Accounts

Creating new business letters

It is now even easier to create your own letters to send to customers and suppliers direct from Sage 50 Accounts. You can download and restore a letters only backup, then you can use the new templates to enter your own content.

The letters only backup

1. Before restoring the letters only backup it is recommended that you take a backup of your data.
2. Go to Help > Help centre.
3. Type in 41232 – there will then be a link to Download the letters only backup. Depending on your web browser, it may automatically download to your Downloads folder.
4. On the menu bar, click File > Restore.
5. Click Browse then browse to the location of the letters only backup.
6. Locate and click ‘Letter_only.001’ then click ‘Open’.
7. Click OK >Yes
8. Click OK, enter your logon name and password.
9. Click OK.

 
Create a new letter

1. Click ‘Customers’ or ‘Suppliers’
2. Click ‘Letters’ then click ‘Letters’.
3. Click ‘Customer Letter Template’ or ‘Supplier Letter Template’.
4. Click ‘Edit’ and then select ‘Please enter your text here’ text box.
5. Press Enter and then type the required text.
6. When complete, click a blank area outside the text box.
7. On the menu Click ‘Report’ and the click ‘Report Properties’
8. In ‘Report name’, enter a new name.
9. In ‘Report Description’, enter your description.
10. Click ‘OK’ then click ‘File’ then ‘Save As’.
11. Enter a file name then click Save.
12. Click File > Exit.

Accounts

Hide deleted transactions in Sage 50 Accounts

In Sage Accounts you can easily exclude deleted transactions from your lists, activity windows and reports.
 
Click the Settings menu at the top of the screen, then click Company Preferences and Parameters, then select Exclude deleted transactions check box, then click OK.
 
Note: Deleted transactions remain visible in the Transactions window so you always have a clear and complete audit trail.

Accounts

Add negative value items to sales invoices

In Sage 50 Accounts V23 and above, you can add negative value items to product invoices using the special product codes S1, S2 and S3.  You can also add negative lines to service invoices.

Tip: The standard invoice layouts available with Sage 50 V23 are set up to show negative items lines.  If you are using a customised invoice layout, you can edit it to show negative lines.

1. Create an invoice as normal.
2. Click the next available item line, then for a service invoice, enter some details and press F3. For a product invoice, click the down arrow and double click a special product or type in the code and click Return.
3. Click the Make Negative check-box.
4. For the Unit Price, enter the amount as a positive value.
5. Complete the item line details, then click OK.
6. Enter any other details as required.
7. Click Save, then click Close.

Note: The value of the negative item(s) should not exceed the total of the positive item(s) on the invoice.  If you are using VAT Cash Accounting scheme, then the total value negative items for any tax code should not exceed the total value of that tax code.

Payroll

Online Payslips/P60s

 Sage Online Payslips/P60s keep your payslip and P60s processes simple and straightforward, and is a great alternative way to produce your payslips and P60s. 

The Sage, secure online portal allows your employees to access their payslips and P60s online, 24/7 from any device.  No need to print payslips, no employees asking for copies of past payslips etc.

Online Payslips/P60s settings

There are several steps you will need to complete to set up the Online Payslips/P60s service

To access this, log into Sage 50cloud Payroll, then click Company, then click Online Payslips/P60s Settings.  The wizard appears, taking you through the following five steps.

1. Register to use Online Payslips/P60s
2. Click the Do it now.

The Online Payslips/P60s service opens in your web browser.

1. Enter your Sage ID Email address and password.
2. Click Sign in.

Once you sign in, your company is registered for the service.

1. Close your web browser and return to Online Payslips/P60s Settings in Sage 50 cloud Payroll

If the step one doesn’t show as complete, this could be because you haven’t selected an accounts office in Company Settings.

Memo – If you need to reset your password, click Forgot your password and follow the on-screen instructions.

2. Manager Payroll user access rights

This is an optional step.  If you have other users set up in Sage 50could Payroll you can control whether or not they have access to the Online Payslips/P60s options.

3. Manage your employees

Memo – Before you complete this step make sure you have the correct up-to-date information for your employees including email addresses etc.

1. Click Do it now.

A list of all your employees appear, including their email addresses.

1. Select the check box for each employee.

If an employee doesn’t have an email address, you can enter one.  However, the email address you enter here is only used in the Online Payslips/P60s service and isn’t saved to the employee’s record in Sage 50cloud Payroll.

1. Click Save.

Once you set up your employees for the Online Payslips/P60s service, they receive a welcome email and they must activate their account using the link in the email.

They can then log in to the Online Payslips/P60s portal any time to view their payslips and P60s.

4. Upload historical payslips

This is an optional step.  You may need to upload historical payslips if any employee requests a copy of their payslip from an earlier processing period.  Or, you may have forgot to upload payslips for your current period.  You can upload historical payslips dating back to November 2014.

1. Click Do it now.
2. Select the date range you want to upload payslips from.
3. Click Next and select the relevant employees.
4. Click Next and confirm the number of payslips for each employee/
5. Click Upload Payslips, then either

• Click Login and Publish payslips, to publish your payslips straight away.
• Or to publish them later, click Close.

5. Visit your Online Payslip/P60s portal

Once you’re at this step, you are ready to set up your portal with your company details and logo.

You can open and log into your online portal now by clicking Do it now.

Accounts

Preventing postings before a specified date in Sage 50cloud Accounts

Sometimes you might want to stop transactions being posted before a certain date, for example to close down a previous year or month.  You can do this using the Lock Date feature.

How it works

Once you have set the lock date, if anyone tries to post a transaction dated before the lock date, a warning message appears.

• If you are logged in as manager you can override the warning and post to the locked period.
• Users with lock data access can also override the lock date and post to the locked period.
• Users with no lock date access cannot post to the lock period. They can still create invoices, sales and purchase orders with a date before the lock date, but they cannot update or post the items.

To set a lock date

1. On the menu bar click Settings then click Lock Date.
2. Select the Lock posting before check box, enter the required date then click OK.

Configure a user’s lock date access rights

1. Open sage accounts and log in as Manager
2. On the menu bar click Settings then click Access Rights.
3. Select the required user from the list then click Edit.
4. Expand the Settings
5. Allow access to override the lock date, select the Lock date settings check box. Alternatively, to remove access, clear the check box.
6. Click OK then click Close.