Know More About Sage Accounts and Customising Reports

11th November 2015 @ 14:32 | software installation

Sage 50 Accounts lets you take control of your finances and manage cash flow whether you're in the office or out and about. It’s powerful, easy to use accounting software, perfect for small businesses.

Sage 50 Accounts should be your go-to accounting and invoicing software.

sage 50 accounts logo

Staying Up to Date and Safe

As a business, it’s important to keep all data you have stored secure and well maintained.

Sage 50 Accounts makes managing your accounts, invoices, cash flow, and banking, customers, suppliers and VAT easy. And, it’s pretty simple to set up too.

To make using and setting up the software even easier we’ve prepared a few tips for managing your data with Sage:

1) Schedule regular backups (at least once a day. To do this, use the main toolbar and click File, then Schedule Backup.
This will open the Sage Accounts Backup Manager window. In this window you can check the current status of your backups by clicking on Settings.
And, Settings also lets you amend the regularity of the backup; entering a specific date and time to suit you.
You can also check the location of your backup file is correct. If your backup file isn’t saving to the correct location, you can use the Browse button to find a suitable location.
Finally, you can check the correct backup type is running; it will default to accounts data only, but you can include additional reports and layouts by ticking the appropriate boxes.

2) Regularly check your data, using File Maintenance. Access this tool from the main toolbar, by clicking File, then Maintenance.
If you click Check Data, then Sage will check for data problems.


3) Use passwords for security. If you’re signed on as the manager, you can use the Access Rights feature to set individual passwords and individual rights for each Sage user.
For example, you may want to give someone access to the sales ledger or the purchase ledger but not the bank accounts.

Taking Shortcuts in Sage

keyboard shortcuts for sage

Function keys can save valuable time if you know how to use them. Here’s a list of a few functions to help you speed up using Sage, and an explanation what the function keys do: /

F1: Wherever you are on Sage, you can press F1 to get the relevant help topics for that screen.

F2: This handy key pulls up a small on-screen calculator you can use to check your numbers – to see that an invoice adds up correctly before entering it, for example.

F3: Press this key when you’re entering details on a product invoice to open up the Edit Item Line window. Accounts Professional users can also use this key to open up the Edit Item Line window from sales or purchase order.

F4: By pressing this function key, you can view the full list of a field with a dropdown arrow. It opens a calculator in a numbers field or a calendar in a date field.

F5: This key opens a currency converter in a numeric field and a spell checker in a text field.

F6: Press this key to copy the information from the cell above into the current cell you’re working on. This function comes in handy when you’re entering a batch of invoices.

F7: This key inserts a line above the one you’re working on.

F8: Press this key to delete the line you’re on.

F9: This key calculates the net amount of an invoice and the VAT element if you only have the gross amount (the amount inclusive of VAT).

Prepare Effectively with A Monthly Accounts Checklist

Getting into a routine with this basic checklist should help out when preparing your monthly accounts:

  • Enter your sales and purchase invoices.
  • Enter all receipts and payments from cheque stubs and paying-in slips.
  • Enter directs debits, Bankers’ Automated Clearing Services (BACS), transfers and so on from bank statements.
  • Reconcile bank accounts, including credit cards.
  • Enter journals (or run wizards) for accruals, prepayments, depreciation and so on.
  • Run VAT return (if due).
  • Enter your PAYE journals and VAT journals and run the wizards if required.
  • Run Aged Debtors and Aged Creditors reports for the period.
  • Run Profit and Loss and Balance Sheet for the period.
  • Run month-end (Tools, then Period-End, then Month-End).

Creating Custom Sage reports

These are some of the things you can do to customise your Sage report:

  • Remove unwanted detail
  • Add new fields
  • Amend or create calculations
  • Change formatting
  • Extract data held within Sage

Sage layouts include invoices, credit notes, remittance advice notes, cheques, letters, and labels:

  • Add company logos
  • Add new fields - for example last payment received date on a statement
  • Create Sage layouts to fit your company letterhead
  • Create Sage layouts to use on blank paper
  • Include marketing messages
  • Include telephone and additional contact details
  • Include credit control information and messages
  • Change formatting, positioning, boxes, fonts and colours

Need help setting up your new accounting software? We help businesses install, setup, customise and configure programs on a daily basis. Give us a call!

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