Sage 2015 200 User Guide
Mainos
Mainos
New Features Guide
Sage 200 2015
Copyright statement
© Sage (UK) Limited and Sage Hibernia Limited, 2015. All rights reserved.
If this documentation includes advice or information relating to any matter other than using Sage software, such advice or information is provided for information purposes only. While Sage takes responsible steps to ensure the accuracy and completeness of such information, it can only be general in nature. You should therefore take appropriate steps to ensure it is correct and relevant to your circumstances. You should also consider taking professional advice when appropriate, for example to ensure that the results obtained from using the software comply with statutory requirements.
No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without prior written consent of Sage (UK) Limited or Sage
Hibernia Limited, publisher of this work.
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Hibernia Limited's Licence Agreement enclosed with, or displayed by, that software.
Sage, the Sage logo, and other Sage logos and brands are either registered trademarks or trademarks of Sage (UK) Limited and Sage Hibernia Limited, or its holding company, The Sage
Group PLC. All other marks are trademarks or registered trademarks of their respective owners.
Sage UK
North Park
Newcastle Upon Tyne
NE13 9AA
Issue date: 29/06/2015
Pbn No: 14623
Sage Hibernia Ltd trading as Sage Ireland
3096 Lake Drive
Citywest Business Park
Dublin
3 | Quick start guide to the new look
Find things using the navigation area
Find things using the activity bar
4 | Customising the look and feel
Setting up your Favourites view
Viewing, restoring and uploading Excel reports
8 | Your wishes - features and enhancements
Correcting posted financial transactions
9 | Changes to the Sage 200 CRM synchronisation
10 | What else is new - legislative changes
Contents
New Features Guide
Settlement discounts after 1st April 2015 (UK only)
Recommended procedure in Sage 200 with MOSS
Introduction
This guide introduces what is different in Sage 200 2015 from earlier versions of Sage 200.
There is a raft of changes in concept and in features - new and enhanced. We hope you will not be swept away but instead will be blown away by all that we have done for you in Sage 200 2015 because much of it is based on your feedback.
Remember that you can always find the details of new features and anything else about the functionality of Sage 200 in the online help.
Press F1 to see the help when you are in a screen, or go to the help web page: http://desktophelp.sage.co.uk/sage200/2015/Help.htm
.
And if you have feedback on anything in the help or any of the guides, please email us at
.
You are important to us
It's very important to us to take on board your feedback to help us shape future Sage 200 products.
We've worked hard to bring you things you wanted in 2015 and we've also introduced two features to make it easier for you to help us improve Sage 200 in future.
n
Ideas Hub
The Ideas Hub is where you can add your own wishes for the future of Sage 200. You can see what ideas are already on there and add your own.
n
Sage 200 Analytics
We've added a switch within System Administration so that, with your permission, we can collect information about how you use Sage 200.
1
1
New Features Guide
New look and feel
We've listened to you and made substantial changes to bring Sage 200 2015 to you with a modern and fresh look and feel, a number of exciting usability enhancements and much greater choice and flexibility in how you use Sage 200.
There are new desktop lists, process maps and workspaces, including
Summaries
which provide a visual overview of some of the key statistics in your business. We have brought back the 2011
Enquiry forms which weren't available from the menu by default in 2013. So you now have greater and more visible choice when making enquiries within the modules.
The old
Menu Design Mode
, which was felt to be difficult and cumbersome, has been replaced by an easier and simpler
Menu Edit Mode
which lets you change the Sage 200 menu for all users in one go.
We've even introduced more control over readability in lists by being able to choose the spacing between rows. You can also expand and shrink the navigation area to give you more control of your working space within the Sage 200 desktop. We've added a Search menu option to help you find the screens you want to use.
Standardising names of items in the user interface
We have tried to standardise the labelling of fields within the program across the modules. These changes are cosmetic but will hopefully assist you when you use the program.
Reporting using Excel
Excel reporting within Sage 200 2015 gives you greater choice over how you produce the reports that you want. Some reports are provided out of the box, others are available by subscription.
Excel Reporting is new in Sage 200 2015 and is different from the Sage 200 Extra module called Excel Integration that has been available in Sage 200 for some time.
Your wishes - features and enhancements
Some of your top wishes for Sage 200 have been included in 2015.
New! Fixed Assets
One top wish for Sage 200 was to have the ability to record and manage your tangible long term assets within Sage 200. We've included a Fixed Assets Register within the Nominal Ledger so you can now do this.
2
1 | Introduction
New! Work in Progress (WIP)
You asked us for the ability to calculate and measure the true profitability of your projects in your financial reports throughout the duration of the projects. The introduction of a work in progress (WIP) account in 2015 lets you gather project costs and post them in the same accounting period as the project revenue so the true profitability of your projects is reflected in your financial reports.
Enhancement for all users: Easier correction of posted financial transactions
You also asked for an easier way to amend and correct nominal ledger posting details for current and previous years. Now there is one.
Enhancement for Manufacturing users: Conversion of estimates to BOMs
Manufacturing users have improvements in the process of converting estimates to BOMs. Now, you can specify whether Machines or Labour is the primary constraint in the Bill of Materials module calculations following conversion. You can also determine whether the setup cost taken across during conversion is for Machine or Labour, and you can take running costs across for both machine and labour resources.
Changes to Sage 200 CRM Integration
For Sage 200 2015 changes have been made to the way data is synchronised between Sage 200 and Sage 200 CRM to make the synchronisation more streamlined and to help you to identify records that are causing a failure in the process: n
When records have been changed in CRM and sent to Sage 200, they are not synchronised back to CRM unless they have been changed again in Sage 200.
n
Only the parts of the customer and supplier records that have been updated are included in the synchronisation, rather than the whole record.
n
If a record causes the synchronisation to fail, we have made changes so that the last record in the log files will be the one that caused the failure, making it easier to troubleshoot.
What else is new - legislative changes
Early settlement discount and UK VAT
Sage 200 2015 has been updated so it is fully compliant with the new rules around how VAT is calculated on invoices with early settlement discount. These rules come into effect on 1st April
2015.
Under the new rules, the VAT on the invoice is only discounted when it is paid within the settlement discount period. Previously the VAT was discounted regardless of when the invoice was paid. This means that VAT now needs to be calculated at the full value of the invoice rather than the discounted value as previously.
3
New Features Guide
Mini One Stop Shop (MOSS)
We want to help you to keep up with legislative changes, so we have given you guidelines to follow in Sage 200 if you are a UK based business and you want to use the
Mini One Stop Shop (MOSS)
service which is available from 1st January 2015 with the HMRC in the UK.
The HMRC new rules state that VAT on the sale of e-services from businesses to customers (B2C) in other EU countries will now be charged VAT in the country where the customer is based. For example, your business sells a new app for a smart phone or tablet to a private individual based in
Italy. UK VAT is not charged on this sale but Italian VAT is.
So that you don't have to register for VAT in every country where you supply these services, you can use the HMRC's VAT MOSS online service to account for VAT on your e-services. If you want to do this, we give you a recommended process to follow in Sage 200.
For more information on MOSS, see http://www.hmrc.gov.uk/news/one-stop-shop
4
You are important to us
We are constantly seeking to improve the quality of what we provide and we have received feedback from you throughout 2014 about what you want to see in Sage 200 going forwards.
To facilitate the flow of information between us, we've introduced the following two features in Sage
200 2015 which you can use to help us improve Sage 200 for you.
Ideas Hub
If you have ideas to improve Sage 200, we want to hear about them, capture them and plan to adopt them.
You can open the
Ideas Hub
by clicking the lightbulb icon on the banner.
You can also find it at the following URL: http://www.sage.co.uk/sage200ideashub
Have a look and check it out. Maybe other people have had the same idea as you. The more people who have the same idea, the higher up the plan it will climb.
Sage 200 Analytics
A very simple way for us to collect information about how you are using Sage 200 2015 is to collect data on where the system is most used. We've added a switch within System Administration so that,
with your permission
, we can collect information about how you use Sage 200. This will help us to understand better how Sage 200 is used in the real world and inform our product development plans in future.
5
2
New Features Guide
The Sage 200 Analytics check box is found on the Licence page within Sage 200 System
Administration.
If you select the check box, we can collect information about how you use Sage 200.
We never collect any of your accounting or personal data.
If you clear the check box, we won't collect information about how you use Sage 200.
It's that simple!
6
Quick start guide to the new look
Much of the reorganisation and design of the new look and feel is to make it easier for you to find and access what you need. At first, if you're not used to the new look and feel, it might not feel that way.
But we're confident you will soon grow to love the new interface.
To make things easier we have created some short videos to demonstrate some of the features in the new interface. If you have access to the Internet, you can find them on the Sage 200 2015
Home
Page
.
3
7
New Features Guide
Tip: You can also find links to the videos in the Sage 200 2015 help system Home Page .
The
Home Page
is a new and refreshed
Welcome Page
for using Sage 200. It replaces the individual module
Welcome Pages
you had in previous versions of Sage 200.
The default
Home Page
has three views: n
Getting started.
This view has links to help pages, videos, and quick links to different parts of Sage 200.
n
Home Page Favourites.
You can use this view to display some of your favourites. To display favourites in this view, add them to the
Home Page Favourites
folder in the
Favourites
view.
n
Frequently accessed.
This view shows you what you accessed on a particular day of the week - forms, workspaces, lists and anything that you launched from the menu - so that you can retrieve it quickly. For example, if it is a Thursday, you will see all the things you frequently accessed on previous Thursdays.
You can use the
Home
page provided or you can select your own. For information on how to select your own
Home Page
or create
Home Page favourites
, see
Setting your own Home Page on page
8
3 | Quick start guide to the new look
Using the new desktop
The Sage 200 2015 desktop allows you to view and perform tasks on your company data. The desktop is divided into the following areas:
Tip: You can find more detail in the Sage 200 2015 help from the help topic, Use the Sage 200
2015 desktop or by viewing the video Your Sage 200 Desktop .
There are many different ways to find things in Sage 200 2015. You can: n
Find things using the banner on page 10
n
Find things using the navigation area on page 20
n
n
Find views in the work area on page 12
n
Find items in desktop lists on page 15
n
Find things using the activity bar on page 23
9
New Features Guide
Find things using the banner
In 2013 you could create favourites and open the print spooler or change company, or set your desktop themes from the menu and tool bar, which looked like this:
In 2015 this has been replaced with the
Banner
.
The banner contains the following options:
Icon Accesses Does
Takes you to the home page.
This is only visible if the
Navigation Area
has been
Maximised.
You can right-click and choose Reset my Home Page or Show
Application Home Page.
Unpin from desktop
Unpins the navigation area and minimises it.
This is only visible if the
Navigation Area
is Maximised and
Pinned.
Pin to
Desktop
Ideas Hub
Spooler
Pins the navigation area to the desktop so that it remains visible as you work.
This is only visible if the
Navigation Area
is Maximised and
Unpinned.
Takes you to our
Ideas Hub
where you can browse and add your own requests for the future of Sage 200.
Opens the print spooler window. You can view, print, email or delete reports from the spooler.
Tip: Choose whether reports are sent to the spooler by using
> Output Mode
.
Tools
Opens the tools drop-down menu.
10
Icon
3 | Quick start guide to the new look
Accesses
Change company
Does
Select another company.
User Login
Status
View who is currently logged onto Sage 200 and which users have been disconnected part-way through a session.
Preferences
Select your desktop theme, change line spacing in desktop lists, or reset your desktop settings.
Choose
Output
Mode
Choose how Sage 200 reports and documents are printed by default. You can send them to the printer, preview on-screen, or save them to the spooler to print later.
Tip: To view what is in the spooler, click .
Choose
Layouts
Run Sage
Report
Designer
Choose the layout that you want to use with Sage 200 documents and letters, such as invoices and purchase orders.
Launch Sage Report Designer.
Run
Workspace
Designer
Launch the Workspace Designer.
Workspace Designer is only available in Sage 200 Extra of
Sage 200
Installers
Install Nominal Link Components and e-Banking Components.
Show
Workspaces in Browser
Launch a browser window to access Sage 200 data remotely, using the Self Service application.
Your user account must have been set up as a
web user
, and you will need to log on to the Self Service application when prompted.
About Sage
200
Find out the version of Sage 200 along with System information.
Favourites
Adds or removes the current desktop item as a favourite.
Help
If the icon is , you cannot add the current item as a favourite.
Opens the Sage 200 Help.
11
New Features Guide
Find views in the work area
Where's the old dashboards view?
In 2013, you could access the following views from a
Dashboards
drop-down list:
In 2015, you access all the views from the menu. For example, within the Cash Book, you can see what is a list, process map or workspace by the icon as well as by the text.
Example Icon Type of item
Lists
Process Maps
Workspaces
Dashboard Views
are still available from the menus but these are workspaces and are accessed either from the
Enquiries
menu within a module or directly from running the
Self Service
application in a web browser.
Welcome Pages
are no longer available for each module, however you have a new and improved
Home Page
that contains three different views -
Getting Started
,
Home Page Favourites
and
Frequently Accessed
. See Home Page.
12
3 | Quick start guide to the new look
New desktop lists
Lists are a simple way of displaying information stored for each module. You can use lists to find and analyse information, open related windows, perform actions on the module items and run reports.
New desktop lists have been provided as follows:
For all Sage 200 users:
Sales Ledger, Purchase Ledger, Nominal Ledger, Cash Book, Stock Control, Sales Order
Processing, Price Book, Purchase Order Processing, Bill of Materials, Bill of Materials Allocations,
Bill of Materials Build Records, Project Accounting, Transaction Audit Trail List, Opening Balances
Audit Trail List, Labour Register, Machine Register, Tool Register, Operations Register, Drawing
Register
For Sage 200 Manufacturing users:
Estimates, Planning, MRP Recommendations,Works Orders, Employees, Expense Types, Non-
Chargeable Time, Certificates of Conformity, Stage Templates, Prospects and Labour Categories.
Desktop lists in 2015 have an action bar across the top to give you easy access to the actions you can perform on the list items.
When you select items in the desktop list, you can use the action icons at the top of the desktop list, or right-click anywhere in the desktop list and select the actions from the context menu that appears.
13
New Features Guide
You can work with multiple items for some actions, for example you can edit details for a number of selected accounts.
The actions available from the desktop list are the same as those in the action bar and also from the navigation area. For example, selecting
New Account
from the Nominal List action bar is the same as selecting
Nominal Ledger > Nominal Accounts > New Account
from the menu or
Actions >
New/Amend > New Account
from the context menu.
There are additional actions on the list context menu. You can print reports (
Reports
), find items
(
Find
), send the desktop list item to a spreadsheet in Excel (
Send To Excel
), show and hide columns (
Columns
) in the desktop list or print items (
).
Tip: By default, desktop lists show 360 records per page. You can change this by selecting at the top of the list, but note that this only shows the first 1000 records.
However, rather than scrolling to find records, we recommend that you use to find the record you want.
You can find more detail about desktop lists in the Sage 200 2015 help topic, How to use desktop lists , or by viewing the video, Using lists , in Sage 200 help.
14
Find items in desktop lists
You can find items in desktop lists in two ways: n
Use a simple search
The
Search list ...
box appears at the top of the desktop lists.
3 | Quick start guide to the new look
To find something, type it into the box and press
Return
or click the magnifying glass icon .
For example, a search for all references to import finds those suppliers who have import in their
Name
:
To clear the search results, click the cancel search icon .
15
New Features Guide
Use search filters
You can search for a specific item in a list, or set up a search filter, to limit the information that is displayed, for example if you wanted to search for purchase orders with values over £5,000.
Search filters are useful for when you search for something regularly.
You can make a search filter available to any user in the same company who can see the desktop list, by selecting the
Public
check box for the filter.
Remember that when you make a filter public, it can be changed or deleted by another user. If you don't want that to happen, don't make the filter public.
To use an existing filter, select it from the drop-down
Filter
list.
To add, edit or remove filters, click the filter icon to display the
Maintain Filters
window.
You can find more information on searching and using filters in the Sage 200 help topic, Using
Search filters to find records .
16
3 | Quick start guide to the new look
New look process maps
Process maps show the workflow associated with a particular module. For example, the Nominal
Ledger process map shows the flow of tasks from entering a new nominal account to updating waiting postings.
Each icon represents a function in Sage 200. To access the function, click on the icon.
Tip: Process maps are described in the Sage 200 2015 help topic, How to use process maps .
17
New Features Guide
New summary workspaces
Summary workspaces are graphical answers to key questions about your business performance and you can click a slice to see more detail.
18
3 | Quick start guide to the new look
More information is available by hovering over different areas of the summary.
You can zoom in on some summaries by using the mouse to select details to enlarge.For example, you may want to see debtors control more clearly at periods 3 or 4.
You select with the mouse the area you want to enlarge and it is displayed in more detail. You can revert to the original view by clicking
Revert zoom
.
Tip: You can find more detail about summary pages in the Sage 200 2015 help topic, How to use summaries .
19
New Features Guide
Find things using the navigation area
Use the menu to browse or search for what you are looking for and create your own menu in the
Favourites
view.
Use the Menu view
When you open Sage 200 2015 the navigation area is maximised and pinned to the desktop.
Maximised view Minimised view
You can unpin the navigation area in order to make more space to work in, by clicking on the banner. If you want to maximise it again, just click on an icon in the minimised menu and the menu will expand. Then you can pin it by clicking the
Pin
on the banner.
For information on using and editing the menu, see the section
in
Customising the look and feel on page 25
or view the video, Using menus , in the Sage 200 help.
20
3 | Quick start guide to the new look
Use the Favourites view
This is the place where you can keep shortcuts to everything you want to access quickly in Sage
200. When you are using a screen or desktop list, workspace or summary, you can choose it as a favourite, by clicking and it will be added to your
Favourites
view.
You can organise your
Favourites
how you like, and share your favourites with others by exporting and importing them.
For more information, see the section on
Setting up your Favourites view on page 27
in
Customising the look and feel on page 25
or view the video, Using Favourites , in the Sage 200 help.
21
New Features Guide
Search the menu
This is an exciting new feature in 2015. You can now search the menu directly for what you want to find.
To use
Search menu
, maximise the menu and then enter what you want to find in the
Search menu
box. Then click the magnifying glass icon .
For example, search for
Account Details
and then select which of the screens you want from the list that is found.
The results are shown in two groups: n
Menu items that contain the text in the title.
n
Items that contain, or are related to, the search term.
If you want to find items that contain BACS in the title or in the content, enter
BACS
in the
Search menu
box, and click the magnifying glass icon .
The search looks for matching text across Sage 200.
BACS does not form part of any screen title, so these results show the second level of search where screens that are related to BACs are shown.
For more information on this exciting new feature, see the video, Using Search , in Sage 200 help.
22
3 | Quick start guide to the new look
Find things using the activity bar
Use the
Activity Bar
to: n
Switch between your
Open Windows
.
Tip: If you want to close all your open windows, select
Open Windows > Close All
. If there is unsaved data on a window, you are prompted and can choose to save the data or not.
n
Open recently used process maps, desktop lists, workspaces or summaries.
23
24
Customising the look and feel
Theme
You can select which theme you want to work with. Select
> Preferences
on the
Banner
to get started. By default the dark theme is used but you can select dark, white or light themes.
Dark Light White
When you have selected your theme, close and re-open Sage 200 to see the theme change take effect.
Line spacing
You can choose which line spacing you prefer to use in desktop lists. Select
> Preferences
on the
Banner
to get started. By default, normal spacing is used but you can select narrow, normal or wide spacing.
Narrow Normal Wide
25
4
New Features Guide
Setting your own Home Page
The
Home Page
is displayed in the desktop when you first start Sage 200. The default
Home Page
has three tabs -
Getting started
,
Home Page Favourites
and
Frequently accessed
. You can use the home page provided or select your own..
To select your own Home Page
1. Open the desktop view that you want to make your Home page, such as a desktop list, summary page, or workspace.
2. Expand the
Navigation Area
by clicking on one of the icons on the
Minimised Menu
.
3. Right-click on the list, summary or workspace and select
Make this my Home Page
.
To display the Home Page
n
Click the
Display Home Page
icon on the toolbar, or n
Click the
Page
.
icon on the toolbar, right-click and select
Show Application Home
To revert to the default Home Page
If you have selected a
Home Page
of your own, you will not have
Home Page Favourites
or
Frequently accessed
tabs available. If you want to use these tabs, revert to the default
Home
Page
.
n
Click the icon on the toolbar, right-click and select
Reset my Home Page
.
26
4 | Customising the look and feel
Setting up your Favourites view
The
Favourites
view is where you keep shortcuts to everything that you want to access quickly in
Sage 200.
Add and remove favourites
When you're using any window or desktop view in Sage 200, you can quickly add it to your
Favourites
.
Select the favourite icon to add the current window or view to your
Favourites
.
This means the window or view is already in your
Favourites
. If you select this again, it will be removed.
This means you cannot add the window or view to your
Favourites
.
Organise your favourites
You can organise your favourites as you like; you can move and rename your favourites, and put them in folders. If you want to set up a page of favourites to put on the
Home
page, you can use the
Home Page Favourites
folder. You will see what you add here on the
Home Page Favourites
folder of the default
Home Page
. If you are not using the default Home Page you can still see your
Home Page Favourites
within the folder on the
Favourites
view.
If your administrator or Business Partner has imported a menu for you during upgrade or as an addon in System Administration, you will see it listed in the
Migrated User Own Menu
folder on the
Favourites
view.
Open: Navigation Area
, select the
Favourites View
and click
Edit Favourites
.
The
Favourites Edit Mode
is opened and an
Edit
toolbar is available.
27
New Features Guide
1. To add a folder, click
New
. A new folder is added at the bottom of the menu.
2. To remove a folder, select the folder and click
Remove Favourite
.
If the folder has contents, you are prompted to confirm that you want to remove the folder and its contents.
3. To remove a favourite, click
Remove from Favourites
.
4.
a. To rename an item, select the item and click
Rename
.
b. To move the selected item up, click
Move Up
.
c. To move the selected item down,click
Move Down
.
d. To expand or collapse the favourites structure, right-click within
Favourites
and select
Expand All
or
Collapse All
.
e. When you've finished organising your favourites, click the
Close
icon .
For example
If you mainly use Sage 200 to enter supplier and customer transactions, you can open each transaction window that you use and click to add those windows to your
Favourites
view.
If you want to organise your favourites, creating folders and a structure, then you click at the top right hand side of the
Favourites
view to enter
Edit Favourites
mode.
28
4 | Customising the look and feel
This shows how your
Home Page Favourites
could look if you created a structure for customers and suppliers and their transactions.
Import and export favourites
You can do this from the
Favourites View
or from the
Favourites Edit Mode
.
Open: Navigation Area
and select the
Favourites View
.
n
To import favourites, right-click within the
Favourites View
and select
Import
.
l
Browse to the location of the favourites file (.fav) to select the file and click
Open
to import it. The imported favourites will be put into a new folder.
n
To export favourites, right-click within the
Favourites View
and select
Export
.
l
Browse to the location you want to save the favourites file (.fav), enter a filename for the exported file and click
Save
.
29
New Features Guide
New Edit Menu mode
The menu is for all Sage 200 users, so customising the menu is restricted. If you are an administrator or have been given permission to change the menu (the
Can Edit Menu
option is selected in your
User Account Properties
in System Administration) then you can change the menu for all Sage 200 users.
What individual users can see in the menu is restricted through roles in System Administration. You can filter the menu view from the context menu when you right-click on a menu item:
Tip: If you want to create a menu for your own personal use only, use the
Favourites
option.
For information, see
Setting up your Favourites view on page 27
.
To customise the menu
Open: Navigation Area
, select the
Menu View
and click
Edit Menu
.
The
Menu Edit Mode
is opened and an
Edit
toolbar is available.
You can select the following actions from the toolbar or right-click on the menu and select actions from the menu that appears.
30
4 | Customising the look and feel
1. To add a folder, click
New
and select
New Folder
. A new folder is added at the bottom of the menu.
2. To add a menu item, click
New
and select
New Menu Item
.
You can add an existing target:
l
An existing option from any of the Sage 200 modules.
l
An item, such as a workspace or report.
l
An item from a third party database that has a target set up in System Administration.
a. Enter a
Title
for the new menu item.
b. Select the Target from the available list.
o
Expand the folders to find what you want within them.
c.
Enter a custom icon, if required.
Select an icon already provided: i. Click
Browse
on the
New Menu Item
window to open the
Select Icon
window.
ii. Select an icon from those displayed.
iii. Click OK.
Select an icon of your own: i. Click
Browse
on the
New Menu Item
window to open the
Select Icon
window.
ii. Click
Browse
on the
Select Icon
window.
iii. Locate the file with your own icons.
iv. Click
Open
.
d. Click
OK
.
3. To remove an item, select the item and click
Remove
.
4. To rename an item, select the item and click
Rename
.
5. To move items up within the structure, select the item and click
Move Up
.
6. To move items down within the structure, select the item and click
Move Down
.
7. To expand or collapse the menu structure, select an item in the menu, right-click and select
Expand All
or
Collapse All
.
8. To close
Menu Edit Mode
, click the close icon .
31
New Features Guide
To revert to the original menu
Open: Navigation Area
, select the
Menu View
and click
Edit Menu
.
The
Menu Edit Mode
is opened and an
Edit
toolbar is available.
n
Select an item in the menu, right-click and select
Revert to Default Menu
.
To export the menu
The export creates a Menu Differential File (.dif). To import this into other instances of Sage
200, you must add the file to an SBDX package and then import it, using the
Add-on wizard
in
System Administration. Creating SBDX packages or adding them would normally be done by a system administrator or Business Partner and the process for doing this is not included in Sage
200 help.
Open: Navigation Area
, select the
Menu View
and click
Edit Menu
.
The
Menu Edit Mode
is opened and an
Edit
toolbar is available.
n
Select an item in the menu, right-click and select
Export
.
n
Select where to save the menu differential file (.dif) and what you want to call it and click
Save
.
32
Resurfaced 2011 enquires
We listened to you and brought back the following Sage 200 v2011 enquiries. These can be found on the following module menus:
Module
Sales Ledger
Purchase Ledger
Nominal Ledger
Cash Book
Stock Control
Menu
Sales Enquiries
Purchase Enquiries
Nominal Enquiries
Enquiry
Account Enquiry
Transaction Enquiry
Account Enquiry
Transaction Enquiry
Account Enquiry
Transaction Enquiry
View Waiting Postings
Cash Book Enquiries Account Enquiry
Transaction Enquiry
Enquiries
SO and DD Enquiry
View Stock Item Balances
View Stock Item Details
View Buying Prices
View Stock Item History
View Monthly Trading Figures
33
5
New Features Guide
Module
Sales Order Processing
Purchase Order Processing
Menu
Enquiries
Enquiries
Accounting System Manager System Utilities
Enquiry
View Batch/Serial No Details
View Sales Orders
View Sales Orders for Stock Item
View Sales Return
View Quotation
View Pro Forma
View Payment Totals
View Purchase Order
View Purchase Orders for Stock Item
View Purchase Return
Transaction Audit File
34
Standardising item names
We have tried to standardise the labelling of items within the program. These changes are cosmetic but will hopefully make it easier for you to use the program in future.
For example, what was
A/C Ref
in 2013 is now
Code
in 2015:
Most occurrences of tax in 2013 are now VAT in 2015:
6
35
36
Excel Reporting
Excel Reporting in Sage 200 2015 now gives you greater choice over how you can produce the reports that you want. Some Excel reports are provided free with Sage 200 2015, but there are many more available if you subscribe to Excel Reporting. You can see some preview reports within the program of the kind of reports you would get in subscription packages. Subscription to Excel
Reporting has many advantages for you: it provides you with a greater number of reports to use, gives you access to purchase the report packs available and provides extensibility for third party integration.
Excel Reporting is new in Sage 200 2015 and is different from the Sage 200 Extramodule called
Excel Integration that has been available in Sage 200 for some time.
Free reports
Free Excel Reporting workbooks are provided with Sage 200 to get you started:
Report
Customers
Nominal Accounts
Description
Detailed information about your customer accounts, including their current balance.
This report could potentially be used as a source for a mail merge, data validation and cross-referencing, or graphical analysis by analysis code.
Summary of your nominal accounts with month and year-to-date balances.
This report contains credit, debit and balance for the year and for periods, so it could potentially be used to create a custom Trial Balance, working Profit and Loss, or Balance Sheet.
37
7
New Features Guide
Report
Stock Items
Suppliers
Description
Details of your stock items, including quantities and location.
This report could potentially be used to help discover where there are shortages of stock items, to display graphs of stock balances, or to find items which have not been sold for a long time.
Detailed information about your supplier accounts, including their current balance.
Preview reports
There are also some preview reports provided free which demonstrate reports in subscription packages but only show a restricted number of results:
Report Description
Customer
Transactions Preview
Details of current transactions for customer accounts.
This is preview of the subscription Customer Current Transactions report, and is restricted to show the 250 most recent transactions.
Nominal Transactions
Preview
Details of transactions on Nominal Ledger accounts.
This is preview of the subscription Nominal Transactions report, and is restricted to show the 250 most recent transactions.
Stock Transactions
Preview
Details of stock item transactions (movements).
This is preview of the subscription Stock Transaction History report, and is restricted to show the 250 most recent Movement In/Out transactions by date.
Supplier Transactions
Preview
Details of current transactions for supplier accounts.
This is preview of the subscription Supplier Transactions report, and is restricted to show the 250 most recent transactions.
Subscription reports
Subscription reports are available if you subscribe to Subscription reports:
Report
Cash Book
Transactions
Customer Archived
Transactions
Description
Details Cash Book transactions, with totals by code.
This is similar to the Customer Transactions report but shows archived transactions.
38
7 | Excel Reporting
Report
Customer Batched
Transactions
Description
Details of customer batch transactions and totals.
Customer Reverse
Charge VAT
Transactions
Customer
Transactions
Customer Turnover by Period
Nominal Archived
Transactions
Nominal Held
Journals
Nominal Ledger
Waiting Postings
Nominal
Transactions
This details transactions subject to Reverse Charge VAT.
Details of current transactions for supplier accounts.
This report could potentially be used for reconciliation, graphical analysis based on query code, reporting based on days to pay, analysis of settlement discounts taken, reporting commission, marketing analysis using analysis codes, or reporting on finance charges.
Details trading turnover with breakdown of the invoice and credit totals, using the base currency and the currency of the customer.
This is similar to the Nominal Transactions report but shows archived transactions.
Details of journals which are on hold and have not yet been posted.
Details of pending and deferred Nominal transactions.
Details of transactions on Nominal Ledger accounts.
This report could potentially be used for reconciliation, reporting and graphical analysis by analysis code, or analysing out of period posting.
Nominal Waiting
Postings
Provides details of pending and deferred nominal transactions, including net value.
Stock Transactions Details of stock item transactions (movements), with ability to analyse transactions by search category.
Supplier Archived
Transactions
Supplier Batched
Transactions
Supplier Suggested
Payments
Supplier
Transactions
This is similar to the Supplier Transactions report but shows archived transactions.
Details of supplier batch transactions and totals.
Details of suggested payments to suppliers.
Details of current transactions for supplier accounts.
39
New Features Guide
Report Description
Supplier Turnover by
Period
Detailed breakdown of supplier turnover in terms of the invoice and credit totals, plus the data is provided in the base currency and the currency of the customer.
VAT Transactions Details of Vatable transactions with totals.
Add-on packages
Stock reports are available as an add-on package, if you subscribe to Excel Reporting:
Report
Stock Additional
Product Group and
Stock Details
Stock Allocations
Description
Details about product groups and stock items, providing more information than the Stock Items report.
Stock Alternatives
Stock Archived
Transactions
Stock Average Cost
History
Stock Batch Serial
Tracked Allocations
Stock Levels
Stock Movements
Stock Period Values
This report is used to identify stock that has been allocated but not yet issued.
This report shows alternatives for a particular stock item.
This is similar to the Stock Transactions report but shows archived transactions.
Details of changes to a stock item's average cost.
Provides details of traceable stock items with batch or serial numbers.
Details of stock item quantities, and their maximum, minimum and reorder levels.
Details of stock quantities and valuation.
Shows details of stock profitability by individual stock item or product group per period.
Details of changes to a stock item's standard cost.
Stock Standard Cost
History
Stock Suppliers
Stock Traceable
Transactions
Provides details of stock items with suppliers, including order value and quantity on order.
Details of stock item transactions that are traceable by batch or serial numbers.
40
7 | Excel Reporting
Report
Stock Traceable
Transactions Archive
Description
Shows details of archived stock item transactions that are traceable by batch or serial numbers.
Stock Warehouses and Bins
Stocktakes
Details of stocktakes at warehouse and bin locations, for example to check bins where a stock take is due.
Provides details of the last stocktake for each warehouse and results for each stock item.
Financial data reports are available as an add-on package, if you subscribe to Excel Reporting:
Report
Asset and Liability
Revenue and Cost
Trial Balance
Description
Details of assets and liabilities. All periods within the current financial year are included.
Details of revenues and costs. All periods within the current financial year are included.
Details of nominal account balances, including data for budget comparisons.
For details about add-on packages and how to install them, refer to your Business Partner.
41
New Features Guide
Viewing, restoring and uploading Excel reports
To view Excel reports
Open: Excel Reporting > Excel Reports
.
n
To open a report in Excel, select it and click
View
.
n
To refresh the information in a report, select it and click
Update
.
To restore default Excel reports
If you have changed or deleted any of the Excel reports supplied with Sage 200, you can restore the original reports.
Open: Excel Reporting > Restore Default Excel Reports
.
1. Select the reports that you want to restore.
2. Click
Restore
.
If the reports already exist, you will be prompted to confirm that you want to overwrite the existing reports.
To upload a report
You can create your own version of a report and then upload it to Sage 200 to make it available to others.
Open: Excel Reporting > Excel Reports
.
1. Open the report you want to update.
2. Make changes to the report.
3. Save a copy of the report to your local drive as a Excel spreadsheet.
42
4. Go back to the Excel Reports workspace, then click
Upload
.
5. Browse to the report to display and click
OK
.
6. Click
Upload
to upload the report file.
7 | Excel Reporting
43
New Features Guide
Using Excel reports
Using tables in Excel
The reports provided display information in an Excel "pivot table". To find out what you can do with pivot tables in Microsoft Excel, there are a number of online resources.
Visit the Microsoft Office website , and in the support area search for Excel topics about
"PivotTable".
Try searching YouTube for tutorials about using pivot tables.
Filter and sort data
You can filter and sort the information displayed in the report.
Filter data using a slicer
Use slicers to select what information to display.
For example, in the profit and loss statement you can filter information by financial year, accounting period, cost centre or department.
n
To select more than one filter, press
Ctrl
and click the filters.
n
To remove the filters from a slicer, click
Clear filter
.
For example, using this slicer we can choose to display accounts for specific countries.
Filter and sort data manually
If a column or row heading includes an arrow button, click the button to display options for filtering and sorting the data.
44
7 | Excel Reporting n
Use the
Sort
options to change the order in which the information is listed.
n
You can manually pick which items to display or hide from the list.
n
You can filter the information based on whether it begins, ends or contains certain text. For example, to filter account names that begin with the letter
N
, select
Label Filters > Begins
With
and enter
N*
.
Change how fields are displayed
To select which fields are displayed or hidden in the report, use the
Pivot Table Fields
list.
To display the field list in Excel, either: n
Right-click anywhere inside the table and select
Show Field List
.
n
Select anywhere inside the table to display the
PivotTable Tools
ribbon, then on the
Analyze
(or
Options
) tab select
(Show >) Field List
.
45
New Features Guide
Add or remove a field
n
Use the field section to pick the fields you want to show or hide in your table.
Rearrange fields
Use the areas section to arrange the fields the way that you want. You can drag fields between the four areas, or change the order of fields in an area.
46
7 | Excel Reporting n
Use Filters to add the field as a filter for the whole table.
n
Use Columns to add the field as a column label.
n
Use Rows to add the field as a row label.
n
Use Values to add the field as numeric data in the table. You can also choose how to display totals for the value, e.g.
Sum
will show a total of the values added together, or
Count
will count the number of items.
Add a logo or information to the report
You can add your own company logo or information to a report, just place them anywhere outside of the pivot table.
47
48
Your wishes - features and enhancements
Some top wishes for Sage 200 have been included in 2015.
n
A fixed assets register has been added to the Nominal Ledger module so that you can now record and manage your tangible long term assets within Sage 200.
n
Work in progress (WIP) on page 53
You can use a work in progress (WIP) control account in the Balance Sheet to gather project costs for the duration of the project.
n
Correcting posted financial transactions on page 57
You can now amend nominal ledger posting details and correct nominal journal entries for the current or previous years.
n
Converting estimates to BOMs on page 60
you can now specify whether you want Machines or Labour to be the primary constraint in the
Bill of Materials calculations following conversion. And you can determine whether the setup cost taken across during conversion is for Machine or for Labour, and you can take across running costs for both machine and labour resources.
Please note that this section introduces you to the features and enhancements. For a full understanding of these, refer to the Sage 200 2015 help topic, What's new in this version .
49
8
New Features Guide
Fixed Assets
Before beginning to record your fixed asset in the register, you should have all your asset details to hand and think about the depreciation method you want to select for each asset.
Depreciation methods
Straight Line
The asset's value is reduced by a percentage value that is based on the
Initial Value
, the
Residual
Value
and the
Asset Life
span in years or periods until the
Net Book Value
is reduced to the
Residual Value
(which may or may not be zero). The value of depreciation remains the same each time.
This is appropriate if you forecast that use of the asset is spread evenly across the time period, for example, the use of a temporary prefabricated building.
What is the calculation?
Annual Straight Line
Period Straight Line
Initial Value - Residual Value / Asset Life in years
Initial Value - Residual Value / Asset Life in periods
If the calculation pushes the
Net Book Value
to a value that is less than the
Residual Value
, the depreciation amount posted is the
Net Book Value
-
Residual Value
.
For example
If you enter an asset with an
Initial Value
of £12000, a
Residual Value
of £3000, and you want this to be depreciated over a three year period:
Year Depreciation Calculation Depreciation
Amount
Net
Book
Value
1
2
3
Initial
Value
12000
12000
12000
-
-
-
Residual
Value
3000
3000
3000
/
/
/
Asset
Life
in years
3
3
3
£3000
£3000
£3000
£9000
£6000
£3000
If this was by period, the initial value would be divided by the number of periods in the three years, for example 36 if you were using 12 periods per year, in order to give a periodic depreciation amount. In this example that would be £250. Each period that passed the net book value would reduce by that amount.
50
8 | Your wishes - features and enhancements
Straight Line
depreciation is applicable if the value of the asset is to be reduced evenly over time (e.g. furniture).
Reducing Balance
The asset's value is reduced by a percentage of the
Net Book Value
(which reflects the asset's current worth) every year or period until it is reduced to a realistic scrap or write off value (which may or may not be zero). The value of the depreciation reduces every time. This is appropriate if you expect the asset to wear out quickly.
Reducing Balance
depreciation is applicable if the value of the asset needs to be reduced quickly at first and then more slowly later (e.g. vehicles).
What is the calculation
Annual Reducing Balance
Period Reducing Balance
Net Book Value
*
Annual Depreciation %
Net Book Value
*
Period Depreciation %
If the calculation pushes the
Net Book Value
to a value that is less than 0 (zero), the depreciation amount posted is the difference between the
Net Book Value
and 0 (zero).
For example
If you enter an asset with an
Initial Value
of £12000, the initial Net Book Price is £12000 and you want to depreciate this over four years, this would be a depreciation of 25% each year.
Year Depreciation Calculation Depreciation
Amount
Net Book
Value
1
2
3
4
Net Book
Value
12000.00
9000.00
6750.00
5062.50
*
*
*
*
Depreciation Percent
25
25
25
25
/
/
/
/
100
100
100
100
£3000.00
£2250.00
£1687.50
£1265.63
£9000.00
£6750.00
£5062.50
£3796.87
Depreciation of an asset using the
Reducing Balance
method is higher initially than the
Straight Line
method and it then reduces over the asset life. Theoretically, using the
Reducing Balance
method, the book value will never reach zero but for all practical purposes, the write off value of an asset is reached by using a realistic percentage.
51
New Features Guide
Using the Fixed Assets register
You can add and maintain fixed assets, depreciate, dispose of and delete assets.
You can create fixed asset records by adding some information initially and filling in the details later.Fixed assets only become active once you have entered all depreciation details for an asset.
Once it is active, you can depreciate or dispose of it.
You can view details of your fixed assets such as asset net book value, last depreciated date, total depreciation posted and so on, using the Fixed Asset Enquiry workspace and produce reports which list your fixed assets in summary and in detail. All of these processes are described in full in the
Sage 200 help for the The Fixed Assets feature .
52
8 | Your wishes - features and enhancements
Work in progress (WIP)
You can use a work in progress (WIP) control account in the Balance Sheet to gather project costs for the duration of the project. The project costs can then be posted in the same accounting period as the project revenue. This ensures the true profitability of your projects is reflected in your financial reports.
Further information on WIP can be found in Sage 200 help, and we recommend beginning with the help topic, Getting started with work in progress (WIP) .
How do you set this up?
Say whether you want to use WIP or not
You specify whether WIP is in use or not in
Project Accounting Settings
on the
Postings
tab.
n
Setting
Use WIP
to
Yes
, confirms to Sage 200 that you want to gather project costs into the
WIP account in the Balance Sheet for the duration of the project. You do this, by clicking
Settings
and then selecting the
Use Work In Progress (WIP)
check box.
53
New Features Guide
Say how you want to set the default nominal account for WIP postings
Use one nominal account for all item types and items in the project structure
n
Select
Use specified
and then select the nominal account from the drop-down list and click
OK.
Retain the ability to change the WIP nominal account at lower project levels
n
Clear the
Use specified
box, select a nominal account code and then choose which levels to cascade your default account to. You can cascade to
Project Item Types
and if you select this you can cascade to
Project Items
, and so on.
54
8 | Your wishes - features and enhancements
How do I enable WIP on my existing projects?
You can enable WIP on existing projects that were set up and in operation before you upgraded to
Sage 200 2015, at your own pace, using the project utility,
Enable WIP on projects
.
You can enable WIP for individual projects or a number of projects at once.
How do the postings work?
If project accounting is in use, you can enter project analysis on all relevant transactions - nominal payments and receipts, supplier invoices and credit notes, purchase and sales order items and return items. project issues, returns, allocations and transactions, project cost and revenue adjustment transactions, timesheets and expense claims, despatching stock and amending goods returned or received.
In Sales Order Processing, when WIP postings are made depends on the
Update stock quantities when
setting on the SOP Settings
Order Processing
tab. Those postings will be made either on despatch or when the invoice is posted.
55
New Features Guide
How do you finalise cost transactions?
Finalising costs means moving the cost value from the WIP nominal code to the final expense or uplift nominal code.
You can select any cost transactions to finalise except for cost transactions that are linked to a sales order or return as these are finalised when the SOP invoice is posted.
You can finalise cost transactions by: n
Selecting to finalise costs for bill lines within Project Accounting > Billing and then posting the billing invoices and credit notes.
n
Selecting
Project Maintenance > Manage Finalising Transactions
.
How can you see WIP posting amounts?
Use the following enquiries and reports: n
Profitability Analysis and Profitability Breakdown enquiries.
WIP cost is included by default although you can exclude it if you want to.
n
Cost Transactions enquiry.
You can view the detail of WIP cost and nominal details on the transaction details.
n
WIP Transaction enquiry workspace.
This provides information about transactions that have a WIP value or have had the WIP value finalised.
n
Billing Analysis and Billing Summary enquiries.
You can see finalised cost for your projects.
n
Cost Analysis.
This includes a column, WIP costs, which holds the total WIP value for all transactions included in the row.
n
Profitability Breakdown.
WIP is included by default in the project breakdown, but you can exclude it if you want to.
n
Cost Transactions.
You can report on transactions that have WIP values and these are included in the WIP costs column. Or you can report only on transactions that do not have WIP values.
56
8 | Your wishes - features and enhancements
Correcting posted financial transactions
You can now amend nominal ledger posting details and correct nominal journal entries for the current or previous years.
Amending transaction details
Amending nominal posting details is available from the context menu within
Current Transactions
List
,
Current Pending Postings List
or
Deferred Pending Postings List
. within the Nominal
Ledger.
You can amend the
Reference
unless the transaction is manual or a Fixed Asset transaction and you can amend the
Narrative
or
Transaction Analysis
if required.
57
New Features Guide
Correcting transactions
You now have the ability to correct transactions entered from the current year manual journal entry window (
Nominal Ledger > Enter Transactions > Journal Entry
). You can also correct transactions entered from the previous year journal entry window (
Nominal Ledger > Enter
Transactions > Previous Year Journal Entry
).
The context menu action,
Correct transactions
, is available from the
Current Transactions List
or
Current Transaction Enquiry
workspace (for current or previous years),
Current Pending
Postings
(current year only) and
Deferred Pending Postings
(current year only).
You can update details, reverse or post corrections:
58
8 | Your wishes - features and enhancements
Update
Details
You can amend the
Narrative
or
Transaction Analysis
as required, in the same way as when
Amending transaction details on page 57
.
Amending transaction details on page 57
Reverse
This posts opposite entries to the original entries but does not remove the original transactions.
Post
You can amend
Narrative
,
VAT Type
,
VAT Code
,
Debit/Credit
and so on.
Corrections
You can add and delete lines or reset to the original values.
You cannot correct recurring or reversing entries. You must reverse these and post a new recurring or reversing entry instead.
59
New Features Guide
Converting estimates to BOMs
Converting esimtates to BOMs follows the same procedure as before. However, you can now specify whether you want Machines or Labour to be the primary constraint in the Bill of Materials calculations following conversion. To enable this, there is a new setting within Estimating.
You can also determine whether the setup cost taken across during conversion is for Machine or for
Labour, and you can take across running costs for both machine and labour resources.
Choose your primary resource constraint
There is a new
Primary Constraint
setting in the
Conversion
tab of
Estimate Settings
.When you convert an estimate to a BOM, you can determine whether labour or machines are to be used as the primary resource within BOM following the conversion.
If you select Labour then the labour cost is used. If you select Machine, then the machine cost is used.
Set up your resources for conversion
When you enter the estimate stage operation details, you can specify how you want resource costs to be converted.
During conversion, only one setup cost can be converted per operation: either a labour or a machine setup cost.
If you need to convert more than one setup cost, you would need to create a separate operation per setup cost.
Labour
To include labour setup costs in conversion, select the Include in labour requirements checkbox, and select a labour resource on the
Resource Details
tab.
60
8 | Your wishes - features and enhancements
To include labour runtime costs in conversion, select a Labour resource and enter a labour
Charge
Rate
.
Machine
To include machine setup costs in conversion, clear the
Include in labour requirements
checkbox, and select a machine resource on the
Resource Details
tab.
61
New Features Guide
To include machine runtime costs in conversion, select a machine resource and enter a machine
Charge Rate.
What do the resources look like in the BOM after conversion?
n
Estimating contains no setup time of seconds. Therefore, following conversion, the seconds in the BOM defaults to 0 (zero).
n
Following conversion, there is only one setup resource per operation.
62
Changes to the Sage 200 CRM synchronisation
For 2015, changes have been made to the way data is synchronised between Sage 200 and Sage
200 CRM, to make sure that: n
When records have been changed in CRM and then sent to Sage 200, they are not synchronised back to CRM unless they have been changed again in Sage 200. This is done using a new
SyncSource
table in the Sage 200 database.
n
Only the parts of the customer and supplier records that have been updated are included in the synchronisation rather than the whole record. This is done using a new
SyncScope
table in the Sage 200 database.
n
If the synchronisation fails, the record that caused this can be more easily identified.
How the synchronisation changes work
n
When a record has been updated in CRM and synchronised with Sage 200, a value is stored on the record in Sage 200 and in the
SyncSource
table. When the synchronisation runs, the integration service checks this value in the
SyncSource
table and on the customer or supplier record. If they are the same, the records are not included in the synchronisation.
n
When a record is changed in Sage 200, each change is recorded in the
SyncScope
table .
Multiple entries can be made to the table for a single account detailing each change. When the synchronisation runs, the integration service checks this table and only includes the parts of the record that have changed.
63
9
New Features Guide n
To help identify a record that has caused the synchronisation to fail, the number of records that are passed by the integration service is automatically changed to 1, when the synchronisation fails. This is to make sure that when data is next synchronised, it will fail when the offending record is next in the queue. This makes it easier to troubleshoot synchronisation failures as the last record in the log files will be the one that caused the failure. It will no longer be necessary to manually change the
Sage200WebServices config
file.
64
10
What else is new - legislative changes
There are some legislative changes which have occurred and have implications for how you want to use Sage 200 2015. These are: n
Settlement discounts after 1st April 2015 (UK only) on page 66
From 1st April 2015, the HMRC has introduced new rules around how VAT is calculated for early settlement discount. These rules affect how the VAT is calculated for both both sales and purchase transactions.
n
Recommended procedure in Sage 200 with MOSS on page 72
From January 1 2015 new rules come into effect that state VAT on the sale of e-services from businesses to customers (B2C) in other EU countries will now be charged VAT in the country where the customer is based. For example, your business sells a new app for a smart phone or tablet to a private individual based in Italy. UK VAT is not charged on this sale but Italian
VAT is.
n
HMRC’s definition of e-services can be found here: http://www.hmrc.gov.uk/manuals/vatpossmanual/vatposs13550.htm
So that you don't have to register for VAT in every country where you supply these services, you can use HMRC's VAT MOSS online service to account for VAT on your e-services. If you want to do this, we give you a recommended process to follow in Sage 200.
For more information on MOSS, see http://www.hmrc.gov.uk/news/one-stop-shop
65
New Features Guide
Settlement discounts after 1st April 2015 (UK only)
A settlement discount is where a business offers another business a discount when an invoice is paid early. This is usually a percentage discount if an invoice is paid within a specified number of days, for example, a 5% discount for invoices paid within 15 days.
Settlement discounts can be recorded for both sales and purchase transactions - the discounts that you allow your customers and the discounts that your suppliers give you.
Settlement discounts and VAT (UK only)
The HMRC has introduced new rules around how VAT is calculated for settlement discounts. These rules come into effect on 1st April 2015.
Under the new rules, when an invoice that contains settlement discount is paid within the settlement discount period, the VAT is only charged on the discounted invoice amount. VAT must be calculated and shown on the invoice at the full rate. If the customer pays within the settlement discount period, the VAT is discounted and a VAT adjustment must be processed.
The new rules require businesses to:
1. Notify their customers of the VAT discount available and the amounts the customer is due to pay. This can be done in one of two ways: a. Issue an invoice detailing the full net and VAT payable. If the invoice is paid within the discount period, issue a further VAT only credit note to account for the VAT discount.
b. Issue an invoice document which states the amount of discount (net and VAT) that can be claimed if the invoice is paid early, as well as the full amount (net and VAT) due after the settlement discount period. If the invoice is paid within the discount period, there is no need to issue an additional credit note. However, internal VAT adjustments will be required.
2. When an invoice is paid immediately, the settlement discount is automatically taken. The
VAT is discounted on the invoice and no subsequent VAT adjustment is necessary.
In Ireland, VAT is always charged at the full value of the invoice, regardless of any settlement discounts.
How to turn on the VAT changes after 1st April
2015
Due to the changes to the way VAT is calculated for invoices with settlement discount, you must turn this on in Sage 200 when you need to start using the new VAT rules.
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10 | What else is new - legislative changes
1. Turn on the new settlement discount rules: a. Open
Accounting System Manager > Settings > System Settings | Operational
Settings
.
b. Select
Apply new VAT rules for early settlement discount
.
Once selected, this cannot be turned off. This is because changes are made to your database tables.
Do not select this, until you need to apply the new VAT rules.
2. Reset your desktop settings on PCs with Sage 200 installed. This is to make sure that the new fields and columns appear on the relevant screens.
a. Open
> Preferences
.
b. Click
Reset Desktop Settings
.
You can't change this setting if you have batch transactions that have not been committed.
Changes made to Sage 200
n
VAT will be calculated at the full rate by default for all subsequent invoices with settlement discounts.
n
The VAT will be recalculated on invoices that include settlement discount and haven't been printed.
We recommend that you post all printed but un-posted sales orders before you turn on the new VAT rules. This is because if a user runs the Prove Ledger Balances option and chooses to fix reported errors, the value of all Live sales orders are updated to use the new VAT rules.
This will make any unposted sales orders a different value to the printed invoice.
n
There are new default invoice and credit layouts that contain the additional text and fields required by HMRC to indicate the VAT discount due if the invoice is paid within the discount period. This means that there is no requirement to issue an additional VAT only credit note to you customers but internal VAT adjustments will be required.
You'll need to make sure that your custom layouts also contain this text and the additional fields. We recommend that you customise the new default layouts.
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New Features Guide n
New value fields for
VAT discount
and
Disc Inv Total
are added to the sales and purchase invoice screens.
n
A new
Settled Immediately
check box is added to the Sales and Purchase invoice screens.
This indicates when an invoice has already had the VAT discounted. Once selected, the VAT value on the invoice is discounted. This is likely to be the case, if the invoice has already been paid.
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10 | What else is new - legislative changes n
A new
VAT Adjustment Document Expected
check box is added to the Purchase Invoice screen. This is for your information and indicates that you're expecting your supplier to send you a credit note to account for the VAT discount.
n
The allocation screen shows when the invoice is still within the settlement discount period and reduces the amount to allocate by the VAT discount by default.
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New Features Guide n
A new
VAT Disc Outstanding
column is added to the Transaction Enquiry workspace for both customers and suppliers. This is to help you to determine when credit notes need to be raised to account for the VAT discounts.
n
Additional new fields and columns are also added to various screens, enquiries, reports and workspaces to show the VAT discount, the discounted invoice total and whether
Settled
Immediately
or
VAT Disc Document Expected
have been selected.
n
If you want to import transactions after 1st April 2015, you can additionally import the VAT discount value and flags for
Settled Immediately
and
VAT Disc Document Expected
.
These fields have also been added to template CSV files.
Recording transactions with settlement discounts after 1st April 2015
Sales transactions
For sales transactions, the VAT is now calculated at the full value of the invoice by default.
When a customer pays within the settlement period, the net and VAT discounts will apply to the invoice. As the VAT has already been recorded at the full rate, you will need to enter adjustments to account for the VAT discount taken by the customer. These adjustments can be recorded in Sage
200 as VAT only credit notes. If you're printing your invoices from Sage 200, then correct text is printed on the invoice by default so there's no need to print and send this credit note to your customers.
How you record these credit notes depends on the business processes you want to use. You may want to process them per invoice or enter a number of adjustments as one credit note per customer.
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10 | What else is new - legislative changes
Purchase transactions
For purchase transactions, the process you follow will depend on how your supplier deals with any settlement discounts they offer you. The wording on the invoice you receive should indicate whether your supplier will send you a credit note for the VAT discount. You may receive invoices in the following scenarios: n
The supplier sends you an invoice with the VAT calculated at the full value of the invoice.
This invoice also includes details of any settlement discounts due. When you pay the invoice, you take the discount and pay the reduced amount.
In this case, you'll need to enter an adjustment to account for the discounted VAT.
n
The supplier sends you an invoice with the VAT calculated at the full value of the invoice.
When you pay the invoice, you take the discount and pay the reduced amount. The supplier sends you a VAT only credit note for the VAT discount.
In this case, you'll need to enter the credit note when you receive it. You won't need to process additional VAT adjustments.
n
You've already paid the invoice, so the VAT on the invoice has already been discounted.
In this case, you need to record the invoice with the VAT discount. No further adjustments are necessary.
A detailed explanation of how to process transactions with settlement discounts is included in the
Sage 200 Help, see How to record settlement discounts on sales transactions and How to record settlement discounts on purchase transactions .
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New Features Guide
Recommended procedure in Sage 200 with MOSS
To do this, you must: n
Register for the MOSS scheme with the HMRC.
n
Submit an online quarterly VAT MOSS Return with the HMRC detailing the VAT due in each country.
1. Create a new nominal account for each EU country that you sell to.
This is so that the MOSS VAT is reported in a separate nominal account to usual UK VAT.
If you create a nominal account for each country, you can easily see the total amounts you need for your VAT MOSS return.
2. Create a new VAT rate for each EU country in which you supply e-services to non-business customers. This is so the correct amount of VAT is calculated.
Exclude this new rate from your VAT return.
3. When you sell an e-service to a customer in another EU country, make sure you choose one of the new VAT rates you have set up.
This makes sure that the VAT is charged correctly.
4. When you submit your VAT MOSS return to HMRC, use the
Report VAT transactions by period
report to see a list of transactions for each VAT rate for a selected period.
For examples on how to do this, see the help topic, VAT and Mini One Stop Shop .
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