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Setting up state tax identification numbers

About posting to the period 0 archive

About email server-fax line access selection

About Paya

Choosing company colors

Entering company information

After you create a blank new company, you have to enter the company information.

  • General Information
  • Payroll Direct Deposit Setup
  • Vendor ACH Payment Setup

  • Electronic Receipts Setup

    Note: To process electronic receipts, you must have a valid account with Paya, including a merchant ID and key.

  • Email and Fax Configuration

To enter general information:

  1. In the Company list, click the company.
  2. Open 7-1 Company Information.
  3. In the Company Name text box, enter the company name.
  4. In the Address 1, Address 2, City, State, and Zip text boxes, enter the address information.
  5. In the Phone# text box, enter the telephone number.
  6. In the Fax# text boxes, enter the fax telephone number.
  7. In the Email text box, enter the company email address.
  8. In the License# text box, enter the contractor license number.
  9. In the Resale# text box, enter the company’s State Resale License Number.
  10. In the Federal Tax Id# text box, enter the company’s Federal Identification Number.
  11. (Optional) In the User Def1 and User Def2 text box, enter the user-defined information as necessary.

  12. In the Recur. Trans. Group (Recurring Transactions Group) text box, select the security group responsible for posting recurring transactions.

    Important! If you do not enter a security group in the Recurring Transactions Group text box, Sage 100 Contractor does not provide a reminder that recurring transactions need to be posted.

  13. If you want to distinguish your company using a special color, select a color using the lookup window associated with the Company Color box.

    Tip: Because Sage 100 Contractor uses Red to identify archive companies, Sage recommends that you choose a different color.

  14. Select your company's ACA Policy Origin Code from the list. This code is required when you submit ACA 1094-B or 1095-B reports.

    For information about ACA requirements, see the Internal Revenue Service website.

  15. In the lower left of the window, click the State Tax Id# button to enter the company’s state tax identification in the State Tax Id# window. 

    Important! If you are planning to file W-2 data electronically, enter the federal and state tax identification numbers without blank spaces or hyphens between numbers.

  16. Click the arrow beside the Report Forms Logo box, and then in the Assign Picture dialog box, enter the path to the file that stores your company's logo. This is the logo that appears on reports for the company

To enter payroll direct deposit setup information:

  1. Click the Payroll Direct Deposit Setup tab.
  2. Complete the following in the Company bank information for direct deposit section:
    1. In the Routing# text box, enter your company’s bank routing number.
    2. In the Accounting# text box, enter your company’s bank account number.
    3. In the Account Type, select your company’s bank account type.

  3. In the Options for direct deposit ACH file section, fill out and select the appropriate options for your direct deposit ACH file:

    1. In the Origin Bank Name text box, enter the bank name for the Immediate Origin Bank Name.
    2. In the Destination Bank Name text box, enter the bank name for the Immediate Destination Bank Name.
    3. In the Optional Bank Routing# text box, enter the bank routing number for the Immediate Destination.

    4. ID Code Designator (ICD).Select blank or any number between 1—9 for the company identification fields.

      Note: Select blank if you need to enter a company ID provided by your bank.

    5. Company ID from Bank. Enter the company ID provided by your bank, if the bank requires you to include it in the direct deposit file.

    6. For Immediate Origin Name in file header record, select your company name or Origin Bank Name.
    7. For Immediate Destination Name in file header record, select blank or Destination Bank Name.
    8. For Immediate Origin in file header record, select your company FEIN or your routing#.
    9. For Immediate Destination in file header record, select your routing# or Optional Bank Routing#.

    10. For File formatting options, select or clear the checkboxes according to the requirements of your financial institution.

Note: If you have any questions about which checkboxes to select, contact your financial institution.

To enter vendor direct deposit setup information:

  1. Click the Vendor ACH Payment Setup tab.

    Note: If there is a routing number in the payroll direct deposit setup, Sage 100 Contractor will ask if you want to copy the information from the Payroll Direct Deposit Setup tab. This copies and prefills all options, except for the Posting Cash Account number.

  2. Complete the following in the Company bank information for ACH payments section:
    1. In the Routing# text box, enter your company’s bank routing number.
    2. In the Accounting# text box, enter your company’s bank account number.
    3. For the Account Type, select your company’s bank account type.
    4. For the Posting Cash Account, display the lookup window and then select the cash account from which to make ACH payments.
  3. In the Options for ACH payment file section, fill out and select the appropriate options for your direct deposit ACH file:
    1. Origin Bank Name. Specify an optional bank name for the Immediate Origin Bank Name field.
    2. Destination Bank Name.Specify an optional bank name for the Immediate Destination Bank Name field
    3. Optional Bank Routing#. Specify an optional bank routing number for the Immediate Destination' field

    4. ID Code Designator (ICD).Select blank or any number between 1—9 for the company identification fields.

      Note: Select blank if you need to enter a company ID provided by your bank.

    5. Company ID from Bank. Enter the company ID provided by your bank, if the bank requires you to include it in the ACH file.

    6. For Immediate Origin Name in file header record, select your company name or Origin Bank Name.
    7. For Immediate Destination Name in file header record, select blank or Destination Bank Name.
    8. For Immediate Origin' in file header record, select your company FEIN or your routing#.
    9. For Immediate Destination' in file header record, select your routing# or Optional Bank Routing#.

    10. For 'Standard Entry Class Code' in the file header record specify one of the following options:

      1. PPD. Select the PPD ("Prearranged Payment and Deposit") option if most of your ACH payments are to individuals.

      2. CCD. Select CCD ("Corporate Credit or Debit") if most of your ACH payments are to other companies or to pay taxes.

  4. For File formatting options, select or clear the checkboxes appropriate to the preferences of your financial institution.

Note: If you have any questions about which checkboxes to select, contact your financial institution.

To set up your company to process electronic receipts:

  1. Make sure you have your Paya merchant ID and merchant key handy.

    Note: Sage sends you these credentials when you purchase a Paya account.

  2. On the Electronic Receipts tab:
    1. In the Merchant ID and Merchant Key fields, enter your Paya merchant credentials.
    2. To ensure that you have entered the correct information and that your account is valid, click Validate Credentials.
    3. In the Posting Cash Account field, enter the general ledger cash account associated with the bank account to which you will deposit electronic receipts. (This account should correspond to the bank account used in Paya Exchange.)
    4. If you want to use the Paya Exchange Vault to store credit card and bank account information from your client, select Allow client credit card and bank account information to be securely stored in the Paya Exchange Vault.

For information about the Paya Exchange Vault, see About Paya Exchange.

To configure email and fax:

  1. Fill in the information on the Email and Fax Configuration tab.

    Note:

    • User authentication is typically required for emailing through an ISP’s simple mail transfer protocol (SMTP) server. An example of an email server name is “smtp.att.sbcglobal.net.” 

    • The server name must be the SMTP server name, not a numeric IP address. An example of an IP address is “10.227.16.33.”

    • Different ISPs may use different terms when referring to user authentication. In general, however, user authentication means verifying the identity of the user by means of a “user name” and “password.”

      In this context using an ISP’s SMTP server to send email through Sage 100 Contractor, user authentication refers to verifying a user’s identity at the ISP’s SMTP server. It does not refer to your Sage 100 Contractor username and password or to your network username and password.

    • Some Internet-based email providers do not support SMTP protocol. For more details, contact the Internet-based email providers that you use.

    1. In the SMTP Mail Configuration section:

      1. In the Email Server text box, enter the name of the email server.
      2. In the Port# box, type the email server port number.
      3. Select Requires authentication, if the Internet service provider (ISP) service handling your email service requires user authentication.
      4. Select Uses SSL for email, if required by the Internet service provider.

    2. In the Fax Configuration section, type your fax line number in the Phone Dial Out text box.

      Tip: You can change the email server and fax line access selections to accommodate sending reports from multiple locations with different requirements.

    3. If you use Twilio as your email provider, enter Twilio configuration settings as follows:

      1. For the Twilio Sender Identity, enter the email address you used to set up your Twilio account.

      2. For the Twilio SendGrid API Key, enter the API key code from your Twilio account.

      3. For the Default Sender Name, enter the default "friendly name" to use when sending emails.

      4. For the Default Reply-To Email, enter the default email address that your email recipients can reply to.

  2. Click File > Save.

To set a company as an archive:

  1. From the menu, select Options.
  2. Select Set as Company Archive.

Note: Anyone can set a company as an archive, but only a company administrator can remove this setting.