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KB Category: Sage 50 Accounts

Sage 50 Accounts

The data service cannot be updated because there are xx other users still using Sage Accounts (Sage 50 V24.2)

Written by Pimbrook Support on .

Error – The data service cannot be updated

After updating to Sage 50 Accounts v24.2, the following message appears: – ‘The data service cannot be updated because there are xx other users still using Sage Accounts’

 

Solution

A)Restart the computer where your Sage 50 Accounts data is held

if the reboot is not possible, follow the steps below on the computer that holds the data:

1. Browse to the following location:

  • 64-bit computers: c:\program files(x86)\sage\accountsservicev24
  • 32-bit computers: c:\program files\sage\accountsservicev24

2. Locate and rename the following file: sg50scv_v24.exe changing the .exe file extension to .old

3. Download the following file:

4. If prompted to save the file, note the file name, Sage_50_Accounts V24.2_Dataservice.exe then click Save.
Depending on your web browser, the file may automatically save to your Downloads folder. To view your download folder, press Ctrl + J on your keyboard.

5. Browse to and double-click the downloaded file, then follow the on-screen prompts.

Integration – ‘The Foreign Currency on the account does not match the Foreign Currency on the transaction’

Written by Pimbrook Support on .

If you integrate Sage Job Costing or integration with 3rd parties with Sage Accounts and try to post an invoice to a Sage Accounts customer or supplier account, the following message may appear:

‘The Foreign Currency on the account does not match the Foreign Currency on the transaction.’

This can occur for the following reasons:

  • You tried to post a transaction to a customer or supplier record that has a non-base currency. This is because in Sage Job Costing, there’s no option to use foreign currencies.
  • The base currency in Sage Accounts v23.1 or above is not set to Pound Sterling.
  • Rename the original sg50sdoEngine230.dll in the syswow64 folder to old and Replace the sg50sdoEngine230.dll with the new attached file.

 

Sage 50 System Requirements V24 (2018)

Written by Pimbrook Support on .

This article lists the system requirements for Sage 50cloud Accounts, Sage 50 Accounts, Sage Instant Accounts and Sage Accountants’ Dataset Manager.

As part of our policy of continued product development, we occasionally release updates to make improvements to the software and address any issues we’ve identified. To ensure your software is up to date, from within your software click Help then click Check For Updates.

Storing Sage Accounts data on non Windows operating systems, for example NAS drives, is not tested and therefore not supported. For more information on non-windows operating systems, please refer to article 24287. For more information on using Sage Software on an Apple Mac, please refer to article 15524.

If your version of Sage Accounts isn’t compatible with your computer, you may need to upgrade your software.

Sage Accounts v24

Supported operating systems

All 32-bit or 64-bit variants of the following operating systems:

Please ensure all the latest Microsoft Service Packs and Updates are installed.

  • Windows 10 (except Windows 10S)
  • Windows 8.1
  • Windows 8
  • Windows 7
  • Windows Server 2016 (except  Windows Server 2016 Essentials)
  • Windows Server 2012 (except  Windows Server 2012 Essentials)
  • Windows Server 2012 R2 (except  Windows Server 2012 R2 Essentials)
  • Windows Server 2008 (not supported on Small Business Server/SBS 2008)
  • Windows Server 2008 R2 (not supported on Small Business Server/SBS 2008)

Microsoft Small Business Server (SBS) 2008 and 2011 – due to a small number of customers seeing performance issues we don’t recommend the use of Microsoft Small Business Server (SBS) 2011 or 2008 with Sage Accounts v24. The installation of Sage Accounts v24 on SBS is blocked by default but, if required, you can still install the software by following the steps in article 32387. For further information on SBS 2011, please refer to article 30792 . We do not support any issues you might have using these operating systems.

Sage Accounts is not tested on virtual environments, for example, Hyper-V servers. We therefore can’t guarantee Sage Accounts will install and work correctly on these environments.

For details of using Sage software on an Apple Mac computer, please refer to article 15524.

Hardware requirements

  • 2 GB RAM (4 GB RAM if running a 64-bit operating system).
  • 2GHz processor or higher.
  • 5GB of free disk space.
  • 1Gbps network (100mbps minimum).
  • Screen resolution between 1024 x 768 and 1920 x 1080 – this applies to 4k and hi-res monitors.
  • Maximum DPI setting of 125%

Sage Accounts v24 requires you to install the Sage Data Service on the machine where your data is held. If this isn’t possible, you won’t be able to share your data on that machine. Although not supported, previous versions may have worked as they didn’t use the Sage Data Service. For more information on storing your data on non-Windows operating systems, please refer to article 24287.

Office integration

Some features of Sage 50 Accounts interact with and require an installation of Microsoft Office.

These features include:

  • Emailing invoices and reports
  • Exporting report and screen lists to excel

The information below relates to the use of these features:

  • Office 64-bit versions – In Sage Accounts v24 you can use the File > Microsoft Integration > Contents to Microsoft Excel feature and also run Excel ODBC queries with Office 64-bit. Other features aren’t compatible.
  • Office 365 32-bit – desktop version only

To check if it’s the desktop version, Control Panel > Program > Default Programs > Set your default programs > check if Microsoft Outlook is the desktop version.

  • Office 2016 32-bit edition
  • Office 2013 32-bit edition
  • Office 2010 32-bit edition*
  • Office 2007

Microsoft Office 2007 and 2010 are no longer supported by Microsoft, therefore we’re limited in the support we can offer. We can help with basic steps, however if these don’t work, you should upgrade your software to a more recent version.

* Not compatible with Office 2010 32-bit starter edition

Sage 50cloud Accounts only

Sage 50cloud Accounts offers additional functionality using Office 365. These features require an Microsoft Office 365 Business Premium or Enterprise E1, E3, or E5 subscription.

The section below confirms the requirements for each element of Sage 50cloud Accounts:

Sage 50cloud Intelligence
  • Excel desktop edition 2013 or 2016
  • Excel online
Sage Contact
  • Outlook desktop edition 2013 or 2016
  • Outlook online (accessed via browser)

Sage Contact does not currently support the native mobile applications for mobile devices.

For further information about Microsoft Office compatibility, please refer to article 32017.

Internet Connection

A broadband Internet connection is essential to keep your Sage software up to date, and to take full advantage of features such as Sage Drive and synchronising data with Office 365.

  • Recommended minimum download speed: 4Mbps
  • Recommended minimum upload speed: 2Mbps

Sage 50cloud Accounts only – Sage Intelligence and Sage Contact make use of online features of Microsoft Office 365. For more details of system requirements, please refer to Microsoft Office 365 system requirements.

Antivirus software

To optimise performance your antivirus software should be configured to exclude Sage files from its checking routines. For further information, please refer to article 12122.

Internet browser

Internet Explorer version 11 or above.

Microsoft .NET

Microsoft .NET Framework 4.6 is required.

Mobile apps

Sage 50 Accounts Tracker app

Sage 50 Accounts Tracker is tested on the following operating systems, but may work with earlier versions:

  • iPhone 5s and above running iOS 11 and above.
  • Android 6.0 (Marshmallow) and above.
Sage 50 Accounts Mobile Sales app

Sage 50 Mobile Sales is tested on the following operating systems, but may work with earlier versions:

  • iPad mini 2 or iPad 5th gen and above running iOS 11 and above.
  • Android 6.0 (Marshmallow) and above.
Sage Capture app

Sage Capture is tested on the following operating systems, but may work with earlier versions:

  • iPhone 5 or above running iOS 9.3 or later.
  • Android 5.0 (Lollipop) and above.

 

Bank transfers

Written by Pimbrook Support on .

Bank transfers

 

Within Sage Accounts there are some nominal codes that are also used as bank accounts. You can see these accounts in the Bank accounts module. To move money between any of these bank accounts, you can post a manual journal, or use the Bank transfer option. The Bank transfer option post the following journals: Within Sage Accounts there are some nominal codes that are also used as bank accounts. You can see these accounts in the Bank accounts module. To move money between any of these bank accounts, you can post a manual journal, or use the Bank transfer option. The Bank transfer option post the following journals:

 

JC The balance on the bank account you’re moving money from, is decreased by the full amount of the transfer.
JD The balance on the bank account you’re moving money to, is increased by the full amount of the transfer.

 

Post a bank transfer

  1. Click Bank accounts.
  2. Click the account you want to move the money from.
  3. Click Bank transfer.
  4. Complete the boxes as required.
  5. Click Save and then click Close.

 

Contra Entries

Written by Pimbrook Support on .

Contra Entries

If you’ve a customer who’s also a supplier, you may want to offset outstanding customer and supplier invoices. This is known as making a contra entry.

  • Sage 50 Accounts Plus, Sage 50 Accounts Professional or Sage 50cloud Professional on standard VAT scheme – Use automatic contra entries.
  • Sage 50 Accounts, Sage 50 Accounts Essentials, Sage Instant Accounts, Sage 50cloud Standard or Sage 50cloud Essentials on VAT Cash Accounting scheme – Use manual contra entries.
  • To offset outstanding credit notes and payments on account, use manual contra entries.

This article explains how to process automatic and manual contra entries.

 Contra example

If you post a contra entry for an outstanding customer invoice of £/€150, and an outstanding supplier invoice of £/€200. The contra entry amount is £/€150.

After the contra entry is posted:

  • The invoice on the supplier’s account is part paid with an outstanding value of £/€50.
  • The customer’s invoice is fully paid.
  • Neither of the transactions appear on the current bank account.
  • The balance on the contra entry bank account is zero.

If the contra entry includes foreign currency values then a foreign currency bank account should be used for the contra. You can only process foreign bank contras using the manual method. The balance can be zeroed with a transfer between the foreign and base bank accounts.

 

To process automatic contra entries

To manually contra SI, PI, SP or PR transactions

 

Step1: Create a contra entry bank account

To record a contra entry, a sales receipt and a purchase payment must be posted. To prevent these from appearing in the main bank activity, a new bank account should be created which is only used to record contra entries.

1. On the navigation bar click Bank accounts then on the toolbar click New/edit drop-down then click New.

Sage Accounts 2014 (v20) and below – On the navigation bar click Bank then on the toolbar click Bank Record.

2. Enter the relevant details for the new bank account:

A/C Ref* The nominal code you want to use for the new bank account.
Nominal Name Enter a description for the new bank account, for example, Contra Entries bank account.
A/C Type Choose Cheque Account from the drop-down list.
No Bank Reconciliation If you don’t want to run a bank reconciliation for this account, select this check box.

 

3. *This information is mandatory.

4. Click Save then click Close.

 

Step 2: Post a sales receipt using the contra entry bank account

To clear the relevant outstanding sales invoice or sales payment on the customer’s account, post a sales receipt to the customer’s account using the contra entry bank account.

1. On the navigation bar click Bank accounts, select the contra entry bank account then click Customer receipt.

2. Complete the Customer Receipt window as follows:

Account Ref The contra entry bank account appears.
Account Choose the required customer from the drop-down list.
Date Enter the date for the sales receipt. The program date appears automatically but can be overwritten.
Receipt Enter the required value in the Receipt box for the relevant SI or SP. This should be the lower value of the contra entry. For example, if the SI is £200.00 and the PI is £150.00, you should enter £150.00 here.

 

Step 3: Post a purchase payment from the contra entry bank account

To clear the relevant outstanding purchase invoice or purchase receipt on the supplier’s account, post a purchase payment to the supplier’s account using the contra entry bank account.

1. On the navigation bar click Bank accounts, select the contra entry bank account then click Supplier payment.

2. Complete the Supplier Payment window as follows:

Payee Enter the required supplier’s account reference.
Date Enter the date for the purchase payment.
payment To allocate the money paid to the relevant invoice items, enter the required value in the Payment box of the invoice item line. This should be the same value as the sales receipt. For example, enter £150.00 against the relevant outstanding invoice.

 

*This information is mandatory.

3. Click Save then click Close.

The supplier payment posts, and the balance on the contra entry bank account should now be zero

 

To manually contra SA, PA, SC and PC transactions

 

Step1: Create a contra entry bank account

To record a contra entry, a sales payment, SP, and a purchase receipt, PR, must be posted. To prevent these from appearing in the main bank activity, a new bank account should be created which is only used to record contra entries.

1. On the navigation bar click Bank accounts then on the toolbar click New/edit drop-down then click New.

Sage Accounts 2014 (v20) and below – On the navigation bar click Bank then on the toolbar click Bank Record.

2. Enter the relevant details for the new bank account:

A/C Ref* The nominal code you want to use for the new bank account.
Nominal Name Enter a description for the new bank account, for example, Contra Entries bank account.
A/C Type Choose Cheque Account from the drop-down list.
No bank reconciliations If you don’t want to run a bank reconciliation for this account, select this check box.

 

*This information is mandatory.

3. Click Save then click Close.

 

Step 2: Post a sales receipt using the contra entry bank account

To clear the relevant outstanding credit note or payment on account, on the customer’s account, post a sales payment, SP, to the customer’s account using the contra entry bank account.

1. On the navigation bar click Bank accounts, select the contra entry bank account then click Customer refund.

Sage Accounts 2014 (v20) and below – On the navigation bar click Customers then in the Tasks pane click Customer Refund.

2. Complete the Customer Refund window as follows:

Bank A/C Ref The contra entry bank account appears.
Payee Choose the required customer from the drop-down list.
Date Enter the date for the sales payment. The program date appears automatically but can be overwritten.
Amount Enter the required value in the Amount box of the relevant SC or SA. This should be the lower value of the contra entry. For example, if the SC or SA is £200.00 and the PC or PA is £150.00, you should enter £150.00 here.

 

3. Click Save then click Close.

 

Step 3: Post a purchase payment from the contra entry bank account

To clear the relevant outstanding credit note, PC, or payment on account, PA, on the supplier’s account, post a purchase receipt, PR, to the supplier’s account using the contra entry bank account.

1. On the navigation bar click Bank accounts, select the contra entry bank account then click Supplier refund.

Sage Accounts 2014 (v20) and below – On the navigation bar click Suppliers then in the Tasks pane click Supplier Refund.

2. Complete the Supplier Refund window as follows:

Payee Enter the required supplier’s account reference.
Date Enter the date for the purchase payment.
Amount To allocate the money paid to the relevant items, enter the required value in the amount box of the relevant PC or PA. This should be the same value as the sales payment. For example, enter £150.00 against the relevant outstanding PC or PA.

*This information is mandatory.

3. Click Save then click Close.

The purchase receipt, PR, posts, and the balance on the contra entry bank account should now be zero.

 

 

Delete a bank transfer

Written by Pimbrook Support on .

Delete a bank transfer

If you need to undo a bank transfer, depending on your version, you can delete or reverse the transfer and start again.

Delete a bank transfer

Sage Accounts v22 and above

You can delete bank transfers if they were created in Sage Accounts v22 or above. If the transfers are from v21 or below, or involve foreign currencies, please refer to the section: Sage Accounts v21 and below.

  1. Click Transactions.
  2. Click one of the transfer journals that you want to delete.
  3. Click Delete, then click Delete
  4. At the confirmation message, click Yes.
  5. Click Save and click Close.

Sage Accounts v21 and below

In earlier versions, or where foreign currencies are involved, bank transfers can’t be deleted, but you can reverse the original transfer.

Simply post a bank transfer with same details on the same date but swapping the bank account you’re moving the money from and to. Then post a new transfer with the correct details.

 

Sage 50 – Username is already in use

Written by Pimbrook Support on .

‘The username is already in use. Do you want to remove this user from the request list and logon again?’ when you log into Sage Accounts

 

When you log into Sage Accounts, you may receive the following message:

 

 

This happens when you’re already logged into Sage Accounts on another computer, or your software previously unexpectedly closed when you were logged in.

 

If you’re logged in to Sage Accounts on another computer

 

If you’re logged in to Sage Accounts or someone else is using your username on another computer, before continuing, click No then log out on the other computer. You can now try and open Sage and logon again.

If you’re not logged in to Sage Accounts on another computer

 

  • Click Yes, then when prompted to confirm that you want to proceed, click Yes.

Note: If you choose Yes to remove the user from the request list, we recommend that you run a check data. If any errors are reported,

 

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