “+nomap+”.BPSUPPLIER BPS ON BPS.BPSNUM_0=P.BPR_0 “
REQUEST1(2) = ” LEFT OUTER JOIN “+nomap+”.BPSUPPLIER BPS1 ON BPS1.BPSNUM_0='”+NUM$([M:PIH0]BPR)+”‘”
REQUEST1(3) = ” WHERE BPS.XX1P4PANNO_0=BPS1.XX1P4PANNO_0 AND P.STA_0= ‘3’ AND P.ACCDAT_0 BETWEEN DateFromParts((CASE WHEN MONTH(‘”+[M:PIH0]ACCDAT+”‘) IN(1,2,3) THEN (YEAR(‘”+[M:PIH0]ACCDAT+”‘)-1) ELSE YEAR(‘”+[M:PIH0]ACCDAT+”‘) END),04,01) and ‘”+[M:PIH0]ACCDAT+”‘ “
REQUEST1(4) = ” GROUP BY BPS1.XX1P4PANNO_0″
FOR (DECIMAL DTEXTE_0) FROM “5” Sql REQUEST1 As [YCHD]
A =[YCHD]DTEXTE_0
NEXT

C=A-B
[M:PIH0]ZINVAMT=C
AFFZO[M:PIH0]ZINVAMT

######################################################################

Step 3: Compile SPEPIH script

[Output]

Now after validation of script, when user will create new purchase invoice, the total transaction amount of the posted invoices created against the supplier for the current fiscal year according to PAN No gets calculated and displayed in the ZINVAMT field as shown in above screenshot.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

In Sage X3, Order pre-receipt transaction is made before we received the goods and make the GRN. During Order Pre-Receipt transaction, user select the respective Purchase Order number from the left list and data gets populated in the lines tab with the Order number and their respective details on the screen.

Recently, we got the requirement for adding the validation on the Order pre-receipt screen, that the order pre-receipt quantity should not exceed the PO quantity. Thus we have added the validation if the Order pre-receipt quantity entered is greater than the Purchase Order quantity, and then it should not allow the transaction to proceed further.

New Stuff: How to get total transaction amount of supplier for current fiscal year

[Purchase Order screen]

In the above screenshot, we have purchase order with the Supplier code “SCED0196” having quantity 20 in it.

[Order pre-receipt screen]

In the above screenshot, we have selected the same Purchase order from the left list and pre-received quantity 20 is flown in the detail line. But we have added the validation on Order pre- receipt quantity that it should not be greater than the Purchase order quantity which is 20. So here will try to enter the quantity greater than 20 and check if it gives the validation error.

[Order pre-receipt screen – Validation error message]

As you can see in the above screenshot, we have entered the pre received quantity as 25. So we are getting the validation error message that “Order Pre-Receipt quantity cannot exceed PO Quantity”. Thus it will not allow to proceed further unless the quantity entered is either less than or equal to the PO quantity.

[Order pre-receipt quantity screen]

As you can see in the above screenshot, the pre received quantity is now entered as 10 and it has accepted the quantity as it is less than the actual PO quantity (10 < 20).
Hence the validation on Order pre-receipt is done successfully as the Order pre-receipt quantity should not be greater than the PO quantity.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

As we all know that the sales commission is a key aspect of sales compensation. It’s the amount of money a salesperson earns based on the number of sales they have made.

Most businesses rely on manual procedures to calculate commissions which causes errors and delays in making the payments. Accuracy in sales commission calculation and timely payment to sales representatives are the challenges faced by many businesses.

We at Greytrix are introducing the Sales commission module / add on to overcome all this challenges.

With the Greytrix Sales Commissions module, Sage X3 users can setup commission calculations rules and automate commission calculations on sales transactions i.e. sales order and sales Invoice. The module simplifies commission tracking and ensures accurate commission calculations and timely payment to sales representatives. Basically we have develop this sales commission module in sage X3 application to automate the commission calculation on sales transactions. Also, many customer have their unique commission calculation so we have develop this add on which is more flexible and parameterized to fit the different commission calculations.

Advantage of using this module is:

Easy to setup commission rules on multiple criteria
Automate commission calculations on sales transactions
Accurately calculate and post commissions payment to sales representatives
Provision to email Commission Statement to respective sales persons.
Comprehensive commission reports and dashboards

The lovable thing of this module is a native application built using Sage X3 Platform Services itself so, user can use this module in sage X3 application.

Below are the key feature of sales commission module:

Native application:
Commission structures and rules:
Commission calculations and postings:
Reverse Commission:
Commission tracking:
Commission adjustments:
Commission payments:
Email Commission Statement :
Commission Reporting & Inquiries:
Dashboard:

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

Basically this warning is pop up on Purchase invoice if the Sage X3 is setup with Australian legislation. And any sales person is set without ABN Number.

Now we will see what exactly ABN is: ABN Lookup is the free public view of the Australian Business Register (ABR). It provides access to publicly available information supplied by businesses when they register for an Australian Business Number (ABN).

An ABN is a unique 11 digit number that identifies your business to the government and community. You can use an ABN to:

> identify your business to others when ordering and invoicing

> avoid pay as you go (PAYG) tax on payments you get

> claim goods and services tax (GST) credits

> claim energy grants credits

> get an Australian domain name

Australian suppliers will normally be recognized from their ABN number if that is entered in the Company Registration No field (CRN).

For other suppliers the system will learn to associate other text such as trading names, telephone numbers, postcodes, etc. with particular accounts in Sage X3, so it’s not essential to have VAT numbers in the database or even to have the supplier name entered with the same spelling.

All businesses (regardless of size or structure) need an ABN, Australian Business Numbers are issued by the ABR, which is run by the Australian Taxation Office (ATO).

This company parameter is only used when the AUS – Australia localization activity code is active.

The parameter is used for Australian companies when entering or importing a purchase or supplier invoice if the country code of the supplier is AU – Australia. You use this parameter to specify if you want a warning message to be displayed when a supplier whose ABN code is not entered is selected (this code is entered in the CRN field of the Supplier record).

If the ABN Code is not set for the supplier the sage X3 will pop up this “Supplier without ABN” warning while posting the Purchase Invoice. You can see below screen shot to check the warning message pop up in sage X3.

If you do not want to set ABN number to supplier also want that system should not warn for this ABN number while invoice posting then you can deactivate this warning through sage X3 setup.

Now we will check how to deactivate this warning through Sage X3.

To perform the same Navigate to: Setup >> General parameter >> Parameter values > LOC Localization

Open AUS i.e. Australia legislation then click on action button of Australia legislation and click on Details to open the detail view.

Here you can see the value of “warn Supplier without ABN” is set as “Yes” which means if the ABN is not set to supplier then system will pop up warning message while posting purchase invoice. If you want to stop this warning you can change the value from “Yes” to “No”. Once you change the value to no system will stop displaying the warning message on supplier invoice posting.

This is how you can deactivate the warning “Supplier without ABN Number” on purchase Invoice posting.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

Sage ERP without appropriate protection levels in place would be the worst-case scenario, since the whole company would be at risk if all confidential information is leaked, or if information cannot be retrieved in the worst-case scenario.

The list of endpoints user can connect to define at the group level. When a group grants access to an endpoint, any member of the group can have access to the endpoint.

By default, the connection to a Sage X3 endpoint is performed with a Sage X3 user login equal to the user’s default account. If the Sage X3 user login is different from the endpoint’s default account, you can change it in this array.

In the majority of instances, people keep their easy passwords, which put them at risk of getting their accounts compromised. Sage X3 V12 implements a robust collection of password policies that ensures the organization’s security.

In Sage X3, with the help of following steps user can change or reset the user password when user login first time to Sage X3 after performing below given steps. This process is generally use for security purpose so that user can set their new password by themselves.

Navigate To: Administration > Administration > Users

Select a user and click on the edit button from actions.
Check the require password change checkbox as shown in below figure.
Save the record.

This field is displayed only when either Standard or DB authentication is selected. When this check box is selected for a user account and if that user is trying to login the Sage X3, the user is redirected to another page after login to enter and confirm the new password before access to the application is granted.

Now logout from the Sage X3, and try to login with the same user credentials.

Now, enter a username and old password in the respective fields and click on the Sign In button. Once user click on Sign in button it will ask to reset a new password for that particular user, please refer the below figure.

Here user can enter a new password in both the fields i.e., new password and retype new password fields. Then click on the “Set new password” button, this will allow user to automatically login into the Sage X3 by resetting the new password.

Note: The Reset password option will be occurring only one time. This is how after doing above process user can reset the password by their own. Once user will reset or change the new password the user will be no longer able to reset the password again. This is only one time setting which sage X3 allows.

With the help of this setting user can change or reset the password of Sage X3.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

In Sage X3, there are certain requirements when you need to call a pop-up screen and even in standard X3, we have a lot of examples where a lot of pop-up screens open up on certain actions like before creation or modification or after tapping through certain fields and all. For e.g., we have a certain screen of lot modifications which opens up on Miscellaneous receipt screen after entering a complete line depending on the product’s stock entries, also there are a couple of screens like stock issues etc. which opens up on sales delivery, purchase receipts and all. So, these pop-up screens always play an important role where extra detailed information can be saved which can be helpful to determine a complete status of a particular line or data.

So, if we have some requirements where a screen needs to be called after certain actions of creation, modification or after some fields then we can call a particular customized screen designed by us through code.

So in this blog we are going to see how we can have an action based screen through code where a code can be placed in any specific action of creation or modification or deletion to put some restriction or validation before the same action.

Steps to be followed :

In sage X3, we need to create an action based screen and window then we can call the same screen through code.

We need to navigate to All -> Development -> Script dictionary -> Screen and need to create a new customized screen of our use and requirements. Kindly refer below screenshot for the same.

Then we need to create a window which holds that screen so navigate to All -> Development -> Script dictionary -> Window and create a new window which has that screen. Kindly refer below screenshot for the same.

Then after creating a new window, we need to create a new action which holds that window and by that a screen which can be opened through code. Navigate to All -> Development -> Script dictionary -> Action and create a new action for the same. Kindly refer below screenshot for the same.

Then we need to write a code which can be called as per our requirements of specific actions like creation, modifications, etc. Kindly refer below snippet of code for the same.

By using the above code, we can call or open an action-based screen on any specific action.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

In this blog, we will see the functionality of how TDS will be applied on Purchase Invoices in Sage X3 for Section 194Q of the Income Tax Act.

As per the requirement, the TDS rate of 0.1% is applicable to be deducted if the value or aggregate purchase value exceeds Rs. 50 Lakhs. This will also be only effective on current ongoing fiscal year of TDS module.

For this purpose, there will be a checkbox “Threshold” in TDS section as shown in the below screenshot. If it is checked then only TDS on Purchase of Goods functionality will work.

New Stuff: How to call action based screen through code in Sage X3

[TDS Section – Threshold]

Now, we will define a new NOD code as ‘NOD194Q’ which will have 0.1% as TDS rate and cumulative cut-off value of INR 50 Lakhs and TDS section 194Q. In the same screen, we will enter the amount for Threshold for calculation purpose.

[NOD194Q]

This NOD will be mapped to required Party Vendors.

[Party Details – SD0018]

TDS will be deducted on different amounts unlike the default functionality which deducts TDS on Total cumulative amount.

Let’s check with an example:

Threshold Cut-off is 50,000,00. We will create new invoice entry with the same party vendor and invoice value of 30 Lakhs.

TDS Effect: No TDS will be deducted because Invoice value is 30 Lakhs which is less than threshold cut-off. Refer below screenshot.

[1012107PINV00023 – 30 Lakhs]

We will again create an invoice with invoice value of 21 Lakhs for the same party vendor.

TDS effect: TDS 0.1% will be deducted on 1 lakh. TDS Entry will be created i.e. 0.1% on 1 lakh.

[1012107PINV00024 – 21 Lakhs]

If you have observed in the below screenshot, in the section highlighted in red, values are getting displayed as per the default TDS functionality which deducts TDS on Total amount i.e. 0.1% on 21 Lakhs. But, in the section which is highlighted in yellow, values are getting displayed as per the Threshold functionality which deducts TDS with 194Q Section.

[1012107PINV00024 – TDS Base Amount]

This calculation of TDS deduction will be completely based only on Vendor code, NOD code and fiscal year combination.

If other than the mentioned NOD code is used then it will work as per the default functionality i.e. if above example is to be considered then TDS will be applicable on Total Invoice values 30 Lakhs and 21 Lakhs respectively.
In this way, TDS will be deducted for Invoices in TDS on Purchase of Goods (Threshold) functionality.

About Us

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We will like to hear from you.

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How to enable “Accounting Cancellation” option on Purchase Invoice Screen

Validation on Purchase Invoice screen

How to get total transaction amount of supplier for current fiscal year

####################################################################################

PO Quantity Validation on Order Pre-receipt screen

Sage X3 Sales Commission add on

How to deactivate warning ‘Supplier without ABN’ in Sage X3

How to reset\Change the user login password in Sage X3

How to call action based screen through code in Sage X3

TDS on Purchase of Goods: Section 194Q