White Paper

Upgrading to Sage 100 ERP and Sage 500 ERP version 2014

by: Sheri Blaho

The question that is always on your mind – “When should I upgrade my software to the current version?” 

It is important to keep reasonably current with all software that is running your daily business. Some reasons are obvious. Some releases of business software include components that are necessary for changes that may have been made to the operating system you are running. Some releases have the special functional feature that will make your operations more efficient. All publishers and support firms stop supporting older versions at a certain date or may charge a premium to provide assistance for a retired version.

We recommend that you upgrade at least every other major release that is issued by any of your software publishers, including Sage.

In the 1st quarter of 2014, Sage will be releasing their latest version, v2014. They began a new numbering system for their Sage 100 (formerly known as MAS 90/200) releases in 2013. Until that time version were numbered 4.1, 4.2, 4.3 etc. They have now adopted a numbering system that is simply the year of release. This will make it much easier for all us to know how old our current system is.

Release 4.4 will no longer be supported as of 9/20/2014. If you are on 4.4 or any earlier version, you should consider upgrading immediately. If you are on 4.5 or 2013 you may want to consider upgrading based on the top features that are outlined below.

Finally, many of the installations of Sage 100 are still running Providex, the proprietary database that was in the original release. Several years ago Sage introduced a SQL version for most modules (excluding Job Cost, Payroll, Work Order and Bill of Material). Unless you are running these modules, now would be a good time to include a migration to the SQL version also.

If you are on Sage 500 (formerly known as MAS500) version 7.2 or early, you are on a version that is no longer supported. Support for 7.4 will end on 9/30/2014. Unless, you are already on version 2013, you should plan on upgrading before September 2014.

Top features in Sage 100 version 2014

Auto complete - Find customers, vendors, and items quickly by name or description in customer number, vendor number, and item code entry fields with auto-complete

Print dialog stay open - Easily report on multiple custom reports with keep window open after print and keep window open after preview buttons on the custom report window

Flashlight to AP invoice data entry - Find invoices easier with an invoice list button in Accounts Payable Invoice Data Entry, Repetitive Invoice Entry, and Accounts Receivable Repetitive Invoice Data Entry

Default grid search - Make searching easier when using the Search Grid window by having the default value in the column Name field as the first column in the grid

Payroll enhancements - Federal and State eFiling and Reporting powered by Aatrix

Top features in Sage 100 version 2013

Streamline Your Workflows - New Sage Visual Process Flows provide a graphical process-oriented interface, making it easy to move about your system. The predefined processes provide you a clear view of the steps and tools required to complete a task. Use the Visual Process Flow Designer to easily create custom flows for unique needs and specific roles.

Increased Vendor Invoice Number - Vendor invoice number size has been increased to 20 characters

New Vendor Status Management Improvements - Vendors you no longer do business can now be flagged as inactive. This will prevent your employees from inadvertently using them while preserving historical data.

Cleared Check Information Conveniently Available - Sage 100 ERP 2013 now includes the option to display and access all your relevant bank information in convenient places without having to access the Bank Reconciliation module. Activate the new option to show your cleared check information in Accounts Payable Vendor Maintenance. Also display cleared checks in Invoices, Transactions and Check Tabs in Vendor Maintenance.

New Customer Status Management Improvement - 2013 allow you to designate a customer as inactive and to create “reason codes” to reference why you took that action. For your collections efforts and statement printing you’ll be able to easily identify Inactive Customer accounts and receive payments, while restricting other data entry. Rest assured that all your historical information is retained and available to view and print, and all actions are recorded in your Sage 100 ERP audit log.

Top features in Sage 100 version 4.5

National Account Management - Streamline your branch and corporate customer billing using National Account Management

Efficiently Handle Payroll Complexities We’ve added five new methods of calculations for use with a variety of specialized deductions. New features will streamline your Payroll data entry process so you can more easily run recalculations, and do regular imports using standard formats. Even use 4.5 to manage your benefit accruals more efficiently when based on hours worked—for salaried, union, and part-time employees. Set the conditions, and 4.5 will compare whatever minimums you establish. Accruals will only occur if the conditions you set are achieved. Rest easy using new Payroll features and functionality in Sage ERP MAS 90 and 200 4.5 knowing that you’re making the appropriate deductions.

Encourage Customer Loyalty with Unique Pricing - Reward the loyalty of your preferred customers with favorable pricing through price code or ship-to codes. Establish pricing by total quantity, by item category, and for the totals purchased by product line. Encourage large purchases across multiple product lines, or by combining specific items, colors, or sizes. An unlimited number of customers and item combinations are possible so you can be more responsive to marketplace changes and make more sales.

Reward Your Sales Team and Encourage Orders - Establish and maintain default splits between multiple salespeople, and identify the splits by customer. If you pay multitier commissions, 4.5 will easily use rate tables and ensure your salespeople are paid correctly, even if you use many different commission rates by combinations of salespeople, customers, items, and effective dates.

Streamline Purchase Orders - To minimize the time and effort placing an order for a product you sell but don’t normally stock, 4.5 will create Purchase Orders automatically from Sales Orders. When your customer buys that item, an order will flow through to the appropriate vendor without your staff having to reenter anything, saving time and eliminating those secondary data entry mistakes. Using the flexible selection criteria, you’ll be able to preset the conditions you want to use so your business processes will flow efficiently, ordering only when you make a sale. Minimize your inventory and keep your customers happy.

Allocate by Lot and Serial Number - Select lot and serial numbers when you’re creating a Sales Order. This will allow you to reserve limited-quantity lots or serial numbers for your best customers, or match the product you’ve previously shipped to a specific customer. For example, if you sell material of different types, colors, and grains for home construction, you can reserve a specific large piece that your customer chooses for their remodeling project, to be used at various stages. The lot and/or serial numbers will print on the sales orders and picking sheets to have more reliable processing and communication.

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