Sage Accounts Production. Getting Started Guide

Transcription

1 Sage Accounts Production Getting Started Guide

2 Copyright statement Sage (UK) Limited and Sage Hibernia Limited, All rights reserved. If this documentation includes advice or information relating to any matter other than using Sage software, such advice or information is provided for information purposes only. While Sage takes responsible steps to ensure the accuracy and completeness of such information, it can only be general in nature. You should therefore take appropriate steps to ensure it is correct and relevant to your circumstances. You should also consider taking professional advice when appropriate, for example to ensure that the results obtained from using the software comply with statutory requirements. No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without prior written consent of Sage (UK) Limited or Sage Hibernia Limited, publisher of this work. Use of the software described in this documentation is subject to Sage (UK) Limited or Sage Hibernia Limited's Licence Agreement enclosed with, or displayed by, that software. Sage, the Sage logo, and other Sage logos and brands are either registered trademarks or trademarks of Sage (UK) Limited and Sage Hibernia Limited, or its holding company, The Sage Group PLC. All other marks are trademarks or registered trademarks of their respective owners Sage (UK) Limited North Park Newcastle upon Tyne NE13 9AA All Worldwide Rights Reserved Issue Date: June 2013 If you would like this information in an alternative format please contact us on: Page 2 of 309

3 Table of Contents Sage Accounts Production 13 Other Important Topics 13 Sage Accounts Production Desktop 13 Navigation Pane 14 Main Menu 14 Status Bar 15 Title Bar 15 Tool Bar 15 Overview of Sage Accounts Production 15 What does the application do? 16 What additional modules does Accounts Production support? 16 What are formats? 16 The Tools menu 17 How do I check the Client List Path and Default Data Path? 17 Passwords and Security 17 Automatic Update Configuration 19 Sage Support Contact Details 20 How are amounts rounded? 20 Example 21 How do I deal with rounding differences? 21 Useful Features 22 Help System 22 Search Utility 23 Phone Book 23 Calculator 24 Setting up the System 24 Creating a New Client and Dataset 25 Producing a Set of Accounts for a Client 28 Using Nominal Codes and Groups 28 How do I add a nominal code? 28 Nominal Groups 29 Page 3 of 309

4 How do I add a nominal group? 29 Posting Journals to the Nominal Ledger 30 Multiple Entry Journals 30 Double Entry Journals 31 Accruals Journals 32 Prepayments Journals 33 Posting Bank, Cash and Recurring Entries 34 Payments 34 Receipts 35 Bank Reconciliation 37 Recurring Entries 38 Producing Reports and Trial Balances 40 Simple Trial Balance 40 Formatted Trial Balance 41 Generating Reports 41 Adding Information to the Accounts Database 43 Introduction to Accounts Pages 44 Using Print Selections 44 Year End Routine 45 Before you run the Year End routine 45 Running the Year End routine 46 Postings for Next Year 47 Licensing 48 Licensing without an Internet connection 48 License for Offsite Working 48 More about Licensing 48 Setting Licence Details 49 Licensing Without an Internet Connection 50 Contacting Sage with Licence Information 50 Clients and Datasets 51 Opening and Closing a Dataset 51 Dataset Access Protection 52 Finding a Client 52 Page 4 of 309

5 Client List Maintenance Utility 53 Generate Client List 53 Search and Replace 53 Adding and Editing a Dataset 53 Change Dataset Year End 56 Deleting Datasets 57 Backing up Clients 57 Backing up Main Files 58 Restoring Clients 58 Restoring Main Files 59 Squashing and Unsquashing Datasets 60 Squashing a dataset 60 Unsquashing a dataset 60 Re-Indexing a Dataset 60 Updating a Master Format 60 Loading a master format onto your system 61 Updating a master format 61 Checking for Format Updates 61 Offsite Working 62 Cost Centres 66 Adding Cost Centres to an Existing Dataset 66 Adding Cost Centres to a New Dataset 67 Editing Cost Centres 67 Deleting Cost Centres 67 Updating the Default Cost Centre 67 Cost Centres and Fixed Asset Register 68 Cost Centres at Year End 68 Cost Centres and Postings 68 Automatic Updating of Cost Centres 68 Accounts 69 Journals 69 Viewing Journal Postings 69 Adding multiple- entry journal entries 69 Page 5 of 309

6 Adding double-entry journal entries 71 Adding accrual journal entries 73 Adding prepayment journal entries 74 Deleting Postings 76 Editing Postings 76 Journal Import 77 Using the Find utility 77 Using Speed Search 77 Nominal Ledger 78 Nominal Accounts 78 Nominal Groups 78 Nominal Codes 78 Adding Nominal Accounts 79 Editing Nominal Accounts 80 Deleting Nominal Accounts 82 Finding Nominal Accounts 83 Viewing a Nominal Summary 83 Viewing Nominal Ledger Cards 84 Viewing Nominal Groups by Account 84 Viewing the Fixed Asset Register by Account 84 Entering Comparative Balances 85 Entering Budget Balances 85 Compare Actual Accounts with Budget 86 Types of Nominal Group 86 Adding Nominal Groups 87 Editing Nominal Groups 88 Deleting Nominal Groups 88 Finding Groups 88 Viewing a Nominal Group Summary 89 Viewing Nominal Codes by Groups 89 Viewing Period Results by Nominal Groups 90 Viewing Period Results by Account 90 Adding New Codes to a Free Form Group 91 Page 6 of 309

7 Adding New Codes to a Nominal Group 91 Deleting Nominal Codes from a Free Form Group 91 Recurring Entries 93 Accounts Database 97 Opening the Accounts Database 97 Adding and Listing Database Entries 98 Editing Database Entries 100 Editing the Accounts Database from a Page Cell 103 Deleting Database Entries 103 Copying Database Entries 104 Adding Database Groups and Subgroups 104 Editing Database Groups and Subgroups 104 Deleting Database Groups and Subgroups 105 Introduction to Accounts Pages 105 What does a page contain? 105 Page Security 106 Organising a Report 106 Adding a Page to the List of Standard Pages 106 Editing a Page 108 Deleting a Page 109 Searching for a Page 110 Copying a Page 110 Printing a Page 111 Page Types 111 Print Selections 112 Styles 115 Laying Out an Accounts Page 117 Generating ixbrl Accounts for your Tax Return 123 Database Groups and Subgroups 130 Link to Word 132 Quantity Accounting 133 Fixed Asset Register 137 Adding Assets 138 Page 7 of 309

8 Editing Assets 140 Viewing Asset Details 140 Deleting Assets 140 Finding Assets 140 Calculating Depreciation 141 Bank 142 Payments 142 Viewing Payments 142 Adding Payments 143 Editing Payments 144 Deleting Payments 145 Finding Payments 145 Receipts 146 Adding Receipts 146 Editing Receipts 148 Deleting Receipts 148 Finding Receipts 149 Viewing Receipts 149 Bank Transfers 149 Adding Bank Transfers 150 Editing Bank Transfers 151 Deleting Bank Transfers 151 Finding Bank Transfers 152 Viewing Bank Transfers 152 Bank Transfers Reporting 152 Bank Reconciliation 153 Reconciling a Bank Account 153 Printing a Reconciliation Report 154 Bank Statements 156 Tools 158 Settings 158 Toolbar Options 164 Standard Narrative 164 Page 8 of 309

9 Adding/Editing/Deleting a Standard Narrative 165 Passwords and Security 165 Users and Passwords 165 Access Groups 166 Cost Centres 168 Cost Centres: Quick Guide 168 Adding Cost Centres to an Existing Dataset 169 Adding Cost Centres to an Existing Dataset 170 Adding Cost Centres to a New Dataset 171 Adding Cost Centres to a New Dataset 171 Editing Cost Centres 171 Deleting Cost Centres 171 Updating the Default Cost Centre 171 Cost Centres and Fixed Asset Register 172 Cost Centres at Year End 172 Cost Centres and Postings 172 Automatic Updating of Cost Centres 172 Year End Processing 173 Running a Year End 173 Year End window 173 Posting for Next Year 174 Cheque Payments 174 Cash Receipts 174 Sales Invoice/Credit Notes 175 Purchase Invoice/Credit Notes 175 Importing Journals 176 Importing Data 176 Tax Export 177 To Export Data to Sage Corporation Tax (powered by ONESOURCE): 177 Mapping to Sage Corporation Tax 177 Adding additional codes for financial information 177 Exporting Data to Sage Corporation Tax 178 Exporting Journals 178 Page 9 of 309

10 Exporting Data to Excel 178 Exporting Nominals to a CSV File 179 Transmitting & Receiving Data 179 Setting up the Transmit & Receive Facility 180 Accessing the Transmit & Receive Data Option 181 Data Integrity 181 Support Desk 182 Product Links 184 Full Transaction Import from Sage 50/Instant 184 How do I import all transactions from Sage 50/Instant? 184 Trial Balance Import from Sage 50/Instant 185 The Bookkeeping Module 187 Sales Ledger Settings window 189 Discount window 217 Edit Discount window 217 Using a mapping file created in Sage Creating a mapping file by adding individual mappings 255 Importing Balances from Sage Exporting to Sage Exporting Journal Adjustment Batches 256 Exporting to Sage Importing from Sage Company Secretarial 257 Uploading to Sage Benchmarking 257 Enabling Sage Benchmarking upload capability 257 Uploading a file 258 Auditing 258 Journal Import 258 Trial Balance Export 258 Reports 259 Journal Reports 259 Lists of Journals 259 Lists of Tax/NB Journals 261 Bank Cash Account Reports 262 Page 10 of 309

11 List of Cheque Payments 263 List of Cash Receipts 264 Cash Receipts / Payments Report 265 Bank Reconciliation Report 267 Cheque Printing 267 Invoice Allocation Listing 268 Bank Transfers Listing 268 Sales Ledger Reports 269 Debtors Control Report 269 Invoice/Credit Note Listing 270 Receipt/Discount Listing 271 Aged Debtors 273 Customer Balances 273 Statements 274 Customer Listing 277 Unposted Invoices/Credit Notes 277 Price List 278 Purchase Ledger Reports 278 Creditors Control Report 278 Invoice/Credit Note Listing 279 Payment/Discount Listing 280 Aged Creditors Report 282 Supplier Balances 282 Statements 283 Supplier Listing 286 Transaction List Report 286 Nominal Ledger Reports 288 Simple Trial Balance 288 Six-Year Simple Trial Balance 288 Formatted Trial Balance 289 Nominal Account Details (Ledger Card) 289 List of Nominal Codes 290 Fixed Asset Listing 290 Page 11 of 309

12 VAT Return Report 291 Reverse Charge VAT for Subcontractors 292 Report Dates 292 Generating a VAT Return Report 292 Audit Trail 293 Resetting Recent Reports 293 Balances 293 Lead Schedules 294 Client List Report 294 Practice Solution Integration 295 Setting the integration mode 295 Creating a New Client when in Sage Practice Solution-Integrated Mode 295 Client Sharing with Sage Practice Solution 296 Managing Relationships in Sage Practice Solution 296 Setting the online/offline mode 297 Launching from Practice Solution 297 Synchronisation of Individuals 297 Index 298 Page 12 of 309

13 Sage Accounts Production Use this guide to find the information you need about Sage Accounts Production. Browse in the Bookmarks tab. Search for a term using the Search utility. Look up an item in the Index. Other Important Topics Sage Accounts Production Desktop Overview of Sage Accounts Production Setting up the System Sage Accounts Production Desktop The Accounts Production desktop contains the following elements: Main Menu Status Bar Title Bar Tool Bar The Tools menu Useful Features Sage Accounts Production Page 13 of 309

14 Navigation Pane The navigation pane (also known as the task bar ) is positioned on the left-hand side of the desktop. It contains a number of views: Clients, Accounts, Bank and Recent Reports. You can switch between views by clicking the tabs, or by right-clicking the navigation pane and selecting the view in the popup menu. You can clear contents of the Recent Reports group by selecting Reports - Reset Recent Reports. Each view contains two sections: Tasks and Links. The Tasks section contains a number of tasks associated with the relevant view. Clicking the task opens the relevant window on the application desktop. The Links section contains a number of options: Open Phonebook Use Calculator You can also drag the splitter above the view tabs to hide the tabs. When you do this, buttons corresponding to the views are displayed at the bottom of the navigation pane. You can click these to access the various views. You can disable the navigation pane by deselecting the View - Taskbar menu option. Sage Accounts Production Desktop Phone Book Calculator Main Menu In addition to a number of report and accounts menus, the main menu of the Sage Accounts Production includes the following utility menu options. The File menu enables you to create, open and close datasets. It also enables you to import, export, back up and restore data. To end an Sage Accounts Production session, do either of the following: Select the File - Exit menu option. Click the Close button (marked by an X) in the top right-hand corner of the main window. If a dataset was open, it is now closed, and then Sage Accounts Production is closed. The View menu enables you to enable and disable the toolbar, status bar and navigation bar. These are enabled by default. The Tools menu contains a range of configuration options and tools. For more information, see The Tools menu. The Window menu enables you to manipulate the windows in the Accounts Production workspace in a number of different ways. Cascade: This places the windows in a stack with the active window on top. Tile: This displays all the windows side by side, resizing them if necessary. Page 14 of 309

15 Arrange Icons: This lines up icons representing minimised windows. Minimise All: This reduces all windows to title bars, and places them at the bottom of the main window. A list of the open windows is also displayed at the bottom of the Window menu. A tick mark indicates the currently active window. Selecting a window in the menu makes it the active window. Sage Accounts Production Desktop Status Bar The status bar at the bottom of the desktop contains a number of sections: The User Name section specifies the user name and the computer name. If no users and passwords are configured, the Windows networking user name and the computer name are displayed. The Format Version section specifies the master format version this dataset is based on. The Client Code specifies the current client code. The actual client name will appear in the title bar. The Year-End Date section specifies the period end date of the current dataset. The Information/Progress section displays system messages whenever appropriate during your Sage Accounts Production session. Sage Accounts Production Desktop Title Bar The title bar specifies the application name, the version number, and the company name. Sage Accounts Production Desktop Tool Bar The tool bar contains a list of the major Accounts Production functions. When you click a button in the tool bar, the corresponding functional window will open in the main workspace. Depending on which Accounts Production modules are installed, the buttons available in the tool bar may vary. For example, the Customers, Suppliers and Sales and Purchase Invoicing buttons are not available unless the Bookkeeping module is installed. Sage Accounts Production Desktop Overview of Sage Accounts Production Sage Accounts Production enables you to generate final accounts that conform to all statutory and professional requirements for businesses of various types and sizes. What does the application do? Page 15 of 309

16 What additional modules does Accounts Production support? The Tools menu Setting up the System Producing a Set of Accounts for a Client What does the application do? Sage Accounts Production operates on the following basis: Overview of Sage Accounts Production What additional modules does Accounts Production support? Your Accounts Production installation can support one or more of the following additional modules: Bookkeeping: This module enables you to maintain client-specific sales and purchase ledgers. Invoicing: This module enables you to maintain sales invoices based on product codes. Overview of Sage Accounts Production What are formats? Formats contain formulae and other information that enable the Accounts Production to produce sets of accounts compliant with the requirements of professional bodies and accountancy law. There are nominal, database and report formats for businesses of all types, from sole traders to unlisted public limited companies. These are updated frequently to maintain compliance with professional and legislative changes. Overview of Sage Accounts Production Page 16 of 309

17 The Tools menu Sage Accounts Production uses a range of basic parameters to analyse accounts information and generate reports. You must ensure that these parameters are defined before accounts can be produced. If you are using a format supplied by Sage, certain parameters will already be defined. (For more information, see What are formats?) There are two menu paths that enable you to set parameters: Tools - Settings - Workstation Settings Tools - Settings - Dataset Settings The Workstation Settings window enables you to manage the following categories of setting: Default Paths Practice Name and Address Spell Check General Transmit/Receive The Dataset Settings window enables you to manage the following categories of setting: Control Codes Period Dates VAT Rates General Trial Balance Period Dates How do I check the Client List Path and Default Data Path? Select Tools - Settings - Workstation Settings. Here you can see the Default Data Path location and the Client List Path location. Overview of Sage Accounts Production Sage Accounts Production The Tools menu Passwords and Security Sage Accounts Productionenables you to set up users and assign customised access levels to them. This helps you to prevent unauthorised access to information. Viewing the User List 1. Select the Tools - Passwords & Security - Users and Passwords menu option. 2. The Password Browse window displays. Here you can view a list of all existing users. Note: User passwords are not displayed in the window. Page 17 of 309

18 Adding a User 1. Select the Tools - Passwords & Security - Users and Passwords menu option. The Password Browse window displays. This contains a list of all existing users. 2. Click the Add button. This displays the Enter User Details dialogue box. 3. Enter the user s name, group and password. The user s name can contain up to ten characters. The password can contain up to ten alphanumeric characters. You can type? to run a speed search for the relevant user group. 4. Re-enter the same password in the Confirm Password field. The password will be displayed only as asterixes (*). 5. Click the OK button to save the user name & password, or click the Cancel button to abandon the new user setup. Note: Once a single user has been added to the system, access to the system is limited to users with passwords only. Editing a User 1. Select the Tools - Passwords & Security - Users and Passwords menu option. The Password Browse window displays. This contains a list of all existing users. 2. Select the user you want to edit. 3. Click the Edit button. The Edit User Details dialogue box displays. 4. Change the user s details as appropriate. If you change the password, you must re-enter the new password in the Confirm Password field. The password will be displayed only as asterixes (*). 5. Click the OK button to save the changes made, or click the Cancel button to abandon the changes. Deleting a User You can delete a user from the system at any stage. 1. Select the Tools - Passwords & Security - Users and Passwords menu option. The Password Browse window displays. This contains a list of all existing users. 2. Select the user you want to delete. 3. Click the Delete button. A message box prompts you to confirm the deletion. 4. Click the Yes button to remove the user from the system. Alternatively, click the No button to abandon the deletion process. Viewing Access Groups 1. Select the Tools - Passwords & Security - Access Groups menu option. 2. The Group Browse window opens. Here you can view a list of all existing groups. Adding an Access Group Page 18 of 309

19 You can add new access groups to the system at any stage. 1. Select the Tools - Passwords & Security - Access Groups menu option. The Group Browse window displays. This contains a list of all existing groups. 2. Click the Add button. The Add an Access Group window displays. 3. Enter the access group code and an access group description of up to ten alphanumeric characters. 4. Select checkboxes in the various tabs to assign the corresponding access rights to the group. For example, to enable group members to add a datasetto the system, select the Add a Dataset checkbox. 5. Click the OK button to save the new group, or else click the Cancel button to abandon the group setup. Edit an Access Group You can amend an access group s details at any stage. 1. Select the Tools - Passwords & Security - Access Groups menu option. The Group Browse window displays. This contains a list of all existing groups. 2. Specify the group you want to amend. 3. Type? to run a speed search for a group. 4. Click the Edit button. The Edit an Access Group window displays. 5. Make the necessary changes to the group s settings. 6. Click the OK button to save the changes made, or else click the Cancel button to abandon the changes. Delete an Access Group You can delete an Access Group from the system at any stage. 1. Select the Tools - Passwords & Security - Access Groups menu option. The Group Browse window displays. This contains a list of all existing groups. 2. Select the group you want to delete. 3. Click the Delete button. A message box prompts you to confirm the deletion. 4. Click the Yes button to remove the group from the system. Alternatively, click the No button to abandon the deletion process. Overview of Sage Accounts Production Automatic Update Configuration You can configure how this package detects and downloads software and format updates. When enabled, automatic checks are carried out every 7 days. Note: Automatic checks are nor carried out when the you are using the software in offsite mode. Page 19 of 309

20 1. Select Help - Auto Update Configuration. 2. The Auto Update Configuration window summarises your current settings. To make changes, click the relevant Change link: Application updates Whether software updates are checked for automatically, and whether updates are downloaded automatically. Format updates Whether format updates are checked for automatically, and whether updates are downloaded automatically. Shared updates A shared directory to which updates are deployed so that all client machines can access them. 3. Click OK to save your changes. You have specified Automatic Update configuration settings. Checking for Software and Format Updates Manually If you have administrator rights on your computer, you can manually check for software and format updates. 1. Select the Help - Check for Updates menu option. 2. Click Check Now. The application checks the Sage web site for new updates, and allows you to download and install any that it detects. It includes in the list any updates that were previously detected but are not yet installed. In a multi-user environment with a shared client list, updates need only be downloaded once for all workstations. Clients and Datasets Sage Support Contact Details If you need help to perform a task that is not described in this on-line help, or if you encounter a problem, Sage offers a support hotline. UK users should telephone Sage (UK) Ltd. on , or [email protected]. Before calling the hotline, please ensure that you have a complete description of the problem to be solved, together with details of any error messages that have been displayed as this will help in solving the problem. Note that planning and tax advice is not included in the Technical Support service. Overview of Sage Accounts Production How are amounts rounded? It s important to understand how rounding is carried out in Sage Accounts Production, and how to deal with rounding differences. Page 20 of 309

21 To calculate Nominal and Freeform group balances, the application rounds individual nominal account balances. Then it adds the rounded balances together. Example Nominal Account Balances: Sales of Widgets = Sales of Nails = Sales of Hammers = Sales of Spanners = Total = Each account balance is rounded individually as follows: Sales of Widgets = 101 (rounded up to the nearest whole number) Sales of Nails = 200 (rounded down to the nearest whole number) Sales of Hammers = 301 (rounded up to the nearest whole number) Sales of Spanners = 401 (rounded up to the nearest whole number) Total = 1003 The total 1003 will appear in the accounts pages for the Sales grouping. The rounding difference of 1.00 will appear in the rounding nominal account code. You can access this by selecting Tools - Settings - Dataset Settings. How do I deal with rounding differences? There are several ways you can deal with rounding differences in Sage Accounts Production: Post amounts in pounds with zero pence Where possible, you should post amounts to the nominal ledger in pounds with zero pence. Balance rebuild Rebuilding balances will often resolve rounding issues. To rebuild balances, select Tools - Data Integrity Options - Data Maintenance. Then select the Rebuild Balances/Journal Batch checkbox, and click Run. Change the rounding nominal account The rounding account is normally set to a general administration expense account, such as 381. You can move the rounding difference by changing the rounding account to another nominal code, such as the sales nominal code 001. To do this, select Tools - Settings - Dataset Settings, and make the necessary change to the control codes. Edit postings Rounding differences sometimes occur following the Year End Routine. The brought-forward balances in the Trial Balance may require adjustment by the appropriate amount in pence. You do this by posting a journal, or by editing an existing journal posting. Edit Page Formulae Page 21 of 309

22 If the Trial Balance is correct, but an accounts page amount is incorrect because of a rounding difference, you can use the Formula button (fx) to edit the incorrect amount. For example, the closing Net Assets total (formula K31:I31) in the Tangible Fixed Assets Note may differ from the group balance by 1. You can adjust the incorrect amount to incorporate the rounding difference by changing the formula to one of the following: K31:I31+1 K31:I31-1 If you take this approach, you should update the master format after the Year End Routine to undo the formula adjustments you have made before beginning the New Year. Overview of Sage Accounts Production Useful Features Sage Accounts Production contains a number of features designed to make accounting tasks easier and more efficient: Help System Search Utility Phone Book Calculator Sage Accounts Production Desktop Overview of Sage Accounts Production Help System The Accounts Production online help system provides comprehensive instructions on how to use the application. You can access the online help by clicking the Help button in the application s task bar, or by selecting the Help - Contents & Index menu option. Most Sage Accounts Production windows, such as the Clients window, have associated context-specific help material. You can access this by pressing the F1 key when the window is open. The online help includes an extensive index a full-text search facility a Favourites utility that enables you to store links to the help pages you most commonly use Each page in the online help contains a forward and back navigation button that enables you to move to the previous and next page in the help sequence. The Back button in the help taskbar enables you to return to the last page you viewed. Useful Features Page 22 of 309

23 Search Utility Certain windows in Sage Accounts Production contain a Search button. 1. Click the Search button. 2. This opens a Find window containing two elements: the Search Column section This contains a number of radio buttons that enable you to select the information type you want to search for. the Find What field Having selected a radio button in the Search Column section, type in this field some text that identifies the item you are looking for, bearing in mind that it should relate to the information type you have selected. 3. Click the Find button. 4. The item in the window the most closely matches your search criteria is highlighted. Useful Features Phone Book Sage Accounts Production contains a phone book in which you can maintain names, addresses and telephone numbers. Adding a phone book entry 1. Select the File - Phone Book menu option, or click Open Phone Book in the navigation pane s Links section. 2. The Phone Book window displays. This contains a list of existing phone book entries. 3. Click the Add button. 4. Specify the necessary information. 5. Click OK. Editing a phone book entry 1. Select the File - Phone Book menu option, or click Open Phone Book in the navigation pane s Links section. 2. Select the relevant entry, and then click the Edit button. 3. The Phone Input window displays. Make the necessary changes to the entry. 4. Click OK. Deleting a phone book entry 1. Select the File - Phone Book menu option, or click Open Phone Book in the navigation pane s Links section. Page 23 of 309

24 2. The Phone Book window displays. Select the entry that is to be deleted 3. Click the Delete button. A message box prompts you to confirm that you wish to delete the selected entry. Click the Yes button to delete the entry, or click No to abandon the deletion. Printing the phone book 1. Select the File - Phone Book menu option, or click Open Phone Book in the navigation pane s Links section. 2. The Phone Book window displays. Click the Print button. 3. The Phone Report window displays. This window contains buttons that enable you to specify print settings. You can click the Preview button to display a preview of the printed list. 4. Click the Print button to print the phone book. Searching the phone book You can find an entry in the phone book using Accounts Production s Speed Search utility. 1. To open the phone book, select File - Phone Book, or click Open Phone Book in the navigation pane s Links section. 2. Type the first character of the relevant last name. The Speed Search box displays a list of phone book entries sorted alphabetically on the basis of last name. The part of the list that most closely matches the character you have typed is visible. 3. Continue entering the characters to drill down to the name you require. 4. Press Enter. The Speed Search utility closes, and the phone entry you require is displayed. Useful Features Calculator Sage Accounts Production uses the standard Windows calculator. Open the calculator by selecting the File - Calculator menu option, or by clicking Use Calculator in the navigation pane s Links section. If you need information about how to use the calculator, press the F1 key when the calculator window is open. Useful Features Setting up the System This section is designed to enable you to set up your system and begin to use it. It also walks you through the basics of Sage Accounts Production. Overview of Sage Accounts Production Creating a New Client and Dataset Page 24 of 309

25 Producing a Set of Accounts for a Client Journals Nominal Ledger Posting Journals to the Nominal Ledger Posting Bank, Cash and Recurring Entries Producing Reports and Trial Balances Adding Information to the Accounts Database Introduction to Accounts Pages Year End Routine Creating a New Client and Dataset Sage Accounts Production uses master formats, which contain the information required to produce sets of accounts that comply with the requirements of professional bodies and legislation. These formats are updated to meet changes to these requirements. For more information, see What are formats? Each financial year associated with a client is known as a dataset. Now you create a new client and its first dataset. If you in standalone mode or Sage Practice Solution-integrated mode, the procedure for creating a client varies. For more details about Sage Practice Solution integration in Sage Accounts Production, see Practice Solution Integration. By default, when you log into Sage Accounts Production for the first time, the Client panel is open on the left-hand side of the workspace. 1. Click the Clients button on the main toolbar. 2. The Clients window is opens, displaying a list of existing, if there are any. 3. Click the Add button. The Add Dataset screen is displayed. Dataset Fields Client Code Client Name Year End Date Accounts Description Default Directory Password The code that identifies the client. You can use up to eight alphanumeric characters to specify the new client. The client s name. This is displayed on the final accounts pages, so it s crucial to ensure that it is correct. The date on which the accounting year will end for the client s new dataset. Automatically updated when Year End date is entered. Automatically updated when Year End date is entered. If you want access to the client s new dataset to be limited, you can enter a password of up to ten Page 25 of 309

26 characters. Each character is represented by an asterisk (*) in this field. See Passwords and Security for more information about restricting access to the system. Master Client Client Code You can base a new client on an existing master client. Select this checkbox to base the new client on one of the existing clients, such as Company, Sole, or Partner. The Browse button displays a list of master clients. Select the master client upon which you wish to base your new client. A list of the clients belonging to the master client opens. Double-click the client with the most recent Year End date. This is the client that complies with the most up-to-date legislation. Client Directory Add to Master Formats Update to Latest Format Updated automatically when the Client Code is selected, as described above. Select this checkbox if you intend the new client to serve as a master client. This adds the client to the Master Client List. Select this checkbox if you want a prompt to be displayed when the master client is more current than the client. For additional settings, select the Dataset Options tab. Option Bookkeeping Invoicing Quantity Accounting Multiple Users Automatically Update Nominal Groups Read only dataset Description Select this checkbox to enable Bookkeeping functionality. Select this checkbox to enable Invoicing functionality. Select this checkbox to enable Quantity Accounting (for stock control, typically in farm accounts). Select this checkbox to make it possible for several users to access the dataset. Select this checkbox to ensure that nominal groups are updated automatically. If you belong to an access group with appropriate rights, you can select the Read-only dataset checkbox to make the dataset read-only. This disables the following options: Add/Edit/Delete a transaction Add/Edit/Delete a page Add/Edit/Delete a database code Add/Edit/Delete a nominal ledger detail Add/Edit/Delete a customer or supplier Add/Edit/Delete an AWP definition Page 26 of 309

27 Option Description Change Dataset Settings Selecting the checkbox also automatically locks the accounts format. You can t unlock the accounts format while the dataset is read-only. Lock Accounts Format Select this checkbox to lock the accounts format. This disables the following options: Add/Edit/Delete a page Add/Delete a database code Add/Edit/Delete a nominal ledger detail Add/Edit/Delete a AWP definitions Change Dataset Settings Account for the euro Base Currency Dual Currency Cost Centres Select this checkbox to enable the Accounting for the Euro feature. You ll see this option only when Account for Euro is selected in the Workstation Settings window. (See Settings for more information.) You ll also need to specify a Base Currency and Dual Currency. The base currency of your accounts. This is displayed on the Status Bar along with the client code, name and Year End date. If you change the base currency, a conversion routine will automatically convert the historical data to the new base currency. The Dual currency (usually the Euro) for your accounts. This currency is used only for reporting purposes. Select this checkbox to add Cost Centres functionality to this dataset. If you select this option, you must enter a default cost centre. If you are a UK user in standalone mode, click OK to create the client. Click OK to create the client. When you click OK in Sage Practice Solution-integrated mode, you are prompted to provide further information, including: the business type of the new address date of incorporation When you have finished providing this data, the program attempts to create the client on the Sage Practice Solution server, as well as on your workstation. (When you create a client when the program is in offline mode, the application does not attempt to set up the on the Sage Practice Solution server until you switch to Sage Practice Solution-online mode.) Page 27 of 309

28 Clients and Datasets Producing a Set of Accounts for a Client This section shows you how to produce a set of accounts for a new client. Using Nominal Codes and Groups How do I add a nominal code? Nominal Groups How do I add a nominal group? Posting Journals to the Nominal Ledger Multiple Entry Journals Double Entry Journals Product Links Producing Reports and Trial Balances Adding Information to the Accounts Database Introduction to Accounts Pages Year End Routine Using Nominal Codes and Groups The Nominal Ledger contains a set of nominal accounts organised into Nominal Groups. You can add, edit and delete nominal accounts to suit the needs of the client. Each nominal account can be defined as a profit and loss account or a balance sheet account. The default structure of the Nominal Ledger when you begin to use Sage Accounts Production to follows the logical sequence of accounts for the Trading Profit and Loss Account and Balance Sheet. The first hundred accounts are sales accounts, and are marked with a P in the P/B column of the Nominal Ledger window to signify that they are Profit & Loss accounts. The second hundred accounts are cost accounts, and so on. Sales accounts are contained in the Nominal group SALES. This group of nominal accounts determines the total Sales figure on the Introduction to Accounts Pages. How do I add a nominal code? 1. Select Accounts - Nominal Codes, or click the Nominals button on the taskbar. 2. The Nominal Ledger window opens. Click the Add button. 3. The Add a New Nominal Account window opens. Enter a Nominal Code and a Description of the code. 4. The Mirror Code is the code of an existing nominal account. The settings in the mirror nominal account are applied to the new nominal account. If appropriate, specify a mirror code for the new nominal account. The nominal group and all free-form groups associated with the mirror code are copied to the new nominal account, so that the nominal account is automatically represented on the Accounts Page and Notes. When you enter a mirror code the Is this a Profit & Loss Account and the Nominal Group settings are entered automatically. Page 28 of 309

29 5. If you want the new account to be a Profit & Loss account, select the Is this a Profit and Loss Account checkbox. If it is left deselected, the nominal account will remain a Balance Sheet account. 6. Also enter the Nominal Group code to which the account will belong. 7. Click on the Advanced button to access more settings. 8. The Year End Transfer Code field specifies the nominal account to which any balance in the new nominal account will be transferred during the Year End procedure. This means that the current nominal account balances can be written into a single transfer code, producing an opening balance for the new year. 9. The Substitute Code enables you to define a temporary balance transfer from one nominal code to another. This occurs when you access the Introduction to Accounts Pages, and is reversed when you exit them. No transactions posted for these transfers - these remain in their respective nominal accounts. This feature is useful in a case where a nominal account has a debit balance, but it would ordinarily have a credit balance (or vice versa). 10. The Lock Nominal Code checkbox enables you to prevent the posting of entries into the nominal account. 11. Click OK to return to the Add a New Nominal Account screen. 12. Click OK again to create the new Nominal Account. Producing a Set of Accounts for a Client Nominal Groups There are two types of nominal group in the Nominal Ledger: Nominal Groups: Each nominal account must be assigned to a single nominal group. This ensures that its balance appears once and only once in the Profit and Loss account or Balance Sheet. Freeform Groups: These are used to determine the values in the Introduction to Accounts Pages. You use them to define analysis groups for reports, so that you can view totals quickly and easily. A nominal account can belong to any number of freeform groups. This flexibility enables you to manipulate accounts easily to produce client reports and notes, such as Tax Computations and Cash Flow Statements. If you are using an Accounts Production format (see What are formats?), the nominal and freeform groups will already be set up for your Nominal Ledger. You can also set up your own nominal groups and view the information they contain. Producing a Set of Accounts for a Client How do I add a nominal group? 1. Select Accounts - Nominal Groups, or click the Groups button on the taskbar. 2. The Groups window opens. Click Add to add a new nominal group. 3. The Add a New Group window opens. Enter the new group s code. 4. You can also enter a description for the group. Page 29 of 309

30 5. Select the Is this a Nominal Group checkbox if you want the group to be a nominal group. If the checkbox is left deselected, the group will be assumed to be a Free Form Group. 6. Select the Is this a Profit & Loss Group checkbox if you want the group to contain Profit & Loss nominal accounts. If the checkbox is left deselected, you ll be allowed to add only Balance Sheet accounts to the group. 7. Click the Advanced button. 8. The Mapping Range is used during the update procedure. Enter a series or range of nominal codes here, such as 001: The nominal code separators are: A colon (:) signifies a from-to range. So, 001:099 means all nominal codes from 001 to 099. A full stop (.) is equivalent to the word AND. So, means nominal code 101 AND nominal code 301. During the Update procedure, the system checks the mapping range, and then adds to it all the dataset s existing nominal codes that are within the range. 9. Click OK to return to the Add a New Group screen. 10. Click OK again to save the new nominal group. Producing a Set of Accounts for a Client Posting Journals to the Nominal Ledger The Journals window lists details of all journal entries that have been posted to the Nominal Ledger. You can double-click any journal entry to view details of the posting that created the entry. You can: add all types of transactions for posting edit posted transactions delete transactions that have been entered in the current session You can also search for particular transactions. Sage Accounts Production contains these journal posting options: Multiple Entry Journals Double Entry Journals Accruals Journals Prepayments Journals Multiple Entry Journals You can post multi-sided journal entries. The posting can be either a Temporary or a Permanent posting. 1. Select the Accounts - Journals menu option, or click the Journals button on the taskbar. The Journals screen opens. Page 30 of 309

31 2. Click the Multiple button. 3. The Multiple Entry Journals screen opens. Enter the Batch Date. 4. Select the Temporary Journals checkbox if you want to be able to post a Temporary entry to a journal. This enables you to check its effect on the accounts before you make it a Permanent posting. 5. Enter the code of the nominal account to which the transaction will be posted. 6. Specify a Reference code that will identify the transaction on printed reports. 7. Optionally, you can enter a Narrative to provide additional information about the transaction. 8. Enter the relevant transaction amount in either the Debit column or the Credit column. 9. Select the Tax cell if the transaction is tax-relevant. This enables you to generate a report displaying only tax-relevant journal entries. 10. Select the NB cell if the transaction is noteworthy for any reason. This enables you to generate a report displaying only noteworthy journal entries. 11. Selecting one of the Automatic Narrative radio buttons enables you to obtain a narrative for the current journal entry automatically. There are three options: a nominal account description taken from the Nominal Ledger the previous row s narrative no automatic narrative 12. The Opening Bals checkbox enables you to flag the transaction as an opening balance. Its transaction type will be JNO. The figure for the bank accounts will be automatically entered on the Bank Reconciliation screen. 13. The Delete button enables you to remove postings, if necessary. 14. Click the Save button to save the multiple-entry transactions currently listed. 15. Click Close to return to the Journals screen. Posting Journals to the Nominal Ledger Producing a Set of Accounts for a Client Double Entry Journals A Double Entry Journal is one in which each debit has a matching credit entry. Sage Accounts Production allows you to make double-entry journal entries directly, entering the amount just once, and specifying the nominal accounts to which the credit and debit transactions will be posted. This ensures that the Nominal Ledger is kept in balance. 1. Select Accounts - Journals, or click the Journals button. 2. The Journals screen opens. Click the Double icon. 3. The Double Entry Journals screen opens. Enter the Date on which the transaction occurred. 4. Specify a reference for the transaction that will identify it in reports. 5. Optionally, provide a Narrative text for the transaction. Page 31 of 309

32 6. Enter a debit nominal code to specify the nominal account to which the debit transaction will be posted. 7. Enter a credit nominal code to specify the nominal account to which the credit transaction will be posted. 8. Enter the transaction value in the Amount column. This amount will be posted into the debit and credit nominal accounts. 9. Select the Tax cell if the transaction is tax-relevant. This enables you to generate a report displaying only tax-relevant journal entries. 10. Select the NB cell if the transaction is noteworthy for any reason. This enables you to generate a report displaying only noteworthy journal entries. 11. Selecting one of the Automatic Narrative radio buttons enables you to obtain a narrative for the current journal entry automatically. There are three options: a nominal account description taken from the Nominal Ledger the previous row s narrative no automatic narrative 12. The Delete button enables you to remove postings, if necessary. 13. Click the Save button to save the double-entry transactions currently listed. 14. Click Close to return to the Journals screen. Posting Journals to the Nominal Ledger Producing a Set of Accounts for a Client Accruals Journals The Accruals feature enables you to post self-reversing journals. This means that when you run the Year End routine, and bring balances forward into the new year, the journals automatically reverse so that the correct new year starting balance is entered in each nominal account. 1. Select Accounts - Journals, or click the Journals button. 2. The Journals screen opens. Click the Accruals button. The Accruals screen will be displayed. 3. In the Nominal Account to Credit field, enter the code of the nominal account to which the credit transaction will be posted. 4. Specify a reference for the transaction that will identify it in reports. 5. Optionally, provide a Narrative text for the transaction. 6. Enter the Batch Date in which the transaction will be posted to the Nominal Ledger. 7. In the Amount column specify the value of the transaction. 8. In the Debit Cd cell, specify the code of the nominal account code to which the amount will be posted. 9. Select the Tax cell if the transaction is tax-relevant. This enables you to generate a report displaying only tax-relevant journal entries. Page 32 of 309

33 10. Select the NB cell if the transaction is noteworthy for any reason. This enables you to generate a report displaying only noteworthy journal entries. 11. Selecting one of the Automatic Narrative radio buttons enables you to obtain a narrative for the current journal entry automatically. There are three options: a nominal account description taken from the Nominal Ledger the previous row s narrative no automatic narrative 12. The Delete button enables you to remove postings, if necessary. 13. Click the Save button to save the accruals transactions currently listed. 14. Click Close to return to the Journals screen. Posting Journals to the Nominal Ledger Producing a Set of Accounts for a Client Prepayments Journals Prepayments are transactions posted to the Nominal Ledger for which a reverse entry will be posted automatically at the beginning of the next accounting period. The reverse posting is dated to the day after the original entry, unless the original entry has the Year End date. In this case, the reverse posting is not generated until after the Year End routine is run, and will then be dated to the first day of the new period. The prepayments account is Debit Select Accounts - Journals, or click the Journals button. 2. The Journals screen will be displayed. Click the Prepay button. 3. The Prepayments screen opens. In the Nominal Account to Debit field, enter the code of the nominal account to which the debit transaction will be posted. 4. Enter the Batch Date. This is when the transaction will be posted to the Nominal Ledger. 5. Specify a reference for the transaction that will identify it in reports. 6. Optionally, provide a Narrative text for the transaction. 7. In the Amount cell, enter the value of the transaction. This value is posted into the debit and credit nominal accounts. 8. The Credit Code is the nominal account code to which the credit transaction will be posted, you must enter an existing code in this field. 9. In the Debit Cd cell, specify the code of the nominal account code to which the amount will be posted. 10. Select the Tax cell if the transaction is tax-relevant. This enables you to generate a report displaying only tax-relevant journal entries. 11. Select the NB cell if the transaction is noteworthy for any reason. This enables you to generate a report displaying only noteworthy journal entries. 12. Selecting one of the Automatic Narrative radio buttons enables you to obtain a narrative for the current journal entry automatically. There are three options: a nominal account description taken from the Nominal Ledger Page 33 of 309

34 the previous row s narrative no automatic narrative 13. The Delete button enables you to remove postings, if necessary. 14. Click the Save button to save the prepayment transactions currently listed. 15. Click Close to return to the Journals screen. Posting Journals to the Nominal Ledger Producing a Set of Accounts for a Client Posting Bank, Cash and Recurring Entries Let s see how you post bank transactions and recurring entries. You handle these using the following elements: Payments Receipts Bank Reconciliation Recurring Entries Payments The Payments window displays details of all payments that have been posted to the Nominal Ledger. You can: double-click an entry to see further details spread the value of a payment over a number of VAT rates and nominal accounts edit posted transactions delete transactions entered in the current session search for particular transactions display transactions only, or batches only 1. To add a payment, select Accounts - Bank and Cash Entries - Payments, or click the Payments button on the taskbar. 2. The Payments window opens. Click the Add button. 3. The Add Payments window opens. In the Nominal to Credit field, enter the code of the nominal account to which the credit transaction will be posted. The default nominal code is 771 (the default bank account). You can change this if necessary. 4. The Batch Date field contains the date on which the transaction will be posted to the Nominal Ledger. 5. In the next available line in the payment grid, enter the Date on which the transaction occurred. 6. Provide an identifying reference of the transaction. 7. You can also enter a string of narrative text to further identify the transaction. Page 34 of 309

35 8. The Amount cell contains the gross value of the payment, including VAT if applicable. This value will be posted into each of the accounts specified in the Nominal to Credit field and the Debit Cd cell. 9. In the Debit Code cell, specify the nominal account to which the payment will be posted. 10. Select the Tax cell if the transaction is tax-relevant. This enables you to generate a report displaying only tax-relevant journal entries. 11. Select the NB cell if the transaction is noteworthy for any reason. This enables you to generate a report displaying only noteworthy journal entries. 12. Selecting one of the Automatic Narrative radio buttons enables you to obtain a narrative for the current journal entry automatically. There are three options: a nominal account description taken from the Nominal Ledger the previous row s narrative no automatic narrative 13. You can click the Delete button to remove the payment on the currently selected line. 14. If you wish to split a payment across a range of nominal accounts and VAT rates, click the Split button. The Splits screen opens. The Amt Inc VAT column displays the total value of the split that will be posted to the bank nominal account, including VAT. The Analysis Cd column specifies the nominal account code to which this split of the payment will be posted. Enter a Narrative to identify the split entry. A running total shows the value allocated through splits and the remaining unallocated value. If the total value is not equal to the sum of the splits, click Adjust Total to change the total payment value to match the sum of the splits. When you have entered all the splits for the payment, click Save. If the sum of the splits is not equal to the total payment value, an error message will be displayed. 15. In the Add Payments window, click the Save button to save the payments currently listed. This posts the entries to the Nominal Ledger. 16. Click Close to return to the Payments screen. Posting Bank, Cash and Recurring Entries Receipts The Receipts screen contains details of all the receipts that have been posted to the Nominal Ledger. You can: double-click any entry to display further details of the posting that created the entry spread the value of a receipt over a number of VAT rates and nominal accounts edit, delete and search posted transactions entered in the current session display transactions only, or batches only Page 35 of 309

36 1. To add a receipt, select Accounts - Bank and Cash Entries - Receipts, or click the Receipts button. 2. The Receipts window opens. Click the Add button. 3. The Add Receipts window opens. The Nominal to Debit field specifies the nominal account to which the debit transaction will be posted. It defaults to 771, but you may change this to suit your needs. The Batch Date displays the date on which the transaction will be posted to the nominal ledger. 4. On the next available line in the receipts grid, in the Date column enter the date the transaction occurred. 5. Specify a Reference that will identify the transaction in reports. 6. In the Lodg No column, you can use a lodgement number to cross-reference the receipt with your bank reconciliations. See Bank Reconciliation for more information. 7. You can enter an optional string of narrative text to further identify the transaction. 8. In the Amount column, enter the gross value of the payment, including VAT if applicable. This value will be posted into the accounts specified in the Credit Cd cell and the Nominal to Debit fields. 9. In the Credit Cd column, specify the nominal account to which the credit transaction will be posted. 10. In the Debit Code cell, specify the nominal account to which the payment will be posted. 11. Select the Tax cell if the transaction is tax-relevant. This enables you to generate a report displaying only tax-relevant journal entries. 12. Select the NB cell if the transaction is noteworthy for any reason. This enables you to generate a report displaying only noteworthy journal entries. 13. Selecting one of the Automatic Narrative radio buttons enables you to obtain a narrative for the current journal entry automatically. There are three options: a nominal account description taken from the Nominal Ledger the previous row s narrative no automatic narrative 14. Selecting the VAT checkbox enables two further columns: VAT Cd and VAT Amount. The VAT Cd is the VAT code applied to this entry. A drop-down list enables you to select from all the VAT codes set up in this dataset. The VAT Amount is the value of the VAT component of this entry. The default value is determined from the value in the Amount field and the selected VAT code. 15. If you wish to split a receipt across a range of nominal accounts and VAT rates, click the Split button. The Splits screen opens. The Amt Inc VAT column displays the total value of the split that will be posted to the bank nominal account, including VAT. The Analysis Cd column specifies the nominal account code to which this split of the receipt will be posted. Enter a Narrative to identify the split entry. Page 36 of 309

37 A running total shows the value allocated through splits and the remaining unallocated value. If the total value is not equal to the sum of the splits, click Adjust Total to change the total receipt value to match the sum of the splits. When you have entered all the splits for the receipt, click Save. If the sum of the splits is not equal to the total receipt value, an error message will be displayed. 16. The Lodgements button displays Lodgment numbers and their associated totals for the batch only. 17. When you have made all the required entries, click the Save button. This posts the entries to the Nominal Ledger. The receipts will always balance because each transaction has both a debit and a credit nominal. 18. Click the Close button to return to the Add Receipts window. 19. Click Close again to exit the Receipts window. Posting Bank, Cash and Recurring Entries Bank Reconciliation You can reconcile transactions within the Nominal Ledger with entries on a bank statement. Lodgements to the bank account can be viewed either individually or in lodgment totals. You can: match Nominal Ledger entries against bank account entries produce reports showing details of bank reconciliation details over a selected time period for a bank account 1. To reconcile a bank account, select the Accounts - Bank and Cash Entries - Bank Reconciliation menu option, or click the Reconcile button. 2. The Bank Reconciliation window opens. In the Bank Details section of this window, specify the: Reconciliation Date of the account (today s date) Bank Nominal Code ( the nominal account code for the bank account to be reconciled) Statement Balance (the balance of the bank account) 3. In the List section, specify whether you want to display entries that are reconciled, or unreconciled. Only unreconciled entries can be matched against the current bank statement. 4. Specify whether you wish the Lodgement Totals to be displayed. 5. For each transaction on the bank statement, do one of the following: select the transaction s Tick cell to signify that it is reconciled select the transaction, and press the Space Bar to reconcile the transaction 6. If you wish to enter a new payment or receipt (to reconcile an item in the bank statement that has not been entered in the Nominal Ledger), click the Payments or Receipts button. You can then enter the payment or receipt directly. The default nominal account for these entries is the bank account that is being reconciled. 7. If you want to edit a payment or receipt entry in the Nominal Ledger, select the entry, and then click the Edit button. This will display the Payments window or the Receipts window, as appropriate. You can then make the required changes and save them. You can t change details of a transaction after it has been reconciled. Page 37 of 309

38 8. If you want to reverse reconciliation of a transaction, select the Reconciled Entries checkbox in the List section, locate the transaction, and deselect its Tick cell. Click the Save button to remove the reconciliation. 9. If you want to find a specific transaction to match against a bank statement entry, click the Search button. This will display a find window. Enter the search criteria and then click the Find button. The first transaction matching the criteria will be selected. You can then click the Next button to find subsequent transactions meeting the criteria until the required transaction is found. 10. When all statement entries have been reconciled, the Reconciled Bal and Statement Bal values in the Reconciliation section of the window should be the same. You can now click the Print button to produce a Reconciliation Report. 11. Click the Save button to save the bank reconciliation. If you do not save the reconciliation, ticked entries will remain ticked, but will not be reconciled. This enables you to perform partial reconciliations, and retain the transaction selections until they are saved. Posting Bank, Cash and Recurring Entries Recurring Entries Recurring entries occur when a transaction is repeatedly posted on a weekly, fortnightly, monthly, bi-monthly, quarterly, annual or bi-annual basis. A typical recurring entry is a regular rent payments, or a magazine subscription. You need only set up the recurring entry transaction details once, indicating a posting frequency of posting. Then, at the start or end of each period, you run a routine to post these transactions. You can set up recurring entries for: double-entry journals accruals prepayments payments receipts sales invoices purchase invoices 1. To set up a recurring entry, select Accounts - Recurring Entries. 2. The Recurring Transactions window opens. Click Add. 3. The Add Recurring Entry screen opens. Select the Transaction Type. Recurring Entries can be posted for the following transaction types only: Double Entry Accrual Prepayment Purchase Invoice (if the relevant additional module is licensed) Payment Page 38 of 309

39 Receipt Sales Invoice (if the relevant additional module is licensed) Notes: In the case of the Purchase Invoice, Payment, Sales Invoice or Receipt types, the Split button is enabled. In the case of the Sales Invoice or Purchase Invoice types, you must enter an Invoice Number. The Ref No field is available for all transaction types except Sales Invoice or Purchase Invoice. However, it can be made available for these types also by enabling the Use Our Ref feature in the in the Sales Ledger Settings window or the Purchase Ledger Settings window. 4. Enter narrative text that will identify the recurring entry in reports. 5. When you specify the Gross Amount and the VAT Rate, the Net Amount is automatically displayed. 6. The Debit Code is the nominal account to which the debit transaction will be posted. 7. The Credit Code is the nominal account to which the credit transaction will be posted. 8. Enter the Date of First Entry, the Number of Entries, the posting frequency. 9. Select the Put Entry on Hold option if necessary. 10. Specify the Date of Last Entry made, and the number of entries posted. If the Transaction Type is Purchase Invoice, Payment, Sales Invoice or Receipt, the Split button is enabled. You can use this to split the transaction, which involves specifying: transaction amount, inclusive of VAT analysis code narrative text VAT code for each split When all the splits have been entered, the transaction total should equal the gross amount in the Add Recurring Entry window. Otherwise, click the Adjust Total button and adjust the gross amount. To split a recurring purchase invoice or sales invoice, specify: gross amount analysis code narrative text VAT code VAT amount The net amount will be calculated automatically. When all the splits have been entered, the transaction total should agree with the gross amount in the Add Recurring Entry screen. Otherwise, click Adjust Total. 11. Once you have entered all the relevant details, click OK. The split recurring entry will now be added to the Page 39 of 309

40 Recurring Transactions screen. 12. To post this recurring transaction, click the Post button. 13. The Recurring Transactions Report screen opens. In the Generate Transactions Up To field, enter the date up to which you want the Recurring Entries to be posted. 14. To view the posting that will be made, click the Preview button. 15. To post the entries, click the Post button. The entries will be posted to the Nominal Ledger in the normal way, and can be seen in their respective browse windows. 16. To abandon the posting, click the Cancel button. This returns you to the Recurring Transactions screen. Posting Bank, Cash and Recurring Entries Producing Reports and Trial Balances Simple Trial Balance Formatted Trial Balance Generating Reports Setting up the System Simple Trial Balance The Simple Trial Balance shows the balance of each nominal account. This balance is simply the sum of the account s transactions. Gross and net profit and loss amounts are also shown on the Simple Trial Balance. These are calculated using groups. You can specify groups for the Simple Trial Balance by selecting the Tools - Settings - Dataset Settings menu option. 1. To view the Simple Trial Balance, select Accounts - Simple Trial Balance. 2. The Trial Balance window opens. To view all nominal accounts, including those with zero balances, deselect the Suppress Zeros checkbox. 3. To compare nominal balances with those for the previous accounting year, select the Show Comparatives checkbox. Previous-year debit and credit balances for each account will be shown included in the Simple Trial Balance. The trial balance screen also shows the Gross Profit/Loss and Net Profit/Loss amounts. 4. Double-click on any of the nominal accounts listed in the window to display the ledger card showing all the transactions in that particular account. 5. You can also double-click an individual transaction in the ledger card for more detailed information. 6. Click the Search button to search the Simple Trial Balance by nominal code or description. Producing Reports and Trial Balances Page 40 of 309

41 Formatted Trial Balance A Formatted Trial Balance provides an in-depth breakdown of nominal accounts. Profit & Loss nominal accounts and Balance Sheet nominal accounts are separated, with Current Balance, Comparative and Variance shown for each account. 1. To print a Formatted Trial Balance, select Reports - Nominal Ledger Reports - Formatted Trial Balance. 2. The Formatted trial balance window opens. Select the From and To periods. 3. Select the Do Not Round Figures checkbox to prevent the Formatted Trial Balance from rounding balances. ( How are amounts rounded?) 4. To preview the Formatted Trial Balance, click the Preview button. The Formatted Trial Balance will be displayed on screen. To manipulate the preview you can use the toolbar at the top of the window. 5. Click the Print button to print the report. Because the Formatted Trial Balance is one of the application s Introduction to Accounts Pages, you can alter the layout of the Formatted Trial Balance. Producing Reports and Trial Balances Generating Reports The Reports menu provides access to all of Sage Accounts Production s reports. List of Accounts Production reports Journal Reports List of Journals List of Tax/NB Journals Bank and Cash Account Reports List of Cash Receipts List of Cheque Payments List of cash receipts/payments Bank Reconciliation Report Cheque Printing Invoice Allocation Listing Transaction Reports Nominal Ledger Reports Transaction List Report Simple Trial Balance Six-Year Simple Trial Balance Formatted Trial Balance Nominal Account Details List Of Nominal Codes Fixed Asset Reports Audit Trail VAT Return Fixed Asset Listing Audit Trail VAT Return Page 41 of 309

42 Additional Sales Ledger, Purchase Ledger and Cost Centre reports are available after you enable the relevant additional modules. (See What additional modules does Accounts Production support? ) How do I print a report? 1. Select the Reports menu option. 2. Select the relevant report in the list of menu options. The relevant report generation screen. Typical information you need to specify on this screen includes: Start and finish dates for transactions to be included in this report The defaults are the first and last dates of the current accounting year. Transaction range If you make an entry only in the From field, transactions with this number or greater will be included. If you make an entry only in the To field, transactions of this number or less will be included. Batch numbers If you make an entry only in the From field, transactions with this batch number or greater will be included. If you make an entry only in the To field, transactions of this batch number or less will be included. Nominal account codes If you make an entry only in the From field, transactions for this code or greater will be included. If you make an entry only in the To field, transactions for this code or less will be included. Reference numbers If you make an entry only in the From field, transactions with this reference number or greater will be included. If you make an entry only in the To field, transactions of this reference number or less will be included. Value range If you make an entry only in the From field, transactions of this value or greater will be included. If you make an entry only in the To field, transactions of this value or less will be included. Sort By The Sort By option enables you to sort the transactions on the basis of a particular criterion, such as Date, Transaction No., Batch No., Nominal Code or Reference No. Transaction Type Some reports enable you to specify the transaction types you want to include in the report: All Transactions, Opening Balances, Journals, Accruals or Prepayments. 3. Click the OK button to confirm your selections. 4. Click Settings to modify the report layout. 5. Click Preview to preview the report. You can save the previewed report in Word document format, Excel format, or HTML format. Click Close to return to the main report screen. 6. Click Print to print the report. Page 42 of 309

43 Setting up the System Adding Information to the Accounts Database The Accounts Database contains the information necessary to produce accounting reports. It stores all the nonfinancial legislative information required for a full set of accounts. The database is organised into groups and subgroups. Each selection you make can affect the options available in the other areas of the database. This enforces data consistency when information is entered. You can define each group s name, and specify the subgroups it contains. Accounts Database entries can be retrieved and displayed in pages as necessary. By updating the database, you also update the pages that use database information. The Accounts Database must be complete and up to date before you print a set of accounts for the first time. The Trial Balance must be posted before you add information to the Accounts Database. Creating database groups, sub-groups and entries 1. Select Reports - Accounts Pages. 2. Click the Settings button. 3. Click the Database Groups tab. 4. In the left-hand pane, select the group to which you wish to add a sub-group. (To add a new group, click into this pane and then click Add.) 5. To add a subgroup to the group you have selected, click into the right-hand pane and click Add. 6. The Database Sub-Group screen opens. Enter a code for the sub-group. This code can be up to five alphanumeric characters. The first subgroup can have the same code as its parent group. Each subsequent subgroup must have a unique code. 7. Enter a description for this sub-group. This description appears on a tab in the Accounts Database. 8. Click OK when you have entered all the relevant information. 9. Once you have added the new subgroup, you can set up database entries. Click the Database tab. 10. Click the Add button to display the Database Add/Edit screen. 11. Enter a code for the database entry. A maximum of twelve alphanumeric characters can be used. All codes below 8000 are reserved for formats supplied by Sage Accounts Production. 12. In the Prompt field, enter the text that will appear as a prompt for this entry in the Accounts Database window. This should be a question to which the user will need to respond. 13. Select the Source Type. This is the type of information the entry will contain. 14. Select the Result Type. 15. Select the group to which the entry will belong, and its subgroup. 16. From this drop-down list, which contains all subgroups defined for the selected group, select the database subgroup to which this entry will belong. Page 43 of 309

44 The Prompt will be displayed in the Accounts Database window when the group and subgroup are selected. Entries will be displayed in numeric order of their codes. 17. Select the Page Name - the name of the page that will be used when cell references have been included in the Screen Condition expression. Only cells on the page you specify will be checked. 18. Specify a Screen Condition expression that determines when this database entry will be unavailable in the Accounts Database window. You can build up the condition using ampersand (&) codes as appropriate. You can include cell references in the condition. The relevant cell will be checked on the page named in the Page Name field. 19. Select the Clear at Year End checkbox to clear the details at Year End. 20. Click OK to confirm all your entries and selections. Setting up the System Introduction to Accounts Pages You use Accounts Pages when you are designing a report. The application comes with a set of standard accounts pages, but you can also design your own. To open the Pages window, click Pages in the toolbar. This opens the Pages window, where pages are categorised according to Page Type. Each page type has a tab. You can define your own page types, and allocate pages to them. Each page type has a tab in the Pages window. The tab contains all the pages of that type. What does a page contain? Each accounts page can be up to 200 lines long (identified by numbers 1-200) and 26 columns wide (identified by letters A - Z). A header and footer, in the form of two separately defined pages, can be incorporated to occupy lines at the top and bottom of the page. If there is more information than can be printed in one page, a second page will be printed using the same header and footer. Page Security A page can be locked so that its layout is fixed. A password can be applied to it to prevent unauthorised access or editing. Organising a Report You can specify the order in which pages will be printed, and conditions that will prevent printing of individual pages within the report. Pages can be copied between clients, or duplicated within a report with different criteria and settings. The overall report format can also be defined. Using Print Selections A print selection enables you to print a number of accounts pages together. You can define up to 99 print selections, each with its own name and containing selected accounts pages belonging to the dataset. Page 44 of 309

45 1. To define a print selection, select the Reports - Accounts Pages menu option. 2. The Pages screen opens. This contains a set of tabs that organise your pages into type categories. Click Selection. 3. The Print Selections screen opens. Click the Add button. 4. Enter a Name for the print selection in the Description field. You can enter up to 50 characters, but only the first 43 will be displayed in the Print Selections window. 5. Use the Page Type tabs on the left-hand side of the window to select an accounts page. 6. Click the right-pointing arrow, to add the page to the print selection. 7. Repeat this process until you have added all the necessary pages to the print selection. 8. To remove a page, use the left-pointing arrow. 9. Click the Notes button under the arrows to include the notes for this set of accounts in the print selection. (Page numbering and Note numbering are generated automatically.) 10. Click the Advanced button to add conditions to the print selection. In the Print Select Condition pane, enter a formula that determines the conditions under which the print selection will not be printed. You can use AND and OR to link the functions to specify complex conditions that will prevent printing the print selection. See Formulae Used in Pages for more information. You can also specify an Error Message. Click OK to return to the Print Selection screen. 11. Click OK to return to the Print Selections screen. 12. Click View to view the print selection currently highlighted. 13. Click the Print button to print your print selection. Introduction to Accounts Pages Year End Routine Before you run the Year End routine Running the Year End routine Passwords and Security Postings for Next Year Before you run the Year End routine Before you carry out the Year End procedure, back up of your data and store it in a removable storage medium, such as a memory stick or an external drive. See Backing up Clients. Run data integrity checks to ensure the data and balances are fine prior to the year-end procedure. See Data Integrity. You can also run the Data Checks report to identify any remaining problems. If you have a data problem you can t resolve, contact our Software Support team on (Ireland) or (UK) for advice. When you have confirmed the integrity of your data, run the following reports: Page 45 of 309

46 Debtors Control Aged Debtors report up to the year-end date Creditors Control Report Un-posted Invoices and Credit notes Aged Creditors Report up to the year-end date Simple Trial Balance Report up to the year-end date Formatted Trial Balance for the full year Audit Trail (optional) Full and abridged financial statements Year End Processing Passwords and Security Running the Year End routine 1. Select Tools - Year End Routine. The Year End window appears. 2. The following table describes the information you need to enter: Retained Profit Nominal Code Destination Directory for Dataset after Year End Create Opening Balance Journals Clear out Paid Purchase Transactions The default nominal code is 991, but you can change this if necessary. The location where the system will create a new directory containing the new year s nominal codes, groups, pages and opening balances. This checkbox is selected by default. This closes the old year, and posts the new year s opening balances. If it is deselected, the year end routine runs as normal, but the opening balances are not posted automatically. If you select this checkbox, invoices and payments are cleared automatically, as long as the following conditions are met: They must be fully paid and allocated. The transactions VAT amounts must be returned. The payments must be reconciled in the Bank Reconciliation. If any of these conditions are not met, use the Purchase Ledger clearout routine to clear the amounts. Clear out Paid Sales Transactions If you select this checkbox, invoices and receipts are cleared automatically, as long as the following conditions are met: They must be fully paid and allocated. The transactions VAT amounts must be returned. The receipts must be reconciled in the Bank Reconciliation. Page 46 of 309

47 If any of these conditions are not met, use the Sales Ledger clearout routine to clear the amounts. 3. Click OK. The system checks your data for errors. If errors are detected, you are prompted to specify whether you still want to proceed. Generally, you should not proceed until you have corrected the errors. If you want to proceed, you need to enter the daily support password before you can do so. Year End Routine Passwords and Security Postings for Next Year This Postings for Next Year feature enables you to post batches of payments, receipts, invoices and credit notes that are dated after the end of the current year. This allows you to continue posting current live data in the previous year s accounts. The batches are temporary. They do not update any balances or ledgers until the Year End routine is run. They can be edited or deleted. You can also generate a Future Postings report based on the information in the batches. The future posting screens are exactly the same as the current year posting screens, except for the date limitation that restricts you to posting transactions in the next financial year. Let s look at a typical future-posting example: posting cash receipts for next year. 1. Select Tools - Postings for Next Year - Cash Receipts. 2. The Receipts Relating to Next Year window opens. The date defaults to today s date. The window accepts only dates that belong to the next financial year. Enter receipt details in the usual manner. 3. When you save your entries, they are NOT posted to the Nominal Ledger, the Customer Ledger, or anywhere in the current financial year. Instead, they are held in suspense until the Year End routine is run. Then, the batches are posted into the next financial year. 4. Click OK to save all your entries. Year End Routine Page 47 of 309

48 Licensing Your Sage Accounts Production licence entitles you to: a maximum number of concurrent users a maximum number of clients in the network client list When you launch Sage Accounts Production for the first time, or update the software, you are prompted to license the system. The normal process involves specifying: your Sage customer account ID your postcode To get this information, check the communications you have received from Sage or your Sage-accredited business partner. You also have the option of specifying the software's product serial number, although this is not required at this stage. Click License Now to proceed. If you want to postpone licensing the software, click Licence Later. You get an initial 30-day trial period of the software when you first install it. Licensing without an Internet connection If you don't have an active Internet connection, you can also licence the software using the "offline" process. Click License without an Internet connection. For more information, see Offline Licensing. License for Offsite Working On a laptop installation of Sage Accounts Production, you can 'work offsite' while disconnected from the network client list. Before you can work offsite, you need to prepare an 'offsite' licence. Your offsite licence lasts for a specific number of days. It expires either at the end of this time, or when you check back into the network. You may need to create new clients while offsite. The number of new clients available on the offsite licence reduces the number available for the network client list. For more information, see Offsite Working. More about Licensing Viewing and Editing Licence Information Contacting Sage with Licence Information Page 48 of 309

49 Setting Licence Details In certain situations you may need to view or edit the software's licence details. For example, you may wish to license the system during the course of an initial trial period. Or you may wish to upgrade your licence, which involves receiving a new serial number. 1. Select the Help - Licensing - View Licence Information menu option (if you are not already in the Licence Details screen). 2. The Licence Details window opens. Here you can view and edit licence details. Licence details when you are working onsite When you are working onsite, the Licence Details window shows the practice's Sage Accounts Production licence details. Option Account Number Postcode Serial Number Description The number of your customer account. The postcode recorded in your Sage customer account. The serial number of your Sage Accounts Production software licence. If you purchase additional licences, you'll receive a new serial number. Concurrent User Limit Client Limit Expiry Date License without an Internet connection The number of users that can be logged into Sage Accounts Production at the same time. The maximum number of clients that can be in the network client list. The date on which your current software licence expires. Normally, you license Sage Accounts Production software over the Internet. However, you can also license the system offline. To do this, click the License without an Internet connection link. Licence details when you are working offsite When you are working offsite on a portable machine with a 'laptop' installation, the Licence Details window shows the details of the offsite licence applied to the portable machine for the time it is offsite, disconnected from the practice server. Option Client Limit (new clients only) Expiry Date Description The number of new clients for available for creation on the laptop while it is offsite, disconnected from the practice server. This number reduces the number of new clients available for creation by users connected to the practice server. The date on which the offsite licence will expire. (When you create the offsite licence during the process of going offsite, you specify how long you want the offsite licence to last.) 3. To change your account number, postcode or serial number, click the Edit button in the Licence Details window (while working onsite). Page 49 of 309

50 4. If you update the serial number, check the Licence Details fields to make sure they specify the correct user and client entitlement. Don't change these details unless you are instructed to by Customer Services or your Sage-accredited business partner. 5. Click Save when you have made your changes. You have set your licence details. Setting a shared licence location If you ever need to specify a shared licence location for a licence used by a number of machines, select Help - Licensing - Licensing Configuration, and then browse to the relevant shared location. Licensing Without an Internet Connection Normally, you license your Sage Accounts Production system over an Internet connection. However, if you are not normally connected to the Internet, you can still license the system by carrying out the following steps: 1. In the License Sage Accounts Production window, click License without an Internet connection. 2. Follow the onscreen instructions to create a 'licence request file', and then send it to Sage. 3. You'll receive back a 'licence file'. Save this to an easily accessible location, such as your Desktop. 4. In the Offline Licensing window, click Load licence file to import this file. The file will have the extension.ent. When you've successfully imported the licence file, the software is licensed for use. Contacting Sage with Licence Information If you are prompted to obtain or upgrade your Sage Accounts Production licence, you may need to contact Sage. Support Number Sage Software Support at Address Postal Address [email protected] Sage Software Support - Licensing Building 3, Exchange Quay Salford Quays Manchester M5 3ED Page 50 of 309

51 Clients and Datasets Sage Accounts Production basic functions, such as posting transactions and printing reports, can be performed only on an open dataset. You can have several datasets for a client, but you can open just a single dataset at a time. When a dataset is open, the client code, client name and Year End date are shown in the status bar. Important Topics Opening and Closing a Dataset Checking for Software and Format Updates Manually Finding a Client Client List Maintenance Utility Adding and Editing a Dataset Deleting Datasets Backing up Clients Backing up Main Files Restoring Clients Restoring Main Files Re-Indexing a Dataset Updating a Master Format Setting up the System Producing a Set of Accounts for a Client Opening and Closing a Dataset 1. To open a dataset, you begin by selecting the File - Clients and Datasets menu option, or by clicking the Clients button. The Clients window opens. 2. Double-click the folder containing the required dataset. This folder will open to show the datasets contained within it. 3. Double-click the relevant dataset to open it. If access to the dataset is controlled by a password, you must provide it before you can continue. Any dataset already open is then closed automatically. When the dataset has been opened, the Clients window closes. Note: If the dataset has been squashed, the application will unsquash it before opening it. Page 51 of 309

52 4. To close a dataset, select File - Close Dataset. Clients and Datasets Dataset Access Protection If you have appropriate security rights, you can set the entire dataset to read-only. 1. Click the Clients button. 2. To make the entire dataset read-only, right-click the dataset and select Lock Dataset. In a read-only dataset, you can't add, edit or delete: transactions pages database codes nominal ledger details customers or suppliers Audit Working Paper (AWP) definitions In addition, you can't change dataset settings. When formats are locked, you can't add, edit or delete: pages database codes nominal ledger details Audit Working Paper (AWP) definitions In addition, you can't change dataset settings. Clients and Datasets Finding a Client You can locate a client by typing the beginning of the name. As you type, names that do not match your filtering criterion are removed from the list in the window, until finally the one you require should be the last one remaining. You can restore the full list by clicking the Refresh button. Clients and Datasets Page 52 of 309

53 Client List Maintenance Utility 1. Select the Tools - Support Desk - Client List Maintenance menu option. 2. The Client List Maintenance window opens. It contains two options: Generate Client List: This enables you to add datasets to the current client list Search and Replace: This enables you to manage directory paths in the client list. Generate Client List 1. Select Generate Client List and click Next. 2. Specify a folder containing datasets you wish to add to the client list. 3. Click Generate. The datasets that the system detects in the folder are added to the client list. Search and Replace 1. Select Search and Replace and click Next. 2. Enter a term to search for in the paths in the client list, such as C:\Apexdata. 3. Enter the term with which you wish to replace the search term in the paths in the client list, such as Q:\Apexdata. 4. Click Replace. The relevant paths in the client list are modified in the way you have specified. Clients and Datasets Adding and Editing a Dataset You can add a new client or dataset to a folder on your computer. If the option to automatically update to the latest master is selected, Sage Accounts Production validates that the master format selected exists, and that it corresponds to the selected code. 1. To begin, select File - Open Client Dataset, or else click the Clients button. The Clients window displays. 2. Click the Add button. 3. The Add New Dataset window displays with theclientdetails tab open by default. Select a dataset and click Edit to make changes to an existing dataset. 4. Specify the relevant details. See the tables below. Note: When you select the Master Client checkbox, the Client Code field displays only master datasets. 5. Open the Dataset Options tab and specify the relevant details. 6. Click the OK button. The Add Dataset window is closed. If you created a new dataset, the Clients window now contains it. Page 53 of 309

54 Client Details tab Name Client Code Description This field contains the client s unique code, which can comprise up to eight alphanumeric characters. If you have more than one dataset for a client, you should specify the same client code for each of these datasets. The first time a client code is used, a new folder is created to hold the client s datasets. Subsequent datasets added to that client are contained in the existing client folder. Client Name This field contains the client s name, which can comprise up to 60 characters. You should enter the client s name using the correct case, since the name is specified in the final accounts pages exactly as it is specified here. Year End Date Accounts Description The date on which the accounting year ends for this Dataset. This field contains a description of the Dataset, which can comprise up to 60 characters. The default entry in this field is based on the entry made in the Dataset Year End field. Default Directory This field specifies the folder in which the dataset will be stored on your computer. The default entry in this field is based on the entries made in the Client Code and Dataset Year End fields. Password Create Dataset Based On If you want limit access to the dataset, you can specify a password of up to ten characters. The options available allow you to select the basis on which nominal codes and pages will be created for the dataset. The options are listed below: Master Client The Master Client checkbox enables you to specify whether you wish to use a master format as the basis for thedataset. Client Code The Client Code field enables you to select the Master Client upon which to base your dataset. When you click the Browse button, the Select a Client window enables you to select a client. Dataset Directory The Dataset Directory field enables you to specify a directory for your newly created dataset. Add to Master Format The Add to Master Format checkbox enables you to specify whether to make this newly created format a master format. Update to Latest Format The Update Latest Format checkbox enables you to specify whether to update the dataset with the latest format. Dataset Options tab Page 54 of 309

55 Name Bookkeeping Description This checkbox enables you to specify whether you want to use bookkeeping functions in the dataset. You will need to register the Bookkeeping module to make this option available. Invoicing Quantity Accounting Multiple Users Automatically Update Nominal Groups Read-only dataset This checkbox enables you to specify whether you want to use invoicing functions on the dataset. You need to register the Invoicing module to make this option available. This checkbox enables you to specify whether you want to describe posting a quantity figure along with the monetary value of a transaction. It makes the quantity accounting functions available in the dataset. You select this checkbox in a case in which two or more users access a financial year s data. It makes each posting routine Multi-Access but Single Update, exception for the Raise an Invoice posting, which it makes Multi-Update. Select this checkbox to enable the Automatic Update of Nominal Groups mechanism. If you belong to an access group with appropriate rights, you can select the Read only dataset checkbox to make the dataset read-only. This disables the following options: Add/Edit/Delete a transaction Add/Edit/Delete a page Add/Edit/Delete a database code Add/Edit/Delete a nominal ledger detail Add/Edit/Delete a customer or supplier Add/Edit/Delete an AWP definition Change dataset settings Selecting the checkbox also automatically locks the accounts format. You can t unlock the accounts format while the dataset is read-only. Lock Accounts Format Select this checkbox to lock the accounts format. This disables the following options: Add/Edit/Delete a page Add/Delete a database code Add/Edit/Delete a nominal ledger detail Add/Edit/Delete a AWP definitions Change dataset Settings Cost Centres This checkbox enables you to specify whether you want to add Cost Centre functionality to the dataset. If so, you must define a cost centre for each item in the accounts. Clients and Datasets Page 55 of 309

56 Change Dataset Year End You can change the year end date for a client's dataset. 1. Open the Clients window. Select the client and right-click on the dataset that you want to change. 2. From the menu that appears, choose Change Dataset Year End. A wizard appears which will step through the process. Change year end date 1. Change the year end date by clicking on the down arrow and choosing from the calendar. The date that you choose must be the same as or later than the latest transactions posted for this client. 2. Add a description for the accounts. 3. Choose the default directory for the accounts to be saved. The default directory will be automatically selected, using the new date as the folder name. You can change this if you want by clicking the browse [...] button. 4. Click Next. Set periods for new year end 1. You can enter the period dates manually by typing in to the description, from and to boxes. Alternatively, you can enter the number of periods you want ((in the range of 1 to 13) and click Generate Period Ranges. Select Calendar Dates if you wish to have the system generate the period end date based on the last day of the month and not the same date as the year end. See an example. Example Without Base on calendar dates selected, if the year end is the 28th February with 12 monthly periods, period end dates will be as follows: 1st period end date = 28th March, 2nd period end date = 28th April, etc. With Base on calendar dates selected, if the year end date is 28th February, with 12 monthly periods, period end dates will be as follows: 1st period end date = 31st March 2nd periods end date = 30th April, etc. 2. Click Next. Confirmation 1. The final page of the wizard shows the changes that will be applied. If you want to make any changes, click Back to move back through the wizard. 2. Click Confirm changes to apply and close the wizard. You will see a message informing you that the year end date has been successfully updated. Page 56 of 309

57 Deleting Datasets 1. To remove a dataset from the system, begin by selecting File - Open Client Dataset, or by clicking the Clients button. The Clients window displays. 2. Select the dataset to be deleted. 3. Click the Delete button. If access to the dataset is controlled by a password, you will be prompted to provide a password. A warning message then prompts you to confirm that you want to permanently delete the dataset. 4. Click the Yes button to delete the dataset. The Clients window displays again. Note: If you delete the last dataset in a client, the client is also be deleted. A deleted dataset can t be recovered. It is good practice to make a backup copy of the dataset before it is deleted. Clients and Datasets Backing up Clients Backing up a client creates a compressed copy that contains ALL the client's datasets/years. Some of the major reasons to create backups are: Recovery from system failure or data corruption Having backups means that in the event of system failure or data corruption, you don't lose any of your data. It can always be recovered using the backups. To use the data at another physical location Saving the backup on a portable storage medium, such as a memory stick, enables you to use it on another computer (by 'restoring' the backup). For recovery of deleted data We strongly recommend that you back up any client you intend to delete, so that you can recover it should the need ever arise. You can t recover a deleted client unless it is backed up. To make a backup, carry out the following steps: 1. Click the Clients button. 2. The Clients window opens. Select the client to be backed up. 3. Click the Backup button. Is a backup actually what you need? If you are using a 'workstation' installation of Sage Accounts Production, the Data Backup window opens. This prompts you to consider whether a backup is what you really need. You may actually need to check the client out of the network client list. Page 57 of 309

58 If this is the case, select the appropriate option and click Proceed. The client is 'checked out'. This locks it against editing in the network client list until it is checked back in. See the Offsite Working section for more information about this mechanism. 4. The Backup window opens. Specify the backup file name and the backup storage location. You can set the default backup location by selecting Tools - Settings - Workstation Settings, and then specifying the location in the Default Paths tab. 5. You should also add a backup description. 6. Click OK. 7. A message box confirms that the process is complete. Click OK. Clients and Datasets Backing up Main Files You can back up Sage Accounts Production s main files to a backup storage medium, such as a second hard disk drive or a network location. 1. Select the File - Backup - Main Files menu option. 2. Specify the location of the main files, if necessary. Normally the default location is the correct one. 3. Specify a backup location. 4. Click Next. 5. Click Backup. 6. When the backup process is complete, click Finished. You can use the backup you have made to restore your main files (see Restoring Main Files) in the event of an error or system failure. Clients and Datasets Restoring Clients You can restore backed up clients so that they can be opened and used in Sage Accounts Production. 1. Click the Clients button. 2. The Clients window opens. Click the Restore button. a. The Restore window opens. In the list of backups, select the backup you wish to restore. You can filter the backup list so that it displays backups associated with a specific client only. You can also Browse to a different storage location if the list does not contain the backup you need to restore. Page 58 of 309

59 For example, if the backup was created by a user with a different client list, you'll need to browse to it. The Browse button also enables you to access backups from previous versions of this software (ApexZip.ads files). 3. Click Next. 4. A set of restore options are displayed. Specify whether to: Overwrite the relevant dataset(s) with the backup you have selected. Overwrite the relevant dataset(s) even if it is locked. Add the restored client to the client list, if it is not already there. Restoring a client backup has the effect of removing any datasets created for this client since the backup was taken. (However, restoring a backup of the kind supported by older versions of this software does not remove datasets created for the client since the backup was taken.) 5. Click Next. 6. Click Restore. 7. When the restore process is complete, click Close. You have restored a client. Clients and Datasets Restoring Main Files You can restore your main files from a backup (see Backing up Main Files). 1. Begin by selecting the File - Restore - Main Files menu option. 2. Specify the location of the Main Files backup, if necessary. Normally the default location is correct. 3. Specify the location where the main files must be restored. Normally the default location is correct. 4. There may already be a set of main files at the location you have specified. If this is the case, the application either overwrites them, or cancels the restore operation without making any changes. Select either the Overwrite... or Cancel... radio button to specify which action the application should carry out in this circumstance. 5. Click Next. 6. Review the information displayed on the Restore page, and then click Restore. 7. When the restore process is complete, click Finished. Clients and Datasets Page 59 of 309

60 Squashing and Unsquashing Datasets You can squash datasets to reduce their size when you want to archive them on your computer s hard disk. Sage Accounts Production can open squashed datasets, but this has a detrimental effect on system performance. Generally, you should work with unsquashed datasets. When you select a squashed dataset in the Clients window, the UnSquash button becomes active. Similarly, when you select an unsquashed dataset, the Squash button becomes active. Squashing a dataset 1. To squash a dataset, select the File - Open Client Dataset menu option. 2. Right-click the dataset to be squashed, and select Squash Dataset. When a squashed dataset is opening, the message UnSquashing Dataset is displayed in the status bar. The dataset opens when it is unsquashed. Unsquashing a dataset Unsquashing a dataset involves the following steps: all the files associated with the dataset are restored the zip file containing the squashed version of the dataset is deleted 1. To unsquash a dataset, select the File - Open Client Dataset menu option. 2. Right-click the relevant dataset and select UnSquash Dataset. 3. The message UnSquashing Dataset displays at the right-hand side of the status bar. Clients and Datasets Re-Indexing a Dataset You can re-index a dataset by right-clicking it in the Clients window. In the drop-down menu that displays, select Reindex. Clients and Datasets Updating a Master Format When a new master format is issued by Sage, or created by you or one of your colleagues, you can incorporate it directly into an existing dataset to replace an older version of the format. When a new master format is made available, you must update all datasets that use the format. Although Sage Accounts Production can detect a new version of a master format automatically and alert you to the need to update relevant datasets, you must do so manually. Note: In the case of a dataset that is its own master format, you can t carry out a format update. For more information, see What additional modules does Accounts Production support? Page 60 of 309

61 Loading a master format onto your system 1. Place the diskette or CD containing the master format in the floppy disk drive of your computer. 2. Click the Clients button to open the Clients window. 3. Click the Restore button to open the Restore dialogue box. 4. Specify the file to be loaded, browsing to it if necessary, and the directory into which it is to be placed. 5. Click the OK button. If a version of the file already exists in the folder, you are prompted to confirm that you want to overwrite the existing data. 6. On completion, a message box will be displayed showing that the dataset has been restored. Click the OK button. The Clients window is updated to show the new master format. Updating a master format When you double-click a dataset in the Clients window, the application automatically detects whether its format needs to be updated. 1. To update the format, you begin by selecting the dataset in the Clients window, and then clicking the Update button. Note: The dataset may be protected by a password. If so, you need to provide this before the update can begin. 2. The Update Dataset window displays. This contains the master format s details. 3. Make any amendments that are required to the format details. Note: You can t change the client code or the client name. 4. If you have changed the descriptions associated with nominal codes and groups, you need to ensure that the Retain Existing Nominal Code and Group Descriptions checkbox is selected. 5. If you select the Do Not Overwrite Database Code Details checkbox, the dataset's database code details won t be updated match that of the master format, regardless of the overwrite settings of the individual codes. 6. Click the OK button. The dataset is updated with the latest format. Checking for Format Updates If you have administrator rights on your computer, you can download and install new versions of Sage Accounts Production formats using the Check for Format Updates feature. 1. Select the Help - Check for Updates menu option. 2. Click Check Now. The application checks the Sage web site for new format and application updates, and allows you to download and install any that it detects. It includes in the list any updates that were previously detected but are not yet installed. Page 61 of 309

62 In a multi-user environment with a shared client list, the updated masters need only be downloaded once for all workstations. Clients and Datasets Offsite Working You can work on client data while you are offsite if you have: a laptop installation of Sage Accounts Production the necessary access rights the necessary offsite licence To work offsite, 'check out' the client(s) from the network client list. Also set up the necessary offsite licence for the required span of time and number of new clients you may wish to create while offsite. Later, when you are connected to the server again, you can check the client(s) back in. Checking out a client Checking a client out of the network client list has the following effects: It places an editable local copy of each of the client's datasets on your laptop. You can work on these local copies as normal while you are offsite. It locks the original copies of the client's datasets (in the network client list) so that other users can't make changes to them. Other users still have read-only access to these datasets. When you are offline, you have no access to the Tools - Hub Configuration menu option. Checking out a single client 1. Select File - Offsite Working - Check clients out from network. 2. The Check Out Client window opens. Select the relevant client in the Client drop-down list. 3. Click Check Out. You have checked out a single client. Alternatively Click the Clients button. 2. In the Clients window, right-click a client you want to check out. 3. Select Check out from network. 4. Repeat steps 2 and 3 for each client you want to check out. Checked out clients are marked with a blue 'tick' icon. These clients are read-only for all other users, and will remain so until they are checked back in. A local copy of each client is transferred to the laptop. You can work on these local copies while you are offsite. Page 62 of 309

63 Making changes to a checked-out client while you are offsite Opening one of the checked-out client's datasets 1. Select File - Close Dataset if you currently have a dataset in the network client list open. 2. Select File - Open Client Dataset. 3. Select Local Client List in the top right of the Clients window. 4. The clients you have checked out are listed. Select the relevant client and double-click the dataset you want to open. Making changes to the dataset You have opened your local laptop copy of a checked-out client's dataset in edit mode. You can now work in this dataset as normal. You'll be able to check in your changes when you reconnect to the network. Note: If you open the checked-out client from the Network Client List, it will be read-only. Preparing an offsite licence Before you can work offsite, you need to prepare an 'offsite' licence. Your offsite licence lasts for a specific number of days. It expires either at the end of this time, or when you reconnect to the server. You may need to create new clients while offsite. The number of new clients available on the offsite licence reduces the number available for the network client list. 1. Select File - Offsite Working - Switch to Local Client List. 2. The Switch to Local Client List window opens. Select the master datasets (if any) that you wish to copy onto the laptop for the purpose of creating new clients. This does NOT lock the original master dataset on the server. 3. Click Continue. 4. The Offsite Licence window opens. Specify the number of days the licence should last, and also the number of new clients you want the offsite licence to permit. 5. Click Continue. The Clients window opens with the Local Client List visible. The master datasets you selected have been copied to the laptop. They are NOT checked out. They remain usable on the network for all other users. Checking a client back in When you are finished working offsite and you reconnect to the server again, you can check the client(s) back into the network client list. This has the following effects: Page 63 of 309

64 The client is unlocked in the network client list so that the client's datasets are editable again. Changes you made offsite to the client's datasets are copied into the original copies on the network. Your local copies of the client's datasets are deleted. Checking in multiple clients individually When you are back onsite and reconnect the laptop the network, carry out the following steps to check clients back in: 1. If you are currently working in a dataset on the laptop, close it by selecting File - Close Dataset. 2. Select File - Open Client Dataset. 3. The Clients window opens. Select Network Client List in the drop-down list in the top right. 4. The network client list is now open. For each client you want to check back in, right-click it and select Check client into network. 5. Click Check In. When you've done this, the changes you made while the clients were checked out are copied into the original datasets in the network client list. And the local copies on the laptop are removed. Checking in multiple clients together To check in several clients at the same time, carry out the following steps: 1. Select File - Offsite Working - Check Clients Into Network. This option is available only when you are working in the Network Client List. If you are currently working in the Local Client List, first select File - Offsite Working - Switch to Network Client List. 2. The Check in Client window opens. Select the clients you want to check back in. 3. Click the Check In button. The selected clients are now checked back in. Releasing a client checked out by another user You may encounter situations in which is it necessary to 'release' a client checked out by a user who has gone offsite. This makes the client fully available again in the network client list for all users. However, it also means that any changes made offsite by the user who checked out the client will be lost permanently. 1. Select the File - Offsite Working - Release Checked-Out Clients menu option. 2. The Release Checked-Out Data window opens. Select the checked-out clients you want to release. 3. Click Release. The selected checked-out clients are released. Note: This option is available on both workstation and laptop installs to users with the necessary access rights. You should grant these rights to as few users as possible. Unlocking a client is an emergency measure that should rarely be necessary. Page 64 of 309

65 Check-Out Report The Check-Out Report is a useful way of seeing which clients are currently checked out on the system, and who has checked them out. To generate the Check-Out Report, carry out these steps: 1. Select the File - Offsite Working - Check Out Report menu option. 2. Specify the necessary report options. 3. Click Preview or Print. The Check Out Report is generated. Page 65 of 309

66 Cost Centres A cost centre can be any entity to which costs can be allocated, such as a location, department or product. You can set up a default cost centre that will apply in cases in which none is specified. Accounts can be analysed according to cost centres, and a comparative file generated at Year End showing the year s financial information for each cost centre. Important Topics Adding Cost Centres to an Existing Dataset Adding Cost Centres to a New Dataset Editing Cost Centres Deleting Cost Centres Updating the Default Cost Centre Cost Centres and Fixed Asset Register Cost Centres at Year End Cost Centres and Postings Automatic Updating of Cost Centres Adding Cost Centres to an Existing Dataset 1. Select File - Open Client Dataset, or click the Clients button, to display the Clients window. 2. Double-click the relevant client, or select it and press Enter. 3. Select the appropriate dataset. Note: You do not need to have the dataset open - it need only be selected. 4. Click the Edit button. If the dataset is not open, and access to it is controlled by a password, you will be asked to enter the password before you can continue. 5. When the dataset opens, the Client Details tab will be open, and will display the basic details of the selected dataset. Click the Dataset Options tab. 6. Select the Cost Centres checkbox. This displays two additional fields: Default Code and Description. Specifying a default cost centre here ensures that existing transactions will also be allocated to a cost centre. 7. Click the OK button. The Cost Centre facility will now be attached to the dataset. When the dataset is opened, postings must be made to a cost centre, and cost centre reports will be available. Page 66 of 309

67 Cost Centres Adding Cost Centres to a New Dataset 1. In the Client Details window, open the Dataset Options tab and select the Cost Centre checkbox. 2. Follow the procedure detailed out in Adding and Editing a Dataset. Cost Centres Editing Cost Centres You can change the description that was entered for a cost centre when it was added to the system: 1. Select Tools - Cost Centres. This will display the Cost Centres window. 2. Select the cost centre to be changed. 3. Click the Edit button. The Edit a Cost Centre window will be displayed showing details of the selected cost centre. 4. Make the required amendments to the Cost Centre description. You cannot change the entry in the Code field. 5. Click the OK button. The new cost centre details will be shown in the Cost Centres window. Cost Centres Deleting Cost Centres 1. Select Tools - Cost Centres. This will display the Cost Centres window. 2. Select the cost centre to be deleted. 3. Click the Delete button. A warning message will be displayed asking you to confirm that you want to permanently delete the cost centre. 4. Click the Yes button. The dataset will be deleted and the display will return to the Cost Centres window. Note: Deleted cost centres cannot be recovered from within Sage Accounts Production. If you need to recover a deleted cost centre, you must create it again from scratch. See Adding Cost Centres to an Existing Dataset. Cost Centres Updating the Default Cost Centre You can define the Default Cost Centre that will be allocated to all items if no other cost centre is specified: 1. Select File - Open Client Dataset, or click the Clients button, to display the Clients window. 2. Double-click the client, or select it and press Enter, to open the client. 3. Select the appropriate client. You don t need to have the client open - it need only be selected. Page 67 of 309

68 4. Click the Update button. If the client is not open, and access to it is controlled by a password, you will be asked to enter the password before you can continue. 5. The Update Dataset window displays the master format details. In the Default Code field, enter the code that will be used to represent the cost centre (up to two alphanumeric characters). 6. In the Description field, enter a description for the default cost centre (up to 31 alphanumeric characters). Cost Centres Cost Centres and Fixed Asset Register If you have enabled cost centres for a client, you must specify a cost centre for each item in the Fixed Asset Register. If you do not explicitly specify a cost centre, the item will use the default cost centre for the client. For more information, see Fixed Asset Register. Cost Centres Cost Centres at Year End When year-end processing is performed on a client with cost centres enabled, a comparative file is generated showing the year information for each cost centre. The cost centre setup is then carried over into the client for the new fiscal year. For more information, see Year End Processing. Cost Centres Cost Centres and Postings If you have enabled cost centres for a client, you must specify a cost centre for each journal posting. If you do not explicitly select a cost centre, the posting will use the default cost centre for the client. For more information, see Journals. Cost Centres Automatic Updating of Cost Centres If you have enabled cost centres for a client, you must specify a cost centre for each journal posting. If you do not explicitly select a cost centre, the posting will use the default cost centre for the client. For more information, see Journals. Cost Centres Page 68 of 309

69 Accounts The sections that follow in the Table of Contents deal with Accounts features in this software. Journals Sage Accounts Production supports the following journal types: Multiple-Entry Double-Entry Accruals Prepayments The Journals window shows details of journal postings to the Nominal Ledger. You can drill down into details about the journal posting that generated the ledger entry. You can add, delete, edit and search for postings. Important Topics Viewing Journal Postings Adding double-entry journal entries Deleting Postings Editing Postings Using the Find utility Using Speed Search Setting up the System Producing a Set of Accounts for a Client Viewing Journal Postings The entries in posted journals are displayed in the Journals window. To view details of a journal posting, you double-click the relevant entry in the Journals window. Journals Adding multiple- entry journal entries Multiple Entry Journals allows you to post a multi-sided journal. This can be a temporary or a permanent posting. You are prompted for a batch date (which is always the year-end date). Page 69 of 309

70 Adding multiple-entry journal entries 1. To add a multiple-entry journal, begin by clicking the Journals button. The Journals window displays. 2. Right-click in the window using your mouse and select Multiple Entry in the pop-up menu, or else select the Multiple button. The Multiple Entry Journals window displays. 3. In the Batch Date field specify the date of the relevant transactions. This date must be valid for the current dataset. 4. Select the Temporary Journals checkbox if you want the multiple-entry journal to be a potential/temporary journal. 5. Enter the details for each transaction. The Automatic Narrative feature enables you to avoid unnecessary typing of narrative text. 6. Depending on which Automatic Narrative option you have selected, pressing Enter when the relevant cell is highlighted either adds the description of the nominal code to the field, or else repeats the narrative description in the cell immediately above. 7. If the Quantity Accounting module is associated with the current dataset, the Qty checkbox is available. When the journal amount has a quantity associated with it, to add a Quantity field to the window, select this checkbox. You can enter the relevant quantity in the field. 8. If the journal has an opening balance, you select the Opening Bals checkbox. Note: When the Last Narr radio button is selected, pressing Enter duplicates the contents of the currently selected cell in the cell immediately below it. 9. When you have made all the required entries, click the Save button. This posts the entries to the nominal ledger. 10. Click the Close button to return to the Journals window, which now displays the new entries. Multiple Entry Journals window items Item Temporary Journal Ref Narrative Description Select this checkbox to make this multiple-entry journal a temporary journal. You can later convert it to a permanent journal. This reference is used to identify the transaction on the system, and on printed reports. The reference can be an alphanumeric code of up to twelve characters. This field contains a text narrative that describes the relevant transaction. It can comprise alphanumeric text up to 120 characters. Double-clicking or entering a question mark (?) displays a list of the standard narratives that have been set up in the current dataset. You can double-click any of these to add it to the field. Typing characters enables you to locate a standard narrative using the Speed Search utility. If you place a standard narrative in this field, the associated nominal code (specified when the standard narrative was set up) is automatically placed in the Nom Code field. Debit Credit The debit value of the transaction. This field is not available when an entry has been made in the Credit field for this transaction. The credit value of the transaction. This field is not available when an entry has been made in the Page 70 of 309

71 Item Description Debit field for this transaction. Tax Entry You select this checkbox when the transaction is tax-relevant. Alternatively, you can press Alt+T. You can generate a report showing only tax-relevant entries. NB Add You select this checkbox if you want to mark the entry for special attention. Alternatively, you can press Alt+N. You can generate a report showing only such entries. Quantity Accounting Select this checkbox if you want to include a quantity figure in addition to the monetary value of a transaction. This makes the Quantity Accounting functions available to the current dataset. Note: You don t need to register to select this option. Journals Adding double-entry journal entries A double-entry journal is one in which each debit has a matching credit entry. Sage Accounts Production allows you to make double-entry journals directly, entering the amount just once, and specifying the nominal accounts to which the credit and debit transactions will be posted. This ensures that the nominal ledger is kept in balance, helping to eliminating errors. When you add an entry, you can flag it as NB and tax-relevant. An NB entry is marked to remind you to examine it later. You can generate reports listing the two transaction types. 1. To add double-entry journal entries, you begin by clicking the Journals button. The Journals window displays. 2. Right-click in the window using your mouse and select Double Entry in the pop-up menu, or else select the Double button. The Double Entry Journals window displays. 3. Enter the details for each transaction. The Automatic Narrative feature enables you to avoid unnecessary typing of narrative text. Depending on which Automatic Narrative option you have selected, pressing Enter when the relevant cell is highlighted either adds the description of the nominal code to the field, or else repeats the narrative description in the cell immediately above. 4. If the Quantity Accounting module is associated with the current dataset, the Qty checkbox is available. When the journal amount has a quantity associated with it, to add a Quantity field to the window you select this checkbox. You can enter the relevant quantity in the this field. When the Last Narr radio button is selected, pressing Enter duplicates the contents of the currently selected cell in the cell immediately below it. 5. When you have made all the required entries, click the Save button. This posts the entries to the nominal ledger. Page 71 of 309

72 6. Click the Close button to return to the Journals window, which now displays the new entries. Double-Entry Journals window items Item Date Ref Narrative Description The date on which the transaction occurred. This reference is used to identify the transaction on the system, and on printed reports. The reference can be an alphanumeric code of up to twelve characters. This field contains a text narrative that describes the relevant transaction. It can comprise alphanumeric text up to 120 characters. Double-clicking or entering a question mark (?) displays a list of the standard narratives that have been set up in the current dataset. You can double-click any of these to add it to the field. Typing characters enables you to locate a standard narrative using the Speed Search utility. If you place a standard narrative in this field, the associated nominal code (specified when the standard narrative was set up) is automatically placed in the Nom Code field. Debit Code The code of the nominal account to which the debit transaction will be posted. The code must exist and be valid. Typing a question mark (?) in this field displays a list of all current nominal codes. You select a code and press Enter to enter it in this field. Pressing Enter in the field shows the current balance of the nominal account. Credit Code The code of the nominal account to which the credit transaction will be posted. The code must exist and be valid. Typing a question mark (?) in this field displays a list of all current nominal codes. You select a code and press Enter to enter it in this field. Pressing Enter in the field shows the current balance of the nominal account. CC The code of the cost centre to which the transaction will be posted. The code must exist and be valid. Typing a question mark (?) in this field displays a list of all cost centres. You select one and press Enter to enter it in this field. If you leave the field blank, the transaction is posted to the default cost centre. Amount Tax Entry NB The value of the transaction. An entry of this value is posted into each of the accounts specified in the Debit Code and Credit Code fields as a debit and a credit respectively You select this checkbox when the transaction is tax-relevant. Alternatively, you can press Alt+T. You can generate a report showing only tax-relevant entries. You select this checkbox if you want to mark the entry for special attention. Alternatively, you can press Alt+N. You can generate a report showing only such entries. Journals Page 72 of 309

73 Adding accrual journal entries You can enter accruals directly as journal postings. For each accrual, a reverse entry is posted automatically at the beginning of the next accounting period. This reverse posting is dated as the day after the original entry by default, except in the case of the original entry taking place at the year-end date. In this case, the reverse posting is not generated until after the year-end routine is run. It is dated at the first day of the new period. When you add an entry, you can flag it as NB and tax-relevant. An NB entry is marked to remind you to examine it later. You can generate reports listing the two transaction types. 1. Click the Journals button. The Journals window displays. 2. Click the Accruals button, or alternatively do one of the following: right-click in the Journals window and select Accruals in the pop-up menu press ALT + U press F2 and select Accruals The Accruals window displays. 3. In the Nominal Account to Credit field, specify the code of the nominal account to which the credit transaction will be posted. You must enter an existing valid code. If you enter an invalid code, an error message is displayed to that effect. Entering a? in this field displays a list of all current nominal codes. You can select a code in this list and press Enter to specify it in the field. 4. Specify a date in the Batch Date field. This is the date on which the new transactions will be posted to the nominal ledger. It should be a valid date for the current dataset. 5. Enter the details for each transaction. The Automatic Narrative feature enables you to avoid unnecessary typing of narrative text. Depending on which Automatic Narrative option you have selected, pressing Enter when the relevant cell is highlighted either adds the description of the nominal code to the field, or else repeats the narrative description in the cell immediately above. 6. If the Quantity Accounting module is associated with the current dataset, the Qty checkbox is available. When the journal amount has a quantity associated with it, to add a Quantity field to the window you select this checkbox. You can enter the relevant quantity in the this field. 7. When you have made all the required entries, you click the Save button. This posts the entries to the nominal ledger. 8. Click the Close button to return to the Journals window, which now displays the new entries. The Accrual journals will always balance, since each transaction has a debit and a credit nominal. If you close the window without saving the entries, the transactions will not be posted, and their details will be lost. Accruals window items Item Ref Description This reference is used to identify the transaction on the system, and on printed reports. The reference can be an alphanumeric code of up to twelve characters. Page 73 of 309

74 Item Narrative Description This field contains a text narrative that describes the relevant transaction. It can comprise alphanumeric text up to 120 characters. Double-clicking or entering a question mark (?) displays a list of the standard narratives that have been set up in the current dataset. You can double-click any of these to add it to the field. Typing characters enables you to locate a standard narrative using the Speed Search utility. If you place a standard narrative in this field, the associated nominal code (specified when the standard narrative was set up) is automatically placed in the Nom Code field. Debit Code The code of the nominal account to which the debit transaction will be posted. The code must exist and be valid. Typing a question mark (?) in this field displays a list of all current nominal codes. You select a code and press Enter to enter it in this field. Pressing Enter in the field shows the current balance of the nominal account. CC The code of the cost centre to which the transaction will be posted. The code must exist and be valid. Typing a question mark (?) in this field displays a list of all cost centres. You select one and press Enter to enter it in this field. If you leave the field blank, the transaction is posted to the default cost centre. Amount Tax Entry NB The value of the transaction. An entry of this value is posted into each of the accounts specified in the Debit Code and Credit Code fields as a debit and a credit respectively You select this checkbox when the transaction is tax-relevant. Alternatively, you can press Alt+T. You can generate a report showing only tax-relevant entries. You select this checkbox if you want to mark the entry for special attention. Alternatively, you can press Alt+N. You can generate a report showing only such entries. Journals Adding prepayment journal entries For each prepayment journal entry, a reverse entry is posted automatically to the nominal ledger at the beginning of the next accounting period. This reverse posting is dated as the day after the original entry by default, except in the case of the original entry taking place at the year-end date. In this case, the reverse posting is not generated until after the year-end routine is run. It is dated at the first day of the new period. When you add an entry, you can flag it as NB and tax-relevant. An NB entry is marked to remind you to examine it later. You can generate reports listing the two transaction types. 1. To add a prepayment journal entry, click the Journals button. The Journals window displays. 2. Click the Prepay button, or alternatively do one of the following: right-click in the Journals window and select Prepayments in the pop-up menu Page 74 of 309

75 press ALT + P press F2 and select Prepayments The Accruals window displays. 3. In the Nominal Account to Debit field, specify the code of the nominal account to which the debit transaction will be posted. You must enter an existing valid code. If you enter an invalid code, an error message is displayed to that effect. Entering a question mark (?) in this field displays a list of all current nominal codes. You can select a code in this list and press Enter to specify it in the field. 4. Specify a date in the Batch Date field. This is the date on which the new transactions will be posted to the nominal ledger. It should be a valid date for the current dataset. 5. Enter the details for each transaction. The Automatic Narrative feature enables you to avoid unnecessary typing of narrative text. Depending on which Automatic Narrative option you have selected, pressing Enter when the relevant cell is highlighted either adds the description of the nominal code to the field, or else repeats the narrative description in the cell immediately above. 6. If the Quantity Accounting module is associated with the current dataset, the Qty checkbox is available. When the journal amount has a quantity associated with it, to add a Quantity field to the window you select this checkbox. You can enter the relevant quantity in the this field. Note: The prepayment journals will always balance, since each transaction has both a debit and a credit nominal. 7. When you have made all the required entries, you click the Save button. This posts the entries to the nominal ledger. 8. Click the Close button to return to the Journals window, which now displays the new entries. If you close the window without saving the entries, these transactions will not be posted and their details will be lost. Prepayments window items Item Ref Narrative Description This reference is used to identify the transaction on the system, and on printed reports. The reference can be an alphanumeric code of up to twelve characters. This field contains a text narrative that describes the relevant transaction. It can comprise alphanumeric text up to 120 characters. Double-clicking or entering a question mark (?) displays a list of the standard narratives that have been set up in the current dataset. You can double-click any of these to add it to the field. Typing characters enables you to locate a standard narrative using the Speed Search utility. If you place a standard narrative in this field, the associated nominal code (specified when the standard narrative was set up) is automatically placed in the Nom Code field. Credit Code The code of the nominal account to which the credit transaction will be posted. The code must exist and be valid. Typing a question mark (?) in this field displays a list of all current nominal codes. You select a code and press Enter to enter it in this field. Page 75 of 309

76 Item Description Pressing Enter in the field shows the current balance of the nominal account. CC The code of the cost centre to which the transaction will be posted. The code must exist and be valid. Typing a question mark (?) in this field displays a list of all cost centres. You select one and press Enter to enter it in this field. If you leave the field blank, the transaction is posted to the default cost centre. Amount Tax Entry NB The value of the transaction. An entry of this value is posted into each of the accounts specified in the Debit Code and Credit Code fields as a debit and a credit respectively You select this checkbox when the transaction is tax-relevant. Alternatively, you can press Alt+T. You can generate a report showing only tax-relevant entries. You select this checkbox if you want to mark the entry for special attention. Alternatively, you can press Alt+N. You can generate a report showing only such entries. Deleting Postings You can t delete postings once they have been posted to the nominal ledger. However, you can do so before they are posted. To delete an item, select it in the Journals window and click the Delete button. If you want to negate a posting that has already been posted to the ledger, you can either post another balancing item to cancel the original posting, or you can zero the amount of the original posting. Journals Editing Postings You can edit the postings in a batch, changing any of the entries that were made when the transaction was posted, including converting a journal from temporary to permanent'. (See Adding multiple- entry journal entries.) This effectively removes the posting and then re-posts the transaction after the changes are made. 1. To edit a posting, click the Journals button. The Journals window displays. 2. Select the transaction number that you want to edit. 3. Click the Edit button. An edit window containing all the postings in the relevant batch displays. The transaction you selected is highlighted. 4. Make the necessary changes to the transactions. 5. Click the Save button at the bottom of the window. The edit window closes, and the changes you have made are saved. Note: The journals in the batch balance must balance. (In multiple-entry journals the Unallocated Bal field must show a balance of 0.00.) Otherwise, an error message is displayed, and you can t save your changes. Page 76 of 309

77 Journals Journal Import Sage Accounts Production integrates with CCH ProSystem Audit Automation. Journal adjustments can be imported back into Sage Accounts Production. To import Journal adjustments from CCH ProSystem Audit Automation, select the Tools - Product Links - Auditing - CCH ProSystem Audit Automation menu option. Then follow the instructions in the Audit Automation Import/Export wizard. Audit Trail Journals Using the Find utility 1. To use the Journals window s Find utility, you begin by clicking the Search button at the bottom of the window. The Find dialogue box displays. This contains a number of radio buttons corresponding to the different types of search criterion you can use: Reference Number Batch Number Nominal Code Date Transaction Number 2. In the Find What field you specify the details of the search criterion you are using. The search will look for exactly what you enter. For example, if you specify a batch number, the utility will search for transactions associated with a batch with that number. Note: Wildcards are not supported by the Find utility. 3. Click the Find button. The first transaction that matches your search criterion will be highlighted in the Journals window. Journals Using Speed Search 1. To use the Journals window s Speed Search utility, you begin by typing the first character of the relevant transaction s Ref column. The Speed Search dialogue box displays a field containing this character, and the Journals window highlights the first transaction whose Ref column entry begins with the character, if there are any. Note: If no transactions match the first character you type, the utility searches for a transaction beginning with the next character you type. 2. Continue to enter the characters of the transaction s Ref column. After each character entry, the utility performs a search based on the search string. Page 77 of 309

78 3. When you have found the required transaction, you click outside the Speed Search dialogue box. The box closes, and the transaction is selected in the Journals window. Journals Nominal Ledger The topics listed below explain how you work with the Nominal Ledger in Sage Accounts Production. Nominal Accounts Each nominal account is identified by a unique code, and can be defined as either a Profit and Loss account or a Balance Sheet account. Adding Nominal Accounts Editing Nominal Accounts Deleting Nominal Accounts Finding Nominal Accounts Viewing a Nominal Summary Viewing Nominal Ledger Cards Nominal Groups Viewing Nominal Groups by Account Entering Comparative Balances Types of Nominal Group Adding Nominal Groups Editing Nominal Groups Deleting Nominal Groups Finding Groups Nominal Codes Viewing a Nominal Group Summary Viewing Nominal Codes by Groups Adding New Codes to a Free Form Group Adding New Codes to a Nominal Group Deleting Nominal Codes from a Free Form Group Setting up the System Producing a Set of Accounts for a Client Page 78 of 309

79 Adding Nominal Accounts You can add new nominal accounts to your Nominal Ledger. This topic describes how. 1. Select Accounts - Nominal Codes, or click the Nominals button on the default toolbar. 2. The Nominal Ledger window opens. Click the Add button. 3. The Add a New Nominal Account window opens. Enter the details of the new nominal account. Nominal account details Item Nominal Code Description Mirror Code Description This field contains the code identifies the nominal account. You can enter any code up to 12 alphanumeric characters. Generally, three digit are used. A title or description for the nominal account. A maximum of 50 characters can be entered. You can enter an existing nominal code that will then be used as a basis for the settings for the new account. The Is this a Profit and Loss Account nominal group, and all free-form groups associated with the mirror code, will be copied to the new nominal account. The nominal account is then automatically represented on the accounts page and notes. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the mirror code you have entered will now be displayed to the right of this field. If you do not enter a mirror code, you must ensure that the nominal code is represented in all necessary groups and pages. Note: We strongly recommend that you use the Mirror Code facility to simplify the allocation of this code to groups. Is This Profit and Loss Account Nominal Group Select this checkbox if the new account is to be a Profit and Loss account. If you leave the box deselected, the account will be a Balance Sheet account. The code of the nominal group to which the account will belong. This must be a profit and loss group if the nominal account is a profit and loss account. It must be a balance sheet group if the new nominal account is a balance sheet account. Entering a? in this field will display a list of all current nominal groups. You can then select a group and press Enter to enter it in this field. 4. If you wish to enter further information about the new nominal account, click the Advanced button. The Advanced Nominal Add window opens. Advanced details Page 79 of 309

80 Item Year End Transfer Code Description This field shows the nominal code to which any balance in the account will be transferred during the year-end procedure. This field reduces the number of opening balance adjustments that need to be made after the End of Year routine, since several current nominal account balances can be incorporated into a single transfer code to give an opening balance for the new year. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will now be displayed to the right of the field. All Profit and Loss nominal accounts will be totalled and posted as an opening balance in the retained profit nominal code (as defined during the year-end procedure). Substitute Code This field enables you to define a temporary transfer from one nominal code to another. This occurs only when you access the accounts pages, and is reversed when you exit the accounts pages. There are no transactions posted for these transfers - only the balance on the nominal accounts is transferred, while the individual transactions remain in their respective nominal accounts. You use this field when a nominal account has a debit balance when it would normally have a credit balance, or a credit balance when it would normally have a debit balance. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will be displayed to the right of the field. Debit/Credit Click the button corresponding to the transaction type of the substitute code for this account (that is, specify whether it is debit or credit). These option buttons will be available only when a valid nominal code has been entered in the Substitute Code field. Lock Nominal Code Select this checkbox if you want to lock the nominal account. This prevents postings being made to the account. It is normally used for substitute codes. 5. Click the OK button. 6. The Add a New Nominal Account window opens again. Click the OK button to create the new account. Nominal Ledger Editing Nominal Accounts You can edit any nominal account code to change the information that was entered when it was added to the system. You can also update a nominal account to incorporate changes that have been made to the mirror code account since the nominal account was added or last updated. Page 80 of 309

81 1. Select Accounts - Nominal Codes, or click the Nominals button. 2. The Nominal Ledger window displays. Select the nominal account that you want to edit. 3. Click the Edit button. The Edit Nominal Account window displays the basic details of the selected account. 4. Make the required amendments to the account details. If you want to update the account to incorporate changes made to the mirror code account, select the Reapply Mirror Code checkbox. Nominal account details Item Nominal Code Description Mirror Code Description This field contains the code identifies the nominal account. You can enter any code up to 12 alphanumeric characters. Generally, three digit are used. A title or description for the nominal account. A maximum of 50 characters can be entered. You can enter an existing nominal code that will then be used as a basis for the settings for the new account. The Is this a Profit and Loss Account nominal group, and all free-form groups associated with the mirror code, will be copied to the new nominal account. The nominal account is then automatically represented on the accounts page and notes. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the mirror code you have entered will now be displayed to the right of this field. If you do not enter a mirror code, you must ensure that the nominal code is represented in all necessary groups and pages. Is This Profit and Loss Account Nominal Group Select this checkbox if the new account is to be a Profit and Loss account. If you leave the box deselected, the account will be a Balance Sheet account. The code of the nominal group to which the account will belong. This must be a profit and loss group if the nominal account is a profit and loss account. It must be a balance sheet group if the new nominal account is a balance sheet account. Entering a? in this field will display a list of all current nominal groups. You can then select a group and press Enter to enter it in this field. Note: Nominal Code once created cannot be altered. Thus the option does not allow you to edit the nominal code. You can change the description of the account. 5. If the item of information to be changed is not shown in this window, click the Advanced button. The Adv Nominal Edit Screen window displays further information that you can amend. Advanced details Item Year End Transfer Code Description This field shows the nominal code to which any balance in the account will be transferred during the year-end procedure. This field reduces the number of opening balance adjustments that need to be made after the End of Year routine, since several current nominal account balances can be incorporated into a single transfer code to give an opening balance for the new year. Entering a? in this field will display a list of all current nominal codes. You can then select a code Page 81 of 309

82 Item Description and press Enter to enter it in this field. The nominal description of the code you have entered will now be displayed to the right of the field. All Profit and Loss nominal accounts will be totalled and posted as an opening balance in the retained profit nominal code (as defined during the year-end procedure). Substitute Code This field enables you to define a temporary transfer from one nominal code to another. This occurs only when you access the accounts pages, and is reversed when you exit the accounts pages. There are no transactions posted for these transfers - only the balance on the nominal accounts is transferred, while the individual transactions remain in their respective nominal accounts. You use this field when a nominal account has a debit balance when it would normally have a credit balance, or a credit balance when it would normally have a debit balance. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will be displayed to the right of the field. Debit/Credit Click the button corresponding to the transaction type of the substitute code for this account (that is, specify whether it is debit or credit). These option buttons will be available only when a valid nominal code has been entered in the Substitute Code field. Lock Nominal Code Select this checkbox if you want to lock the nominal account. This prevents postings being made to the account. It is normally used for substitute codes. 6. When you have made all the required changes, click OK. The amended details are saved. Nominal Ledger Deleting Nominal Accounts You can delete only nominal accounts with a zero balance and no transaction postings. 1. Select Accounts- Nominal Codes, or click the Nominals button. This will display the Nominal Ledger window. 2. Select the nominal account that you want to delete. 3. Click the Delete button. You can only delete a nominal account if it has a zero balance and no transactions. 4. A warning message will be displayed asking you to confirm that you want to permanently delete the account. 5. Click the Yes button. The account will be deleted, and the display will return to the Nominal Ledger window. Nominal Ledger Page 82 of 309

83 Finding Nominal Accounts You can find nominal accounts using one of these search methods: Using the Find facility 1. Click the Search button. This will display the Find window. 2. In the Search Column area, select the column in the Nominal Ledger window for which you want to search the entries. 3. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. 4. Click the Find button. The first nominal account with the specified details will be selected in the Nominal Ledger window. Using Speed Search 1. To use the Nominal Ledger window s Speed Search utility, you begin by typing the first character of the relevant account s Ref column. The Speed Search dialogue box displays a field containing this character, and the window highlights the first account whose Ref column entry begins with the character, if there are any. Note: If no accounts match the first character you type, the utility searches for an account beginning with the next character you type. 2. Continue to enter the characters of the account s Ref column. After each character entry, the utility performs a search based on the search string. 3. When you have found the required nominal account, you click outside the Speed Search dialogue box. The box closes, and the account is selected in the Nominal Ledger window. Nominal Ledger Viewing a Nominal Summary You can view a summary of nominal account details, including the year end, substitute code, transfer code, the current year balance, and balances for the previous five years. 1. Select Accounts - Nominal Codes, or click the Nominals button. This will display the Nominal Ledger window. 2. Select the relevant nominal account. 3. Click the Summary button. This will display the Nominal Summary window, which contains details of the selected account. 4. If you want to view summaries of other accounts, use the Previous and Next arrows to move to the required accounts. 5. When you have viewed all the required account summaries, click the Close button to close the Nominal Summary window. Nominal Ledger Page 83 of 309

84 Viewing Nominal Ledger Cards You can view a nominal ledger card showing all the transactions or batches that have been posted to a selected nominal account. 1. Select Accounts- Nominal Codes, or click the Nominals button. This will display the Nominal Ledger window. 2. Select the appropriate nominal account. 3. Either double-click the nominal account, or click the Ledger button at the bottom of the window. This will display the Ledger Card window containing details of transactions or batches in the selected account. The following details are shown for each transaction: Tran No, Date, Invoice Number, Type, Narrative, Quantity, Debit, Credit, Balance. 4. You can use the List button to switch the display between transactions and batches. 5. If you want to view ledger cards of other nominal accounts, use the Previous and Next arrows to move to the required accounts. 6. If you want to view the details of a particular transaction, double-click it or select it in the Nominal Ledger Card window and press Enter. This will display read-only transaction details. Click the OK button to close the window. 7. When you have finished viewing transaction information, click the Close button to close the Nominal Ledger Card window. Nominal Ledger Viewing Nominal Groups by Account You can view a list of all the groups to which a code is attached. For each group, you can view the type, group code and description, together with the current balance and the balance for the previous accounting year. 1. Select Accounts- Nominal Codes, or click the Nominals button to display the Nominal Ledger window. 2. Select the appropriate nominal account. 3. Click the Groups button. This will display the Groups window, which contains details of groups to which the selected account is attached. The following information is shown for each group: Group Code, Group Description, Type, Balances. 4. If you want to view groups attached to other accounts, use the Previous and Next arrows to move to the required accounts. 5. When you have viewed all the required groups, click the Close button to close the Groups window. Nominal Ledger Viewing the Fixed Asset Register by Account 1. Select Accounts - Nominal Codes, or click the Nominals button, to display the Nominal Ledger window. Page 84 of 309

85 2. Select the appropriate nominal account. 3. Click the FAR button. This will display a window showing details of any entries in the fixed asset register for this nominal account. Note: The FAR button is active only when an account is selected, and it contains a fixed-asset register entry. Nominal Ledger Entering Comparative Balances 1. Select Accounts- Nominal Codes or click the Nominals button, to display the Nominal Ledger window. 2. Click the Compar button. This will display the Comparatives window. The following information is shown for each account: Code, Description, Balance, Previous year balances. The cursor will be automatically positioned at the first nominal code in the comparative year. 3. Enter the balance for the comparative year for this nominal code. 4. Use the Speed Search utility to move to the next nominal code, and enter its comparative balance for this nominal code. Repeat for each code. Each year must balance - debits must equal credits. If this is not the case, the balancing figure will be displayed at the bottom of the relevant year s column. 5. Closing the window will save the balances entered. However, if any of the years do not balance a message will appear asking you to adjust the figures. 6. Click OK to return to the Comparatives Window to make the relevant adjustments, or click Ignore to post the difference to the last nominal code in the relevant year. Credit balances should be entered with a minus (-) sign preceding the amount. Nominal Ledger Entering Budget Balances 1. Select Accounts - Nominal Codes. 2. Click the Budget button. This will display the Nominal Codes Budgets window. 3. Select the appropriate option(s). The cursor will be positioned at the first nominal code. 4. Enter the budget amount for this nominal code. Then use Speed Search to move to the next nominal code, and enter the balance for this nominal code. Repeat for each relevant code. 5. Alternatively, if Alloc.Yearly is not selected, the figures can be entered for each period individually, totalling to the yearly budget. 6. Similarly, the period budgets and the yearly budgets must balance - debits must equal credits. If this is not the case the balancing figure will be displayed in the Unallocated Amt field at the bottom of the window. Page 85 of 309

86 7. Closing the window saves the balances. 8. Click OK to return to the budgets window, where you can make the relevant adjustments. Alternatively, clickignore to post the difference to the last nominal code in the relevant period. Credit balances should be entered with a minus (-) sign preceding the amount. Nominal Ledger Compare Actual Accounts with Budget You can enter budgets that will be used later to compare with Current Period Balances. 1. Select Accounts - Nominal Codes. 2. Click the Budget button. This will display the Nominal Code Budgets window containing the budgets and balances for the comparative year. 3. The following information is shown for each account: Code, Description, Comparative, Budget, Period. When you select an account, any difference between the year-to-date budget and the total of the periods is shown in the Unallocated Amt field. 4. To view accounts with a balance, select the Supp Zeroes checkbox. 5. To do a percentage increase/decrease of the comparative year to create the year to date budget, doubleclick the Comparative column. 6. This will display the Comparative to Budget window. Enter the percentage change and the rounding criteria, and then click the OK button. 7. To enter the budget of a nominal account for the year, select the Alloc Yearly checkbox. If you want Sage Accounts Production to allocate automatically the year-to-date budget equally over the number of periods, select the Auto Alloc checkbox. 8. To enter an amount in a period, and have the system automatically generate the same amount in the remaining periods, click the Fill Right button at the bottom of the window. To enter amounts for Period 1, and have the system generate the same balances in the remaining periods, click the Fill All button at the bottom of the window. To fill all cells with the same number, enter the number in the top left-hand cell and click the Fill All button at the bottom of the window. 9. To print a Nominal budget report, click the Print button at the bottom of the window, and then enter the required information in the displayed window. 10. When you have entered the budgets, click the Close button to close the Nominal Code Budgets window. Types of Nominal Group There are two types of group within the Sage Accounts Production Nominal Ledger: Nominal Groups Each nominal code must be assigned to only one nominal group to eliminate the possibility of duplicated or missing nominal codes in profit and loss or balance sheets, ensuring integrity. Page 86 of 309

87 Free Form Groups This option allows you to set up analysis groups for reports so that you can view totals quickly and easily. Each nominal code can belong to any number of free form groups. If you are using a Sage Accounts Production format, the nominal and free form groups will already be set up for your ledger, but you can set up your own groups and view the information held within them. Nominal Ledger Adding Nominal Groups 1. Select Accounts- Nominal Groups, or click the Groups button, to display the Groups window. 2. Click the Add button. This will display the Add a New Group window. 3. Enter the details of the new group. These are: Group Code, Description, Type, Is this a Profit & Loss Account, Advanced. Group details Item Group Code Description Type Is this a Profit & Loss Account Description This field contains the code that will be used to identify the group. A maximum of 12 alphanumeric characters can be entered. You can enter a text description for the group. A maximum of 50 alphanumeric characters can be used. You can enter the group type in this field (N for Nominal or F for Free Form). Select this checkbox if the group will contain profit and loss nominal accounts. If this box is not checked, you will be allowed to add only balance sheet accounts to the group. This checkbox is available only when you have entered N in the Type field. 4. Click the Advanced button to specify a range or a series of codes to add to the new nominal group. Advanced details The Advanced Group Add window enables you to specify a mapping range used during the update procedure. You specify a series or a range of nominal codes. The nominal code separators are: a colon (:) - You use this separator to define a range of codes, such as all nominal codes from 001 up to and including 099, which is expressed as 001:099 a full stop (.) - You use this separator to define a series of codes, such as During the update procedure, the system looks at the mapping range and then at the dataset nominal codes, and adds all existing codes in the specified range to the new group. 5. Click the OK button to create the new group. Page 87 of 309

88 Nominal Ledger Editing Nominal Groups You can edit any nominal group to change the information that was entered when it was added to the system. 1. Select Accounts - Nominal Groups, or click the Groups button, to display the Groups window. 2. Select the group that you want to edit. 3. Click the Edit button. The Edit Group window will be displayed showing details of the selected group. 4. Make the required amendments to the group details. 5. When you have made all the required changes, click the OK button. This will close the edit window, saving the amended details. Nominal Ledger Deleting Nominal Groups You can delete nominal groups from your Nominal Ledger at any time, but you can only delete nominal groups which have no nominal accounts attached. If you want to delete a group with nominal accounts attached, you must first reassign the nominal accounts to a different group before the deletion. 1. Select Accounts- Nominal Groups, or click the Groups button, to display the Groups window. 2. Select the group that you want to delete. 3. Click the Delete button. You can only delete a nominal group if it has no nominal accounts attached (although free-form groups can be deleted even if they have nominal accounts attached). 4. A warning message will be displayed asking you to confirm that you want to permanently delete the group. 5. Click the Yes button. The group will be deleted, and the display will return to the Groups window. Nominal Ledger Finding Groups You can find Nominal Groups using one of these search utilities: Find utility 1. Click the Search button at the bottom of the window. This will display the Find window. 2. In the Search Column area, select the column in the Group window for which you want to search the entries. 3. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. 4. Click the Find button. The first group with the specified details will be selected in the Group window. Page 88 of 309

89 Speed Search utility 1. To find a nominal group in the Groups window using Speed Search, you begin by typing the first character of the code of the group. This will display the Speed Search box, and the first group beginning with that character will be selected in the Groups window. If no groups start with that character, Speed Search will find a group beginning with the next used character. 2. Continue to enter the group code. After each character entry, the group that most closely matches what you have typed will be selected. 3. When you have found the required group, click outside the Speed Search box. The box will disappear, and the group will be selected in the Nominal Groups window. Nominal Ledger Viewing a Nominal Group Summary 1. To view a Summary of Balances for a group, begin by selecting Accounts- Nominal Groups, or by clicking the Groups button, to display the Groups window. 2. Select the appropriate group. 3. Click the Summary button. This will show the (read-only) Group Summary window, which contains the current balance of the group, and balances for the previous five accounting years. The code and description of the group are shown. If the group is a nominal group, the P/B field specifies whether the group contains Profit and Loss accounts or Balance Sheet accounts. 4. Click the Close button to close the Group Summary window. Nominal Ledger Viewing Nominal Codes by Groups 1. Select Accounts- Nominal Groups, or click the Groups button, to display the Groups window. 2. Double-clicking the relevant group. This will display a window containing details of the nominal accounts attached to the group. For each account, the window shows the account code, description, current balance, the current year figure and the comparative year figure. 3. If you want to view the accounts attached to other groups, use the Previous and Next arrows to move to the required groups. 4. You can use the Add and Delete buttons to add new nominal accounts to the group and delete existing nominal accounts from the group. Note: The delete option is not available on nominal groups. When you have viewed all the required groups nominal codes, click the Close button to close the Groups window. Nominal Ledger Page 89 of 309

90 Viewing Period Results by Nominal Groups You can display a breakdown of this year s period balances for a group, together with the current balance, comparative balance, budget and variance. 1. Select Accounts- Nominal Groups, or click the Groups button, to display the Groups window. 2. Select the appropriate group. 3. Click the Periods button. This will display a window containing details of period descriptions, balances, budgets and variances. 4. The following information is shown for each period: Description, From, To, Current year balance, Budget, Variance, Previous year balance. 5. Click the Close button to close the Periods window. Viewing Period Results window items Item Description From To Current Year Balance Budget Variance Previous Year Balance Description This field shows the description of the period, such as January or Quarter 1. This field shows the date on which the period starts. This field shows the date on which the period ends. This field shows the actual balance for all the nominal accounts in the group for the period in the current year. This field shows the budget allocated to the nominal account for the period in the current year. This field shows the difference between the budget and the actual balance for the group in the current year. This field shows the group balance for the same period in the previous accounting year. Nominal Ledger Viewing Period Results by Account You can display a break-up of this year s period balances for a nominal account, together with the current balance, comparative balance budget and variance. Select Nominal LedgerAccounts - Nominal Codes, or click the Nominals button, to display the Nominal Ledger window. Select the appropriate nominal account. Click the Periods button at the bottom of the window. This will display a window containing details of period descriptions, balances, budgets and variances. The following information is shown for each period: Description, From, To, Current Year Balance, Budget, Variance, Previous Year Balance. Page 90 of 309

91 If you want to view period details of other accounts, use the Previous and Next arrows to move to the required accounts. When you have viewed all the required periods, click the Close button to close the Periods window. Nominal Ledger Adding New Codes to a Free Form Group 1. Select Accounts - Nominal Groups, or click the Groups button, to display the Groups window. 2. Select the appropriate group. 3. Click the Nominals button. 4. Click the Add button. This will display the Add Code/Group window. 5. Select the option button for the type of item to be added (either nominal code or group code). 6. Enter the code for the nominal account or group. Entering a? in this field will display a list of all current nominal accounts or groups. You can then select a code and press Enter to enter it in this field. 7. Click the OK button to add the nominal account or group to the free-form group. Nominal Ledger Adding New Codes to a Nominal Group 1. Select Accounts - Nominal Groups, or click the Groups button, to display the Groups window. 2. Select the appropriate group. 3. Click the Nominals button. 4. Click the Add button. This will display the Add Nominal Code window. 5. Adding an existing nominal account to a nominal group has the effect of removing or deleting it from its current nominal group. 6. Select the option button for the type of item to be added to the group - nominal code or group code. 7. Enter the nominal account code in the Code field. Entering a? in this field will display a list of all current nominal account codes. You can then select a code and press Enter to enter it in this field. 8. Click the OK button to add the nominal account code to the nominal group. Nominal Ledger Deleting Nominal Codes from a Free Form Group 1. Select Accounts - Nominal Groups, or click the Groups button, to display the Groups window. 2. Select the appropriate group. Page 91 of 309

92 3. Click the Nominals button. This will display a window containing details of the accounts attached to the group. For each account, the window shows the account code, description and current balance. 4. Click the Delete button. 5. A message box will be displayed asking you to confirm the deletion. Click the Yes button to delete the code from the group. Nominal Ledger Page 92 of 309

93 Recurring Entries Recurring entry is the term used when transactions are repeatedly posted on a weekly, monthly or yearly basis, such as for rent payments or magazine subscriptions. Sage Accounts Production supports these transaction types: Double Entry Journals Accruals & Prepayments Payments & Receipts Sales & Purchase Invoices Important Topics Adding a Recurring Entry Adding a Split Recurring Entry Editing a Recurring Entry Editing a Split Recurring Entry Deleting a Recurring Entry Searching for a Recurring Entry Posting a Recurring Entry Adding a Recurring Entry 1. Select Accounts - Recurring Entries. 2. Click on the Add button. This will display the Add Recurring Entry window. 3. In the Transaction Details section, enter the Transaction Type for the recurring entry. 4. Depending on the transaction type chosen, the following items may be disabled: Invoice No, Ref No, Supplier/Customer, Narrative, Gross Amount of the Entry and the Vat Rate. The vat amount will be automatically calculated based on the vat rate entered. The net amount will be automatically calculated on the basis of the vat rate and either the debit or the credit code (depending on the cost centre and the transaction type). 5. If the Recurring Entry has either a split nominal or split VAT, then click the Split button for further details. Note: If the Transaction Type is Purchase Invoice/Payment or Sales Invoice/Receipt, the Split button will be enabled. 6. In the Recurring Details section, enter the date of first entry, the number of entries, the frequency of entries. 7. Select the Put Entry On Hold checkbox if necessary. 8. The Transaction History section will be updated automatically when a Recurring Entry is posted. Recurring Entries Page 93 of 309

94 Adding a Split Recurring Entry There are two different split recurring entries. They are: split payments or receipts split purchases or sales invoices To split a recurring payment or receipt 1. Click the Split button at the bottom left of the window. The Splits window displays. 2. Enter the amount inclusive of VAT Analysis Code, Narrative VAT code for each split 3. When all the splits have been entered the transaction total should agree with the Gross Amount entered in the Add Recurring Entry window. If the split transaction total is different to the Gross Amount, then you click the Adjust Total button and change the Gross Amount to that of the split transaction total. To split a recurring purchase invoice or sales invoice 1. Click the Split button at the bottom left of the window. The Splits window displays. 2. Enter the Gross Amount. Note: The VAT Code, the VAT Amount and Net Amount will be automatically calculated. 3. Enter the Analysis and any Narrative for each split. 4. When all the splits have been entered the transaction total should agree to the Gross Amount entered on Add Recurring Entry window. If the Split Transaction Total is different to the Gross Amount, you click the Adjust Total button to change the Gross Amount to that of the Split Transaction Total. Add Recurring Entry window items Item Transaction Type Description Recurring Entries can be posted for the following transaction types only: Double Entry Journals Accruals & Prepayments Payments & Receipts Sales & Purchase Invoices Invoice Number Reference Number If the transaction type of the Recurring Entry is either Sales Invoice or Purchase Invoice, this field will be available and the relevant invoice number should be entered. If the transaction type of the Recurring Entry not Sales Invoice or Purchase Invoice, this field will be available, and any reference number should be entered here. If the Sales or Purchase Ledger Options window s Use Our Ref checkbox is selected, this field will also be available if the transaction type is Sales Invoice or Purchase Invoice. Page 94 of 309

95 Item Supplier/Customer Narrative Gross Amount VAT Rate VAT Amount Description If the transaction type of the Recurring Entry is Payment, Receipt, Sales Invoice or Purchase Invoice, then this field will be available, and the relevant supplier or customer account number should be entered here. Any narrative or detail that you would like to have recorded with the entry. Enter the Gross Amount (inclusive of any VAT amount). You can select a VAT rate from the drop-down list. The VAT Amount field should be automatically updated with the correct amount based on the VAT rate and the gross amount. Recurring Entries Editing a Recurring Entry 1. Select Accounts - Recurring Entries. 2. Click the Edit button. This will display the Edit Recurring Entry window. In the Transaction Details section, you will not be able to change the Transaction Type for the recurring entry, the Invoice No, the Ref No, Supplier/Customer, Narrative, the Gross Amount of the entry, or the Vat Rate. The Vat Amount will be automatically calculated based on the Vat Rate entered. The Net Amount will be automatically calculated based on the Vat Rate entered and the debit or the credit code (depending on the transaction type and the cost centre). 3. If the Recurring Entry has either a split nominal or split VAT, then click Split for further details. Note: If the Transaction Type is Purchase Invoice/Payment or Sales Invoice/Receipt then the Split button will be enabled. 4. In the Recurring Details section, enter the Date of First Entry, the Number of Entries, the Frequency of entries. 5. Select Put Entry on Hold if necessary. The Transaction History section will be updated automatically when a recurring entry is posted. Recurring Entries Editing a Split Recurring Entry There are two different Split Recurring Entries. They are: Split Payments or Receipts Split Purchases or Sales Invoices Page 95 of 309

96 To split a recurring payment or receipt 1. Select Accounts - Recurring Entries. 2. Click the Split button in the Add Recurring Entry window. The Split window displays. 3. Enter the amount inclusive of VAT, the Analysis Code, Narrative and the VAT code for each split. When all the splits have been entered the transaction total should agree to the Gross Amount entered on Add Recurring Entry window. If the Split Transaction Total is different to the Gross Amount, then you can click the Adjust Total button at the bottom of the window to change the Gross Amount to that of the Split Transaction Total. To split a recurring purchase or sales invoice 1. Select Accounts - Recurring Entries. 2. Click the Split button in the Add Recurring Entry window. The Split window displays. 3. Enter the Gross Amount. The VAT Code, the VAT Amount and Net Amount will be automatically calculated, enter the Analysis and any Narrative for each split. When all the splits have been entered the transaction total should agree to the Gross Amount entered on Add Recurring Entry window. If the Split Transaction Total is different to the Gross Amount, then you can click the Adjust Total button at the bottom of the window to change the Gross Amount to that of the Split Transaction Total. Recurring Entries Deleting a Recurring Entry 1. Select Accounts - Recurring Entries. 2. Click on the Delete button. A message will appear asking you to confirm the deletion. 3. Click Yes to confirm the deletion: The recurring entry will no longer be visible in the Recurring Transactions browse window. Click No to abandon the deletion; leaving the Recurring Entry in the Recurring Transactions browse window, and available for posting. Recurring Entries Searching for a Recurring Entry 1. Select Accounts - Recurring Entries. 2. Click the Search button. This will display the Find window. 3. In the Search Column area, select the column in the Recurring Transactions window for which you want to search the entries. 4. In the Find What field, enter the details that you want to find. Page 96 of 309

97 5. The search will look for exactly what you enter here - no wildcards can be used. 6. Click the Find button. The first transaction with the specified details will be highlighted in the recurring transactions window. Recurring Entries Posting a Recurring Entry 1. Select Accounts - Recurring Entries. 2. Click the Post button. This will display the Recurring Entries Post window. 3. Enter the date up to which you want the Recurring Entries to be posted in the Generate Transactions Up To field. 4. To view the posting that will be made, click the Preview button. 5. To post the entries, click the Post button. The entries will be posted to the nominal ledger in the normal way, and can be seen in their respective browse windows. 6. To abandon the posting, click the Cancel button. Recurring Entries Accounts Database The Accounts Database contains all the information the system needs to produce accounting reports and pages. The database is organised into groups and subgroups, which you define. Important Tasks Opening the Accounts Database Adding and Listing Database Entries Editing Database Entries Copying Database Entries Editing the Accounts Database from a Page Cell Adding Database Groups and Subgroups Editing Database Groups and Subgroups Deleting Database Groups and Subgroups Setting up the System Producing a Set of Accounts for a Client Opening the Accounts Database To open the Accounts Database, carry out these steps: Page 97 of 309

98 1. Click the Database button. 2. The Accounts Database window opens. A list of database groups is visible on the left-hand side of the window. The tabs in the main window correspond to subgroups in the selected group. 3. Click a tab to display the entries in the relevant the subgroup. Accounts Database Adding and Listing Database Entries You can add your own entries in the Accounts Database. The basic database supplied by Sage has predefined areas. And you can add new entries from database line 8000 onwards. 1. Select Reports - Database Code Listing, or click the Pages button, to display the Pages window. 2. Click the Add button. This will display the Database Add/Edit window, which contains a Setup tab and a Detail tab. 3. With the Setup tab open, enter the information for the new database entry. 4. Select the Detail tab. Enter the detail information for the new database entry. Entry details The fields displayed vary according to the Source type and Result type entries specified in the Setup tab. Item Code Description A code for the database entry. A maximum of 12 alphanumeric characters can be used. All codes below 8000 are reserved for formats supplied by Sage Accounts Production. The entries are presented in the Accounts Database window in ascending order of code. You can append alphabetic characters to codes to insert subsidiary entries between consecutively numbered entries. You cannot change the contents of this field when editing a database entry. Prompt Source Type A text string that will appear as a prompt for this entry in the Accounts Database window. You should make this a question to which the user will need to respond. The type of field represented by the database entry. Available field types are: Current and Comparative Two numeric fields, one for the current year value and the other for the comparative year value. For example, the number of shares held by a director. Date A date field, where the date can be entered in the format 31/12/99 i.e., in dd/mm/yy, and converted to an appropriate format in the pages using the cell settings. Page 98 of 309

99 Item Description Explanation A message to the user about the following database lines and is displayed in blue. Formula A mathematical formula that operates on one of more values in the database. Header A heading for the following database lines (displayed in a larger font size with a red background). Numeric A numeric field, defaulting to 2 numeric places. Paragraph A paragraph field. Text A text field, allowing up to a maximum of 100 characters. Yes or No A checkbox. Selecting it means Yes, and deselecting it means No. Result Type Group Subgroup Page Name Screen Condition The type of result that will be returned when the user responds to the prompt for this database entry. Normally the same as the entry in the Source Type field, but may vary under some circumstances. The database group to which this entry will belong. The associated drop-down list contains all subgroups defined for the selected group. You can select the database subgroup to which this entry will belong. The prompt will then be displayed in the Accounts Database window when the group and subgroup are selected. Entries will be displayed in ascending numeric order of their codes. The name of a page that will be used when cell references have been included in the Screen condition expression. The cells will be checked only on the page selected in this field. A condition or set of conditions under which this database entry will be greyed out and unavailable in the Accounts Database window. You can build up the condition using ampersand codes as appropriate. You can include cell references in the condition, and the indicated cell will be checked on the page named in the Page Name field. Number of Decimal Places Database entries, which are source type numeric or current and comparative, will have their values automatically displayed with 2 decimal places. However, this may not be necessary, such as in the case of the number of employees. The default and maximum number of decimal places is 2. To increase or decrease this number, use the up and down arrows. Clear at Year End The detail held in some database entries may be specific to this year s accounts, and therefore should be deleted during year-end. Page 99 of 309

100 Item Description This option allows the user to decide which database detail remains, and which is cleared at the year-end. Select the checkbox to clear out the detail. Deselect it to retain the detail. Suppress Rollover Database entries with the source type Current and Comparative have the current value placed into the comparative field during the year-end, leaving the current field empty. However there are times when this is not required, such as in the case of directors shares. To prevent this rollover and leave the figures unchanged, select this checkbox. Not Requiring Conversion Detail Valid Characters When you are converting pages to a currency other than the base currency, numeric and current and comparative database entries will also be converted into the new currency. However, there are times when this is not required, such as in the case of the number of employees or the number of directors shares. To prevent the conversion, select this checkbox. This will vary depending upon the Source Type selected. For example, if the Source Type is Yes/No, the detail will be a checkbox. If the Source Type is text, the detail will also be text. If you have a textual source, you can enter a list of characters that will be accepted in response to the prompt in the Accounts Database window. If you leave this field blank, all characters will be accepted as valid responses. Condition If True You can set up a condition that will include one of two alternatives on the page. You can build up the condition using elements such as ampersand codes, cell references, and database lines. You can enter the details that will appear on pages, together with the result of the database entry, when the specified condition is true. If the condition is true, these details will appear on pages and notes as database details. If False You can enter the details that will appear on pages, together with the result of the database entry, when the specified condition is false. If the condition is false, these details will appear on pages and notes as database details. 5. Click the OK button to add the entry to the database. 6. You may wish to print the list. Click the Print button to do this. The List of Database Codes screen displays. You can specify the range of database codes you wish to print, preview the list, and set which columns will appear in the report by selecting the Settings button. Accounts Database Editing Database Entries This topic describes how you can edit Accounts Database entries. 1. Click the Pages button. 2. The Pages window opens. Click the Settings button. Page 100 of 309

101 3. The Page Settings window opens. Select the Database tab. 4. The list of the database entries is displayed. Select the entry that you want to amend. To find a specific entry, type its code. The Speed Search window will be displayed. Press the Enter key, and the required entry will be selected. 5. Click the Edit button. 6. The Database Add/Edit window opens. Amend the database entry as required. Database entry fields Item Code Description A code for the database entry. A maximum of 12 alphanumeric characters can be used. All codes below 8000 are reserved for formats supplied by Sage Accounts Production. The entries are presented in the Accounts Database window in ascending order of code. You can append alphabetic characters to codes to insert subsidiary entries between consecutively numbered entries. You cannot change the code of an existing entry. Prompt Source Type A text string that will appear as a prompt for this entry in the Accounts Database window. You should make this a question to which the user will need to respond. The type of field represented by the database entry. Available field types are: Current and Comparative Two numeric fields, one for the current year value and the other for the comparative year value. For example, the number of shares held by a director. Date A date field, where the date can be entered in the format 31/12/99 i.e., in dd/mm/yy, and converted to an appropriate format in the pages using the cell settings. Explanation A message to the user about the following database lines and is displayed in blue. Formula A mathematical formula that operates on one of more values in the database. Header A heading for the following database lines (displayed in a larger font size with a red background). Numeric A numeric field, defaulting to 2 numeric places. Paragraph A paragraph field. Text Page 101 of 309

102 Item Description A text field, allowing up to a maximum of 100 characters. Yes or No A checkbox. Selecting it means Yes, and deselecting it means No. Result Type Group Subgroup Page Name Screen Condition The type of result that will be returned when the user responds to the prompt for this database entry. Normally the same as the entry in the Source Type field, but may vary under some circumstances. The database group to which this entry will belong. The associated drop-down list contains all subgroups defined for the selected group. You can select the database subgroup to which this entry will belong. The prompt will then be displayed in the Accounts Database window when the group and subgroup are selected. Entries will be displayed in ascending numeric order of their codes. The name of a page that will be used when cell references have been included in the Screen condition expression. The cells will be checked only on the page selected in this field. A condition or set of conditions under which this database entry will be greyed out and unavailable in the Accounts Database window. You can build up the condition using ampersand codes as appropriate. You can include cell references in the condition, and the indicated cell will be checked on the page named in the Page Name field. Number of Decimal Places Database entries, which are source type numeric or current and comparative, will have their values automatically displayed with 2 decimal places. However, this may not be necessary, such as in the case of the number of employees. The default and maximum number of decimal places is 2. To increase or decrease this number, use the up and down arrows. Clear at Year End The detail held in some database entries may be specific to this year s accounts, and therefore should be deleted during year-end. This option allows the user to decide which database detail remains, and which is cleared at the year-end. Select the checkbox to clear out the detail. Deselect it to retain the detail. Suppress Rollover Database entries with the source type Current and Comparative have the current value placed into the comparative field during the year-end, leaving the current field empty. However there are times when this is not required, such as in the case of directors shares. To prevent this rollover and leave the figures unchanged, select this checkbox. Not Requiring Conversion Detail When you are converting pages to a currency other than the base currency, numeric and current and comparative database entries will also be converted into the new currency. However, there are times when this is not required, such as in the case of the number of employees or the number of directors shares. To prevent the conversion, select this checkbox. This will vary depending upon the Source Type selected. For example, if the Source Type is Yes/No, the detail will be a checkbox. If the Source Type is text, the detail will also be text. Page 102 of 309

103 Item Valid Characters Description If you have a textual source, you can enter a list of characters that will be accepted in response to the prompt in the Accounts Database window. If you leave this field blank, all characters will be accepted as valid responses. Condition You can set up a condition that will include one of two alternatives on the page. You can build up the condition using elements such as ampersand codes, cell references, and database lines. If True You can enter the details that will appear on pages, together with the result of the database entry, when the specified condition is true. If the condition is true, these details will appear on pages and notes as database details. If False You can enter the details that will appear on pages, together with the result of the database entry, when the specified condition is false. If the condition is false, these details will appear on pages and notes as database details. 7. Click the OK button to implement the change. Accounts Database Editing the Accounts Database from a Page Cell Occasionally when you are editing an Accounts Page cell, you may discover that a piece of data referenced in the Accounts Database is incorrect. Sage Accounts Production provides a simple and quick way of correcting the piece of data in the database. When you are in the cell s Enter Text window, the right-hand pane lists all the database codes used in the cell. Double-clicking the code in the right-hand pane opens the Database Add/Edit window, where you can correct the piece of information. Accounts Database Deleting Database Entries 1. Select Reports - Accounts Pages, or click the Pages button, to display the Sage Accounts Production Pages window. 2. Click the Settings button. This will display the Page Settings window. 3. Select the Database tab. This will display a list of the database entries. 4. Select the entry that you want to delete. To find a specific entry, type its code. The Speed Search window will be displayed. Press the Enter key, and the required entry will be selected. 5. Click the Delete button. This will display a message box asking you to confirm the deletion. 6. Click the Yes button to delete the database entry. Page 103 of 309

104 When you delete a database entry, the references to the entry in conditions and cells in the database pages are not automatically removed. You must ensure that all references to the deleted entry are removed. Accounts Database Copying Database Entries You can save time by using the contents of an existing database entry to create a new entry. 1. Click the Pages button. 2. The Pages window opens. Click the Settings button. 3. The Page Settings window opens. Select the Database tab. 4. A list of the current database entries opens. Select the database entry you wish to copy, and then click the Copy button. 5. The Database Add/Edit window shows the details of the selected database entry with the exception of the code, which will be blank. 6. Enter the new code and click OK. Accounts Database Adding Database Groups and Subgroups 1. Click the Pages button. 2. In the Pages window, click the Settings button. This will display the Page Settings window. 3. Select the Database Groups tab. This will display a list of groups and subgroups that have been set up for the dataset. 4. Selecting a group in the left-hand list will display the subgroups of the group in the right-hand list area. 5. To add a group, select the left hand side area. To add a subgroup, select the Right-hand area. 6. Click the Add button. This will display the appropriate Add window. 7. Enter the information for the new group or subgroup. You should leave gaps in the code numbers large enough to ensure that further groups and subgroups can be added as the database develops. 8. Click the OK button. The new group or subgroup will be shown in the Database Groups window. Note: Database lines can only be added to subgroups, so at least one subgroup should be added into each group. Editing Database Groups and Subgroups You can amend the description of any database group or subgroup. 1. Click the Pages button. 2. In the Pages window, click the Settings button. This will display the Page Settings window. Page 104 of 309

105 3. Select the Database Groups tab. This will display a list of groups and subgroups that have been set up for the dataset. Selecting a group in the left-hand side will display all of that group s subgroups in the right-hand side. 4. Select the group or subgroup that you want to amend. 5. Click the Edit button. This will display the appropriate Edit window. 6. Amend the description as required. A maximum of 50 alphanumeric characters can be entered. You cannot change the code of the group or subgroup. 7. Click the OK button to implement the changes made. Accounts Database Deleting Database Groups and Subgroups You can delete any subgroup, and any group that does not contain subgroups. If you want to delete a group, you must first delete all the subgroups defined in it. 1. Click the Pages button. 2. In the Pages window, click the Settings button. This will display the Page Settings window. 3. Select the Database Groups tab. This will display a list of groups and subgroups that have been set up for the dataset. Selecting a group in the left-hand list will display all of that group s subgroups in the right-hand list area. 4. Select the group or subgroup that you want to delete. 5. Click the Delete button. This will display a message box asking you to confirm the deletion. 6. Click the Yes button to delete the group or subgroup, as the case may be. Accounts Database Introduction to Accounts Pages You use Accounts Pages when you are designing a report. The application comes with a set of standard accounts pages, but you can also design your own. To open the Pages window, click Pages in the toolbar. This opens the Pages window, where pages are categorised according to Page Type. Each page type has a tab. You can define your own page types, and allocate pages to them. Each page type has a tab in the Pages window. The tab contains all the pages of that type. What does a page contain? Each accounts page can be up to 200 lines long (identified by numbers 1-200) and 26 columns wide (identified by letters A - Z). A header and footer, in the form of two separately defined pages, can be incorporated to occupy lines at the top and bottom of the page. Page 105 of 309

106 If there is more information than can be printed in one page, a second page will be printed using the same header and footer. Page Security A page can be locked so that its layout is fixed. A password can be applied to it to prevent unauthorised access or editing. Organising a Report You can specify the order in which pages will be printed, and conditions that will prevent printing of individual pages within the report. Pages can be copied between clients, or duplicated within a report with different criteria and settings. The overall report format can also be defined. Adding a Page to the List of Standard Pages This software incorporates a set of standard accounts pages. You can also set up new accounts pages to meet your particular needs. Let's see how you set up a new accounts page. 1. Select Reports - Accounts Pages. 2. The Pages window opens. Click the Add button. 3. The Add a New Page window opens with the Page Details tab automatically selected. Make the necessary changes. Page Details tab Detail Page Name Page Description Page Type P&L, B/S, Note or Other Description The name that will be used to identify the page (up to eight alphanumeric characters). Each page must have a unique name. A free text description of the page, up to 50 alphanumeric characters. This drop-down list contains all the page types defined for this dataset. This drop-down list enables you to specify the page's account type: Profit & Loss Balance Sheet Note Other The system will make sure that each Profit and Loss account is represented on a Profit and Loss page, and that each Balance Sheet account is represented on a Balance Sheet page. Automatic numbering and pagination are applied to all pages of account type Note. Page Order The list position of the page in the relevant tab in the Pages window. Note: You can also change the position of a page in the list by selecting the page and using the Page 106 of 309

107 Detail Description arrow buttons. Password Lock Page Condition An optional password of up to 15 alphanumeric characters to control access to the page. Select this checkbox if you want to lock this page so that its layout cannot be changed. You can later remove the lock if necessary. This field enables you to specify conditions under which the page will not be printed. Many of the most common functions are available on buttons to the right of the Condition pane. You can use AND and OR to link the functions. This enables you to specify complex conditions. Example: &D.0050='N' OR &D.0140='S' This means: Do not print this page if the entry for database line 0050 is N or database line 0140 is S. Sub-Note When the P&L, B/S, Note or Other drop-down list is set to Note, the Sub-Note checkbox becomes active. This enables you to set up note numbering at two levels (e.g. 1, 1.1, 1.2, 2, ) 4. Open the Print Settings tab and specify the necessary information. Print Settings tab Setting Margins Lock up to Column Last Column Currency Symbol Underline Width Printing Header Footer Description These fields show the width of the margins that will be left blank around the edge of the report page, in inches. This field shows the letter identifying the last column that will align to the left margin. This overrides the Last Column setting where applicable. This field indicates the last column that will be printed at the right-hand side of the page. This field shows the currency symbol that will be used for this page of the report. If this field is left blank, the default currency symbol for the dataset will be used on this page. This field shows the width of all underlines used on this page. However, you can override this width by setting a different one for a specific column or cell on the page. These options enable you to specify the page size and orientation. Select a heading for the page. This is displayed with a larger font size and a red background. Select a footer for the page. Page 107 of 309

108 5. Click the OK button. 6. The new accounts page opens. As yet, it is blank. Enter the information to be presented in the page. For details of how to do this, see Laying Out an Accounts Page 7. Click the Save button to save your changes. The new page is now listed in the Pages window. Accounts pages are separate files with the extension.pag. Laying Out an Accounts Page. Editing a Page To edit a page, carry out the following steps: 1. Click the Pages button. 2. The Pages window opens. Select the accounts page you want to edit. 3. Click the Edit button. 4. The Edit a Page window opens. Make the necessary changes to the Page Details and the Print Settings tabs. Page Details tab Detail Page Name Description The name that will be used to identify the page (up to eight alphanumeric characters). Each page must have a unique name. You can't change the page code if the page has been added to a Print Selection. Page Description Page Type P&L, B/S, Note or Other A free text description of the page, up to 50 alphanumeric characters. This drop-down list contains all the page types defined for this dataset. This drop-down list enables you to specify the page's account type: Profit & Loss Balance Sheet Note Other The system will make sure that each Profit and Loss account is represented on a Profit and Loss page, and that each Balance Sheet account is represented on a Balance Sheet page. Automatic numbering and pagination are applied to all pages of account type Note. Page Order The list position of the page in the relevant tab in the Pages window. Note: You can also change the position of a page in the list by selecting the page and using the Page 108 of 309

109 Detail Description arrow buttons. Password Lock Page Condition An optional password of up to 15 alphanumeric characters to control access to the page. Select this checkbox if you want to lock this page so that its layout cannot be changed. You can later remove the lock if necessary. This field enables you to specify conditions under which the page will not be printed. Many of the most common functions are available on buttons to the right of the Condition pane. You can use AND and OR to link the functions. This enables you to specify complex conditions. Example: &D.0050='N' OR &D.0140='S' This means: Do not print this page if the entry for database line 0050 is N or database line 0140 is S. Sub-Note When the P&L, B/S, Note or Other drop-down list is set to Note, the Sub-Note checkbox becomes active. This enables you to set up note numbering at two levels (e.g. 1, 1.1, 1.2, 2, ) Print Settings tab Setting Margins Lock up to Column Last Column Currency Symbol Underline Width Printing Header Footer Description These fields show the width of the margins that will be left blank around the edge of the report page, in inches. This field shows the letter identifying the last column that will align to the left margin. This overrides the Last Column setting where applicable. This field indicates the last column that will be printed at the right-hand side of the page. This field shows the currency symbol that will be used for this page of the report. If this field is left blank, the default currency symbol for the dataset will be used on this page. This field shows the width of all underlines used on this page. However, you can override this width by setting a different one for a specific column or cell on the page. These options enable you to specify the page size and orientation. Select a heading for the page. This is displayed with a larger font size and a red background. Select a footer for the page. 5. Click the OK button to save your changes. Deleting a Page To delete an accounts page, carry out the following steps: Page 109 of 309

110 1. Click the Pages button, to display the Sage Accounts Pages window. 2. Select the appropriate page. 3. Click the Delete button. This will display a message box asking you to confirm the deletion. 4. Click the Yes button to delete the page. If this page is part of a print selection, you must first remove it from the print selection before you will be allowed to delete it. Searching for a Page To search for an accounts page, carry out these steps: 1. Click the Pages button on the default toolbar. 2. The Pages window opens. Click the Search button. 3. The Find window opens. In the Search Column pane, specify whether you can to search by page name or page description. 4. In the Find What field, enter the relevant search terms. Note that the search will look for exactly what you enter here - no wildcards can be used. 5. If you want to search all tabs, select the Start at top of File checkbox. When this checkbox is deselected, only the tab currently open is searched. 6. Click Find. The first matching accounts page is selected in the Pages window. Copying a Page 1. Click the Pages button. 2. The Pages window opens. Click the Copy button. 3. The Copy Pages window opens. There are two main copying options: Duplicate Page From Other Client If you select Duplicate Page, the name and description of the selected page will already be displayed. Specify the name and description you want to apply to the duplicate page. If you select From Other Client, you need to specify the code of the datasetfrom which the page will be copied. You also need to specify the location of the dataset. 4. Click the OK button to copy the page(s) into the dataset. Categorising the Page If the new datasethas a tab of the same name as the tab to which the page belonged in its original dataset, the page will be added to both that tab and the All Pages tab. If there is no corresponding tab in the new dataset, the page will be added only to the All Pages tab. Page 110 of 309

111 Printing a Page 1. Click the Pages button. 2. The Sage Accounts Pages window opens. Select the relevant page. 3. Click the Print button. 4. The Print Page dialog opens. Here you can: preview the page print the page directly export the page from the system as a Microsoft Word or PDF file the page as a Microsoft Word or PDF file attachment 5. Click OK to proceed. Page Types Accounts pages are categorised according to page type. You can define your own page types and allocate the appropriate pages to them. Each page type has a tab in the Pages window. Selecting a tab will show all the pages of that type. Setting up a New Page Type Let's see how you set up a new page type. The new page type will be added to the list under the Page Types tab in the Page Settings window. 1. Click the Pages button to display the Pages window. 2. Click the Settings button. This will display the Page Settings window. 3. Select the Page Types tab. This will display a list of all the page types currently set up in this dataset. 4. Click the Add button. This will display the Page Types window with all fields blank. 5. Enter the information for the new page type tab. 6. Click the OK button. Editing a Page Type You can edit the text that will appear on a page type tab in the Sage Accounts Pages window: 1. Click the Pages button to display the Pages window. 2. Click the Settings button. This will display the Page Settings window. 3. Select the Page Types tab. This will display a list of all the page types currently set up for this dataset. 4. Select the page type you want to edit. 5. Click the Edit button. This will display the Page Types window showing details of the selected page type. 6. Amend the content of the description field to show the text that you want to appear on the tab. 7. Click the OK button. The page type will be shown in the Page Settings window under the Page Types tab with the new description. Page 111 of 309

112 Deleting a Page Type You can delete any page type with no pages currently allocated to it. 1. Click the Pages button to display the Pages window. 2. Click the Settings button. This will display the Page Settings window. 3. Select the Page Types tab. This will display a list of all the page types currently set up for this dataset. 4. Select the Page Type you want to delete. 5. Click the Delete button. This will display a message box asking you to confirm the deletion. 6. Click the Yes button. The page type is removed from the list in the Page Settings window. Print Selections You can use a print selection to print a number of reports, each comprising a selection of accounts pages. Adding a Print Selection 1. Click the Pages button to open the Accounts Pages window. 2. Click the Selection button. This will display the Print Selections window showing all the print selections defined for the current dataset. 3. Click the Add button. This will display the Print Selection window containing all the Page Type tabs set up for the current dataset. Within each tab are the pages defined for that tab. The Selection No field holds the next available Print Selection number, and the new selection will be allocated to this number; you cannot change this entry. 4. Enter a name for the selection in the Description area. You can enter up to 50 characters, but only the first 43 will be displayed in the Print Selections window. 5. Select a page to be included in the left-hand area and then click the right arrow to place the page in the right-hand list of pages that will be printed for this selection. 6. Repeat step 5 until all the required pages have been added. To remove a page from the list, select the page in the right-hand list area then click the left arrow. To add notes to the list that will be printed, click the Notes button. A notes entry will be added to the list in the right-hand area. To move a page within the list in the right-hand area, select the page and use the up and down arrows to place the page in order. To condition the print selection i.e. so that it will print in certain circumstances, click the Advanced button. This enables you to condition a print selection - to conditionally suppress printing based on the value on a nominal code or group, or on a database. Page 112 of 309

113 Print Select Condition This field allows you to specify a formula that will determine conditions under which the print selection will not be printed. You can use AND and OR to link the functions to specify complex conditions that will prevent printing the print selection. Error Message This field allows you to specify a message, which will appear if the print selection is not going to print. 7. Click the OK button. The new selection will be shown at the bottom of the list in the Print Selections window. Editing a Print Selection 1. Click the Pages button to display the Sage Accounts Pages window. 2. Click the Selection button. This will display the Print Selections window showing all the print selections defined for the current dataset. 3. Click the Edit button. This will display the Print Selection window containing details of the selection. 4. Make the required changes. You can amend the description, the pages that will be printed and the order of printing. 5. Click the OK button to save the changes. Deleting a Print Selection 1. Click the Pages button to display the Accounts Pages window. 2. Click the Selection button. This will display the Print Selections window showing all the print selections defined for the current dataset. 3. Click the Delete button. This will display a message box asking you to confirm the deletion. 4. Click the Yes button to delete the print selection. Previewing and Printing a Print Selection 1. Click the Pages button to display the Accounts Pages window. 2. Click the Selection button. This will display the Print Selections window showing all the print selections defined for the current dataset. 3. Click the Print button. This will display the Print Page window. 4. To preview the pages, select Preview and click OK. The pages will be displayed in a Preview window with Zoom and Page facilities. 5. Select the Print option and then click OK to print the pages. This will display a standard Windows Print dialog in which you can make the appropriate selections to print the pages. 6. Select the Export as File option if you save the specific page to Word or PDF. 7. Select the as File option if you wish to save the specific page to Word or PDF and then them. Setting up Global Options Page 113 of 309

114 You can set up the global options that will be used as defaults when printing pages. These can be overridden by individual page settings. 1. Click the Pages button to display the Accounts Pages window. 2. Click the Settings button. This will display the Page Settings window. 3. Select the Options tab. This will display the default page printing options that currently apply. 4. Specify the necessary information. Global Options Item Margins Show Credits in Red Date Style Underline Width Under Row Height Underline Thickness Paper Size Description These fields show the width of the margins that will be left blank around the edge of pages, in inches. Select Warn if Margins are Outside Printable Area of Printer if you want to check the margins that you have has set up against the printer's unprintable area. If a warning message is displayed when you try to access any of the pages, you will be prompted with the option to change the margins. Select this checkbox to show all credit balances in red throughout the pages. If this box is not selected, credits and debits will both be shown in black. You can select the default style that will be used for dates throughout the pages. Dates can be entered in any standard format, but they will always be displayed in the format selected from this drop-down list. This field shows the width of all underlines used on pages, unless the width is set at column or cell level. You can enter the height of rows containing underlines, in inches. This can be useful if the row contains only underlines; you can specify a narrower row than the default to make the page spacing look more natural. You can select the default thickness for underlines within the pages, in points. You can select the paper size for pages from the drop-down list, which contains the most common page sizes, or you can enter the paper size directly into the Paper Width and Paper Length fields. You can also select the appropriate option button to present the information in either portrait or landscape orientation within the page. The default setting is A4 portrait. Header Footer Lock All Pages You can specify the page that is to be used as a default header at the top of pages for this dataset, if any, by selecting from this drop-down list. The number of lines contained in the header page will reduce the available space for the presentation of information on the page. You can specify the page that is to be used as a footer at the bottom of pages for this dataset, if any, by selecting from this drop-down list. The number of lines contained in the footer page will reduce the available space for the presentation of information on the page. Select this checkbox if you want to lock all pages in this dataset so that their layout cannot be changed. Any users attempting to change these pages will see a message to indicate that the Page 114 of 309

115 Item Description page has been locked, and no changes can be made until the lock is removed. Default font You can select the font that will be used by default from this drop-down list. The font will be used in all pages unless overridden at page, row, column or cell level. 5. Click the Close button to implement the options. Styles You can use styles to control the appearance of cells in accounts pages. When you change an aspect of a style, such as font size, this change will automatically be applied to every cell using that style in each of your accounts pages. This ensures that consistency is maintained across accounts pages. The formats supplied by Sage use pre-defined styles for cell formatting. But you can also customise styles to suit your own needs. Recommendation We strongly recommend that you use styles when you want to change the appearance of your pages, particularly if you base your pages on the standard formats supplied by Sage. This is because if you simply change text formatting on an ad hoc basis in accounts page cells, all the changes will be lost the next time you load an updated version of the format. Adding a Style 1. Click Pages. 2. The Pages window opens. Click the Settings button. 3. The Page Settings window opens. Select the Styles tab. 4. The styles currently set up for this dataset are listed. 5. Click the Add button. 6. The Style Add/Edit window opens. Enter details of the new style. Style Details Detail Code Description Font Size Description The field that will be used to identify the style. A maximum of five alphanumeric characters can be used. You can t change the code while editing a style. A text description of the style. A maximum of 50 alphanumeric characters can be used. Only the first 25 characters of this description will be visible in the Styles tab. Only 22 characters of this description will be visible in the House Style indicator on a page. The font to be used in the style. The size of the font. If the required size is not shown in the list, you can type it in. Page 115 of 309

116 Detail Bold Underline Italics Justification Description Select this checkbox if the text displayed in this style is to be bold. Select this checkbox if text displayed in this style is to be underlined. Select this checkbox if text displayed in this style is to be in italics. Select the required justification from this drop-down list. The options are Left, Centre by Column, Right, Full, Centre by Page, and No. of Columns. 7. Click the OK button. You have added a new style. It is listed along with the other existing styles in the Styles tab. Editing a Style 1. Click Pages. 2. The Pages window opens. Click the Settings button. 3. The Page Settings window opens. 4. Open the Styles tab. 5. Select the style that you want to edit. 6. Click the Edit button. This will display the Style Add/Edit window. 7. Make the required changes to the style information. 8. Click the OK button. Deleting a Style 1. Click Pages. 2. The Pages window opens. Click the Settings button. 3. The Page Settings window opens. Open the Styles tab. 4. Select the style you want to delete. 5. Click the Delete button. 6. A message box prompts you to confirm that you want to proceed with the deletion. Click Yes. The style is removed from the list in the Page Settings window. Applying a Style to a Cell You can apply a style to any number of cells in the accounts pages belonging to a dataset: 1. Click Pages. 2. The Pages window opens. Double-click the relevant accounts page in the list. 3. The page layout screen opens. Select the cell to be formatted. Page 116 of 309

117 4. The cell's current style for the cell will be shown in the Style list area. 5. Click the S (Style) button and choose a new house style in the Choose a Style window. Alternatively, select the required house style in the Style drop-down list. The cell formatting will change to reflect the house style format. Laying Out an Accounts Page What does an accounts page contain? To see what a particular accounts page contains, carry out these steps: 1. Click the Pages button to display the Pages window. 2. Double-click the relevant accounts page. The accounts page opens in editing mode. The page is organised into rows and columns made up of cells. Each page can have up to 200 rows (identified by numbers) and 26 columns (identified by letters). So each cell is identified by a letter and a number. A vertical orange dashed line indicates the right-hand edge of the page. Any information placed to the right of this line will not be printed. Rows shown in grey (rather than black) will not be printed. This is normally the result of a condition set up for the row. What does an individual cell contain? Each cell can contain either text or a formula. To see what a cell in a particular accounts page contains, carry out these steps: 1. Click the Pages button to display the Pages window. 2. Double-click the relevant accounts page. 3. The accounts page opens in editing mode. The page is organised into rows and columns made up of cells. Right-click the cell you want to look at. 4. In the drop-down menu, select the option you require. You also cut, copy and paste the contents of cell(s) using the clipboard. Page 117 of 309

118 And two further options are available: Contents: This option enables you to view a window showing the content of the cell and any conditions that apply to it. Settings: This option enables you to define the default settings for the cell(s). Note: Most of the functions required to set up and format a page are available through buttons in the toolbar. Defining Row Settings Each row on a page can have its own settings. To define row settings, carry out these steps: 1. Click the Pages button to display the Sage Accounts Pages window. 2. Double-click the page. 3. The page opens in editor mode. Right-click the relevant row number and select the Row Settings drop-down option. 4. The Row Settings window opens. Specify the settings you require: Item Row Condition Description This field allows you to specify a formula that will determine conditions under which the row will not be printed. You can use AND and OR to link the functions to specify complex conditions that will prevent printing of this row. &D.0050='N' OR &D.0145='Y' The above example means do not print this row if the entry for database line 0050 is N (i.e. if you are doing abbreviated accounts) or if database line 0145 is Y (i.e. if the company is audit exempt). Evaluate Each Code in Group Against Condition Don't print if zero Suppress print Always Print Page break Row height If you select this checkbox, in the case of a group breakdown the relevant condition is evaluated against every code in the nominal group instead of the group as a whole. Select this checkbox to inhibit printing of the row if all numerical values held in the row are zero. Select this checkbox to inhibit printing of the row under all conditions. This can be useful if you want to provide a note that can be viewed on screen, but will not be printed in the final report. Select this checkbox if you want this row to print always i.e. where it is not relying on a nominal account balance or database entry. Select this checkbox if you want this row to be followed by a page break. You can enter the height of the row, in inches. This can be useful if the row contains only underlines; you can specify a narrower row than the default to make the page spacing look more natural. Page 118 of 309

119 Item Group Description You can specify a group that will be used for group breakdowns. It will repeat the row for every nominal account within the group that has a nominal value wither this year or last year. 5. Click the OK button. The settings will override any settings you have made at page-level. Defining Column Settings Each column on a page can have its own unique settings. To define column settings, carry out these steps: 1. Click the Pages button to display the Sage Accounts Pages window. 2. Double-click the relevant page. 3. The page opens in editor mode. Right-click the relevant column. 4. Select the Column Settings drop-down option. 5. The Column Settings window opens. Define the column settings you require: item Column condition Description This field allows you to specify a formula that will determine conditions under which the column will not be printed. You can use AND and OR to link the functions to specify complex conditions that will prevent printing of this column. &D.0050='N' OR &D.0145='Y' The above example means do not print this column if the entry for database line 0050 is N (that is, if you are doing abbreviated accounts) or database line 0145 is Y (that is, if the company is auditexempt). (See Formulae Used in Pages for more information.) Don't Print if Zero Suppress print Underline width Column width Drawing offset Select this checkbox to inhibit printing of the column if all numerical values held in the column are zero. Select this checkbox to inhibit printing of the column under all conditions. This can be useful if you want to enter a note that can be viewed on screen but will not be printed in the final report. The width that will be used for underlines in this column, in inches. The width of this column in inches. A measurement, in inches, by which any graphical effects such as shading will be offset at the right-hand end of cells in the column. This allows you to compensate for effects such as percentage signs and brackets that appear outside the column, which contains the related values. 6. Click the OK button to save these settings. The settings will override any page-level settings. Page 119 of 309

120 Defining Cell Settings Each cell on a page can have its own settings. 1. Click the Pages button to display the Sage Accounts Pages window. 2. Double-click the relevant page. 3. The page opens in editor mode. Right-click the relevant cell. 4. Select Settings in the drop-down menu. 5. The Cell Settings window opens. Define the cell settings you require: Item No Decimal Places Brackets on Debits Brackets on Credits Description You can enter the number of decimal places that will be used to display numbers in this cell, in the range 0 to 9. Select this checkbox if you want debit values to be shown in parentheses in this cell. Select both this checkbox and the Brackets on Credits checkbox if you want all values, regardless of their sign, to be shown in parentheses in this cell. Select this checkbox if you want credit values to be shown in parentheses in this cell. Select both this checkbox and the Brackets on Debits checkbox if you want all values, regardless of their sign, to be shown in parentheses in this cell. Show Sign Select this checkbox if you want entries to be accompanied by their sign in this cell (+ for debit, - for credit). Show Percentage Sign Currency Symbol Date Show Time Select this checkbox if you want numerical values in this cell to be shown with a percentage sign. You can select from this drop-down list the position in which any currency symbol will be shown in this cell. You can select the format that will be used to display dates within this cell. Dates can be entered in any standard format, but they will always be displayed in the format selected from this dropdown list. Select this checkbox if you want any dates entered in this cell to be accompanied by the current time. If you have used the &T code, which will normally show both date and time, you can deselect this checkbox to inhibit the time display. Text You can select the option button corresponding to the case that you want to use for text in this cell. Underline You can enter the width that will be used for underlines in this cell, in inches. 6. Click the OK button to save these settings. The cell settings will override any page-level, column or row settings. Page 120 of 309

121 Cut, Copy, Paste & Paste Special When you right click on a cell, four clipboard options are available: Cut This option allows you to select a cell or a range of cells, and remove them from their current position. Using the paste option, drop them somewhere else on the page. Copy This option allows you to select a cell or a range of cells, reproduce them using the paste option somewhere else on the page. Paste This option allows you to place the contents of either cut or copied cells in another position on the page. Copied cells which contain formulae when pasted will increment the formulae used i.e. &A.SALES will change to &B.SALES. Paste Special This option allows you to place the contents of either cut or copied cells in another position on the page. Copied cells that contain formulae when pasted will NOT increment the formulae used i.e. &A.SALES will remain &A.SALES. Entering Text into a Page Cell 1. Click the Pages button to display the Sage Accounts Pages window. 2. Double-click the page. The page layout will be displayed. 3. Select the required cell. 4. Either click the Text tool (marked with a letter T) on the toolbar or press T on the keyboard. This will display the Enter Text window. 5. Type the required text into the main body of the window. If you want to enter more than one paragraph, use Ctrl+Enter to mark the end of each paragraph. 6. If you want to include a Nominal Account Code, Nominal or free-form Group or Database Entry within the text, click the appropriate button at the bottom of the window. A list of the nominal codes, nominal and free-form groups or will be displayed and you can double-click the appropriate one to select it. 7. Click the OK button save the text into the cell. Entering a Formula into a Page Cell 1. Click the Pages button to display the Sage Accounts Production Pages window. 2. Double-click the page. The page layout will be displayed. 3. Select the required cell. 4. Click the Fx (Formula) button, or press the * key on your keyboard. This will display the Enter a Formula window. Page 121 of 309

122 5. Type the required formula into the main body of the window. Buttons below the window will place some of the most common ampersand codes into the formula area, including those that apply to Management Accounts, and the common mathematical operators are also represented on buttons. 6. If you want to include a nominal account code select the Codes button. If you wish to add a nominal or free-form group, select the Groups button. If you wish to add a cost centre code, select the C.Centre button, or if you wish to add a database code, select the Database button. click the appropriate button. A list of the nominal codes, nominal and free-form groups or cost centres will be displayed and you can double-click the appropriate one to select it. 7. Click the OK button to save the formula into the cell. Setting the Iteration Level You can set up cells to use the result of a calculation performed in a different cell. After setting up the cell, run the page calculations more than once to achieve a stable and accurate result. Each calculation run is called Iteration, and you may run up to five additional iterations for any page. To determine the number of iterations that will take place before results are displayed for a page: 1. Click the Pages button to display the Accounts Pages window. 2. Select the appropriate page. 3. Double-click or press Enter to open the page. The page layout will be displayed. 4. Press Shift+6 (the ^ sign) and observe the title bar of the window. The number of iterations will be displayed after the page name in brackets. Each key press will cycle through the six options, 0, 1, 2, 3, 4 or 5 to show the number of additional iterations that will be performed. Select the appropriate number for the contents of your cells. Formatting Cell Contents 1. Click the Pages button, to display the Accounts Pages window. 2. Select the appropriate page. 3. Double-click the page. The Page Layout will be displayed. 4. Select the cell or range of cells to be formatted. 5. Use the Bold, Italic, Underline and Justification buttons to format the text. If you select a cell that has one of these properties applied, the button will appear to be pressed on the toolbar. Note: We strongly recommend the use of styles to format cell contents, as this will give more consistent results that are more easily maintained when formats are updated. Deleting Cell Contents 1. Click the Pages button, to display the Accounts Pages window. 2. Select the appropriate page. 3. Double-click the page. The Page Layout will be displayed. 4. Select the cell or range of cells. Page 122 of 309

123 5. Type Z. A warning message will be displayed asking you to confirm the deletion. 6. Click the Yes button to remove the cell or range of cells. 7. If you press the Del key, a warning will appear asking you to confirm the deletion of the row or rows selected, click Yes to confirm the deletion or No to abandon the deletion. Page Settings Editing the Accounts Database from a Page Cell Occasionally when you are editing an Accounts Page cell, you may discover that a piece of data referenced in the Accounts Database is incorrect. Sage Accounts Production provides a simple and quick way of correcting the piece of data in the database. When you are in the cell s Enter Text window, the right-hand pane lists all the database codes used in the cell. Double-clicking the code in the right-hand pane opens the Database Add/Edit window, where you can correct the piece of information. Accounts Database Generating ixbrl Accounts for your Tax Return As of April 1, 2011, UK limited companies with year ends on or after 1 April 2010 must use the ixbrl file format for accounts that accompany the CT600 tax return to HMRC. Use the following procedure to generate final accounts for these UK limited companies. 1. Update your client to the latest master to ensure compliance. (Make sure to back up the client before updating it.) Changes made to standard codes, groups, pages and selections will be overwritten. If you are not prompted to update to the latest master when you open the client, refer to the Updating a Master Format topic. 2. Review the Accounts Database. Enter all the necessary dates and other information. The ixbrl Settings database group contains tabs with settings that affect ixbrl final accounts. ixbrl Settings tabs The Company Information tab contains declarations that affect the way HMRC will interpret the ixbrl final accounts, although these do not have a visible effect on the accounts. The Accounting Policies tab enables you to override the system's accounting policy settings for the purpose of submitting the ixbrl final accounts. The Notes tab enables you to include and exclude notes. This helps you to ensure that your ixbrl print selection produces similar accounts to your normal print selection. If your Accounts Database is customised, there are some additional considerations. Page 123 of 309

124 3. If you have added any new nominal codes, they need to be re-mirrored to ensure that the ixbrl accounts are correct. Re-Mirroring Nominal Codes i. Select Reports - Nominal Ledger Reports - Mirrored Nominal Codes Listing. ii. iii. iv. Print or save the list, so that you can use it as a reference. In the Nominal Ledger, select a nominal code you have added, and click Edit. Select the Reapply Mirror Code checkbox, and click OK. v. Repeat these steps for all the nominal codes you have added. 4. In the main toolbar, click the Pages button. 5. The Pages window opens. The ixbrl tabs contain accounts pages that comply with the latest HMRC ixbrl requirements. You cannot add, edit, delete or copy ixbrl accounts pages. 6. Click the Selection button. 7. The Print Selections window opens. Generate the standard Members' Accounts print selection, and ensure that you are happy with these accounts. This helps you to ensure that your ixbrl Members' Accounts will be correct. 8. Select the appropriate the ixbrl Members Accounts print selection. 9. Click ixbrl. 10. The ixbrl accounts wizard opens. This wizard guides you through the steps required to produce HMRCcompliant ixbrl accounts for your tax return. The system now checks that the information it has gathered from the Accounts Database is sufficient to produce a complete set of ixbrl accounts. Resolve any flagged validation issues before generating ixbrl accounts. To print out the validation issues, click Next and then Print. Further information For information about what to do if the All nominal code postings are accounted for validation check fails, see this Ask Sage article. For information about what to do if the Directors Report Signatory Name check fails, see this Ask Sage article. 11. If the accounts pass all validation checks, and you are sure that all information is correct, click Next to proceed with ixbrl account generation. Validation Checks Although the wizard checks that all necessary information has been provided for the accounts, it does not actually verify that this information is correct. So if you are unsure, cancel out of the wizard and review the Members' Accounts print selection, as outlined above. Page 124 of 309

125 12. The Confirm Dates screen opens. Enter the Current Year, Prior Year and Report dates. Also make sure that the correct currency symbol is selected. Three are available:, $ and. 13. Click Next. 14. The Company Information screen prompts you to make a set of declarations that affect the way HMRC will interpret the ixbrl final accounts. (These declarations do not have a visible effect on the accounts.) Note: The Company Information screen displays only the first time you run the wizard for a particular client, because you will not often need to change this information. You can always access it in the Accounts Database Company Information tab. 15. Click Next. 16. Click Generate. 17. Ensure that the Auto-Open Exported File checkbox is selected so that the ixbrl file opens when you click OK. 18. Click Generate. The Sage Assisted Tagging utility launches automatically, and displays the ixbrl final accounts. Sage Assisted Tagging After you click Generate, the Sage Assisted Tagging utility launches automatically. Use this utility to review and adjust the ixbrl final accounts. The first screen you see in this utility is 'Confirm Tags'. 1. The Company Information settings you specified in the wizard may mean that you need to make additional inclusions in the final accounts. Use Sage Assisted Tagging to do this, if necessary. You don't need to complete this work in a single session. If you exit out of the accounts, you can always return to them later through the ixbrl wizard in Sage Accounts Production. You'll be given the option of re-opening the accounts you were working on previously, or overwriting them by generating the accounts again from scratch. 2. Check the ixbrl accounts against the standard 'Members Accounts' print selection to ensure that it is a true representation of the set of accounts the client has signed. When this is done, you have created an HMRC-compliant set of ixbrl accounts suitable for submission with a tax return. For comprehensive information about how to use Sage Assisted Tagging, see the Sage Assisted Tagging help system. Submit the ixbrl file with CT600 This section explains how to file the CT600 with an ixbrl file using Sage Corporation Tax (powered by ONESOURCE). The online filing process requires you to have an error-free computation. The Online Filing Wizard will generate the ixbrl computation.html file as part of the submission process. A copy of the ixbrl statutory accounts in an.html file is also required. See Generating ixbrl Accounts for your Tax Return. Page 125 of 309

126 The ixbrl accounts.html file is then attached as part of the submission. Before you begin Develop the CT600 and any supplementary pages. Have the client's financial statements generated as an ixbrl file, and know where this file is saved. The following procedure is undertaken in Sage Corporation Tax (powered by ONESOURCE). 1. From the E-Filing menu, choose Launch Online Filing Wizard. The Online Filing Wizard appears. 2. If you haven't already created and saved a submission, choose Create a new submission package, otherwise choose Use a Saved Submission package. 3. Click Next. The Step 1: Statutory accounts attachments page appears. 4. Choose ixbrl then click Browse for file. A browse window appears. 5. Find your client's ixbrl file, select it, and click Open. A message appears. Page 126 of 309

127 6. If you'd like to add other HTML files click Yes, otherwise click No. 7. Click Next. The Step 2: Computation attachment page appears. This page lets you decide the format in which to send the return. 8. Choose ixbrl. 9. Click Next. If you haven't yet run the Tagging Wizard for your computation, the Tagging Wizard appears. Note: If you've already run the Tagging Wizard you'll be informed when it was last run and given the option to run the Tagging Wizard again. Unless you've made changes there is no need to run the Wizard more than once. 10. Click Next. The Tagging Preferences page appears. Page 127 of 309

128 11. Choose Add new tags. 12. Click Next. The Apply tags from dictionary page appears. 13. Choose which schedules to apply tags to. Click Select All if you want all schedules to be tagged. 14. Click Next. The summary page appears. This page shows how many tags have been applied. Click Show details if you want to see the specific values that have been tagged. Note: The Show Details link will only appear if changes to tagging has taken place. 15. Click Finish. The Tagging Wizard closes and the Step 3: Other attachments and validation page Page 128 of 309

129 appears. 16. Select any additional documents to be submitted with this return. These documents must be in PDF format. Click Browse for file to look for the PDFs you want to add. Select them and click Open. 17. Click Next. The Summary of Submission Contents page appears. You can review the attachments and continue to file online or save the package, exit the wizard, and file at a later time. If you save a package, when you next start the Online Filing Wizard, choose Use a Saved Submission package on the first page. 18. If you're continuing to file, click Next. The Step 5: Submission of return page appears. Page 129 of 309

130 19. Enter your HMRC online services username and password. 20. Click Submit. Your return will be submitted to HMRC. When you receive a successful response, click Finish. The wizard closes. Once your return has been submitted successfully a receipt of submission will automatically be saved in the location of your client data. To view the receipt: From the E-filing menu in Sage Corporation Tax (powered by ONESOURCE) choose View latest response You can also keep track of your successful submission in Sage Tracker - Submissions History. I have customised my Accounts Database. Can I still generate ixbrl accounts? If you have customised the Accounts Database, you may need to contact Support to make some manual changes (to Financials tags only) before you can generate ixbrl accounts. However, in the following circumstances you may be able to proceed as normal: If you are using the same standard Nominal Groups as the standard master, and you have not set up any extra custom Nominal Groups of your own. If the contents, wording and values generated by your normal print selection are similar to the output from the ixbrl print selection. This is because the accounts must be a true representation of what the client has signed off. Bear in mind that Support may not be able to make your accounts HMRC-compliant through manual adjustments. In such a case, Support will provide information about how to use a tagging tool to create an ixbrl file. An alternative to the tagging tool is to create the customer data from scratch using standard non-customised accounts pages and print selections. Database Groups and Subgroups You can open a dataset s Accounts Database and make entries relevant to a particular client. To do this, click the Database button in the main toolbar. Page 130 of 309

131 A list of database groups will be displayed, with tabs in the right-hand side of the window representing subgroups within the selected group. Selecting a tab will display the entries for the subgroup, and you can then respond to the prompts as required. You can move between entries using either the Tab key or the Enter key. Adding Database Groups and Subgroups 1. Click Pages. 2. Click the Settings button. This will display the Page Settings window. 3. Select the Database Groups tab. This will display a list of groups and subgroups that have been set up for the dataset. Selecting a group in the left-hand list will display the subgroups of the group in the righthand list area. 4. To add a group, select the left-hand area. To add a subgroup, select the right-hand area. 5. Click the Add button. This will display the appropriate Add window. 6. Enter the information for the new group or subgroup: Code This represents the group or subgroup, up to five alphanumeric characters. Each group must have a unique code, although the first subgroup can have the same code as its parent group. Each subgroup must have a unique code. Description You can enter a free text description that will be displayed to define the group or subgroup, up to 50 alphanumeric characters. 7. You should leave gaps in the code numbers, which are large enough so that in future further groups and subgroups can be added, as the database develops. 8. Click the OK button. The new group or subgroup will be shown in the Database Groups window. Note: Database lines can only be added to subgroups, so at least one subgroup should be added into each group. Editing Database Groups and Subgroups 1. Click Pages. 2. Click the Settings button. This will display the Page Settings window. 3. Select the Database Groups tab. This will display a list of groups and subgroups that have been set up for the dataset. Selecting a group in the left-hand side will display all of that group s subgroups in the righthand side. 4. Select the group or subgroup that you want to amend. 5. Click the Edit button. This will display the appropriate Edit window. 6. Amend the description as required. A maximum of 50 alphanumeric characters can be entered. You cannot change the Code entry for the group/subgroup. 7. Click the OK button to implement the changes made. Page 131 of 309

132 Deleting Database Groups and Subgroups You can Delete any subgroup, and any group that does not contain subgroups. If you want to delete a group, you must first delete all the subgroups defined for it. 1. Click Pages. 2. Click the Settings button. This will display the Page Settings window. 3. Select the Database Groups tab. This will display a list of groups and subgroups that have been set up for the dataset. Selecting a group in the left-hand list will display all of that group s subgroups in the righthand list area. 4. Select the group or subgroup that you want to delete. 5. Click the Delete button. This will display a message box asking you to confirm the deletion. 6. Click the Yes button to delete the group or subgroup. Link to Word You can export accounts pages to Microsoft Word. 1. Click the Pages button to display the Pages window. 2. Click the Print button or Print Select button. 3. When the standard print dialog window appears, an additional button is available: Word. 4. Click the Word button. The standard Windows Save As dialog will appear, where you can save the page that you wish to export into a specific directory. The defaults are as follows: Directory: C:\My Documents\ File Type:.DOC File Name [individual pages]: [Client Code][space][page name] File Name [multiple pages]: [Client Code] 5. Click the Save button when the details are correct and the export will commence, 6. When it is finished a message to that effect will appear, click the OK button. 7. If the Default Directory does not exist, the default path will revert to the root. If the File Name specified already exists, you will be asked if you wish to overwrite it otherwise you will have to use an alternative name. 8. To view the exported page, run Microsoft Word and open the file name as specified. Page 132 of 309

133 Quantity Accounting Quantity Accounting involves posting quantities along with the values of a transaction (where they directly relate to one another). This technique is used mainly in farm accounts. When Quantity Accounting is enabled, each posting routine has an additional Quantity column. Transaction drilldowns, the nominal display and some reports will also show a Quantity column. The Accounts Pages will contain new quantity-related formulae that can be used to produce the Final Accounts. All transactions can include quantity values (with the exception of recurring entries). For details, refer to the documentation on the relevant posting routine. Important Topics Enabling/Disabling Quantity Accounting Formulae Used in Pages Reports Enabling/Disabling Quantity Accounting 1. To enable Quantity Accounting in a dataset, select File - Open Client Dataset. 2. To create a new dataset, you click Add. To edit an existing dataset, select the relevant dataset in the list, and then click Edit. 3. Click the Dataset Options tab. 4. Select the Quantity Accounting checkbox to enable Quantity Accounting. To disable Quantity Accounting, deselect the Quantity Accounting checkbox. 5. Click OK when you are ready to save the dataset. Quantity Accounting Formulae Used in Pages The following is a list of Ampersand (&) codes that can be used with the formula calculator on a page in Sage Accounts Production. These formulae can be used in the Row, Column, Page and Note conditions and also can be used within the Database Text and Conditional Entries. Code Function Example &A.[Nominal Code/Group] &B.[Nominal Code/Group] &C1.[Nominal Code/Group] Current Year Balance Comparative Year Balance Year 2 Balance &A.SALES &C2.[Nominal Code/Group] Year 3 Balance &C2.SALES &C3.[Nominal Code/Group] Year 4 Balance &C3.SALES &C4.[Nominal Code/Group] Page 133 of 309

134 Code Function Example &D.[Database Code] &DA.[Database Code] &DB.[Database Code] &LD.[Nominal Code/Group] &LC.[Nominal Code/Group] &M.[Nominal Code/Group] &N.[Nominal Code/Group] &PA &PB &P &P.[Page Name] &PF.[Page Name] &PL [Page Name] &PT.[Page Name] &PNL [Page name] &PN Any Database Entry Current value of a curr/comp database entry Comp value of a curr/comp database entry Debit value of Lead Schedule Adjustments Credit value of Lead Schedule Adjustments Code of an account or group in text Description of an account or group in text Current years P&L movement figure Comp. Years P&L movement figure Current Page Number e.g. 1 or 1-2 Page Number for a specific page From Page Number for a specific page Output Page that includes [Page name] To Page Number for a specific page Note Page Numbers range e.g Note Page Numbers e.g. 6- &D.0003 &DA.5001 &DB.5001 &LD.SALES &LC.SALES &M.SALES &N.SALES &PA &PB &P &PT.AUDITA &PNL.NOTE1 &PN Page 134 of 309

135 Code Function Example 14 &PNF &PNT &R.[Note Name] &S &T && From Note Page Number e.g. 6 To Note Page Number e.g. 14 Note Numbers in text Sub Note Numbers in text Current Date and Time in text To enable the use of the ampersand character in text &PNF &PNT &R.Note3 &S &T Profit&&Loss = Profit&Loss The following lists of Ampersand (&) codes can be used to produce Management Accounts from Periodic Balances. Current Period Figures Code &AA[period]. [Nominal Code/Group] &AB. &AC. &AD. Function Followed by them number 1 will give a variable Period Balance. Will give you the Cumulative Balance, up to and including the current period. Will give you the balance for the year. Followed by 1-13 for each period will give you each static Period Balance. Comparative Period Figures Code &BA.[Nominal Code/Group] &BB. &BC. &BD. Function Followed by the number 1 will give a variable Period Balance. Will give you the Cumulative Balance, up to and including the period. Will give you the balance for the year. Followed by 1-13 for each period will give you each static Period Balance. Current Budget Period Figures Code &EA Function Followed by 1-13 for each period will give a variable Period Page 135 of 309

136 Code Function Balance. &EB &EC. &ED. Will give you the Cumulative Balance, up to and including the current period. Will give you the balance for the year. Followed by 1-13 for each period will give you each static Period Balance. &V. &U. The following list of Ampersand (&) codes can be used to produce Quantity Accounts. Quantity Figures Code Function &QA.[Nominal Code/Group] &QB.[Nominal Code/Group] &QC1.[ Nominal Code/Group] &QC2.[ Nominal Code/Group] &QC3.[ Nominal Code/Group] &QC4.[ Nominal Code/Group] Comparative Year Quantity Year 2 Quantity Year 3 Quantity Year 4 Quantity Year 5 Quantity Quantity Accounting Entering a Formula in a Page Cell 1. Select Reports - Accounts Pages, or click the Pages button, to display the Pages window. 2. Double-click the relevant page. The page layout will be displayed. 3. Select the required cell in the layout. 4. Click the Fx button on the toolbar, or press the * key on your keyboard. This will display the Enter a Formula window. 5. Type the required formula into the main body of the window. Buttons below the window will place some of the most common ampersand codes into the formula area, including those that apply to Management Accounts, and the common mathematical operators are also represented on buttons. 6. If you want to include a nominal account code click the Codes button. Page 136 of 309

137 If you wish to add a nominal or freeform group, click the Groups button. If you wish to add a cost centre code, click the C.Centre button. If you wish to add a database code, click the Database button. A list of the nominal codes, nominal and free-form groups or cost centres will be displayed, and you can double-click the appropriate one to select it. 7. Click the OK button to save the formula into the cell. Quantity Accounting Reports The following list of transaction reports can include a Quantity column: Nominal Account Details List of Cheque Payments List of Cash Receipts Sales Invoice/Credit Note Listing Purchases Invoice/Credit Note Listing The quantity entered (if any) will be shown when the report is previewed or printed. If you wish to get a sub-total of the quantity value, select the Subtotal Quantities checkbox before printing or previewing (not available on the nominal account details report). Quantity Accounting Fixed Asset Register You can set up a register containing details of all the fixed assets belonging to a business. Assets can be added to the system, as well as edited and deleted. The calculation of the depreciation of an asset is a separate and discrete operation. Running a year end does not calculate depreciation. Adding Assets Editing Assets Viewing Asset Details Deleting Assets Finding Assets Calculating Depreciation Page 137 of 309

138 Adding Assets You can add an item to the fixed asset register by entering details of the item together with disposal details, depreciation information and the nominal accounts to which it is attached. 1. Select Accounts - Fixed Asset Register. This will display the Fixed Asset Register window. 2. Click the Add button. This will display the Add Fixed Asset window. 3. Enter the details of the new asset. 4. Click the OK button to create the new asset. Add Fixed Asset window items Item Asset Code Description This is the code that will be used to identify the item within Sage Accounts Production. You can enter a code of up to five alphanumeric characters. Each item must have a unique code. Asset Description Enter a text description of the item. A maximum of 30 alphanumeric characters can be used. Date of Purchase Notes Asset Cost Accumulated Depreciation Net Book Value Disposal Date Disposal Amount Residual Value Depreciation Type Enter the date on which the item was purchased. This must be a valid date for the current dataset. Enter any other information relevant to the item. A maximum of 30 alphanumeric characters can be used. Enter the original cost of the item. Enter the total of any accumulated depreciation. If the item has been depreciated prior to being entered into the system, the accumulated or total depreciation to date should be entered in this field. This field displays the original cost of the item less the accumulated depreciation to date. Enter the date on which the item is disposed of. Enter the amount received for the item on its disposal. Enter the amount beyond which the item should not be depreciated. There are two depreciation types that may apply to the item. The options are: Straight Line:- The depreciation amount remains constant from year to year Reducing Balance: The annual depreciation is a percentage of the residual value of the item. Each year, the actual depreciation amount will reduce as the residual value reduces. Depreciation Rate Enter the annual percentage at which the item is to be Page 138 of 309

139 Item Description depreciated should be entered in this field. Depreciation Amount Depreciate From Fixed Depreciation Amount Cost Account The amount shown in this field is calculated automatically according to the depreciation type and rate. If the dataset is set up with periods, i.e. for management accounts, then the period from which the depreciation amount is calculated should be entered in this field. If the item is to be depreciated by a specific amount rather than an amount based on depreciation type and rate, the actual depreciation amount should be entered in this field. The nominal account to which the cost of this item will be posted should be entered in this field. Entering a? in this field will display a list of all current nominal account codes. You can then select a code and press ENTER to enter it in this field. The nominal description of the code you have entered will now be displayed next to the field. The code you enter in this field must be a balance sheet account. Charge Account P/L Charge Account B/S Cost Centre Code The profit and loss nominal account to which depreciation amount will be posted should be entered in this field. Entering a? in this field will display a list of all current nominal account codes. You can then select a code and press ENTER to enter it in this field. The nominal description of the code you have entered will now be displayed next to the field. The Balance Sheet Nominal Account to which depreciation amount will be posted should be entered in this field. Entering a? in this field will display a list of all current nominal account codes. You can then select a code and press ENTER to enter it in this field. The nominal description of the code you have entered will now be displayed next to the field. This is the cost centre code to which the item will be linked. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current cost centre codes. You can then select a code and press ENTER to enter it in this field. Leaving this field blank will use the default cost centre for this item. Fixed Asset Register Page 139 of 309

140 Editing Assets 1. Select Accounts - Fixed Asset Register. This will display the Fixed Asset Register window. 2. Select the asset that you want to change. 3. Click the Edit button. This will display the Edit Fixed Asset window showing the details entered for the asset. 4. Make the required amendments for the asset. 5. Click the OK button to save the amended details. Fixed Asset Register Viewing Asset Details 1. Select Accounts - Fixed Asset Register. This will display the Fixed Asset Register window. 2. Select the asset that you want to view. 3. Double-click the asset. This will display the Fixed Asset Details window showing all the information entered for the item. 4. Click the OK button to close the Fixed Asset Details window. Fixed Asset Register Deleting Assets 1. Select Accounts - Fixed Asset Register. This will display the Fixed Asset Register window. 2. Select the asset that you want to delete. 3. Click the Delete Button. This will display a message box asking you to confirm the deletion. 4. Click the Yes button to delete the item. Note: The asset must have a disposal date in order to be able to delete it. Fixed Asset Register Finding Assets To find assets in the Fixed Asset Register you can use one of these utilities: Find utility Click the Search button at the bottom of the window. This will display the Find window. In the Search Column area, select the column in the Fixed Asset Register window for which you want to search the assets. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. Click the Find button. The first asset with the specified details will be selected in the Fixed Asset Register window. Page 140 of 309

141 Speed Search utility Type the first character of the asset code. This will display the Speed Search box. The first asset beginning with that character will be selected in the Fixed Asset Register window. If no assets start with that character, Speed Search will find an asset beginning with the next-typed character. Continue to enter the characters of the asset code. After each character entry, the first asset with a code beginning with the string in the Speed Search box will be selected. When you have found the required asset, click outside the Speed Search box. The box will disappear, and the asset will be selected in the Fixed Asset Register window. Fixed Asset Register Calculating Depreciation You can calculate depreciation and generate a depreciation report. The depreciation must be calculated as a separate and discrete operation. Running a year-end will not calculate depreciation. 1. Select Accounts - Fixed Asset Register. This will display the Fixed Asset Register window. 2. Click the Calc button. This will display the Depreciation Calculation window. 3. In the Depreciation Period field, select the first period for which you want to calculate depreciation. 4. In the No of Periods field, enter the number of periods for which you want to calculate depreciation. 5. If you want to post the depreciation values as journals, click the Post button. 6. A message box will be displayed asking you to confirm that you want to post the values. Click the Yes button to perform the posting. 7. If you want to view the report on screen, click the Preview button. 8. To print the report, click the Print button. 9. Click the Cancel button to close the Depreciation Calculation window. Fixed Asset Register Page 141 of 309

142 Bank The sections that follow in the Table of Contents deal with Bank features in this software. Payments The Payments window shows details of all payments that have been posted to the Nominal Ledger. You can doubleclick any entry to display further details of the posting that created that entry. You can spread the value of a payment over a number of VAT rates and nominal ledger accounts. You can also edit posted transactions and delete transactions that have been entered in the current session. In addition, you can search for particular transactions. Important Topics Viewing Payments Adding Payments Editing Payments Deleting Payments Finding Payments Viewing Payments 1. To view a payment posting, select Accounts - Bank and Cash Entries - Payments. 2. Double-click a payment to display the payment details. Payments window items Item Date Ref Description This is the date on which the transaction occurred. Reference Entry The reference that will be used for the transaction throughout the system and on printed reports. You can enter any alphanumeric code up to 12 characters. Narrative/Supplier This field contains any text narrative that will be used to identify the transaction. You can enter any alphanumeric text up to 120 characters. Double-clicking or pressing? in this field will display a list of the standard narratives that have been set up for this dataset. You can double-click any of these to place it in the field. Typing characters in the window will find standard narratives beginning with the entered character string. If you place a standard narrative in this field, the associated nominal code (specified when the standard narrative was set up) is automatically placed in the Nom Code field. Amount This field shows the gross value of the payment, i.e. including VAT if applicable. An entry to this value will be posted into each of the two accounts specified in the Debit Cd and Nominal Account to Credit fields, as a debit and a credit respectively. Page 142 of 309

143 Item Debit Cd Description The nominal account code to which the payment will be posted. You must enter an existing valid code in the field. If you enter a non-existent code, an error message will be displayed. Entering a? displays a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. Pressing Enter in this field will show the description and current balance of the nominal account entered. If the payment has been split across a number of nominal accounts, this field will contain the entry --SPLITS--. CC Cost Centre The cost centre code to which the transaction will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in the field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will use the default cost centre for this posting. Tx NB VAT Cd Select this checkbox if the transaction is tax-relevant. You can generate a report showing only entries that are tax-relevant. You can select this field either by clicking it or by selecting Alt+T. Select this checkbox if you want to mark the entry as noteworthy for any reason. You can generate a report showing only noteworthy entries. You can select this field either by clicking it or by pressing Alt+N. VAT Code This is the VAT code that is to be applied to the entry. Selecting the field will show a drop-down list containing all the VAT codes set up for the dataset. You can click the arrow to display the list, and then select the required code. Pressing Enter in the field will automatically repeat the entry immediately above. VAT Amount The value of the VAT component of the entry. The default value will be the VAT content as calculated using the entry in the Amount field and the selected VAT code. Payments Adding Payments 1. You can enter details of payments made directly into Sage Accounts Production. You can split a payment across a number of nominal accounts and VAT rates. Payments are added in batches, and the individual transaction dates must be within the period/batch date. 2. Select Accounts - Bank and Cash Entries - Payments, or click the Payments button, to display the Payments window. 3. Click the Add button, or press either Alt+A or F2. This will display the Add Payments window. 4. Enter the code of the nominal account to which the credit transaction will be posted in the Nominal Account to Credit field. You must enter an existing code in this field. If you enter a non-existent code, an error message Page 143 of 309

144 will be displayed. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. 5. Enter a date in the Batch Date field. This is the period/batch date on which the new transactions will be posted to the nominal ledger, and must be a valid date for the current dataset. 6. Enter the details for the first transaction. These details are: Date, Ref, Narrative, Amount, Debit Cd, CC, Tx, NB. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. 7. If the payment includes a VAT component, select the VAT checkbox. The following fields will be displayed: VAT Cd and VAT Amount. Note: If you want to split the payment across a number of nominal accounts and VAT rates, see To split a recurring payment or receipt. 8. Enter details for subsequent transactions. Pressing Enter will duplicate the sell immediately above the current cell. If you have Automatic Narrative set to Nominal Description, pressing Enter in the Narrative field specifies that the description of the associated nominal code should be used as the narrative. If you have Automatic Narrative set to Last Narrative, pressing Enter in the Narrative field will repeat the previous narrative. If you have Automatic Narrative turned off, pressing Enter will leave the field empty. 9. When you have made all the required entries, click the Save button. This will post the entries to the nominal ledger. The payments will always balance, since each transaction has both a debit and a credit nominal. 10. Click the Close button to return to the Payments window, which will show the new entries. Note: If you close the window without saving the entries, these transactions will not be posted and their details will be lost. Payments Editing Payments You can edit the payments in a batch, changing any of the entries that were made when the payment was posted. This effectively removes the payment and then re-posts it after the changes are made. 1. Select Accounts - Bank and Cash Entries - Payments, or click the Payments button, to display the Payments window. 2. Highlight the batch that you want to edit. (If the Payments window displays individual transactions rather than batches, select a transaction in the batch that you want to edit). 3. Click the Edit button. This will display the Payments window, which contains all the payments in the batch. 4. Make the required changes to the payments. 5. Click the Save button. This will close the edit window, saving the amended payment details. Page 144 of 309

145 Note: You will be allowed to save the amendments only if the splits balance in the batch. If any other balance is shown, an error message will be displayed, and the save will not be performed. You will not be allowed to edit a payment that has been reconciled to the bank. Payments Deleting Payments You can delete a payment before it has been saved. Once the add payments window has been closed, you can t delete the payment. However, you can edit it and change the amount to zero. 1. Within the Add Payments window, select any field on the required payment line. 2. Click the Delete button. 3. All fields on the payment line will be emptied. Payments Finding Payments You can find individual payments using either of two search methods: Using the Find utility 1. Click the Search button at the bottom of the Payments window. This will display the Find window. 2. In the Search Column area, select the column in the Payments window for which you want to search the entries. 3. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. 4. Click the Find button. The first transaction with the specified details will be highlighted in the Payments window. Using the Speed Search utility 1. Type the first character of the detail in the Ref column for the transaction. This will display the Speed Search box, and the first transaction beginning with that character will be selected in the Payments window. If no transaction starts with that character, Speed Search will find a transaction beginning with the next used character. 2. Continue to enter the characters of the reference for the transaction. After each character entry, the first transaction with a reference beginning with the string in the Speed Search box will be selected. 3. When you have found the required transaction, click outside the Speed Search box. The box will disappear, and the transaction will be selected in the Payments window. Payments Page 145 of 309

146 Receipts The Receipts window shows details of all receipts that have been posted to the Nominal Ledger. You can doubleclick any entry to display further details of the posting that created that entry. You can spread the value of a receipt over a number of VAT rates and Nominal Ledger accounts. You can also edit posted transactions, and delete transactions that have been entered in the current session. You can search for particular transactions. The List box at the bottom of the window allows you to display either transactions or batches. Important Topics Adding Receipts Editing Receipts Deleting Receipts Finding Receipts Viewing Receipts Adding Receipts You can enter details of receipts directly into Sage Accounts Production. You can specify a split of the receipt across a number of nominal accounts and VAT rates. Receipts are added in batches, and the individual transaction dates must be within the period/batch date. 1. Select Accounts - Bank and Cash Entries - Receipts, or click the Receipts button, to display the Receipts window. 2. Select the Add button. This will display the Add Receipts window. 3. Enter the code of the nominal account to which the debit transaction will be posted in the Nominal Account to Debit field. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. 4. Enter a date in the Batch Date field. This is the period/batch date on which the new transactions will be posted to the nominal ledger, and must be a valid date for the current dataset. 5. Enter the details for the first transaction. These details are: Date, Ref, Lodg No, Narrative, Amount, Credit Cd, CC, Tx, NB. After entering a value in a field, you can move to the next field using the arrow keys, the TAB key or the Enter key. 6. If the receipt includes a VAT component, select the VAT checkbox. The following fields will be displayed: VAT Cd, VAT Amount. 7. If you want to split the receipt across a number of nominal accounts and VAT rates, see To split a recurring payment or receipt. 8. Enter details for subsequent transactions. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. If you have Automatic Narrative set to nominal description, pressing Enter in the Narrative field will give the description of the nominal code for this entry as the narrative. If you have Automatic Narrative set to Last Narrative, pressing Enter in the Narrative field will repeat the previous narrative in the field. If you have Automatic Narrative turned off, pressing Enter will leave the field empty. Page 146 of 309

147 9. When you have made all the required entries, click the Save button. This will post the entries to the nominal ledger. The receipts will always balance, as each transaction has both a debit and a credit nominal. 10. Click the Close button to return to the Receipts window, which will show the new entries. Note: If you close the window without saving the entries, these transactions will not be posted and their details will be lost. Receipts window items Item Date Ref Description This is the date on which the transaction occurred. Reference Number Enter a reference number for the invoice being raised here. A maximum of 20 characters can be entered. Lodg No A lodgement number used to cross-reference with Bank Reconciliation, where lodgement totals can be included. Specifying lodgement numbers enables you to take full advantage of lodgement totals. Narrative This field contains any text narrative that will be used to identify the transaction. You can enter any alphanumeric text up to 120 characters. Double-clicking or pressing? in this field will display a list of the standard narratives that have been set up for this dataset. You can double-click any of these to place it in the field. Typing characters in the window will find standard narratives beginning with the entered character string. If you place a standard narrative in this field, the associated nominal code (specified when the standard narrative was set up) is automatically placed in the Nom Code field. Amount Credit Cd This field shows the gross value of the payment, i.e. including VAT if applicable. An entry to this value will be posted into each of the two accounts specified in the Debit Cd and Nominal Account to Credit fields, as a debit and a credit respectively. The nominal account code to which the credit transaction will be posted. You must enter an existing, valid code. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. Pressing Enter in the field will show the current balance of the nominal account entered. CC Cost Centre The cost centre code to which the transaction will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in the field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will use the default cost centre for this posting. Tx NB Select this checkbox if the transaction is tax-relevant. You can generate a report showing only entries that are tax-relevant. You can select this field either by clicking it or by selecting Alt+T. Select this checkbox if you want to mark the entry as noteworthy for any reason. You can generate a report showing only noteworthy entries. You can select this field either by clicking it or by pressing Alt+N. Page 147 of 309

148 Item VAT Cd Description VAT Code This is the VAT code that is to be applied to the entry. Selecting the field will show a drop-down list containing all the VAT codes set up for the dataset. You can click the arrow to display the list, and then select the required code. Pressing Enter in the field will automatically repeat the entry immediately above. VAT Amount The value of the VAT component of the entry. The default value will be the VAT content as calculated using the entry in the Amount field and the selected VAT code. Receipts Editing Receipts You can edit the receipts in a batch, changing any of the entries that were made when the receipt was posted. This effectively removes the receipt and then re-posts it after the amendments. 1. Select Accounts - Bank and Cash Entries - Receipts, or click the Receipts button, to display the Receipts window. 2. Highlight the batch that you want to edit. (Or if the Receipts window displays individual transactions rather than batches, select a transaction in the batch that you want to edit). 3. Click the Edit button. This will display the Receipts window containing all the receipts in that batch. 4. Make the required amendments to the receipts. 5. Click the Save button at the bottom of the window. This will close the edit window, saving the amended receipt details. Note: You will be allowed to save the amendments only if the splits in the batch balance. If any other balance is shown, an error message will be displayed, and the save will not be performed. You will not be allowed to edit a receipt that has been reconciled to the bank. Receipts Deleting Receipts You can delete a receipt only before it has been saved. Once the add receipts window has been closed, you cannot delete the receipt. However, you can edit it and change the amount to zero. 1. Select Accounts - Bank and Cash Entries - Receipts, or click the Receipts button, to display the Receipts window. 2. In the Add Receipts window, select any field on the relevant receipt line. 3. Click the Delete button. All fields on the receipt line will be emptied. Receipts Page 148 of 309

149 Finding Receipts You can find individual Receipts using one of these search methods: Using the Find utility 1. Click the Search button at the bottom of the Receipts window. This will display the Find window. 2. In the Search Column area, select the column in the Receipts window for which you want to search the entries. 3. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. 4. Click the Find button. The first transaction with the specified details will be highlighted in the Receipts window. Using the Speed Search utility 1. Type the first character of the detail in the Ref column for the transaction. This will display the Speed Search box, and the first transaction beginning with that character will be selected in the Receipts window. If no transaction starts with that character, Speed Search will find a transaction beginning with the next used character. 2. Continue to enter the characters of the reference for the transaction. After each character entry, the first transaction with a reference beginning with the string in the Speed Search box will be selected. 3. When you have found the required transaction, click outside the Speed Search box. The box will disappear, and the transaction will be selected in the Receipts window. Receipts Viewing Receipts To view details of a receipt posting, double-click the receipt in the Receipts window. This will display the Receipt Details window for the relevant posting. Receipts Bank Transfers The Bank Transfers window shows details of all bank transfers that have been posted to the Nominal Ledger. You can add, edit and delete bank transfers. Important Topics Adding Bank Transfers Editing Bank Transfers Deleting Bank Transfers Finding Bank Transfers Viewing Bank Transfers Page 149 of 309

150 Bank Transfers Reporting Setting up the System Adding Bank Transfers 1. Select the Bank - Transfers menu option, or click Transfers in the navigation pane s Bank view. 2. Click the Add button. 3. On the next available line, enter the details of the bank transfer. See below for details of the fields you need to complete. Repeat this step for any additional bank transfers. 4. When you have made all the required entries, click the Save button. This will post the entries to the nominal ledger. You can check the Bank Reconciliation window to see the new payment and receipt entries in the relevant nominal bank accounts corresponding to the bank transfer s debit and credit entries. Note: If you close the window without saving the entries, these transactions will not be posted, and their details will be lost. 5. Click the Close button to return to the list of bank transfers. Bank Transfers window items Item Date Ref Description This is the date on which the bank transaction occurs. Reference Number Enter a reference number for the transaction. A maximum of 20 characters can be entered. Narrative This field can contain up to 120 characters of explanatory text Double-clicking the field or typing? opens a list of the standard narratives that have been set up in this dataset. Double-click any of these to use it. Alternatively, typing characters in the window will find matching standard narratives. When you use a standard narrative, the associated nominal code is automatically placed in the Nom Code field. Debit Cd The nominal bank account to debit with the specified amount. Entering a? in this field will display a list of all available codes. Credit Cd The nominal bank account to credit with the specified amount. Entering a? in this field will display a list of all available codes. Amount The gross value of the bank transfer. Page 150 of 309

151 Item Description An entry to this value will be posted into each of the two bank nominal accounts specified in the Debit Code and Credit Code fields as a debit and a credit respectively. Tx NB Select this checkbox if the bank transfer is tax-relevant. Select this checkbox if you want to mark the bank transfer as noteworthy for any reason. Bank Transfers Editing Bank Transfers You can edit the receipts in a batch, changing any of the entries that were made when the receipt was posted. This effectively removes the receipt and then re-posts it after the amendments. 1. Select the Bank - Transfers menu option, or click Transfers in the navigation pane s Bank view. 2. Highlight the batch that you want to edit. (Or if the Bank Transfers window displays individual transactions rather than batches, select a transaction in the batch that you want to edit). 3. Click the Edit button. This will display the Bank Transfers window containing all the receipts in that batch. 4. Make the required amendments to the receipts. 5. Click the Save button at the bottom of the window. This will close the edit window, saving the amended receipt details. Note: You will be allowed to save the amendments only if the splits in the batch balance. If any other balance is shown, an error message will be displayed, and the save will not be performed. You will not be allowed to edit a receipt that has been reconciled to the bank. Bank Transfers Deleting Bank Transfers You can delete a bank transfer only before it has been saved. However, you can edit a saved bank transfer, changing the amount to zero if necessary. 1. Select the Bank - Transfers menu option. 2. Select the relevant line in the list of bank transfers. 3. Click the Delete button. The bank transfer is deleted. Bank Transfers Page 151 of 309

152 Finding Bank Transfers You can find individual bank transfers using one of these search methods: Using the Find utility 1. Click the Search button at the bottom of the Bank Transfers window. This will display the Find window. 2. In the Search Column area, select the relevant column. 3. In the Find What field, enter the relevant details. The program will search for exactly what you enter here - no wildcards can be used. 4. Click the Find button. The first matching transaction will be highlighted in the Bank Transfers window. Using the Speed Search utility 1. Type the first character of the bank transaction s Ref text. The Speed Search window opens, showing the closest matching transaction. 2. Continue to enter the characters of the reference for the transaction until the program locates the correct one. 3. Click outside the Speed Search window. The window closes, and the transaction is selected in the Bank Transfers window. Bank Transfers Viewing Bank Transfers To view details of a bank transfer, double-click the relevant entry in the Bank Transfers window. Bank Transfers Bank Transfers Reporting To obtain information about the bank transfers that have been posted on the system, you can run the Bank Transfers Listing. Optionally, you can also include bank transfer information in the following reports: List of Cash Receipts List of Cheque Payments Cash Receipts / Payments Report Transaction List Report Additionally, bank transfer information is always included in the Audit Trail. Bank Transfers Page 152 of 309

153 Bank Reconciliation You can reconcile transactions in the Nominal Ledger with entries on a bank statement. You must reconcile the ledger against each bank account separately. Lodgements to the bank account can be viewed either individually or in lodgement totals. You can match individual ledger entries with bank account entries by viewing the account with the Lodgment Totals option disabled and the individual ledger entry selected. This will mark the transaction as reconciled, but the reconciliation will not be completed until you save the record. You can produce reports showing details of bank reconciliation details over a selected time period for a bank account. Important Topics Reconciling a Bank Account Printing a Reconciliation Report Reconciling a Bank Account 1. Select Accounts - Bank and Cash Entries - Bank Reconciliation, or click the Reconcile button, to display the Bank Reconciliation window. 2. In the Bank Details area, specify the Recon Date, Bank Nom Code and Statement Bal. When you have entered this information, a list of all unreconciled payments and receipts up to the reconciliation date will be shown in the right-hand area of the window. 3. In the List area, specify whether you want to display entries that are reconciled or unreconciled in the righthand area of the window. Only unreconciled entries can be matched against the current bank statement. If you select Unreconciled, a summary of the account and reconciliation status will be displayed in the Reconciliation area. 4. In the Lodgment Totals area choose whether you want the totals on or off. 5. For each transaction on the bank statement, reconcile the entry either by clicking in the Tick column of the corresponding transaction in the window, or by highlighting the transaction and pressing the space bar. When you select a transaction, the values in the Reconciliation area will reflect the change. 6. If you wish to enter a new payment or receipt (to match an item on the statement that has not been entered into the ledger), click the Payments or Receipts button, as appropriate. These will allow you to enter payments and receipts directly. The default nominal account for these entries will be the bank account that is being reconciled. 7. If you want to edit a payment or receipt entry in the ledger, highlight the entry then click the Edit button. This will display either the Payments window or the Receipts window, as appropriate for the highlighted entry. You can then make the required changes and save them. You cannot change details of a transaction after it has been reconciled. 8. If you want to reverse reconciliation, select Reconciled Entries in the List area, find the transaction and click in its Tick cell to deselect it. Click the Save button to remove the reconciliation. 9. If you want to find a specific transaction to match off against a statement entry, click the Search button. This will display a find window. Enter the search criteria and then click the Find button. Payments, receipts and bank journals are searched. The first transaction matching the criteria will be selected. You can then Page 153 of 309

154 click the Next button to find subsequent transactions meeting the criteria until the required transaction is found. 10. When all statement entries have been reconciled, the Reconciled Bal and Statement Bal entries in the Reconciliation area should be the same. You can now click the Print button to produce a reconciliation report. See Printing a Reconciliation Report. 11. Click the Save button to accept the reconciliation. If you do not save the reconciliation, ticked entries will remain selected, but will not be reconciled. This allows you to perform partial reconciliations, and retain the transaction selections until they are saved. Bank Reconciliation window items Item Recon Date Bank Nom Code Statement Bal Description This field shows the reconciliation date for the account. The default is today s date. This shows the nominal account code for the bank account to be reconciled (up to twelve characters). The default is the bank account code in the Control Codes section. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will be displayed next to the field. Enter the balance of the account, as shown on the bank statement. Debit balances should be entered as positive numbers, credit balances as negative. Bank Reconciliation Printing a Reconciliation Report 1. Select Accounts - Bank and Cash Entries - Bank Reconciliation, or click the Bank Reconciliation button, to display the Bank Reconciliation window. 2. Click the Print button. Alternatively, select Reports - Bank and Cash Account Reports - Bank Reconciliation Report. This will display the Bank Reconciliation Report window. 3. Enter the selection information to choose the reconciliation report to be printed. 4. Click the Settings button to specify the report layout. This will display the Report Settings window. 5. Specify the necessary layout information. As you develop it, the report layout is shown at the bottom of the window. If you want to restore the original settings, click the Reset button. When you have entered the required settings, click the OK button to close the Settings window. 6. If you want to view the report on-screen, click the Preview button. The report will be displayed. 7. Click the Print button to print a hard copy of the report. The window will close when the print is complete. Page 154 of 309

155 Bank Reconciliation Report window items Item Date Analysis Code Balance as per Bank Statement Sort By Report Output Description The first and last dates for which transactions are to be included in the reconciliation report. The nominal code of the bank account for which the report is to be produced. The balance of the account on the bank statement. Options corresponding to ways in which you can list transactions in the report. You can select either a summary report, showing only the transactions that have been matched in each reconciliation a detailed report giving the summary followed by a list of outstanding payments and receipts In addition,you can choose to display lodgement totals or individual lodgements. Lodgment Totals This enables you to specify whether you want your Bank Reconciliation Report to be printed with or without lodgement totals. Report Settings window items Item Report Name Margin Header Footer Font Include Full Narrative / Description Border Visible Description The default name of the Bank Reconciliation Report, which will be printed at the top of the report. You cannot change the entry in this field. The width of the left margin in centimetres. The default value is 0. The header, in free text, that will be printed at the top of each page of the report. The footer, in free text, that will be printed at the bottom of each page of the report. The font that will be used to print the report. The default font is Tahoma. This checkbox enables you to specify whether you want the full content of the Narrative entries to be printed for each transaction. This checkbox enables you to specify whether you want the border of each page to be printed on the report. Page 155 of 309

156 Item Portrait / Landscape Visible Columns Description Options relating to the orientation of the report. From this list, you can select the columns that you want to appear in the report. The current selections will be shown as they will appear in the report at the bottom of the window. Bank Reconciliation Bank Statements The Bank Statements window provides a quick way of recording payments, receipts and transfers associated with a particular bank statement. This saves you the trouble of recording different items from a bank statement on different screens. You can subsequently post all the payments, receipts and transfers associated with that bank account to the Nominal Ledger. To add an entry to a particular bank statement, carry out the following steps: 1. Click the Statements button. 2. The Bank Statements window opens. Click Add. You can also edit or delete a bank statement until it is posted. (You can't reverse a posting.) 3. The Bank Statement window opens. Make sure that the correct bank nominal code is selected. If necessary, set up a nominal code for the relevant bank account. 4. Go to the next available entry line in the spreadsheet, and specify the necessary details. Bank statement details Item Type Description The entry type: Payment Receipt Transfer Date Ref Lodg No The date on which the relevant transaction occurred. The reference number that identifies the payment, receipt or transfer. A lodgment number used to cross-reference with Bank Reconciliation, where lodgment totals can be included. Specifying lodgment numbers enables you to take full advantage of lodgment totals. Page 156 of 309

157 Item Supp/Cust Narrative Description The relevant supplier or customer number. Narrative text that will be used to identify the transaction. You can enter any alphanumeric text up to 120 characters. Double-clicking or pressing? in this field displays a list of the standard narratives that have been set up for this dataset. You can double-click any of these to place it in the field. Typing characters in the window locates standard narratives beginning with the entered character string. If you place a standard narrative in this field, the associated nominal code (specified when the standard narrative was set up) is automatically placed in the Nom Code field. Nom A/C Debit Credit The relevant Nominal Ledger account code. The debit value of the transaction, if applicable. The credit value of the transaction, if applicable. 5. To save your changes, click Save. 6. To post all the listed entries to the Nominal Ledger, click Post. You have added a bank statement. Page 157 of 309

158 Tools Sage Accounts Production includes a wide range of tools designed to facilitate your work. Important Topics Settings Toolbar Options Year End Processing Importing Journals Importing Data Tax Export Mapping to Sage Corporation Tax Exporting Data to Sage Corporation Tax Exporting Journals Exporting Nominals to a CSV File Importing from Sage Company Secretarial Uploading to Sage Benchmarking Data Integrity Support Desk Setting up the System Producing a Set of Accounts for a Client Settings Sage Accounts Production uses a range of basic parameters when it is analysing accounts information and generating reports. If you are using a format supplied by Sage, these parameters are already set. However, you can also access the parameters by selecting options in the Tools - Settings menu. Workstation Settings Default Paths You can set up default directory paths for datasets, including a default backup storage location (path) for your backups. You can also set up default paths for uploading data to Sage Benchmarking. Page 158 of 309

159 1. To set up default paths, you begin by selecting Tools - Settings - Workstation Settings. 2. Open the Default Paths tab. 3. Specify the relevant default locations (paths). Default paths Default Data Path Client List Path Default Backup Path Default Restore Path ixbrl Output Path Auditing Import/Export Path The default storage location for clients. The default storage location for the clientlist. The default storage location for backups. (You can change this location manually if necessary when you are creating a backup.) The location offered by default by the system when you want to select a backup to restore. The default storage location for final accounts produced in ixbrl format. The default import/export location for audit automation. 4. Click OK. Name and Address You can enter details of your accountancy practice. 1. Select Tools - Settings - Workstation Settings. 2. Ensure that Practice Name and Address tab is selected. 3. In the Practice Name field, enter the full name of your practice (up to 60 characters) 4. In the Address field, enter the full address of your practice (four lines, each up to 30 characters). 5. In the Phone field, enter up to two telephone numbers including dial code if appropriate (up to 30 characters each). 6. In the Fax field, enter up to two fax numbers including dial code if appropriate (up to 30 characters each). 7. In the Country Code field, enter the code that is to be used to represent the country in which the client works (up to two alphanumeric characters). 8. In the Account No field, enter the practice account number. 9. Click the OK button to save and exit. Tax Export 1. To set up Tax Export, you begin by selecting Tools - Settings - Workstation Settings. 2. Ensure the Tax Export tab is open. Page 159 of 309

160 3. Select the option button corresponding to the software package into which you want to pass the tax data. The Personal Tax Packages available are: Taxability Pro ProTax Tax Assistant Taxpoint Objective Tax Per Tax Sage Taxation TaxReturn The Corporation Tax Package available is Sage Corporation Tax (powered by ONESOURCE). 5. Click the Save Settings button. Note: If no tax product has been selected in the Workstation Settings window s Tax Export tab, the application checks whether UK Taxation has been installed on your computer. If UK Taxation is installed, Sage Tax is set as the default tax product, and the Export option is enabled. Licensing Sage Accounts Production, when installed does not need to be registered, with the exception of network sites where the number of users must be registered. Additional modules you purchase, such as Bookkeeping or Invoicing, must be registered before they can be used. 1. Select Tools - Settings - Workstation Settings. This will display the Workstation Settings window. 2. Select the Licensing tab. 3. The Sage Accounts Production Dongle Serial Number associated with your computer is displayed, along with the number of Clients currently on file. 4. Contact the support team, and ask to register your module(s). 5. Give the support engineer the dongle serial number and the number of users (if applicable). The engineer provide you with a number. 6. Enter the number into the Registration Key field, and then click the Register button. When the registration is complete, additional buttons will be shown in the default toolbar, and additional menu items will be shown on the menu bar. The new modules, options and formats are now ready for use. Spell Check The Spell Check tab allows you to use any custom dictionaries you may have defined in Microsoft Word (or another package that uses this format). Page 160 of 309

161 You can also select which dictionary should store new words, and set up options to the checking process. The default dictionary, and the dictionary of accounting terms (not shown here), cannot be removed from the dictionary list, but can be disabled if required. New words can only be added to custom dictionaries. You can use any custom dictionaries already defined in Microsoft Word. You can specify which dictionary should store new words, and you can also set up spelling exceptions. The default dictionary and the dictionary of accounting terms, supplied by Sage, cannot be removed from the dictionary list, and no new words can be added to the default dictionary. General The General tab contains a number of general options, such as the Create opening balances on year end? checkbox, which determines whether opening balance journals are created by default when you run a Year End. You can override this feature at each Year End, regardless of the setting specified here. The Client List screen displays automatically when Sage Accounts Production starts. You can disable this functionality in the General tab. You can also enable and disable the Accounting for the Euro feature. Transmit/Receive This tab contains all the settings associated with sending and receiving information. You can: enable and disable the Transmit/Receive facility itself enable and disable the startup Receive window specify settings that control whether data is transmitted when a dataset is created or updated specify the path from which data is transmitted specify the path to where data is deceived Dataset Settings Control Code Item VAT Description When VAT is extracted from payments and receipts, this is the nominal code that will be used to post the VAT element of the transaction. VAT can be extracted from Invoices and Credit Notes. As the VAT element of the transactions is posted automatically to this account, a VAT control code must be entered before payments and receipts can be posted. The account entered in this field should be in the Balance Sheet section of the nominal codes. The default nominal VAT code is 845 based on the Master format for a limited company. Bank When payments and receipts are posted, this is the nominal code that will be used for the bank. It is a default account and can be changed at the time of posting, as there may be Page 161 of 309

162 Item Description several bank accounts in existence. This can be seen in the Nominal Account to Credit/Debit field when adding a payment or receipt. The account entered in this field should be in the Balance Sheet section of the nominal codes. The default nominal Bank code is 771 based on the Master format for a limited company. Retained Profit Accruals Prepayments Rounding Account When performing a year-end, this is the nominal code to which the profit or loss value for the year will be posted i.e. all profit and loss nominal codes are added, taking account of the debit and credit amounts, and the amount arrived at is the profit or loss for the year. The account entered in this field should be in the Balance Sheet section of the nominal codes. The default nominal retained profit code is 991 based on the Master format for a limited company. When posting accruals, this is the nominal code that will be used for the accrual. It is a default account and can be changed at the time of posting, as there may be several accrual accounts in existence. This can be seen in the Nominal Account to Credit field when adding an accrual. The account entered in this field should be in the Balance Sheet section of the nominal codes. The default nominal accruals code is 881 based on the Master format for a limited company. When posting prepayments, this is the nominal code that will be used for the prepayment. It is a default account and can be changed at the time of posting, as there may be several prepayment accounts in existence. This will be shown in the Nominal Account to Debit field when adding a prepayment. The account entered in this field should be in the Balance Sheet section of the nominal codes. The default nominal prepayments code is 751 based on the Master format for a limited company. Whenever figures are rounded, the difference between the absolute value and the rounded value is posted to this account to keep the accounts in balance. The account entered in this field can be in either the Balance Sheet section or the Profit and Loss section of the nominal codes. The default nominal rounding account code is 381 based on the Master format for a limited company. Euro Setup When you select the Account for the Euro checkbox in the Workstation Settings window s Default Paths tab, the Euro Setup tab is added to the Dataset Settings window. Here you can specify settings relating to accounting for the Euro. Item Currency Code Currency Description Local/Euro Rate Euro / Local Rate Description This is the three-digit code for the country's currency. This is the description of the country's currency. This is the 6 significant figure rate when converting from the local currency into the Euro. This is the 6 significant figure rate when converting from the Euro into the local currency. Page 162 of 309

163 Period Dates You can define the number of periods, for management accounts purposes, in the year and change the year-end date here. If you change year-end date or periods then the nominal balances will have to be reallocated over the new periods. 1. Select Tools - Settings - Dataset Settings. 2. Ensure the Period Dates tab is selected. 3. In the Number of Periods field, enter the number of accounting periods that will make up the year covered by the dataset (in the range 1 to 13). The default for a new dataset is one year to date period. If you enter one of seven standard period numbers, you will be asked if you want Sage Accounts Production to generate period ranges for you. 4. Click here for more information 5. Select Yes or No as appropriate. If you click Yes, you will be asked whether you want to allocate nominal balances to the new periods; select Yes or No as appropriate. 6. Enter period descriptions and, if necessary, from and to dates for each period. 7. In the Base Periods on field, select Calendar Dates if you wish to have the system generate the period end date based on the last day of the month and not the same date as the year end. If the year end is the 28th February with 12 monthly periods then the first period March will have an end date of the 28th March, the second period April will have an end date of the 28th April. However, if you select Calendar Dates and re-generate period ranges then the first period March will have an end date of the 31st March and the second period April will have an end date of the 30th April, and so on. 8. In the Base Mgmt Accounts on field, select whether the accounts are to use transaction dates or batch dates to determine the appropriate period for a transaction. Once transactions have been posted, this selection cannot be changed. 9. Click the OK button to accept the period structure. Note: The Year End Date can only be changed through this option. VAT Rates You can enter up to 26 different VAT codes, each with its own rate and description, for use when entering and analysing transactions. These rates are identified by the letters of the alphabet. 1. Select Tools - Settings - Dataset Settings. 2. Ensure the VAT Rates tab is selected. 3. In the Annual VAT Return Period From field, enter the first day of the year for VAT purposes, and in the To field enter the last day of the year for VAT purposes. 4. The 26 letters that will represent the VAT codes are shown in the left-hand column of the table. For each rate that you want to use, enter the rate that will apply and a text description up to 30 characters. 5. To set up VAT on a cash-accounting basis for bookkeeping datasets. 6. In the VAT on Cash Accounting Basis section, select the VAT on Payments to Suppliers checkbox (if appropriate), and select VAT on Receipts from Customers. If neither of these is Page 163 of 309

164 selected, VAT calculation will be performed on the basis of invoices raised for both sales and purchases. 7. If the rate you are setting up is a Reverse Charge VAT rate, select the Is Reverse checkbox. 8. Click the OK button to save and exit. Trial Balance/General You can set the groups that will be used to generate the gross profit and net profit figures on the simple trial balance, and the name of the page that will be used to generate the Formatted Trial Balance page. It also enables you to specify the name of the page that forms the template for a file to be uploaded to Sage Benchmarking. 1. To set up the simple Trial Balance groups and define the page for the formatted Trial Balance, you begin by selecting Tools - Settings - Dataset Settings. 2. Ensure that Trial Balance tab is selected. 3. In the Gross Profit Group field, enter the name of the group containing the nominal accounts to be used in the calculation of gross profit. 4. In the Net Profit Group field, enter the name of the group containing the accounts to be used in the calculation of net profit. 5. In the Formatted Trial Balance Page field, enter the name of the page designed to be used to display the Formatted Trial Balance. 6. Click the OK button to save and exit. Tools Toolbar Options By selecting Tools - Toolbar Options - Define Toolbar, you can specify what controls should display in the application toolbar. By selecting Tools - Toolbar Options - Default Toolbar, you can restore the toolbar to its default state. Tools Standard Narrative Standard narratives are those stored on the system for use with transactions posted on a regular basis. You can enter as many narratives as you wish. You can associate a standard narrative with a nominal code. If you want to use the narrative for any transaction, you can leave the field blank. To attach the standard Narrative to a transaction, highlight the Narrative field within a journal, press the SHIFT and? to display the list of Narratives. If a nominal code is attached to the Narrative, that too will be inserted onto the journal. Tools Page 164 of 309

165 Adding/Editing/Deleting a Standard Narrative You can set up a selection of standard narratives that can be used in the Narrative field when posting transactions to the nominal ledger. Users can access these by double clicking in the field when entering transaction details 1. Select Tools - Standard Narratives, or double-click in any Narrative field in a posting window, to display the Standard Narratives window showing a list of all the standard narratives set up for the dataset. 2. To create a new standard narrative, click the Add button. This will display the Add a Standard Narrative window, where you specify the relevant information. 3. To edit an existing standard narrative, select it and click Edit. This will display the Edit a Standard Narrative window, where you specify the relevant information. 4. To delete an existing standard narrative, select it and click Delete. You are prompted to confirm that you want to delete the narrative. 5. Click the OK button to save the new narrative, or to save changes to the modified one. Tools Passwords and Security Sage Accounts Production s Passwords and Security functionality is used to set up user access levels in the application. It enables you to control who can access sensitive information and features. Users and Passwords Access Groups Users and Passwords You can grant users access to the system by setting them up with a user name and password, and assigning them an access group. Adding a User 1. Select Tools - Passwords & Security - Users & Passwords. 2. In the Password Browse window, click the Add button. 3. The Enter User Details window opens. Specify the relevant information: Item User Name User Access Group User Password Description The user's unique login name. A maximum of 10 characters can be used. The access group to which the user is assigned. This determines which features of the system they can access. The password the user will use to log into Sage Accounts Production. A maximum of 10 alphanumeric characters can be used. 4. Click OK when you have entered all the necessary details. Page 165 of 309

166 You have set up a new user. Note: Once a user has been entered, the access to the system will be limited to users in the user list. Editing a User You can amend user s details at any stage. 1. Select Tools - Passwords & Security - Users & Passwords. 2. The Password Browse window opens. Select the user you want to edit. 3. Click the Edit button. 4. The Edit User Details window opens. Make the necessary changes. 5. Click OK button to save your changes. You have edited a user. Deleting a User You can delete a user from the system at any stage. 1. Select Tools - Passwords & Security - Users & Passwords. 2. The Password Browse window opens. Select the user you want to delete. 3. Click the Delete button. 4. A message box asks you to confirm the deletion. Click Yes. The user will be removed from the system. Tools Access Groups You can control what features particular groups of users have access to by setting up access groups. Adding an Access Group 1. Select Tools - Passwords & Security - Access Groups. 2. The Group Browse window opens. Click Add. 3. The Add an Access Group window opens. Specify the relevant information. Item Description Access Group Code The new group's unique code. A maximum of 10 alphanumeric characters can be used. Access Group Description Access A description of the access group. A maximum of 10 alphanumeric characters can be entered. Select the checkboxes corresponding to the areas of Sage Accounts Production to which users belonging to this group should have access. Page 166 of 309

167 4. Click OK to save the new group. Editing an Access Group You can amend an access group s details at any stage. 1. Select Tools - Passwords & Security - Access Groups. 2. The Group Browse window opens. Select the group you want to edit. 3. Click the Edit button. 4. The Edit an Access Group window opens. Make the necessary changes. 5. Click OK to save your changes to the access group. Deleting an Access Group You can delete an access group from the system at any stage. 1. Select Tools - Passwords & Security - Access Groups. 2. The Group Browse window opens. Select the group you want to delete. 3. Click the Delete button. 4. A message box prompts you to confirm the deletion. Click Yes. The access group is removed from the system. Tools Page 167 of 309

168 Cost Centres A cost centre can be any entity to which costs can be allocated, such as a location, department or product. You can set up a default cost centre that will apply in cases in which none is specified. Accounts can be analysed according to cost centres, and a comparative file generated at Year End showing the year s financial information for each cost centre. Important Topics Adding Cost Centres to an Existing Dataset Adding Cost Centres to a New Dataset Editing Cost Centres Deleting Cost Centres Updating the Default Cost Centre Cost Centres and Fixed Asset Register Cost Centres at Year End Cost Centres and Postings Automatic Updating of Cost Centres Cost Centres: Quick Guide A cost centre can be any entity to which costs may be allocated (e.g. Locations, Departments or Products). Cost centres enable you to analyse accounts. A comparative file is generated at Year End showing the year s financial information for each cost centre. If you have enabled Cost Centres for a dataset, you must specify a Cost Centre for each journal posting. If you do not explicitly select a Cost Centre, the posting will use the default Cost Centre for the dataset. See Journals for more information. Adding a Cost Centre 1. Select Tools - Cost Centres. This will display the Cost Centres window. 2. Click the Add button. This will display the Add a Cost Centre window. 3. Enter the relevant cost centre details. 4. Click the OK button. The new cost centre will be added to the list in the Cost Centres window, and will be available for item allocation. Editing a Cost Centre You can change the description that was entered for a cost centre when it was added to the system: 1. Select Tools - Cost Centres. This will display the Cost Centres window. 2. Select the cost centre to be changed. Page 168 of 309

169 3. Click the Edit button. The Edit a Cost Centre window will be displayed showing details of the selected cost centre. 4. Make the required amendments to the Cost Centre description. You cannot change the entry in the Code field. 5. Click the OK button. The new cost centre details will be shown in the Cost Centres window. Deleting a Cost Centre 1. Select Tools - Cost Centres. This will display the Cost Centres window. 2. Select the cost centre to be deleted. 3. Click the Delete button. A warning message will be displayed asking you to confirm that you want to permanently delete the cost centre. 4. Click the Yes button. The dataset will be deleted and the display will return to the Cost Centres window. Note: Deleted cost centres cannot be recovered from within Sage Accounts Production. If you need to recover a deleted cost centre, you must create it again from scratch. See Adding Cost Centres to an Existing Dataset. The Default Cost Centre You can define the Default Cost Centre that will be allocated to all items if no other cost centre is specified: 1. Select File - Open Client Dataset. 2. Double-click the relevant dataset. 3. Select the appropriate dataset. Note: You do not need to have the dataset open; it must just be selected. 4. Click the Update button. If the dataset is not open, and access to it is controlled by a password, you will be asked to enter the password before you can continue. 5. The Update Dataset window displays. This shows the master format details. In the Default Code field, enter the code that will be used to represent the cost centre, up to two alphanumeric characters. 6. In the Description field, enter a description for the default cost centre. Up to 31 alphanumeric characters can be used. Tools Adding Cost Centres to an Existing Dataset 1. Select File - Open Client Dataset, or click the Clients button, to display the Clients window. 2. Double-click the relevant client, or select it and press Enter. 3. Select the appropriate dataset. Note: You do not need to have the dataset open - it need only be selected. 4. Click the Edit button. Page 169 of 309

170 If the dataset is not open, and access to it is controlled by a password, you will be asked to enter the password before you can continue. 5. When the dataset opens, the Client Details tab will be open, and will display the basic details of the selected dataset. Click the Dataset Options tab. 6. Select the Cost Centres checkbox. This displays two additional fields: Default Code and Description. Specifying a default cost centre here ensures that existing transactions will also be allocated to a cost centre. 7. Click the OK button. The Cost Centre facility will now be attached to the dataset. When the dataset is opened, postings must be made to a cost centre, and cost centre reports will be available. Cost Centres Adding Cost Centres to an Existing Dataset 1. Select File - Open Client Dataset, or click the Clients button, to display the Clients window. 2. Double-click the relevant client, or select it and press Enter. 3. Select the appropriate dataset. Note: You do not need to have the dataset open - it need only be selected. 4. Click the Edit button. If the dataset is not open, and access to it is controlled by a password, you will be asked to enter the password before you can continue. 5. When the dataset opens, the Client Details tab will be open, and will display the basic details of the selected dataset. Click the Dataset Options tab. 6. Select the Cost Centres checkbox. This displays two additional fields: Default Code and Description. Specifying a default cost centre here ensures that existing transactions will also be allocated to a cost centre. 7. Click the OK button. The Cost Centre facility will now be attached to the dataset. When the dataset is opened, postings must be made to a cost centre, and cost centre reports will be available. Cost Centres Page 170 of 309

171 Adding Cost Centres to a New Dataset 1. In the Client Details window, open the Dataset Options tab and select the Cost Centre checkbox. 2. Follow the procedure detailed out in Adding and Editing a Dataset. Cost Centres Adding Cost Centres to a New Dataset 1. In the Client Details window, open the Dataset Options tab and select the Cost Centre checkbox. 2. Follow the procedure detailed out in Adding and Editing a Dataset. Cost Centres Editing Cost Centres You can change the description that was entered for a cost centre when it was added to the system: 1. Select Tools - Cost Centres. This will display the Cost Centres window. 2. Select the cost centre to be changed. 3. Click the Edit button. The Edit a Cost Centre window will be displayed showing details of the selected cost centre. 4. Make the required amendments to the Cost Centre description. You cannot change the entry in the Code field. 5. Click the OK button. The new cost centre details will be shown in the Cost Centres window. Cost Centres Deleting Cost Centres 1. Select Tools - Cost Centres. This will display the Cost Centres window. 2. Select the cost centre to be deleted. 3. Click the Delete button. A warning message will be displayed asking you to confirm that you want to permanently delete the cost centre. 4. Click the Yes button. The dataset will be deleted and the display will return to the Cost Centres window. Note: Deleted cost centres cannot be recovered from within Sage Accounts Production. If you need to recover a deleted cost centre, you must create it again from scratch. See Adding Cost Centres to an Existing Dataset. Cost Centres Updating the Default Cost Centre You can define the Default Cost Centre that will be allocated to all items if no other cost centre is specified: Page 171 of 309

172 1. Select File - Open Client Dataset, or click the Clients button, to display the Clients window. 2. Double-click the client, or select it and press Enter, to open the client. 3. Select the appropriate client. You don t need to have the client open - it need only be selected. 4. Click the Update button. If the client is not open, and access to it is controlled by a password, you will be asked to enter the password before you can continue. 5. The Update Dataset window displays the master format details. In the Default Code field, enter the code that will be used to represent the cost centre (up to two alphanumeric characters). 6. In the Description field, enter a description for the default cost centre (up to 31 alphanumeric characters). Cost Centres Cost Centres and Fixed Asset Register If you have enabled cost centres for a client, you must specify a cost centre for each item in the Fixed Asset Register. If you do not explicitly specify a cost centre, the item will use the default cost centre for the client. For more information, see Fixed Asset Register. Cost Centres Cost Centres at Year End When year-end processing is performed on a client with cost centres enabled, a comparative file is generated showing the year information for each cost centre. The cost centre setup is then carried over into the client for the new fiscal year. For more information, see Year End Processing. Cost Centres Cost Centres and Postings If you have enabled cost centres for a client, you must specify a cost centre for each journal posting. If you do not explicitly select a cost centre, the posting will use the default cost centre for the client. For more information, see Journals. Cost Centres Automatic Updating of Cost Centres If you have enabled cost centres for a client, you must specify a cost centre for each journal posting. If you do not explicitly select a cost centre, the posting will use the default cost centre for the client. For more information, see Journals. Cost Centres Page 172 of 309

173 Year End Processing At the end of an accounting year, you can use Sage Accounts Production to close the current year s accounts and open a new set of accounts for the coming accounting year. An opening trial balance will be generated for the New Year, and a new dataset will be opened with a name including the year that has been incremented from the old year s dataset name. All profit and loss nominal account balances are totalled, and the balance is posted as an opening balance to the designated Retained Profit Nominal Account in the balance sheet at the beginning of the New Year. Balance sheet nominal balances remain unless the account has a specified year end transfer account. The current year s balances become comparatives in the new year, and subsequent year balances are moved back one year. Running a Year End 1. Close all windows in Sage Accounts Production. 2. Select Tools - Year End Routine. This will display the Year End window, containing default entries. 3. Enter the details relevant to the year-end process. 4. Click the OK button to perform the year-end. 5. If errors are detected, the application prompts you whether you want to proceed with the year-end process. Generally, you should correct all errors before proceeding. In order to proceed without doing so, you must enter the daily support password. 6. On completion of the year-end process, the dataset for the new year will be opened automatically within Sage Accounts Production. Year End window Item Retained Profit Nominal Code Destination Directory for Data Set after Year End Create Opening Balance Journals Clear Out Paid Purchase Transactions Description You can enter the Nominal Account Code into which the Retained Profit will be posted into the new year s opening ledger. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. You can enter the drive and directory of the dataset that will be used to hold the new year s information. Selecting the Browse button (marked with three dots) will display a window in which you can select a different folder. Selected by default. This option closes year one and posts opening balances for year two. If it is cleared, the year end procedure will run as normal, but the opening balances will not be posted automatically. If selected, the program will remove fully paid and allocated invoices and payments. To ensure the transactions are cleared, the invoices must be both paid and allocated in full, and appear to be returned on the VAT return. These payments must also be reconciled in the Bank Reconciliation. If none of these conditions are met, the clear out will not work until the next year end. Page 173 of 309

174 Item Clear Out Paid Sales Transactions Description If selected, the program removes fully paid and allocated invoices and receipts. To ensure the transactions are cleared, the invoices must be both paid and allocated in full, and appear to be on the VAT return. The receipts must also be reconciled in the Bank Reconciliation. If none of these conditions are met, the clear out will not work until the next year end. Tools Posting for Next Year This option allows batches of Payments, Receipts, Invoices and Credit Notes, dated after the end of the current year, to be posted. This enables the user to continue posting current live data but still be in the previous years accounts, therefore dispensing with the usual time delay suffered by many users at the Year End. These batches are effectively temporary batches, which will not update any Balances, or Ledger until the Year End Routine is run. Cheque Payments Cash Receipts Sales Invoice/Credit Notes Purchase Invoice/Credit Notes Cheque Payments To post cheque payments into the next financial year, you begin by selecting Tools - Postings for Next Year - Cheque Payments. This will display the Payments Relating to Next Year window, which contains an Add, Edit, Search, Delete and Print button. The Payments posting window is identical to the current year Payments posting window with one exception, the date will default to today s date, and will not accept a date in the current year or after the end of the next year. The details of the payments should be entered the same as current year payments and all the same facilities are available. When saved the batches are NOT posted to the nominal ledger, the supplier ledger or anywhere in the current financial year but are held in suspense until the year-end is run. When the year-end is run these batches are then posted into the next financial year. Postings for Next Year Cash Receipts Posting Cash Receipts into the Next Financial Year Select Tools - Postings for Next Year - Cash Receipts. This will display the Receipts Relating to Next Year window, which contains an Add, Edit, Search, Delete and Print button. Page 174 of 309

175 The Receipts posting window is identical to the current year Receipts posting window with one exception, the date will default to today s date and will not accept a date in the current year or after the end of the next year. The details of the receipts should be entered the same as current year receipts and all the same facilities are available. When saved the batches are NOT posted to the nominal ledger, the customer ledger or anywhere in the current financial year but are held in suspense until the year-end is run. When the year-end is run these batches are then posted into the next financial year. Posting for Next Year Sales Invoice/Credit Notes To post sales invoices and credit notes into the next financial year, you begin by selecting Tools - Postings for Next Year - Sales Invoices/Credit Notes. This will display the Sales Invoices/Credit Notes Relating to Next Year window. The Sales Invoices/Credit Notes Relating to Next Year window will contain an Invoice, Credit, Edit, Search, Delete and Print button. The Sales Invoices/Credit Notes posting window is identical to the current year Sales Invoices/Credit Notes posting window with one exception, the date will default to today s date and will not accept a date in the current year or after the end of the next year. The details of the Sales Invoices/Credit Notes should be entered the same as current year Sales Invoices/Credit Notes and all the same facilities are available. When saved, the batches are NOT posted to the Nominal Ledger, the Customer Ledger or anywhere in the Current Financial Year. Instead, they are held in suspense until the year end is run. When the year-end is run these batches are then posted into the next financial year. Posting for Next Year Purchase Invoice/Credit Notes To post purchase invoices and credit notes into the next financial year, select Tools - Postings for Next Year - Purchase Invoices/Credit Notes. This will display the Purchase Invoices/Credit Notes Relating to Next Year window. The Purchase Invoices/Credit Notes Relating to Next Year window will contain an Invoice, Credit, Edit, Search, Delete and Print button. The Purchase Invoices/Credit Notes posting window is identical to the current year Purchase Invoices/Credit Notes posting window with one exception - the date will default to today s date, and will not accept a date in the current year or after the end of the next year. The details of the purchase invoices/credit notes should be entered the same as current year purchase invoices/credit notes and all the same facilities are available. When saved the batches are NOT posted to the nominal ledger, the supplier ledger or anywhere in the current financial year but are held in suspense until the year-end is run. When the year-end is run these batches are then posted into the next financial year. Page 175 of 309

176 Posting for Next Year Importing Journals If your company s accountants are using Sage Accounts Production to produce the Final Accounts, they will make a backup copy of the financial year s data prior to the year-end (when the company is ready to start making postings for the next financial year). With the backup made, they post adjusting final account journals to it. When the company runs the year-end, and starts making postings for the next financial year, the company copy of the previous financial year s data no longer matches the accountant s copy. To reconcile them, you use the Journal Import functionality. This enables you to import batches of journals from a file into the financial year prior to the year end (making it an exact match of the accountants records of the year) the current financial year (updating the opening balance journals and the comparative figures) 1. Select Tools - Import - Journal Import. This will display the Journal Import window. 2. Specify the Import Directory (the drive and directory into which the import file will be saved). Note: The import file specifies two files: ajrnlexp.dbf (a database file) and ajrnlexp.mdx (an index file). 3. Specify the Import Type. There are two possible types: Import Prior to Year End The journals will be imported, making this financial year an exact copy of that held by the accountant. Import Post Year End The opening balance journals will be adjusted to match the closing balance journals in the accountants copy of the financial year, and the comparative figures will be adjusted to match the closing balances in the accountants copy of the financial year. 4. Click OK to proceed. A message box will confirm that the import is complete. Tools Importing Data Data can be imported from accounts packages that can provide a suitable export file (CSV format). The export file should contain a Nominal Code, Description and Current and Comparative Years Balances. Select Tools - Import - Import Nominals from CSV File. This will display the Mapping of Nominal Codes window. Follow the on-screen instructions to specify the text file and import it. Tools Page 176 of 309

177 Tax Export You can export data from Sage Corporation Tax (powered by ONESOURCE). Information that will be exported will include Company Information (name, address, company secretary details etc.), Director's Information (name, address, etc.) and Financial Information from both the Profit and Loss and the Balance Sheet. To Export Data to Sage Corporation Tax (powered by ONESOURCE): Ensure you have selected the correct tax package to which to export. (See Settings.) Select Tools - Export - Tax Export and then click the Corporation Tax option. This will display the Export to Sage Corporation Tax (powered by ONESOURCE) window. There are 3 options available: Mapping Export Cancel Tools Mapping to Sage Corporation Tax The Sage Corporation Tax (powered by ONESOURCE) Mappings screen will have the following columns; the Sage Corporation Tax (powered by ONESOURCE) Description column, the SageAP Code column and the SageAP Description column. A default set of mappings is provided, however you may use a different range of codes therefore you may alter the codes to suit your own preference by selecting the Edit button. The mappings will originate from three different areas; the accounts database, the nominal ledger and the nominal group table (for Profit and Loss and Balance Sheets). Adding additional codes for financial information You will now have a choice whether the new code should be mapped to a nominal code or a nominal group in this application. Make the appropriate selection. From the drop-down list you can select any of the following Sage Corporation Tax (powered by ONESOURCE) financial items: Dividends ExtraordinaryItems FixedAssets PLExpenses PLInterests PLSalesCosts PLSubAnalysisCollection Taxation TaxOnExtraordinaryItem Page 177 of 309

178 Select Save to confirm your selections and return to the mappings screen. The new item will now be added to the bottom of the list. To map the new code to this application s code, double-click on the code or select the code and click the Edit button. You can also change the code for any item in the Mappings list by clicking the Edit button. You will be prompted whether the new value will be a nominal group or code, again make the appropriate selection so that the lookup screen for nominal groups or codes is displayed. Tools Exporting Data to Sage Corporation Tax Once you select the Export option the mappings table will be validated, and if any codes entered do not exist, then you will be presented with a list of invalid codes. You will also be asked whether you wish to continue with the export procedure. By selecting Yes, the procedure will carry on although it will not locate values for the invalid codes. By selecting No, you will be able to adjust the invalid codes. Once all the codes are validated an XML file will be generated and saved into the current directory. Once the XML file is generated, the Import Wizard will be displayed. The Import Wizard will guide you through making, editing or confirming the necessary selections in order to import your accounts data from Sage Corporation Tax (powered by ONESOURCE). Be careful with your selections when using the Import Wizard. Tools Exporting Journals This option allows batches of journals to be exported into a file in order to be later imported into another financial year. 1. Select Tools - Export - Journal Export. This will display the Journal Export window. 2. Enter the Starting Journal Adjusting Batch Number and the Export Directory. The Batch Number constitutes the start of the journal adjustments. The Export Directory is the location where the export file will be saved. 3. Click OK. If an export file already exists in the directory specified a message will appear to that effect and asking if you wish to overwrite the existing file. Click Yes to overwrite or No to abandon the export. A message will appear when the export is complete. Tools Exporting Data to Excel This option allows balances from Nominal Codes and Groups to be transferred to Excel. Excel functionality can then be used to format the data. Page 178 of 309

179 Select Tools - Export - Export Nominals to Excel. This will display the Export Data to Excel window. Select the appropriate checkboxes: Export Nominal Codes and Balances This option exports fields into individual Excel columns for all existing nominal codes, including the following: Nominal Code, Description, P or B, Nominal Group, Current Year Balance, Comparative Years Balances, Period Balances, Budget Balances, Comparative Period Balances. Export Nominal Groups and Balances This option exports fields into individual Excel columns for all existing nominal groups, including the following: Nominal Group, Description, P or B, Type, Current Year Balance, Comparative Years Balances, Period Balances, Budget Balances, Comparative Period Balances. Export free-form Groups and Balances This option exports fields into individual Excel columns for all existing free-form groups, including the following: free-form Group, Description, P or B, Current Year Balance, Comparative Year Balances, Period Balances, Budget Balances, Comparative Period Balances. You can specify a Nominal Group Filter to control which groups/codes will be exported. Otherwise, all will be exported. The filter allows only the details of a specific group to be exported to Excel. For example, if you enter a freeform group name, and have selected Export free-form Groups and Balances, then only the details of that specific group will be exported. If you enter a nominal group name, and have selected Export free-form Groups and Balances, then Export Nominal Groups and Balances will automatically also be selected, since the system will know that the specified group name is that of a nominal group, not a free-form group. The reverse also applies. Your exported file will be displayed in Excel, where you can save it. Tools Exporting Nominals to a CSV File The Tools - Export - Export Nominals to CSV File menu option enables you to export your Nominal Codes as a.csv file for subsequent use, such as in a report. The Export Nominal Codes as.csv File window will be displayed, from which you may select the appropriate information you wish to be included in the.csv file produced. The Export As field will display the location where the.csv file will be stored. You can change this location if necessary. Tools Transmitting & Receiving Data The application s Transmit & Receive Data functionality enables the exchange of client/dataset details from Sage Control Centre. This reduces the possibility of duplicated details being added to either Sage Accounts Production or Page 179 of 309

180 other Sage products that your practice may be using. For example, if you have a set of Client/Dataset details in Accounts Production that you would like to take across to another Sage product, you can transmit those details to Sage Control Centre and then receive those same details from Sage Control Centre into the other Sage product. Setting up the Transmit & Receive Facility 1. Select Tools - Settings - Workstation Settings. 2. In the Licensing tab, select the Transmit & Receive Data Enabled checkbox. 3. Select and deselect the following controls as appropriate: the Show Window on Startup if Data to be Received checkbox Selecting this checkbox specifies that the Transmit and Receive Data dialogue box will be automatically displayed when Sage Accounts Production is started if there is new client data to be processed. the Transmit on Dataset Creation radio buttons If Always is selected, the data will always be transmitted when a new dataset is created. If Prompt is selected, you will be prompted for confirmation before data is transmitted. Selecting Never will cause the data not to be transmitted. the Transmit on Database Update radio buttons If Always is selected, the data will always be transmitted a dataset s Accounts Database is updated. If Prompt is selected, you will be prompted for confirmation before data is transmitted. Selecting Never will cause the data not to be transmitted. 4. In the Default Paths tab, specify the paths for transmitting and receiving data. These paths specify where the application should receive data, and to where it should transmit data. These can be set in either Control Centre or Accounts Production. The Receive from Control Centre path specifies the folder from which Accounts Production will receive data from Control Centre. The Transmit to Control Centre path defines the folder to which Accounts Production > will transmit data for Control Centre. If these have been configured in Control Centre, Accounts Production will read and use these settings. 5. Click OK to save your settings. Accessing the Transmit & Receive Data Option Tools Page 180 of 309

181 Accessing the Transmit & Receive Data Option Select Tools - Transmit & Receive Data from the main menu. This will display the Transmit & Receive Data dialogue box, where you can Transmit, Receive and Synchronise your clients/datasets. There are three tabs on this dialog: Control Centre Clients The Receive button enables you to create a new dataset based on the information the application receives from the Control Centre client. It also synchronises the new dataset to this information. It presents, and partly fills in, the Add dataset dialog. Any of the entries can be changed prior to creation. The Sync button enables you to update a pre-existing dataset with the information received from the Control Centre client. Select the client and click the Sync button. This will present a dataset list, from which the dataset to be synchronised can be chosen. The Remove button enables you to removing a Control Centre dataset. You will be prompted to confirm the deletion. Accounts Production Clients This tab contains a list of all Accounts Production clients. (As long as the relevant Transmit & Receive Paths have been set up.) You can transmit data from a dataset to Control Centre by selecting the dataset and clicking the Transmit button. Database Mappings The Mapping Table defines the Sage Accounts Production Database codes to which the Control Centre information will be synchronised. The default table is taken from the master, but it can be customised for each dataset. This tab is available only when a dataset is currently open. It shows the Mapping Table for that dataset (if available). The Transmit & Receive features will only operate on datasets that possess a mapping table. Under Control Centre Clients, a dataset can only be created, synchronised and transmitted if it is based on a master with a valid mapping table. Transmitting & Receiving Data Data Integrity There are a number of facilities available that will allow you to check the integrity of your data files. These are available by selecting Tools - Data Integrity Options. This provides you with access to a number of menu options: Re-index Main Files Re-index Current Dataset Files Delete Current Dataset This option will re-sequence the content of all files that are not specific to any particular dataset, such as the client file and the phone book, to ensure that all entries are maintained in alphabetical order. This option will re-sequence the content of all files that are specific to the current dataset to ensure that all entries are maintained in alphabetical or numerical order. This option will delete all index files specific to the current Page 181 of 309

182 Index FIles dataset. Data Checks This routine allows you to check the consistency of all the data held in the current dataset. A window will be displayed asking you to select the data to be checked, and to set the rounding cut off (normally 1.00). You can choose to either see the results of the check on screen, using the Preview button, or print a hard copy. The Settings button will display a further window allowing you to set up a header and footer for the report. If any test failures are shown in the report, please contact Support Team for advice on how to eliminate the problem. Rebuild Balances Dataset Maintenance Check for Corrupt Files This option will update the balances held in the nominal ledger. This may be necessary if the ledger appears to be out of balance. This option enables you to run a number of maintenance procedures on the current dataset. For example, you can rebuild balances, clear empty records and fix invalid references. This option enables you to carry out the following corruption checks on the current dataset: Header Validation Deleted Byte Validation Numeric Field Validation Tools Support Desk The menu options you can access by selecting Tools - Support Desk should be used only under the supervision of the Sage Accounts Production support team. They provide an analysis of the system s operation, which can help the support team to diagnose problems. These options include: Reset Window Defaults Edit Data Files Copy Current Dataset This option will restore all windows within Sage Accounts Production to their original sizes and positions on the screen. This can be useful if some windows are not displayed correctly when they are opened. IMPORTANT: This option can result in fatal damage to your data. If you need to implement this option please contact the Sage support team. This facility is similar to the backup routine, however when the copy is complete the dataset will be automatically added to the client list. Page 182 of 309

183 Remove Registry Key Remove VAT Flags Reset Report Defaults Miscellaneous Company List Maintenance This option, which is password protected, removes any changes to settings that have been made in report pagesand transaction reports. It also resets the window defaults. After using this option, you must exit and restart the program for the changes to take effect. For the password contact the Support team. This option, which is password protected, will remove all the VAT flags added to the dataset when VAT returns were generated. Generating a new return will then create new VAT flags. If you need the password to access this, please contact support team. This option will restore all report default settings within Sage Accounts Production. This option enables you to carry out tasks relating to maintenance, updates and Accounts Database mappings. See Client List Maintenance Utility. Tools Page 183 of 309

184 Product Links You can use Sage Accounts Production in conjunction with other software packages in a number of ways: Full Transaction Import from Sage 50/Instant Trial Balance Import from Sage 50/Instant Using a mapping file created in Sage 50 Creating a mapping file by adding individual mappings Importing Balances from Sage 100 Full Transaction Import from Sage 50/Instant You can import financial transactions and customer and supplier details from Sage 50/Instant into an Accounts Production dataset, and then prepare final accounts. If you import the data into an existing dataset, Accounts Production comparative figures from previous years are retained, but the current year s Sage 50 data is imported. Journal adjustment batches can be exported to Sage 50 datasets. The Full Transaction Import process involves: journals accruals prepayments bank transactions (payments, receipts, cash, VISA) customer transactions (invoices, credit notes, receipts, discounts) supplier transactions (invoices, credit notes, payments, discounts) fixed assets Opening balance journals (if necessary) Detailed invoices in Sage 50/Instant that have been posted to the journal are imported as summary invoices. If a particular transaction type in Sage 50/Instant does not exist in Accounts Production (such as VISA Payments), the transaction will be imported to the nearest match in Sage Accounts Production (in this case, Payments). Allocations of receipts/payments and credit notes, departments and fixed assets are not imported - these have no bearing on the final accounts. How do I import all transactions from Sage 50/Instant? How do I import all transactions from Sage 50/Instant? 1. Select the Tools - Product Links - Sage 50/Instant - Full Transaction Import menu option. 2. The Sage 50/Instant Import wizard will be displayed. Click Next. Page 184 of 309

185 3. The Select Sage 50/Instant Data screen displays. This lists all Sage 50 companies from which you can import data. Certain configurations of Sage 50/Instant require a User Login. The Username and Password for Sage 50 must be entered in the Login screen. Click Next to continue. 4. You can now create a dataset to store the imported data. Select the Master Format upon which you wish to base the dataset. 5. Provide a code and Year End date for the dataset. The location of the dataset defaults to the clientlist path. You can change this if necessary. 6. Click Next to continue. 7. The Import Wizard checks whether the nominal accounts used in Sage 50/Instant are stored in the Sage 50/Instant mapping table belonging to the master format you previously selected. Any problems will be displayed in this screen. You can click the Edit Mappings button to correct any mapping problems. The Next button will be disabled until you do so. 8. Click Next to continue. 9. Click Finish to start the import process. Full Transaction Import from Sage 50/Instant Trial Balance Import from Sage 50/Instant 1. Select Tools - Product Links - Sage 50/Instant - Trial Balance Import. 2. The Mapping of Nominal Codes window opens. 3. Ensure that the mappings are correct. To use the default mapping file, carry out the following steps: In the Mapping of Nominal Codes window, select the File - Template - Use Default. In the Default Template dialogue box, specify the location the default mappings file, and then click OK. The default mappings are displayed in the Mapping of Nominal Codes window. You can still add and edit individual codes as necessary. For other ways of specifying mappings, see Using a mapping file created in Sage 50 and Creating a mapping file by adding individual mappings. 4. Click the Import button. 5. The Import Sage 50 Balances window opens. Specify the necessary information, and then click Import. The balances from your Sage 50 dataset are imported into the current Sage Accounts Production dataset. If there have been any errors during the import, an error file opens. This provides information about the error. Generally, such errors arise because the code mappings are incomplete. When you have completed the mapping you can continue with the import of balances. Mapping of Nominal Codes window To open the Mapping of Nominal Codes window, you select Tools - Product Links - Sage 50 - Mapping of Nominal Codes. Page 185 of 309

186 Item Add Edit Description This button enables you to add nominal code mappings manually, creating a.map file. This button enables you to edit individual nominal code mappings. You select the mapping you wish to change, and then you click the button. The Edit Mapping dialog displays. Delete This button enables you to delete individual mappings in the Mapping of Nominal Codes window. Select the entry you wish to remove and click the button. A confirmation message will be displayed. Click OK to delete this mapping entry. Search Use this button to search for a specific code or description in the currently open mapping file. Import This button enables you to import balances from a Sage 50 dataset. Export This button enables you to create an export file for Sage 50. File - Template - New File -Template - Copy File -Template - Import Sage 50 Codes File -Template - Use Default This menu option enables you to create a new blank template which you can use to create a mapping file. This menu option enables you to copy a previously created template.map file from one location to another. This menu option enables you to import a.csv file. The Sage 50 nominal codes will be extracted from this file and imported into Sage Accounts Production. This menu option enables you to use the default template mapping file supplied with Sage Accounts Production. This file contains all the default mappings, but you may need to edit it if you are using any nominal ledger codes that you have created yourself in either system. Page 186 of 309

187 The Bookkeeping Module The Sage Accounts Production Bookkeeping module enables you to maintain sales and purchase ledgers. You post entries a directly into the Nominal Ledger. Important Topics Enabling Bookkeeping in a Dataset Disabling Bookkeeping in a Dataset Sales Ledger Sales Ledger Invoices Customer Receipts Sales Ledger Reports Purchase Ledger Enabling Bookkeeping in a Dataset You can Add Bookkeeping Facilities to any existing dataset: 1. Select File - Open Client Dataset, or click the Clients button, to display the Clients window. 2. Select the relevant client. 3. Double-click or press Enter to open the client and view the datasets. 4. Select the appropriate dataset. Note: You don t need to have the dataset open - it need only be selected. 5. Click Edit. 6. If the dataset is not open, and access to it is controlled by a password, you will be asked to enter the password before you can continue. 7. The Client Details tab opens. This displays basic details about the selected dataset. Click the Dataset Options tab. 8. Select the Bookkeeping checkbox. 9. Click OK. Bookkeeping facilities will now be associated with the dataset. When the dataset is opened, the options in the Sales Ledger and Purchase Ledger menus will be available for use. The Bookkeeping Module Disabling Bookkeeping in a Dataset To remove the Bookkeeping facilities from a dataset as long as no customers or suppliers have been setup within the dataset: Page 187 of 309

188 1. Select File - Open Client Dataset, or click the Clients button, to display the Clients window. 2. Select the appropriate client. 3. Double-click or press Enter to open the client and see the datasets. 4. Select the appropriate dataset. 5. Note: You don t need to have the dataset open - it need only be selected. 6. Click the Edit button. If the dataset is not open, and access to it is controlled by a password, you will be asked to enter the password before you can continue. The Client Details tab will be open. This contains the basic details of the selected dataset. 7. Click the Dataset Options tab. This will display the Dataset Options containing further information that you can amend. 8. Deselect the Bookkeeping checkbox. 9. Click the OK button. The dataset will no longer contain bookkeeping facilities, and options in the Sales Ledger and Purchase Ledger menus will no longer be available. The Bookkeeping Module Sales Ledger Sage Accounts Production s Bookkeeping module enables you to maintain a Sales Ledger. Entries are posted directly into the Nominal Ledger to maintain data integrity in the Ledger system. You can define categories to group customers within the ledger. Customers can be defined, and both Invoices (and credit notes) and Receipts can be entered. A series of reports can be obtained relating to the Sales Ledger system, and a Clear-Out Routine removes old transactions. You can print statements with a defined format and content. The Bookkeeping Module Sales Ledger Settings You can define up to five categories that may be applied in the Sales Ledger. You can also apply global settings for the Sales Ledgers within the dataset. To do this: 1. Select Sales - Options - Settings. This will display the Sales Ledger Settings window. 2. Define the necessary categories, and specify the sales ledger settings. 3. Click the OK button to save the settings. These settings will apply to the sales ledgers in this dataset. Page 188 of 309

189 Sales Ledger Settings window Item Category Descriptions Use Our Ref Auto Allocate Receipts VAT Calculation Description You can enter a description for each of the categories that will apply to the sales ledger. A maximum of 30 characters can be used for each description. These category descriptions will be displayed as the labels for the category fields when you are defining customers. Select this checkbox if you want to use your own reference together with (or instead of) using the customer s reference when posting invoices. If you select this, a new column will be added when postings are entered so that the user can enter a reference. Select this checkbox if receipts are to be allocated automatically against outstanding invoices. Select the appropriate option button to set the basis on which VAT will be calculated within the ledger. Net to Gross: This option will make you enter the invoice amount net and the program will calculate the VAT and generate the Gross Amount. Gross to Net: This option will make you enter the invoice amount Gross and the program will calculate the VAT and generate the Gross Amount. Aged Settings In this area you can set the criteria that will be used to determine aged items within the ledger. Enter the number of periods over which the balance on the ledger is to age. The default will be set to 6 periods. This will be used in the Aged Debtors report. Select the required ageing type (30, 60 or 90 days, or calendar months), and then select the period headings (30, 60, 90 days/1 month, 2 months, 3 months/january, February, March). The Bookkeeping Module Invoice Design Settings 1. To specify print settings for an invoice, you begin by selecting Sales - Detailed Invoicing - Define Invoice Layout. The existing invoice layout will be displayed. 2. Click the Settings button at the bottom of the window. This will display the Invoice Settings window with the Print tab open. 3. Click the button beside the Default Printer field to specify a default printer. The standard settings for the currently specified printer are displayed below this field. Note: By specifying Custom Invoices in the Paper Size field, you can enable the Paper Width and Paper Length fields. You can then use these fields to specify a custom invoice page size. Page 189 of 309

190 4. Select the Print Headings checkbox to specify that you wish to include a heading above each invoice column. 5. The Margins section of the window enables you to specify margin settings. 6. The Grid Options section enables you to specify borders and gridline settings. 7. The Client Details tab enables you to specify client information that will be displayed on the invoice. 8. When you have specified all the necessary information, you click the OK button to save and exit. The Bookkeeping Module Defining Statements The Bookkeeping module enables you to define the layout of printed statements. A statement consists of three areas: a header a body (in the form of a table) that makes up the bulk of the form a footer You can add labels and fields to the statement, and reposition elements as necessary within their respective areas. (You can t move items one area to another.) Text can be formatted within each individual item. Defining a statement involves the following activities: Using labels and fields You can specify the content that will be shown when a statement is printed by placing items (combinations of labels and fields) in the statement. You place items in the header, body and footer to complete a coherent design for printed statements. The body of the statement comprises a table. The table columns are defined by the items you include in the body. 1. Select Sales - Options - Define Statements. 2. Complete the menu path by selecting either Remittance, Non-Remittance, or Pre-Printed Remittance. 3. The Print Settings dialogue box displays. To proceed, you click OK. 4. The Statement Show window displays. This contains the statement layout, which you can modify. 5. Click the button corresponding to the area in which you wish to place items. 6. The dialog box that displays contains a list of checkboxes corresponding to the labels and fields that can be placed in the relevant area of the statement. Select the checkboxes you require. 7. Click the OK button. The items will be placed in their default positions with default entries. 8. If you want to change the text in a label, select the label then click the Text button on the toolbar. You can then enter the text directly. Page 190 of 309

191 To move a item, you can click and drag it to its required position. Specifying settings 1. Select Sales - Options - Define Statements. 2. Complete the menu path by selecting either Remittance, Non-Remittance, or Pre-Printed Remittance. 3. The Print Settings dialogue box displays. To proceed, you click OK. 4. The Statement Show window displays. Click the Settings button at the bottom of the window. This will display the Statement Print Settings window. 5. With the Print tab selected, select the default printer you require in the Default Printer drop-down list. 6. The standard settings for the selected printer will be displayed in the Print Area. You can change these settings if necessary. 7. If you want headings to be printed at the top of each column on the statement, select the Print Headings checkbox. 8. If you want to change the standard Margins for the statement, enter the required margin sizes in the appropriate fields. 9. If you want to show borders around the Header and Footer areas, column headings or gridlines, select the appropriate combination of checkboxes in the Grid Options area. 10. With the Client Details tab selected, enter the client Name, Address, Telephone Number and Fax Number. These will be displayed on the statement. 11. Click the OK button. Positioning labels and fields When you add a Label and/or Field to a statement, it is placed in the default position. You can move each item to a new location within the form by clicking and dragging to the required position. You cannot move an item from one area of the statement (header, body or footer) to another. You can also resize an item by selecting it and then clicking and dragging the resize handles (the black squares at the corners of a selected item). Formatting labels and fields You can apply formatting to the content of any label and field within your statement: 1. Select the item to be formatted. It will be shown with standard Windows resizing handles. 2. Click on Bold, Italic, Underline or Justification on the toolbar to format the text. 3. If you select an item that has one of these properties applied, the button will appear to be pressed on the toolbar. You can also select the font and point size for the text within the item. 4. To place a border around a field, click Outline Tool on the toolbar. The border will be drawn on the statement when it is printed. 5. To change the colour of an item, select the item then click the Colours button on the toolbar. This will display a Colour Palette. Select the required colour and click the OK button. Page 191 of 309

192 6. If you want to define your own custom colours, select Define Custom Colours on the colour palette, and use the procedure described in your Windows documentation to create the custom colour. You can then select this colour for an item. 7. When you have completed the formatting, click the Save Page button on the toolbar to save the statement s new format. The Bookkeeping Module Defining Invoice Layout You can specify the content that will be shown when an invoice is printed by placing items (combinations of labels and fields) in the invoice. The body of the statement comprises a table. The table columns are defined by the items you include in the body. 1. You begin by selecting Sales - Detailed Invoicing - Define Invoice Layout. The existing invoice layout will be displayed. The invoice consists of three areas: a header a body a footer You can add labels and fields within any of the areas, and items can be moved to the required position on the form. However, items cannot be moved from one area to another. Text can be formatted within each individual item, and there are a number of settings that apply to the whole form. 2. Click the button corresponding to the area in which the items are to be placed. This will display a window containing lists of the labels and fields that can be placed in the selected area. 3. Select the checkboxes for the items to be added. 4. Click the OK button. The items will be placed in their default positions with default entries. 5. If you want to change the text in any label, select the label then click the Text button on the toolbar. You can then enter the text directly. If you want to move any item, click and drag it to its required position. The Bookkeeping Module Criteria for the Sales Ledger clearout routine The Sales Ledger clearout routine removes from the Sales Ledger all fully-paid invoices paid by fully-allocated receipts, provided that they have been in the dataset for one full year. In order to remove transactions, invoices and credit notes must have been posted before the beginning of the current year be fully allocated (Receipts posted and allocated against these invoices must also be fully allocated.) be updated in a VAT Return For receipts to be removed, they must Page 192 of 309

193 have been posted before the beginning of the current year be fully allocated (The invoices against which the receipt was allocated must be all fully paid.) be updated in a VAT return. (This only happens if the VAT return is calculated on a cash-receipts basis. Otherwise, the receipts MUST be reconciled in the Bank Reconciliation.) Running the clearout routine 1. Select Sales - Clear Out Routine. This will display the Clear Out window. 2. Select the Clear Out Paid Sales Transactions checkbox. 3. Enter the most recent date up to which you want to delete transactions from the ledger. This date must be before the beginning of the current fiscal year. 4. Click the OK button. The clear-out routine will run, and a message will be displayed on its completion. 5. Click the OK button. The Bookkeeping Module Customers You can set up a record in the Sales Ledger for each customer. You can then carry out the following procedures: Edit View Delete Print Customer Account Details Allocate Receipts/Credit Notes View Ledger Cards Adding New Customers 1. Select Sales - Customers, or click the Customers button, to display the Customers window. 2. Click the Add button. This will display the Add a Customer window. 3. The Customer Details tab will be automatically selected. Enter the relevant details here. 4. Click the Defaults tab and enter the relevant details. 5. Click the Categories tab, and categorise the client for reporting purposes. You must have previously set up categories to be able to use this tab. 6. Click the Memo tab, and enter any comment that are relevant. 7. Click the Save button to save the record. 8. Click the OK button to create the new customer. Alternatively, click the Cancel button to abandon the creation of the new customer. Add a Customer window Page 193 of 309

194 Item Code Description This code will be used to represent this customer in Sage Accounts Production. You can enter up to eight alphanumeric characters. You must make an entry in this field, and each customer must have a unique code. After a customer has been added, this code is fixed and cannot be changed. Surname/Company First Name Address Post Code Contact Name Phone You can enter either the company name or the surname of the customer in this field. A maximum of 50 alphanumeric characters can be used. You can enter the first name of the customer in this field (if appropriate). A maximum of 35 characters can be used. You can enter the customer s address, complete with town and county information. The basic Address field can hold up to three lines, of 30 alphanumeric characters each. The town and county can each be up to 20 characters. You can enter the customer s postcode in this field. You can enter the customer contact name in this field. You can enter two telephone numbers for the customer in these fields. Fax Default Ledger No On Hold Category You can enter the customer s address in this field. In this drop-down list you can select the number of the sales ledger to which this customer belongs (each dataset can have up to five sales ledgers). This ledger number will be used for all transactions with the customer, and cannot be changed once the first posting has been made to the customer. Select this checkbox if all dealings with this customer are on hold. If this is selected, the On Hold marker on a customer enquiry will be shown in red. If not selected, the marker will be shown in green. These fields will be enabled if categories have been defined in the Sales Ledger Settings window, and the category codes have been set up. You can enter a category code for the customer in each enabled category. Entering a? in any of these fields will display a list of all category codes for the ledger. You can then select a code and press Enter to enter it in this field. Credit Limit Credit Term If the customer has an agreed credit limit, enter its value in this field. You can enter agreed credit terms in this field under which the account is operated. A maximum of 20 alphanumeric Page 194 of 309

195 Item Description characters can be used. Comment Analysis Code You can enter any comments/notes relating to this customer in this field. You can enter the default nominal analysis code for the customer in this field. Entering a? in this field will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will be displayed next to this field. This code will be used automatically for all transactions with the customer, but a different code can be entered to replace this code as the transaction is entered. VAT Rate From the drop-down list you can select the appropriate Default VAT rate for this Customer. This rate will be used automatically for all transactions with the customer, but a different rate can be specified as the transaction is entered. Save button Click this button to apply the information shown in the window while keeping the window open. Editing Customers 1. Select Sales - Customers, or click the Customers button, to display the Customers window. 2. Select the customer that you want to change. 3. Click the Edit button. This will display the Edit a Customer window, showing the details entered for the customer. 4. Make the required amendments for the customer. You cannot change the Customer Code entry. 5. Click the OK button to save the amended details. Deleting Customers 1. Select Sales - Customers, or click the Customer Setup button, to display the Customers window. 2. Highlight the customer that you want to delete. 3. Click the Delete button. This will display a message box asking you to confirm the deletion. 4. Click Yes to delete the customer. Note: You cannot delete a customer record that has transactions against it. You must first delete the transactions using the clearout routine, and then delete the customer record. Searching Customer Records You can find customer records using either of two search methods: Using the Find Facility Page 195 of 309

196 1. Click the Search button at the bottom of the window. This will display the Find window. 2. In the Search Column area, select the column in the Customers window for which you want to search the entries. 3. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. 4. Click the Find button. The first customer with the specified details will be highlighted in the Customers window. Using the Speed Search Type the first character of the description of the customer. This will display the Speed Search box, and the first customer beginning with that character will be highlighted in the Customers window. If no customers start with that character, Speed Search will find a customer beginning with the next-used character. Continue to enter the characters of the description of the customer. After each character entry, the first customer beginning with the string in the Speed Search box will be highlighted. When you have found the required customer, click outside the Speed Search box. The box will disappear, and the customer will be highlighted in the Customers window. Allocating When a receipt is posted, or a credit note is issued, you can allocate it against outstanding invoices. However, if the invoices have not been posted at the time that the receipt or credit note is posted, or the allocation is not performed, you can go back later to complete the allocation. 1. Select Sales - Customers, or click the Customers button, to display the Customers window. 2. Select the required customer. 3. Click the Allocate button. This will display a window showing all invoices with outstanding balance values. You can either enter the values to be allocated against each individual invoice, or click the Auto Allocate button. Auto allocation will allocate the value of the credit against invoices automatically, starting with the oldest. You can allocate all or part of any receipt or credit note value. 4. If you wish to abandon allocations after they have been entered, click the Reverse All button. 5. When you have allocated the required portion of the Receipt or Credit Note, click the Save button. The total in the This Allocation column must be zero for the allocation to be accepted, so you must enter the value of the allocated credit on the appropriate line. Statements Viewing Customer Ledger Card Printing Customer Account Details Allocating Sales Credit Notes Purchase Invoices and Credit Notes Statements You can generate a report showing details of customers with aged analysis. Page 196 of 309

197 For each customer, the report shows the current balance, any unallocated balance, the balance in previous months, and the date of the last received payment. The actual items included in this report depend on the statement design. Printing statements for a range of customer codes: 1. Select Sales - Sales Ledger Reports - Customer Statements to display the Customer Statements window. 2. Specify the relevant information. 3. To view the report on screen, click the Preview button. 4. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 5. Click the Cancel button to close the Customer Statements window. Customer Statements window Item Statement Type Description Select the option button corresponding to the type of statement you want to generate. If you select Open Item, details of all unsettled transaction will be shown on the statement regardless of specified dates. The statement will show all invoices paid and allocated within the date range, and all payments issued will also be shown. If you select Balance Forward, only the value carried forward will be shown. This balance will be calculated using the date range entries (note that both entered dates will be included in the calculation). Date Type Sort By Date Range Ledger No Customer Code Range Balances Greater Than Include Zero Balances Select the appropriate option button to use either transaction dates or batch dates for the report. If you select Transaction Dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select Batch Dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. From this drop-down list you can select the ledger to be included in the report. If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. If you want to include only customers whose balances exceed a specific value, enter the value here. Select this checkbox to include in the report all customers with a zero balance on their sales ledger account. Page 197 of 309

198 Printing statements for individual customers 1. Click in the Statements button in the Customers window. The Customer Account Details window will be displayed. 2. Configure the report by specifying the following information: Open Item / Balance Forward From Date To Date Suppress Cash Allocated For Period Remittance Open Item / Balance Forward 3. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 4. Click the Cancel button to close the Customer Account Details window. The Bookkeeping Module Viewing Customer Ledger Card Sage Accounts Production automatically maintains a ledger card for each customer. You can view this card at any time. 1. To do this, you begin by selecting Sales - Customers, or by clicking the Customers button. The Customers window displays. 2. Select the required customer. 3. Click the Ledger button, double-click the customer, or press ALT + L. This will display the ledger card, showing the customer details and status, together with details of all ledger entries. For each entry in the ledger, the window will show the batch number date on which the batch was posted Invoice/Credit Note/Receipt Number Transaction Type (invoice/credit note/receipt) value of the Invoice/Credit Note/Receipt value of the Invoice/Credit Note amount still outstanding value of any receipts running balance of the customer s account after the transaction Double-clicking a ledger entry will display details of that individual transaction. Page 198 of 309

199 Aged entries will be shown at the bottom left-hand corner of the window. The balance is shown for the current period, together with balance outstanding for the three most recent aged periods. The On Hold marker at the top of the window will be green if the customer is not on hold, and red if the customer is on hold. The Bookkeeping Module Printing Customer Account Details You can print a range of information relating to a Customer Account. 1. Select Sales - Customers, or click the Customers button, to display the Customers window. 2. Select the required customer. 3. Click the Print button. This will display the Customer Account Details window. 4. Enter the range of dates for which transactions are to be included. If you have selected a ledger card print, you can also select following checkboxes: Include Summary Select this checkbox to show the customer contact details on the ledger card report. Include Comments Select this checkbox if you want the full content of the comment entries to be printed for each transaction. Include Narrative Select this checkbox if you want the full content of the Narrative entries to be printed for each transaction. 2. To view the report on screen, click the Preview button. 3. To print the report, click the Print button. The Bookkeeping Module Sales Ledger Invoices You can enter information relating to invoices and credit notes directly into the Sales Ledger. You can also print listings of invoices and credit notes. Posting Sales Invoices Editing Sales Invoices Printing Sales Invoices Posting Sales Ledger Credit Notes Allocating Sales Credit Notes Printing Sales Ledger Credit Notes Posting Sales Ledger Credit Notes Page 199 of 309

200 Posting Sales Invoices You can enter details of invoices directly into Sage Accounts Production. You can split an invoice across a number of nominal accounts and VAT rates. Invoices are added in batches, and the individual transaction dates must be within the period/batch date. 1. Click the Invoices button to display the Summary Sales Invoices/Credit Notes window. 2. Click the Invoice button, or press Alt + I. This will display the Sales Invoice Posting window. 3. Enter a date in the Batch Date field. This is the period/batch date on which the new invoices will be posted to the sales ledger. It must be a valid date for the current dataset. 4. Enter the details for the first invoice. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. Note: You may want to split the invoice across a number of nominal accounts and VAT rates. See To split a recurring purchase invoice or sales invoice 5. Enter details for subsequent invoices. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. 6. When you have made all the required entries, click the Save button. This will post the entries to the sales ledger and update the nominal ledger. 7. If you close the window without saving the entries, these invoices will not be posted and their details will be lost. 8. Click the Close button to return to the Summary Sales Invoices/Credit Notes window, which will show the new entries. Sales Invoice Posting window Item Date Inv No Ref Cust Cd Net Description This is the date on which the invoice was issued. This is the number that will be used for the invoice throughout the system and on printed reports. You can enter any alphanumeric code up to 12 characters. You can enter the reference for the transaction in this field. A maximum of 12 alphanumeric characters can be used. This column will be displayed only if the Use Our Ref checkbox has been selected in Sales Ledger Settings. This is the code for the customer to whom the invoice was sent. Entering a? in this field will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in this field. If the sales ledger is set to calculate Gross to Net in Sales Ledger Settings, you can enter a VAT Code and a gross figure in the relevant fields and the net value will be calculated automatically and entered in this field. You can change this figure if required, such as when you are rounding figures. If the sales ledger is set to calculate Net to Gross in the Sales Ledger Settings, you can enter the net value of the invoice in this field. If you then enter a VAT code, the VAT Amount and gross value will be calculated automatically. VAT Cd From this list you can select the VAT rate that will apply to this invoice. If you select a rate, moving from this field will automatically calculate the VAT when either the net or gross value is entered (depending on the VAT calculation setting in Sales Ledger Settings. If a default VAT code has been defined for the customer, this will be shown as the default. You can Page 200 of 309

201 Item Description change this if required. VAT Amount Gross Credit Cd Cost Centre Tx If you have entered a VAT code and either a net or gross value, this field will show the calculated VAT content of the invoice value. You can change this entry if required, for example when rounding figures. If the sales ledger is set to calculate Net to Gross in Sales Ledger Settings, you can enter a VAT Code and a net figure in the relevant fields and the gross value will be calculated automatically and entered in this field. You can change this figure if required, for example when rounding figures. If the sales ledger is set to calculate Gross to Net in the Sales Ledger Settings, you can enter the gross value of the invoice in this field. If you then enter a VAT code, the VAT Amount and net value will be calculated automatically. This is the nominal account code to which the net amount of the invoice will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. If a default analysis code has been defined for the customer, this will be shown as the default. You can change this if required. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will now be displayed next to the field. This is the cost centre code to which the transaction will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will use the default cost centre for this posting. Select this field if the transaction is tax-relevant. You can generate a report showing only entries that have the tax field selected. You can select this field either by clicking in it or by selecting Alt+T. Sales Ledger Invoices Editing Sales Invoices You can edit the invoices within a batch, changing any of the entries that were made when the invoice was posted. This effectively removes the posting, and then re-posts the invoice after the amendments have been saved. 1. Click the Invoices button to display the Summary Sales Invoices/Credit Notes window. 2. Select the transaction that you want to edit. 3. Click the Edit button. This will display an edit window containing all the postings in the batch, with the specific transaction you selected highlighted. 4. Make the required amendments to the invoices. 5. Click the Save button. This will close the edit window, saving the amended details. You will not be allowed to change an invoice if: any allocations have been made against it it has been updated in a VAT return Sales Ledger Invoices Printing Sales Invoices You can print a list of selected Sales Invoices showing a range of information and sub-totals. Page 201 of 309

202 1. Click the Invoices button to display the Summary Sales Invoices/Credit Notes window. 2. Click the Print button. This will display the Sales Invoice/Credit Note Listing window. 3. In the Selections area, enter the invoice filtering ranges that will be used to restrict the invoices included in the listing. 4. In the Sort By area, select the option button corresponding to the field that will be used to sort the invoices. 5. In the Transaction area, ensure that Include Invoices is selected. 6. In the Dates area, select either Batch Date or Transaction Date, to specify the dates that will be used to select entries. 7. If you want to format the report, click the Settings button. This will display the Report Settings window, in which you can enter margins, header and footer details, the font and font size, the report name and the orientation (portrait or landscape), and specify whether to include narrative, border and tables for the report. 8. If you want to view the report on screen, click the Preview button. 9. To print the report, click the Print button at the bottom of the window. Sales Ledger Invoices Posting Sales Ledger Credit Notes You can enter details of credit notes directly into Sage Accounts Production. You can split a credit note across a number of nominal accounts and VAT rates. Credit notes are added in batches, and the individual transaction dates must be within the period/batch date. Adding a Credit Note 1. Click the Invoices button to display the Summary Sales Invoices/Credit Notes window. 2. Click the Credit button, or press Alt+R. This will display the Sales Credit Note Posting window. 3. Enter a date in the Batch Date field. This is the period/batch date on which the new credit notes will be posted to the sales ledger, and must be a valid date for the current dataset. 4. Enter the details for the credit note. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. 5. On entering the amount, the allocation screen displays. Here you can allocate the credit note against outstanding invoices. However, if you select the Skip Allocation option, the allocation screen will not be displayed automatically, allowing you to perform this task at a later date. 6. You may want to split the credit note across a number of nominal accounts and VAT rates. See Splitting a Credit Note. 7. Enter details for subsequent credit notes. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. 8. When you have made all the required entries, click the Save button. This will post the entries to the sales ledger. Page 202 of 309

203 9. If you close the window without saving the entries, these credit notes will not be posted, and their details will be lost. 10. Click the Close button to return to the Sales Invoices/Credit Notes window, which will show the new entries. Splitting a Credit Note To split a credit note across a range of accounts and/or VAT rates, you begin by clicking the Split button. This will display the Splits window. For each split, enter the details in the following fields: Net or Gross (depending on the VAT calculation setting for the ledger) VAT Code VAT Amount Gross Analysis Code Narrative As you enter an amount, a running total is displayed, which shows the value allocated through splits and the remaining unallocated value from the credit note total. You can delete a split by selecting the line then clicking the Delete button or pressing F4. If you have entered all the split amounts but the total value entered for the credit note is not equal to the sum of the splits, you can select the Adjust Total button to change the total credit note value to match the sum of the splits. When you have entered all the splits for the credit note, click the Save button or press F9. If the sum of the splits is not equal to the total payment value, an error message will be displayed and you will not be able to close the Splits window. Either use the Adjust Total button, or amend the split details to allow the split to be saved. Continue with the posting of the next credit note. Editing Sales Credit Notes You can edit the Credit Notes within a batch, changing any of the entries that were made when the credit note was posted. This effectively removes the posting and then re-posts the credit note after the amendments have been saved. 1. Click the Invoices button to display the Summary Sales Invoices/Credit Notes window. 2. Select the transaction or credit note that you want to edit. 3. Click the Edit button. This will display an edit window containing all the postings in the batch, with the specific transaction you selected being highlighted. 4. Make the required amendments to the credit notes. 5. Click the Save button at the bottom of the window. This will close the edit window, saving the amended details. Note: You will not be allowed to change a credit note that has been updated in a VAT return. Searching for Sales Credit Notes You can Find Credit Notes using either of two Search Methods: Page 203 of 309

204 Using the Find Facility 1. Click the Search button at the bottom of the window. This will display the Find window. 2. In the Search Column area, select the column in the Summary Sales Invoices/Credit Notes window for which you want to search the entries. 3. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. 4. Click the Find button. The first credit note with the specified details will be highlighted in the Summary Sales Invoices/Credit Notes window. Using Speed Search 1. Type the first character of the credit note number. This will display the Speed Search box, and the first credit note beginning with that character will be highlighted in the Sales Invoices/Credit Notes window. If no credit notes start with that character, Speed Search will find an entry beginning with the next used character. 2. Continue to enter the characters of the credit note number. After each character entry, the first entry beginning with the string in the Speed Search box will be highlighted. 3. When you have found the required credit note, click outside the Speed Search box. The box will disappear, and the credit note will be highlighted in the Sales Invoices/Credit Notes window. Sales Ledger Invoices Allocating Sales Credit Notes You can allocate the value of a credit note against outstanding invoices. 1. Click the Allocate button on the Sales Credit Note Posting window or press Enter with the pointer over the credit note amount. This will display an allocations window showing all invoices issued to that customer with outstanding balance values. 2. You can either enter the values to be allocated against each individual invoice. To do this, move the highlight in the This Allocation column opposite the Invoice and press Enter. 3. Click the Auto Allocate button to allocate the value of the credit against invoices automatically, starting with the oldest unpaid invoices. You can allocate all or part of any credit note value. 4. If you wish to abandon allocations after they have been entered, click the Reverse All button. 5. When you have allocated the required portion of the credit note, click the Save button. 6. The total in the This Allocation column must be zero for the allocation to be accepted, so you must enter the value of the allocated debit on the appropriate line. Sales Ledger Invoices Printing Sales Ledger Credit Notes You can print a list of selected Credit Notes showing a range of information and sub-totals: 1. Click the Invoices button to display the Sales Invoices/Credit Notes window. 2. Click the Print button. This will display the Sales Invoice/Credit Note Listing window. Page 204 of 309

205 3. In the Selections area, enter the credit note filtering ranges that will be used to show only the required credit notes on the listing. 4. In the Sort By area, select the option button corresponding to the field that will be used to sort the credit notes. 5. In the Transaction area, ensure that Include Credit Notes is selected. 6. In the Dates area choose the option button corresponding to the dates that will be used to select entries (batch date or transaction date). 7. If you want to format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, change the font and font size, the report name, the orientation (portrait or landscape) and whether to include narrative, border and tables for the report. 8. If you want to view the report on screen, click the Preview button. 9. To print the report, click the Print button at the bottom of the window. Sales Ledger Invoices Posting Sales Ledger Credit Notes You can enter details of credit notes directly into Sage Accounts Production. You can split a credit note across a number of nominal accounts and VAT rates. Credit notes are added in batches, and the individual transaction dates must be within the period/batch date. 1. Click the Invoices button to display the Summary Sales Invoices/Credit Notes window. 2. Click the Credit button, or press Alt+R, to display the Sales Credit Note Posting window. 3. Enter a date in the Batch Date field. This is the period/batch date on which the new credit notes will be posted to the sales ledger, and must be a valid date for the current dataset. 4. Enter the details for the credit note. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. 5. On entering the amount, the allocation screen in which you can allocate the credit note against outstanding invoices will appear. However, if you select the Skip Allocation option, the allocation screen will not be displayed automatically, allowing you to perform this task at a later date. Note: You may want to split the credit note across a number of nominal accounts and VAT rates. 6. Enter details for subsequent credit notes. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. 7. When you have made all the required entries, click the Save button. This will post the entries to the sales ledger. 8. If you close the window without saving the entries, these credit notes will not be posted and their details will be lost. 9. Click the Close button to return to the Summary Sales Invoices/Credit Notes window, which will show the new entries. Sales Credit Note Posting window Page 205 of 309

206 Item Date Crn Ref Cust Cd Net VAT Cd Description This is the date on which the credit note was issued. This is the number that will be used for the credit note throughout the system and on printed reports. You can enter any alphanumeric code up to 12 characters. You can enter the reference for the transaction in this field. A maximum of 12 alphanumeric characters can be used. This column will be displayed only if the Use Our Ref checkbox has been selected in Sales Ledger Settings. This is the code for the customer to whom the credit note was sent. Entering a? in this field will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in this field. If the sales ledger is set to calculate Gross to Net in Sales Ledger Settings, you can enter a VAT Code and a gross figure in the relevant fields and the net value of the credit note will be calculated automatically and entered in this field. You can change this figure if required, for example when rounding figures. If the sales ledger is set to calculate Net to Gross in the Sales Ledger Settings, you can enter the net value of the credit note in this field. If you then enter a VAT code, the VAT Amount and gross value will be calculated automatically. From this list you can select the VAT rate that will apply to this credit note. If you select a rate, moving from this field will automatically calculate the VAT when either the net or gross value is entered (depending on the VAT calculation setting in Sales Ledger Settings. If a default VAT code has been defined for the customer, this will be shown as the default. You can change this if required. VAT Amount Gross Credit Cd If you have entered a VAT code and either a net value or a gross value (depending on the VAT calculation setting for the ledger), this field will show the calculated VAT content of the credit note. You can change this entry if required, for example when rounding figures. If the sales ledger is set to calculate Net to Gross in Sales Ledger Settings, you can enter a VAT Code and a net figure in the relevant fields and the gross value of the credit note will be calculated automatically and entered in this field. You can change this figure if required, for example when rounding figures. If the sales ledger is set to calculate Gross to Net in the Sales Ledger Settings, you can enter the gross value of the credit note in this field. If you then enter a VAT code, the VAT Amount and net value will be calculated automatically. This is the nominal account code to which the net amount of the credit note will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. If a default analysis code has been defined for the supplier, this will be shown as default. You can change this if required. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will now be displayed next to the field. Tx NB Add Select this field if the transaction is tax-relevant. You can generate a report showing only entries that have the tax field selected. You can select this field either by clicking in it or by selecting Alt+T. Select this field if you want to mark the entry as noteworthy for any reason. You can generate a report showing only entries that have the NB field ticked. You can select this field either by clicking in it or by pressing Alt+N. Page 206 of 309

207 Sales Ledger Invoices Page 207 of 309

208 Detailed Invoicing The Invoicing module enables you to raise sales invoices and credit notes from a product list. It automatically calculates VAT where applicable and deducts discount where applicable. These invoices and credit notes can then be posted to the relevant customer ledger card, and printed and issued to the customer. Important Topics Invoicing Options Registering Invoicing Unposted Invoices/Credit Notes Sales Ledger Import Routine Enabling/Disabling Invoicing in a Dataset Detailed Sales Invoices/Credit Notes Products and Discounts: Product List Products and Discounts: Product Group List Products and Discounts: Discount Rates Invoicing Options To access invoicing options, you begin by selecting Sales - Options - Settings. This will display the Sales Ledger Settings window. In the Miscellaneous section, enter the: Last Invoice No Last Credit Note No In the Prices section, as appropriate enter the: Price Type 1 Price Type 2 Price Type 3 Sales Ledger Settings window Item Last Invoice No Description When Raising Sales Invoices the system will automatically default the first invoice number to be 1, and will increment by 1 for each subsequent invoice. In order to start this numbering sequence at some other point, enter the required number in this field, a maximum of 20 characters. To access this, select Sales - Options - Settings. Last Credit Note No When Raising Sales Credit Notes the system will automatically default the first credit note number to be 1, and will increment by 1 for each subsequent credit note. In order to start this numbering sequence at some other point, enter the required number in this field, a maximum of 20 characters. Page 208 of 309

209 Item Description To access this, select Sales - Options - Settings. Price Type 1 Price Type 2 Price Type 3 You can apply three different Price Types to each product. Enter the description of the first price type. A maximum of 30 characters can be used. You can apply three different Price Types to each product. Enter the description of the second price type. A maximum of 30 characters can be used. You can apply three different Price Types to each product. Enter the description of the third price type. A maximum of 30 characters can be used. Detailed Invoicing Registering Invoicing Before you can use the invoicing facilities within Sage Accounts Production, you must register the module with Sage. 1. Select Tools - Settings - Workstation Settings. 2. Select the Licensing tab. The serial number of the Sage Accounts Production dongle attached to your computer will be shown and if you are registering a network dongle there will be a field for the number of concurrent users of the software. 3. Enter the number of users in the field. 4. In the Modules area, select the number of Invoicing modules you want to register. 5. Tell the support engineer the dongle serial number and the number of users (if appropriate). The engineer will give you a key number. 6. Enter the key number into the Registration Key field and then click the Register Allowable Clients button. A message box will be displayed showing that invoicing is now active. 7. Click the OK button. When the registration is complete, an additional button will be shown in the default toolbar for Invoicing. The Sales Ledger menu will have an additional option for invoicing. Invoicing is now ready for use. Detailed Invoicing Unposted Invoices/Credit Notes To print a list of unposted invoices or credit notes: 1. Select Reports - Sales Ledger Reports - Unposted Invoices/Credit Notes. This will display the Unposted Invoices/Credit Notes window. 2. In the Selection area enter the From and To numbers of unposted invoices or credit notes that are to be printed, and enter the From and to Dates of the unposted invoices or credit notes that are to be printed. 3. If you wish to print only unposted invoices or only unposted credit notes for the selected numbers or dates, select or deselect the relevant checkboxes (Include Invoices and Include Cr. Notes). Page 209 of 309

210 4. You can also have the unposted invoices or credit notes sorted in order of either Invoices/Credit Note Number, Date or Customer Code by simply selecting the required sort. 5. You can print or preview the unposted invoices or credit notes. Detailed Invoicing Sales Ledger Import Routine Sage Accounts Production provides the facility to post detailed invoices to a temporary file, and import them into the main dataset at a subsequent time. When the year end is approaching, the accountant must take the data to post adjustments, but the invoicing must continue. To save the transactions in a temporary file: 1. Select Sales - Detailed Invoicing - Raise Invoice. This will display Detailed Sales Invoices / Credit Notes window. 2. Check the relevant Export Mode On radio button.the invoices disappear, and the window changes to Export Detailed Sales Invoices / Credit Notes window. The Post button and Import button are both disabled. 3. The temporary entries are saved in a database named alnvlines2.dbf. Sales Invoices and Credit Notes can still be issued, but the transactions cannot be posted. 4. Once the data has returned from the Accountant, there is an option to import the invoices and credit notes. 5. To import these temporary data, select the Export Mode Off radio button to enable Import button. 6. The system suggests the default dataset path. If necessary, you can navigate to another location. 7. Click OK to complete the import routine. The records will be imported with a confirmation message. Detailed Invoicing Enabling/Disabling Invoicing in a Dataset 1. Select File - Open Client Dataset, or click the Clients button. 2. Select the appropriate client. 3. Double-click or press Enter to open the client. 4. Select the appropriate dataset. 5. You do not need to have the dataset open; it need only be selected. Click the Edit button. If the dataset is not open and access to it is controlled by a password, you will be asked to enter the password before you can continue. The open tab will display the basic details of the selected dataset. 6. Click the Dataset Options tab. This will display the Default Options window containing further information that you can amend. 7. From the Dataset Options tab select or deselect the Invoicing checkbox as appropriate. Page 210 of 309

211 8. If you select the checkbox, the Invoicing facility will be enabled in the dataset. When the dataset is opened, the Sales - Invoicing menu will be available for use. 9. Click the OK button. Detailed Invoicing Enabling/Disabling Invoicing in a Dataset 1. Select File - Open Client Dataset, or click the Clients button. 2. Select the appropriate client. 3. Double-click or press Enter to open the client. 4. Select the appropriate dataset. 5. You do not need to have the dataset open; it need only be selected. Click the Edit button. If the dataset is not open and access to it is controlled by a password, you will be asked to enter the password before you can continue. The open tab will display the basic details of the selected dataset. 6. Click the Dataset Options tab. This will display the Default Options window containing further information that you can amend. 7. From the Dataset Options tab select or deselect the Invoicing checkbox as appropriate. 8. If you select the checkbox, the Invoicing facility will be enabled in the dataset. When the dataset is opened, the Sales - Invoicing menu will be available for use. 9. Click the OK button. Detailed Invoicing Detailed Sales Invoices/Credit Notes Raising a Sales Invoice or Credit Note 1. Select Sales - Detailed Invoicing - Raise Invoice. This will display the Detailed Sales Invoices/Credit Notes window. 2. If the invoice or credit note will involve a Standard VAT rate, click the Invoice or Credit button, as appropriate. This will display the Invoice or Credit Note window. (Only products associated with a Standard VAT rate can be selected in this window. 3. Enter the appropriate details. The Discount, Net, VAT and Total figures will be automatically generated. 4. To delete a product from the invoice or credit note, click the product row and click the Delete button. 5. Click Save. Page 211 of 309

212 Editing a Sales Invoice 1. Select Sales - Detailed Invoicing - Raise Invoice. This will display the Detailed Sales Invoices/Credit Notes window. 2. Select the invoice to be edited. 3. Click the Edit button. This will display the Sales Invoice Add window. 4. Amend or delete the appropriate details. 5. When finished making amendments, click the Save button. 6. To cancel or abandon the amendments, click the Close Button. Note: Posted Invoices cannot be edited through this section. To edit a posted invoice, go to the Detailed Sales Invoices/Credit Notes window and click the Edit button. Posted Invoices with allocations cannot be edited. Posting a Sales Invoice Select Sales - Detailed Invoicing - Raise Invoice. This will display the Detailed Sales Invoices/Credit Notes window. Click the Post button. This will display the Post Invoices and Credit Notes window. Enter the range of invoice and/or credit note numbers to be posted i.e. Invoice Numbers 100 to 110 and Credit Note Numbers 50 to 55, and then click OK. You will be asked to confirm the posting. Click Yes to proceed or No to abandon the posting. Note: By leaving the From and To fields blank it is assumed that you want to post all sales invoices/credit notes. Raising a Sales Credit Note 1. Select Sales - Detailed Invoicing - Raise Invoice. This will display the Detailed Sales Invoices/Credit Notes window. 2. Click the Credit button. This will display the Credit Note window. 3. Enter the appropriate details. 4. To delete a product from the credit note, simply click on that product row and click the Delete button. 5. When finished, to save the details of the credit note, click Save. 6. To cancel or abandon the sales credit note being raised, click the Close button. Editing a Sales Credit Note Select Sales - Detailed Invoicing - Raise Invoice. This will display the Detailed Sales Invoices/Credit Notes window. Select the credit note to be edited. Click the Edit button. This will display the Sales Credit Note Add window. Amend or delete the appropriate details. When finished making amendments, click the Save button. To cancel or abandon the amendments, click the Close button. Page 212 of 309

213 Note: Posted Credit Notes cannot be edited through this section. To edit a posted credit note, go to the Sales Invoices/Credit Notes browse and click the Edit button. Posted Credit Notes with allocations cannot be edited. Finding Invoices/Credit Notes You can find individual invoices or credit notes using either of two search methods: 1. Click the Search button at the bottom of the window. This will display the Find window. 2. In the Search Column area, select the column in the Sales Invoices/Credit Notes window for which you want to search the entries. 3. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. 4. Click the Find button. The first invoice with the specified details will be highlighted in the Sales Invoices/Credit Notes window. Using Speed Search 1. Type the first character of the invoice number. This will display the Speed Search box, and the first invoice beginning with that character will be highlighted in the Sales Invoices/Credit Notes window. If no invoices start with that character, Speed Search will find an entry beginning with the next used character. 2. Continue to enter the characters of the invoice number. After each character entry, the first invoice beginning with the string in the Speed Search box will be highlighted. 3. When you have found the required invoice, click outside the Speed Search box. The box will disappear, and the invoice will be highlighted in the Sales Invoices/Credit Notes window. Printing Sales Credit Notes You can print a list of selected Credit Notes showing a range of information and sub-totals: 1. Select Sales - Detailed Invoicing - Raise Invoice. This will display the Detailed Sales Invoices/Credit Notes window. 2. Click the Print button. This will display the Print Invoices/Credit Notes window. 3. Specify the credit note filtering ranges that will be used to show only the required credit notes on the listing. 4. In the Sort By area, select the option button corresponding to the field that will be used to sort the credit notes. 5. In the Transaction area, ensure that Include Cr Notes is selected. 6. In the Dates area choose the option button corresponding to the dates that will be used to select entries (batch date or transaction date). 7. If you want to format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, change the font and font size, the report name, the orientation (portrait or landscape) and whether to include narrative, border and tables for the report. 8. If you want to view the report on screen, click the Preview button. 9. To print the report, click the Print button at the bottom of the window. Detailed Invoicing Page 213 of 309

214 Products and Discounts: Product List Invoices can only be produced based on a product list. This product list can be setup initially with all the existing product codes and are updated, as new products are launched in the market or as products become obsolete. Add a Product 1. Select Sales - Detailed Invoicing - Products. This will display the Product List window. 2. Click the Add button. This will display the Add a Product window. 3. Enter the appropriate details. 4. Click the OK button. The new product will now be available for invoicing. Item Product Code Description Price Product Group Description Enter a unique code for the product being added. A maximum of 10 alphanumeric characters can be used. Enter a description for the product being added. A maximum of 30 characters can be used. Enter the price or prices for the product being added. Enter the product group to which the new product is being added. To view the existing group, press the? and press Enter. To select a group, press the up arrow or the down arrow until the required group is highlighted, and then press Enter. The name of the selected group will appear in the product group field. Analysis Code VAT Code Enter the nominal code to which the postings will be made when this product is invoiced. To view the existing nominal codes, press the? and return, to select a nominal code arrow up or down (or use the speed search) until the required code is highlighted and then press return. The code of the selected nominal code will appear in the Analysis Code field. Enter the VAT code which will be used to calculate the VAT Amount when this product is being invoiced. To view the existing VAT codes, press the down arrow or click on the down arrow to the right of the field, to select a VAT code arrow up or down until the required code is highlighted then press return. The code and % of the selected VAT code will appear in the VAT Code field. Alternatively, if you know the VAT code to be used, enter the code directly i.e. B (10%). Edit a Product 1. Select Sales - Detailed Invoicing - Products. This will display the Product List window. 2. Click the Edit button. This will display the Edit a Product window. 3. Change the relevant details. 4. To save the changes made, click the OK button. 5. To abandon the changes made, click the Cancel button. Note: The Product Code cannot be changed. Page 214 of 309

215 Item Description Price Product Group Description Enter a description for the product being added. A maximum of 30 characters can be used. Enter the price or prices for the product being added. Enter the product group to which the new product is being added. To view the existing group, press the? and press Enter. To select a group, press the up arrow or the down arrow until the required group is highlighted, and then press Enter. The name of the selected group will appear in the product group field. Analysis Code VAT Code Enter the nominal code to which the postings will be made when this product is invoiced. To view the existing nominal codes, press the? and return, to select a nominal code arrow up or down (or use the speed search) until the required code is highlighted and then press return. The code of the selected nominal code will appear in the Analysis Code field. Enter the VAT code which will be used to calculate the VAT Amount when this product is being invoiced. To view the existing VAT codes, press the down arrow or click on the down arrow to the right of the field, to select a VAT code arrow up or down until the required code is highlighted then press return. The code and % of the selected VAT code will appear in the VAT Code field. Alternatively, if you know the VAT code to be used, enter the code directly i.e. B (10%). Delete a Product 1. Select Sales - Detailed Invoicing - Products. This will display the Product List window. 2. Click the Delete button. A message will appear asking you to confirm the deletion 3. Click Yes to proceed with the deletion. Click No to abandon the deletion. Note: Products, which form part of an unposted invoice or credit note, cannot be deleted. Print a Price List 1. Select Sales - Detailed Invoicing - Products. This will display the Product List window. 2. Click the Print button. This will display the Price List window. 3. In the Selection area, enter the From and To codes of the products for which you want the price list to print the From and To codes of the product groups for which you want the price list to print You can have the price list sorted in order of either Product Code, Product Description or Product Group by simply selecting the required sort setting. You can print or preview the price list. Detailed Invoicing Products and Discounts: Product Group List The application s Product Group functionality enables you to group products together. This makes it possible to apply a discount rate to a particular group of products for a particular customer. For example, you might group Page 215 of 309

216 together types of a particular product that come in different sizes. Add a Product Group Select Sales - Detailed Invoicing - Product Groups. This will display the Product Groups window. Click the Add button. This will display the Add a Group window. Enter the appropriate details. To Save the new group, click the OK button. To abandon the new group, click the Cancel button. Edit a Product Group Select Sales - Detailed Invoicing - Product Groups. This will display the Product Groups window. Click the Edit button. This will display the Edit a Group window. Make changes to the relevant information. To save the changes made, click the OK button. To abandon the changes made, click the Cancel button. Note: The Product Group code cannot be changed. Delete a Product Group Select Sales - Detailed Invoicing - Product Groups. This will display the Product Groups window. Click the Delete button. A message will appear asking you to confirm the deletion. Click Yes to proceed with the deletion. Click No to abandon the deletion. Note: Product groups to which products are currently allocated can t be deleted. Detailed Invoicing Products and Discounts: Discount Rates The application s discounting functionality enables you to set up customers with predefined discount rates for particular product codes and product groups. If an invoice is posted to customer A for product B, the system will automatically calculate discount on the invoice at C%. Add a Discount Rate 1. Select Sales - Detailed Invoicing - Discount Rates. This will display the Discount window. 2. Click the Add button. This will display the Add Discount window. 3. Enter the appropriate details: Customer Code, Product Group/Code, Group/Code, Discount Percentage Discount Group Code 4. To Save the new group, click the OK button. 5. To abandon the new group, click the Cancel button. Page 216 of 309

217 Discount window Item Customer Code Description Enter the customer code. To view the existing customer codes, press? and Enter. To select a customer code arrow to the required customer and press Enter. If the customer code does not exist then setup the customer. If an invoice is raised for this customer and product group/code then the discount rate entered will be automatically calculated and deducted to arrive at the net figure. Product If you select Product Group, the specified discount rate will be used to automatically calculate the discount amount to arrive at the net figure for any or all of the products in the specified group if invoiced. If you select Product Code then the discount rate entered will be used to automatically calculate the discount amount to arrive at the net figure for that specific product if invoiced. Product Group/Code If you select Product Group then the discount rate entered will be used to automatically calculate the discount amount to arrive at the net figure for any or all of the products in the specified group if invoiced. If you select Product Code then the discount rate entered will be used to automatically calculate the discount amount to arrive at the net figure for that specific product if invoiced. Discount Percentage This is the rate used to calculate the discount amount. Edit a Discount Rate 1. Select Sales - Detailed Invoicing - Discount Rates. This will display the Discount window. 2. Click the Edit button. This will display the Edit Discount window. 3. Make the necessary changes to the information displayed here. 4. To save the changes made, click the OK button. 5. To abandon the changes made, click the Cancel button. Edit Discount window Item Product Description If you select Product Group, the specified discount rate will be used to automatically calculate the discount amount to arrive at the net figure for any or all of the products in the specified group if invoiced. If you select Product Code then the discount rate entered will be used to automatically calculate the discount amount to arrive at the net figure for that specific product if invoiced. Product Group/Code If you select Product Group then the discount rate entered will be used to automatically calculate the discount amount to arrive at the net figure for any or all of the products in the specified group if invoiced. If you select Product Code then the discount rate entered will be used to automatically calculate the discount amount to arrive at the net figure for that specific product if invoiced. Page 217 of 309

218 Item Discount Percentage Description This is the rate used to calculate the discount amount. Delete a Discount Rate Select Sales - Detailed Invoicing - Discount Rates. This will display the Discount window. Click the Delete button. A message will appear asking you to confirm the deletion. Click Yes to proceed with the deletion. Detailed Invoicing Customer Receipts You can enter receipts directly into the sales ledger and against the appropriate customers. Posting Customer Receipts You can enter details of receipts directly into Sage Accounts Production. Non-customer receipts can be split across a number of nominal accounts and VAT rates. Receipts are added in batches, and the individual transaction dates must be within the Period/Batch Date. 1. Select Sales - Receipts, or click the Receipts button, to display the Receipts window. 2. Click the Add button. This will display a Receipts window where you can post a batch of receipts. You can post up to 200 receipts in any batch. 3. Enter the code of the nominal account to which the receipt will be posted in the Nominal to Debit field. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. 4. Enter a date in the Batch Date field. This is the period/batch date on which the new receipts will be posted to the nominal ledger. It must be a valid date for the current dataset. 5. Enter the details for the first receipt. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. 6. The credit code for customer receipts will automatically default to the relevant sales ledger control code. On entering the amount, the allocation screen in which you can allocate the receipt against outstanding invoices will appear. However, if you select the Skip Allocation option, the allocation screen will not be displayed automatically, allowing you to perform this task at a later date. 7. If you want to allocate the receipt against an invoice or invoices, see Allocating Receipts. For non-customer receipts, which have a VAT component, select the VAT checkbox. This will add to the display the following fields: VAT Cd, VAT Amount. For non-customer receipts that you want to split across a number of nominal accounts and VAT rates, see Editing a Split Recurring Entry. 8. Enter details for subsequent receipts. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. Page 218 of 309

219 If you have Automatic Narrative set to Nominal Description, pressing Enter in the Narrative field will give the description of the nominal code for this entry as the narrative. If you have Automatic Narrative set to Last Narrative, pressing Enter in the Narrative field will repeat the previous narrative in the field. If you have Automatic Narrative turned off, pressing Enter will leave the field empty. 9. Click the Lodgements button to display a list of lodgement numbers and their associated amounts. 10. When you have made all the required entries, click the Save button. This will post the entries to the nominal ledger. 11. The receipts will always balance, as each transaction has both a debit and a credit nominal. 12. Click the Close button to return to the Receipts window, which will show the new entries. If you close the window without saving the entries, these transactions will not be posted and their details will be lost. Receipts window Item Date Entry Reference Entry Cust Cd Narrative/Customer Amount Credit Cd NB Add Description This is the date on which the transaction occurred. This is the reference that will be used for the transaction throughout the system and on printed reports. You can enter any alphanumeric code up to 12 characters. This is the code for the customer from whom payment was received. Entering a? in this field will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in this field. This is the narrative or name entered for the customer. This field shows the gross value of the receipt, i.e. including VAT if applicable. An entry to this value will be posted into each of the two accounts specified in the Credit Cd and Nominal Account to Debit fields, as a credit and a debit respectively. This is the nominal account code to which the receipt will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press ENTER to enter it in this field. The nominal description of the code you have entered will now be displayed next to the field. Select this field if you want to mark the entry as noteworthy for any reason. You can generate a report showing only entries that have the NB field ticked. You can select this field either by clicking in it or by pressing ALT + N. Page 219 of 309

220 Item VAT Cd VAT Amount Tx Description This is the VAT code that is to be applied to the entry. Selecting the field will show a drop-down list containing all the VAT codes set up for the dataset. You can click the arrow to show the list then select the required code. Pressing Enter in the field will automatically repeat This field shows the value of the VAT component of the entry. The default value will be the VAT content as calculated from the entry in the Amount field and the selected VAT code. Select this field if the transaction is tax-relevant. You can generate a report showing only entries that have the tax field selected. You can select this field either by clicking in it or by selecting ALT + T. Editing Customer Receipt Records You can edit the receipts within a batch, changing any of the entries that were made when the receipt was posted. This effectively removes the receipt and then re-posts it after the amendments. Select Sales - Receipts, or click the Receipts button, to display the Receipts window. Select the transaction that you want to edit. Click the Edit button. This will display the Receipts window containing all the receipts in that batch, with the specific transaction you selected already being highlighted. Make the required amendments to the receipts. Click the Save button at the bottom of the window. This will close the edit window, saving the amended receipt details. Note: You will be allowed to save the amendments only if the splits within the batch balance. If any other balance is shown, an error message will be displayed, and the save will not be performed. You will not be allowed to edit a receipt that has been reconciled to the bank. Finding Receipts You can find individual receipts using either of two search methods: Using the Find Facility Click the Search button at the bottom of the window. This will display the Find window. In the Search Column area, select the column in the Receipts window for which you want to search the entries. In the Find What field, enter the detail that you want to find. The search will look for exactly what you enter here - no wildcards can be used. Click the Find button. The first transaction with the specified details will be highlighted in the Receipts window. Using the Speed Search Type the first character of the detail in the Ref column for the transaction. This will display the Speed Search box, and the first transaction beginning with that character will be selected in the Receipts window. If no transactions start with that character, Speed Search will find a transaction beginning with the next used character. Page 220 of 309

221 Continue to enter the characters of the reference for the transaction. After each character entry, the first transaction with a reference beginning with the string in the Speed Search box will be selected. When you have found the required transaction, click outside the Speed Search box. The box will disappear, and the transaction will be selected in the Receipts window. Allocating Receipts You can allocate the value of a receipt against outstanding invoices: Click the Allocate button, or press Enter with the pointer over the receipt amount, to display a window showing all invoices issued to that customer with outstanding balance values. Next, you do one of the following: enter the values to be allocated against each individual invoice click the Auto Allocate button. Auto-allocation will allocate the value of the receipt against invoices automatically, starting with the oldest. You can allocate all or part of any receipt value. If you wish to abandon allocations after they have been entered, click the Reverse All button. When you have allocated the required portion of the receipt, click the Save button. The total in the This Allocation column must be zero for the allocation to be accepted, so you must enter the value of the allocated debit on the appropriate line. The Bookkeeping Module Sales Ledger Reports You can generate a range of reports based on the Sales Ledger. These reports can either be printed or previewed. Select Sales - Sales Ledger Reports or Reports - Sales Ledger Reports to access the available report options. Debtors Control Report Invoice/credit note listing Receipt/Discount Listing Aged Debtors Customer Balances Statements Customer Listing Debtors Control Report You can generate a report showing the overall debtor s situation. This report will show the Opening Debtors Balance, Invoices, Credit Notes, Receipts and Discounts passed through the Sales Ledger and the Closing Balance together with any journal adjustments. Page 221 of 309

222 To print a Debtors Control Report 1. Select Sales - Sales Ledger Reports - Debtors Control Report, or select Reports - Sales Ledger Reports - Debtors Control Report. This will display the Debtors Control Report window. 2. Enter the selections for the report. The Cost Centre field will be unavailable if the cost centre option has not been enabled for this dataset. 3. To format the report, click the Settings button. This will display the Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. 4. To view the report on screen, click the Preview button. 5. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 6. Click the Cancel button to close the Debtors Control Report window. Debtors Control Report window Item Date Range Ledger No Cost Centre Description You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. In this drop-down list you can select the ledger to be included in the report. This is the cost centre that will be included in the report (if cost centres are enabled for this dataset). You must enter an existing code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will include all cost centres. Sales Ledger Reports Invoice/credit note listing You can generate a report showing details of all invoices and/or credit notes meeting the criteria you enter. To print an invoice/credit note listing 1. Select Sales - Sales Ledger Reports - Invoice/Credit Note Listing, or Reports - Sales Ledger Reports - Invoice/Credit Note Listing, to display the Sales Invoice/Credit Note Listing window. 2. Enter the selections for the report. The Cost Centre Code field will be unavailable if cost centres have not been enabled for the dataset. 3. Select the required Sort By, Transaction and Dates options. 4. To format the report, click the Settings button. This will display the Reports Settings window, in which you can specify Page 222 of 309

223 margins the report name header and footer details font and font size columns to be included whether narratives, borders and tables will be included the orientation of the report 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click the Cancel button to close the Sales Invoice/Credit Note Listing window. Sales Invoice/Credit Note Listing window Item Date Range Transaction No Range Batch No Range Ref No Range Analysis Code Range Description You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the lefthand field, transactions with this reference number or greater will be included. If you make an entry in only the right-hand field, transactions of this reference number or less will be included. If you want to include only transactions within a specific range of analysis codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in the field. Page 223 of 309

224 Item Amount Range VAT Range Ledger No Cost Centre Code Description If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. If you want to include only transactions within a specific range of VAT rates, select the rates from these drop-down lists. From this drop-down list you can select the ledger to be included in the report. This is the cost centre for which you wish transactions to be included in the report. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will include transactions for all cost centres. Sales Ledger Reports Receipt/Discount Listing You can generate a report showing details of all sales receipts and/or discounts meeting the criteria you enter. To print a receipt/discount listing 1. Select Sales - Sales Ledger Reports - Receipt/Discount Listing, or Reports - Sales Ledger Reports - Receipt/Discount Listing, to display the Sales Receipt/Discount Listing window. 2. Specify the various details that define the report. 3. Select the required Sort By, Transaction, and Dates options. 4. To format the report, click the Settings button. This will display Reports Settings window, in which you can specify margins the report name header and footer details font and font size the columns to be included whether narratives, borders and tables will be included the orientation of the report Page 224 of 309

225 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click the Cancel button to close the Sales Receipt/Discount Listing window. Sales Receipt/Discount Listing window Item Date Range Transaction No Range Batch No Range Ref No Range Analysis Code Range Description You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the lefthand field, transactions with this reference number or greater will be included. If you make an entry in only the right-hand field, transactions of this reference number or less will be included. If you want to include only transactions within a specific range of analysis codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in the field. Customer Code Range Amount Range If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry Page 225 of 309

226 Item Description in only the right-hand field, transactions of this value or less will be included. VAT Range Ledger No Cost Centre Code Sort By Transaction No Range Dates If you want to include only transactions within a specific range of VAT rates, select the rates from these drop-down lists. From this drop-down list you can select the ledger to be included in the report. This is the cost centre for which you wish transactions to be included in the report. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will include transactions for all cost centres. You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Select the appropriate option button to use either transaction dates or batch dates for the report. If you select transaction dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select batch dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. Sales Ledger Reports Aged Debtors You can generate a report showing details of customers with aged analysis. For each customer, the report shows information such as the current balance any unallocated balance Page 226 of 309

227 the balance in previous months the date of the last receipt To print an aged debtors report 1. Select Sales - Sales Ledger Reports - Aged Debtors Report, or Reports - Sales Ledger Reports - Aged Debtors Report, to display the Aged Debtors window. 2. Specify the various settings in the dialogue box as necessary. 3. To include only customers within a defined category in the report, click the Categories button at the bottom of the window. This will display the Categories window, in which you can enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. You can then select a category and press Enter to enter it in the field. 4. To format the report, click the Settings button. This will display the Reports Settings window. Here you can specify margins the report name header and footer details font and font size the columns to be included whether narratives, borders and tables will be included the orientation of the report 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click the Cancel button to close the Aged Debtors window. Aged Debtors window Item Customer Code Range Balance Range Date Ledger No Description If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. If you want to include only debtors whose balances fall within a specific range, enter the values into these two fields. In this field you can enter the date for which the report is to be generated. The ageing of the balance will be calculated from this date. From this drop-down list you can select the ledger to be Page 227 of 309

228 Item Description included in the report. Sort By Dates Settings You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. Select the appropriate option button to use either transaction dates or batch dates for the report. If you select transaction dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select batch dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. In this area you can select checkboxes to omit all customers with a zero balance and show individual transaction details making up the balance for the customers. Sales Ledger Reports Customer Balances You can generate a report showing details of customer balances/unallocated balances, together with information such as the last receipt date. To print a customer balance listing 1. Select Sales - Sales Ledger Reports - Customer Balances, or Reports - Sales Ledger Reports - Customer Balances, to display the Customer Balance Listing window. 2. Specify the settings in this window as necessary, such as Sort By and Transaction settings. 3. To include only customers within a defined category in the report, click the Categories button at the bottom of the window. This will display the Categories window. Enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. To enter a category in the field, select a category and press Enter. 4. To format the report, click the Settings button. This will display the Reports Settings window. Here you can specify margins the report name header and footer details font and font size the columns to be included whether narratives, borders and tables will be included the orientation of the report Page 228 of 309

229 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click the Cancel button to close the Customer Balance Listing window. Customer Balance Listing window Item Balances As At Customer Code Range Balance Range Ledger No Sort By Transaction Description You can enter the date for which balances are to be calculated for the report. If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. If you want to include only debtors whose balances fall within a specific range, enter the values into these two fields. From this drop-down list you can select the ledger to be included in the report. You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. In this area you can select checkboxes to omit all customers with a zero balance and show only customers whose balances have not been allocated against receipts or credit notes. Sales Ledger Reports Statements You can generate a report showing details of customers with aged analysis. For each customer, the report shows the current balance any unallocated balance the balance in previous months the date of the last received payment The actual items included in this report depend on the statement design. To print statements for a range of customer codes 1. Select Sales - Sales Ledger Reports - Statements, or Reports - Sales Ledger Reports - Statements, to display the Customer Statements window. 2. Specify the report settings available in this window. Page 229 of 309

230 3. To view the report on screen, click the Preview button. 4. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 5. Click the Cancel button to close the Customer Statements window. Customer Statements window Item Statement Type Description Select the option button corresponding to the type of statement you want to generate. If you select Open Item, details of all unsettled transaction will be shown on the statement regardless of specified dates. The statement will show all invoices paid and allocated within the date range, and all payments issued will also be shown. If you select Balance Forward, only the value carried forward will be shown. This balance will be calculated using the date range entries. (Note that both entered dates will be included in the calculation). Date Type Select the appropriate option button to use either transaction dates or batch dates for the report. If you select Transaction Dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select Batch Dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. Sort By Date Range Ledger No Customer Code Range Balances Greater Than You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. From this drop-down list you can select the ledger to be included in the report. If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. Select the appropriate option button to use either transaction dates or batch dates for the report. If you select Transaction Dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select Batch Dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. Suppress Zero Balances Select this checkbox to omit from the report all customers with a zero balance on their sales ledger account. Printing statements for individual customers 1. Click the Statements button in the Customers window. The Customer Account Details window will be displayed. 2. Specify the various report settings accessible here: Page 230 of 309

231 Open Item / Balance Forward From Date To Date Suppress Cash Allocated For Period Remittance 3. To view the report on screen, click the Preview button. 4. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 5. Click the Cancel button to close the Customer Account Details window. Sales Ledger Reports Customer Listing You can generate a report showing details of customers. For each customer, the report shows the code, customer name, contact and address etc. To print a customer listing 1. Select Sales - Sales Ledger Reports - Customer Listing, or Reports - Sales Ledger Reports - Customer Listing to display the Customer Listing window. 2. Specify the various report settings accessible in this window: Customer Code Range Ledger No Sort By 3. To include only customers within a defined category in the report, click the Categories button at the bottom of the window. This will display the Categories window. Enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. To enter a category in the field, select a category and press Enter. 4. To format the report, click the Settings button. This will display the Reports Settings window. Here you can specify margins the report name header and footer details font and font size the columns to be included whether narratives, borders and tables will be included the orientation of the report Page 231 of 309

232 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click the Cancel button to close the Customer Listing window. Customer Listing window Item Customer Code Range Ledger No Sort By Description If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. From this drop-down list you can select the ledger to be included in the report. You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. Sales Ledger Reports Purchase Ledger Sage Accounts Production s Bookkeeping module allows you to maintain a Purchase Ledger. Purchase Ledger entries are posted directly into the nominal ledger to maintain integrity in the ledger system. You can define categories to group suppliers within the ledger. Suppliers can be defined, and invoices, credit notes and receipts can be entered. A series of reports can be obtained relating to the purchase ledger system, and a clear-out routine removes old transactions. You can print statements with a defined format and content. Before you start using the ledger, you need to set up the control codes for the ledgers. See Tools. Important Topics Purchase Ledger Settings Posting Purchase Invoices Posting Purchase Credit Notes Suppliers Allocating Supplier Ledger Card Purchase Ledger Reports Purchase Invoices and Credit Notes Purchase Ledger Payments Page 232 of 309

233 Purchase Ledger Settings You can define up to five categories that may be applied in the purchase ledger, and also make global settings for the purchase ledgers within the dataset. Before posting Sales and Purchase Invoices, there are a number of options to look at. 1. Select Purchases - Options - Settings. This will display the Purchase Ledger Settings window. 2. Enter the details of the categories and settings. 3. Click the OK button to save the settings. These settings will apply to the purchase ledgers in this dataset only. If you select Purchases - Options, you can see that each category description you entered is now a new menu option. Defining Purchase Ledger Category Codes After you have set up categories in the Purchase Ledger Settings window, you need to assign a category code to each one. The codes you assign will be available only within the categories for which they were defined. 1. Select Purchases - Options to access a list of menu options corresponding to each of the currently defined category names. 2. Select the category menu option corresponding to the category to which you want to assign a code. If no code has been assigned already, the Add a Category Code window displays. 3. Enter a code and description. Click the OK button to add the code. The code s Setup window displays. To add a new code, click the Add button, enter a code and a description, then click the OK button. To edit a code, select the code then click the Edit button. You can change the description, but you cannot change the entry in the Code field. To delete a code, select it then click the Delete button. You will be asked to confirm the deletion. You can only delete codes that are not assigned to customers. Purchase Ledger Settings window Item Category Descriptions Use Our Ref Auto Allocate Payments VAT Calculation Description You can enter a description for each of the categories that will apply to the purchase ledger. A maximum of 30 characters can be used for each description. These category descriptions will be shown as the labels for the category fields when defining suppliers. Select this checkbox if you want to use your own reference together with or instead of using the customer s reference when posting invoices. If you select it, a new column will be added when postings are entered so that the user can enter a reference. Select this checkbox if payments are to be allocated automatically against outstanding invoices. Select the appropriate option button to set the basis on which VAT will be calculated within the ledger. Net to Gross: This option will make you enter the Page 233 of 309

234 Item Description invoice amount net and the program will calculate the VAT and generate the Gross Amount. Gross to Net: This option will make you enter the invoice amount Gross and the program will calculate the VAT and generate the Gross Amount. Aged Settings In this area you can set the criteria that will be used to determine aged items within the ledger. Enter the number of periods over which the balance on the ledger is to age. The default will be set to 6 periods. This will be used in the Aged Creditors report. Select the required ageing type (30, 60 or 90 days, or calendar months) then select the period headings (30, 60, 90 days/1 month, 2 months, 3 months/january, February, March). Purchase Ledger Posting Purchase Invoices You can enter details of invoices directly into Sage Accounts Production. You can split an invoice across a number of nominal accounts and VAT rates. Invoices are added in batches, and the individual transaction dates must be within the period/batch date. 1. Select Purchases - Invoices, or click the Purchases button, to display the Purchase Invoices/Credit Notes window. 2. Click the Invoice button, or press Alt+I. This will display the Purchase Invoice Posting window. 3. Enter a date in the Batch Date field. This is the period/batch date on which the new invoices will be posted to the purchase ledger, and must be a valid date for the current dataset. 4. Enter the details for the first invoice. 5. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. 6. On entering the amount, the allocation screen in which you can allocate the credit note against outstanding invoices will appear. However, if you select the Skip Allocation option, the allocation screen will not be displayed automatically, allowing you to perform this task at a later date. Note: If you want to split the invoice across a number of nominal accounts and VAT rates, see To split a recurring purchase or sales invoice. 7. Enter details for subsequent invoices. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. 8. When you have made all the required entries, click the Save button. This will post the entries to the purchase ledger and update the nominals. Page 234 of 309

235 9. If you close the window without saving the entries, these invoices will not be posted and their details will be lost. 10. Click the Close button to return to the Purchase Invoices/Credit Notes window, which will show the new entries. Purchase Ledger Posting Purchase Credit Notes You can enter details of credit notes directly into Sage Accounts Production. You can split a credit note across a number of nominal accounts and VAT rates. Credit notes are added in batches, and the individual transaction dates must be within the period/batch date. 1. Select Purchases - Invoices, or click the Purchases button, to display the Purchase Invoices/Credit Notes window. 2. Click the Credit button, or press Alt+R, to display the Purchase Credit Note Posting window. 3. Enter a date in the Batch Date field. This is the period/batch date on which the new credit notes will be posted to the purchase ledger, and must be a valid date for the current dataset. 4. Enter the details for the credit note. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. 5. On entering the amount, the allocation screen in which you can allocate the credit note against outstanding invoices will appear. However, if you select the Skip Allocation option, the allocation screen will not be displayed automatically, allowing you to perform this task at a later date. 6. If you want to split the credit note across a number of nominal accounts and VAT rates, see Splitting a Credit Note. 7. Enter details for subsequent credit notes. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. 8. When you have made all the required entries, click the Save button. This will post the entries to the purchase ledger. 9. If you close the window without saving the entries, these credit notes will not be posted and their details will be lost. 10. Click the Close button to return to the Purchase Invoices/Credit Notes window, which will show the new entries. Suppliers You can set up a record in the Purchase Ledger for each supplier. You can then edit, view, delete and print supplier account details, allocate payments/credit notes and view ledger cards. Adding New Suppliers You can add a new supplier to the Purchase Ledger; enter details of the supplier together with default codes that will be used for transactions involving this supplier: 1. Select Purchases - Supplier, or click the Suppliers button, to display the Suppliers window. 2. Click the Add button. This will display the Add a Supplier window. Page 235 of 309

236 3. The Supplier Details tab will be automatically selected, enter the appropriate details. 4. Click the Defaults tab, and then enter the appropriate details: Default Analysis Code, Default VAT Rate, On Hold, Credit Limit, Credit Terms. 5. Click the Categories tab, enter the appropriate category details. 6. Click the Memo tab to enter any relevant comments. 7. Click the Save button to save the record. 8. Click the OK button to save the record and exit back to the Supplier Browse window. 9. Click the Cancel button to quit the Supplier window without saving the records. Add a Supplier window Item Code Description This code will be used to represent this supplier within Sage Accounts Production. You can enter up to eight alphanumeric characters. You must make an entry in this field, and each supplier must have a unique code. Note: Once a supplier has been added, this code cannot be changed. Surname / Company First Name Address Address Post Code Contact Phone No Fax No Tax Ref Ledger No Analysis Code You can enter either the company name or the surname of the supplier in this field. A maximum of 50 alphanumeric characters can be used. You can enter the first name of the supplier in this field (if appropriate). A maximum of 35 characters can be used. You can enter the supplier s address, complete with town and county information. The basic address field can hold up to three lines, each of up to 30 alphanumeric characters. The town and county can each be of a maximum of 20 characters. You can enter the supplier s address, complete with town and county information. The basic address field can hold up to three lines, each of up to 30 alphanumeric characters. The town and county can each be of a maximum of 20 characters. You can enter the supplier s postcode in this field. You can enter the supplier contact name in this field. You can enter two telephone numbers for the supplier in these fields. You can enter the supplier s fax number in this field. You can enter the supplier s address in this field. You can enter the supplier s VAT reference number in this field. From this drop-down list you can select the number of the purchase ledger to which this supplier belongs. Each dataset can have up to five purchase ledgers. This ledger number will be used for all transactions with the supplier and cannot be changed once the first posting has been made to the customer. You can enter the default nominal analysis code for the supplier in this field. Entering a? in this field will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will now be displayed next to this field. This code will be used automatically for all transactions with the supplier, but a different Page 236 of 309

237 Item Description code can be entered to replace this code as the transaction is entered. VAT Rate Credit Limit Credit Terms On Hold Categories From this drop-down list you can select the default VAT rate to be used for this supplier. If you have an agreed credit limit with this supplier, enter its value in this field. You can enter agreed credit terms in this field. A maximum of 20 alphanumeric characters can be used. Select this checkbox if all dealings with this supplier are on hold. If this selected, the On Hold marker on a supplier enquiry will be shown in red. If not selected, the marker will be shown in green. These fields will be enabled if categories have been defined in the Purchase Ledger Settings window and category codes have been set up. You can enter a category code for the supplier in each enabled category. Entering a? in any of these fields will display a list of all category codes for the ledger. You can then select a code and press Enter to enter it in this field. Editing Suppliers Select Purchases - Supplier, or click the Suppliers button, to display the Suppliers window. Select the supplier that you want to change. Click the Edit button. This will display the Edit a Supplier window showing the details entered for the supplier. Make the required amendments for the supplier. You cannot change the Supplier Code. Click the OK button to save the amended details. Deleting Suppliers Select Purchases - Suppliers, or click the Suppliers button, to display the Suppliers window. Select the supplier that you want to delete. Click the Delete button. This will display a message box asking you to confirm the deletion. Click the Yes button to delete the supplier. Note: You cannot delete a supplier that has transactions against it. You must first delete the transactions, using the clear out routine, and then delete the supplier. See Running the clearout routine. Searching Supplier Records You can find supplier records using either of two search methods: Using the Find Facility Click the Search button at the bottom of the window. This will display the Find window. In the Search Column area, select the column in the Suppliers window for which you want to search the entries. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. Click the Find button. The first supplier with the specified details will be highlighted in the Suppliers window. Using Speed Search Page 237 of 309

238 Type the first character of the description of the supplier. This will display the Speed Search box, and the first supplier beginning with that character will be highlighted in the Suppliers window. If no suppliers start with that character, Speed Search will find a supplier beginning with the next used character. Continue to enter the characters of the description of the supplier. After each character entry, the first supplier beginning with the string in the Speed Search box will be highlighted. When you have found the required supplier, click outside the Speed Search box. The box will disappear, and the supplier will be highlighted in the Suppliers window. Purchase Ledger Allocating When a Payment is posted or a Credit note is issued, you can Allocate it against the Outstanding Invoices. However, if the invoices have not been posted at the time the payment/credit note is posted or the allocation is not performed, you can go back later to complete the allocation. 1. Select Purchases - Supplier, or click the Suppliers button, to display the Suppliers window. 2. Select the required supplier. 3. Click the Allocate button. This will display a window showing all invoices with outstanding balance values. 4. You can either enter the values to be allocated against each individual invoice or click the Auto Allocate button. Auto allocation will allocate the value of the debit against invoices automatically, starting with the oldest. You can allocate all or part of any payment or credit note value. 5. If you wish to abandon allocations after they have been entered, click the Reverse All button. 6. When you have allocated the required portion of the payment or credit note, click the Save button. The total in the This Allocation column must be zero for the allocation to be accepted, so you must enter the value of the allocated debit on the appropriate line. Purchase Ledger Supplier Ledger Card Sage Accounts Production automatically maintains a ledger card for each supplier. To view the card: 1. Select Purchases - Supplier, or click the Suppliers button, to display the Suppliers window. 2. Select the required supplier. 3. Click the Ledger button, double-click the supplier, or press Alt+L. This will display the ledger card, showing the supplier details and status together with details of all ledger entries in a Supplier Account Enquiry window. 4. For each entry in the ledger, the window will show the batch number the date on which the batch was posted Page 238 of 309

239 the invoice/credit note/payment number the transaction type (invoice/credit note/payment) the value of the invoice/credit note/payment in its own currency he value of the invoice/credit note in the base currency the amount still outstanding the value of any payments in the base currency the running balance in the base currency of the supplier s account after that transaction 5. Double-clicking a ledger entry will display details of that individual transaction. Aged entries will be shown in the bottom left-hand corner of the window in both the supplier s own currency and the base currency. The balance is shown for the current period, together with balance outstanding for the three most recent aged periods The On Hold marker at the top of the window will be green if the supplier is not on hold, red if the supplier is on hold. Purchase Ledger Purchase Ledger Reports You can generate a range of reports based on the Purchase Ledger. The reports can be printed and previewed. These reports are available through both the Purchase Ledger - Reports menu option and the Reports - Purchase Ledger Reports menu option. Creditors Control Report You can generate a report showing the overall creditor situation. This report will show the Opening Creditors Balance, Invoices, Credit Notes, Payments and Discounts passed through the Purchase Ledger and the closing balance together with any journal adjustments. 1. Select Purchases - Purchase Ledger Reports - Creditors Control, or alternatively Reports - Purchase Ledger Reports - Creditors Control, to display the Creditors Control Report window. 2. Specify the relevant information. The Cost Centre field will be unavailable if cost centres have not been enabled for this dataset. 3. To format the report, click the Settings button. This will display a Reports Settings window. Enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 4. To view the report on screen, click the Preview button. 5. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 6. Click Cancel to close the Creditors Control Report window. Creditors Control Report window Item Date Range Description You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Page 239 of 309

240 Item Ledger No Cost Centre Description From this drop-down list you can select the ledger to be included in the report. This is the cost centre that will be included in the report (if cost centres are enabled for this dataset). You must enter an existing code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will include all cost centres. Invoice/Credit Note Listing You can generate a report showing details of all invoices and/or credit notes meeting the criteria you enter. 1. Select Purchases - Purchase Ledger Reports - Invoice/Credit Note Listing, or alternatively Reports - Purchase Ledger Reports - Invoice/Credit Note Listing to display the Purchase Inv/Credit Note Listing window. 2. Specify the relevant information. The Cost Centre Code field will be unavailable if cost centres have not been enabled for the dataset. 3. Select the required Sort By, Transaction and Dates options. 4. To format the report, click the Settings button. This will display a window in which you can enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click Cancel to close the Purchase Inv/Credit Note Listing window. Purchase Inv/Credit Note Listing window Item Date Range Transaction No Range Description You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Ref No Range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included. If you make an entry in only the right-hand field, transactions of this reference number or less will be included. Page 240 of 309

241 Item Analysis Code Range Description If you want to include only transactions within a specific range of analysis codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in the field. Supplier Code Range If you want to include only transactions within a specific range of supplier codes, enter the codes into these two fields. Entering? in any of these fields will display a list of all supplier codes for the dataset. You can then select a code and press Return to enter it in the field. Amount Range VAT Range Ledger No Cost Centre Code Sort By Transaction No Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. If you want to include only transactions within a specific range of VAT rates, select the rates from these drop-down lists. From this drop-down list you can select the ledger to be included in the report. This is the cost centre for which you wish transactions to be included in the report. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will include transactions for all cost centres. You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Dates Select the appropriate option button to use either transaction dates or batch dates for the report. If you select transaction dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select batch dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. Payment/Discount Listing You can generate a report showing details of all purchase payments and/or discounts meeting the criteria you enter. 1. Select Purchases - Purchase Ledger Reports - Payment/Discount Listing, or alternatively Reports - Purchase Ledger Reports - Payment/Discount Listing, to display the Purchase Payments/Discount Listing window. 2. Specify the relevant information. 3. Select the required Sort By, Transaction, Dates options. Page 241 of 309

242 4. To format the report, click the Settings button. This will display Reports Settings window. Enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click Cancel to close the Purchase Payments/Discount Listing window. Aged Creditors Report You can generate a report showing details of suppliers with aged analysis. For each supplier, the report shows the current balance, any unallocated balance, the balance in previous months and the date of the last payment etc. 1. Select Purchases - Purchase Ledger Reports - Aged Creditors, or alternatively Reports - Purchase Ledger Reports - Aged Creditors, to display the Aged Creditors window. 2. Specify the relevant information. 3. Select the required Sort By and Dates options. 4. To include only suppliers within a defined category in the report, click the Categories button. This will display the Categories window. Up to five categories can be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. Select a category and press Enter to add it in the field. 5. To format the report, click the Settings button. This will display Reports Settings window. Enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 6. To view the report on screen, click the Preview button. 7. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 8. Click Cancel to close the Aged Creditors window. Aged Creditors window Item Balance Range Date Settings Description If you want to include only creditors whose balances fall within a specific range, enter the values into these two fields. In this field you can enter the date for which the report is to be generated. The ageing of the balance will be calculated from this date. In this area you can select checkboxes to omit all suppliers with a zero balance and show individual transaction details making up the balance for the suppliers. Supplier Balances You can generate a report showing details of supplier balances/unallocated balances, together with information such as the last payment date. 1. Select Purchases - Purchase Ledger Reports - Supplier Balances, or alternatively Reports - Purchase Ledger Reports - Supplier Balances, to display the Supplier Balance Listing window. 2. Specify the relevant information. Page 242 of 309

243 3. Select the required Sort By and Transaction options. 4. To include only suppliers within a defined category in the report, click the Categories button. This will display the Categories window in which you can enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. You can then select a category and press Return to enter it in the field. 5. To format the report, click the Settings button. This will display Reports Settings window in which you can enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 6. To view the report on screen, click the Preview button. 7. To print the report, click the Print button. This will display a standard Windows Print dialog in which you can make the appropriate selections to print the report. 8. Click Cancel to close the Supplier Balance Listing window. Supplier Balance Listing window Item Balances As At Transaction Description You can enter the date for which balances are to be calculated for the report. In this area you can select checkboxes to omit all suppliers with a zero balance and show only suppliers whose balances have not been allocated against payments or credit notes. Statements You can generate a report showing details of suppliers with aged analysis. For each supplier, the report shows the current balance, any unallocated balance, the balance in previous months and the date of the last received payment. The actual items included in this report depend on the statement s design. 1. Select Purchases - Purchase Ledger Reports - Statements, or alternatively Reports - Purchase Ledger Reports - Statements, to display the Supplier Statements window. 2. Specify the relevant information. 3. To view the report on screen, click the Preview button. 4. To print the report, click the Print button. This will display a standard Windows Print dialog in which you can make the appropriate selections to print the report. 5. Click Cancel to close the Supplier Statements window. Supplier Statements window Item Statement Type Description Select the option button corresponding to the type of statement you want to generate. If you select Open Item, details of all unsettled transaction will be shown on the statement regardless of specified dates. The statement will show all invoices paid and allocated within the date range, and all payments issued will also be shown. If you select Balance Forward, only the value carried forward will be shown. This balance will be calculated using the date range entries (note that both entered dates will be included in the Page 243 of 309

244 Item Description calculation). Date Type Select the appropriate option button to use either transaction dates or batch dates for the report. If you select Transaction Dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select Batch Dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. Sort By Date Range Ledger No Supplier Code Range You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. From this drop-down list you can select the ledger to be included in the report. If you want to include only transactions within a specific range of supplier codes, enter the codes into these two fields. Entering? in any of these fields will display a list of all supplier codes for the dataset. You can then select a code and press Return to enter it in the field. Balance Greater Than Include Zero Balances In this field you can enter a minimum account balance value for suppliers to be included in the report. The default is zero, including all suppliers meeting the other selection criteria. Select this checkbox to include all suppliers with a zero balance if they have transactions within the selected date range. Supplier Listing You can generate a report showing details of suppliers. For each supplier, the report shows the code, supplier name, contact and address etc. 1. Select Purchases - Purchase Ledger Reports - Supplier Listing, or alternatively Reports - Purchase Ledger Reports - Supplier Listing, to display the Supplier Listing window. 2. Specify the relevant information. 3. Select the required Sort By option. Page 244 of 309

245 4. To include only suppliers within a defined category in the report, click the Categories button at the bottom of the window. This will display the Categories window in which you can enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. Select a category and press Enter to put it in the field. 5. To format the report, click the Settings button. This will display a Report Settings window Enter margins, the report name, header and footer details, Font And Size, Columns To Be Included, whether narratives, borders and tables will be included, and the orientation of the report. 6. To view the report on screen, click the Preview button. 7. To print the report, click the Print button. This will display a standard Windows Print dialog in which you can make the appropriate selections to print the report. 8. Click Cancel to close the Supplier Listing window. Purchase Ledger Purchase Invoices and Credit Notes Editing Purchase Credit Notes You can enter information relating to Invoices and Credit Notes directly into the purchase ledger. You can also print listings of invoices and credit notes. Posting Purchase Ledger Invoices You can enter details of invoices directly into Sage Accounts Production. You can split an invoice across a number of nominal accounts and VAT rates. Invoices are added in batches, and the individual transaction dates must be within the period/batch date. Select Purchases - Invoices, or click the Purchase Invoices button, to display the Purchase Invoices/Credit Notes window. Click the Invoice button, or press Alt+I. This will display the Purchase Invoice Posting window. Enter a date in the Batch Date field. This is the period/batch date on which the new invoices will be posted to the purchase ledger, and must be a valid date for the current dataset. Enter the details for the first invoice. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. If you want to split the invoice across a number of nominal accounts and VAT rates, click here for details of the procedure. Enter details for subsequent invoices. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. When you have made all the required entries, click the Save button. This will post the entries to the purchase ledger and update the nominals. If you close the window without saving the entries, these invoices will not be posted and their details will be lost. Click the Close button to return to the Purchase Invoices/Credit Notes window, which will show the new entries. Purchase Invoices/Credit Notes window Page 245 of 309

246 Item Date Inv No Ref Supp Cd Net Vat Cd Description This is the date on which the invoice was issued. This is the number that will be used for the invoice throughout the system and on printed reports. You can enter any alphanumeric code up to 12 characters. You can enter the reference for the transaction in this field. A maximum of 12 alphanumeric characters can be used. This column will be present only if the Use Our Ref checkbox has been selected in Purchase Ledger Settings. This is the code for the supplier from whom the invoice was received. Entering a? in this field will display a list of all supplier codes for the dataset. You can then select a code and press Enter to enter it in this field. If the purchase ledger is set to calculate Gross to Net in Purchase Ledger settings, you can enter a VAT Code and a gross figure in the relevant fields and the net value will be calculated automatically and entered in this field. You can change this figure if required, such as when you are rounding figures. If the purchase ledger is set to calculate Net to Gross in the Purchase Ledger Settings, you can enter the net value of the invoice in this field. If you then enter a VAT code, the VAT Amount and gross value will be calculated automatically. From this list you can select the VAT rate that will apply to this invoice. If you select a rate, moving from this field will automatically calculate the VAT when either the net or gross value is entered (depending on the VAT calculation setting in Purchase Ledger Settings. If a default VAT code has been defined for the supplier, this will be shown as the default. You can change this if required. VAT Amount Gross Debit Cd Cost Centre Tx NB Add If you have entered a VAT code and either a net or gross value, this field will show the calculated VAT content of the invoice value. You can change this entry if required, for example when rounding figures. If the purchase ledger is set to calculate Net to Gross in Purchase Ledger Settings, you can enter a VAT Code and a net figure in the relevant fields and the gross value will be calculated automatically and entered in this field. You can change this figure if required, for example when rounding figures. If the purchase ledger is set to calculate Gross to Net in the Purchase Ledger Settings, you can enter the gross value of the invoice in this field. If you then enter a VAT code, the VAT Amount and net value will be calculated automatically. This is the nominal account code to which the net amount of the invoice will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. If a default analysis code has been defined for the supplier, this will be shown as the default. You can change this if required. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will now be displayed next to the field. This is the cost centre code to which the transaction will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will use the default cost centre for this posting. Select this field if the transaction is tax-relevant. You can generate a report showing only entries that have the tax field selected. You can select this field either by clicking in it or by selecting ALT + T. Select this field if you want to mark the entry as noteworthy for any reason. You can generate a Page 246 of 309

247 Item Description report showing only entries that have the NB checkbox selected. You can select this field either by clicking in it or by pressing ALT + N. Editing Purchase Ledger Invoices You can edit the invoices within a batch, changing any of the entries that were made when the invoice was posted. This effectively removes the posting, and then re-posts the invoice after the amendments have been saved. Select Purchases - Invoices, or click the Purchase Invoices button, to display the Purchase Invoices/Credit Notes window. Select the transaction that you want to edit. Click the Edit button. This will display an edit window containing all the postings in the batch, with the specific transaction you selected being highlighted. Make the required amendments to the invoices. Click the Save button. This will close the edit window, saving the amended details. You will not be allowed to change an invoice if any allocations have been made against it. You will not be allowed to change an invoice if it has been updated in a VAT return. Searching a Purchase Invoice You can Find Purchase Invoices using either of two search methods: Using the Find Facility Click the Search button at the bottom of the window. This will display the Find window. In the Search Column area, select the column in the Purchase Invoices/Credit Notes window for which you want to search the entries. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. Click the Find button. The first invoice with the specified details will be highlighted in the Purchase Invoices/Credit Notes window. Using Speed Search Type the first character of the invoice number. This will display the Speed Search box, and the first invoice beginning with that character will be highlighted in the Purchase Invoices/Credit Notes window. If no invoices start with that character, Speed Search will find an entry beginning with the next used character. Continue to enter the characters of the invoice number. After each character entry, the first invoice beginning with the string in the Speed Search box will be highlighted. When you have found the required invoice, click outside the Speed Search box. The box will disappear, and the invoice will be highlighted in the Purchase Invoices/Credit Notes window. Printing Ledger Invoices You can Print a list of selected sales or purchases Invoices showing a range of information and sub-totals: Page 247 of 309

248 Select Purchases - Invoices, or click the Purchases button, to display the Purchase Invoices/Credit Notes window. Click the Print button. This will display the Purchase Invoices/Credit Notes window. Enter the invoice filtering ranges that will be used to show only the required invoices on the listing. In the Sort By area, select the option button corresponding to the field that will be used to sort the invoices. In the Transaction area, ensure that Include Invoices is selected. In the Dates area choose the option button corresponding to the dates that will be used to select entries (either batch date or transaction date). If you want to format the report, click the Settings button. This will display a window in which you can enter margins, header & footer details, change the font and font size, the report name, the orientation (portrait or landscape) and whether to include narrative, border and tables for the report. If you want to view the report on screen, click the Preview button. To print the report, click the Print button at the bottom of the window. Posting Purchase Credit Notes You can enter details of credit notes directly into Sage Accounts Production. You can split a credit note across a number of nominal accounts and VAT rates. Credit notes are added in batches, and the individual transaction dates must be within the period/batch date. Select Purchases - Invoices, or click the Invoices button, to display the Purchase Invoices/Credit Notes window. Click the Credit button, or press Alt+R. This will display the Purchase Credit Note Posting window. Enter a date in the Batch Date field. This is the period/batch date on which the new credit notes will be posted to the purchase ledger, and must be a valid date for the current dataset. Enter the details for the credit note. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. On entering the amount, the allocation screen in which you can allocate the credit note against outstanding invoices will appear. However, if you select the Skip Allocation option, the allocation screen will not be displayed automatically, allowing you to perform this task at a later date. If you want to split the credit note across a number of nominal accounts and VAT rates, click here for details of the procedure. Enter details for subsequent credit notes. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. When you have made all the required entries, click the Save button. This will post the entries to the purchase ledger. If you close the window without saving the entries, these credit notes will not be posted and their details will be lost. Click the Close button to return to the Purchase Invoices/Credit Notes window, which will show the new entries. Purchase Credit Note Posting window Page 248 of 309

249 Item Date Crn Ref Supp Cd Net VAT Cd Description This is the date on which the credit note was issued. This is the number that will be used for the credit note throughout the system and on printed reports. You can enter any alphanumeric code up to 12 characters. You can enter the reference for the transaction in this field. A maximum of 12 alphanumeric characters can be used. This column will be present only if the Use Our Ref checkbox has been selected in Purchase Ledger Settings. This is the code for the supplier from whom the invoice was received. Entering a? in this field will display a list of all supplier codes for the dataset. You can then select a code and press Enter to enter it in this field. If the sales ledger is set to calculate Gross to Net in Sales Ledger Settings, you can enter a VAT Code and a gross figure in the relevant fields and the net value of the credit note will be calculated automatically and entered in this field. You can change this figure if required, for example when rounding figures. If the sales ledger is set to calculate Net to Gross in the Sales Ledger Settings, you can enter the net value of the credit note in this field. If you then enter a VAT code, the VAT Amount and gross value will be calculated automatically. From this list you can select the VAT rate that will apply to this credit note. If you select a rate, moving from this field will automatically calculate the VAT when either the net or gross value is entered (depending on the VAT calculation setting in Sales Ledger Settings. If a default VAT code has been defined for the customer, this will be shown as the default. You can change this if required. VAT Amount Gross Credit Cd If you have entered a VAT code and either a net value or a gross value (depending on the VAT calculation setting for the ledger), this field will show the calculated VAT content of the credit note. You can change this entry if required, for example when rounding figures. If the sales ledger is set to calculate Net to Gross in Sales Ledger Settings, you can enter a VAT Code and a net figure in the relevant fields and the gross value of the credit note will be calculated automatically and entered in this field. You can change this figure if required, for example when rounding figures. If the sales ledger is set to calculate Gross to Net in the Sales Ledger Settings, you can enter the gross value of the credit note in this field. If you then enter a VAT code, the VAT Amount and net value will be calculated automatically. This is the nominal account code to which the net amount of the credit note will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. If a default analysis code has been defined for the supplier, this will be shown as default. You can change this if required. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. The nominal description of the code you have entered will now be displayed next to the field. Cost Centre This is the cost centre code to which the transaction will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will use the default cost centre for this posting. Page 249 of 309

250 Item Tx NB Add Description Select this field if the transaction is tax-relevant. You can generate a report showing only entries that have the tax field selected. You can select this field either by clicking in it or by selecting ALT + T. Select this field if you want to mark the entry as noteworthy for any reason. You can generate a report showing only entries that have the NB field ticked. You can select this field either by clicking in it or by pressing ALT + N. Editing Purchase Credit Notes You can edit the credit notes within a batch, changing any of the entries that were made when the credit note was posted. This effectively removes the posting, then re-posts the credit note after the amendments have been saved. Select Purchases - Invoices, or click the Invoices button, to display the Purchase Invoices/Credit Notes window. Select the batch or credit note that you want to edit. Click the Edit button. This will display an edit window containing all the postings in the batch, with the specific credit note you selected being highlighted. Make the required amendments to the credit notes. Click the Save button. This will close the edit window, saving the amended details. Note: You will not be allowed to change a credit note if any allocations have been made against it. You will not be allowed to change a credit note that has been updated in a VAT return. Searching Purchase Credit Notes You can find credit notes using either of two search methods: Using the Find Facility Click the Search button at the bottom of the window. This will display the Find window. In the Search Column area, select the column in the Sales Invoices/Credit Notes window for which you want to search the entries. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. Click the Find button. The first credit note with the specified details will be highlighted in the Purchase Invoices/Credit Notes window. Using Speed Search Type the first character of the credit note number. This will display the Speed Search box, and the first credit note beginning with that character will be highlighted in the Purchase Invoices/Credit Notes window. If no credit notes start with that character, Speed Search will find an entry beginning with the next used character. Continue to enter the characters of the credit note number. After each character entry, the first entry beginning with the string in the Speed Search box will be highlighted. When you have found the required credit note, click outside the Speed Search box. The box will disappear, and the credit note will be highlighted in the Purchase Invoices/Credit Notes window. Page 250 of 309

251 Allocating Purchase Credit Notes You can allocate the value of a credit note against outstanding invoices. Select Purchases - Invoices, or click the Invoices button, to display the Purchase Invoices/Credit Notes window. Click the Credit button. Click the Allocate button or press Enter with the pointer over the credit note amount. This will display an allocations window showing all invoices issued to that supplier with outstanding balance values. You can either enter the values to be allocated against each individual invoice. To do this, move the highlight section in the This Allocation column opposite the Invoice and press Enter. Click the Auto Allocate button to allocate the value of the credit against invoices automatically, starting with the oldest unpaid invoices. You can allocate all or part of any credit note value. If you wish to abandon allocations after they have been entered, click the Reverse All button. When you have allocated the required portion of the credit note, click the Save button. The total in the This Allocation column must be zero for the allocation to be accepted, so you must enter the value of the allocated debit on the appropriate line. Printing Purchase Credit Notes You can print a list of selected credit notes showing a range of information and sub-totals: Select Purchases - Invoices, or click the Invoices button, to display the Purchase Invoices/Credit Notes window. Click the Print button. This will display the Purchase Invoice/Credit Note Listing window. In the Selections area, enter the credit note filtering ranges that will be used to show only the required credit notes on the listing. In the Sort By area, select the option button corresponding to the field that will be used to sort the credit notes. In the Transaction area, ensure that Include Credit Notes is selected. In the Dates area choose the option button corresponding to the dates that will be used to select entries (batch date or transaction date). If you want to format the report, click the Settings button. This will display a window in which you can enter margins, header & footer details, change the font and font size, the report name, the orientation (portrait or landscape) and whether to include narrative, border and tables for the report. If you want to view the report on screen, click the Preview button. To print the report, click the Print button at the bottom of the window. Purchase Ledger Purchase Ledger Payments You can enter payments directly into the purchase ledger against the relevant suppliers. Page 251 of 309

252 Posting Payments You can enter details of payments directly into Sage Accounts Production. Non-supplier payments can be split across a number of nominal accounts and VAT rates. Payments are added in batches, and the individual transaction dates must be within the period/batch date. 1. Select Purchases - Payments, or click the Payments button, to display the Payments window. 2. Click the Add button. This will display a Payments window where you can post a batch of payments; you can post up to 200 payments in any batch. 3. Enter the code of the nominal account to which the payment will be posted in the Nominal to Credit field. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. 4. Enter a date in the Batch Date field. This is the period/batch date on which the new payments will be posted to the nominal ledger, and must be a valid date for the current dataset. 5. Enter the details for the first payment. After entering a value in a field, you can move to the next field using the arrow keys, the Tab key or the Enter key. 6. On entering the amount, the allocation screen in which you can allocate the payment against outstanding invoices will appear. However, if you select the Skip Allocation option, the allocation screen will not be displayed automatically, allowing you to perform this task at a later date. The debit code for supplier receipts will automatically default to the relevant purchase ledger control code. 7. If you want to allocate the payment against an invoice or invoices, see Allocating Payments. 8. For non-supplier payments, which have a VAT component, select the VAT checkbox. This will add to the display the following fields for you to fill in: VAT Cd, VAT Amount. You may want to split non-supplier payments across a number of nominal accounts and VAT rates. See To split a recurring payment or receipt. 9. Enter details for subsequent payments. Pressing Enter will duplicate the entry in the row immediately preceding the current entry. If you have Automatic Narrative set to Nominal Description, pressing Enter in the Narrative field will give the description of the nominal code for this entry as the narrative. If you have Automatic Narrative set to Last Narrative, pressing Enter in the Narrative field will repeat the previous narrative in the field. If you have Automatic Narrative turned off, pressing Enter will leave the field empty. 10. When you have made all the required entries, click the Save button. This will post the entries to the nominal ledger. Payments will always balance, as each transaction has both a debit and a credit nominal. 11. Click the Close button to return to the Payments window, which will show the new entries. If you close the window without saving the entries, these transactions will not be posted and their details will be lost. Page 252 of 309

253 Payments window Item Date Entry Reference Entry Supp_Cd Narrative/Supplier Amount Debit Cd Cost Centre Tax NB Add VAT Cd VAT Amount Description This is the date on which the transaction occurred. This is the reference that will be used for the transaction throughout the system and on printed reports. You can enter any alphanumeric code up to 12 characters. This is the code of the supplier to whom payment was made. Entering a? in this field displays a list of all supplier codes for the dataset. You can then select a code and then press Enter to enter it in this field. This is the narrative or name entered for the supplier. This field shows the gross value of the receipt, i.e. including VAT if applicable. An entry to this value will be posted into each of the two accounts specified in the Credit Cd and Nominal Account to Debit fields, as a credit and a debit respectively. This is the nominal account code to which the payment will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current nominal codes. You can then select a code and press Enter to enter it in this field. Pressing Enter in this field will show the description and current balance of the nominal account entered. If the payment has been split across a number of nominal accounts, this field will contain the entry --SPLITS--. This is the cost centre code to which the transaction will be posted. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering a? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will use the default cost centre for this posting. Select this field if the transaction is tax-relevant. You can generate a report showing only entries that have the tax field selected. You can select this field either by clicking in it or by selecting ALT + T. Select this field if you want to mark the entry as noteworthy for any reason. You can generate a report showing only entries that have the NB field ticked. You can select this field either by clicking in it or by pressing ALT + N. This is the VAT code that is to be applied to the entry. Selecting this checkbox will show a drop-down list containing all the VAT codes set up for the dataset. You can click the arrow to show the list then select the required code. Pressing Enter in the field will automatically repeat This field shows the value of the VAT component of the entry. The default value will be the VAT content as calculated from the entry in the Amount field and the selected VAT code. Editing Supplier Payments You can edit the payments in a batch, changing any of the entries that were made when the payment was posted. This effectively removes the payment and re-posts it after the amendments. 1. Select Purchases - Payments, or click the Payments button, to display the Payments window. 2. Select the transaction that you want to edit. Page 253 of 309

254 3. Click the Edit button. This will display the payments window containing all the receipts in that batch, with the specific transaction you selected already highlighted. 4. Make the required amendments to the payments. 5. Click the Save button. This will close the edit window, saving the amended payment details. Note: You will be allowed to save the amendments only if the splits within the batch balance. If any other balance is shown, an error message will be displayed and the save will not be performed. You will not be allowed to edit a payment that has been reconciled to the bank. Finding Payments You can find individual payments using either of two search methods: Using the Find Facility 1. Click the Search button at the bottom of the window. This will display the Find window. 2. In the Search Column area, select the column in the Payments window for which you want to search the entries. 3. In the Find What field, enter the details that you want to find. The search will look for exactly what you enter here - no wildcards can be used. Click the Find button. The first transaction with the specified details will be highlighted in the Payments window. Using the Speed Search 1. Type the first character of the detail in the Ref column for the transaction. This will display the Speed Search box, and the first transaction beginning with that character will be selected in the Payments window. If no transaction starts with that character, Speed Search will find a transaction beginning with the next used character. 2. Continue to enter the characters of the reference for the transaction. After each character entry, the first transaction with a reference beginning with the string in the Speed Search box will be selected. 3. When you have found the required transaction, click outside the Speed Search box. The box will disappear, and the transaction will be selected in the Payments window. Allocating Payments You can allocate the value of a payment against outstanding invoices: 1. Click the Allocate button or press Enter with the pointer over the payment amount. This will display a window showing all invoices issued to that customer with outstanding balance values. 2. You can either enter the values to be allocated against each individual invoice or click the Auto Allocate button. Auto allocation will allocate the value of the payment against invoices automatically, starting with the oldest. You can allocate all or part of any payment value. 3. If you wish to abandon allocations after they have been entered, click the Reverse All button. 4. When you have allocated the required portion of the payment, click the Save button. The total in the This Allocation column must be zero for the allocation to be accepted, so you must enter the value of the allocated debit on the appropriate line. Purchase Ledger Page 254 of 309

255 Using a mapping file created in Sage Select Tools - Product Links - Sage 50/Instant - Trial Balance Import. The Mapping of Nominal Codes window opens. 2. Select the File - Template - Import Sage 50 Codes menu option in the window 3. Specify the location of the.csv mappings file you wish to import, and then click Import. 4. The Nominal Ledger codes in your Sage 50 mappings file are displayed on the left of your window. You can edit each entry individually, adding the corresponding Sage Accounts Production Nominal Ledger code. To do this, double-click the item, or select it and click the Edit button. Trial Balance Import from Sage 50/Instant Creating a mapping file by adding individual mappings 1. Select Tools - Product Links - Sage 50/Instant - Trial Balance Import. The Mapping of Nominal Codes window opens. 2. Select the File - Template - New menu option in the window. 3. The Save Template dialogue box opens. Specify the name and location of the new mappings template, and then click the Save button. 4. You are returned to the Mapping of Nominal Codes window. Click the Add button to enter each mapping to the template. Trial Balance Import from Sage 50/Instant Importing Balances from Sage 100 You can import balances from Sage 100 into Accounts Production using a set of mappings stored in a mappings file, which has the extension.csv. The mappings file maps nominal codes in Accounts Production to the corresponding nominal codes in Sage Select Tools - Product Links - Sage The Mapping of Nominal Codes window opens. Various mappings options are available: To use a mapping file created in Sage 100, select Tools - Product Links and then choose Sage 100. In the Mapping of Nominal Codes window, select Template - Import Sage 100 Codes. Specify the location of the mappings file, and then click Import. The Nominal Ledger codes in your Sage 100 file are displayed on the left of the window. You can edit each one to specify the appropriate Accounts Production nominal code. To do this, either double-click the item, or select it and then click the Edit button. To create a mapping file for Sage 100 import, select the Tools - Product Links - Sage 100 menu option. In the Mapping of Nominal Codes window, select Template- New Template. In the Save Template dialogue box, assign a name and location to the new mapping file. Click Save. In the Mapping of Nominal Codes window, for each mapping you require, click Add and provide the appropriate details. Page 255 of 309

256 3. When the mapping file is ready, click Import. 4. The Import Sage 100 Balances dialog opens. Enter the Balance On date, and specify the location of the Sage 100 file you wish to import. 5. Click OK. The balances from your Sage 100 dataset are now imported into the Accounts Production dataset. If errors occurred during the import process, an error file displays information about them. Generally, such errors stem from incomplete nominal code mapping. Product Links Exporting to Sage 50 Journal balances from Sage Accounts Production can be exported to Sage 50 directly or in the form of a.csv file. Nominal Ledger codes in Accounts Production must be mapped to Nominal Ledger codes in Sage 50 before you attempt to transfer data. You can: Exporting Journal Adjustment Batches 1. Select Tools - Product Links - Sage 50/Instant - Trial Balance Import/Export. 2. The Mapping of Nominal Codes window opens. Ensure that the mappings have been set up correctly. To use a mapping file created in Sage 50, select Tools - Product Links - Sage 50. The Mapping of Nominal Codes window opens. Select Template - Import Sage 50 Codes in the window. In the Import Sage 50 Codes dialogue box, specify the location of the mapping file, and then click OK. The Nominal Ledger codes in your Sage 50 file are displayed on the left of the window. You can edit each entry individually to add the corresponding Accounts Production nominal code. To create a mapping file in Accounts Production, select Tools - Product Links - Sage 50. The Mapping of Nominal Codes window opens. From the Template - New Template. In the Save As dialogue box, assign a name and location for your new mapping file. Click Save. In the Mapping of Nominal Codes window, click Add and enter the appropriate mapping details. 3. Click Export. 4. The Journal Export dialog opens. Enter the Starting and Ending Journal Adjustment Batch numbers, and specify the name and location of the export file. 5. Click OK. Your export file is created. See your Sage 50 documentation for details on how to import this file into Sage 50. Exporting to Sage 100 Exporting Journal Adjustment Batches 1. Select Tools - Product Links - Sage The Mapping of Nominal Codes window opens. Ensure that the mappings have been set up correctly. Page 256 of 309

257 To use a mapping file created in Sage 100, select Tools - Product Links - Sage 100. The Mapping of Nominal Codes window opens. Select Template - Import Sage 100 Codes in the window. In the Import Sage 100 Codes dialogue box, specify the location of the mapping file, and then click OK. The Nominal Ledger codes in your Sage 100 file are displayed on the left of the window. You can edit each entry individually to add the corresponding Accounts Production nominal code. To create a mapping file in Accounts Production, select Tools - Product Links - Sage 100. The Mapping of Nominal Codes window opens. From the Template - New Template. In the Save As dialogue box, assign a name and location for your new mapping file. Click Save. In the Mapping of Nominal Codes window, click Add and enter the appropriate mapping details. 3. Click Export. 4. The Journal Export dialog opens. Enter the Starting and Ending Journal Adjustment Batch numbers, and specify the name and location of the export file. 5. Click OK. Your export file is created. See the Sage 100 manual or Sage 100 online help for details on how to import this file into Sage 100. Product Links Importing from Sage Company Secretarial You can import data from Sage Company Secretarial into this program. This data relates to a particular company and one or more financial years. It includes the company s details, the company directors, and the company secretary s personal details. 1. Begin by selecting the Tools - Product Links - Sage Company Secretarial Import menu option. 2. The Sage Company Secretarial Import dialogue box is displayed. Review the information displayed here, and then click Import. Product Links Uploading to Sage Benchmarking If you have a Sage Passport account, you can upload data to Sage Benchmarking. Enabling Sage Benchmarking upload capability 1. Begin by selecting the Tools - Settings - Workstation Settings menu option. 2. In the Default Paths tabbed page, specify the Default Benchmarking Path. This is where the file that will be uploaded to Sage Benchmarking is generated. 3. Specify the Benchmarking URL. This is the location to which the generated file will be uploaded. 4. Click OK. Page 257 of 309

258 5. Next, select the Tools - Settings - Dataset Settings menu option. 6. In the General section, enter the name of the Accounts Page that forms the template for the file to be uploaded. 7. Click OK. Uploading a file 1. Select the Tools - Product Links - Benchmarking menu option. 2. In the Benchmarking Page field, enter the name of the Accounts Page that forms the template for the file to be uploaded, and then click Next. 3. The information to be uploaded is displayed. Click Next. 4. The Sage Benchmarking page is displayed in the window. Use the functionality available here to upload the file. Product Links Auditing Sage Accounts Production integrates with CCH ProSystem Audit Automation. Trial Balances can be exported to CCH ProSystem Audit Automation. To export trial balances to CCH ProSystem Audit Automation, select the Tools - Product Links - Auditing - CCH ProSystem Audit Automation menu option. Then follow the instructions in the Audit Automation Import/Export wizard. Journal Import Sage Accounts Production integrates with CCH ProSystem Audit Automation. Journal adjustments can be imported back into Sage Accounts Production. To import Journal adjustments from CCH ProSystem Audit Automation, select the Tools - Product Links - Auditing - CCH ProSystem Audit Automation menu option. Then follow the instructions in the Audit Automation Import/Export wizard. Trial Balance Export Sage Accounts Production integrates with CCH ProSystem Audit Automation. To export Trial Balances using CCH ProSystem Audit Automation, select the Tools - Product Links - Auditing - CCH ProSystem Audit Automation menu option. Then follow the instructions in the Audit Automation Import/Export wizard. Page 258 of 309

259 Reports Sage Accounts Production contains a range of predefined reports that enable you to analyse your accounting information. Important Topics Journal Reports Bank Cash Account Reports Sales Ledger Reports Purchase Ledger Reports Transaction List Report Nominal Ledger Reports Fixed Asset Listing VAT Return Report Audit Trail Resetting Recent Reports Balances Lead Schedules Client List Report Setting up the System Producing a Set of Accounts for a Client Journal Reports Lists of Journals Lists of Tax/NB Journals Reports Lists of Journals You can generate a list of the journals posted to the nominal ledger. For each journal, the report will show transaction and batch numbers transaction date reference narrative debit/credit value Page 259 of 309

260 account code description transaction type whether the transaction is a NB or Tax transaction Printing a list of journals Select Reports - Journal Reports - Journals Listing. This will display the List of Journals window. Enter the journal selection and sorting criteria that will be used for the report: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Nominal Code Range If you want to include only transactions within a specific range of nominal account codes, enter the codes into these two fields. If you make an entry in only the left-hand field, transactions for this code or greater will be included; if you make an entry in only the right-hand field, transactions for this code or less will be included. Reference No Range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included. If you make an entry in only the right-hand field, transactions of this reference number or less will be included. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. Sort By Select the radio button corresponding to the parameter that will be used to sort the transactions. Transaction Types Select the checkboxes corresponding to the types of transaction that you want to include in the report. Periods/Dates Page 260 of 309

261 Select the radio button corresponding to either periods or dates, to determine how the time span of the report will be specified. To format the report, click the Settings button. This will display a window in which you can enter margins, the report name, header and footer details, font and size, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the List of Journals window. Journal Reports Lists of Tax/NB Journals You can generate a list of the journals posted to the nominal ledger, which were marked as NB or tax relevant. For each journal, the report will show the Transaction and Batch Numbers, Transaction Date, Reference, Narrative, Debit/Credit Value, Analysis Code and Description. Printing a list of Tax/NB journals Select Reports - Journal Reports - List of Tax/NB Journals. This will display the List of Tax/NB Journals window. Enter the journal selection and sorting criteria that will be used for the report: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Nominal Code Range If you want to include only transactions within a specific range of nominal account codes, enter the codes into these two fields. If you make an entry in only the left-hand field, transactions for this code or greater will be included; if you make an entry in only the right-hand field, transactions for this code or less will be included. Reference No Range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or Page 261 of 309

262 greater will be included. If you make an entry in only the right-hand field, transactions of this reference number or less will be included. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. Sort By Select the radio button corresponding to the parameter that will be used to sort the transactions. Transaction Types Select the checkboxes corresponding to the types of transaction that you want to include in the report. Periods/Dates Select the radio button corresponding to either periods or dates, to determine how the time span of the report will be specified. Tax/NB Specify the type of transaction to be included in the report, either Tax or NB. If there is no journals posted that are marked as NB or tax relevant, then a message will be displayed to that effect. Include Bank Transfers Specify whether you want bank transfer transactions to be included in the report. To format the report, click the Settings button. This will display a window in which you can enter margins, the report name, header and footer details, font and size, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the List of Tax/NB Journals window. Journal Reports Bank Cash Account Reports Sage Accounts Production supports the following types of bank cash account reports: List of Cheque Payments List of Cash Receipts Cash Receipts / Payments Report Bank Reconciliation Report Page 262 of 309

263 Cheque Printing Invoice Allocation Listing Bank Transfers Listing List of Cheque Payments You can generate a list of the cheque payments made from the nominal ledger. For each payment, the report will show the Transaction and Batch Numbers, Transaction Date, Reference, Narrative, Amount, Analysis Code, Description, and whether the transaction is a NB or Tax transaction. Printing a List of Cheque Payments report Select Reports - Bank Cash Account Reports - Cheque Payments Listing. This will display the List of Cheque Payments window. Enter the payment selection and sorting criteria that will be used for the report: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Bank Code Range If you want to include only transactions within a specific range of bank account codes, enter the codes into these two fields. If you make an entry in only the left-hand field, transactions for this code or greater will be included; if you make an entry in only the right-hand field, transactions for this code or less will be included. Reference No range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included; if you make an entry in only the right-hand field, transactions of this reference number or less will be included. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. Sort By Select the option button corresponding to the parameter that will be used to sort the transactions. Page 263 of 309

264 Reconciliation You can select the appropriate option button to include only reconciled payments, unreconciled payments or all payments regardless. Splits/VAT extracts You can select checkboxes to show the VAT details of transactions or the nominal split details of transactions. Cheque Payments You can select the appropriate option button to include subtotals, exclude subtotals or show only subtotals. Include Bank Transfers Specify whether you want bank transfer transactions to be included in the report. To format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, font, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the List of Cheque Payments window. Bank Cash Account Reports List of Cash Receipts You can generate a list of Cash Receipts made to the Nominal Ledger. For each receipt, the report will show the Transaction and Batch Numbers, Transaction Date, Reference, Narrative, Amount, Analysis Code, Description, and whether the transaction is a NB or Tax transaction. Printing a List of Cash Receipts report Select Reports - Bank Cash Account Reports - Cash Receipts Listing. This will display the List of Cash Receipts window. Enter the payment selection and sorting criteria that will be used for the report: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range Page 264 of 309

265 If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Bank Code Range If you want to include only transactions within a specific range of bank account codes, enter the codes into these two fields. If you make an entry in only the left-hand field, transactions for this code or greater will be included; if you make an entry in only the right-hand field, transactions for this code or less will be included. Reference No range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included; if you make an entry in only the right-hand field, transactions of this reference number or less will be included. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. Sort By Select the option button corresponding to the parameter that will be used to sort the transactions. Reconciliation You can select the appropriate option button to include only reconciled payments, unreconciled payments or all payments regardless. Splits/VAT extracts You can select checkboxes to show the VAT details of transactions or the nominal split details of transactions. Cheque Payments You can select the appropriate option button to include subtotals, exclude subtotals or show only subtotals. To format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, font, columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the List of Cash Receipts window. Bank Cash Account Reports Cash Receipts / Payments Report You can generate a report showing details of all cash receipts and payments in the dataset. Page 265 of 309

266 Print a Cash Receipts/Payments Listing report: Select Reports - Bank Cash Account Reports - Cash Receipts/Payments Listing. Enter the payment selection and sorting criteria that will be used for the report: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Bank Code Range If you want to include only transactions within a specific range of bank account codes, enter the codes into these two fields. If you make an entry in only the left-hand field, transactions for this code or greater will be included; if you make an entry in only the right-hand field, transactions for this code or less will be included. Reference No range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included; if you make an entry in only the right-hand field, transactions of this reference number or less will be included. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. Cost Centre Code This is the cost centre for which you wish transactions to be included in the report. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will include transactions for all cost centres. The Cost Centre Code field will be unavailable if cost centres have not been enabled for the dataset. Select the required Sort By, Reconciliation, Splits / Vat Extract, Sub Total and Include Bank Transfers options. To format the report, click the Settings button. This will display Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. To view the report on screen, click the Preview button. Page 266 of 309

267 To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the window. Bank Cash Account Reports Bank Reconciliation Report To print a Bank Reconciliation report, you begin by selecting Reports - Bank Cash Account Reports - Bank Reconciliation Report. This will display the Bank Reconciliation Report window. Specify the relevant information: Date Enter the first and last dates for which transactions are to be included to create the reconciliation report. Analysis Code Enter the nominal code of the bank account for which the report is to be produced. Balance as per Bank Statement Enter the balance of the account on the bank statement. Sort By You can choose the option button corresponding to the item by which you want to list transactions in the report. Period / Dates You can choose to report either by periods or dates. With dates you can run the report for a shorter time span, e.g., from 1st January to 15th January, whereas with periods the shortest time span that can be included is length of a period (e.g., a month if your accounts are set up for 12 periods of one month). Report Output You can select either a Summary Report, showing only the transactions that have been matched within each Reconciliation, or a detailed report giving the summary followed by a list of outstanding payments and receipts. In addition you can choose to display lodgment totals or individual lodgements. To format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, font, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the Bank Reconciliation Report window. Bank Cash Account Reports Cheque Printing This facility allows the user to print directly onto cheques on continuous paper. To avail of this option you must: Page 267 of 309

268 Supply a sample of the cheques to the support manager of Sage to allow for the designing of the file by a trained technical engineer. Once designed, a file will be sent to you on floppy disk to be loaded onto your computer. Once loaded, the cheque printing facility will be available for use. Bank Cash Account Reports Invoice Allocation Listing To print a report detailing sales invoice, or purchase invoice, allocations, you begin by selecting Reports - Bank Cash Account Reports - Invoice Allocation Listing. This will display the Invoice Allocations window. Select which ledger (Sales or Purchase) should be included in the report. You can further sort the report by one of the following: Transaction Date Batch Number Transaction Number Reference Number Type of invoice To format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, font, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the Invoice Allocations window. Bank Cash Account Reports Bank Transfers Listing To print a report detailing sales invoice, or purchase invoice, allocations, you begin by selecting Reports - Bank Cash Account Reports - Bank Transfers Listing. This will display the List of Bank Transfers window. You can specify the information you want to be included in the report by defining the following ranges: Transaction Date Transaction Number Batch Number Bank Code Reference Number Amount You can also specify a sorting criterion. Page 268 of 309

269 By default, all matching bank transfers are included, but you can restrict the report to reconciled or unreconciled transfers only. By default, subtotals are excluded, but you can include them. To format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, font, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the window. Bank Cash Account Reports Sales Ledger Reports Debtors Control Report Invoice/Credit Note Listing Receipt/Discount Listing Aged Debtors Customer Balances Statements Customer Listing Unposted Invoices/Credit Notes Price List Debtors Control Report You can generate a report showing the overall debtor s situation. This report will show the Opening Debtors Balance, Invoices, Credit Notes, Receipts and Discounts passed through the Sales Ledger and the Closing Balance together with any journal adjustments. Printing a Debtors Control report Select Sales - Sales Ledger Reports - Debtors Control, or select Reports - Sales Ledger Reports - Debtors Control. This will display the Debtors Control Report window. Enter the selections for the report: Date Range, Ledger No, Cost Centre. The Cost Centre field will be unavailable if the cost centre option has not been enabled for this dataset. To format the report, click the Settings button. This will display the Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. To view the report on screen, click the Preview button. Page 269 of 309

270 To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the Debtors Control Report window. Sales Ledger Reports Invoice/Credit Note Listing You can generate a report showing details of all invoices and/or credit notes meeting the criteria you enter. Printing an Invoice/Credit Note Listing Select Sales - Sales Ledger Reports - Invoice/Credit Note Listing, or select Reports - Sales Ledger Reports - Invoice/Credit Note Listing. This will display the Sales Invoice/Credit Note Listing window. Specify the necessary settings: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Reference No range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included; if you make an entry in only the right-hand field, transactions of this reference number or less will be included. Analysis Code Range If you want to include only transactions within a specific range of analysis codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in the field. Customer Code Range If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press ENTER to enter it in the field. Page 270 of 309

271 Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. VAT Range If you want to include only transactions within a specific range of VAT rates, select the rates from these drop-down lists. Ledger No From this drop-down list you can select the ledger to be included in the report. Select the required Sort By, Transaction and Dates options. To format the report, click the Settings button. This will display Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the Sales Invoice/Credit Note Listing window. Sales Ledger Reports Receipt/Discount Listing You can generate a report showing details of all sales receipts and/or discounts meeting the criteria you enter. Print a Receipt/Discount Listing 1. Select Sales - Sales Ledger Reports - Receipt/Discount Listing, or select Reports - Sales Ledger Reports - Receipt/Discount Listing. This will display the Sales Receipt/Discount Listing window. 2. Enter the selections for the report: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range Page 271 of 309

272 If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Reference No range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included; if you make an entry in only the right-hand field, transactions of this reference number or less will be included. Analysis Code Range If you want to include only transactions within a specific range of analysis codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in the field. Customer Code Range If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. VAT Range If you want to include only transactions within a specific range of VAT rates, select the rates from these drop-down lists. Ledger No From this drop-down list you can select the ledger to be included in the report. 3. Select the required Sort By, Transaction, Dates options. 4. To format the report, click the Settings button. This will display Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click the Cancel button to close the Sales Receipt/Discount Listing window. Sales Ledger Reports Page 272 of 309

273 Aged Debtors You can generate a report showing details of customers with aged analysis. For each customer, the report shows the current balance, any unallocated balance, the balance in previous months and the date of the last receipt etc. Printing an Aged Debtors report Select Sales - Sales Ledger Reports - Aged Debtors Report, or select Reports - Sales Ledger Reports - Aged Debtors Report. This will display the Aged Debtors window. Specify the relevant information. Select the required Sort By and Dates options, and settings. To include only customers within a defined category in the report, click the Categories button at the bottom of the window. This will display the Categories window in which you can enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. You can then select a category and press Enter to enter it in the field. To format the report, click the Settings button. This will display Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the Aged Debtors window. Sales Ledger Reports Customer Balances You can generate a report showing details of customer balances/unallocated balances, together with information such as the last receipt date. Printing a Customer Balance Listing Select Sales - Sales Ledger Reports - Customer Balances, or select Reports - Sales Ledger Reports - Customer Balances. This will display the Customer Balance Listing window. Specify the relevant information: Balance As At You can enter the date for which balances are to be calculated for the report. Customer Code Range If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. Balance Range If you want to include only debtors whose balances fall within a specific range, enter the values into these two fields. Ledger No From this drop-down list you can select the ledger to be included in the report. Page 273 of 309

274 Select the required Sort By and Transaction options. To include only customers within a defined category in the report, click the Categories button at the bottom of the window. This will display the Categories window. Enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. To enter a category in the field, select a category and press Enter. To format the report, click the Settings button. This will display Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the Customer Balance Listing window. Sales Ledger Reports Statements You can generate a report showing details of customers with aged analysis. For each customer, the report shows the current balance, any unallocated balance, the balance in previous months and the date of the last received payment. The actual items included in this report depend on the Statement Design. Printing statements for a range of customer codes 1. Select Sales - Sales Ledger Reports - Statements, or select Reports - Sales Ledger Reports - Statements. This will display the Customer Statements window. 2. Specify the relevant information: Statement Type If you select Open Item, details of all unsettled transaction will be shown on the statement regardless of specified dates. The statement will show all invoices paid and allocated within the date range, and all payments issued will also be shown. If you select Balance Forward, only the value carried forward will be shown. This balance will be calculated using the date range entries (note that both entered dates will be included in the calculation). Date Type Select the appropriate option button to use either transaction dates or batch dates for the report. If you select Transaction Dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select Batch Dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. Sort By You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. Date Range Page 274 of 309

275 You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Ledger No From this drop-down list you can select the ledger to be included in the report. Customer Code Range If you want to include only transactions within a specific range of customer codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all customer codes for the dataset. You can then select a code and press Enter to enter it in the field. Balance Greater Than Select the appropriate option button to use either transaction dates or batch dates for the report. If you select Transaction Dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select Batch Dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. 3. To view the report on screen, click the Preview button. 4. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 5. Click the Cancel button to close the Customer Statements window. Printing statements for individual customers Click the Statements button in the Customers window. The Customer Account Details window will be displayed. Specify the relevant information. In the case of the Open Item / Balance Forward setting, there are two possible values: Open Item: Details of all unsettled transaction will be shown on the statement regardless of specified dates. The statement will show all invoices paid and allocated within the date range, and all payments issued will also be shown. Balance Forward: Only the value carried forward will be shown. This balance will be calculated using the date range entries (note that both entered dates will be included in the calculation). To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click the Cancel button to close the Customer Account Details window. Defining statements The Bookkeeping module contains a statement generation facility that allows you to define the layout of printed statements. The statement consists of three areas: A Header Area at the top A Body Area, in the form of a Table, that makes up the bulk of the form A Footer Area at the bottom. Page 275 of 309

276 You can add labels and fields within any of the areas and items can be moved to the required position on the form. However, items cannot be moved from one area to another. Text can be formatted within each individual item, and there are a number of settings that apply to the whole form. Using Labels and Fields You can place items, a combination of labels and fields, within the statement to set the content that will be shown when the statement is printed. Items can be placed in the header, body and footer to complete a coherent design for printed statements. The body of the statement consists of a table, and the items you place in this region will define the table columns. 1. Select Sales - Options - Define Statements. The statement layout will be displayed. 2. Click the button corresponding to the area in which the items are to be placed. This will display a window containing lists of the labels and fields that can be placed in the selected area. 3. Select the checkboxes for the items to be added. 4. Click the OK button. The items will be placed in their default positions with default entries. 5. If you want to change the text within any label, select the label then click the Text button on the toolbar. You can then enter the text directly. 6. If you want to move any item, click and drag it to its required position. Print Settings 1. Select Sales - Options - Define Statements. The statement layout will be displayed. 2. Click the Settings button at the bottom of the window. This will display the Statement Print Settings window. 3. With the Print tab selected, select the Default Printer from the drop-down list. The standard settings for this printer will be shown in the remainder of the Print Area, but you can change this if required. You can define the Paper Size (either from a list of standard sizes or by selecting Custom Statements and entering dimensions in the Paper Width and Paper Length fields). 4. If you want headings to be printed at the top of each column on the statement, select the Print Headings checkbox. 5. If you want to change the standard Margins for the statement, enter the required margin sizes in the appropriate fields. 6. If you want to show Borders around the Header and Footer areas, a border around column headings or gridlines between columns, select the appropriate combination of checkboxes in the Grid Options area. 7. With the Client Details tab selected, enter the Name, Address, Telephone Number and Fax Number, which will be used on the statement. 8. Click the OK button. Positioning Labels and Fields When you add a Label and/or Field to a statement, it is placed in the default position. You can move each item to a new location within the form by clicking and dragging to the required position. You cannot move an item from one area of the statement (header, body or footer) to another. You can also resize an item by selecting it and then clicking and dragging the resize handles (the black squares at the corners of a selected item). Formatting Labels and Fields You can apply formatting to the content of any label and field in your statement. Page 276 of 309

277 Select the item to be formatted. It will be shown with standard Windows resizing handles. Click Bold, Italic, Underline and Justification on the toolbar as appropriate to format the text. If you select an item that has one of these properties applied, the button will appear to be pressed on the toolbar. You can also select the Font and Point Size for the text within the Item. To place a Border around a field, click Outline Tool on the toolbar. The border will be drawn on the statement when it is printed. To change the Colour of an Item, select the item then click the Colours button on the toolbar. This will display the Colour Palette. Select the required colour and click the OK button. If you want to define your own custom colours, select Define Custom Colours on the colour palette and use the procedures described in your Windows documentation to create the custom colour. You can then select this colour for an item. When you have completed the formatting, click the Save Page button on the toolbar to save the statement reformatting. Sales Ledger Reports Customer Listing You can generate a report showing details of customers. For each customer, the report shows the code, customer name, contact and address etc. Printing a customer listing 1. Select Sales - Sales Ledger Reports - Customer Listing, or Reports - Sales Ledger Reports - Customer Listing. This will display the Customer Listing window. 2. Specify the relevant report information. 3. Select a Sort By option. 4. To include only customers within a defined category in the report, click the Categories button at the bottom of the window. This will display the Categories window. Enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. To enter a category in the field, select a category and press Enter. 5. To format the report, click the Settings button. This will display Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. 6. To view the report on screen, click the Preview button. 7. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 8. Click the Cancel button to close the Customer Listing window. Sales Ledger Reports Unposted Invoices/Credit Notes Printing a list of unposted invoices or credit notes: Page 277 of 309

278 Select Reports - Sales Ledger Reports - Unposted Invoices/Credit Notes. This will display the Unposted Invoices/Credit Notes window. In the Selection area enter the From and To numbers of the unposted invoices or credit notes that are to be printed and/or enter the from and to dates of the unposted invoices or credit notes that are to be printed. If you wish to print only unposted invoices or only unposted credit notes for the selected numbers or dates, select or deselect the relevant checkbox, i.e. Include Invoices and Include Cr. Notes. You can also have the unposted invoices or credit notes sorted in order of either Invoices/Credit Note Number, Date or Customer Code by simply selecting the required sort. You can print or preview the unposted invoices or credit notes. Sales Ledger Reports Price List 1. To print a price list, you begin by selecting Sales - Invoicing - Products. This will display the Product List window. 2. Click the Print button. This will display the Price List window. 3. In the Selection area enter the From and To codes of the products for which you want the price list to print and/or enter the From and To codes of the product groups for which you want the price list to print. You can have the price list sorted in order of either Product Code or Product Description or Product Group by simply selecting the required sort. You can print or preview the price list. Sales Ledger Reports Purchase Ledger Reports Creditors Control Report Invoice/Credit Note Listing Payment/Discount Listing Aged Creditors Report Supplier Balances Statements Supplier Listing Creditors Control Report You can generate a report showing the overall creditor situation. This report will show the Opening Creditors Balance, Invoices, Credit Notes, Payments and Discounts passed through the Purchase Ledger and the closing balance together with any journal adjustments. To Print a Creditors Control Report: Page 278 of 309

279 1. Select Purchases - Purchase Ledger Reports - Creditors Control, or select Reports - Purchase Ledger Reports - Creditors Control. This will display the Creditors Control Report window. 2. Enter the selections for the report: Date Range, Ledger No, Cost Centre. The Cost Centre field will be unavailable if cost centres have not been enabled for this dataset. 3. To format the report, click the Settings button. This will display a Reports Settings window. Enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 4. To view the report on screen, click the Preview button. 5. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 6. Click Cancel to close the Creditors Control Report window. Purchase Ledger Reports Invoice/Credit Note Listing You can generate a report showing details of all invoices and/or credit notes meeting the criteria you enter. Select Purchases - Purchase Ledger Reports - Invoice/Credit Note Listing, or select Reports - Purchase Ledger Reports - Invoice/Credit Note Listing. This will display the Purchase Invoice/Credit Note Listing window. Specify the necessary settings: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Reference No range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included; if you make an entry in only the right-hand field, transactions of this reference number or less will be included. Analysis Code Range Page 279 of 309

280 If you want to include only transactions within a specific range of analysis codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in the field. Supplier Code Range If you want to include only transactions within a specific range of supplier codes, enter the codes into these two fields. Entering? in any of these fields will display a list of all supplier codes for the dataset. You can then select a code and press Enter to enter it in the field. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. VAT Range If you want to include only transactions within a specific range of VAT rates, select the rates from these drop-down lists. Ledger No From this drop-down list you can select the ledger to be included in the report. Select the required Sort By, Transaction and Dates options. To format the report, click the Settings button. This will display a window in which you can enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click Cancel to close the Purchase Invoice/Credit Note Listing window. Purchase Ledger Reports Payment/Discount Listing You can generate a report showing details of all purchase payments and/or discounts meeting the criteria you enter. 1. Select Purchases - Purchase Ledger Reports - Payment/Discount Listing, or select Reports - Purchase Ledger Reports - Payment/Discount Listing. This will display the Purchase Payment/Discount Listing window. 2. Specify the necessary settings: Date Range Page 280 of 309

281 You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Reference No range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included; if you make an entry in only the right-hand field, transactions of this reference number or less will be included. Analysis Code Range If you want to include only transactions within a specific range of analysis codes, enter the codes into these two fields. Entering a? in any of these fields will display a list of all nominal codes for the dataset. You can then select a code and press Enter to enter it in the field. Supplier Code Range If you want to include only transactions within a specific range of supplier codes, enter the codes into these two fields. Entering? in any of these fields will display a list of all supplier codes for the dataset. You can then select a code and press Enter to enter it in the field. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. VAT Range If you want to include only transactions within a specific range of VAT rates, select the rates from these dropdown lists. Ledger No From this drop-down list you can select the ledger to be included in the report. 3. Select the required Sort By, Transaction, Dates options. 4. To format the report, click the Settings button. This will display Reports Settings window. Enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. Page 281 of 309

282 5. To view the report on screen, click the Preview button. 6. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 7. Click Cancel to close the Purchase Payments/Discount Listing window. Purchase Ledger Reports Aged Creditors Report You can generate a report showing details of suppliers with aged analysis. For each supplier, the report shows the current balance, any unallocated balance, the balance in previous months and the date of the last receipt etc. 1. Select Purchases - Purchase Ledger Reports - Aged Creditors, or select Reports - Purchase Ledger Reports - Aged Creditors. This will display the Aged Creditors window. 2. Enter the selections for the report: Supplier Code Range, Balance Range, Date, Ledger No. 3. Select the required Sort By and Dates options, and Settings. 4. To include only suppliers within a defined category in the report, click the Categories button. This will display the Categories window. Up to five categories can be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. Select a category and press Enter to add it in the field. 5. To format the report, click the Settings button. This will display Reports Settings window. Enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 6. To view the report on screen, click the Preview button. 7. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 8. Click Cancel to close the Aged Creditors window. Purchase Ledger Reports Supplier Balances You can generate a report showing details of supplier balances/unallocated balances, together with information such as the last payment date. 1. Select Purchases - Purchase Ledger Reports - Supplier Balances, or select Reports - Purchase Ledger Reports - Supplier Balances. This will display the Supplier Balance Listing window. 2. Enter the selections for the report: Balance As At, Supplier Code Range, Balance Range, Ledger No. 3. Select the required Sort By and Transaction options. 4. To include only suppliers within a defined category in the report, click the Categories button. This will display the Categories window in which you can enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. You can then select a category and press Enter to enter it in the field. Page 282 of 309

283 5. To format the report, click the Settings button. This will display Reports Settings window in which you can enter margins, the report name, header and footer details, font and font size, the columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 6. To view the report on screen, click the Preview button. 7. To print the report, click the Print button. This will display a standard Windows Print dialog in which you can make the appropriate selections to print the report. 8. Click Cancel to close the Supplier Balance Listing window. Purchase Ledger Reports Statements You can generate a report showing details of suppliers with aged analysis. For each supplier, the report shows the current balance, any unallocated balance, the balance in previous months and the date of the last received payment. The actual items included in this report depend on the statement design. 1. Select Purchases - Purchase Ledger Reports - Statements, or select Reports - Purchase Ledger Reports - Statements. This will display the Supplier Statements window. 2. Specify the relevant information: Statement Type If you select Open Item, details of all unsettled transaction will be shown on the statement regardless of specified dates. The statement will show all invoices paid and allocated within the date range, and all payments issued will also be shown. If you select Balance Forward, only the value carried forward will be shown. This balance will be calculated using the date range entries (note that both entered dates will be included in the calculation). Date Type Select the appropriate option button to use either transaction dates or batch dates for the report. If you select Transaction Dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select Batch Dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. Sort By You can select the column by which entries will be sorted in the report by clicking the appropriate option button in this area. Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Ledger No From this drop-down list you can select the ledger to be included in the report. Supplier Code Range Page 283 of 309

284 If you want to include only transactions within a specific range of supplier codes, enter the codes into these two fields. Entering? in any of these fields will display a list of all supplier codes for the dataset. You can then select a code and press Enter to enter it in the field. Balance Greater Than Select the appropriate option button to use either transaction dates or batch dates for the report. If you select Transaction Dates, the transactions will appear in date order of their posting. In this case, transactions from different batches will be intermingled. If you select Batch Dates, transactions will be shown on the date that the batch was posted. Transactions will be grouped together within their batches. 3. To view the report on screen, click the Preview button. 4. To print the report, click the Print button. This will display a standard Windows Print dialog in which you can make the appropriate selections to print the report. 5. Click Cancel to close the Supplier Statements window. Printing statements for individual customers 1. Click the Statements button in the Customers window. The Customer Account Details window will be displayed. 2. Specify the relevant information. In the case of the Open Item / Balance Forward setting, there are two possible values: Open Item: Details of all unsettled transaction will be shown on the statement regardless of specified dates. The statement will show all invoices paid and allocated within the date range, and all payments issued will also be shown. Balance Forward: Only the value carried forward will be shown. This balance will be calculated using the date range entries (note that both entered dates will be included in the calculation). 3. To view the report on screen, click the Preview button. 4. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 5. Click the Cancel button to close the Customer Account Details window. Defining statements The Bookkeeping module contains a statement generation facility that allows you to define the layout of printed statements. The statement consists of three areas: A Header Area at the top A Body Area, in the form of a Table, that makes up the bulk of the form A Footer Area at the bottom. You can add labels and fields within any of the areas and items can be moved to the required position on the form. However, items cannot be moved from one area to another. Text can be formatted within each individual item, and there are a number of settings that apply to the whole form. Using Labels and Fields Page 284 of 309

285 You can place items, a combination of labels and fields, within the statement to set the content that will be shown when the statement is printed. Items can be placed in the header, body and footer to complete a coherent design for printed statements. The body of the statement consists of a table, and the items you place in this region will define the table columns. 1. Select Sales - Options - Define Statements. The statement layout will be displayed. 2. Click the button corresponding to the area in which the items are to be placed. This will display a window containing lists of the labels and fields that can be placed in the selected area. 3. Select the checkboxes for the items to be added. 4. Click the OK button. The items will be placed in their default positions with default entries. 5. If you want to change the text within any label, select the label then click the Text button on the toolbar. You can then enter the text directly. 6. If you want to move any item, click and drag it to its required position. Print Settings 1. Select Sales - Options - Define Statements. The statement layout will be displayed. 2. Click the Settings button at the bottom of the window. This will display the Statement Print Settings window. 3. With the Print tab selected, select the Default Printer from the drop-down list. The standard settings for this printer will be shown in the remainder of the Print Area, but you can change this if required. You can define the Paper Size (either from a list of standard sizes or by selecting Custom Statements and entering dimensions in the Paper Width and Paper Length fields). 4. If you want headings to be printed at the top of each column on the statement, select the Print Headings checkbox. 5. If you want to change the standard Margins for the statement, enter the required margin sizes in the appropriate fields. 6. If you want to show Borders around the Header and Footer areas, a border around column headings or gridlines between columns, select the appropriate combination of checkboxes in the Grid Options area. 7. With the Client Details tab selected, enter the Name, Address, Telephone Number and Fax Number, which will be used on the statement. 8. Click the OK button. Positioning Labels and Fields When you add a Label and/or Field to a statement, it is placed in the default position. You can move each item to a new location within the form by clicking and dragging to the required position. You cannot move an item from one area of the statement (header, body or footer) to another. You can also resize an item by selecting it and then clicking and dragging the resize handles (the black squares at the corners of a selected item). Formatting Labels and Fields You can apply formatting to the content of any label and field in your statement. Select the item to be formatted. It will be shown with standard Windows resizing handles. Page 285 of 309

286 Click Bold, Italic, Underline and Justification on the toolbar as appropriate to format the text. If you select an item that has one of these properties applied, the button will appear to be pressed on the toolbar. You can also select the Font and Point Size for the text within the Item. To place a Border around a field, click Outline Tool on the toolbar. The border will be drawn on the statement when it is printed. To change the Colour of an Item, select the item then click the Colours button on the toolbar. This will display the Colour Palette. Select the required colour and click the OK button. If you want to define your own custom colours, select Define Custom Colours on the colour palette and use the procedures described in your Windows documentation to create the custom colour. You can then select this colour for an item. When you have completed the formatting, click the Save Page button on the toolbar to save the statement reformatting. Purchase Ledger Reports Supplier Listing You can generate a report showing details of suppliers. For each supplier, the report shows the code, supplier name, contact and address etc. 1. Select Purchases - Purchase Ledger Reports - Supplier Listing, or select Reports - Purchase Ledger Reports - Supplier Listing. This will display the Supplier Listing window. 2. Enter the selections for the report: Supplier Code Range, Ledger No. 3. Select the required Sort By option. 4. To include only suppliers within a defined category in the report, click the Categories button at the bottom of the window. This will display the Categories window in which you can enter up to five categories to be included. Entering a? in any of these fields will display a list of all categories defined for the dataset. Select a category and press Enter to put it in the field. 5. To format the report, click the Settings button. This will display a Report Settings window Enter margins, the report name, header and footer details, Font And Size, Columns To Be Included, whether narratives, borders and tables will be included, and the orientation of the report. 6. To view the report on screen, click the Preview button. 7. To print the report, click the Print button. This will display a standard Windows Print dialog in which you can make the appropriate selections to print the report. 8. Click Cancel to close the Supplier Listing window. Purchase Ledger Reports Transaction List Report You can generate a report showing details of all transactions on a dataset. 1. Select Reports - Transaction Reports - Transaction List Report. This will display the List of Transactions window. Page 286 of 309

287 2. Enter the journal selection and sorting criteria that will be used for the report: Date Range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Transaction No Range If you want to include only transactions within a specific range of transaction numbers, enter the transaction numbers into these two fields. If you make an entry in only the left-hand field, transactions with this number or greater will be included. If you make an entry in only the right-hand field, transactions of this number or less will be included. Batch No Range If you want to include only transactions within a specific range of batches, enter the batch numbers into these two fields. If you make an entry in only the left-hand field, transactions with this batch number or greater will be included. If you make an entry in only the right-hand field, transactions of this batch number or less will be included. Nominal Code Range If you want to include only transactions within a specific range of nominal account codes, enter the codes into these two fields. If you make an entry in only the left-hand field, transactions for this code or greater will be included; if you make an entry in only the right-hand field, transactions for this code or less will be included. Reference No Range If you want to include only transactions within a specific range of reference numbers, enter the reference numbers into these two fields. If you make an entry in only the left-hand field, transactions with this reference number or greater will be included. If you make an entry in only the right-hand field, transactions of this reference number or less will be included. Amount Range If you want to include only transactions within a specific value range, enter the values into these two fields. If you make an entry in only the left-hand field, transactions of this value or greater will be included; if you make an entry in only the right-hand field, transactions of this value or less will be included. Cost Centre Code This is the cost centre for which you wish transactions to be included in the report. You must enter an existing valid code in this field. If you enter a non-existent code, an error message will be displayed. Entering? in this field will display a list of all current cost centre codes. You can then select a code and press Enter to enter it in this field. Leaving this field blank will include transactions for all cost centres. 3. The Cost Centre Code field will be unavailable if cost centres have not been enabled for the dataset. 4. Select the required Sort By, and Transaction Type options. 5. To format the report, click the Settings button. This will display Reports Settings window. Enter Margins, the Report Name, Header and Footer Details, Font and Font Size, the Columns to be included, whether Narratives, Borders and Tables will be included, and the Orientation of the Report. 6. To view the report on screen, click the Preview button. Page 287 of 309

288 7. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 8. Click the Cancel button to close the window. Reports Nominal Ledger Reports Simple Trial Balance Six-Year Simple Trial Balance Formatted Trial Balance Nominal Account Details (Ledger Card) List of Nominal Codes Reports Simple Trial Balance The Simple Trial Balance shows the sum of transactions, i.e. the balance for each Nominal Account Code. Gross and Net Profit/Loss figures are also shown on the report. 1. Select Reports - Nominal Ledger Reports - Simple Trial Balance to display the Trial Balance window showing debit and credit balances for each nominal account code. 2. To view all Nominal Account Codes, including those with Zero Balances, deselect the Suppress Zeros checkbox. If this checkbox is selected, only accounts with a balance will be shown. 3. To compare nominal balances with those for the previous accounting year, select the Show Comparatives checkbox. Debit and Credit balances for each account will be shown for the previous year. Nominal Ledger Reports Six-Year Simple Trial Balance The Six-Year Simple Trial Balance shows the sum of transactions, i.e. the current year balance for each Nominal Account Code plus the balances from the five previous years for comparative purposes. The figure is displayed in a single column, with a negative figure indicating a credit balance. 1. Select Reports - Nominal Ledger Reports - Six Year Simple Trial Balance, to display the Six Year Simple Trial Balance dialog. Alternatively, you can use the following set of keystrokes: Alt+R, N, Y. 2. To view all Nominal Account Codes, including those with zero balances, deselect the Suppress Zeros checkbox. If this checkbox is selected, only accounts with a balance will be shown. 3. If you have dual currencies set up on this dataset you will have a Currency Selection section enabling you to report on one specific currency. Make your selection here from the drop down list. Page 288 of 309

289 4. Click on the Preview button to view the report on screen. 5. Click on the Print button to print your report on your local printer. Nominal Ledger Reports Formatted Trial Balance A Formatted Trial Balance gives an in-depth breakdown of the state of nominal accounts. 1. Select Reports - Nominal Ledger Reports - Formatted Trial Balance to display the Formatted trial balance window. 2. Choose the From and To periods from the drop-down menus. 3. Select the checkbox Do Not Round Figures if you wish the figures appearing on the formatted trial balance not to be rounded. 4. You can either print or preview the report. To preview the report click the Preview button. The Formatted Trial Balance will be displayed on screen. To manipulate the preview you can use the Preview toolbar at the top of the window. 5. You can alter the layout of the Formatted Trial Balance. It is set up as a Page of Accounts, and can be amended through the Accounts Pages. Nominal Ledger Reports Nominal Account Details (Ledger Card) Select Reports - Nominal Ledger Reports - Nominal Account Details. This will display the Nominal Account Details window. Enter the selection information to choose the nominal accounts to be printed: Date range You can enter the start and finish dates for transactions to be included in this report. The defaults are the first and last dates of the current accounting year. Nominal Code Range You can enter the first and last nominal codes to be included in the report. Note that all nominal codes within this range will be included in the report. If you want to specify particular nominal codes, you can click the Codes button and choose the required codes by ticking them from the pop-up list. Report Display You can select this checkbox if you want each nominal account to appear on a separate page of the report. To format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, font, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. To view the report on screen, click the Preview button. Page 289 of 309

290 To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Click Cancel button to close the Nominal Account Details window. Nominal Ledger Reports List of Nominal Codes 1. Select Reports - Nominal Ledger Reports - Nominal Codes Listing. This will display the List of Nominal Codes window. Enter the selection information to choose the list of nominal codes to be printed: From Nominal Code, To Nominal Code. 2. To format the report, click the Settings button. This will display Reports Settings window. Enter margins, header and footer details, font, which columns to be included, whether narratives, borders and tables will be included, and the orientation of the report. 3. To view the report on screen, click the Preview button. 4. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 5. Click Cancel to close the List of Nominal Codes window. Nominal Ledger Reports Fixed Asset Listing 1. Select Reports - Fixed Asset Register Reports - Fixed Asset Listing. This will display the Fixed Asset Listing window. 2. Enter the selection information to choose the list of items to be printed: Asset Code Range To include only fixed assets within a specific range of asset codes, enter the start and finish asset codes for fixed assets to be included on the report. Leaving these fields blank will include all fixed asset codes. Purchase Date Range To include only fixed assets purchased within a specific date range, enter the start and finish purchase dates for fixed assets to be included on the report. Leaving these fields blank will include all fixed assets regardless of their Purchase Dates. Cost Amount Range To include only fixed assets within a specific cost amount range, enter the start and finish cost prices for fixed assets to be included on the report. Leaving these fields blank will include all fixed assets regardless of their Cost Amounts. Disposal Date Range Page 290 of 309

291 To include only fixed assets disposed of within a specific date range, enter the start and finish disposal dates for fixed assets to be included on the report. Leaving these fields blank will include all fixed assets regardless of their Disposal Dates. Cost Code Range To include only fixed assets within a specific cost code range, enter the start and finish codes for fixed assets to be included on the report. Leaving these fields blank will include all fixed assets regardless of their Cost Codes. P&L Charge Code To include only fixed assets within a specific profit and loss code range, enter the start and finish codes for fixed assets to be included on the report. Leaving these fields blank will include all fixed assets regardless of their Profit and Loss Codes. BS Charge Code Range To include only fixed assets within a specific balance sheet code range, enter the start and finish codes for fixed assets to be included on the report. Leaving these fields blank will include all fixed assets regardless of their Balance Sheet Codes. Cost Centre Code To include only fixed assets within a specific cost centre on the report, enter the cost centre code here. Leaving this field blank will include all fixed assets regardless of Cost Centre. Sort By Select the appropriate option button to list and subtotal the assets either by Asset Code or Nominal Cost Account. 3. To format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, font, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. 4. To view the report on screen, click the Preview button. 5. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. 6. Click the Cancel button to close the Fixed Asset Listing window. Reports VAT Return Report The VAT Return report shows all transactions involving VAT. It contains each VAT code's Description VAT rate It can also show the following optional transaction totals: Page 291 of 309

292 Gross Transaction Value VAT component Net Value Reverse Charge VAT for Subcontractors Report Dates The report dates are entered in the format month/year. Allocation records (as distinct from receipts) are included in a VAT return by default. Partially allocated receipts and payments can be also included in a VAT return, but the allocated amount only is included. If an invoice with a transaction date outside the VAT return period is allocated against a receipt, the invoice is included in the VAT return if the receipt date falls within the VAT return period. Generating a VAT Return Report 1. Select Reports - VAT Return. This will display the VAT Return Report window. 2. Enter the selection information to choose the VAT return to be printed. These are: From Month The date of the earliest transaction to be included in the report. To Month The date of the latest transaction to be included in the report. Show Details Select this checkbox to include details of each individual transaction subject to VAT. Show Cumulatives Select this checkbox to show extra columns on the report giving cumulative values for the gross transaction value, the VAT component and the net transaction value. Start from Month The earliest date from which cumulative details are to be included in the report. VAT Return You can either generate a new VAT return or re-print an existing return. Settings To format the report, click the Settings button. You can set margins, header and footer details, fonts, columns, narratives, borders, tables and report orientation. 3. Generate a VAT Return, and carry out an update when prompted. Reports Page 292 of 309

293 Audit Trail The purpose of the option is to record the user responsible for posting the entries to the system. This option and the Passwords & Security option are therefore linked because unless there is users setup within the system then a user name cannot be recorded when the postings are being made. Once the users are setup, on accessing the program the user enters his or her name and subsequently on entering transactions the user name is also recorded, along with a date and time for the posting. From a users perspective this option is a report. 1. Select Reports - Audit Trail. The Audit Trail window will appear. 2. Specify the relevant settings. 3. The report will include the Batch No, the Batch Date, the Transaction No., the Post Type, who it was posted by and the Date & Time it was posted. 4. To preview the report on screen, click the Preview button. 5. To print it, click the Print button. 6. To change the layout, click the Settings button. Reports Resetting Recent Reports You can clear the list of recent reports that appears in the Recent Reports group in the Navigation Bar. You do this by selecting Reports - Reset Recent Reports. Reports Balances Setting the Current Management Accounts Period You can set up a period range that will be used to evaluate the periods represented by ampersand codes within Management Accounts Pages. This means that you can set up, for example, an ampersand code to represent month 1. Selecting the appropriate period will then ensure that the correct month s data will be included in the page. 1. Select Reports - Accounts Pages, or click the Pages button, to display the Sage Accounts Pages window. 2. Click the Balances button. This will display the Generate Balances window. 3. In the Select Period area, choose the From and To periods from the two drop-down lists, which show all the periods set up for the dataset. 4. Click the OK button to save and exit. Page 293 of 309

294 Reports Lead Schedules Sage Accounts Production has a lead schedule facility that will allow you to evaluate the state of a Nominal Account at a defined time, together with the value of any adjustment transactions that have occurred since. These are represented in pages by the codes &LC (for lead schedule credits) and &LD (for lead schedule debits). You can include these codes in your pages to view lead schedule values, but you will also need to set up the point at which the adjustment transactions began: 1. Select Reports - Accounts Pages, or click the Pages button, to display the Sage Accounts Pages window. 2. Click the Balances button. This will display the Generate Balances window. 3. In the Lead Schedules First Batch No. of Adjustments field, enter the Batch Number of the first adjustment within the Nominal Ledger. 4. Click the Calculate Balances button. All adjustment values will be calculated, and the appropriate values will be represented by the ampersand codes. Reports Client List Report The Client List Report will allow you to generate reports detailing your clients' year-end dates. 1. Select File - Client List Report. This will display the Client List Report Selector window. 2. To customise the report enter the relevant information: Day From, Day To, Month From, Month To, Year From, Year To. Select a Sort Order; Date or Client Code. 3. To format the report, click the Settings button. This will display a window in which you can enter margins, header and footer details, style of font, which columns will be included, whether narratives, borders and tables will be included, and the orientation of the report. 4. To view the report on screen, click the Preview button. 5. To print the report, click the Print button. This will display a standard Windows Print dialog box in which you can make the appropriate selections to print the report. Reports Page 294 of 309

295 Practice Solution Integration Sage Accounts Production can integrate with Sage Practice Solution. This enables you to launch a client from within Sage Practice Solution. Changes you make to client datasets in one program are synchronised with the other. Sage Accounts Production individuals (directors, partners, trustees) are synchronised with Sage Practice Solution. This ensures that you are always working with the same data, regardless of which application you are currently using. Note: You can enable synchronisation mode for just one of these packages at a time. You can disable data synchronisation if necessary, and work in Sage Accounts Production in standalone mode. Any changes you make in standalone mode will be synchronised with Sage Practice Solution when you re-enable data synchronisation. Setting the integration mode You set the integration mode by selecting the Tools - Hub Configuration menu option. This mode applies to the current client list. You can set the application to run in either standalone mode or integrated mode. In standalone mode, any changes you make to your data in Sage Accounts Production are not synchronised with Sage Practice Solution. However, data synchronisation occurs the next time you switch to integrated mode. In Sage Practice Solution-integrated mode, you can carry out context launching from Sage Practice Solution. In addition, data synchronisation is triggered by create, update and delete events. If you are working on a shared client list, setting the integration mode on your workstation also sets the integration mode for the other workstations working with the data. Practice Solution Integration Creating a New Client when in Sage Practice Solution-Integrated Mode If you create a new client in Sage Accounts Production (see Adding and Editing a Dataset), and the application is currently integrated with Sage Practice Solution, this dialogue box displays during the creation process: The dialogue box provides you with the option of linking the new client immediately with Sage Practice Solution. If you choose to create the link now, you are prompted to specify client details that are stored in the Accounts Database and sent to Sage Practice Solution. If you choose not to link the client at this stage, you can do so later by following the Client Sharing with Sage Practice Solution process. Setting the integration mode Page 295 of 309

296 Client Sharing with Sage Practice Solution When you are in Sage Practice Solution-integrated mode, you can share clients between Sage Accounts Production and Sage Practice Solution. You start by selecting the Tools - Transfer Clients to Sage Practice Solution menu option. You are prompted to specify the Sage Practice Solution server name. A list of Sage Accounts Production clients is displayed. Select the clients that should be will be shared with the Sage Practice Solution server. Master datasets are not included in the sharing process. You need to set the business type of each dataset before it can be shared. You can exclude a client dataset from sharing and synchronisation with the Sage Practice Solution server. You do this by deselecting it in the client list. Practice Solution Integration Managing Relationships in Sage Practice Solution It may be the case that some of the relationships the client has in Sage Practice Solution are different to those it has in Sage Accounts Production. When Sage Accounts Production is integrated with either of these products, the following relationships are synchronised between the two applications: directors partners trustees proprietors If a relationship is added to Sage Practice Solution, or deleted from it, the next time you synchronise the two applications, the Select Relationships for Client window opens. This contains a list of any additions and deletions that have taken place. The Select Relationships for Client window enables you to select the changes that should be applied to the client in Sage Accounts Production. Any additions you accept are added to the current client, and any deletions you accept are removed from the current client. Additions that will be made are marked in green. Deletions that will be made are marked in red. Note: If you add or delete a relationship in Sage Accounts Production, the window is not displayed. Practice Solution Integration Page 296 of 309

297 Setting the online/offline mode When Sage Accounts Production is running in Sage Practice Solution-integrated mode, the following menu option becomes available: File - Work Offline from Practice Solution Selecting this menu option temporarily switches off all synchronisation events to Sage Practice Solution. This can be useful, for example, when you are working from home, or when linking to the Sage Practice Solution server is difficult because of connectivity or performance problems. Practice Solution Integration Launching from Practice Solution In Sage Practice Solution, you can launch Sage Accounts Production, with the client currently open in Sage Practice Solution automatically opened in Accounts Production. To enable this feature, you associate the Sage Practice Solution client with Accounts Production. You can also context-launch a new Sage Practice Solution client in Sage Accounts Production. The Add Dataset window displays in Sage Accounts Production. This enables you to set up a corresponding Sage Accounts Production client. A link is automatically established between the Sage Practice Solution server's client and the Sage Accounts Production client. You can t context-launch a client from Sage Practice Solution to Sage Accounts Production when a dataset is currently open in Sage Accounts Production. The focus will revert to Sage Accounts Production, but the client launched from Sage Practice Solution will not be opened. Practice Solution Integration Synchronisation of Individuals Individuals in Sage Accounts Production include directors, partners, trustees and proprietors. All of these types are synchronised between Sage Accounts Production and Sage Practice Solution. Synchronisation is triggered by create, update and delete events. Practice Solution Integration Page 297 of 309

298 Index A Access Group adding 18 deleting 19 edit 19 viewing 18 Accounts Database 43, 97 adding additional information 43 adding entries 98 create database groups, sub groups and lines 43 opening 97 Accounts Pages 44, 105 Accruals 32 Asset adding 138 Assets deleting 140 editing 140 finding 140 viewing 140 B Backup Clients and Datasets 57 Companies 57 Balances customer 228 entering budget 85 entering comparative 85 importing Line reports 293 supplier 242 Page 298 of 309

299 Bank cash account reports 262 reconciliation report 154, 267 reconciling an account 153 Bank and Cash Entry bank reconciliation 153 payments 142 receipts 146 Bank Reconciliation 37 reconcile a bank account 37 Bank Statements 156 Bank Transfers adding 150 deleting 151 editing 151 finding 152 viewing 152 Bookkeeping 187 disabling 187 enabling 187 C Calculator 24 Cash Receipts 174 Cash Receipts/Payments Report 265 Cheque list of payments 263 posting payments to next year 174 printing 267 Client List 17 default data path 17 setting up 17 Client List Report 294 Page 299 of 309

300 Clients and datasets 51 Backing up 57 Comparative entering balances 85 Cost Centre 66, 168 adding to existing dataset 66, adding to new dataset 67, 171 automatic updating 68, 172 deleting 67, 169, 171 editing 67, 168, 171 postings 68, 172 updating default 67, 171 year end 68, 172 Create a Client 25 Customer balance listing 273 balances 228 ledger card 198 listing 231, 277 printing account details 199 receipts 218 Customers 193 statements 197 D Database accounts database 97 adding groups & subgroups 104 copying entries 104 deleting entries 103 deleting groups & subgroups 105 editing entries 100 editing groups & subgroups 104 Page 300 of 309

301 groups/subgroups listing 130 mappings 181 Dataset Settings 17 Datasets 25 adding 53 Backing up 57 clients and deleting 57 editing 53 opening/closing 51 restoring 58 squashing, unsquashing 60 Debtors aged 226 control report 221, 269 Default Data Path 17 setting up 17 Desktop 13 Discount listing 224 listing (purchase) 280 listing (sales) 271 rates 216 Double-Entry Journals window 72 Double Entry Journals 31 E Export 177 data to Excel 178 journal 178 Line Line nominals to text file 179 tax export 177 Page 301 of 309

302 to Sage Line F Fixed Asset Register 137 view by account 84 Formats 25 Formatting Labels and fields 190 report cell contents 117 report styles 115 H House Style applying 116 deleting 116 editing 116 I Import data 176 from Sage Line from Sage Line journal import 176 Line 100 balances 255 Line 100 nominal codes 255 Sage Line sales ledger 210 trial balance 185 J Journals 69 accrual 73 accruals 32 deleting postings 76 double-entry 71 double entry 31 Page 302 of 309

303 editing postings 76 list of Tax/NB 261 listing 259 multiple-entry 69 multiple entry 30 prepayment 74 prepayments 33 reports 259 L Lead Schedule 294 Ledger purchase 232 sales 188 Licensing 48 Line Line 50 import and export 185 trial balance import 185 Link link to Word 132 Product Link 185 List of Cash Receipts 264 M Master Formats 25 Multiple-Entry Journals 69 Multiple Entry Journal 30 N Nominal Group deleting 88 editing 88 entering 86 finding 88 Page 303 of 309

304 viewing a summary 89 viewing by account 84 viewing codes by group 89 viewing results by group 90 Nominal Groups free form groups 29 Nominal Ledger 78 cards 84 reports 288 O Offsite Working 62 P Page Layout 117 Payments adding 143 allocating 254 cheque 174 deleting 145 editing supplier payments 253 finding 145 introduction 142 list of cheque payments 137 payment/discount listing 241 purchase ledger 251 receipts/payments report 265 splitting 95 viewing 142 window 253 Period management accounts 293 results by account 90 results by nominal group 90 Phone Book 23 Page 304 of 309

305 Posting Bank Transactions add a payments 34 Prepayment Journal Entries 74 Prepayments 33 Product group list 215 list 214 Product Group 215 Product Links export journal adjustment batches 256 export to Sage Line import from Sage Instant 184 import from Sage Line import from Sage Line import Sage Line 100 balances 255 Import Trial Balance 185 mapping file created via Sage Line mapping nominal ledger codes 255 Purchase Credit Note allocating 245 editing 245 posting 235 Purchase Invoice 245 payments 234 Purchase Ledger 232 category codes 233 invoices 245 payments 251 reports 239, 278 settings 233 Q Quantity Accounting 133 enabling/disabling 133 Page 305 of 309

306 R Receipts 35, 146 add a receipt 35 adding 146 cash 174 cash receipts report 265 customer receipts 218 deleting 148 editing 148 finding 149 list of cash 264 split 95 viewing 149 Recurring 95 Recurring Entries 38 add recurring entries 38 Recurring Entry adding 93 adding a split 94 deleting 96 editing 95 editing a split 95 posting 97 searching for 96 Reset Recent Reports 293 Restore datasets 58 Rounding Amounts 20 S Sage Assisted Tagging 123 Sage Practice Solution 295 Sales allocating credit notes 204 Page 306 of 309

307 detailed invoices 211 editing invoices 201 ledger 188 ledger clearout criteria 192 ledger import 210 ledger invoices 199 ledger reports 221, 269 ledger settings 188 posting credit notes 202, 205 posting invoices 200 printing credit notes 204 printing invoices 201 Sales Credit Note allocating 204 detailed 211 editing 203 printing 204 Sales Invoice 175 detailed 211 editing 201 posting 200 printing 201 Sales Ledger 188 clearout 192 editing invoices 201 invoices 199 posting invoices 200 printing invoices 201 reports 221 settings 188 settings window 208 Sales Ledger Credit Note posting 205 Page 307 of 309

308 Simple Trial Balance 288 six-year 288 Six-Year Simple Trial Balance 288 Spellchecker options 161 Squashing Datasets 60 Standard Narrative 164 adding 165 deleting 165 editing 165 Statements 283 defining 190 report 196 Supplier 235 balance listing 282 balances 242 editing payments 253 ledger card 238 listing 244 posting payments 252 statements 243 T Transaction List Report 286 Transmitting & Receiving Data 179 U Unsquashing Datasets 60 User adding 18 deleting 18 editing 18 name and password 165 User List 17 Page 308 of 309

309 V VAT Rates tab 158 VAT Return Report VAT3 292 W Workstation Settings 17 Y Year-End processing 173 Year End posting for next year 174 Page 309 of 309