Sage X3 – Tips, Tricks and Components

In X3, we can provide restricted data access to external BPs or we can have restricted filtering on data which can be viewed by only particular Bps. Row level permission is nothing but filtering the data in a selective manner as a function or user concerned to be presented to the users when connected via other external connections. Using row level permission, we can allow users to access certain data defined in user setup.

Principles of functioning:

There are certain role codes provided in selection list representing as an object.
A role is associated with a list of functions for which a filter is applied on a given field.
You can define one or more roles for a particular user.

Once this setup is done and the roles are defined for users:

A filter is created in the object (quick select list, selection windows) on the code(s) defined in the user record.
A control is made during the creation of the filtered fields.
A filter can be carried out in the requester.

For example, by default user A can access all sites existing in X3 or can create new sites, too. As given in below screenshot, you can see currently user A can see/access all the sites exist in X3.

But if you want that user A should access only particular sites or you want to allow user A to create sites with certain names then you can setup the same as per below screenshot. Follow below steps for the same.

Navigate to: Setup > Users > Users > Select user A
Here, in permission code you have to enter object code as ‘FCY’ (site) to which you want to restrict access. In ‘key’ column you can setup the values for respective objects as here values defined are ‘AO011’ and ‘AO012’ which means user A can access/see only these two sites.

In below screenshot, you can see only sites ‘AO011’ and ‘AO012’ are accessible to user A.

Also, currently there is no existing site ‘YSITE’ which is defined below. That means user A cannot create any site except ‘YSITE’ in future. If he attempts to create any site other than this, he will get an error. For example, if user A attempts to create site ‘ZSITE’ then he will get an error as shown in below screenshot.

Thus, you can allow restricted data access associated with objects to the users.

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In a normal business scenario, sales orders play an important role as it is a key part of any business process. A Sales order (SO) is a commercial document generated by the seller specifying the details about the product or services ordered by the customer. Along with the product and service details, the sales order consists of price, quantity, terms, and conditions etc.

Sales orders are a critical element of the whole Sales cycle and distribution cycle.

Sales orders are also called Customer orders and it is used to control the selling of products and services to external customers. Sales orders can be an essential part of enterprise resource planning system orders.

Companies use Sales orders for several reasons. Sales orders allow buyers to clearly and explicitly communicate their intentions to sellers. They may also help a sales agent to manage incoming orders and pending orders. Sellers are also protected by POs in case of a buyer’s refusal to pay for goods or services.

So the Sales process involves Sales order followed by shipment and then invoice. So all the above processes which we discussed are an integral part of the Sales cycle and without any of them the cycle may not be able to complete depending on the circumstances.

In some business scenarios, there might be a situation where we want to manage allocated quantities on the orders. If shipment is created from an order then all the quantity allocation is passed from order to shipment and if the user deletes the same shipment then the allocated quantity can be returned to order.

However in Sage X3 we have one parameter in the Sales module with the help of which we can control the quantity allocation on order in case of shipment deletion or modification.

So in this blog we will show you the process which can help you to control order quantity allocation on delivery modification or deletion.

Steps to follow :

First we need to navigate to All -> Setup -> General Parameters and open the ‘SAL’ group (i.e. Order allocation rules) of the ‘Sales’ chapter. Kindly refer below screenshot for the same.

After opening the ‘SAL’ group of ‘Sales’ chapter, just change parameter RSTALLORD (i.e., Reinstate order allocations) from ‘Yes’ to ‘No’. Kindly refer below screenshot for the same.

So, this parameter can be set to either folder wise or legislation wise or company wise or site wise whichever way is preferred we can set the same.

The parameter has only three values ‘Yes’, ‘No’ and ‘No request’ and below is the use of the same.

No:- If a delivery is deleted or modified there is no re-allocation in the order of the original allocated quantities.

Yes:- If a delivery is deleted or modified, the system automatically re-allocates the quantities that were originally allocated on the order.

On demand: – If a delivery is deleted or modified, the system asks the operator if the quantities that were originally allocated on the order must be re-allocated.

By the help of the above blog, we can manage order allocation on shipment deletion or modification.

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In our implementation process we may come across bulk transaction processing screen.

In case we have to run the delivery validation for the all the companies with regards specific company. If the count of companies are limited we can execute it multiple times, but in case the count of companies is huge, then each time we need to execute for one company at a time. If this needs to be a repeated process then each time we need to execute for each company

To avoid this we can implement it through the group task process. Need to follow the below steps to implement this:

We would first need to create the batch task in the following way:

2. In the next step we would be making the group task:

3. When we execute this Group task from the Query submission, user will be able to see the Multiple screen for entering the multiple parameter as show below:

This popup screen will arrive for each task code which is enter in the group task, this will not process currently, but once all the parameters are entered then it will execute.

Hence the hold time will be reduced and if multiple time if we need execute it can be executed.

The same way of the implementation can be taken place for the Payment and receipt posting also.

In the AP AR bank posting needs to be executed in the periodic way for only certain transaction type.

This setup can be made in the following way:

We can utilize the batch task which is already being created by the Sage as follows:

We have used already created “PAYREMBAN” batch task to post the payment receipt transaction.

2. We would then create the Group task as follow:

Once the group task is created in the above manner we will be able to execute the three task back to back with the different parameters.

In the next step if we execute the group task, we will be able to see three parameters screen where we can enter three different set of parameters.

The reason behind using this group task for the above screen is, we need execute only three set of value for bank posting, if we need to use fix set of values then we can directly use the function to execute or else the execute the one single batch task would helpful.

But three different set of values need to be executed hence we would need use the above step to avoid the iteration and hold on till the first set of values are executed.

Once this is finalize and we need to execute on the recurring basis, we can attach this group task in the recurring process and execute periodically.

We can also utilize this process on multiple bulk task process to avoid the redundant task.

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By using the Subcontract returns function, you can transfer stock from a subcontract supplier to a new location. This type of transfer is anticipated through transactions. These types of transactions go through a selection panel.

There can only be one subcontract transfer note per subcontract supplier, assigned by the selection panel.

Assuming that the entered supplier is also a customer, with one or more ship-to addresses, then entering a delivery address gives specifications on the ship-to customer and the subcontract location defined for this customer.

Within the stock transfer note, the sub-contract location is automatically loaded and cannot be modified. Alternatively, if no location exists for the ship-to customer, the subcontract location field of the transfer note can be manually entered.

The system searches the location attached to the supplier (Commercial tab in the Supplier record) if the supplier is not defined as a customer.

This location is the target location. It is necessary to enter the target location for the transfer in the stock transfer slip if the supplier has not been assigned a location.

You can modify a stock line or a group of stock lines to transfer stock from a supplier to a new internal location by using the Subcontract transfers function.

Steps:

The subcontract returns menu is available under Stock, Receipt/Issue Transaction.

All >> Stock >> Receipt/Issue Transaction >> Subcontract Returns

**Fig 1: Subcontract Returns navigation**

Stock lines:

To intervene on a line of stock or a group of lines of stock, use the Subcontract returns function. When a mass subcontract return is made, these stock lines must be selected by picking. Stock selections is where they are located.

A product code and subcontractor code must be entered in order for stock lines to appear in the selection panel.

Stock lines selected for subcontractor return slips generate lines.

Selection of stock lines :

The Stock selection panel is loaded with all the stock lines of the product. These lines can be filtered in order to reduce their number and specify the additional filters in the dedicated window, activated using the Picking criteria button.

The selection is made by picking the displayed lines either one by one or as a group of lines.

The selection of a group of lines is made by picking the first line to be selected and the last among the lines shown in the selection panel whilst holding the [Shift] key down: all the lines contained between these two lines are then selected.

To select several groups of stock lines, the [Control] and [Shift] keys need to be used.

The stock quantity selected on a line is limited to the available quantity for this stock line (the available stock for each line is shown in the Stock lines selection panel).

**Fig 4 : Stock change picking criteria**

For each product, in the Management tab of the product record, it is possible to specify if it is necessary to generate an analysis request if the new status will be of Q type.

When creating the note, the system generates as many stock movements as there are modified stock lines.

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When we upgrade to a latest Syracuse component for version 12 patches after patch 12, we have noticed that in Sage X3 under Administration module, in session management, Web Client Session menu item is missing. This is a minor bug exists when we update to latest Syracuse component.

As you can see, if you navigate to below path then you will find that Web Client Session menu is missing as shown in below figure 1.

Administration > Usage > Session Management

**Figure 1 : Issue in latest patches of Syracuse component after patch 12**

In above figure 1, you will find that Web Client Sessions menu is missing.

To resolve this, follow the below steps:

Step 1 : Open Menu Submodule from navigation.

Navigate to the below path in Sage X3 :Administration > Authoring > Pages > Menu Submodules

Step 2: Select Menu Submodule S_USAGE.

Select Menu Submodules. It will open all standard as well as customised submodules. In Code filter you need to enter USAGE. It will filter all submodules having word USAGE in their code. From the results click on edit icon next to S_USAGE icon as shown in figure 3.

**Figure 3 : Select Menu Submodule S_USAGE**

Step 3: Selection of icon to add menu item

After clicking on edit icon, it will open S_USAGE menu submodule screen. In Contents tab, you will find icon which is highlighted under session management as shown in below figure 4.

**Figure 4 : Selection of icon to add menu item**

After clicking on icon, it will open menu items screen where you need to enter “Web” under title column select Web Client Session as shown in below figure 5.

**Figure 5 : Select Web Client Session (S_SESSION) from menu items**

Step 5 : Save Menu Submodule S_USAGE after changes.

Click on OK. After that you will find that Web Session Client menu is added beside of Session information and Save the changes by selecting Save from the Menu Actions under the top right-hand side as shown in below figure 6.

**Figure 6 : Web Client Session in Session management**

Step 6 : Log out of Sage X3 and log in back.

Log out of X3 and back in, ensuring to clear the Browser cache before logging back in again. If you will navigate after login again to the following path.

Administration > Usage > Session Management > Web Client Sessions

you can see that Web Client Session menu is back with its functionality as shown in below figure 7.

**Figure 7 : Web Client Session is added in Session management Sub module**

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Scheduled invoice generation is function to automatically mass generate the invoices from orders for a given site, when the invoicing process is based on a invoicing schedule. The orders are from the Normal category and meet the following criteria:

They apply to sold and non-deliverable products of the Generic or Service category.
For Project management: The scheduled invoices are subject to progress billing and related to projects with the status: Launched.
For milestone billing: The next invoice date and milestone of the scheduled invoices have been reached (budget closed/delivered or task closed).
For billing with no milestone: The next invoice date of the scheduled invoices has been reached.

They are fully signed or automatically signed when the signature circuit is managed (APPSOH – Order signature management parameter) and these orders comply with the defined signature rules.

The generated invoices can be viewed using the Invoices function. You can validate them one by one using this function or in bulk using the Invoice validation function. The standard batch task FUNAUTISCH is provided for this mask invoice generation purpose.

Invoice generation — **Fig01: Scheduled Invoice Generation**

Scheduled invoices until (field DEMDLVDAT)

We can limit the scheduled invoice selection only to scheduled invoices with a next invoice date prior or equal to the specified date. By default, this date is initialized to the current date.

For example:

Invoice date: 12/10/2021

Scheduled invoices until: 12/15/2021

The scheduled invoices whose next due date is 05/08/2019 is considered by the script.
The scheduled invoices whose next due date is 05/12/2019 is not considered by the script.

Invoice grouping options (field IMESVIC)

We can specify how scheduled invoices must be grouped when generating invoices:

Invoice by invoice date – All scheduled invoices where the next invoice date is the same are grouped on a single invoice.
Invoice by order – All scheduled invoices linked to the same order and where the next invoice date is prior to the invoice date are grouped on a single invoice.
Invoice by customer – All scheduled invoices of all orders processed for the same bill-to customer and where the next invoice date is prior to the invoice date are grouped on a single invoice.
Invoice by project – All scheduled invoices linked to the same project code where the next invoice date is prior to the invoice date are grouped on a single invoice.

This blog helps you to setup scheduled invoice generation task.

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In Sage X3, we have seen few fields on transaction screen are visible but users are not allowed to add data to these fields as they are non-editable fields. In similar way, on Sales invoice screen we found comment field as non-editable and user wants that particular field to be editable so that users can input data to it. In this blog we will see how to enable comment field for specific transaction type in sales invoice.

If you can see in the below image, comment fields are in display form, but these fields should be editable to enter some data or comments.

New stuff : How to setup Scheduled Invoice Generation function

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Comment fields need to be enable

To enable comment fields please follow the below steps

Navigate to Setup-> Sales -> Entry transaction -> Invoices.
You will find multiple entry transactions for the invoices, so you have to select specific entry transaction in which you want to enable the comment fields. E.g. ALL, STD
Now go to header tab you can see drop down available for Comments field in Entry section as shown in the below image.

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Comment field options at setup transactions

Here you have three options – Entered, Displayed & Hidden and Comment field is in “Displayed” form due to which you are able to see comment field on Sales Invoice screen but not able to enter any value. So here you have to change it to “Entered”
Click on and Save the entry transaction and then click on validate same.

Now Navigate to Sales Invoice screen, and you can able to see Comment fields got editable. Please refer below screen shot.

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Comment fields enabled

In similar way, you can enable any field on any transaction .

In the Sage X3, you have various standard reports for almost every screen which are developed in Crystal Report. Also you can develop your own crystal report as per client need. After printing report, the content in the report gets printed depending on the language setup done in the Sage X3 for the login user. But you might have notice that irrespective of the language setup done in Sage X3 application, there are Crystal ‘Special fields‘ which behaves differently.

In simple words, Crystal Report prints all the formulas and database fields as per the language setting done in Sage X3 folder for logged in user but Crystal reports “Special fields“ like ‘Page Number‘, ‘Print date‘ etc. Prints as per the Windows server region setup/language setup done on the server.

Recently we came across a situation where we wanted to develop Crystal report for one of the client which is based in India and server is hosted in Spain . So the Sage X3 language setup done in English language for India Users but windows application server is login with Spanish Language. In Crystal report, we want to use Special field “Page N of M” so that it will print page number at the page footer section. But whenever we prints the report, reports gets print in English language except for that special field ‘Page N of M‘ which gets print in Spanish as “Página 1 de 1” instead of “Page 1 of 1” in the English.

New Stuff: Enable Comment section for specific transaction type in sales invoice screen

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“Page N of M” in the Spanish language

So we search on various forums and found that SAP Crystal standard dll behaves in that fassion only and we do not have control over it. So to overcome that situation, we build the formula that will print page number in English language.

Please see the below steps:

Step 1: Create a formula in the crystal report as “page_no”

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Formula name

Step 2: After creating formula add below lines of code in that formula.

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Formula

Step 3: After creating the formula, place the formula in footer section of the report.

Step 4: Save the report and then print .

Please refer below screen shot.

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“Page N of the M” in the English language

You have noticed the report gets printed in English language even if the windows server setup is done in Spanish language as it takes the Sage X3 language setup done on that folder for the India User.

In this way, you can display “Page N of M” in the English or any other required language irrespective of the client’s server regional language.

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Bank File Definitions can be very boring to create because each bank has different configuration setup. We spend most of our time in designing the configuration setup and testing it in the test environment. Once we have finished with the testing in the test environment, how can we configure the same bank file definition in the live folder?

We have the option of manually entering the definitions in the live folder which could be very time consuming and prone to types with all those formulas with multiple commas, semicolons, brackets, etc and there is a chance of doing mistakes in the setup.

To overcome that we could use the copy option. We need to navigate to Setup >> A/P-A/R accounting >>Bank file definitions.

However, copy of objects are only allows duplicating one definition at a time. If we wish to copy it on a different server, there isn’t a way to copy the bank file definition from here.

We can also take patch of the configured bank file definition. For that we need to navigate to Development >> Utilities >> Patches >> Patch creation

As shown in above figure we will select the destination type as ‘Client’. We will select the folder from which we have created bank file definition as we have created it in ‘SEED’ folder. We will select type as ‘AAA’. Click on action button on object name field and select the ‘Data models’

Setup template screen will be displayed as shown in below figure 4. Select data model as ‘TABFILBAN’ and click on the ‘OK’ button. After that we will return to the patch creation screen and an Object name formula is generated.

A patch of AAA type corresponds to a line coming from a setup model. It uses a specific format for the element code. This format is one of the two following:

MODELE~CODE_LEG~CODE_TRS~=’FORMULE_SELECTION’

MODELE~CODE_LEG~CODE_TRS~CLE~SOUS_CLE~SOUS_SOUS_CLE…

MODELE corresponds to the data model used to describe the tables to extractt

CODE_LEG corresponds to the legislation code, which can be empty (in this case, two ~ are placed one after the other)

CODE_TRS corresponds to the transaction code, which can also be empty

FORMULE_SELECTION is a filter condition. Any text chain must be put ‘in double quotes’ since the formula is put in ‘simple quotes’.

CLE~SOUS_CLE~SOUS_SOUS_CLE (the number of sub-keys being variable) corresponds to the specific case when it is required to select a key value corresponding to the model main table. It is only possible when calling up a model (AAA code) from the patch creation and then opening the window making it possible to select the model and enter the key by direct search.

We are using the first format. We will change the Object name from TABFILBAN~~~=” to TABFILBAN~USA~~=” which will filter our patch to include only Bank file definitions for the USA legislation.

For Type of patch, we will select Standard. Then, click OK to generate the patch.

The file is generated to our desktop’s Downloads directory and the file name will start with the letter “F.” We are ready to apply the patch. The file can be copied to the server of our choice for Patch Integration. Please note, The Patch integration process will copy over existing records if their identities are the same. Make sure to generate a patch from the same version and patch level as your intended target because the table structures may have changed.

Hence by doing above process in Sage X3, we can copy or take patch of the bank file definitions configuration.

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GDPR stands for General Data Protection Regulation. It is a European Union (EU) law that came into effect on 25th May 2018.Data subjects will now have the right to demand subject access to their personal information, and the right to demand that an organization destroys their personal information.

Sage X3 compliance with GDPR: As of now X3 does not comply direct with the GDPR. But X3 provides tools which can help comply with GDPR. Following are the screens which are added in X3 under Data protection sub module.

Check companies for DPO
Data protection setup
Data protection search
List of email data
List of phone data,
List of personal data

Let’s see in detail working of each screen.

Check companies for DPO

A data protection officer (DPO) is an enterprise security leadership role required by the General Data Protection Regulation (GDPR). Data protection officers are responsible for overseeing a company’s data protection strategy and its implementation to ensure compliance with GDPR requirements.

You can define DPO under Contact tab in Company.

Once you run this function by clicking on OK button it will display a log file containing the list of Data Protection Officers (DPO) by company.

The log file is divided into two groups:

Outside the European Community

Part of the European Community

Data protection setup

Using this setup screen you can select data types defined as phone numbers, email addresses, BP, customer, supplier as individuals (Reference type). In case of a data breach, you can then run a search on this data. Using this code, you can find them and know where they are referenced.

Data protection search

This function is used to search, in all the movement tables, for records which reference tables linked to a given code. User can search for personal data, or update any data like Email address, Last name, First name, Phone number. You first need to determine if this person is linked to a record in the ERP database he can be BP, customer or supplier..,

Once you enter code and click on search, the results of the search are grouped by type and by table. All the tables which has the BP code entered it will get displayed like below (Refer to below screen).

On the table of sales invoice (SINVOICE), once you click on Detail it will display list sales invoice created for that customer. Likewise you can select any table and fetch the details.

List of email data

This function is used to generate the list of email addresses of the persons who should be contacted in case of a data breach. This list can be extracted to a CSV file.

List of phone data

This function is used to generate the list of the phone numbers of the persons who should be contacted in case of a data breach. This list can be extracted to a CSV file.

List of personal data

This function is used to generate the list of personal data contained in the database. These are tables and columns in which the data stored can be used to identify an individual.

Refer below blog for more details on List of email data, phone data and personal data.

https://www.greytrix.com/blogs/sagex3/2021/03/13/to-export-all-the-email-address-phone-number-and-personal-details/

Having a clear and efficient systems for responding to data requests is becoming increasingly important. Responsibility of safeguarding User’s personal data is vital in today’s world. Hope this blogs helps you to take a step forward in protecting and accessing user data.

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The envelopes entry screen is used to deduce from the envelope amount, an amount used as a reserve. This reserve can be created to account for the possible uncertainties of the prevision: Completion date, expected amount, etc. The reserve reduces the available envelope amount for its split into budgets.

Off budget Envelope:

While creating budget envelope, it is possible to indicate that this envelope must be created without amount. This option is carried out by ticking check box “Off budget” in the envelope screen. It is used to commit expenses on envelopes, budgets and budget lines whose planned amount is unknown upon budget completion, or that are not to be indicated. The evolution of these envelope types follow the process described below:

By ticking field “Off budget” in the envelope entry screen authorizes the creation of the envelope, its budgets and budget lines with no amount. The amount entry is prohibited.
The envelopes, budgets and lines which are “Off budget” must be approved in order to enter purchase expenses. This approval results in fixing the approved envelope, budget and null line amount.
The purchase request, order and invoice entry triggers the application of a negative balance to the lines, budget and envelope. The overrun controls implemented in the operating budget management are not applied.
When the envelope, budget and line amounts are known, they can be loaded via revisions. In order to carry out a revision, the envelop and the budget must have been approved previously if only the budget lines have been approved. After revision, a reserve can be created on these envelopes.
A utility that can be accessed via menu “Off budget cancellation” is used to perform the cancellation of status “Off budget” when revisions have been carried out.
If this indicator is kept, no overrun control is carried out in order or purchase request entry.
If this indicator is canceled, budgets, envelopes and budget lines follow the management rules implemented in the application on overruns.

Navigate to: > Operating budget > Budget management > budget envelopes

Here we have created a envelope “ENVA-21-00003” and have tick the Off budget check box. Once we tick the off budget the amount field will be disabled. Refer the below screenshot.

Cancel off-budget:

This function makes it possible to cancel the status “Off-budget” of an envelop created without any amount. This function can be executed only on “Off-budget” envelops that have been reviewed.

As long as these envelops are labeled “Off-budget”, it is possible to enter expenses without any overrun control.

Once this status is cancelled, these envelops and the overrun control are managed in the same way as the other envelopes, budgets and budget lines.

This blog help us to know the concept of Off budget envelope in sage x3.

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In Sage x3 we have a different Home page like Mobile Home Page, Tablet and Web Page etc. Mobile App is an intuitive, mobile solution that provides businesses running Sage X3 with anytime, anywhere access to their business management data to help more effectively manage customers and improve collaboration and communication. Instead we can use a Mobile application to access real-time information to take quick action. Sage x3 provides a flexible , user – friendly and relatively easy process to perform this activity.

To create the Mobile Application in Sage x3 we need to Navigate to: All → Administration → Authoring → Mobile Application

We need to first create Mobile Gadget , Mobile Dashboard in order to link the Mobile Applications.

Here Mobile Gadget is linked to Mobile Dashboard this gadget is used to display the record which we want for Example Customer Record, Supplier records etc .

Here are the below steps to create Mobile Applications.

Steps 1 :- Navigate to All → Administration → Authoring → Mobile Dashboard.

We will create New Mobile dashboard as shown in Fig 1. And Fig 2.

Steps 2 :- In Fig 2. We will see that the Mobile dashboard is linked with Mobile gadgets. So, we have to create the Mobile gadget in Sage x3. As shown in Fig 3.

In Fig 3. Gadget type is set to Representation. In the Representation Tab,the Representation and Entity block is linked to the BPSUPPLIER table name to display the Supplier Records present in x3.

Steps 3:- Now we will create a Mobile application navigate to

All → Administration → Authoring → Mobile Application. And now the created Mobile application will be linked with the Mobile dashboard . As shown in Fig 4.

Now the created Mobile Application where we can see? . Refer below Fig 5.

Click on Display and then on Mobile Home Page then Mobile application page will get displayed with different applications. So now we see the ZTEST Application as shown in Fig 6.

Now Click on the ZTEST Application the Mobile dashboard will display as shown in

Fig 7. Linked with Mobile gadget then click on the gadget

This Mobile gadget will display the Suppliers present in Sage x3 in Fig 8 as we have linked BPSUPPLIER table in Gadget in Representation and Entity as shown in Fig 3.

Step 4 :- On the top left there is an option to edit dashboard click on it .

Here we have given the icon to the application so to apply the icon Click on Edit dashboard as shown in Fig 9.

Click on the edit button here we have multiple icons and color we can select one of them to look at the Mobile Application better. As shown in Fig 9.

Above steps will help us to create Mobile applications in Sage X3.

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This function can be launched on a single sub-contracting order or on a selection of sub-contracting orders (EO), using the filters.

It is used to calculate the various costs corresponding to the various stages of the sub-contracting order in order to analyze the variances and the valuation choices in the production reporting. A single subcontracting order can be launched with this function, or an EO list of subcontracting orders that have been filtered can be launched with this function.

The different types of cost are as follows,

Expected theoretical cost :

In this case, the standard cost is calculated for the expected production quantity. When the standard data is used as the Variance calculation source, this cost is also included in the Production cost detail in the Planned column.

Provisional release cost:

As a provisional cost, it is based on the subcontract order data. If WO data is chosen as the Variance calculation source, it is equivalent to what appears in the Production cost detail in the Planned column. The Provisional theoretical cost and the Provisional releasecost are used to value the stock input of the sub-contracted product (according to the general setup CSTEORORD – EO receipt provisional cost). They are calculated either on demand or automatically during the creation and/or modification of the EO (according to the CLCWOCAUT – Auto provisional costs setup). The Provisional production cost can only be calculated for a closed EO.

Provisional sub-contracting cost:

The actual production quantity is used to calculate this cost, which is the same as the provisional release cost.

The “Calculate expected subcontract cost” is present in “Subcontract costs” under “Costing” menu.

All >> Costing >> Subcontract costs >> Calculate expected subcontract cost

Selection

A site, a filter criteria (EO closed or not) and a sub-contracting order must be specified.

There are three options in the Order number field as listed below,

Selection: It displays the sub-contracting order list corresponding to the filter criteria.

Released product filter: It displays a window used to do a selection using a filter on the table of released products.

EO filter: It displays a window used to do a selection using a filter on SCOHEAD table about sub-contracting order header.

After a filter selection is made, a calculation is launched for the work orders that meet the filter criteria. The filter box is checked for these work orders.

Selection screen — **Fig02: Selection Screen**

Calculations

Cost type: An appropriate cost type must be specified for the calculation to be performed.

Overhead column choice: This type of overhead cost used depends on the column selected. By default, the choice displayed corresponds to that specified by the setup OVECOLSCO – PCP Calc Overheads Column.Calc. PRF

Update: This checkbox is activated to indicate that the provisional cost calculated upon release must be updated in the tables. Otherwise, it is simply a simulation.

Calculation screen — **Fig03: Calculation Cost type**

Hope this helps!

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In a normal business scenario, allocation plays an important role as it is a key part of any business process. An allocation is the process of shifting overhead costs to cost objects, using a rational basis of allotment. Allocations are most commonly used to assign costs to produced goods, which then appear in the financial statements of a business in either the cost of goods sold or the inventory asset. If financial statements are not to be distributed outside of an entity, then there is less need to use allocations.

An allocation is a critical element of the whole Sales cycle and distribution cycle.

There are some advantages and disadvantages of the allocation system as well but if managed properly then it always gives better results.

A proper allocation methodology brings a business into compliance with the applicable accounting framework. By doing so, the firm’s financial statements can now be audited, and the external auditor can give them a favorable opinion. This opinion is needed when an organization needs audited financial statements to obtain funding from investors.

If used improperly, cost allocations can cause incorrect management decisions. For example, assigning overhead costs to a product can make it appear to have an excessively low profit, which could lead to a decision to terminate a product that is still generating a reasonable contribution margin.

In some business scenarios, there might be a situation where we want to manage allocated quantities on the orders. If quantity is not sufficient enough then after an allocation is done we want to show insufficient quantity in the shortage field so that the system can understand this much amount of quantity in shortage.

So in Sage X3 we have one parameter in the Stock module with the help of which we can show the shortage quantity after allocation is done.

So in this blog we will show you the process which can help you to show shortage quantity after allocation is done.

Steps to follow:

First we need to navigate to All -> Setup -> General Parameters and open the ‘MIS’ group (i.e. Miscellaneous) of the ‘Inventory’ chapter. Kindly refer below screenshot for the same.

After opening the ‘MIS’ group of ‘Inventory’ chapter, just change parameter GENSHT (i.e. Generate shortages) to either ‘Yes’ or ‘No’. Kindly refer below screenshot for the same.

So this parameter can be set to either folder wise or legislation wise or company wise or site wise whichever way is preferred we can set the same.

The parameter has only two values, ‘Yes’ and ‘No’. Below is the use of the same. This parameter to define if the allocations that have failed will generate shortages for the missing quantities. A shortage quantity is therefore used to display the impossibility to service a document at a given moment. This is used to establish an unavailability and to later process these shortages.

No – If an allocation fails, no shortage will be generated.

Yes – If an allocation fails, the quantity that could not be allocated will be displayed in the form of a shortage quantity.

By the help of the above blog, we can show shortage quantity after allocation is done.

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A multi-counting inventory process reduces the risk of making errors during the stock count. If users are able to count the same stock multiple times and track each stock count, variances can be identified and the accuracy of the total can be ensured. With the multi-count process, you can enter individual counts for multiple stocks at the same time rather than the original single count. As with the single-count process, the multi-count process allows you to enter multiple counts for the same stock simultaneously. You have to enter multiple individual counts against the same stock instead of one.

Follow the below steps to create inventory multi counting:

Navigate to: All – > Stock – > counts – > Stock Count Session.
Open Stock count session count screen and create new stock count session for a desired stock site.
Enter required fields Stock count type, Count mode, Count Sort and you need to select checkbox of multi count for multi-counting inventory as shown in figure 1.

4. Select category to be count and create stock count session.

5. Now generate a list by clicking on Generation button. Now check the generated list from the lists tab. We can enter our count by using the Actions button, the list grid, or by navigating to the Stock count screen and selecting a Count lists as shown in figure 2.

6. On stock count screen, new field is added into the grid to keeps track on multi count as shown in figure. If you are doing multiple counts, a new column labelled with an asterisk (*) is added to the lines grid.

7. A value of + in column * indicates there is multi-counting to be done.

8. As soon as the value of column * changes to +1, it means the count is being handled by the first count manager.

9. Changing the value of column * to *1 indicates that the count is counted by the first count manager.

10. When the value of column * changes to +2, that means the count is being counted by second count manager and if the value of column * is changed to *2, that means the count is completed by both the count managers.

11. As soon as the multiple count is completed, * column is cleared.

12. By clicking the Actions button, you can delete the lines you don’t want to count by selecting product deletion.

13. In order to begin your count, you need to assign a count manager. Enter Count manager 1 in the first column of the Counted stock list and then enter the count manager’s stock count in the first column of Counted stock STK 1.

14. Click on Save and follow the same process for Count 2.

15. The final count can be entered by a third Count manager if there is a discrepancy between the first two. Status will change to counted.

16. You can make modifications to the final count until it has been validated. Once validated, no changes can be made to the count and status will change to validated. Do your Validation Now that the process is complete, close the count to prevent further processing.

17. The final count report is ready for printing once the counting has been completed.

18. Select INVBORA

19. Go to Stock Line selection. You will find different options to print report. For Now, select All option and click on Print.

Here you will see stock changes increased/decreased stock.

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In Sage X3, there are multiple option available for billing the customer under project management. Project billing is a process for companies working in a Project management context that need to invoice customers for a project. Project billing is a complete overview of the billing process for a project.

Following are the billing mode currently supported under Project management billing.

Milestone billing is an invoicing process for companies needing to bill a project when a milestone is reached. The new content includes details for a new authorization required to close milestones.

Progress billing is an invoicing process for companies needing to bill a project according to its progress.

Time billing -A new invoicing process has been introduced for companies needing to bill a project according to time spent. Time billing uses employees’ time entries defined as billable and tracked at the project level, budget level, or task level for scheduled invoices to determine the amount to bill customers.

Navigate to path: All>Projects>Projects>Project management

Under ‘General’ tab, a new billing mode ‘Time billing’ is available from the Project billing icon.

Project Management screen — **Fig1.1: Billing Mode**

Project management — **Fig1.2: Project Billing icon**

Time billing identifies a project element where a billing plan based on time entries can be defined. Scheduled invoices associated with a sales order line linked with a non-deliverable product are submitted according to the billable time in the billing plan until the sales order line is billed in full.

Once you open Project billing display, The Billing plan displays the list of sales order lines linked to the project. By default, only the lines at Pending or To be invoiced status are displayed, however you can include both invoiced and closed lines. You use the home section to filter and choose the order of the sales order lines to be displayed. Specific icons indicate if a sales order line has been billed, and how – using scheduled invoices, using a milestone billing process, using progress statuses, or using a standard invoicing process based on sales deliveries.

The scheduled invoices are generated manually, or automatically which correspond to the billable time of a single project, or a group of projects. It is important, therefore, that billable time spanning the billing periods is aggregated, adjusted, and validated for the project, budget, and tasks during the life of the project.

Following parameter has been added under TC chapter, PJM group:

1. BILTIMSTA – Billable time status parameter determines which status is required to consider a time entry line as billable. Set to Validated, Controlled, or Approved status.

2. BILTIMSPLI – Split billable time if needed parameter determines if a billable time entry line can be split to be consumed over multiple sales order lines. Set to Yes or No.

Hope this blog helps you in billing with Time in project management.

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This function is used to calculate the budgeted cost of one or a range of products at a specified site. This function is typically used to prepare provisional costs for the following year. Costs are calculated from a set of user-defined parameters.

A single product-site record has only one budget cost. You can prepare simulated costs then update the product-costs records when the costs are finalized. Costs are established from routing data (time) and valuation dimension data for work centers associated with a route on a specified calculation date.

Material cost selection field determines how material costs are calculated. The valuation method, if defined on the products-sites record, is considered. Price lists are also considered. The cost of subcontract materials is from a price list; if the price list is not found, the standard cost can be used if the PURPRICE – Price by default standard cost parameter (ACH chapter, PRI group) is set to ‘Yes’.

If a product has a BOM, the production overhead is taken into account, otherwise the receipt overhead is taken into account.

Navigation

All>>Costing>> Budgeted cost calculation

Steps and Parameters

Below are the parameters required for Budgeted cost calculation,

Product. This field is only required if you click (select) the Unique radio button.
Formula. This field is only required if you click the Selection radio button. You can use a filter calculation expression formula to select the products to be included in the calculation run or apply a filter.
Calculation quantity. The quantity to be included in the calculations. This field is only available if a product code has been defined. The default quantity is the Economic order quantity (field EOQ (REOMINQTY)) defined on the product-site record or the Technical lot (field MFGLOTQTY) defined on the product-site record, or 1. Use the Validity section to specify your run time parameters:

Fiscal year. A calculation run for a combination of ‘Site’ + ‘Product’ + ‘Fiscal year’ that has been run previously overwrites the previous calculation if the selected type of update is ‘Deferred’ or ‘Immediate’ (field Update (field MAJ)).
Routing code. If you leave this field blank only material costs are calculated.
BOM code. The default BOM alternative displayed is the first BOM alternative associated with the selected routing alternative (field Routing code (field ROUALT)).
Calculate all BOM levels. This check box is only available if this calculation run is for a single product (the Unique radio button is selected). If selected, the cost calculation process will descend through the bill of materials (BOM) to the lowest level, or up to a parent product whose ‘Standard cost update’ in their product-site record is entered.
Fixed costs distribution. The fixed overhead costs (material loss, setup rate, operation loss rate, fixed rate) can be distributed as a total sum or spread pro rata from the combination of the calculation quantity/economic lot quantity.
Material cost. Used for the calculation of material costs. The default cost type is defined in the CLCBUDMAT-Mat cost selection bud calc parameter (TC chapter, COS group).
Dimension rate. Used for the calculation of labor and machines. The default cost type is defined in the CLCBUDRAT-Dimension rate selection bud C parameter (GPA chapter, COS group).
Overhead column. Used for the calculation of overheads. The value of an overhead is calculated by applying the fixed rate or the formula in the chosen calculation column.

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We know that company and sites are the basic key elements in Sage X3. The site is the core element for organizing the management data of companies and sites. Whereas, company can be featured as the grouping of all the sites that form part of the company. A company can group 1 to N sites:

If it is a legal company, this leads to the linking of each site to a company
If it is not a legal company, a ‘site grouping’ function is used after the creation of the company, to attach it to the sites for authorization profiles and data grouping in the reports.

Sage X3 provides functionality of company-site grouping where in, you can define certain site or company grouping for authorizations and mainly for reporting purpose.

A grouping can be formed of:

all the sites of a certain number of companies listed in a grid
and/or of sites listed in a second grid.

A check box is used define that such a grouping is a company grouping. In this case:

no isolated site can be entered in the second grid.
any site creation in one of the group companies updates the group site list.

If you create new company, then site group will get created with the same code having the two boxes Company group and Legal company checked.

Now for example, if you want user to create purchase request transactions for particular company-site group ‘AO10’ then you have to follow below steps:

Navigate to: Setup > Purchasing > Entry transactions > Purchase requests
Select ‘AO10’ in the group field as highlighted below.
Validate the entry transaction.

Now, whenever you will create purchase request, you will only get the sites ‘AO011’ and ‘AO012’ defined under group ‘AO10’ for selection as requesting site.

Also, if you try to enter other in request site field that are not defined under company-site group ‘AO10’ then you will get below error as ‘Site not included in the grouping’. In this case, you need to navigate to particular entry transaction and remove group value setup in that entry transaction.

You can setup group in other sales and purchasing transactions, too.

Thus, you can restrict users to use certain sites for site selection defined under company site grouping.

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In Sage X3, transactions and their records play significant role. There can be various records in an entry transaction. During opening of any entry transactions, sometimes screen loading takes several seconds to open which causes system delay. This may be caused by unnecessary records loaded from the left list during screen opening. This can be improved by reducing number of records in the left list of any transactions.

In this blog, we would like to show you a way to improve screen load times for the screen who have left list or mostly object based screens. This will help in reducing the time taken by screen during loading using less number of records into the left list area of a particular screen.

Consider an example of sales order, here is what left list of a sales order transaction looks like (not all records) as shown below.

To restrict for a single X3 user,

Navigate to All-> Setup -> Users
Select the user for which you want to restrict.
Click on the Parameters definition tab.
Locate the “SEL” group line.
Click on the Action (3 vertical dots) menu and select details as shown below.

6. Locate the “LFTBOX” parameter and decrease the value, in this example we will change it to 10.

7. Click on OK button.

8. Then, back to the parameters tab screen, click on “Save”.

9. Note : This change affects ALL screens that have a left list for the same login selected.

Now, after saving if we navigate to sales order screen, the left list looks like as shown below.

By using above steps we can restrict number of records in left list for a particular user.

To make changes for all logins in a particular folder.

Navigate to All-> Setup -> General Parameters -> Parameter values.
Go to Supervisor, select the folder.
Locate the SEL “Lists and selections” record.
Click on the Action (3 vertical dots) menu and select details as shown below.

5. Locate the “LFTBOX” parameter and decrease the value, in this example we will change it to 10.

By using above steps we can restrict number of records in left list for users in particular folder.

This blog helps us in restricting number of records in left list which result in improving screen load times for transactions in Sage X3.

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Sage X3 provides various features of displaying transactions through different ways of navigating them, sometimes by jump to options or by menu items and many more.

These process flows are widely used for because they eliminate the need to go the site map every time to access a function. Instead, it helps the user to access the functions, reports, inquiries, etc. directly from the landing pages itself.

Consider an example of creating a sales process from sales quote to sales invoice creation. All the three screen will be accessed from a single navigating screen which will be created by following the below steps.Now, let us learn how to create the flow in the process.

Navigate to All ->Setup -> Interactive Dashboard ->Processes and create a process as shown below.

Go to “Drawing” section of the process screen and start creating the process.

The process screen provides various features to add objects to the flow such as text, shapes, emoticons, etc. and also import images from the system you want. As shown in the below figure we are adding simple circular object and giving color to it.

Double click on the circular object you will be able to enter text, here we are adding text as “Sales Quote” in the object.

Next, for opening the sales quote screen, we need to link the sales quote function to the object so that after clicking on the “Sales Quote object” we will be redirected to the sales quote screen. Select Type as “ERP link” and for selecting the function, click on 3 dots marked in the right of function field as shown in below figure.

Function to object — **Fig03: Linking functions to object**

Note : Do not fill the “Function” and “Transaction” fields manually as the X3 would not recognize until its selected from the “3 dots” as mentioned in above figure.

Now, select the “3 dots” and the selection screen will open for function code as well as transaction name, once selected hit on “OK” as shown in below figure.

Function and transactions — **Fig04: Function and transaction value selection**

Similarly, we can do the same for “Sales order” and “Sales Invoice” screens with new objects.

Click on “Save” and then hit on “Validation” button after adding sales order and sales invoice objects.

For adding this process in the landing pages, we need to create a new menu item as shown below.

Navigate to All -> Administration -> Authoring -> Pages -> Home Pages

Create landing page as shown below and select menu item code created in the “Gadget” field of Configuration tab in landing page screen.

After saving the landing page as shown above, you will be able to see your process flow as shown in below figure.

After clicking on “Sales quote” object, the user will be redirected to the sales quote screen with the transaction name defined instantly without using the site map for accessing the function and similarly for all other transactions.

This blog helps in creating process flows in Sage X3 V12.

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

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Use of RSTALLORD parameter

How to execute the bulk task with the multiple parameters

Subcontract Returns

How to add missing Web Client Session menu in latest patches of Sage X3

How to setup Scheduled Invoice Generation function

Enable Comment section for specific transaction type in sales invoice screen

Special Fields in Crystal Report prints in different language

Easy ways to configure bank file definitions into Sage X3 folders

GDPR in Sage X3

Off-Budget envelopes in operating budget module

How to create mobile application in Sage X3

Calculate expected subcontract cost in Sage X3

Use of GENSHT parameter

How to perform inventory multi-counting in V12 of Sage X3

Time billing in project management in Sage X3V12

Budgeted cost calculation function in Sage X3

Setup of Company-site grouping for site selection in Sage X3

How to improve loading of screen time of transactions in Sage X3 V12

How to create process flows in Sage X3 V12