Accounts

Setting up a New Supplier Record

A Supplier record helps you to manage contacts, track purchases and creditors.

There are two ways to create a supplier record.  You can create one within Sage 50 accounts, or you can import supplier records via an Excel spreadsheet or CSV file, which is useful if you need to create multiple records with similar information or are transferring information from another system.

How to create a Supplier within Sage 50 Accounts

Each supplier has a separate record which is unique to them.  The record holds lots of information such as contact details, details of purchase etc, bank information etc.

To create a new Supplier record, click Suppliers > New or double click any supplier 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 supplier’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 supplier’s name.

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

Inactive – Select this check box to flag the supplier’s account as inactive.

REGISTERED ADDRESS

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

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

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

CONTACT INFORMATION

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

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

Telephone & Telephone 2  – The supplier’s telephone numbers can be added here .

Fax – The supplier’s fax number.

Website – The supplier’s website address.

SOCIAL MEDIA

Twitter, LinkedIn, Facebook – you can add the supplier’s Twitter handle, LinkedIn and Facebook account details.

EMAIL SETTINGS & ADDRESSES

Email 1, Email 2, Email 3,– The supplier’s email addresses.

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

The second tab on the supplier record is the Defaults tab

CUSTOM FIELDS

Analysis 1, Analysis 2, Analysis 3 – Use these custom fields to identify supplier types for reporting and analysis.

DISCOUNTS

Discount % – Enter the percentage discount offered by this supplier.  This is an unconditional discount.

MISCELLANEOUS DEFAULTS

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

Use Default Nominal Code for Purchases – Select this check box to use the supplier’s default nominal code for Purchases.

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

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

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

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

Reporting Password – for use with secure PDF documents.

Incoterms – Select as required.

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

Select the Credit Control Tab – it is up to you if you fill in this information

Terms

Credit Limit – The supplier’s credit limit.

Settlement Due – If your supplier offers an early settlement discount, enter the number of days the discount applies.

Sett. Discount – The early settlement discount percentage.

Payment Due – The number if days after which an invoice is classed as overdue.  In Sage 50cloud accounts V28.0 and below, this is left as zero, the default value is 30 days.  In Sage 50cloud accounts V28.1 and above, if this is left as zero, you can choose whether 0 days or 30 days is used.

Payment Due From –  Choose the required payment terms from your supplier.

Trading Terms Text – The agreed trading terms with your supplier.

Credit Reference  – The supplier’s credit reference, if required.  You can use this information to check the supplier’s credit status.

Bureau – The supplier’s credit bureau, if required.

Priority Supplier – select this check box to treat this supplier as a priority when managing payments.

Credit Position – The supplier’s credit status.

Account Status – The supplier’s account status.  You may use this feature to put the account on hold etc.

DUNS Number  – The DUNS number (Data Universal Numbering System).

Credit Review

A/C Opened – The date you started trading with this supplier.

Last Credit Review – The date you last reviewed your supplier credit details.

Next Credit Review – The date of the next proposed credit review.

Application Date – The date you applied for credit.

Date Received – The date you received credit.

Memo – Enter any relevant notes here.

Restrictions

Can charge credit – Select this check box if your supplier charges you interest for late payments.

Restrict mailing – Select this box to exclude this supplier from mailings.

Terms agreed – Select this box if you’ve agreed credit terms with this supplier.  If you don’t tick this check box when you create the supplier record, a message appears every time you access the account that states the terms have not been agreed with this account.

Account on Hold – The Account On Hold box is populated depending on the Account Status selected and is therefore not available to select.

Select the Bank Tab – it is up to you if you fill in this information

Bank Details

This is mainly used for reporting purposes.

Payment Details

This is mainly used for reporting purposes

Select the Alerts Tab – In Sage 50 Accounts v27 and above you can set up custom alerts, we have covered how to do this January Newsletter.

Select the Communications Tab – You can enter details of communications with your supplier.

Select the Memo Tab – You can enter miscellaneous information and attach documents and references to the record.

Select the Activity Tab

This screen is filled in when you start posting transactions to the suppliers account and shows the details of each transaction.

Select the Purchases Tab

This screen shows an overview of the trading between you and your supplier.

Select the Order Tab

The Orders tab shows you a summary of your supplier’s orders and their status, if you are using Sales Order Processing.  From here you can open any order to view the order details (Professional only).

Select the Graph Tab

This provides a graphical representation of the monthly invoices, credits and balances.

If you would like help with setting up supplier records or need any other help with your Sage Accounts please contact us

Payroll 

Payroll New Year

1. Check you’ re using the correct version

Before you start processing the new tax year, you must have installed the update for the 2023/24 tax year.

2. Update your employees’ tax codes

For the 2023/24 tax year, the personal allowance and emergency tax code remains the same at £12,570 and 1257L  This means you don’t need to change your employees’ tax codes unless informed by HMRC.

You do however need to remove the week 1 / month 1 flag on any employees’ tax codes before processing in the new tax year.

3. Small employers’ relief

If you are eligible for small employers’ relief (previous years gross National Insurance must be less than £45,000)

4. Apply for Employment Allowance

TIP: make sure your process date is set to 6/04/2023 before completing this.

In the 2023/2024 tax year the employment allowance allows eligible employers to reduce their annual Employers National Insurance liability by up to £5,000.

Submit the Employer Payment Summary (EPS) for Employment Allowance

1. Click Company, then click Settings.
2. Click the Apply for EA
3. From the State Aid drop-down menu, select one of the following options:

• Applicable
• Not Applicable

If State Aid is applicable, select the relevant State Aid Sector.  For more information on State aid, visit Gov.uk

4. Click Submit then click Continue, then click Submit then Submit

At this stage, HMRC receives an EPS with Employment Allowance application.

• If your application is unsuccessful, you receive a notification in your IR Secure Mailbox within five working days.
• If you don’t hear back from HMRC, then your application has been successful, and you can then select the Eligible for Employment Allowance check box within Company then Settings.  Once you select this check box, your software is set up to calculate Employer Allowance.

Memo

If you select the Eligible for Employment Allowance check box after you’ve already processed one or more tax months, you must re-run your P32 for each month of the tax year starting from month 1.  Sage 50 Payroll then calculated the Employment Allowance due in each period, and records these values in Company Settings > HMRC Payments of your software.

If you need help setting up your Payroll for the new tax year 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.

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