DSD Business Systems DSD Business Systems News 
Product News, Tech Tips and the Inside Scoop 
April 2004 l www.dsdinc.com l 619-683-9900
Index   MAS 90 / MAS 200 - MAS 500 - Enhancements - CRM - The IT Guys

 

Up Close and Personal

by Doug Deane, President of DSD

I recently traveled to Chicago for the twice yearly ITA (Information Technology Alliance) meeting. The ITA is a national organization consisting of the top business automation VAR's, resellers, publishers and consultants in the United States. The ITA was founded based on the recognition that keeping up with all of the latest (and soon-to-be) advances in technology is one of the greatest challenges that we face. The ITA provides us with a convenient and high quality way for vendors like DSD to learn about new technologies that will benefit our users, and to share information concerning best practices, ethical standards, forthcoming releases, etc.

DSD Business Systems was among the group of founding members of the ITA, and I am the co-chair of the recently formed Marketing Committee. The Marketing Committee recognizes that in order to be able to get any mileage out of being in the ITA, a member organization must, among other things, adhere in writing to a strict code of ethics. We recently formulated that Code of Professional Conduct, you can review it by clicking on the ITA link in our website.

Mostly, what I want to convey to you is that DSD takes very seriously the job of providing you with the latest and most sophisticated information technology. We spend a great deal of time during the year in training and information sessions, and we sincerely hope that you'll rely on us to help you with the entire scope of your computing needs. We believe that membership in the ITA allows us to serve you better, and we believe that you should insist that your technology vendor is an ITA member organization.

-Doug

 

MAS 90 and MAS 200: All About Upgrading to Version 4.0 

by Jim Woodhead, Vice President of Professional Services

If you haven't received your 4.0 upgrades, you should receive them soon. The big question is what to do with them when they arrive. As of now, we're recommending that you set them aside until we receive more feedback from others who've gone through the upgrade process. 

We're especially watching for feedback on the length of time the entire installation (including data conversion) may take. Before making recommendations on when to upgrade, we want to have a good estimate of the time that will be required and the ultimate costs involved. The important part is that we want to properly set your expectations and have no surprises.

We expect that over the next 30 to 60 days we'll have gathered enough information to be comfortable making upgrade recommendations. At that point we will be starting to make calls and discussing the exact process with each of you. If you are interested in seeing more information about the upgrade, this will be one of our major discussion topic in our upcoming user’s group meeting on April 29th.  Please call and register for it.  Space is limited.  If you can’t make the user’s group meeting you can always follow our progress on our website (www.dsdinc.com).  This is where you will also find the latest tips and tricks about the 4.0 upgrade process.

 

DSD Executive Profile

Each Month a DSD Executive is Profiled

Doug Deane, P.E., is the founder, President and CEO of DSD Business Systems. The company was founded in 1984 when Doug saw a need for a computer consulting firm in San Diego that really cared about its customers. When Doug founded the company, he also wrote the Rules of the Road document which described exactly how DSD's employees, customers and vendors were to be treated, and what responsibility DSD has to its staff, community and profession. This document has evolved through the years and is now available on the DSD website as DSD's Statement of Values.

Doug graduated in 1979 from Cornell University with a degree in Mechanical Engineering. He earned his Professional Engineering license in 1981 and as the Manager of Engineering for the world's largest manufacturer of metal bellows expansion joints, Doug was responsible for the design and manufacture of components and piping subsystems used in the world's major refineries, chemical plants and nuclear reactors. As an engineer, Doug designed the first known computer program for the design of metal expansion joints, in 1978 created the first known computer program for solving the Rayleigh Pi Theorem, and in 1979 created the first PC-based laboratory at Cornell University to use personal computers to monitor complex laboratory experiments, rather than lab technicians.

Though licensed professionally as an engineer, computers were always his first love, which led to DSD Business Systems. During his twenty years in business, Doug has been recognized on numerous occasions by Sage Software, he was awarded the 1990 Leadership Award by San Diego's KGTV for creating a computer system to aid the speech-impaired, he has been recognized as Entrepreneur of the Year by the San Diego Business Journal, and his high school program, Ethics in Business, was awarded the 2003 California Foundation for Commerce and Education Award by the California Chamber of Commerce.

Doug was a founding member of the ITA (Information Technology Alliance), was in the first group of resellers authorized to sell MAS90 in 1986, and was in the first group of Master Developers to be trained in 1989. Doug participated in the very first BPAC meeting (for then State of the Art) and still serves on that committee. BPAC is short for Business Partner Advisory Council, and is a group that advises Sage Software from a reseller's perspective. Of all his accomplishments, Doug is proudest of the fact that many of his key staff have been with DSD for more than ten or fifteen years, and more than 2/3 of DSD's staff has been with the company for more than five years.

MAS 90/MAS 200

Upcoming MAS 90 and MAS 200 Classes

Library Master & Security   $425   May 10, Jun 14
General Ledger   $425   May 11, Jun 15
Accounts Payable   $425   May 12, Jun 16
Accounts Receivable   $425   May 13, Jun 17
Inventory Management   $425   Apr 19, May 17, Jun 21
Sales Order   $425   Apr 20, May 18, Jun 22
Purchase Order   $425   Apr 21, May 19, June 23
FRx Desktop   $425   June 24
Crystal Reports (2 days)   $800   Apr 22-23 (2-day class)

You must sign up a week in advance of the scheduled class to reserve your spot! Late registrations are subject to availability and an additional $50 processing fee.

All classes are held from 9am - 5pm, and cost $425 per person unless stated otherwise. Lunch is provided. They are held at the DSD Building in beautiful Mission Valley in San Diego.

To register, call Sandy McCauley at 619-683-9900 or e-mail SandyM@dsdinc.com 

 

Webinar from Sage Software

Managing Your Growth with Sage Software

In this new online series, Sage Software product and solutions experts spotlight the new features of MAS 90 and MAS 200 4.0-as well as some of the Sage Software add-on solutions currently available. You will see these products demonstrated and learn how they can add further functionality to your current MAS 90 and MAS 200 system. By automating complex processes with new software solutions, you can eliminate time-consuming steps and improve your company's profitability. And for customers that are looking for more advanced capabilities, migration to MAS 500 could be just the software you need to take your business to the next level. In the convenience of your home or office, please join us for an informative online session to learn more about the right direction for your organization.

The available dates are:

  • May 19, 2004 9:00 - 10:30am
  • July 21, 2004 9:00 - 10:30am

 

MAS 90 and MAS 200 Promotions

MAS 90 and MAS 200 Existing Customer Promotions

  • Receive a $150 rebate with Purchase of Inventory Management Module
  • Three Discount Options for MAS 90 and MAS 200 Extended Solutions Paperless Office Products
  • 15% Discount on FRx Forecaster Module
  • $400 User Credit when You Upgrade to MAS 200
  • MIP Fundraising Paradigm or GT Pro Seat Licenses
  • 20% Discount on FAS Nonprofit - Introductory Offer
  • Up to 15% off on the purchase of Abra Modules - Expires April 30, 2004
  • Up to $200 Rebate on Phone Support

MAS 90 and MAS 200 Family Upgrade Promotions

  • 30% off MAS 90 and MAS 200 for Peachtree 2000 Customers
  • 20% off or 0% Financing When You Migrate to MAS 90 or MAS 200
For more information, contact Stephanie Smith at 619-683-9900 or StephanieS@dsdinc.com. 

*Some restrictions may apply. Please contact Stephanie Smith for further details and other available promotions.

 

Tech Tip: Credit Memo with a Credit Card

by Ken Phillips  

In S/O Invoice Data Entry, the ‘Invoice Type’ field should be Credit Memo on the Invoice Header tab. Be sure to reference an invoice number in the ‘Apply to Inv #’ field. You don't have to reference an invoice number, but when you do, it will bring up the credit card information from the original invoice, and populate the fields in Credit Card Information area on the Totals tab. We have many customers that use several credit cards. By making reference to an invoice number, it will populate the Credit Card Information with the credit card that was charged on that invoice. Otherwise, it will populate with the default Credit Card Information from the customer's Primary Credit Card Information in Customer Maintenance.

After you have entered your lines click on the Credit Card Information icon on the Totals tab. Then click on the Authorize Now button. If you don't authorize the credit card, you will get a credit memo, but you'll still then have to process a cash receipts transaction to apply the credit to the invoice. However, if you do click on the ‘Authorize Now’ button, you will not only get the credit memo, but a cash receipts transaction is created that applies to that credit memo. In the customer's Customer Maintenance screen, you will see a credit memo that applies to that invoice, and a credit card transaction that applies to the credit memo all under the original invoice.

Question: What is the "proper" way to process a credit memo used to credit a credit card and leave the customer with a zero balance?

Answer: If you process a credit memo through S/O Invoice Entry applied to the original invoice which was charged via credit card, you simply reference the invoice the credit applies to.  The credit memo takes care of the rest by crediting the original card number.

Question: How do you "fix it" if the credit was created as an open credit and the credit card credit was processed right from PC Charge, and not through invoicing?  (So now Customer Invoice Inquiry shows that the customer has an open credit when they actually have a zero balance).

Answer: In Cash Receipts Entry, run through a cash receipts via credit card for that amount. Apply the credit to the invoice at this time.

 

Tech Tip: Refunding Sales Tax in MAS 90 and MAS 200

by Ken Phillips  

A. How to refund or adjust only the sales tax on an Accounts Receivable Invoice.

  1. Open Accounts Receivable / Main / Invoice Data Entry
  2. Create a new invoice for the same customer from the invoice to be adjusted
  3. On the Lines tab, enter the same Sales Codes which generated the original sales tax amount now being adjusted. Enter each Sales Code twice, first as non-taxable (NT) with a positive quantity and the second as taxable (TX) with a negative quantity
  4. On the Totals tab, the Invoice Total should be only the negative amount of the sales tax (the +/- Sales Codes should offset leaving only a negative tax amount)
  5. Post the Sales Journal
  6. Open Accounts Receivable / Main / Cash Receipts Entry
  7. Process a cash receipt for $0 and apply the credit invoice just created to the original invoice

B. How to refund or adjust only the sales tax in a Sales Order Credit Memo.

  1. Open Sales Order / Main / Invoice Data Entry
  2. Select Credit Memo as the Invoice Type and then complete the Header and Address panels
  3. On the Lines panel, enter any inventory item making it taxable if it is not already by selecting a taxable Tax Class
  4. Enter a Comment line (/C) to indicate what the credit memo is crediting (optional)
  5. Click over to the 'Totals' panel and then click back to the 'Lines' panel
  6. Delete the inventory item leaving only the comment
  7. Click back to the 'Totals' panel and then click 'Tax Detail'
  8. Enter the sales tax amount to credit (using positive numbers) split by Tax Code if applicable. Click 'Accept'
  9. Verify the Credit Memo totals are correct (keep in mind that the total will be a positive number)
  10. Print and post the Sales Journal

 

MAS 500

MAS 500 Promotions

MAS 500 Existing Customer Promotions

  • Up to 15% discount off Project Accounting and TimeSheet Professional

  • Buy the Alerts Module and Get 15% off

  • Buy the FRx Forecaster Module and get 15% off

  • 10% Discount off StarShip Module

  • 10% Discount on Silver or Gold Support Plan Upgrades

MAS 500 Family Upgrade Promotions

  • 25% off or 0% Financing When You Migrate to MAS 500

For more information, contact Stephanie Smith at 619-683-9900 or StephanieS@dsdinc.com. 

*Some restrictions may apply. Please contact Stephanie Smith for further details and other available promotions.


CRM

SalesLogix News

Version 6.1 Service Pack 1

If you haven't downloaded and installed service pack 1 for your SalesLogix 6.1 installation, we recommend not to delay another day. Many issues were resolved, including one where a directory on the SQL Server would populated with "failed" transaction files from SalesLogix. This problem occurred beginning in v6.1 occurred regardless of whether you had synchronization server installed or not. The service pack solves this issue, along with many other bugs. You can get the service pack by logging into Support Online at http://support.saleslogix.com. If you need further assistance, please contact Mike Mahoney at mikem@dsdinc.com.

 

SalesLogix Tech Tip

Automatically Logging into SalesLogix

Tired of launching SalesLogix and having to log in every time? Add command line parameters to your icon to automatically log you in, and also to eliminate the "splash screen" that appears as the program is launched.

Right-click on your SalesLogix Sales Client Icon and click Properties.

In the shortcut tab, look at what's in the Target box. You can add to the end of that the following items:

/n="username" (first field in the dialog box).
/p="password" (second field in the dialog box).
/b="DATABASE_NAME" for the "log on to" field (third field in the dialog box).
/NOSPLASH removes the splash screen.
For example: A Target box might say...

"C:\Program Files\SalesLogix\SalesLogix.exe" /n="mmahoney" /p="password" /b="SALESLOGIX_EVAL" /NOSPLASH

This will log in as user name mmahoney, place the word password in the password field, log into the database named SALESLOGIX_EVAL and don't display the "SalesLogix Splash Screen".

For more information about using the Opportunity System in SalesLogix more effectively, please contact Mike Mahoney (MikeM@dsdinc.com or 619-683-9900).

DynaLink for SalesLogix

In these days of cut-throat competition, the more information you have in one place on your customer, the better. DynaLink for SalesLogix raises the bar for your business by linking your MAS 90, MAS 200 or MAS 500 accounting software with SalesLogix.

Inside of SalesLogix, you can see a customer's current balances, invoice history, open orders, and even the last payment received. All this without leaving a SalesLogix screen. Reporting on past sales plus future opportunities for a given client becomes a far more easier task than ever. You can even place a sales order in MAS 90, MAS 200 or MAS 500 just by clicking one button in SalesLogix!

Give your sales and customer service people the tools they need to excel in your business. Contact Nicole Stone (Nicoles@dsdinc.com) or Stephanie Smith (StephanieS@dsdinc.com) at 619-683-9900 for more information about DynaLink for SalesLogix.

 

ACT! Technical Tip

How to Create a Group

Groups are a powerful feature of ACT! that allow you to organize, catalog, classify and subdivide groups of contacts and the information that is stored with them.

Here's some helpful tidbits about Groups:

  • You can create a group at any time, for any reason.
  • A group is like a saved lookup of contact records.
  • When you create a group, you define which contacts belong to that group. You can even add contacts that have nothing in common with that group.
  • Any contact can be a member of any number of groups.

To create a group, just follow these simple steps:

  1. If possible, perform a lookup that displays the contact records you want to include in the group.
  2. Choose View, Groups from the menu, or click the Groups button in the View Bar.
  3. Choose Group or New Groups.
  4. Type a Group Name and an optional description.
  5. If necessary, fill in any remaining fields.

For more information about ACT!, please contact Mike Mahoney (MikeM@dsdinc.com or 619-683-9900).

Enhancements

 Product of the Month: APAC Accounts Payable Alphanumeric Check Number 

This enhancement allows alphanumeric check number entry and display for Accounts Payable checks.

The following programs have been modified to accept and display an alphanumeric A/P check number:

  • Bank Code Maintenance

  • Bank Reconciliation

  • A/P Manual Check Processing & Printing

  • A/P Check Processing & Printing

  • Purchase Order Entry, Receipt of Goods/Invoice (prepaid check number)

  • G/L Transaction Journal Processing

For more information, contact Kim Clark at 619-683-9900 or KimC@dsdinc.com. 

 

The IT Guys

USB Storage Devices

by Andrew Ault

One of the more useful developments of the past few years is the emergence and refinement of USB-based storage devices. These many devices can take the place of floppy disks (does anyone use floppies anymore?) and CD-ROMs for the storage and transportation of data and programs. They can also be used to backup hard drives or even take a home movie to your next family gathering.

If Windows 2000 or XP is installed, all that is needed to use a USB storage device is to just plug it into a USB port. (Windows 98 can be used with a special driver is installed.) In most cases, Windows will detect the device and instantly mount it as a logical drive. If you have Windows Explorer open, you will see the drive appear as soon as you plug it in...and see it disappear when you pull it out. Of course, never pull out the USB connection when you have any files open on the USB storage device!

These storage devices range widely in size, technology and capacity. At the low end there are very small key fob sized devices. These usually have a cap that, when removed, reveals a USB plug that can be plugged into a computer. As previously said, just plug it into a USB port and treat it like any other hard drive or other storage device.

In addition to the small, solid state devices, there are also larger hard disk-based USB drives. These work the same way, just plug it in and use it. These are large enough to be used to back up a hard disk. Note, however, that as a practical matter, USB 2.0 is needed for this because it is so much faster than 1.0.

Another really interesting class of USB storage device also functions as a music player. This allows you to carry your files and listen to music with the same product. There are even video players and recorders that work this way.

For more information, contact David Yaeger at 619-683-9900 or DavidY@dsdinc.com. 

 
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All prices and offers are subject to change without notice. Copyright 2004 , DSD Business Systems, San Diego, CA. All rights reserved.