SAGE 300 – MOST UNDERUTILISED FEATURES – PART 3 - Aptus Business Solutions
Aptus Business Solutions specialise in delivery and supporting solutions for Sage X3, Sage 300, Sage CRM and Sage Intacct. With over 30 years of knowledge, we have been supporting clients from around Australia and internationally. We cater to businesses of all sizes and business areas. Our services, support and business systems understanding enable clients to succeed and grow in their industry. We cover all aspects of system design, business processes, consultancy, hosting and IT, development and systems integration.
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Whether you have been using Sage 300 for a long time or just new to the system the following tips will help you get more out of your system

1        Sage 300 Shortcut Keys

  • Alt key (held down): Displays options for underlined letter short cuts.
  • Alt+Underlined letter: Opens that particular command (ie. Alt+F opens File, Alt+S opens Save, etc).
  • Tab: Advances through each data entry box in the order that they appear.
  • Shift+Tab: Advances through each data entry box in reverse order.
  • Ctrl+Tab: Selects between the various Tabs in a particular window.
  • Ctrl+Shirt+Tab: Selects between the various Tabs in a particular window in reverse order.
  • F1: Opens up the help page relevant to the page you are currently on.
  • F4: Opens a pop-up calendar when your cursor is in a date entry field.
  • Alt+F4: Closes your active window.
  • F5: Opens up the finder for whatever data entry window your cursor is in (instead of clicking on the magnifying glass).
  • F7: The same as the “Go Button” (the double blue arrows). Use this to populate available invoices etc.
  • F9: Zoom in. Opens a second screen that shows you every data field on a line in one screen where no scrolling is required.
  • PageUp, PageDown: Scrolls between records in fields with arrow navigation on either side (ie.order number, vendor number etc) .
  • Crtl+PageUp, PageDown: Jump to the first or last record in a field.
  • Insert:Begins a new detail line in screens like Invoice entry.
  • + :Opens the calculator when your cursor is in an amount or quantity data field.

Functional shortcut for G/L:

  • Go into G/L Batch List
  • Highlight an Error batch ( entry )
  • Go to the far-right column “No of errors”
  • Double click on the error ( indicated in “no of errors column”)
  • You should now be presented with a G/L Posting Journals report screen.
  • Run the report.
  • “Most Importantly” – You now no longer have to go to G/L Reports -> Posting Journals->Posting Journal errors in order to run the report.
  • Therefore saving you time.

Functional shortcut for I/C:

  • Go to “I/C Items and Price Lists”
  • Open “Manufactures Items”
  • Select an item in the “Item number field” i.e. A1-103/0 ( sample company )
  • In the “Manufacturer’s Item number Field ” type “Lamp” and give it a ‘Description’ in the column next to it (on the RHS).
  • When you now use any of the I/C,OE or PO modules and are asked to select and “Item No” ,you can just type “Lamp” and it will be replaced with item “A1-103/0”
  • Therefore – If you performed this operation again for say item “A1-301/0” when you next get asked for an “Item No” and type the word “Lamp” you will be confronted with a group of items and you can then select the item you need.

Functional shortcut for Any Module:

Have you ever been in any entry screen and a rush job comes in ,and you are required to close what you are doing in order to use that screen for the rush job ?

  • If you right click on any icon and select “Properties”
  • There is a tick box next to “Start Multiple Copies”
  • If you tick that box and “Ok” you will now be able to open that screen a second time without closing the one you are working on.
  • Therefore saving time and effort.

Click here to Download a pdf copy of the  shortcut keys

2        G/L Security by Segment or Account

Ever wanted to prevent users from using specific accounts, ranges of accounts or just an account segment ?

  • Login as the admin user
  • Open G/L setup-> G/L Options
  • On the “Account” tab, Tick “Use G/L Security”
  • Change the Default Access dropdown to “No Accounts”
  • Save
  • Close the company and log back in again.
  • Under G/L Accounts you will now notice a new icon called “Account permissions”
  • If you open the icon and select a Sage user you can now select Accounts or Segments to prevent that user from using.

Contact us at for further information.