Payroll- Running Reports in Sage 50cloud Payroll

Sage 50 Payroll contains many reports to help you get the information you need from your software, and there are different ways to run those reports.  You can print the report, preview it with or without printing, as it as a file or even email it.

Report Types

Pre-update reports

You can run pre-update reports by clicking Payroll, then Pre-update Reports. These reports provide information about the current un-updated pay run, including payslips and payment summary reports.

Post-update reports

For updated pay periods, you can run reports from the Reports option above your employee list.  These reports provide information about updated pay periods, year end, legislation and company information, and other useful details.

Historical reports

You can access historical reports from by clicking Payroll, then Printing Historical Reports.  In this area, you can run reports for all updated pay periods in Sage 50cloud Payroll, including previous tax years, without the need to change your process date.

Preview or print a document

You can view a report on screen by preview, or you can print a physical copy onto paper using the Print option.

1. Select the required document you want, for example a Form P32 – Employer Payment Record.
2. To preview the report, click Preview.
3. To print the document click Print, check your printer settings then click OK.

Save a document to file

It’s easy to save a document to file and there is a range of file types to choose from, including PDF, Microsoft Excel, CSV, text and more.

1. Select the document you want to save then click Export.
2. Enter a file name, then choose the type of file you want to save as, then click Save.
3. Enter any required criteria, then click OK.

Export a report to Excel

To use this option, you must have a compatible version of Microsoft Excel installed on the same computer as Sage 50cloud Payroll.

1. Select the document you want to save then click report to Excel.
2. If the report contains criteria, enter the ranges for the information you want to see, then click OK.

The report automatically opens Microsoft Excel.

Email a Report

If you have Microsoft Outlook, you can email reports from your software as attachments without the need to configure any settings.

1. Select the document you want to save then click Email.
2. If required, enter your criteria, then click OK.

A missing email settings screen appears.

3. Click Yes, then select your Provider and Format.
4. Click OK.

If you would like help finding a report or running a report in Sage 50cloud Payroll or need any other help or advice with your payroll please contact us

Accounts – Process a grant received

There are new grant schemes available across the UK to support small business during the coronavirus outbreak.

Process a grant received

Create a small business grant nominal code

In Sage 50cloud Accounts we recommend that you create a new nominal code within the Other income area of your Profit and Loss Account for the Small Business Grant received.  It is recommended that you use nominal code 4920, or the next available code, unless advised otherwise by your accountant.  This will help you when you when reconciling any grant income received.

1. On the left hand side of the screen click Nominal Codes the click New/edit at the top of the screen.
2. Complete the Nominal Record window as follows:

N/C       Enter the nominal code you want to create eg 4950.

Name   Enter the name of the account eg Small Business Grant.

3. Click Save then click Close.

If not already included, you must add your new nominal code to your existing Chart of Accounts.  If preferred you can show coronavirus grants as a separate category on your Profit and Loss account.

Post the grant received into your bank account

For the purpose of this article we will use the following example:

• The company receives a grant of £10,000 on 20^th April 2020.
• The grant is goes into the company current account, nominal code 1200.
• In this example, we’re using the non-vatable tax code, T9.*

1. Click Bank accounts, then click Bank receipts.
2. Complete the Bank receipts window as follows:

3. Click Save then click Close.

* For VAT registered businesses, income is vatable if it’s within the normal scope of a business or linked to a supply.  Coronavirus related grants are one-off events unrelated to any supply of goods or services.  Whilst it’s unlikely that any grant income will attract a VAT liability, you should seek specific advice from you accountant.  Grant income is likely to be considered income for corporation and income tax purposes.

If you would like help setting up new nominal codes, including nominal codes in your Chart of Accounts, entering grant income etc. or need any other help etc or would like a quote or to purchase an upgrade please contact us

Payroll

Get ready for the new tax year

The new tax year starts on 6^th April 2020.  Before you process wages in the new tax year you need to complete a few simple tasks to set up your software

Check you’re using the correct version

This year due to the late Budget, before you can process in the new tax year you must install v26.01

To check that you have installed Sage 50cloud Payroll V26.01

1. On the menu bar, click Help then click About.
2. In the Program Details section, check your version number starts with 01.

If your version number doesn’t start with 26.01, you need to download and install v26.01 before processing any wages in the new tax year.

Update your employees’ tax codes

For the 2020/21 tax year, the personal allowance remains at £12,500.  This means that you don’t need to update the tax codes for your employees using the Global Changes option this year.  However, you should still clear any week 1/ month 1 and check your IR Secure Mailbox for any new tax code notifications.

Clear the week 1/ month 1 flags

1. On the toolbar, click Clear, then click Swap.
2. Click Tasks, then click Global Changes.
3. Click Tax codes, then click Clear W1/M1 flag.
4. Click Yes, then click OK.

Employment allowance

If you are eligible for the employment allowance or small employers’ relief, you need to set your software to automatically claim them.

From the 2020/21 tax year, there are new rules for claiming the employment allowance.  You now need to apply to claim the employment allowance at the beginning of each tax year.

Small employers’ relief

1. Click Company then click Settings.
2. Select the Eligible for Small Employers’ Relief check box.
3. Click OK.

New legislation for the 2020/2021 tax year

Once you completed the above tasks and you have completed your year end you can continue to process in the new tax year.

Sage 50cloud Payroll v26.01 contains the legislation changes for the 2020/2021 tax year.

Accounts  

Configure your toolbars and columns

Sage have made Sage 50cloud Accounts more efficient by enabling you to configure the desktop to hide what you don’t need and make the options you need more easier to find on a regular basis.  You can also choose to display extra data columns that would normally be hidden to suit your needs.  You can configure:

• Modules on the navigation bar
• Toolbar options within each module
• Data columns

Navigation bar

1. Right-click anywhere on the navigation bar down the left hand side.
2. From the list click the module you want to show or hide.
3. Repeat step 1 and 2 for each change you want to make.

Toolbar options

1. Open the required module, for example Customers.
2. Right-click the toolbar and choose the option you want to show or hide. The options that are currently visible on the toolbar are ticked.
3. Repeat step 2 for each change you want to make.

Configuring columns

You can configure the columns in each ledger, for example, Customers and Suppliers, plus many additional windows with lists or grid views.

1. From the relevant window, right-click any column heading.

The columns that are currently visible are ticked.

2. Click the column you want to add or remove.

To reset the column view to the default, right-click an existing column, then click Use Defaults.

Accounts

Report Criteria defaults to 31/12/2019

When you run a report in Sage 50cloud Accounts V26.1 and below, the date criteria defaults to run up to 31/12/2019.

As that date has now passed, you must ensure you are using the latest version of Sage 50cloud Accounts, which includes an extended date range criteria up to 31/12/2050.

To Check your version

1. Open Sage 50cloud Accounts.
2. On the menu bar click Help, then click About.
3. In the Program Detail, check the version number.

If you are using v26.01 or below, you must upgrade to the latest version.

If the dates still defaults to 2019 after installing v26.02, please follow the steps below:

Date still defaults to 2019

 If the date still defaults to 2019 after you install the update, it is recommended that you follow the steps below.

Standard Reports

Restore the ‘reports and layouts only backups’ (this can be found by visiting Sage’s online help centre and going to article 45577).  This will refresh the default reports and layouts in your software without overwriting your data or customised documents.

Customised reports

If the issue occurs on reports or layouts that have been customised, you must follow the steps below:

1. Select the document you want to amend, then click Edit.
2. Click Report, then click Criteria.
3. Select your date criteria, for example INVOICE_DATE, then click Modify.
4. Select Present, from the Status drop-down.
5. Click OK.
6. Select the date criteria, then click Modify.
7. Select Enable, from the status drop-down.
8. Click OK, then click OK.
9. Click File, then click Exit.

Payroll

Managing departments and cost centres

There may be times when you need to analyse a group of employees, and the various parts of their pay.  For example, to run a report that shows a breakdown of the wages across the different departments/offices in your business.  To do this, simply create your departments and cost centres, then assign them to your employees.

Create a new department or cost centre

1. Click Company, then click Settings.
2. Click the Analysis
3. Enter the required information in the Ref. and Name boxes, then click OK.

Assign an individual employee

1. Double-click the relevant employee, then click Analysis.
2. Click the downward arrow next to Department or Cost Centre and choose the relevant department or cost centre
3. Click OK, then click Save.

Assign a group of employees

1. Select the required employees.
2. Click Tasks then click Global Changes
3. Click Departments, or click Cost Centres.
4. Click Assign Employee(s) to Department or Assign Employee(s) to Cost Centre.
5. Select the relevant department or cost centre you want to apply to the employees.
6. Click OK, then click Yes.
7. Click OK.

Remove a department or cost centre from employees

1. Select the relevant employee(s).
2. Select Tasks then click Global Changes.
3. Click Departments or click Cost Centres.
4. Click Assign Employee(s) to Department or Assign Employee(s) to Cost Centre.
5. Select No Department or No Cost Centre.
6. Click OK, then click Yes.
7. Click OK

Delete a department or cost centre

1. Click Company, then click
2. Click the Analysis tab, then select the department or cost centre to be deleted.
3. Press F8 on the keyboard.
4. Click Yes, then click OK.