FAQ: New Sage 100 Users

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New Sage 100 Users

Will Sage 100 work for us?
How much will it cost to implement Sage 100?
How long will it take to implement Sage 100?
Can our current data be converted?
Who will support us after the implementation?
What modules do you support?
We've heard lots of horror stories about conversions that took forever or were unsuccessful. How do we keep this from happening to us?
What steps can we take to make sure the project succeeds?

New Sage 100 Users

Will Sage 100 work for us? (back to questions)

Sage 100 works well for distribution, light manufacturing and service businesses. However, it's not for everyone! Your reseller and accountant will help you understand how Sage 100 can provide the information you need to run your business. We'll be glad to answer specific questions and produce sample reports and forms to help you decide.
How much will it cost to implement Sage 100? (back to questions)

Implementation costs vary greatly. We can give you an estimate after we've learned more about your business and your staff. You can reduce costs by taking a few simple steps:
- Assign an internal project manager.
- Prepare for sessions - we'll always let you know what's needed (vendor lists, sample invoices, list of tax jurisdictions, etc.) for each session.
- Let the staff know you expect them to be prepared and meet their commitments.
- Keep interruptions to a minimum during consulting and training sessions.
How long will it take to implement Sage 100? (back to questions)

Each situation is different. The length of time depends on the volume of records to be entered (do you have 200 customers or 20,000?), the quality of the current data (are your books in balance?), the changes to be made (will you be re-assigning inventory item numbers?) and the time available to the staff involved. A small project (GL and AP only) may be completed in a matter of weeks, while a larger project, including inventory and purchase order transactions, may take several months. We'll help you identify a realistic target date, and will work closely with you and your staff to meet that date by providing checklists and schedules of the steps involved.
Can our current data be converted? (back to questions)

Your current balances - for GL, AR, AP, Inventory, etc. will need to be converted or entered into Sage 100. It's possible, though rarely cost effective, to convert historical data. We recommend keeping your old system available for reference rather than converting historical data. In some situations, we suggest entering the customer, vendor and other masterfile data, rather than converting it electronically. For some users, this repetitive entry is the best way to get them comfortable with the new system. In other circumstances, entering the data manually allows you to take advantage of new codes and fields not available in your old software.
Who will support us after the implementation? (back to questions)

We continue to work with clients as needed after the software is implemented. We'll help when you encounter error messages, need training for new staff members, need a reminder on procedures such as voiding a check, or need assistance adding a new module. Some projects will require an on-site visit, others can be handled over the phone. Our clients have counted on us for over 20 years, so you can be sure we'll still be here when you need us long after the software is up and running!

What modules do you support? (back to questions)

General Ledger Accounts Receivable Accounts Payable Bank Reconciliation Payroll Sales Order Inventory Management Purchase Order	Bar Code Bill of Materials BizNet® BizInsight™ Job Cost Crystal Reports ® Microsoft FRx Desktop Visual Importer Custom Office
Return Merchandise Authorization (RMA)

We've heard lots of horror stories about conversions that took forever or were unsuccessful. How do we keep this from happening to us? (back to questions)

There are several key reasons why accounting system implementations fail:
- The major staff members lack an understanding of basic accounting principles.
- Management is not committed to the project (and willing to commit resources to the project).
- The staff members don't feel they had any input into the decision, and aren't committed to make it succeed.
- New software is installed on old hardware, with inadequate cabling.
- There is no internal project manager.
- The consultants and trainers don't connect and communicate well with the staff involved.
- The project is too big - an attempt is made to convert all history and run parallel for months. Parallel conversions are rarely needed with Sage 100, and are actually counterproductive.
What steps can we take to make sure the project succeeds? (back to questions)
- Assign a project manager and make sure that person has time and resources available.
- Include staff members in the decision-making process - ask them to provide appropriate samples, have them attend the demo, ask them for a list of the features/reports they'd like to have, ask for a list of the features/reports they must continue to have with the new system.
- Include staff in the setup process - if they feel they've participated in the design, they'll be more committed to it's success.
- Recognize that they'll need time to set up new masterfiles, enter opening balances, and learn how to use the software. Hire temporary help to handle some of their current tasks while they learn the new system.
- Make it clear that management is committed to the success of the implementation, and committed to helping the staff succeed as well.
- Schedule a "kickoff" session, introduce all the consultants and trainers to the staff, and describe the benefits of the new systems.
- Provide appropriate hardware, including 17" monitors and conveniently located printers.

General Information

What geographic locaction do you serve? (back to questions)

We're located in Palos Verdes. While most of our clients are in the LA and Orange County area, we have no geographic restrictions, and currently support clients in Arizona, Nevada, and Tennessee.
What are your fees? (back to questions)

We bill by the hour, with a 2-hour onsite minimum. We charge for ½ travel time. We require a retainer from new clients. Please call to discuss rates.
How long have you been in business? (back to questions)

We've been supporting the users of various accounting packages since 1984 and the users of Sage 100 since 1990.
Do you provide remote support? (back to questions)

We provide remote support to current clients on our prepaid support program using a remote control screen sharing tool.
Do you offer classroom training? (back to questions)

We provide training tailored to your specific needs, and develop procedures and processes specific to your organization. We provide custom onsite training, usually for one or two users at a time. We are happy to provide custom onsite classroom training when required. We can recommend several good Authorized Training Centers for standardized Sage 100 training. However, we find onsite training using your own data, systems and processes to be more effective. Training happens at all stages of the conversion—the initial discussions, during the software installation, while customizing forms and of course during the data entry. It continues as long as you use the software.
Can you customize Sage 100? (back to questions)

We can tailor Sage 100 to your requirements, creatively using the options built in to the systems. We also use Microsoft Access linked to Sage 100 to provide additional capabilities that aren't built into the software, such as Bills of Lading. We do not modify the Sage 100 programs. We can work with Master Developers to modify the software, but rarely suggest it.