Accounts

Making lists easier to work with

To make things easier when you’re working with large lists of records or transactions in Sage 50 Accounts, you can add alternative row colours to the lists in each module and gridlines.

How to add colour to your list of records or Transactions

1. On the Menu bar click Tools then click Options then click Colours tab.
2. Under Alternate row colour, ensure the Ignore custom colours check box is blank.
3. For the relevant module click the colour picker.
4. Click the colour you want to use, or to define your own colour, click Define custom colours.
5. To confirm the selected colour, click OK.

How to add gridlines to your list of records or Transactions

1. On the Menu bar click Tools then click Options.
2. On the Ledgers tab, click Show gridlines check box then click OK.

 If you would like help adding colour or grid lines etc. or need any other help etc or would like a quote or to purchase an upgrade please contact us

The Coronavirus SSP Rebate Scheme

 The Coronavirus SSP Rebate Scheme will repay Statutory sick pay (SSP) to you for any current or former employee that you have paid SSP on or after 13^th March 2020.  If you top-up your employee’s pay while they are off sick you can only claim the SSP.  Employees don’t have to provide proof of sickness for you to make a claim to HMRC.

The repayment covers up to two weeks starting from the employee’s first day of sickness, if the employee is unable to work because either:

• Have Corona Virus (COVID-19) symptoms.
• Can’t work because they are self-isolating because some-one they live with has symptoms.
• Are shielding and have a letter from the NHS or a GP telling them to stay at home for at least 12 weeks.

Who can use the coronavirus SSP Scheme?

The scheme can be used by employers if they:

• Are claiming for an employee who is eligible for SSP due to coronavirus.
• Had a PAYE scheme that was created on or before 28^th February 2020
• Had fewer than 250 employees on the February 2020.

Get ready to claim

To use the online service you will need your Government gateway user ID.

Working out your claim

You can claim for multiple pay periods and employees at the same time.  If you are making multiple claims, these claim periods can overlap.

To complete your claim you will need the start date and end dates of your claim period.

• The start date of your claim is the start date of the earliest pay period you are claiming for – If the pay period started before the 13^th March you will need to use 13^th March as the start date.
• The end date of the most recent pay period you are claiming for – You can only can only claim for SSP paid in arrears so this must be dated on or before the date you make your claim.

What you will need

To process your claim, you will need the following information.

• Your employer PAYE Scheme reference number.
• A contact name and phone number in case HMRC need to get in contact with you.
• A UK bank or building society details (only where a BACS payment can be accepted)
• The total amount of coronavirus SSP you’ve paid to employees for the claim period – this should not exceed the weekly rate that is set.
• The number of employees you are claiming for.
• The start and end date of the claim.

The COVID-19 SSP Reclaim Details report

The COVID-19 SSP Reclaim Details report picks up any COVID-19 SSP payments that you have made to your employees and gathers all the information you need to make your claim to HMRC.

If you used the manual SSP option to process any COVID-19 related SSP, the report won’t include the manual SSP.

Download and install the report

1. You will need to download the report

• COVID119SSP report

If you have problems finding this report on Sage’s website please contact us.

2. If prompted save the file, make a note of the file name, report. Depending on your web browser, the file may automatically download to your Downloads folder.
3. Browse to where you want to save it, for example, the Windows Desktop.
4. Click Save.
5. Locate and right-click the saved report file, then click Copy.
6. In Sage 50 Payroll, click Help, then About and then click Program Details.
7. Click the path to the Report directory.
8. Double-click ABSENCE, then click Edit then Paste.
9. Close the window.

Running the COVID-19 SSP Reclaim Details report

1. From the Employee List, select the required employees.
2. Click Reports then click Absence.
3. Click the COVID-19 SSP Reclaim Details then click Preview.
4. In Claim Period enter the required date range
5. in the CV-19 SSP Pay Element, select the required pay element.

This is the name of the pay element that you used to process any COVID-19 related SSP.  For example, Coronavirus SSP

6. Click OK.

The COVID-19 SSP Reclaim Report generates and displays the following information:

• The start and end date of the claim.
• The number of employees in this claim
• The total amount for this claim
• Your PAYE reference
• Your bank account number and sort code.

You can use the information on this report to submit your claim on HMRC’s portal.

If you would like help downloading the COVID-19 SSP Reclaim report or running the report or need any other help or advice with your payroll please contact us

Accounting for Job Retention Scheme Income

Under the Coronavirus Job Retention Scheme, all UK employers can access support to continue paying part of their employee’s salary for those employees who would otherwise be laid off during this crisis.

Creating new Nominal Codes to record GrantsSage recommend creating the following new nominal codes to record when you make Job Retention Scheme claims and when the grants are received, unless otherwise advised by your accountant.

Nominal                       Name                           Management                Category

Code                                                                Report 

1150 or next                  Job Retention Sche        Balance            Debtors

available code               -me Accrued Income      Sheet

4950 or next                  Job Retention Sche        Profit and                      Other Sales

available code               -me Grant Received       Loss

1. On the Navigation bar click Nominal codes then click New/edit.
2. Complete the Nominal Record window as follows:

N/C       Enter the nominal code you want to create, for example, 1150.

Name   Enter the name of the account, for example, Job Retention Scheme Accrued Income.

3. Click Save then click Close.
4. Repeat this process to create the second nominal code.

If not already included, you must add your new nominal codes to your existing chart of accounts.  If preferred you can show coronavirus grants as a separate category on your Profit and Loss.

Record grants claimed

There is no change on how you record your payroll postings in Sage 50 Accounts and you can continue to run your Nominal Link or post salary journals as normal.

We will use the following example

• The company makes a claim for £10,500 on 14^th April 2020
• No grant has yet been received.
• Use T9 as most grant income will not attract a VAT liability.

1. On the navigation bar click Nominal Codes then click Journal entry.
2. In Reference, enter a reference, then in Posting Date enter the date of the claim
3. Enter the following information to record the accrued income.

N/C       Name                           Details              T/C       Debit                Credit

1150     Job Retention Sche        Job Retention    T9        10,500.00

-me Accrued Income      Scheme claim

4950     Job Retention Sche        Job Retention                T9                                10,500.00          -me grant received            Scheme claim

4. Click Save then click Close.

Record grant received

 You should record grants received as a bank receipt to the Job Retention Scheme Accrued Income Nominal code.

We will use the following example

• A government grant for £10,500 on 24^th April 2020
• The grant is received into the company current account, nominal code 1200.
• Use T9 as most grant income will not attract a VAT liability.

1. Click Bank accounts, click Receipts then click bank receipts.
2. Complete the Bank receipts window as follows:

Bank    Date                 N/C       Details               Net                  T/C       Tax

1200     24/04/2020        1150     Job Retention                10,500.00          T9        0.00

Scheme Accrued

Income

3. Click Save then click

If you would like help setting up new nominal codes, including nominal codes in your Chart of Accounts, entering journals, grant income etc. or need any other help etc or would like a quote or to purchase an upgrade please contact us

Payroll- Running Reports in Sage 50cloud Payroll

Sage 50 Payroll contains many reports to help you get the information you need from your software, and there are different ways to run those reports.  You can print the report, preview it with or without printing, as it as a file or even email it.

Report Types

Pre-update reports

You can run pre-update reports by clicking Payroll, then Pre-update Reports. These reports provide information about the current un-updated pay run, including payslips and payment summary reports.

Post-update reports

For updated pay periods, you can run reports from the Reports option above your employee list.  These reports provide information about updated pay periods, year end, legislation and company information, and other useful details.

Historical reports

You can access historical reports from by clicking Payroll, then Printing Historical Reports.  In this area, you can run reports for all updated pay periods in Sage 50cloud Payroll, including previous tax years, without the need to change your process date.

Preview or print a document

You can view a report on screen by preview, or you can print a physical copy onto paper using the Print option.

1. Select the required document you want, for example a Form P32 – Employer Payment Record.
2. To preview the report, click Preview.
3. To print the document click Print, check your printer settings then click OK.

Save a document to file

It’s easy to save a document to file and there is a range of file types to choose from, including PDF, Microsoft Excel, CSV, text and more.

1. Select the document you want to save then click Export.
2. Enter a file name, then choose the type of file you want to save as, then click Save.
3. Enter any required criteria, then click OK.

Export a report to Excel

To use this option, you must have a compatible version of Microsoft Excel installed on the same computer as Sage 50cloud Payroll.

1. Select the document you want to save then click report to Excel.
2. If the report contains criteria, enter the ranges for the information you want to see, then click OK.

The report automatically opens Microsoft Excel.

Email a Report

If you have Microsoft Outlook, you can email reports from your software as attachments without the need to configure any settings.

1. Select the document you want to save then click Email.
2. If required, enter your criteria, then click OK.

A missing email settings screen appears.

3. Click Yes, then select your Provider and Format.
4. Click OK.

If you would like help finding a report or running a report in Sage 50cloud Payroll or need any other help or advice with your payroll please contact us

Accounts – Process a grant received

There are new grant schemes available across the UK to support small business during the coronavirus outbreak.

Process a grant received

Create a small business grant nominal code

In Sage 50cloud Accounts we recommend that you create a new nominal code within the Other income area of your Profit and Loss Account for the Small Business Grant received.  It is recommended that you use nominal code 4920, or the next available code, unless advised otherwise by your accountant.  This will help you when you when reconciling any grant income received.

1. On the left hand side of the screen click Nominal Codes the click New/edit at the top of the screen.
2. Complete the Nominal Record window as follows:

N/C       Enter the nominal code you want to create eg 4950.

Name   Enter the name of the account eg Small Business Grant.

3. Click Save then click Close.

If not already included, you must add your new nominal code to your existing Chart of Accounts.  If preferred you can show coronavirus grants as a separate category on your Profit and Loss account.

Post the grant received into your bank account

For the purpose of this article we will use the following example:

• The company receives a grant of £10,000 on 20^th April 2020.
• The grant is goes into the company current account, nominal code 1200.
• In this example, we’re using the non-vatable tax code, T9.*

1. Click Bank accounts, then click Bank receipts.
2. Complete the Bank receipts window as follows:

3. Click Save then click Close.

* For VAT registered businesses, income is vatable if it’s within the normal scope of a business or linked to a supply.  Coronavirus related grants are one-off events unrelated to any supply of goods or services.  Whilst it’s unlikely that any grant income will attract a VAT liability, you should seek specific advice from you accountant.  Grant income is likely to be considered income for corporation and income tax purposes.

If you would like help setting up new nominal codes, including nominal codes in your Chart of Accounts, entering grant income etc. or need any other help etc or would like a quote or to purchase an upgrade please contact us