Sage 50cloud Payroll

Sending submissions to HMRC

Every time you process your payroll, your need to submit information to HMRC.  To ensure HMRC are receiving your submissions, you can run a submissions health check.

Check your submission details in Sage Payroll are correct

The first thing you need to check is that all of the HMRC details used to submit your payroll information are correct.

1. Click Company then click Settings.
2. Click the Details tab then ensure the Tax Dist./Ref. is correct.

This is also known as your PAYE reference number.

3. Click the HMRC Payments tab then ensure the Accounts Office Reference is correct.
4. Click OK.
5. Click e-Submissions then click e-Submission Settings.
6. Click the Settings tab then ensure the Company Name and Tax Dist./Ref. are correct.
7. The User ID and Password are your login credentials for the HMRC Government Gateway. If you are unsure of your details please contact HMRC.
8. Click the Contact Details tab then ensure the contact details for the person registered with the Government Gateway.
9. Click Save then click Close.

Check the values you are submitting are on time and correct

The most important and common submission you make for RTI is the FPS.  You must submit this every time you pay your employees and it’s important that you submit it on or before the date the employees actually receive their pay.  If you submit after this date, you must enter a reason as to why it’s late and you may receive a penalty from HMRC.

As well as sending your information on time, it’s important that what you actual sending is correct.  This means you will not need to reprocess and resubmit information at a later date.

Ensure you get a submission successful message

Every time you make a submission to HMRC through Sage Payroll, it checks for a response from the Government Gateway to say whether or not the submission was successful.

If the Government Gateway is busy, it may take some time to receive a response.  Using the Check again later option, you can continue working and leave the submission running in the background.  You can then collect your response at a later date.

If the submission is successful, you get a message notifying you of this and you have the option to view and print the submission log.

It is strongly recommended that you view the submission log and make a note of the correlation ID.  This is the confirmation that your submission was make successfully and you can use it to help refer to a specific submission when speaking to HMRC.

If the submission was unsuccessful, you can click to see why the submission failed.

To check past submissions, click e-Submissions, then e-Submissions Log and you can then view any past submissions.

Check for the email confirmation from HMRC

When you make a submission to the Government Gateway, a confirmation email is automatically generated and sent to you.  The email is sent to the email address you registered on your Government Gateway account.  To locate this in Sage 50cloud Payroll

1. Click e-submission then click e-Submissions Settings.
2. Click Contact Details then click E-Mail.

We recommend that you save this email for future reference.  If you don’t receive this email, check your junk or span folders.  If you still haven’t received an email but you have a correlation ID, you should contact HMRC on 0300 200 32000.

Check the values on your Government Gateway account are what you expect

We recommend that you regularly log in to your Government Gateway account and check your values.  HMRC have an online PAYE Liabilities and Payments Viewer that you can use to check your own account to see what is due and what payments you have submitted.

If you would like help with your Payroll Submissions or need any other help or advice with your payroll please contact us

Sage 50cloud Accounts

How to check your audit trail for possible duplicate transactions

It is a good idea every so often to check your data for possible duplicated transaction.

To do this:-

1. Click Transactions, then click Accounts audit.
2. Select the Identify possible duplicate transactions check box then click OK.
3. Enter the date range you want to check then click OK.

The Accounts audit window displays any possible duplicate transactions. Transactions appear if they have the same transaction type, details, account, nominal code, date, reference, net amount and tax amount. You can then investigate and then remove any incorrect duplicates

If you would like help checking for duplicate transactions, or need any other help please contact us

Accounts

Selecting Multiple Records

Using Sage 50cloud Accounts, there are two different methods of selecting multiple records.

There are times when you may want to select more than one record at a time, for example you might want to highlight six different customers at once.

When selecting more than one record, here are two methods you can use:

• Windows selection style – select multiple records in conjunction with the shift and Ctrl keys.
• Sage selection style– select records by clicking them individually.

When you first install the program, Windows style selection is turned on by default.

Choose the selected method

1. Click Tools then click Options and click the Environment
2. Click the required List selection style then click OK.

Windows style selection

Select multiple records

Select continuous records:

1. Click the first record in the list you want to select
2. Press and hold the Shift
3. Click the last record in the list you want to select.

Select non-continuous records

• Press and hold the Ctrl key then click any required records.

Find a specific record

By entering a sequence of alphanumeric characters on the keyboard, the record selected will relate to all the characters entered.  For example, if you enter SA whilst in the Customer window, the first customer record starting with SA will be selected.  If you enter the same characters again, without a pause, the next record starting with those characters is selected.

Note: Where the window can be sorted into a different order, based on the column heading, the record selected will be based on the current sort.  For example, if the customer records are sorted in name order then the record selected is based on  the Name column, rather than the A/C column.

Sage style selection 

Select multiple records

To select multiple records, you can just click them individually, one by one, or the Swap and Clear options.

• Swap – swaps the selection on the currently selected records.
• Clear – clears the selection on the currently selected records.

Find a specific record

By entering a sequence of alphanumeric characters on the keyboard, the record selected will relate to all the characters entered.  For example, if you enter SA whilst in the Customer window, the first customer record starting with SA will be selected.  If you enter the same characters again, without a pause, the next record starting with those characters is selected.

Note: Where the window can be sorted into a different order, based on the column heading, the record selected will be based on the current sort.  For example, if the customer records are sorted in name order then the record selected is based on  the Name column, rather than the A/C column.

If you would like help changing from one selection style to another or need any other help please contact us

Payroll

Holiday Schemes

You can manage and record the holidays your employees book and have taken within your Sage 50 Payroll.  You can create different holiday schemes for different employees

Assign a holiday scheme to an employee

1. Double-click the relevant employee.
2. Click the Absence tab, then click Holiday.
3. Select the required Scheme Number (see previous month’s newsletter on how to set up a scheme), then click Ok
4. Check the holiday scheme details are correct, then click OK.
5. Click Save, then click Close.

You have now assigned a holiday scheme to an employee.  You can now start recording holidays taken.

Record holidays booked and taken

1. Double-click the relevant employee.
2. Click the Absence tab, then click Diary Entry.
3. From the drop-down lists, select Holiday.
4. Click Booked or Taken.
5. In the From drop-down, Choose AM or PM, then enter the required date.
6. In the To drop-down list, Choose AM or PM, then enter the required date.
7. If required, enter details of the holiday in the Comment Box.
8. Click OK, then click Save.

You have now recorded a booked or taken holiday on your employee’s absence diary.  The total number of days is deducted from their entitlement.

If you would like help recording your employees holidays etc or need any other help or advice with your payroll please contact us