Sage 50 Accounts User Guide

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Copyright© Sage (UK) Limited, 2009. All rights reservedWe have written this
guide to help you to use the software it relates to. We hope it willbe read by
and helpful to lots of our customers and because of this it is written asgeneral
rather than specific guidance. As we have written the article, we own thecontent
of it; this is known as “copyright” and our ownership is shown as “© Sage
(UK)Limited, 2009”. This means you may not copy, modify or distribute the
article (eitherelectronically or otherwise) without asking us first.We always do
our best to make sure that the information in the article is correct butdue to
being general guidance we don’t make any promises about the accuracy of
thearticle’s contents for your particular needs. You should also consider
takingprofessional advice when appropriate, for example to ensure that the
results obtainedfrom using the software comply with statutory requirements.If we
refer you to non-Sage information sources (for example, HMRC’s website), thisis
because we want to be helpful but as we don’t have any control over the
contentsof those non-Sage sources we can’t accept responsibility for them. If
any non-Sagetrademarks are used in the article, we acknowledge the ownership of
them by therelevant owner.Sage (UK) LimitedNorth Park Newcastle u on T ne NE13
9AA Line50.book Page 2 Tuesday, July 14, 2009 8:17 AM
Read This FirstThis document is the Sage 50 Accounts User Guide. It is intended
to be read by all users of theSage 50 Accounts software, and is designed to
guide users through all the tasks associatedwith installing, setting up, and
running the system.The guide is divided into a number of chapters, which fall
into logical groups.The first two chapters are concerned with installation and
helping you get started using thesoftware. They are intended mainly for new
users. Welcome to Sage 50 AccountsThis chapter describes how to install the
software onto your PC, how to register it, and thesupport and training options
available to you. Getting Started with Sage 50 AccountsThis chapter describes
how to access the software for the first time and how to use thedemonstration
data to get used to the way in which the system works. It also provides aguided
tour of the Sage 50 Accounts desktop.This chapter also gives you an overview of
the tasks involved in setting up Sage 50Accounts ready for use, and a
description of the administrative and maintenance tasks,which need to be carried
out from time-to-time to help keep it running smoothly.The next three chapters
describe how to set up Sage 50 Accounts. New users will need to carryout the
tasks described in these chapters in order to provide the software with the
informationit needs to satisfy the accounting needs of your organisation.
Existing users will carry out thesetasks from time-to-time, to help keep their
information up-to-date. Setting up Sage 50 AccountsThis chapter describes how
you define various system settings, preferences and defaults. Setting up your
Chart of AccountsThis chapter describes how to set up and maintain a chart of
accounts. Setting up RecordsThis chapter describes the tasks involved in
maintaining records, including nominalaccounts, bank accounts, customers and
suppliers, products, and projects.Chapters 6 to 12 cover the full range of
accounting tasks. You will only need to carry out thosetasks which are
appropriate to your organisation. The content of each of these chapters
isdesigned to match the way in which the functionality of the software is
divided into modules. Company TasksCompany tasks include: prepayments and
accruals, managing fixed assets, preparingIntrastat declarations and VAT
returns, entering scale charges, carrying out month end andyear end processing,
entering journals, and clearing down and compressing old data.Line50.book Page 3
Tuesday, July 14, 2009 8:17 AM
Banking TasksBanking tasks include: recording receipts, payments, transfers,
reconciling accounts,creating and processing recurring transactions, and
managing petty cash. Customer TasksThese include: setting pricing and discounts,
handling quotations and proformas, salesorder processing, handling invoices,
dealing with recurring transactions, receivingcustomer payments, and managing
credit notes. Supplier TasksThese include: supplier pricing, processing purchase
orders, entering invoices, payments,and credit notes. Product Tasks (Stock)These
include: stock taking, recording adjustments in and out, handling shortfalls
andstock returns, managing bills of materials, and allocating and issuing
stock. Project Tasks (Accounts Plus and Accounts Professional)Project tasks
include: setting up a project, applying costs, working with purchase
orders,enquiries, analysis and reporting, billing the customer, and completing
the project. ReportingSage 50 Accounts provides a wide range of financial and
management reports.The final group of chapters describes particular tasks, which
can be performed using Sage 50Accounts but which may not be required by all
companies. These include: Support ToolsSupport tools are options and utilities
designed to save you time, so that you spend lesstime entering data and more
time running your business. Working with Foreign Currencies and AccountsThis
chapter contains information on how to handle foreign currency accounts
andtransactions in Sage 50 Accounts, and includes the use of the Foreign Trader
feature andthe Foreign Bank Revaluation Wizard.Line50.book Page 4 Tuesday, July
14, 2009 8:17 AM Other Sage 50 Accounts documentationIn addition to this User
Guide, the following user documentation is also provided, both on yourCD and in
the software from the Help Menu: Introduction to AccountsUse this guide to
explore and understand the fundamentals of double-entry bookkeeping,and learn
about key accounting concepts. Sage 50 Accounts Opening BalancesWith this guide
you can explore the process of entering your opening balances. Sage 50 Accounts
Credit ControlThe Credit Control features within the software are fully
described, providing you with allthe tools to manage customer and supplier debt
and optimise your cash flow. Sage 50 Accounts for CharitiesThis guide explains
how to tailor Sage 50 Accounts for a non-profit making organisation.It focuses
particularly on fund analysis and SORP reporting. Getting Started with Excel
Integrated Reporting for Sage 50 AccountsThis guide aims to introduce the basic
concepts of integrating Microsoft® Excel with yourSage 50 Accounts
data. Transaction EmailThis guide explains how to set up, register, and use
Transaction Email, which allows you tosend and receive paperless invoices and
orders. Sage 50 Accounts Construction Industry Scheme (CIS)The Sage 50 Accounts
CIS module is designed for anyone, who carries out constructionwork in the UK as
a contractor, and is registered to the Construction Industry Scheme(CIS). The
guide describes the features of the CIS module, and how it is integrated
withSage 50 Accounts. Data Import in Sage 50 AccountsThis guide explains how to
import CSV and XLS files using the Data Import wizard for thefollowing types of
records: customers, suppliers, nominal ledger, stock, project records,audit
trail transactions, product transactions and fixed asset records. Sage 50 Client
ManagerThe Client Manager is an accountant tool, designed to exchange accounting
data withusers working with Sage 50 Accounts. This guide is written for
accountants, and providesan overview of Accountant Link, along with detailed
instruction on how to use ClientManager.The information provided in these guides
is intended to complement the material provided by Line50.book Page 5 Tuesday,
July 14, 2009 8:17 AM
These documents are supplied in electronic format, as .PDF files, and are
available as optionsfrom the menu displayed when you start installation of Sage
50 Accounts and, after installation,from the Help > PDF Guides menu option.We
hope you will find the documentation comprehensive. If you want to send us
yourcomments, please email the Sage SBD Documentation Team
atSageR&DTechnicalAuthors@sage.com.Line50.book Page 6 Tuesday, July 14, 2009
8:17 AM
Instructions in This GuideSage 50 Accounts is a fully Windows compatible
product, which means that all the usualwindows elements are used. This User
Guide also uses the same terminology and instructionconventions that are used in
your Windows User Guide. So, if you are familiar with Windows,you will already
know how to navigate around your Sage 50 Accounts software. If you are not,the
basic elements of Windows are described in this chapter.This guide takes you
through many different procedures, step-by-step, such as recording apayment or
running a report. To make it easy for you to follow, these instructions are
writtenusing the following conventions. For example, a step by step procedure
always starts in thesame format and continues as a series of numbered steps, as
shown below. Examples1. Select Customers > Invoice List.Note:This instruction
should be read as "select the abc module from the navigationbar on the left
hand side of the window and then select the xyz Task or Link option".2. Select
a record you want to delete from the Records list.3. Click Delete.Note:If during
a procedure you are asked to type specific text into a box, this text isalways
shown in boldface, as shown in step 3 below.4. In the Command Line text box
typed:\setup.exeand then press ENTER.If you are required to press a specific key
on the keyboard, this key is shown in CAPITALLETTERS. You will notice that the
key you needed to press in step 3 above, the ENTER key,is written in capital
letters.Italic textis generally used to refer you to other sections of the
guide, for example:5. To print your VAT Return, click Print. For more
information, seeManaging your VAT onpage 261.Line50.book Page 7 Tuesday, July
14, 2009 8:17 AM
Sage 50 Accounts User GuideSageCover Online SupportIf you have SageCover and
access to email, you can send online queries to SageCover support.To do this,
from the Sage 50 Accounts menu bar, select Help > Email Support and follow
theon-screen instructions.At www.sage.co.uk you ll find a wealth of business
advice as well as tips on how to get themaximum benefit from your new
software.Business advice includes several hundred expertly written articles on
topics ranging from Howto write a marketing plan to How to write a contract of
employment.What Information to Have Ready Before Contacting SupportA little bit
of planning and preparation of relevant information on your software and PC will
helpSupport to help you more quickly and efficiently. It will help to have the
following informationavailable: Your serial number. Your company name. From Help
> About > General and > System Information, note your software version -
buildnumber, for example 16.0.0.16, and your Windows version (All Programs >
Accessories >System Tools > System Information). From Help > About > System
Information > Directories, note your Program, Data andSettings directories. Your
last backup date, size and path - your last Check Data date. In Settings >
Company Preferences > Reporting, is the Use Data Path for Reports (UDPFR)check
box ticked? If so, what is the path? Number of Companies and Users Your .NET
version (Start > Control Panel > Administrative Tools) Your budgeting method All
relevant printouts and reports. Any relevant error messages. A brief paragraph
explaining your problem. Often the Support Advisor you originally spoketo will
be unavailable to contact you so you should include sufficient information for
anothermember of Sage’s support staff to resolve your query. A suitable time to
contact you. A suitable method of contacting you for example fax, telephone or
email.Line50.book Page 20 Tuesday, July 14, 2009 8:17 AM
Welcome to Sage 50 Accounts sage.co.uk & sage.ieThe Sage UK website,
www.sage.co.uk or www.sage.ie for those users in the Republic of Ireland), is a
valuable resource available to you 24 hours a day, seven days a week.You can
find information on our products and services, print your latest invoice from us
or signup for a free newsletter. It s a convenient place to buy Sage products,
find out how to get helpand advice locally from a Sage business partner and much
more.We are constantly adding new features to the website, so visit regularly to
take advantage of our online services.To access the website, from your Sage 50
Accounts menu bar, select WebLinks > sage.com.Sage TrainingSage offers a
portfolio of classroom training courses for all of our users, designed to enable
youto make the most of your Sage software packages. Every Sage training course
is written andpresented by staff who know and understand Sage software.There are
training centres in Birmingham, Bristol, Croydon, Glasgow, Manchester,
Newcastleupon Tyne, North London, Reading, Swansea and Leeds, all offering a
range of training coursesevery month.For customers who prefer to study in their
own time, Sage has also developed a range of self study products, including
on-line training courses, interactive CD-ROMs and workbooks withpractice
data.For further details about our Training products and course availability,
please contact one of oursales advisors on 0800 33 66 33.Line50.book Page 21
Tuesday, July 14, 2009 8:17 AM
Sage 50 Accounts User GuideLine50.book Page 22 Tuesday, July 14, 2009 8:17 AM

In this chapter:Chapter 2Getting Started with Sage 50AccountsNow that you have
installed Sage 50Accounts and run the ActiveSetup Wizard,you are ready for a
quick tour.This chapter will help you become familiarwith Sage 50 Accounts. You
will find outwhat Sage 50 Accounts can do and youwill learn about the
demonstration data, afictitious set of accounts included withSage 50 Accounts
for example purposes,along with a complete Practice CompanyMode, in which you
can practise usingSage 50 Accounts, without compromisingyour real company’s
data.This chapter also describes the layout of the Sage 50 Accounts desktop and
howyou use the various window types.Finally, this chapter outlines the tasks
youneed to perform to prepare the system foruse and describes the administrative
andmaintenance tasks which you will need tocarry out from time-to-time.Accessing
Sage 50 Accounts............24The Practice Data Mode....................25Using
Sage 50 Accounts DemonstrationData
..................................................28The Sage 50 Accounts
Desktop........29Sage 50 Accounts Window Types .....35Using the Search to Find
Records......55Finding Transactions..........................60Using
ActiveSearch............................62Function
Keys....................................63Getting Help
......................................65Video Tutorial
Simulations..................66Wizards
.............................................68An Overview to Setting Up Sage
50Accounts...........................................69Administrative /
Maintenance Tasks...70Line50.book Page 23 Tuesday, July 14, 2009 8:17 AM
Accessing Sage 50 AccountsThis section describes how you access and log in to
Sage 50 Accounts, and how tochange your user password.Starting up Sage 50
AccountsTo access Sage 50 Accounts from your Windows desktop, double-click the
Sage 50Accounts desktop icon. The Sage Logon box is displayed.The first time you
open Sage 50 Accounts, you must log in using the default user name,MANAGER. You
do not need a password. You can then set up access rights for the otherusers who
need access to your Sage 50 Accounts data. For further information on settingup
access rights, seeSetting Up Userson page 170.Note:To be able to set up access
rights, you must log in as MANAGER.Changing your passwordInitially, the default
user name, MANAGER, is created without a password. Before youstart to set up
data for your company, you should create a password for it. Thereafter,
youshould change your password regularly in order to ensure continued
security.To change your password1. From the Sage 50 Accounts menu bar, select
Settings > Change Password.Note:If you already have a password, the Password
Entry window appears askingyou to enter your current password here.The Change
Password window appears.2. In the New Password box, enter your new password.You
can use letters or numbers in your passwords, or a mixture of both. Howeveryou
cannot use special characters, for example =, !, #, commas or full stops.3. In
the Confirm New Password box, enter your new password again. You cannot savethis
password until the entries in the New Password and Confirm New Password arethe
same.4. To save your new password, click OK. To begin entering your new password
again,click Discard. To exit without saving, click Cancel.Line50.book Page 24
Tuesday, July 14, 2009 8:17 AM
Getting Started with Sage 50 Accounts The Practice Data ModeWhen your Sage 50
Accounts software starts, you are presented with a choice of threeoperating
modes: Open Your Company’s Data Open Practice Data Open Demonstration
DataNote:By using the Don t show these options on start-up check box, you can
avoid this windowon subsequent occasions, if you wish.1. Selecting the first
option and then clicking OK, opens your Sage 50 Accounts software withyour own
company s data, and you can proceed to work on your own data.2. However, by
electing to go with the second option Open Practice Data, and then choosingOK,
you are presented with the Welcome to Practice Mode window.3. By choosing the
third option and then choosing OK, the software opens with the
fictitiousdemonstration company data - Stationery & PC Mart UK. Refer toUsing
Sage 50Accounts Demonstration Dataon page 28 for more information about this
mode.Line50.book Page 25 Tuesday, July 14, 2009 8:17 AM
Sage 50 Accounts User GuideThe software opens in a clean state, with no
customer, supplier or product records created,when you click Start
Practising.You can rehearse the various tasks and procedures, gain confidence in
the various terms,methods and routines required, safe in the knowledge that you
are not compromising your ownreal company data.When working in Practice Mode,
the Welcome window reminds you that you are in this mode.Note:While in this
mode, the Backup and Restore commands are disabled in the File menu.When you are
finished working in Practice Mode, you can switch to either your Company s
dataor the Demonstration Company data from the File menu.Line50.book Page 26
Tuesday, July 14, 2009 8:17 AM
Sage 50 Accounts User Guidelevels 591product activity report 315product profit
report 315product valuation 315records 212shortfall 593transfers 602Stock Issue
616Stock Levels 593Stock Postingsprojects 630Stock Returnsdamages in 604damages
out 604write off 604Stock Shortfallstock levels 593Stock Transfermake
602Suggested Payments 580Supplierprice lists 536refunds 585transaction history
582Supplier Aged Balancessetting up supplier 150Supplier Codesplanning
204Supplier Defaultsageing tab 151record tab 150Supplier Payment on Account
390Supplier Payment Window 576Supplier Payments 576recording 576Supplier Price
Lists 536importing 538overview 536Supplier Refundpay by card 586 Suspend
Posting 387, 393Suspensecontrol accounts 191Swap 43TTab 51Tasks and Links 31Tax
Breakdown List 476Tax Code Setup 100Tax Codes 99Tax Ratescis 136Tax Total
351Technical Support 19Telephone Callsinvoicing for 499setting up default charge
119Telephone Charge Default 119Timeinvoicing for 499Timesheetsfor projects 616,
628Timeslips Link 121Toolbar 42Total Discounts 430Total Required Postings 387,
393Tour of Line 50 23Track project budgets 246project costs 246Training
21Transaction Activitycustomer 522supplier 582Transactional Based
ManagementReports 722Transactionsamending 84Line50.book Page 18 Tuesday, July
14, 2009 8:17 AM
IndexTransferbank 750product 602stock 602Trial Balancereport 716Triangulation
294UUnit Price Discount 155, 419Updateledgers 507User Assistance Centre
35User-configurable Function Keys 64Using Windows 35V Valuationproduct report
315VAT analyse 279archive 283calculating 269hmrc bank accounts 291ledger
263manual adjustments 280offline payment 288online 302online payment 289payment
290preferences 130, 264tasks 263totals 280VAT Audit Check 683, 686VAT Audit
Reportsaudit assistant 687overview 302VAT Cash AccountinUK VAT return 272VAT
Control Accountsclearing 284VAT Discrepancies 678VAT on Purchases 190VAT on
Sales 190VAT Rates 99VAT ReconciliationEI standard VAT 274EI VAT cash accounting
276standard VAT 270UK VAT cash accounting 272VAT Registration Number 117VAT
Returnanalyse 279calculating 269calculation 270checking 278EI standard VAT
scheme 274future transactions 284irish republic 283late transactions 284manual
adjustment 280overview 270preferences 264printing 282republic of ireland
274saving 283standard VAT scheme 270, 278totals 279UK cash accounting 272VAT
cash accounting 279view previous 301VAT Window 263VAT3file access in Vista
283VIES Return 297Viewhmrc responses 288VAT archive 283 Line50.book Page 19
Tuesday, July 14, 2009 8:17 AM
Sage 50 Accounts User GuideViewing 570customers 522goods despatched notes
467nominal accounts 197previous VAT returns 263products 596project activity
632project budgets 246project costs 246project costs to budget 637stock 596stock
allocation 607suppliers 582transactions 522, 582Views 31WWagesjournal entries
332processing 332Website Address 21Welcome Page 38Welcome Window 35Wildcards
58Windows 51Windows Control Panel 64Wizardsubmissions 286Wizards 68ActiveSetup
4Wordexporting to 696Work Area 32XXML File 283Y Year Endchecklist 319Line50.book

Page 20 Tuesday, July 14, 2009 8:17 AM

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