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KB Category: Sage 50 Accounts

Sage 50 Accounts

Migration from (Software) to Sage 50 – Checklist

Written by Pimbrook Support on .

Migration from (Software) to Sage 50-Checklist

 

Install Software – Checks

  1. Check Regional Settings are correct
  2. Anti Virus Software
  3. UAC Turned Off
  4. Install and Configure Software
  5. Ensure Tax codes are Correct (Irish Settings)
  6. Is Foreign trader required to be activated
  7. Have they any UK companies – activate MTD
  8. E-banking set up
  9. Set up email for basic layouts
  10. Set financial year

Software Migrating from (Software)

  1. Export Stock records and opening stocktake if needed. (Import to Sage 50 section as well)
  2. Get copy of P&L and B/S as well as the TB (could get extra paid job creating new COA at very least)..I know this COA is in your Checks section
  3. Agree mapping of Trial Balance with client from existing Nominal codes to Sage 50 codes and Enter to Sage 50.

 

Software migrating from (Software)

  1. Export Customers from (Software)
  2. Export Suppliers from (Software)
  3. Export Nominal from Sage one
  4. Report on outstanding transactions in the Bank
  5. Export Opening balances for Customers
  6. Export Opening balances for Suppliers
  7. –
  8. Export Trial Balance

 

Sage 50

  1. Import Customers to Sage 50
  2. Import Suppliers to Sage 50
  3. Import Nominal to Sage 50
  4. Enter outstanding Bank transactions
  5. Import/Enter Opening balances for Customers
  6. Import/Enter Opening balances for Suppliers
    1. Do Journal to cancel out he suspense account entries after entering the opening balance
  7. Enter Trial Balance

 

Checks
  • Cross check that everything Balances
  • Configure COA
  • Report Design

How to reduce Purchase Order Qtys to equal what has been received: Order Changes to COMPLETE

Written by jennie on .

How to reduce Purchase Order Qtys to equal what has been received: Order Changes to COMPLETE

 

Scenario Example: A Purchase Order is created for eg:100 items.  The supplier may send only 95. When 95 are received into the system, the order is left as ‘PART’ received. The other 5 will never be received, as the supplier has no more.

In the scenario above, ideally you would be able to reduce down the original Qty on the Purchase Order, to make it equal to the Qty received. You can do this by following the instructions below:

  1. Highlight the Purchase Order.
  2. Click ‘Amend Deliveries’ button.
  3. Click ‘Off Order’ button & then close the order.
  4. The order will now appear as ‘CANCEL’.
  5. Open the order.
  6. A message box will appear which reads: ‘Amending this purchase order will cause the order to be placed on order. Do you wish to continue?’
  7. Click Yes to the message.
  8. On the relevant line(s), edit the Qty in the line detail, by either clicking directly into the Qty field or by clicking on the arrow in the Description field and editing the Qty in the window that pops up. Set the Qty to be equal to the Qty already received.
  9. Click Save & then close the order.

If Qtys on the whole order are now fulfilled, the order will now appear as ‘COMPLETE.

 

How to add total average days to pay to the Time Taken To Pay Sales Invoices report and the Time Taken To Pay Purchase Invoices report

Written by Pimbrook Support on .

How to add total average days to pay to the Time Taken To Pay Sales Invoices report and the Time Taken To Pay Purchase Invoices report

 

The following two reports show how long it’s taken for an invoice to be paid and calculates the average number of days taken to pay per customer or supplier.

  • Customers > Reports > Credit control reports > Time Taken To Pay Sales Invoices report.
  • Suppliers > Reports > Credit control reports > Time Taken To Pay Purchase Invoices report.

A common request is to add a total to these reports to show the average number of days taken to pay across all invoices. This article takes you through how to add a total for the average days to pay invoices on the Time Taken To Pay Sales Invoices report and also the Time Taken To Pay Purchase Invoices report as the method is the same.

 

Open the report in Sage Report Designer

 

1. Customers or Suppliers > Reports > Credit control reports.

2. Select the required report > Edit.

 

Add the average total

 

1. ACCOUNT_REF Footer > right-click the expression Average_Days_To_Pay > Copy > Report Footer > right-click > Paste.

2. Properties pane > Reset Section > check that Report Footer is selected.

 

 

Save the report

1. Report menu > Report Properties > enter a new report name and description > OK.

Report Designer v1.3 and below – Report Explorer pane > select report name at the top > Properties pane > Name > enter a new report name > Enter.

 You can check your Report Designer version in Help > About > Application > File Version. 

2. File > Save As > select correct folder > File name > enter a new file name > Save.

3. File > Exit.

 

 

 

 

 

 

Issue: Error when entering a correct username & password

Written by Pimbrook Support on .

 

Issue: Error when entering a correct username & password

 

Entering a correct username & password gives the following error message: ‘The Password you have entered has not been recognised.’

Sage may say that this is a .NET issue but after long investigation on call ref 65-109867 this proved wrong.

Take a copy of the data and put it into your own version to see if it reacts the same. If it does then the data is corrupt and must be restored from a clean backup. Restore the data to  a local drive and copy the resulting ACCDATA folder to the correct location.

Entering the Correct Password gives:

The Password you have entered has not been recognised

 

 

Entering the incorrect password normally gives:

You have entered an invalid password

SAGE STANDARD VAT CODES – PURCHASE AND SALES OF GOODS TO EU

Written by Pimbrook Support on .

SAGE STANDARD VAT CODES – PURCHASE AND SALES OF GOODS TO EU
Transaction Type Goods/Services Sale/Resale Sage Tax Code to Use Description
SALES TO EU CUSTOMERS GOODS N/A T4 Sales of goods to VAT registered customers in EU
  SERVICES N/A T22 Sales of services to VAT registered customers in EU
PURCHASE FROM EU SUPPLIERS  GOODS RESALE T5 Exempt –  rated purchase of goods from suppliers in EU
      T7 Zero –  rated purchase of goods from suppliers in EU
      T8 Standard –  rated purchase of goods from suppliers in EU
      T25 Reduced –  rated purchase of goods from suppliers in EU
    T29 Second Reduced –  rated purchase of goods from suppliers in EU
PURCHASE FROM EU SUPPLIERS  GOODS  NON RESALE T15 Exempt –  rated purchase of goods from suppliers in EU
      T17 Zero –  rated purchase of goods from suppliers in EU
      T18 Standard –  rated purchase of goods from suppliers in EU
    T26 Reduced –  rated purchase of goods from suppliers in EU
      T30 Second Reduced –  rated purchase of goods from suppliers in EU
PURCHASE FROM EU SUPPLIERS  SERVICES   T23 Zero –  rated purchase of services from suppliers in EU
      T24 Standard –  rated purchase of services from suppliers in EU
      T25 Reduced –  rated purchase of services from suppliers in EU

 

Tax codes in Sage Accounts – Ireland only

Written by Pimbrook Support on .

Tax codes in Sage Accounts – Ireland only

Sage Accounts calculates VAT using tax codes. Each tax code has a rate associated with it and the VAT calculates based on this rate.To save you time when posting transactions, you can use the default tax codes already set up in your software. You can edit any of these tax codes or you can add your own.

There are 100 tax codes in total, and for each one you can amend the rate and description. You can also specify if it’s an Irish or EU tax code, and choose if you want to include it in your VAT Return.

Before you proceed any further, check that your computer’s regional settings is set to Ireland and not UK. For more information about how to do this, please refer to article 33741.

 

Sage default tax codes

 

T0 Zero rated sales and purchase of goods for resale.  
T1 Standard rated sales and purchase of goods for resale. Currently 23%.  
T2 Exempt sales and purchase of goods for resale.
T3 Reduced rate sales and purchase of goods for resale. Currently 13.5%.
T4 Sales of goods to VAT registered customers in EU.  
T5 Exempt import of goods from suppliers in EU.
T6 Exempt import of goods from suppliers outside EU.  
T7 Zero rated purchases of goods from suppliers in EU.  
T8 Standard rated purchases of goods from suppliers in EU.  
T9 Non-vatable tax code.

Note: If you post any transactions with this tax code, they don’t appear on your VAT Return.

  
T10 Zero rated purchase of goods for non-resale.  
T11 Standard rated purchase of goods for non-resale.  
T12 Exempt purchase of goods for non-resale.  
T13 Reduced rated purchase of goods for non-resale.  
T14 Zero rated export of goods to customers outside EU.  
T15 Exempt import of goods from suppliers in EU.  
T16 Exempt import of goods from suppliers outside EU.  
T17 Zero rated purchases of goods from suppliers in EU.  
T18 Standard rated purchases of goods from suppliers in EU.  
T19 Zero rated purchases of goods from suppliers outside EU.  
T20 Reverse charges.  
T21 Zero rated purchases of goods from suppliers outside EU.  
T22 Sales of services to VAT registered customers in EU.  
T23 Zero rated purchases of services from suppliers in EU.  
T24 Standard rated purchases of services from suppliers in EU.  
T25 Reduced rated purchases of goods from suppliers in EU.  
T26 Reduced rated purchases of goods from suppliers in EU.  
If you’ve installed the September 2016 Improvements for Sage 50 Accounts, the following additional tax codes are set up by default:
T27 Second reduced rate sales/purchase of goods for resale  
T28 Second reduced rate sales/purchase of goods for non-resale  
T29 Second reduced rated purchases of goods from EC suppliers  
T30 Second reduced rated purchases of goods from EC suppliers  
T31 Livestock rate sales and purchase of goods for resale  
T32 Livestock rate sales and purchase of goods for non-resale  
T33 Livestock rated purchases of goods from EC suppliers  
T34 Livestock rated purchases of goods from EC suppliers  
T35 Flat rate compensation sales/purchase of goods for resale  
T36 Flat rate compensation sales/purchase of goods non-resale  
T37 Flat rate compensation purchases of goods from EC suppliers  
T38 Flat rate compensation purchases of goods from EC suppliers  

Which boxes the tax codes affect on the VAT Return

 

Tax code T23 appears correctly on the VAT Return, however we’re currently investigating an issue where T23 transactions appear in the wrong box on the Return of Trading Details (RTD). Read more >

Tax Code Sale or Purchase Net or VAT amount Box
T0 Sale Net Appears in Total value of sales, excluding VAT box
VAT N/A
Purchase Net Appears in Total value of purchases, excluding VAT box
VAT N/A
T1 Sale Net Appears in Total value of sales, excluding VAT box
VAT Appears in box T1 and VAT charged on supplies of Goods and Services box
Purchase Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T2 Sales Net Appears in Total value of sales, excluding VAT box
VAT N/A
Purchase Net Appears in Total value of purchases, excluding VAT box
VAT N/A
T3 Sales Net Appears in Total value of sales, excluding VAT box
VAT Appears in box T1 and VAT charged on supplies of Goods and Services box
Purchase Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T4 Sales Net Appears in box E1 and Total value of sales, excluding VAT box
VAT N/A
T5 Purchases Net Appears in box E2 and Total value of purchases, excluding VAT box
VAT N/A
T6 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT N/A
T7 Purchases Net Appears in box E2 and Total value of purchases, excluding VAT box
VAT N/A
T8 Purchases Net Appears in box E2 and Total value of purchases, excluding VAT box
VAT Appears in boxes T1 and T2 and VAT due on intra-EU acquisitions box
T9 Non-vatable tax code, doesn’t appear on VAT return.
T10 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT N/A
T11 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T12 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT N/A
T13 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T14 Sales Net Appears in Total value of sales, excluding VAT box
VAT N/A
T15 Purchases Net Appears in box E2 and Total value of purchases, excluding VAT box
VAT N/A
T16 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT N/A
T17 Purchases Net Appears in box E2 and Total value of purchases, excluding VAT box
VAT N/A
T18 Purchases Net Appears in box E2 and Total value of purchases, excluding VAT box
VAT Appears in boxes T1 and T2 and VAT due on intra-EU acquisitions box
T19 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT N/A
T20 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in boxes T1 and T2 and VAT charged on supplies of Goods & Services box
T21 Purchases Net Appears in Total value of purchases, excluding VAT box
VAT N/A
T22 Sales Net Appears in box ES1 and Total value of sales, excluding VAT
VAT N/A
T23 Purchases Net Appears in box ES2 and Total value of purchases, excluding VAT
VAT N/A
T24 Purchases Net Appears in box ES2, Total value of sales, excluding VAT and Total value of purchases, excluding VAT
VAT Appears in boxes T1 and T2 and VAT charged on supplies of Goods & Services box
T25 Purchases Net Appears in box E2 and Total value of purchases, excluding VAT box
VAT Appears in boxes T1 and T2 and VAT due on intra-EU acquisitions box
T26 Purchases Net Appears in box E2 and Total value of purchases, excluding VAT box
VAT Appears in boxes T1 and T2 and VAT due on intra-EU acquisitions box
T27 Sales Net Appears in Total value of sales, excluding VAT box
VAT Appears in box T1 and VAT charged on supplies of Goods and Services box
Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T28 Sales Net Appears in Total value of sales, excluding VAT box
VAT Appears in box T1 and VAT charged on supplies of Goods and Services box
Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T29 Purchases Net Appears in box ES2 and Total value of purchases, excluding VAT
VAT Appears in boxes T2 and VAT due on intra-EU acquisitions
T30 Purchases Net Appears in box ES2 and Total value of purchases, excluding VAT
VAT Appears in boxes T2 and VAT due on intra-EU acquisitions
T31 Sales Net Appears in Total value of sales, excluding VAT box
VAT Appears in box T1 and VAT charged on supplies of Goods and Services box
Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T32 Sales Net Appears in Total value of sales, excluding VAT box
VAT Appears in box T1 and VAT charged on supplies of Goods and Services box
Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T33 Purchases Net Appears in box ES2 and Total value of purchases, excluding VAT
VAT Appears in boxes T2 and VAT due on intra-EU acquisitions
T34 Purchases Net Appears in box ES2 and Total value of purchases, excluding VAT
VAT Appears in boxes T2 and VAT due on intra-EU acquisitions
T35 Sales Net Appears in Total value of sales, excluding VAT box
VAT Appears in box T1 and VAT charged on supplies of Goods and Services box
Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T36 Sales Net Appears in Total value of sales, excluding VAT box
VAT Appears in box T1 and VAT charged on supplies of Goods and Services box
Purchases Net Appears in Total value of purchases, excluding VAT box
VAT Appears in box T2
T37 Purchases Net Appears in box ES2 and Total value of purchases, excluding VAT
VAT Appears in boxes T2 and VAT due on intra-EU acquisitions
T38 Purchases Net Appears in box ES2 and Total value of purchases, excluding VAT
VAT Appears in boxes T2 and VAT due on intra-EU acquisitions

Popular goods and services and the tax codes to use

T0 Zero rated goods and services.
  • Most foods.
  • Children’s clothing.
  • Books and newspapers.
  • Construction of new housing.
  • Passenger transport.
  • Medicines on prescription.
T2 Exempt goods and services.
  • Some land and building sales.
  • Some finance charges.
  • Education and some training.
  • Health.
  • Betting and gaming.
  • Burials and cremation.
  • Postal services.
  • Insurance.
T9 Non-vatable items.
  • Wages.
  • Bank or cash transfers.
  • Capital.
  • Loans, dividends and gifts of money.

To create or amend a tax code

  1. Click Settings, click Configuration, then click Tax Codes.
  2. Select the required tax code then click Edit.
  3. Complete the Edit Tax Code window as follows:
Rate Enter the required percentage. For example, to set up a 23% VAT rate, enter 23.00.

If you select the Enable EC Code check box, the Rate box isn’t active.
Include in VAT return To include transactions with this tax code on the VAT Return, select this check box.
Reverse Charge To flag sale or purchase items that fall under the remit of carousel fraud, for example, mobile phones, select this check box. Don’t select this for standard reverse charge transactions.
Resale To flag transactions involving purchases for resale, select this check box.
Outside EC or Non EC Transactions To flag transactions that occur outside EU territories, select this check box.
Enable EC Code or EC code If this is an EU tax code, select this check box. Then choose the relevant options from the drop-down lists.
Link To This option is only available for EU purchase tax codes.If you want to use this tax code to record notional VAT, choose the required tax code that you want to link to. Notional VAT calculates based on the rate of the code you link to.
Rate For RTD reporting purposes, select the relevant option.
Description Enter a description for the tax code.
  1. Click OK, then click Apply.
  2. click Close and if you’re prompted to save the changes, click Yes.

 

 

 

 

 

 

 

Scale Charges

Written by Pimbrook Support on .

Scale Charges

 

Not available in Sage 50 Accounts Essentials

Fuel scale charges are taxes against fuel provided for personal use in company cars. These charges are dependent upon the carbon dioxide, CO2 emissions band of the car. Paying a fuel scale charge allows you to recover the VAT on the fuel purchased by your business.

When you enter your fuel scale charge details, a set of journal entries are created and posted to the audit trail.

Tip: If you’re using a UK Flat rate VAT scheme, scales charges aren’t applicable.

 

To enter scale charges

1. VAT > Scales Charges.

2. Complete the Enter Details window as follows:

Scale charges account Choose the required nominal code for your scale charges. By default, this is 7350.
Posting date Enter the date for the scale charges.
Reference Enter a reference for your scale charges transactions.
Details Enter any required details.
Gross scale charge Enter the gross value of the scale charge.
Tax code Choose the required tax code for the scale charge.
VAT scale charge This value calculates automatically from the gross scale charge value and the tax code. You can’t change this.
Net scale charge This value calculates automatically from the gross scale charge value and the tax code. You can’t change this.

 

3. Next > check the details are correct > Post.

 

 

Sage 50 – VAT Settings (UK)

Written by Pimbrook Support on .

VAT settings (UK)

 

To ensure you record your VAT correctly, before you process your transactions in Sage 50 Accounts you should check the details in the VAT Settings are correct.

  • Settings > Company Preferences > VAT.

If you are based in the Republic of Ireland, please see VAT settings (ROI)

VAT Details
VAT Reg If your company is VAT registered, you should receive a VAT registration number from your tax authority. This must appear on your financial documents such as invoices and credit notes.

To check your VAT registration number is in the correct format, please refer to HMRC
Non-Vatable Tax Code By default, T9 is the non-vatable tax code. To change this, from the drop-down list choose the required tax code.

You should use this tax code on transactions, that don’t include VAT and are not included on the VAT Return.
Item VAT Amendable To change the VAT amount that calculates automatically when you create invoices or credit notes, select this check box.
VAT Scheme From the drop-down list choose from one of the following VAT schemes:

Standard VAT – Where you account for VAT at the point of sale, regardless of whether or not payment has been made.

VAT Cash Accounting (UK) – Where you account for VAT when money is paid or received for goods or services.

Flat Rate – Invoice Based – Similar to standard VAT where you account for VAT at the point of sale but the VAT calculates using a fixed percentage of your total turnover.

Flat Rate – Cash Based – Similar to VAT cash accounting where the VAT is accounted for when money is actually paid or received for goods or services. In this case the VAT calculates using a fixed percentage of your total turnover.

You can change the VAT scheme your software is using, but before doing so you should read Switching VAT schemes

If you are unsure which VAT scheme to choose, please contact HMRC
Flat Rate This box only appears if you have selected UK Flat Rate as your VAT scheme.

This is the VAT rate percentage HMRC advise you to use.

The VAT percentage is based on a trade sector. The correct sector is the one that most closely describes what your business will be doing in the coming year.

If you are not sure what this percentage should be, please contact HMRC
Validate VAT Number Your EC Sales List Submission (ECSL) must include your customers’ country codes and VAT registration numbers.

If you want to validate EU VAT numbers for all EU member countries, Select this check box.
Enable Making Tax Digital for VAT submissions Sage 50cloud Accounts – If you’ve registered with HMRC for Making Tax Digital (MTD), you must select this check box before you make your first MTD VAT Return submission.
EC Sales

If you are registered for VAT in the UK and supply goods or services to customers in the EC, you need to submit an EC Sales List (ECSL). The information provided on the ECSL is used in the UK and by other Member States to ensure that VAT has been correctly accounted for, on the sale of goods and services within the EC.

If you have more than one company, you must submit an ECSL for each company.

If you want to submit your ECSL to HMRC online, you must complete this section.

Error Threshold From the drop-down list, choose your error threshold.

This determines whether the error tolerance setting for an ECSL submission is set to thirty or zero per cent.

Zero per cent means that you will accept zero tolerance for submissions, in which case the submission is likely to be rejected wholesale, when the first error is encountered in a submission line.

The default setting, as per HMRC recommendation, is thirty per cent.
Branch Identifier Enter the three digit number, representing the EC sales list branch identifier. This number is provided by HMRC.

The default number is 000.
Branch Postcode Type the EC sales list branch postcode you registered with HMRC.
eSubmissions Credentials

The following credentials do not apply to Making Tax Digital VAT Return submissions.

User ID Enter your User ID in this box, defined as your Government Gateway Account Username when you set up your account.
Password Type your password in this box, defined as your Government Gateway Account password when you set up your account.
Confirm Password Retype your password in this box, defined as your Government Gateway Account password when you set up your account.
eSubmissions Contact Details

The following credentials do not apply to Making Tax Digital VAT Return submissions.

Forenames Enter your first or given names in this box, as defined when you set up your Government Gateway account.
Surnames Enter your last or family name in this box, as defined when you set up your Government Gateway account.
Telephone Enter your contact telephone number in this box, as defined when you set up your Government Gateway account.
Email Enter your contact email address in this box, as defined when you set up your Government Gateway account.

 

 

EC VAT Descriptions

If you sell goods to customers in an EC member state, you can use this option to amend the descriptions that appear when you use an EC tax code on an order orinvoice.

This helps the EC customer to account correctly for the notional VAT on their VAT Return.

 

HMRC Bank Account

If you use Sage e-banking to pay your VAT liability to HM Revenue & Customs (HMRC), you need these details to successfully make an online payment.

Occasionally, HMRC change their bank account details. If you are notified of a change you can update the details by entering the revised sort code and account number.

 

Verification Settings

When you calculate the VAT Return you can run extra checks on your data by selecting these options. These checks help to ensure your VAT Return is correct before you submit the values to HMRC. Once you calculate the VAT Return you can view the results of these checks and then make amendments as required. Full information about each of these settings can be found in the VAT Verification Settings help