Data Corruptions and Data Verfication Tool in Sage 50

Why Data Checking is important?

Your Sage data is absolutely critical to your business; therefore it is crucial that you have an effective data management strategy to protect yourself from any loss of information.

Check Data – The Check Data process found in File > Maintenance > Check Data

Analyses your data to ensure it is free from corruption. The worst case scenario if your data does become corrupt is that all the information relating to your accounts is lost; therefore checking its integrity is a key business process.

We recommend that the check data process is run at the end of every day where processing has taken place. The presence of errors indicates a problem which must be rectified immediately. If you have errors after running this procedure, contact Sage or Sage dealer for further advice. If you have any warnings or comments you can elect to either address these or ignore them until a later date.

Using the Search facility in Sage 50

Using the Search facility
When you have a large number of records it can be difficult to find the one that you’re
looking for. You can use the Search facility within every ledger to refine the number of
records displayed to help you find the information you need quickly and efficiently.

Even if you don’t know the exact details, you can use a wildcard to search for non-specific
information. For example, if you know a customer’s telephone number starts with 0171 you
could search for all the records Where > Telephone Number > Is Equal To > 0171* to
show all appropriate records.

Customisation and configurable columns in Sage 50

Customisation and configurable columns
It’s possible to customise Sage 50 Accounts so that the ledgers are presented in the way
you want them, and the opening ledger is the one most relevant to your business.

Within Tools > Options > View you can choose your own Initial View, that is the module that
appears by default when you first open the software, and choose whether you want the
Process Map or the List to be used for the Customers and Suppliers modules.

Within each ledger window you can show information which is not visible by default, and
hide information which is not relevant to your business. To do this right-click the column
heading and select the columns you require. So within the Customers list, for example, you
could hide the telephone number, and show the email address instead

Turning an invoice into a credit in Sage 50

Turning an invoice into a credit

If you have created an invoice for a customer, and subsequently need to issue a credit note,
there is no need to manually enter the information again. Simply highlight the invoice within
the list then click Credit at the bottom of the screen.

The credit note is then created as an exact duplicate of the invoice. If required, changes can
still be made prior to saving and printing.

Duplicating and amending batches of records in Sage 50

Duplicating and amending batches of records
If you need to create a number of records that are very similar, the Duplicate option saves
time by copying the data from an existing record to a new record. You can then amend any
details as required add an account name and save the new record.

The Batch Change option can be used to make the same changes to multiple records
without the need to open, change and save them individually.

Electronic Banking in Sage 50

If you bank online it is possible to send payments to your suppliers from Sage 50 Accounts
through to your banking software. To set this up you need to follow a few simple steps:
1. A list of compatible banks is available from Sage’s website. To access this information,
from within Sage 50 Accounts 2012, open Weblinks > Sage e-Banking.

2. If your banking software is listed here, select the option to Download plug-in and save
the file to your desktop.

3. Close Sage 50 Accounts, locate the file you downloaded and double-click it to install
the required component.

4. Open Sage 50 Accounts and switch on e-Banking in Settings > Bank Defaults >
Enable e-Banking.

5. Within your list of bank accounts, open the appropriate bank record. In the Bank
Details tab make sure your sort code and account number have been entered, select
your bank type from the list and save the bank record.

6. For all the suppliers that you’re paying electronically, within the Bank tab of their
individual records, ensure all their banking details have been entered, select the Online
Payments check box, and save the records.

You are now ready to start using e-Banking. After paying your supplier, to create the
required file, click E Payments within your list of bank accounts, and follow the on-screen
prompts.

M, S1, S2 and S3 Special product / service codes in Sage 50

When to use the M, S1, S2 and S3 product codes

Within a product invoice there are 3 special product codes you can use which don’t appear
in the main list of products. These codes are M, S1 and S2 and can be used in the following
scenarios:

M – If you want to add a one-off message to your invoice which doesn’t have any value, you
can use M and then enter the required text. For example, ‘We’ll be closed for Christmas
between December 24th and 29th ‘

S1 – If you are selling a customer a product with VAT which you do not usually sell and
therefore is not in your product list, you can use the S1 code.

S2 - If you are selling a customer a product without VAT which you do not usually sell and
therefore is not in your product list, you can use the S2 code.

S3 – Is used to add service items to product invoices. This code is only available in Sage 50
Accounts Professional and Client Manager.

Batch Reporting Function in sage 50

You can use Batch Reporting to group reports together and run them at the same time,
saving you time and effort. For example, if you run customer and supplier day book reports
at the end of each month, you can run these together as a batch.

Global data changes in sage 50

If you need to make the same change to a number of records the Global Changes wizard
can be used to save you having to make the change to each record individually.

For example, if you are increasing your product sales price by 5% you simply go into Tools
Global Changes and follow the on-screen prompts, choosing Product sales prices and
Increase by percentage

Using smart links in sage 50

When viewing a customer’s activity, if you want to see the original invoice which created the
transaction simply double-click on it and the relevant invoice opens automatically.