Accounts

Schedule check data and backups automatically

It’s easy to schedule check data and and backups even when you are not there to run automatically, giving you total piece of mind that your data is safe all the time.

Backup Manager makes managing your check data and backup simple.

You can schedule these to run automatically even if you do not have your software open, you can still work while your checks and backups are running.

To set up automatic check data and backups:-

1. Log into a Sage Accounts using the Manager login and password.
2. Click File, click Schedule back up then click the Settings tab.
3. Enter your backup schedule settings as required.

Check data and backup schedule – choose whether you want to run check data, or backups, or both, and how often you want to run them.  The time is based on the server clock, not the clock on the local computer.

Company name – Select the companies you want the check data and backup schedule to apply to.  The same schedule applies to all selected companies.  If you have integrated your Sage 50cloud Accounts with Microsoft 365, to upload a backup of your data automatically to Microsoft OneDrive, select the OneDrive check box for the required companies.

Sage 50C OneDrive email notifications – Sage 50cloud Accounts only – If you set your backups to upload to Microsoft 365, you can choose to receive an email notification each time a backup is made.  This email includes the status of the backup and whether there are any errors in your data.  This is a good idea because it lets you know if there are problems with the data that is being backed up.

File types to include in the backup – select the types of file you want to include in your backups.  Accounts data is always included.

Server disk space limit – Backups are created automatically as long as there is sufficient space on your server hard drive.  By default, the backup manager will create backups as long as there is at least 20GB of space.  You can change this if required.

4. To save the backup schedule, click Save.

Memo – if you do not have Microsoft 365 integrated we would suggest that you manually check your data on regular basis to ensure that data you are backing up is good.  To check your data files, go to > File  > Maintenance > Check Data

Note: The scheduled backups are created on the computer where the data is held, so this computer should be left on for the schedule backups to work.

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

Payroll

Change View

You can view the Employer costs on a monthly basis, to view the Employer costs click Change View (top right of screen) and select Dashboard.

The Employer Costs are shown for each Tax month as they are updated.  If you click on the + opposite a month you will then see a break down of the monthly costs such as PAYE, Total NI, Net Wages, SMP etc.

If you have entered the HMRC Payments these will also show for each Tax month in the form of a graph.

To go back to your Employee List or Dashboard etc, click Change View and select which option you want.

If you would like help with your Sage 50 Payroll or need any other help or advice with your payroll please contact us

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