Payroll

Processing a leaver

You must make sure that you process all leavers before you run your Payroll year end routine.

When an employee leaves your company, you need to provide them with a P45 and inform HMRC that they have left.

Process your employee’s final pay

1. Click Payroll, then click Change Process Date.
2. Enter the required pay date, then click OK.
3. Select the employee(s) you want to pay, then click Enter Payments.
4. Enter the payment details for any other employees in the pay run as normal.
5. For the employee(s) who have left, enter their final payment details.
6. Click the Select this check box if your employee is leaving and this is their final payment check box.

NOTE: When you select this check box, any outstanding payments, such as statutory payments are calculated automatically.

7. If required, check and pay any outstanding amounts due, such as holiday then click
8. Print any of your normal pre-update reports, such as payslips and payments as usual.
9. Update records for your employees for the pay period.

Mark your employee as a leaver and print their P45

You now need to mark them as  leaver and print their P45.

1. Click Payroll, then click Change Process Date.
2. Change the Process Date to the employee’s leave date then click OK.
3. Double-click the required employee.
4. Click the Employment tab, then click Leaver.
5. Click Next, then enter the employee’s leave date.
6. On the select your stationery list, click P45 – Plain paper (for eSubmissions).

TIP: This report prints onto plain paper.  You don’t need P45 stationery.

7. Click Preview, then check the details on the report.
8. Click Print, then click OK.
9. Click Close then click Finish,
10. Click Payroll then click Change Process Date.
11. Change the Process Date to your current process date, then click OK.

Submit to HMRC

You can now submit a full payment submission as normal for the pay period.  If you have already submitted the FPS for the period, simply submit a full submission adjustment.

If you need help processing a leaver or need any other help or advice with your payroll please contact us

Accounts

Setting up a New Customer Record

A customer record helps you to manage contacts, track sales and track debts.

There are two ways you can create a customer record.  You can create one within Sage 50 Account, or you can import customer records via an Excel spreadsheet or CSV file, which is useful if you need to create multiple records.

How to create a Customer within Sage 50 Accounts

Each customer has a separate record which is unique to them.  The record holds lots of information such as contact details, discounts, when a sales invoice is due etc, contact details are used when printing invoices statements etc.

To create a new Customer record, click Customers > New or double click any customer and then click Clear Form.

Details

The first tab you will need to fill in is the Details tab and this is the most important tab.

ACCOUNT DETAILS

A/C* – The account reference for the customer’s record, this is an alpha numeric field up to 8 characters . Once the record has been saved, this can’t be changed .

Company name  – The customer’s name.

Balance – This shows the balance on the customers balance.  You can add an opening balance here but we do not recommend doing that.

Inactive – Select this check box to flag the customer account as inactive.

REGISTERED ADDRESS

Address, Post Code, Country – The customer’s address details.  You can now paste in the address by clicking the icon next to the address.

VAT Number – If needed, enter the customer’s VAT number.

EORI – If the customer has an Economic Operator Registration and Identification (EORI) number it can be entered here.

CONTACT INFORMATION

Contact name – The name of the customer’s main contact.

Trade contact – The name of the customer’s trade contact.

Telephone – The customer’s telephone number.

Telephone 2 – A second telephone cumber can be added such as a mobile number.

Fax – The customer’s fax number.

Website – The customer’s website address.

SOCIAL MEDIA

Twitter, Linkedln, Facebook – you can add the customer’s Twitter handle, Linkedln and Facebook account details.

EMAIL SETTINGS & ADDRESSES

Email 1, Email 2, Email 3, Email 4, Email 5, Email 6 – The customer’s email addresses.

I send letters, statements, etc to this customer via email – Select this check box if you communicate with this customer by email.

The second tab on the customer record is the Defaults tab

CUSTOM FIELDS

Analysis 1, Analysis 2, Analysis – Use these custom fields to identify customer types for reporting and analysis.

PRICING AND DISCOUNTING

Discount % – Enter the percentage discount offered to  this customer,  This is an unconditional discount.

Additional Discount – only available in Sage 50 Accounts Plus and Professional.

Price List – only available in Sage 50 Accounts Plus and Professional.

MISCELLANEOUS DEFAULTS

Default Nominal Code – The nominal code to use by default for any batch invoices or credits for this customer.

Use Default Nominal Code for Sales – Select this check box to use the customer’s default nominal code for all product invoice and credit notes.

Default Tax Code – The tax code to use by default for any batch invoices or credits for this customer.

Use Default Tax Code for Sales – Select this check box to use the customer’s default tax code for all product invoice and credit notes.

Currency – Foreign Trader only – choose the correct currency for this customer.

Department – Select the default department for this customer, if required.

Reporting Password – for use with secure PDF documents.

Incoterms – Select as required.

TIP: You can copy an existing customer’s record, highlight the relevant customer, then click Duplicate.

If you would like help with setting up or amending a customer’s record or need any other help with your Sage Accounts please contact us