How to Use Sage 300 Accounting Software

Initial Setup and Configuration

System Activation

Before diving into the software's features, you must properly activate Sage 300 for your database. The activation process requires:

• Specifying your current fiscal year
• Setting the starting date of the oldest fiscal year for which you want to maintain data

Basic Configuration Steps

Account Structure Setup

• Set up Account Segments (e.g., "Account" and "Division")
• Create default Account Structures
• Configure Division structures

Source Code Configuration

• Cash Receipts (GL-CR)
• Cash disbursements (GL-CD)
• Purchases (GL-PU)
• Sales (GL-SA)

Core Financial Management

General Ledger Setup

Chart of Accounts The foundation of your financial system should include essential accounts such as:

• Bank accounts (1100)
• Accounts Receivable (1200)
• Inventory (1300)
• Accounts Payable (2000)
• Common Stock (3000)
• Sales accounts (4000 series)

Financial Processing Features

Transaction Management

• Journal entry creation and posting
• Batch processing capabilities
• Real-time transaction viewing and editing
• Integration with other Sage 300 modules

Accounts Payable Management

Vendor Management

Setting Up Vendors

1. Create vendor groups for efficient categorization
2. Configure vendor records with essential information
3. Set up payment terms and credit limits
4. Establish tax groups and authorities

Payment Processing

1. Enter vendor invoices
2. Process electronic payments
3. Apply credit notes and debit notes
4. Perform vendor reconciliations

Accounts Receivable Functions

Customer Management

Customer Setup

• Create customer groups (e.g., CUST for "ALL CUSTOMERS")
• Set up customer accounts with unique identifiers
• Configure credit limits and payment terms
• Establish tax classes

Invoice Processing

Creating and Managing Invoices

1. Generate detailed or summary invoices
2. Process credit card payments
3. Apply customer payments
4. Manage aging receivables

Advanced Features

Financial Reporting

Report Generation Options

• Financial statements
• Trial balance reports
• Aging reports
• Custom reports using Sage Intelligence

Bank Reconciliation

Reconciliation Process

1. Import bank statements
2. Match transactions
3. Process adjustments
4. Complete reconciliation

System Integration

Microsoft Office Integration

Data Exchange Capabilities

• Export data to Excel
• Import from external sources
• Generate Word documents
• Create custom reports

Multi-Company Management

Consolidated Operations

• Manage multiple companies
• Share common data
• Generate consolidated reports
• Maintain separate fiscal calendars

Security and Access Control