Accounts  

Backup up your data

It’s easy to take a backup of your company data and it’s a good idea to do this on a regular basis for each company.  How often you do this depends on the amount of data you enter and how often you access you Sage.

Backing up does not take long but if you have a large amount of data this can take a little longer.

To create a backup

1. Open the required company, click File, then click Back up.
2. Note the suggested file name or edit the name as required, please note the file name must end in .001.
3. Click Browse, choose a location to save the file to, click OK.
4. If you want to back up other files such as reports and layouts, select them from the list or choose Select all file types to include in backup.

We recommend that you back up data every day, you can backup other files and we have included below a list of each file type and when you should back it up.

Transaction Attachments – when you have added new attachments.

Report Files – when you have customised a new report.

Layout Templates – when you have customised a new template file such as invoices or statements etc.

Record Attachments – when you have attached new documents to customer/ supplier records and/ or saved new bank reconciliation PDFs.

Image Files – when you have added any new images to Stock Records.

Company Archives – when you have added a new company archive.

Email Database – when you have added new email data files (this feature is rarely used and is not available by default unless enabled.

HMRC Submission – this includes details of submission information of VAT Returns, EC Sales List and CIS Monthly Return submission data.

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

Accounts  

Checking what Customer invoices are due

Knowing what you are due to be paid each week can help you to manage your cash flow.  In Sage 50cloud Accounts you can run the Outstanding Customer Invoices By Due Date report to see exactly when invoices for each customer are due to be paid.

1. On the left-hand menu click Customers, then on the top toolbar click Reports.
2. In the left pane click Customer invoices.
3. Click Outstanding Sakes Invoices By Due Date, then click Preview.
4. Enter any criteria if required, for example, you may want to see invoices due in a certain date range, then click OK,
5. If required, from the Preview window you can print, export or email the report.

The report appears showing the transactions, grouped by customer and sorted by the due date, if a customer has gone past their due date you can chase them up.

If you would like further help with this report or any other report or need any other help with your Sage Accounts please contact us

Payroll

Correcting personal employee information

If you have submitted an FPS and then you find an employee’s personal details are incorrect in Sage 50cloud Payroll, there are various things you need to do.

• If the employee’s personal details have changed, for example surname or address, they might have moved house, you must advice your employee to contact HMRC to report the change, it is their responsibility to do this. You can enter the correct employee details into their record for submission on your next FPS when they have reported the change to HMRC.
• If the error relates to the date the employee started work for you, DO NOT change the start date on your next FPS as this results in duplication of the employee’s record on HMRC systems, which will cause massive problems. If you need to correct this error, contact HMRC.

NOTE: If you enter the new details in your software, but do not report the changes to HMRC, the new details don’t update on the employee’s record at HMRC.  This might result in a query from HMRC.

If you would like help setting up new employees or correcting/changing details for an employee or need any other help or advice with your payroll please contact us

Accounts

Checking to see if sales invoices have been sent or updated

It is very quick and easy to check for customer invoices which haven’t been emailed out, printed or posted to the ledgers within 14 days.

To do this

1. On the left navigation bar click Transactions then click at the top of the screen Accounts audit.
2. Select the Identify invoices not updated and/or printed within 14 days check box then click OK.
3. Enter the date range you want to check then click OK.

The Accounts audit window displays any invoices that haven’t been emailed out, printed or posted to the ledgers within 14 days.  You can then investigate and send or post any missing invoices are required.

TIP:  You can send the results to Microsoft Excel, click Send to Excel – where you can then further sort and investigate the list.

If you would like further help with customer invoices etc or need any other help with your Sage Accounts please contact us