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Shared: Sage AccountingIntegration and Sage AccountingIntegration for InvoiceProcessingSetup Guide for SAP Concur Standard EditionLast Revised: December 15, 2021Applies to these SAP Concur solutions: Expense Professional/Premium edition Standard edition Travel Professional/Premium edition Standard edition Invoice Professional/Premium edition Standard edition Request Professional/Premium edition Standard edition

Table of ContentsSection 1: Sage Accounting Integration and Sage Accounting Integration for InvoiceProcessing 1Overview . 1Important Timing Considerations . 2Connecting to/Disconnecting From Sage Accounting . 2Sending Expense/Invoice Data to Sage Accounting . 2Changing Accounting Information in Sage Accounting . 2Features . 3Supported Editions of Sage Accounting . 4Sage Accounting Prerequisites . 4Account Type Configuration . 4Employee Information . 6Definitions . 6Employee Master Data. 6Financial Posting . 6Supported Sage Accounting Account Types . 7Section 2: What the Expense User Sees .7Expense Report Audit Trail . 8Process Reports Page . 8Financial Posting Failed Query . 11Section 3: What the Invoice User Sees . 11Invoice Audit Trail . 12Process Invoices Page . 12Invoices Failing Financial Posting Query. 14Section 4: Configure the Sage Accounting Integration . 14Step 1: Accounting . 15Sage Accounting - Connect to Sage Accounting . 15Financial Integration Products & Services (Items) . 16Step 2: Expense Types . 17Account Codes . 18Mapping Expense Types to Sage Accounting Products & Services . 18Step 3: Taxation . 20Invoice . 20Expense . 20Step 4: Employee Reimbursements (Expense Only) . 22Entering Account Codes for Reimbursement Methods . 22Step 5: Payment Types (Expense Only) . 23iiShared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Consolidated Vendor/Supplier Handling . 24Step 6: File Export Configuration (Invoice Only) . 25Step 7: Payment Manager (Invoice Pay Only) . 25(Optional) Configure Liability Accounts . 25Step 8: Synchronize Vendors/Suppliers From Sage Accounting (Invoice Only) . 27Step 9: Add Users from Sage Accounting . 27Section 5: Managing the Integration . 28Updating Employees (Vendor/Supplier) Records . 28Updating the Synchronized Data . 28Disconnecting the Integration. 29Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.iii

Revision HistoryDateNotes/Comments/ChangesJanuary 21, 2022Updated the copyright year; no other changes; cover date not updatedDecember 15, 2021Updated instructions for Product Settings pageOctober 22, 2021Updated the ADP Payroll reimbursement method noteSeptember 29, 2021Added a note about mapping a user's data after connecting to the ERP.April 21, 2021Added a note about multicurrency support.April 15, 2021Updated the copyright year; no other changes; cover date not updatedMarch 22, 2021Replaced "Company Card" with "Payment Types" to reflect the new modulename.November 14, 2020Updated the screen shot on page 15 to reflect the new “Connect to Sage”button design.July 27, 2020Updated the screen shot in step 4 on page 28; cover date not updated.April 27, 2020Renamed the Authorization Request check box to Request on the guide’stitle page; cover date not updatedJanuary 15, 2020Updated the copyright; no other changes; cover date not updatedNovember 26, 2019Added note to overview and sync sections regarding 30-day purge of data.October 31, 2019Updated the “What the Invoice User Sees” section.August 15, 2019New document.ivShared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Section 1: Sage Accounting Integration and Sage Accounting Integration for Invoice ProcessingSection 1: Sage Accounting Integration and Sage AccountingIntegration for Invoice ProcessingOverviewSAP Concur and Sage have partnered to make accounting for expenses in SageAccounting easier. SAP Concur Standard Edition lets you import Sage Accountingdata (master data) into your SAP Concur configuration. This data allows you to utilizeyour unique accounting data when entering expenses and/or invoices and is updatedin SAP Concur regularly. The master data export loads employee and invoicevendors/suppliers from Sage Accounting to SAP Concur during the implementation.NOTE: Data transmitted through Sage Accounting during implementation and duringsubsequent synchronizations, is purged from SAP Concur after 30-days. As aresult, after 30 days, you can no longer view the details of successfullytransmitted data by clicking the View Details link in Payment Manager.NOTE: In the United Kingdom version of Sage, vendors are called suppliers. Theterm vendor/supplier will be used in this guide. Other terminology differenceswill be denoted with (US) or (UK).The financial posting process sends expense reports and invoices that are ready tobe posted from SAP Concur to Sage Accounting, utilizing APIs from the SAP ConcurPlatform. SAP Concur sends the cash reimbursements and invoice data as a "vendorbill (US)/purchase invoice (UK)" and sends the credit card charges as "bills". Theintegration manages the transmission of expense and invoice data from SAP Concurto Sage Accounting, and the transmission of status information back to SAP Concur.The financial posting happens as soon as the report or invoice is approved forpayment, without waiting for a batch schedule. The client will see financial postingstatus information in the audit trail of the expense report or invoice. The expense orinvoice processor can view problems with the posting, allowing them to correcterrors and re-send the information quickly.!IMPORTANT: Account codes and vendor ID’s will need to be mapped afterconnecting to the ERP. Any existing account code and vendor ID mappings will bedeleted.The Sage Accounting Integration and Sage Accounting Integration for InvoiceProcessing can synchronize the following types of information between SAP Concurand Sage Accounting: Expense Reports: SAP Concur Sage Accounting Expense Report Posting Status: Sage Accounting SAP Concur Employee (Vendor/Supplier) Data: Sage Accounting SAP Concur Vendor/Supplier Master Data: Sage Accounting SAP ConcurShared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.1

Section 1: Sage Accounting Integration and Sage Accounting Integration for Invoice Processing Product (item) codes: Sage Accounting SAP ConcurThe following functionality is also supported by the integration: Expense Pay Invoice Pay (Only Check and ACH) Client Remittance of IBCPThe following functionality is not supported by the Sage Accounting Integration: Integration with SAP Concur cost objects (known as Analysis Types withinSage Accounting) Payment Types with Offsets: Company Paid, IBCP with Offsets, CBCP withOffsetsNOTE: If you would like to enable Sage Accounting Integration for your company,contact SAP Concur Client Services for more information.Important Timing ConsiderationsConnecting to/Disconnecting From Sage AccountingWhen connecting to or disconnecting from Sage Accounting, you must first verifythat your users have no in-flight expense reports or invoices. In-flight refers toreports or invoices that are: Created and unsubmitted Submitted but not fully through the approval workflowIf you attempt to connect or disconnect while you have reports or invoices in-flight,you will receive an error message and will not be able to connect/disconnect.Sending Expense/Invoice Data to Sage AccountingThe integration sends the approved reports/invoices to Sage Accounting when theyare approved for payment. Once the data has been posted to Sage Accounting, thereports/invoices cannot be modified in SAP Concur.Changing Accounting Information in Sage AccountingIn SAP Concur, the Sage Accounting related data for expenses and invoices is storedin the report or invoice when it is submitted for approval. Any changes to the SageAccounting related data that happen in SAP Concur after the report or invoice issubmitted are not reflected in the submitted reports or invoices. This preserves therecord of the data as it was at the time of submission.Because of this, you should manage the timing of changes in Sage Accountingcarefully. When making changes to any data in Sage Accounting that would impactSAP Concur, you should verify that there are no submitted and unpaid reports or2Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Section 1: Sage Accounting Integration and Sage Accounting Integration for Invoice Processinginvoices. If the report/invoice is sent to Sage Accounting while it contains data that isno longer valid, it will cause an error and fail to post. To correct this error, theprocessor must send the report or invoice back to the employee, who can re-submitit with the latest Sage Accounting information.The following changes in Sage Accounting should be managed carefully: Removing or modifying account codes Removing or modifying item (product) codes Removing or modifying vendor/supplier recordsPrior to making these changes, the administrator should notify users to stopsubmitting expense reports and invoices and wait for all submitted reports to finishthe approval/sync process. Then the administrator can make the change in SageAccounting and update the synchronized data in SAP Concur.The administrator can review which reports are submitted and not yet sent to SageAccounting using the Expense Processor and Invoice Processor tools. For more information, refer to the What the Expense User Sees and What theInvoice User Sees sections of this guide.FeaturesThe integration resolves a common issue with the payment batch files- the inabilityto change reports or invoices once the batch has been closed. The payment batchprocess locks reports and invoices when it extracts them, making it impossible tomake corrections in SAP Concur after the batch closes. The integration provides amore responsive system, adding the financial posting to the report and invoiceworkflow. The report or invoice is posted to the financial system but remains open inSAP Concur until posting is confirmed. Any problems with posting appear in SAPConcur, where they can be identified and corrected. Once the data is corrected, thereports and invoices can be posted successfully to Sage Accounting.The integration works with Concur Expense (Standard Edition) and Concur Invoice(Standard Edition).The integration allows clients to: Send employee (vendor/supplier) data from Sage Accounting to SAP Concur,keeping SAP Concur up to date with the latest employee information. Pay expense reports and invoices using their Sage Accounting financialsystem, without needing to send a batch file to Sage Accounting. Send data from SAP Concur to Sage Accounting and receive feedback fromSage Accounting. View Sage Accounting posting status in SAP Concur, including postingdocument numbers and, if a posting failed, a description of why that postingfailed. This information appears in the audit trail of the expense report orinvoice.Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.3

Section 1: Sage Accounting Integration and Sage Accounting Integration for Invoice ProcessingSupported Editions of Sage Accounting Sage Business Cloud Accounting – Supported Accounting Start – Not supported Sage 50, Sage 100, Sage 300, Sage 500 – Not supported Sage Intacct – Not supported Sage Business Cloud Financials – Not supported Sage Enterprise Management – Not supportedSage Accounting PrerequisitesThe following prerequisites will prepare you to successfully connect your existingSage Accounting service with your SAP Concur service.Have the following prepared: Sage Accounting credentials: Providing an administrative-level SageAccounting ID and Password enables your SAP Concur system to access yourSage Accounting data from the Sage Business Cloud. Employees set up as vendors/suppliers: By design, Sage Accountingsends employee specific expense information to SAP Concur usingvendor/supplier settings. Employees must be set up as vendors/suppliers inSage Accounting with an email address – vendor/supplier records without anemail address will not be considered an “employee” vendor/supplier. Company file: This single Sage Accounting instance connects to your SAPConcur system.NOTE: The Sage Business Cloud Accounting connector does not supportmulticurrency transactions. All transactions from SAP Concur will post to SageBusiness Cloud Accounting in the home currency of Sage Business CloudAccounting.Account Type ConfigurationThe Sage Accounting admin can set Visibility Flags on each account within their chartof accounts. The Visibility Flag determines if the account can be used for thefollowing transaction types within Sage Accounting:4 Bank Sales Expenses (US)/Purchases (UK) Other Payments Other Receipts Journals ReportsShared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Section 1: Sage Accounting Integration and Sage Accounting Integration for Invoice ProcessingIf a check mark appears in the Visible column, the admin can use the account whenthey enter transactions such as invoices or credit notes. If no check mark appears,the admin can use the account only for posting journals and reporting purposes.The configuration of Visibility Flags on an account determines if SAP Concur can mapand post to that account. The configuration is done on the Visibility page in SageAccounting. To post expense reports, invoices (bills), expense report credits, invoicecredits, and credit card credits, select the check box for: (US) Expenses - Bill / Credit, Product / Vendor defaults (UK) Purchases - Bill / Credit, Product / Vendor defaultsTo post credit card transactions, select the check box for Other Payment.US:UK:Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.5

Section 1: Sage Accounting Integration and Sage Accounting Integration for Invoice ProcessingEmployee InformationThe Sage Accounting employee (vendor/supplier) data must meet the followingrequirements to successfully integrate with SAP Concur: The employee first and last name must be separated with a single space. The employee email address must be provided.DefinitionsFinancial Documents: SAP Concur expense reports and invoices are converted intofinancial documents, which are then posted to the Sage Accounting financial system.A financial document corresponds to an Accounts Payable (AP) entry, a voucher, or atransaction. Each financial document is assigned a Document Identifier (ID), which isused to identify the document in the Sage Accounting financial system and returnedin the Sage Accounting feedback to SAP Concur.One expense report or invoice generally is represented by one financial document.Some circumstances may cause the integration to create mutiple financial documentsfor a single report or invoice (new GL, intercompany process).Master Data: The Master Data includes account, item, vendor, and tax information.The employee master data includes user and employee information stored in SageAccounting, combined with the employee information stored in SAP Concur.Employee Master DataDuring the implementation of the integration, the Sage Accounting employee(vendor/supplier) data is sent to SAP Concur. After the implementation, theemployee data is updated whenever the administrator begins a user import using theAdd Users from Sage Accounting button on the Users page of Product Settings.The employee data is always sent from Sage Accounting to SAP Concur. New usersshould always be added in Sage Accounting. For more information, refer to the Configuration Step 9: Add Usersfrom Sage Accounting section of this guide.Financial PostingOnce the financial posting is enabled, expense and invoice information is sent fromSAP Concur to Sage Accounting, then posting feedback is sent from Sage Accountingto SAP Concur.When expense reports or invoices reach the status of Approved for Payment, theyare converted to financial documents and added to the processing queue. SageAccounting requests the queued documents, and SAP Concur sends all the financialdocuments in the processing queue. Sage Accounting returns an acknowledgement ifthe documents were all received successfully.6Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Section 2: What the Expense User SeesAfter receiving the successful receipt of documents message, SAP Concur marks thedocuments as sent and will not send them again. Sage Accounting processes thefinancial postings and returns confirmations for each document. The confirmationincludes success information or error codes for any financial documents that failed topost.If the financial document failed to post, the expense report/invoice is updated withthe error message and can be recalled by the processor. Failed reports can be foundby running the Reports Financial Posting Failed query on the Process Reportspage or the Invoices Failing Financial Posting query on the Process Invoicespage. The processor can then modify the report/invoice to fix the issues, and mark itas Approved for Payment again. This allows the report/invoice to be sent to SageAccounting again. For more information, refer to the What the Expense User Sees and What theInvoice User Sees sections of this guide.All expense reports and invoices that posted successfully are updated in SAP Concurwith the success message and are set to the approval status of Paid (reports) orExtracted (invoices). The expense reports/invoices are not allowed to be recalled bythe processor once they have been successfully posted by Sage Accounting.Supported Sage Accounting Account TypesThe Sage Accounting Integration supports the following account types: For mapping expense types in Expense and/or Invoice: Overheads Direct Expenses Current Assets Fixed AssetsFor mapping credit card accounts: For mapping liability accounts: Credit Card/LoanCurrent LiabilityFor mapping clearing account codes: Current AssetsSection 2: What the Expense User SeesIn SAP Concur, the integration functionality will appear to the user in multiple places: Expense report audit trail Process Reports pageShared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.7

Section 2: What the Expense User SeesExpense Report Audit TrailThe report audit trail includes the posting status once the posting feedback has beenreturned from Sage Accounting. The user clicks Details Audit Trail to view theaudit trail.Process Reports PageThe Expense Processor approves the report for payment as usual. After approval, theexpense report is placed in a financial posting queue for processing. The processinghappens after the processor approves the report.NOTE: The financial integration does not put reports into batches- it marks them fortransfer to Sage Accounting immediately once they are approved by theprocessor. Make sure the reports are ready to be sent before approving themin Process Reports.Once the financial posting is complete, the processor will see the posting feedback onthe Process Reports page.8Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Section 2: What the Expense User SeesReports that posted successfully will show the payment status Paid and show thedetails of the financial posting in the audit trail. The audit trail message includes theCompany ID, the Document ID, and the Posting Date.Reports that failed to post will show an exception and the payment status FinancialPosting Failed.Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.9

Section 2: What the Expense User SeesThe processor can view the audit trail for the report to see the details of the postingfailure. In this example, the report failed to post for two reasons. The audit trailmessage includes the Company ID, the Document ID, and the details of the failure.The processor recalls the report, in order to make changes to it.Then the processor works with the SAP Concur and Sage Accounting administratorsto resolve the issues. In this example, the SAP Concur administrator would updatethe user’s employee ID, while the Sage Accounting administrator would confirm thecorrect cost center to select. Then the processor would select the correct Cost Centeron the expense entry or report header. Once the processor has updated the report,they approve it for payment again.10Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Section 3: What the Invoice User SeesWhen the report is successfully posted, the integration sets the report’s paymentstatus to Paid.Financial Posting Failed QueryThe processor can use the Reports Financial Posting Failed query on the ProcessReports page to quickly locate all reports with the payment status of FinancialPosting Failed.Section 3: What the Invoice User SeesIn SAP Concur, the integration functionality will appear to the user in multiple places: Invoice audit trail Process Invoices pagesShared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.11

Section 3: What the Invoice User SeesInvoice Audit TrailThe invoice audit trail includes the posting status once the posting feedback hasbeen returned from Sage Accounting. The user clicks Details Audit Trail to viewthe audit trail.Process Invoices PageThe Invoice Processor approves the invoice for payment as usual. After approval, theinvoice is placed in a financial posting queue for processing. The processing happensevery time an invoice receives final processor approval.NOTE: The financial integration does not put invoices into batches—it marks them fortransfer to Sage Accounting immediately after they are approved by theprocessor. Make sure the invoices are ready to be sent before approving themin Process Invoices.Once the financial posting is complete, the processor will see the posting feedback onthe Process Invoices page.If the process is successful, the invoice will show an Approval status of Posted toFinancial ERP.When the invoice is in transit to Sage Accounting, it may show a status of Sent toFinancial ERP. This status appears briefly.If the posting fails, the invoice will show a status of Financial Posting Failed.12Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Section 3: What the Invoice User SeesThe invoice processor can recall the invoice by clicking Recall Invoice toProcessor.The Invoice audit trail details the issue.Once the invoice processor has corrected the information, the processor can markthe invoice for transfer to Sage Accounting by clearing the exception, and thenclicking Approve again.Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.13

Section 4: Configure the Sage Accounting IntegrationInvoices Failing Financial Posting QueryThe processor can use the Invoices Failing Financial Posting query on the ProcessInvoices page to quickly locate all invoices with the Financial Posting Failedpayment status.Section 4: Configure the Sage Accounting IntegrationSAP Concur Implementation must enable the Sage Accounting integration for yourcompany. Once it is enabled, you use the Product Settings pages to configure yourSage Accounting integration.SAP Concur brings select Sage Accounting configuration data into your SAP Concurcompany. You will configure Sage Accounting-specific information on these pages ofProduct Settings:1. Accounting2. Expense Types3. Taxation4. Employee Reimbursements (Expense only)5. Payment Types (Expense only)14Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.

Section 4: Configure the Sage Accounting Integration6. File Export Configuration (Invoice only)7. Payment Manager (Invoice only)8. Vendor Manager (Invoice only)9. UsersThis setup guide provides a high-level view of the Sage Accounting-specific portionsof Product Settings. For each page of Product Settings, detailed guides are provided.This document introduces those guides.Step 1: AccountingThe Sage Accounting Integration allows companies that use Sage Accounting tointegrate their Concur Expense and Concur Invoice company with Sage Accounting.The integration manages the transmission of expense and invoice data from Concurto Sage Accounting, and the transmission of status information back to Concur.Sage Accounting - Connect to Sage AccountingYou will not be able to connect to Sage Accounting if you have any expense reportsor invoices in-flight. Make sure your users complete any in-flight reports or invoicesbefore attempting to connect your company to Sage Accounting. For more information, refer to the Important Timing Considerations section ofthis guide. To connect SAP Concur to your Sage Accounting company:1. Click Administration Expense Settings or Expense & Invoice Settingsor Invoice Settings Accounting.2. Click the Connect to Sage button. This button only appears if the SageAccounting Integration is enabled for your company. The process ofconnecting the SAP Concur account to your Sage Accounting applicationstarts.3. Enter your Sage Accounting credentials when prompted to confirm yourpermissions and enable the Sage Accounting data transfer.Shared: Sage Accounting Integration Setup GuideLast Revised: December 15, 2021 2004 - 2022 SAP Concur. All rights reserved.15

Section 4: Configure the Sage Accounting Integration4. Authorize SAP Concur to use select Sage Accounting data. Once you areconnected to Sage Accounting, you can start to take advantage of easiertransaction data transfer between SAP Concur and Sage Accounting.5. Once you are connected, the screen displays the My Sage Accounting Datalink, which provides a summary view of the Sage Accounting data that is nowintegrated with SAP Concur, including GL Expense accounts andvendor/supplier information.Financial Integration Products & Services (Items)In Sage Accounting, Products & Services are used for

Sage Accounting service with your SAP Concur service. Have the following prepared: Sage Accounting credentials: Providing an administrative-level Sage Accounting ID and Password enables your SAP Concur system to access your Sage Accounting data from the Sage Business Cloud. Employees set up as vendors/suppliers: By

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