Payroll

Paying your employees at Christmas

You may need to pay your employees on a different date to normal over the Christmas break due to Holidays. If you pay early or late, it is important that you submit the correct process date on your FPS.

Paying Early

If you are paying your employees early due to a bank holiday or Christmas, HMRC’s advice is to use your normal pay day as your process date. This also applies if you are advancing pay over Christmas.
For example, if your normal pay day is the 25th of the month but in December you are going to pay your employees early on the 22nd of December. You must use your normal process date of 25/12/2022, send the employees their pay on 22nd December and submit your full payment submission (FPS) on or before 25th December 2022.

Doing this helps to protect your employees’ eligibility for Universal Credit, as reporting the payday in as the payment date can affect entitlements.

Paying Late

If you are going to Pay your employees on the first day after the holidays, you should still process your payroll using your normal process date.
In the situation, HMRC recommend you send your FPS early, but if you send your FPS on a later date than your regular payday, you must select code G: Reasonable excuse as the reason the FPS is late.

Memo – remember do not advance your employees wages past the 6th of January until you have downloaded Sage Payroll V29.3 update as the changes to the NI rates could cause problems.

If you would like help paying your employees either early or later or need any other help or advice with your payroll, please contact us

We can also provide a remote access service where we can directly link into your computer to help you resolve your Sage Accounts or Payroll problems.

Accounts

Memorise Journals

Is there a journal or journals you need to enter every month such as a month end accounting journals or a salary journal.  If you have entries that you post regularly you can use the Memorise and Recall options to save you time and prevent mistakes

Memorise the Journal

1. Nominal Codes > Journal entry
2. Enter the information as normal into your journal, but before you click Save, click ‘Memorise’.
3. Filename* – enter a file name.
4. Description – enter a description of the journal eg Monthly Wages
5. Click Save.

Recall Journal

1. Click Recall.
2. Scroll down the list of saved journals till you find the one you want then click Load.
3. You can the date, amend the Reference or department or details, change a nominal code or a debit or credit.
4. You can add or delete lines by using F7 to insert a line and F8 to delete a line.

Memo: remember the journal must balance before you can save it.

Editing Memorised Journals

You can edit memorised journals if the information is changing on a permanent basis.

1. Click Recall.
2. Scroll down the list of saved journals till you find the one you want then to make the changes to and make a note of the exact file name, then click Load.
3. Amend the journal as required, then click ‘Memorise’.
4. Use the same file name as noted in point 2.
5. Click yes to the message ‘Overwrite Contents’ and your changes will be saved.

Memo: If you have got ‘Copy skeleton journal values’ ticked in ‘Company Preferences’ > ‘Parameters’ you can save the Debits and Credits on your memorised journal.

If you would like help setting up memorised journals or need any other help with your Sage Accounts, please contact us

Payroll

Show alternative row colours on your employee list

To make things easier when you are working with a large list of employees in Sage 50 Payroll, you can add alternative colours to the employee list.

Set Alternative row colours

1. Click View, then click Options.
2. Click the Colours
3. Ensure the Ignore colours check box is blank.
4. Next to Alternative Employee Lines, click the second icon
5. Select a basic colour.

TIP: Or, to add a custom colour, click Define Custom Colours, then Add to Custom Colours

6. Click OK

If you need help setting up alternative row colours or need any other help or advice with your payroll please contact us

We can also provide a remote access service where we can directly link into your computer to help you resolve your Sage Accounts or Payroll problems.

Accounts  

Supplier Batch Invoice or Credit Note

A Supplier batch invoice or credit note is a simple way to record a purchase or a credit note from a supplier.

1. Click Suppliers and then click Batch invoice or Batch Credit.
2. Enter the details as follows:-

A/C*  – enter the supplier’s account reference.

Date* – enter the date of the supplier invoice/credit.

Due On*  – This is the date the invoice payment is due for payment and is based on the terms you have agreed with your supplier and is set up in the credit control area of their record.  If you have not set up terms this will be by default set at 30 days.

Ref/ Credit No – You can enter the supplier’s invoice number or credit note number or your own reference number.  This is the reference which will appear on your reports.

Ex. Ref – An additional reference option.  This does not appear on a lot of the reports.

N/C* – The default nominal code per the supplier’s record appears, if needed you can change this, just typing in a new code or press F4 and click the relevant code.

Department* – enter the correct department number if departments are being used.

Project Ref and Cost Code – To allocate this invoice or credit note to a project, enter the relevant project reference and cost code.

Details – Enter any additional details.  TIP as you type, the ActiveSearch Popup finds the closest match and displays them in a popup list for you to choose from.

Net – Enter the net amount of the invoice or credit note.

To calculate the net amount from the gross amount, enter the gross amount then press F9, Sage 50 Accounts calculates the net and VAT amount using the tax code in the T/C box.

T/C – The default tax code from the supplier record automatically appears, this can be changed if required.  If more than one tax code is required, simply enter multiple lines.

VAT – This is the amount of the VAT calculated, based on the tax code and the net amount, this can be amended if required so it matches what is on the supplier’s invoice.

Gross – This shows the gross amount of the invoice or credit note and is calculated automatically.

Disputed? – If the supplier invoice is disputed, you can choose a dispute reason in the Disputed? column.

Amount Paid – Invoices only – if you want you can enter the amount you want to pay, you can also enter part payments if required.

Pay Date  – Invoices only – enter the date you want to pay the invoice(s).

Bank A/C – Invoices only – Your default bank account appears.  If you need to change this either type in the code of the bank account you want or click the arrow and then double-click the required bank account.

Pay Ref –  Invoices only – Enter a reference for the payment or when using e-payments, to make the transaction appear as an e-payment, enter (BACS) as the Pay Ref.

3. Click Save

You can either save after each entry or carry on to the next line and choose a different supplier.

If you would like help entering supplier batch invoices or credit notes or need any other help with your Sage Accounts please contact us