Sage 100 Customizations for Sales

Apr 24 2013

Sage 100 offers full-featured accounting, distribution, manufacturing, and industry-specific applications for virtually every business need. It’s a good choice for small and medium size companies.

Sage 100 has integrated with several 3rd party applications, such as paperless office, multi-company and multi-currency, MAPDOC EDI solution, and web integration system. It also provides the import and export tools for the client to do the data processing and integration.

Sage 100 also provides a very convenient tool for customization. It allows the client to create the user defined fields (UDF) for any tables, including manual input or automatically populating from business objects. It also allows defining the user-defined script for more complex customization.

In this post, we’ll cover how to do the following in Sage 100 for sales customizations:

1) Create a user defined field for Sales Order invoices and invoice history and
2) Creating a user defined field for Customer Sales History

The following example will give you a demonstration of how to define the custom field on the invoice and to post it to invoice history and customer sales history.

Example 1: Create a user defined field for Sales Order invoice and invoice history

Step 1: Create a user defined field (manual input) at SO invoice table

  • Select Custom Office Main menu > User-Defined Field and Table Maintenance sage 100 erp screenshot1
  • Double click the table ‘SO Invoice Header’ from the Sales order table list and select ‘Edit Fields…’
  • Click ‘Add’ icon at the right size of User-Defined Fields form
  • Enter the Field Name and Description, and choose ‘Manual Entry’ at the source of UDF data, then Click ‘OK’
  • Choose ‘Control Type’, ‘Data Type’ and ‘Mask’ and Caption etc.
  • Click Validation Tab to select the Validation requirement
  • Click ‘Ok’ at the end
  • The User-Defined field has been created

Step 2: Add the user defined field at SO invoice screen

  • Open Sales order >Invoice Data Entry>Select/create a batch>S/O Invoice Data Entry
  • Select/Create an invoice
  • Select a tab to add the User-Defined field, such as Total Tab
  • Right click mouse on the form and select Panel Settings > Customizer…sage 100 erp screenshot2
  • Create/Modify Customized Panel by the scope of ‘User’ and ‘Company’ (or All)
  • Click the ‘Add Field’ Icon at the Customizer toolbox and draw an area for the field at the panel
  • Select the User-Defined Field on the Main list (if not find, click ‘Show All’ button)
  • Adjust the field on the Panel by double click it
    • Change the Data Validation and Options (for resize)
    • Add/modify Caption for the field
  • Save it and exit
  • The customized field has been created on the S/O invoice header screen

Step 3: Create a user defined field at Invoice History table

  • Click ‘User-Defined Field and Table Maintenance’ at the Customer office Main menu (as Step 1)
  • Double click ‘AR Invoice History Header’ at Account Receivable menu/list and select ‘Edit Fields…’
  • Enter the Field Name and description, and choose ‘Business Object’ at the Source
  • Choose ‘SO_SalesJournal_upd’ at the Business Object
  • Choose ‘AR_TransactionPosting’ at Data Source
  • Choose the User-Defined field (which was defined at Step 1) at Column list
  • Click OK to continue
  • Choose ‘Control Type’, ‘Data Type’ and ‘Mask’ and Caption etc.
  • Click ‘Data Sources’ to check if ‘SO_SalesJournal_upd’ has been selected and the column of User-Defined Field has been selected from AR_TransactionPosting Data source with Expression ‘None’
  • Click OK button to complete this step

Step 4: Add the user defined field at Invoice History screen

  • Step 4 is similar to step 2
  • Select the ‘Invoice History inquiry’ at the Sales Order >Inquiries menu
  • Following the steps at Step 2 to add the User-Defined Field at AR Invoice History –Header screen

Step 5: Test the data entry and invoice batch post for the User-Defined Field

  • The following screen is to show the posted Actual Freight Amount in the Invoice history screen
  • Actual Freight is a User-defined Field
  • The highlighted field ‘Actual Freight’ was automatically populated from Invoice entry to Invoice history through posting procedure

sage 100 erp screenshot3


Example 2: Create a user defined field for Customer Sales History

Step 1: Create two User-Defined fields at Customer Sales History table

  • Following the steps at Example 1: Step 3 for creating a User-Defined field
  • The User-Defined fields are from SO_SalesJournal_upd>AR_TransactionPosting respectively
    • Actual_Freight is from UDF_ACTUAL_FREIGHT field
    • Charged_Freight is from FreightAmt
    • Choose ‘Add’ as Expression at the 3.Data Sources for both of them, such as

sage 100 erp screenshot4

  • The two User-Defined fields have been created

Step 2: Show the User-Defined fields at the Customer Sales History

  • Click ‘Customer Inquiry’ at the Account Receivable Main menu
  • Click ‘History’ tab
  • Right click mouse on the Grid and select ‘Panel Settings->Customizer….’
  • Double click the grid (AR_CUSTOMER.M4L-PHISTORY) on the form
  • Click the Add Icon at the right size of the form
  • Choose the User-Defined fields one-by-one from the AR_CustomerSalesHistory_bus Main menu
  • Click OK button and save it before exit
  • The User-Defined fields have been added to Customer Sales History Grid
  • The following figure shows the example

sage 100 erp screenshot5

Note: The User-Defined field for Customer Sales History only shows the accumulative value after it’s created. If the user wants to add the history data, the Vi-import Job can be used for importing the history data. The steps for data import/export in Sage 100 could be found online.

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