Create Purchase Orders from Work Tickets in Sage 50
How do you autofill or auto create Purchase Orders from work tickets in Sage 50?
Sage 50 allows you to set up Inventory Item Defaults to auto create purchase orders in Sage 50 behind the scenes. The Ordering tab of this window has options that let you enable the auto-creation of POs for:
Important:For auto-creation of purchase orders to work, your company must be using the real-time posting method.
You can treat each auto-created purchase order just as you would a manually created one. You can edit the purchase order, print it, or e-mail it to a vendor in the Purchase Orders window.
Note: Even if your company is set up for auto-creation of purchase orders, Sage 50 will not automatically create POs for recurring customer invoices. Instead, you will have to manually generate POs for any inventory that you need to reorder as a result of recurring invoices.
To auto create purchase orders from work tickets in Sage 50, the following criteria must be met:
Each item must be set up in Maintain Inventory Items with a preferred vendor.
The user who is entering the transactions listed below must have access rights to add Purchase Orders.
The quantity ordered of one or more of the items must cause the quantity available as of the transaction date to fall below minimum stock levels.
If these conditions are met and your company is set up to auto create purchase orders in Sage 50. Sage 50 will automatically create a purchase order each time a work ticket is saved. In addition, to ensure that auto-creation works most effectively, each item in Maintain Inventory Items should be set up with a minimum stock level and minimum reorder quantity. Sage 50 will auto-create purchase orders from Work Tickets for inventory items that fall into the following item classes only
How to print a Crystal Report in Sage 50 – For older versions of Sage 50 to print a Crystal Report in Sage 50, you must preview the report and print using a Crystal Reports license. If you currently have a license for Crystal Reports and Sage 50 then follow these simple steps to print a Crystal Report in Sage 50:
In Sage 50, select Reports, Crystal Reports from the main menu.
Highlight Vendor Detail List and click the Preview button or double-click Vendor Detail List.
Click OK to continue. The report opens in Crystal Reports.
Select Report, Refresh Report Data to ensure that the report is displaying the most recent information.
Ensure that Use current parameter values is selected and click OK. The report refreshes.
Select File, Print, Printer.
A message appears, asking if you would like to use the default printer. Select Yes. Then, click OK to print the report. One page of the report is shown on the next page
Yes, Crystal Reports is one way to extract data from Sage 50 and we can train you on the process. You would not need to have the product prior to the training. However, we have found that on-line training without the ability to immediately practice what has been demonstrated has a lower retention rate. You will also need to gain experience by practicing. The final element is to be able to find the appropriate data tables and fields to retrieve the data for use within those reports.
Please note, that although Crystal Reports can still be used with Sage 50, Sage has not included Crystal Reports as part of the Sage 50 product since 2014. A license has to be purchased separately. It is generally not recommended as the external report writer of choice unless reports were created prior it’s being removed from the product. It is most often required when these reports are still needed or new reports are required that cannot be created using the currently support Sage Intelligence external report writer.
Sage 50 Advanced Reports Options
Choose printing preference
The first step is to confirm the types of reports that you are expected to produce. This will confirm that Crystal Reports in the most appropriate choice for those reports. Other reporting options include
The built in report designer
Financial statement designer
Built in forms designer
Print a Crystal Report in Sage 50
If Crystal is the most appropriate choice for an external report writer, I would be glad to set up an online training session for you. It is always helpful to know the reports you wish to produce, so I can choose one as example during training to give you experience in determining the tables and fields to create a specific report.
Give us a call 800.475.1047
Sage 50 data tables for use with Crystal Reports
Journal Header Fields
The following field information is intended to assist those who design reports for Sage 50 using Crystal Reports.
JRNLHDR.DAT has one record for each transaction entered in Sage 50. There is a one-to-many relationship between header records and row records. Each header record can have any number of related rows.
Note: Memorized Transactions are stored in StoredTransHeaders.DAT. All the field names are the same as in JrnlHdr.DAT.
Indexes and Their Uses
JRNLHDR.DAT has 22 keys, as follows:
0 = By JournalKey (Shadow, Journal, Period, TrxNumber, Partner.
1 = By PostOrder
2 = By Posted and then by PostOrder
3 = By LedgerKey (Module, CustVendEmpID, Date, and then by PostOrder
4 = By Reference
5 = By Date
6 = By Journal, then by Date, then by Reference, then by LedgerKey.RecordNumber, and then by PostOrder..
7 = By JournalKey_Journal, then by JrnlKey_Per, and then by Reference.
8 = ByGUID
9 = By Journal, then by Reference.
10 = By Journal, then by Completed Date
11 = By ReceiptNumber
12 = By Journal, then by MainAccount, then by Deposit Ticket, and then by Date
13 = By Journal, then by Extended JournalType, then by Date, then by Reference, then by CustVendEmpID, and then by PostOrder
14 = By Journal, then by Date, and then by PostOrder
15 = JrnlHdrByJrnlCVEReference
16 = JrnlHdrByElectronicDateSent
17 = By Recur Number, By Date
18 = By JournalEx, then by Date, then by Reference, then by LedgerKey.RecordNumber, and then by PostOrder
19 = RecurNumber
20 = JrnlHdrByElectronicDateSent
21 = By JournalKey_Journal, then by CustVendId, and finally by Date
22 = ByLedgertKeyModule, then by CustVendEmpID and then by Date
Which premium Crystal Reports are included in in Sage 50?
Premium Crystal Reports included in Sage 50 include:
Assembly Item UPC_SKU Label
Using UPC/SKU (Universal Price Code/Stock Keeping Unit) labels can help you keep track of your inventory more accurately. The individual components you purchase from vendors may already contain their own UPC/SKU labels. However, you can use the Assembly Item UPC_SKU Label report to create labels for the finished products once the items are fully assembled. The labels include the following information:
This report displays details for a specified assembly, including the number of components needed, available, and on hand for the assembly. This report is helpful if printed before beginning the production of an assembly because it provides the status of the necessary components. The report includes the following fields:
Quantity on Hand
Component Pick List
This report displays an itemized list of the locations and quantities of all components required for the specified assembly item. It is helpful to run this report right before you are about to assemble an item. The report includes the following fields:
Deficient Components List
This report is useful for viewing which bill of material components of an assembly are in shortage. By seeing which components you’re missing, you’ll know which components you need to order before you can create the assembly. The report shows the following fields:
Quantity on Hand
Item Sales by Customer and Purchase Order Number
This report displays item sales, sorted by customer purchase order number. This report was designed to provide an alternate method for looking up sales orders and invoices— sorted by the customer, then the customer purchase order number, and then by the sales order or invoice number. The report displays the following fields:
On Hand Detail Report
This report displays detailed purchase information for inventory items that have a LIFO or FIFO costing method. The information in this report can be used to show how inventory has been valued. The On Hand Detail report displays the following fields:
This report displays the assembly items on open sales orders, and is sorted by the Ship By Date. This report is designed to help you meet shipping deadlines by showing which assembly items need to be manufactured, and the order in which they need to be shipped. The report displays the following fields:
Ship By Date
Sales Order No
Stock Status by Location
Stock Status report, but includes the current quantities on sales orders and purchase orders in addition to the current quantity on hand. It also shows the history of the item (the quantity sold, received, and adjusted in the specified date range). The report displays the following fields:
How do you use units of measure in Sage 50? What are units of measure in Sage 50 used for?
The Maintain Units/Measures window allows you to set up new units/measures (U/M), other than the Stocking U/M, for purchasing or selling inventory items. In this window, you can set up new units/measures, change the ID for, and delete existing units/measures.
Note: You can access this window only if you have selected the option to Enable Multi-Packs and buying and selling items in different units/measures in the Inventory Item Defaults window.
If you purchase or sell items in bulk or in multi-pack units, create new units/measures to accommodate bulk sales or purchases. This saves you time because you won’t have to enter a new item for each unit/measure of an item that you buy or sell. By creating a new unit/measure based on the stocking unit, you can purchase and sell the multi-pack unit and the single units contained in the multi-pack.
You can set up as many units/measures as you need, but you can only assign two U/Ms to an inventory item: one for sales and one for purchases.
How do you use item multi-packs in Sage 50? What are item multi-packs in Sage 50 used for?
The Item Multi-Packs window allows you to assign additional units/measures to an inventory item, thereby creating a multi-pack. You can access this window by selecting the U/M button, which is located next to the Stocking U/M field in the Maintain Inventory Items window. In the Item Multi-Packs window, you can do the following:
change the Stocking U/M
allow items to be purchased or sold in a unit/measure other than the Stocking U/M, or multi-pack
assign a U/M, weight, and UPC/SCC code for multi-packs that you purchase
assign a U/M, weight, and UPC/SCC code for multi-packs that you sell
You can assign two units/measures in addition to the Stocking U/M to an inventory item: one for purchases and one for sales. When you purchase or sell items in units/measures that you have set up in Maintain Units/Measures, the subsequent item, when purchased or sold, is referred to as a multi-pack. Multi-Packs in Sage 50 are simply any inventory item that has been assigned a unit/measure other than the Stocking U/M. The resulting item, usually a box or a pack, contains more than one stocking unit of the inventory item.
Because you can only assign two units/measures to an inventory item, you should select the unit/measure in which you usually purchase or sell the item. For example if you buy in bulk but sell in single units, select the bulk unit in this window. After you have assigned purchasing and sales units/measures to an inventory item, you will be able to select the U/M for line items on the following windows: Quotes, Sales Orders, Sales/Invoicing, Receipts, Credit Memos, Select For Purchase Orders, Purchase Orders, Purchase/Receive Inventory, and Payments.
How do you print work tickets in Sage 50? What are work tickets in Sage 50 used for?
Work tickets can be printed and used in various ways. Printed work tickets may be used in your Inventory department to gather the materials needed to build an assembly. Likewise, copies of closed work tickets may be sent along with the necessary materials to authorize the shop to build an assembly.
In Sage 50, you can print work tickets in two ways:
By clicking the Print button in the Work Tickets window
By selecting Work Tickets from the Inventory Report List in the Select a Report window
If you are interested in printing just one work ticket and you already have the Work Tickets window open, print the ticket by selecting the Print button. However, if you are interested in printing a number of work tickets, print the work tickets from the Inventory Report List in the Select a Report window. Use the following procedure to print work tickets in the Select a Report window.
How do you use Quantity Discounts in Sage 50? What are Quantity Discounts in Sage 50 used for?
The Maintain Quantity Discounts window allows you to set up discounts for items based upon the quantity sold. You can set up your inventory so that when a customer purchases a specified amount of an item, its sales price is discounted by a percentage or a set amount. For example, you could give customers a 10% discount if they purchase 50 or more of a certain inventory item.
When you set up a quantity discount, you can specify up to five different quantity ranges and corresponding discounts. For example, you could create a quantity discount that gives a 5% discount if 25 or more widgets are purchased, 10% if 50 or more widgets are purchased, 20% if 100 or more widgets are purchased (and so forth), until you’ve created as many quantity discounts as you need. You can create a unique quantity discount ID for each item in your inventory, or create one quantity discount and apply it to whichever inventory items you choose. For example, you could create a discount for a seasonal sale and apply the discount to your seasonal inventory items. You could also create a separate discount specifically for lawn mowers. Quantity discounts are available for stock, master stock, non-stock, service, labor, and assembly item classes.
After you set up the quantity discounts and apply them to inventory items, the sales prices will be automatically discounted on quotes, sales orders, sales invoices, receipts, credit memos (Apply to Sales tab), memorized quotes, and memorized invoices.
Note:Quantity discounts are calculated separately for each line of a transaction. If you create a quantity discount where purchasing 40 widgets discounts the widgets by 5%, all 40 widgets must be entered on the same line in order for the discount to be calculated.
When you sell items in multi-pack units, Peachtree checks to see whether the number of units in the multi-pack meets the criteria for a quantity discount. For example, if you create a quantity discount where selling six items gives customers a discount, selling one six-pack of the item (a multi-pack unit that you created) would be treated the same as six individual units. The customer will receive the quantity discount.
Discover the Advanced Features in Sage 50 Manufacturing!
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Learn why Sage 50 Manufacturing is a great solution if you’re a smaller manufacturer with simple manufacturing processes. Sage 50 can be personalize during the initial setup and is easy to use. This powerful Software covers all the important areas your business needs to help you organize your operations and support your back office accounting. (formerly Sage Peachtree Premium for Manufacturing)
What are the Top Features Found in Sage 50 Software for Manufacturing?
Sage 50 Manufacturing is made up of four main sections.
Sage 50 Inventory Module:
The first step is to set up each individual stock item before they can be added to a finished item bill of materials. There is 1 warehouse available in Sage 50. Each Sage 50 inventory item can be assigned to a single bin location. The choices for classifications for a Sage 50 inventory items are stock, assembly, serialized stock or serialized finished assemblies.
Sage 50 Bill of Materials:
Sage 50 manufacturing is intended for small & developing manufacturing businesses. The Sage 50 Bill of Materials allows users to produce detailed bills of materials for finished items to be made. The Sage 50 bill of materials can include a range of components with any number of sub-assemblies. Each assembly has an option for revisions and a date that revisions are effective.
However, each sub-assemblies needs to be built individually before the finished item is built. Sage 50 does not have the capabilities of automatically using nested bill of materials. Once each sub-assembly is manually built, the final assembly can be completed and the total cost for the finished item is available.
Sage 50 Work Tickets:
The Work Tickets form can be customized and used to provide a printable document with a list of components and simple steps needed in the process. By using Sage 50 Work Tickets you can also view alerts helping to determine if there is not enough stock to complete finished items. It offers all the functions needed for manufacturing firms who work within a repetitive manufacturing cycle. Historical transactions can provide and estimate of profitability for previous finished items. These can be used as a basis for newly created client quotes.
Sage 50 Work Tickets What If:
A user can specify more or fewer finished items that will be made. Then based on the total needed it can indicate if there is enough stock on hand to complete the quantity needed. The ‘what if’ estimate looks at the requirements of the bill of materials, uses the settings to include purchase orders and sales orders to calculate the availability of items.
Sage 50 Assemblies:
If Work Tickets are not required a simple Assembly process within Sage 50 can be used to complete finished items, roll up the cost of all the components and deplete the raw materials quantity on hand from stock. This is intended for small business manufacturing companies that are engaged in continual batch manufacturing with quick turn around time.
Get A Sage 50 Software Manufacturing Demo
Offering the ability to manage material with limited labor tracking in a production environment along with cost roll-up capabilities for profitability by customer and inventory item as soon as the finished item is completed.
Sage 50 Premium Manufacturing has been retired from the Sage 50 product line with the release of version 2015.
Sage Premium Manufacturing functionality is now part of Sage Quantum.
Learn more – call to schedule your Sage 50 Manufacturing Demo
A Sage 50 Manufacturing Demo normally takes 45 – 60 minutes of time. During the demo we can help answer your Sage 50 questions:
Once a demo is completed you will understand if it has the functionalities for your manufacturing facility.
Why use Accounting Business Solutions by JCS?
Accounting Business Solutions has over 35 years of accounting and business knowledge as well as proficient technical background. Find the training and support your business needs and deserves working with a proficient expert Sage 50 consultant. You can work with the same consultant to help you master your Sage Software. Call and use online tools for those occasional questions you need help with so you can understand best practices. Learn how to manage your company information and books.Sage Timeslips Demo