4 Steps to Go Paperless with Sage 100

1. Select Library Master main menu | Company Maintenance:

• Define the email server and fax printer which can defined by company

2. Select Library Master main menu | Role Maintenance:

• Set up the appropriate security and module options for user roles in Paperless Office. Security can create limits such as printing or just viewing.

3. Select Paperless Office setup menu | Paperless Office Options:

• Indicate which documents you’ll be saving to PDF.
• They can be defined by module if you prefer
• Select from Forms, Reports, Journals and Registers and Period End Reports.
• Note:  Best practices is to select the PDF format

For example, to enable the ability to email and store PDF copies of sales orders and invoices, select the Forms check box.

It is also best to select to load all data when accessing a PDF document viewer otherwise it will only save the last document loaded.

4. Set Up Delivery & PDF Options: Now you’ll set up the individual document types you enabled in Paperless Office Options.

Paperless Office Options are:

• For specific documents
• For all documents of that type in a particular company or module, or
• For all modules and/or all companies.

Specific setup options for storing PDF copies of various journals:

• Journals and registers:

Select Paperless Office Setup menu | Journal and Register Maintenance.

• Period-end reports:

Select Paperless Office Setup menu | Period End Report Maintenance.

• Report Maintenance:

Select Paperless Office Setup menu | Report Maintenance.

• Invoices, statements and sales orders:

Select Paperless Office Setup menu | Form Maintenance.

You also can set up options for payroll direct deposit stubs.

Paperless Office Customer Setup

Go to Accounts Receivable main menu | Customer Maintenance.

• In the Customer Maintenance window, select the customer and click “Paperless.”
• In the Paperless Office Delivery Options window, select whether to print, email and/or fax PDF forms for this customer.
• If you selected email or fax documents, set up specific delivery options and delivery recipient information on the Email and Fax tabs.

Note:   You can associate other PDF documents with any Paperless Office document.

For example, you may want to attach a PO to a customer invoice.

Select “Prompt for Associated PDFs” in Paperless Office setup.

Paperless Office Vendor Setup

Go to Accounts Payable main menu | Vendor Maintenance

• In the Vendor Maintenance window, select the vendor and click “Paperless.”
• In the Paperless Office Delivery Options window, select whether to print, email and/or fax PDF forms for this vendor.
• If you selected to email or fax documents, set up specific delivery options and delivery recipient information on the Email and Fax tabs.

Paperless Office Employee Setup 

Go to Payroll main menu | Employee Maintenance

• In the Employee Maintenance window, select the direct deposit employee, and click “Direct Deposit.” In the Direct Deposits window, click “Paperless.”
• In the Paperless Office Delivery Options window, select whether to print and/or email direct deposit stubs for this employee.
• If you selected to email documents, enter the employee’s email address.

Important: When attaching documents, it is best practices to password protect employees’ direct deposit stubs. It is best to encrypt any passwords in communications.

Here is a list of the Sage100 modules that can utilize Paperless Office:

• General Ledger
• Accounts Receivable
• Accounts Payable
• Payroll
• Job Cost
• Purchase Order

Paperless Office for Sage 100 ERP can be a massive time saver not only for the user but others who are recipients of data.

If you have questions, please consult your certified Sage 100 consultant.  If you don't have a Sage 100 consultant, I'll be happy to see if I can help.

Source One Systems

For over 20 years, Paul Cusano, CPA with SourceOne Systems has specialized in provided business technology solutions. Our team selected Sage Software’s Sage 100 (formerly MAS90/200) because of it's reputation as a trusted product family. Our focus has always been to provide a complete solution to meet the business management needs of our clients. We are driven by the professionalism of the CPA profession and have combined it with the relationships and detailed understanding of our client’s management processes at all levels of the sales and purchase cycles.

Trust and accountability is at the core our company's mission. Our focus is gaining an understanding our clients needs, not our own. We will not sacrifice our client’s needs at the expense of profitability or responsiveness.

We believe you will not be purchasing an accounting software solution but a relationship that will be crucial in implementing whatever solution you choose.

Contact Paul Cusano CPA by email or call 315-960-5050.

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Vrakas/Blum Computer Consulting, Inc.

Computer Consulting and Custom Programming Services

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